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A FUNDAMENTAL COMBINED APPROACH

DISCOVERING COMPUTERS &

OFFICE 2016 MICROSOFT® OFFICE 365™

A FUNDAMENTAL COMBINED APPROACH A FUNDAMENTAL COMBINED APPROACH

Australia • Brazil • Japan • Korea • Mexico • Singapore • Spain • United Kingdom • United States

Steven M. Freund Mary Z. Last Philip J. Pratt Susan L. Sebok Misty E. Vermaat Jennifer T. Campbell Mark Frydenberg

DISCOVERING COMPUTERS &

OFFICE 2016 MICROSOFT® OFFICE 365™

ALL RIGHTS RESERVED. No part of this work covered by the copyright herein may be reproduced or distributed in any form or by any means, except as permitted by U.S. copyright law, without the prior written permission of the copyright owner.

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The material in this book was written using Microsoft Office 2016 and was Quality Assurance tested before the publication date. As Microsoft continually updates Office 2016 and Office 365, your software experience may vary slightly from what is seen in the printed text.

Library of Congress Control Number: 2015958649

ISBN: 978-1-305-87180-9

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Discovering Computers and Microsoft Office 2016: A Fundamental Combined Approach Steven M. Freund Mary Z. Last Philip J. Pratt Susan L. Sebok Misty E. Vermaat Jennifer T. Campbell Mark Frydenberg

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Printed in the United States of America Print Number: 01 Print Year: 2017

Contents

A FUNDAMENTAL COMBINED APPROACH

DISCOVERING COMPUTERS &DISCOVERING COMPUTERS & OFFICE 2016MICROSOFT® OFFICE 365™

Productivity Apps for School and Work Introduction to OneNote 2016 PA 2 Introduction to Sway PA 6 Introduction to Of�ce Mix PA 10 Introduction to Microsoft Edge PA 14

DISCOVERING COMPUTERS

CHAPTER ONE Introducing Today’s Technologies: Computers, Devices, and the Web Today’s Technology 2 Computers 4

Laptops 4 Tablets 4 Desktops and All-in-Ones 6 Servers 6

Mobile and Game Devices 7 Smartphones 7 Digital Cameras 8 Portable and Digital Media Players 8 E-Book Readers 9 Wearable Devices 9 Game Devices 10 Mini Feature 1-1: Living Digitally — Gaming and

Digital Home 10 Data and Information 12

Input 12 Output 14 Memory and Storage 16

The Web 20 Web Searching 22 Online Social Networks 23 Internet Communications 24

Digital Security and Privacy 24 Viruses and Other Malware 24 Privacy 24 Health Concerns 26 Environmental Issues 26

Programs and Apps 26 Operating Systems 27 Applications 27 Installing and Running Programs 28

Developing Programs and Apps 29 Communications and Networks 30

Wired and Wireless Communications 31 Networks 32 Mini Feature 1-2: Staying in Sync 34

Technology Uses 35 Education/Mini Feature 1-3: Digital School 35 Government 36 Finance 36 Retail 36 Entertainment 38 Health Care 38 Science 38 Travel 39 Publishing 39 Manufacturing 40

Technology Users 41 Summary 43 Study Guide 44 Key Terms 45 Checkpoint 46 Problem Solving 48 Collaboration 48 How To: Your Turn 49 Internet Research 52 Critical Thinking 54 Collaboration 54

CHAPTER TWO Connecting and Communicating Online: The Internet, Websites, and Media The Internet 56

Evolution of the Internet 56 Connecting to the Internet 58

Internet Service Providers 61 How Data Travels the Internet 62 IP Addresses and Domain Names 62

The World Wide Web 65 Navigating the Web 65 Mini Feature 2-1: Browsers 66 Web Addresses 68 Web Apps and Mobile Apps 69

Types of Websites 71 Search Engines 71 Mini-Feature 2-2: Online Social Networks 72

vi Contents Discovering Computers & Microsoft® Office 365™ Office 2016

Informational and Research 74 Media Sharing 75 Bookmarking 75 News, Weather, Sports, and Other Mass Media 76 Educational 77 Business, Governmental, and Organizational 77 Blogs 78 Wikis and Collaboration 78 Health and Fitness 79 Science 79 Entertainment 79 Banking and Finance 79 Travel and Tourism 80 Mapping 80 Retail and Auctions 81 Careers and Employment 82 E-Commerce 82 Portals 82 Content Aggregation 83 Website Creation and Management 84

Digital Media on the Web 85 Graphics 85 Audio 86 Video 87 Plug-Ins 88

Other Internet Services 88 Email 88 Email Lists 90 Internet Messaging 90 Chat Rooms 91 Online Discussions 91 VoIP 92 FTP 92 Mini Feature 2-3: Digital Communications 93

Netiquette 94 Summary 95 Study Guide 96 Key Terms 97 Checkpoint 98 Problem Solving 100 Collaboration 100 How to: Your turn 101 internet Research 104 Critical thinking 106 Collaboration 106

CHAPTER THREE Computers and Mobile Devices: Evaluating Options for Home and Work Computers and Mobile Devices 108 Mobile Computers and Desktops 108

Laptops, Tablets, and Other Mobile Computers 111 Handheld Computers 112 Mini Feature 3-1: Mobile Computer

Buyer’s Guide 113 Desktops and All-in-Ones 114 Mini Feature 3-2: Desktop Buyer’s Guide 115

Servers 116 Terminals 117

Point-of-Sale Terminals 118 ATMs 118 Self-Service Kiosks 119

Supercomputers 120 Cloud Computing 121 Mobile Devices 122

Smartphones 123 Digital Cameras 125 Portable and Digital Media Players 127 Mini Feature 3-3: Mobile Device Buyer’s Guide 128 E-Book Readers 129 Wearable Devices 130

Game Devices 131 Embedded Computers 132 Putting It All Together 134 Ports and Connections 134

USB Ports 136 Port Replicators and Docking Stations 136 Wireless Device Connections 137

Protecting Hardware 139 Hardware Theft and Vandalism 139 Hardware Failure 139

Health Concerns of Using Technology 142 Repetitive Strain Injuries 142 Other Physical Risks 143 Behavioral Health Risks 144

Summary 145 Study Guide 146 Key Terms 147 Checkpoint 148 Problem Solving 150 Collaboration 150 How To: Your Turn 151 Internet Research 154 Critical Thinking 156 Collaboration 156

CHAPTER FOUR Programs and Apps: Productivity, Graphics, Security, and Other Tools Programs and Apps 158

Role of the Operating System 158 Obtaining Software 161 Installing Software 162 Categories of Programs and Apps 163

Productivity Applications 165 Developing Projects 165 Word Processing 167 Presentation 168 Spreadsheet 168 Database 170 Note Taking 171 Calendar and Contact Management 171 Software Suite 172 Project management 172 Accounting 173 Personal Finance 174 Legal 175 Tax Preparation 176 Document Management 176 Enterprise Computing 177 Mini Feature 4-1: Web and Mobile Apps

for Personal and Business Productivity 177 Graphics and Media Applications 179

Discovering Computers & Microsoft® Office 365™ Office 2016 Contents vii

Desktop Publishing 180 Paint/Image Editing 181 Photo Editing and Photo Management 181 Video and Audio Editing 183 Multimedia and Website Authoring 184 Media Player 185 Disc Burning 185

Personal Interest Applications 185 Mini Feature 4-2: Web and Mobile

Apps for Media and Personal Interest 186 Communications Applications 188 Security Tools 189

Personal Firewall 189 Mini Feature 4-3: Viruses and Malware 190 Antivirus Programs 191 Spyware, Adware, and Other Malware Removers 192 Internet Filters 193

File, Disk, and System Management Tools 194 File Manager 194 Search 195 Image Viewer 195 Uninstaller 195 Disk Cleanup 196 Disk Defragmenter 197 Screen Saver 197 File Compression 198 PC Maintenance 198 Backup and Restore 198

Summary 199 Study Guide 200 Key Terms 201 Checkpoint 202 Problem Solving 204 Collaboration 204 How To: Your Turn 205 Internet Research 208 Critical Thinking 210 Collaboration 210

CHAPTER FIVE DIGITAL SECURITY, ETHICS, AND PRIVACY: Threats, Issues, and Defenses Digital Security Risks 212

Cybercrime 212 Internet and Network Attacks 215

Malware 215 Botnets 216 Denial of Service Attacks 217 Back Doors 217 Spoofing 217 Safeguards against Internet and Network Attacks 218 Firewalls 219

Unauthorized Access and Use 221 Safeguards against Unauthorized Access and Use 221 Access Controls 222 User Names and Passwords 222 Possessed Objects 224 Biometric Devices 224 Two-Step Verification 226 Digital Forensics 227

Software Theft 228 Safeguards against Software Theft 228

Information Theft 229 Safeguards against Information Theft 229 Encryption 229 Digital Signatures and Certificates 231 Mini Feature 5-1: Cloud Data Privacy 231

Hardware Theft, Vandalism, and Failure 233 Backing Up — The Ultimate Safeguard 233

Mini Feature 5-2: Disaster Recovery 234 Wireless Security 236

Mini Feature 5-3: Mobile Security 237 Ethics and Society 238

Information Accuracy 239 Intellectual Property Rights 240 Codes of Conduct 241 Green Computing 241

Information Privacy 242 Electronic Profiles 242 Cookies 243 Phishing 244 Spyware and Adware 245 Social Engineering 245 Privacy Laws 246 Employee Monitoring 247 Content Filtering 247

Summary 249 Study Guide 250 Key Terms 251 Checkpoint 252 Problem Solving 254 Collaboration 254 How To: Your Turn 255 Internet Research 258 Critical Thinking 260 Collaboration 260

Microsoft Of�ce 2016 and Windows 10

Of�ce 2016 and Windows 10: Essential Concepts and Skills Objectives OFF 1

Roadmap OFF 1 Introduction to the Windows 10 Operating System OFF 2

Using a Touch Screen and a Mouse OFF 3 Scrolling OFF 4 Keyboard Shortcuts OFF 5 Starting Windows OFF 5 To Sign In to an Account OFF 6 The Windows Desktop OFF 7

Introduction to Microsoft Of�ce 2016 OFF 7 Microsoft Of�ce 2016 Apps OFF 7 Microsoft Of�ce 2016 Suites OFF 8

Running and Using an App OFF 9 Word OFF 9 To Run an App Using the Start Menu

and Create a Blank Document OFF 9 To Maximize a Window OFF 11 Word Document Window, Ribbon, and

Elements Common to Of�ce Apps OFF 12 To Display a Different Tab on the Ribbon OFF 16 To Collapse and Expand the Ribbon

viii Contents Discovering Computers & Microsoft® Office 365™ Office 2016

To Use a Shortcut Menu to Relocate the Quick Access Toolbar OFF 19

To Customize the Quick Access Toolbar OFF 20 To Enter Text in a Document OFF 21

Document Properties OFF 22 To Change Document Properties OFF 22

Printing, Saving, and Organizing Files OFF 23 Printing a Document OFF 23 To Print a Document OFF 23 Organizing Files and Folders OFF 25 To Create a Folder OFF 26 Folder Windows OFF 27 To Create a Folder within a Folder OFF 28 To Create the Remaining Folders OFF 28 To Expand a Folder, Scroll through

Folder Contents, and Collapse a Folder OFF 29 To Switch from One App to Another OFF 30 To Save a File in a Folder OFF 31 Navigating in Dialog Boxes OFF 34 To Minimize and Restore a Window OFF 34 To Save a File on OneDrive OFF 35 To Sign Out of a Microsoft Account OFF 37

Screen Resolution OFF 38 To Change the Screen Resolution OFF 39 To Exit an Of�ce App with One Document Open OFF 41 To Copy a Folder to OneDrive OFF 42 To Unlink a OneDrive Account OFF 44

Additional Microsoft Of�ce Apps OFF 45 PowerPoint OFF 46 To Run an App Using the Search Box OFF 47 The PowerPoint Window and Ribbon OFF 48 To Enter Content in a Title Slide OFF 49 To Save a File in a Folder OFF 49 To Create a New Of�ce Document

from the Backstage View OFF 50 To Enter Content in a Title Slide of a Second

PowerPoint Presentation OFF 51 To Save a File in a Folder OFF 51 To Close an Of�ce File Using the Backstage View OFF 52 To Open a Recent Of�ce File Using

the Backstage View OFF 52 To Exit an Of�ce App OFF 53 Excel OFF 53 To Create a New Blank Of�ce

Document from File Explorer OFF 54 To Run an App from File Explorer

and Open a File OFF 55 Unique Features of Excel OFF 56 To Enter a Worksheet Title OFF 57 To Save an Existing Of�ce File

with the Same File Name OFF 58 To Save a File with a New File Name OFF 59 To Exit an Of�ce App OFF 59 Access OFF 59 To Run an App OFF 59 Unique Elements in Access OFF 60 To Create an Access Database OFF 61 To Close an Of�ce File OFF 62 To Open an Existing Of�ce File OFF 63 To Exit an Of�ce App OFF 63

Other Of�ce Apps OFF 64 Outlook OFF 64

Publisher OFF 65 OneNote OFF 66

Renaming, Moving, and Deleting Files OFF 67 To Rename a File OFF 68 To Move a File OFF 68 To Delete a File OFF 69

Microsoft Of�ce and Windows Help OFF 70 To Open the Help Window

in an Of�ce App OFF 70 Moving and Resizing Windows OFF 70 To Move a Window by Dragging OFF 70 To Resize a Window by Dragging OFF 71 Using Of�ce Help OFF 72 To Obtain Help Using the Search Text Box OFF 72 Obtaining Help while Working in an

Of�ce App OFF 73 To Obtain Help Using the Tell Me Box OFF 74 Using the Windows Search Box OFF 74 To Use the Windows Search Box OFF 74

Summary OFF 75 Apply Your Knowledge OFF 76 Extend Your Knowledge OFF 77 Expand Your World OFF 78 In the Labs OFF 78

Microsoft Word 2016

MODULE ONE Creating, Formatting, and Editing a Word Document with a Picture Objectives WD 1 Introduction WD 1 Project — Flyer with a Picture WD 1

To Run Word and Specify Settings WD 3 Entering Text WD 3

To Type Text WD 4 To Display Formatting Marks WD 5 To Insert a Blank Line WD 5 To Zoom Page Width WD 6 Wordwrap WD 7 To Wordwrap Text as You Type WD 7 Spelling and Grammar Check WD 8 To Check Spelling and Grammar as You Type WD 8 To Enter More Text WD 9 Navigating a Document WD 10

Formatting Paragraphs and Characters WD 11 Font, Font Sizes, and Themes WD 12 To Center a Paragraph WD 13 To Center Another Paragraph WD 13 Formatting Single versus Multiple Paragraphs

and Characters WD 14 To Select a Line WD 14 To Change the Font Size of Selected Text WD 15 To Change the Font of Selected Text WD 16 To Change the Case of Selected Text WD 17 To Apply a Text Effect to Selected Text WD 18 To Shade a Paragraph WD 19 To Select Multiple Lines WD 20 To Change the Font Size of Selected Text WD 20 To Bullet a List of Paragraphs WD 21 To Undo and Redo an Action WD 22

Discovering Computers & Microsoft® Office 365™ Office 2016 Contents ix

To Italicize Text WD 23 To Color Text WD 24 To Use the Mini Toolbar to Format Text WD 25 To Select a Group of Words WD 26 To Underline Text WD 27 To Bold Text WD 27 To Zoom One Page WD 28 To Change Theme Colors WD 29 To Zoom Page Width WD 30 Selecting Text WD 30

Inserting and Formatting a Picture in a Word Document WD 31

To Center Another Paragraph WD 31 To Insert a Picture WD 31 To Zoom the Document WD 33 To Resize a Graphic WD 34 To Zoom 100% WD 35 To Apply a Picture Style WD 36 To Apply Picture Effects WD 37

Enhancing the Page WD 38 To Add a Page Border WD 39 To Zoom One Page WD 40 To Change Spacing before and

after Paragraphs WD 40 To Center Page Contents Vertically WD 41 To Save the Document and Exit Word WD 42

Correcting Errors and Revising a Document WD 42 Types of Changes Made to Documents WD 43 To Run Word, Open a Document, and

Specify Settings WD 43 To Insert Text in an Existing Document WD 43 To Delete Text WD 44 To Move Text WD 44 To Save and Print the Document WD 45 To Switch to Read Mode WD 46 To Switch to Print Layout View WD 46

Summary WD 47 Apply Your Knowledge WD 48 Extend Your Knowledge WD 50 Expand Your World WD 51 In the Labs WD 52

MODULE TWO Creating a Research Paper with References and Sources Objectives WD 57 Introduction WD 57 Project — Research Paper WD 57

MLA Documentation Style WD 58 Changing Document Settings WD 60

To Run Word and Specify Settings WD 60 Styles WD 60 To Modify a Style WD 61 Adjusting Line and Paragraph Spacing WD 62 To Change Line Spacing WD 62 To Remove Space after a Paragraph WD 63 To Update a Style to Match a Selection WD 64

Creating a Header WD 64 To Switch to the Header WD 65 To Right-Align a Paragraph WD 66 To Enter Text WD 66 To Insert a Page Number WD 66

To Close the Header WD 68 Typing the Research Paper Text WD 68

To Enter Name and Course Information WD 69 To Click and Type WD 70 Keyboard Shortcuts WD 71 To Format Text Using a Keyboard Shortcut WD 71 To Display the Rulers WD 72 To First-Line Indent Paragraphs WD 72 To AutoCorrect as You Type WD 74 To Use the AutoCorrect Options Button WD 75 To Create an AutoCorrect Entry WD 75 The AutoCorrect Dialog Box WD 77 To Enter More Text WD 77 Citations WD 78 To Change the Bibliography Style WD 78 To Insert a Citation and Create Its Source WD 79 To Enter More Text WD 81 Footnotes WD 82 To Insert a Footnote Reference Mark WD 82 To Enter Footnote Text WD 83 To Insert a Citation Placeholder WD 83 Footnote Text Style WD 84 To Modify a Style Using a Shortcut Menu WD 84 To Edit a Source WD 86 To Edit a Citation WD 88 Working with Footnotes and Endnotes WD 89 To Enter More Text WD 90 To Count Words WD 90 Automatic Page Breaks WD 91 To Enter More Text and Insert a Citation

Placeholder WD 91 To Hide and Show White Space WD 92 To Edit a Source WD 93 To Enter More Text WD 94

Creating an Alphabetical Works Cited Page WD 95 To Page Break Manually WD 95 To Apply a Style WD 96 To Center Text WD 96 To Create a Bibliographical List WD 96

Proofreading and Revising the Research Paper WD 98 To Modify a Source WD 99 To Update a Field WD 99 To Go to a Page WD 101 Copying, Cutting, and Pasting WD 101 To Copy and Paste WD 102 To Display the Paste Options Menu WD 103 To Find Text WD 103 To Replace Text WD 104 Find and Replace Dialog Box WD 105 To Find and Insert a Synonym WD 105 To Check Spelling and Grammar at Once WD 106 The Main and Custom Dictionaries WD 107 To Look Up Information WD 108 To Zoom Multiple Pages WD 109 To Change Read Mode Color WD 110 To Save and Print the Document and

Exit Word WD 111 Summary WD 111 Apply Your Knowledge WD 112 Extend Your Knowledge WD 113 Expand Your World WD 115 In the Labs WD 116

x Contents Discovering Computers & Microsoft® Office 365™ Office 2016

MODULE THREE Creating a Business Letter with a Letterhead and Table Objectives WD 121 Introduction WD 121 Project — Business Letter with a Letterhead

and Table WD 121 To Run Word and Change Word Settings WD 123 To Change Margin Settings WD 123

Creating a Letterhead WD 124 To Insert a Shape WD 125 Floating versus Inline Objects WD 127 To Change an Object’s Position WD 127 To Change an Object’s Text Wrapping WD 128 To Apply a Shape Style WD 129 To Add Text to a Shape WD 129 To Use the ‘Increase Font Size’ Button WD 130 To Bold Selected Text WD 131 To Change the Document Theme WD 131 To Insert an Online Picture WD 131 To Resize a Graphic to a Percent of

the Original Size WD 133 To Change the Color of a Graphic WD 134 To Set a Transparent Color in a Graphic WD 135 To Adjust the Brightness and

Contrast of a Graphic WD 136 To Change the Border Color on a Graphic WD 137 To Change an Object’s Text Wrapping WD 137 To Move a Graphic WD 138 To Copy a Graphic WD 138 To Use Paste Options WD 139 To Move a Graphic WD 139 To Flip a Graphic WD 140 To Format and Enter Text WD 140 To Insert a Symbol from the Symbol

Dialog Box WD 141 To Insert a Symbol from the Insert

a Symbol Gallery WD 142 To Enter Text WD 143 To Bottom Border a Paragraph WD 143 To Clear Formatting WD 144 AutoFormat As You Type WD 145 To Convert a Hyperlink to Regular Text WD 146

Creating a Business Letter WD 147 To Save a Document with a New File Name WD 147 To Apply a Style WD 147 Using Tab Stops to Align Text WD 149 To Display the Ruler WD 149 To Set Custom Tab Stops WD 149 To Insert the Current Date in a Document WD 151 To Enter the Inside Address and Salutation WD 152 To Create a Building Block WD 152 To Modify a Building Block WD 153 To Insert a Building Block WD 154 Building Blocks versus AutoCorrect WD 155 To Insert a Nonbreaking Space WD 155 To Enter Text WD 156 Tables WD 157 To Insert an Empty Table WD 157 To Enter Data in a Table WD 158 To Enter More Data in a Table WD 159

To Apply a Table Style WD 160 To Resize Table Columns to Fit Table Contents WD 161 To Select a Column WD 162 Selecting Table Contents WD 163 To Align Data in Cells WD 163 To Center a Table WD 164 To Insert a Row in a Table WD 165 To Insert a Column in a Table WD 167 To Merge Cells WD 167 To Split Table Cells WD 168 To Split a Table WD 168 To Change the Font of Text in a Table Row WD 168 Deleting Table Data WD 169 To Add More Text WD 169 To Bullet a List as You Type WD 169 To Enter More Text and then Save and

Print the Letter WD 171 Addressing and Printing Envelopes

and Mailing Labels WD 171 To Address and Print an Envelope WD 171 Envelopes and Labels WD 172

Summary WD 173 Apply Your Knowledge WD 175 Extend Your Knowledge WD 175 Expand Your World WD 177 In the Labs WD 178

Microsoft PowerPoint 2016

MODULE ONE Creating and Editing a Presentation with Pictures Objectives PPT 1 Introduction PPT 1 Project — Presentation with a Bulleted List

and Pictures PPT 2 Choosing a Document Theme and Variant PPT 3

To Choose a Document Theme and Variant PPT 3 Creating a Title Slide PPT 5

To Enter the Presentation Title PPT 6 Correcting a Mistake When Typing PPT 7 Paragraphs PPT 7 To Enter the Presentation Subtitle Paragraph PPT 7 To Zoom a Slide PPT 8

Formatting Characters in a Presentation PPT 9 Fonts and Font Styles PPT 9 To Select a Paragraph PPT 9 To Italicize Text PPT 10 To Increase Font Size PPT 10 To Select a Word PPT 11 To Change the Text Color PPT 11

Adding a New Slide to a Presentation PPT 12 To Add a New Text Slide with a Bulleted List PPT 12

Creating a Text Slide with a Multilevel Bulleted List PPT 13

To Enter a Slide Title PPT 14 To Select a Text Placeholder PPT 15 To Type a Multilevel Bulleted List PPT 15 To Type the Remaining Text for Slide 2 PPT 17 To Select a Group of Words PPT 17

Discovering Computers & Microsoft® Office 365™ Office 2016 Contents xi

To Bold Text PPT 18 To Increase Font Size PPT 18

Adding New Slides, Changing Slide Layouts, and Changing the Theme PPT 19

To Add a New Slide and Enter a Slide Title and Headings PPT 19

To Add a Slide with the Title Only Layout PPT 21 To Enter a Slide Title PPT 23 To Change the Theme PPT 23 To Change the Variant PPT 25

Powerpoint Views PPT 26 To Move to Another Slide in Normal View PPT 26

Inserting Pictures into Slides PPT 28 To Insert a Picture into the Title Slide PPT 28 To Insert a Picture into a Slide without a

Content Placeholder PPT 29 To Insert a Picture into a Content Placeholder PPT 30 To Insert a Picture into a Slide without a

Content Placeholder PPT 31 Resizing Photos and Illustrations PPT 32

To Proportionally Resize Pictures PPT 32 To Nonproportionally Resize the

Photograph on Slide 2 PPT 33 To Resize the Illustration on Slide 4 PPT 34 To Move Pictures PPT 35 To Rotate a Picture PPT 36

Ending a Slide Show with a Closing Slide PPT 37 To Duplicate a Slide PPT 38 To Arrange a Slide PPT 39

Making Changes to Slide Text Content PPT 39 Replacing Text in an Existing Slide PPT 40 Deleting Text PPT 40 To Delete Text in a Placeholder PPT 40

Adding a Transition PPT 42 To Add a Transition between Slides PPT 42 Document Properties PPT 44

Viewing the Presentation in Slide Show View PPT 45 To Start Slide Show View PPT 45 To Move Manually through Slides in

a Slide Show PPT 46 To Save and Print the Presentation PPT 47

Summary PPT 48

Apply Your Knowledge PPT 49

Extend Your Knowledge PPT 50

Expand Your World PPT 51

In the Labs PPT 52

MODULE TWO Enhancing a Presentation with Pictures, Shapes, and WordArt Objectives PPT 57 Introduction PPT 57 Project — Presentation with Pictures,

Shapes, and Wordart PPT 57 Downloading a Theme and Editing Slides PPT 59

To Search for and Download an Online Theme PPT 59 To Delete a Slide PPT 60 To Create a Title Slide PPT 61 To Create the First Text Slide PPT 62 To Create the Second Text Slide PPT 63

Inserting and Formatting Pictures in a Presentation PPT 63 To Insert a Picture into a Slide

without a Content Placeholder PPT 63 To Change a Picture PPT 65 To Correct a Picture PPT 66 To Apply a Picture Style PPT 67 To Add a Picture Border PPT 68 To Change a Picture Border Color PPT 69 To Apply Picture Effects PPT 70

Inserting and Formatting a Shape PPT 71 To Add a Shape PPT 72 To Resize a Shape PPT 73 To Add Other Shapes PPT 74 To Apply a Shape Style PPT 75 To Apply Another Style PPT 77 To Add Text to a Shape PPT 78 To Change the Font PPT 78 To Format the Text PPT 79 Format Painter PPT 80 To Format Text Using the Format Painter PPT 80 To Copy and Paste a Shape PPT 81

Formatting Slide Backgrounds PPT 83 To Insert a Texture Fill PPT 84 To Format the Background Texture

Fill Transparency PPT 86 To Insert a Gradient Fill PPT 86 To Insert a Picture to Create a Background PPT 87 To Format the Background Picture

Fill Transparency PPT 88 Inserting and Formatting Wordart PPT 88

To Insert WordArt PPT 89 To Change the WordArt Shape PPT 90 To Apply a WordArt Text Fill PPT 91 To Change the Weight of the WordArt Outline PPT 92 To Change the Color of the WordArt Outline PPT 93

Reviewing and Revising Individual Slides PPT 94 Replace Dialog Box PPT 94 To Find and Insert a Synonym PPT 94 To Add Notes PPT 95 To Find and Replace Text PPT 96 Checking Spelling PPT 97 To Check Spelling PPT 98 To Add a Transition between Slides PPT 100 To Print Speaker Notes PPT 101 To Save and Print the Presentation PPT 102

Summary PPT 103 Apply Your Knowledge PPT 104 Extend Your Knowledge PPT 107 Expand Your World PPT 110 In the Labs PPT 111

MODULE THREE Reusing a Presentation and Adding Media and Animation Objectives PPT 121 Introduction PPT 121 Project — Presentation with Video, Audio,

Animation, and Photos with Effects PPT 121 Inserting Photos and Adding Effects PPT 123

To Insert and Resize a Photo into a Slide without Content Placeholders PPT 123

xii Contents Discovering Computers & Microsoft® Office 365™ Office 2016

Adjusting Photo Colors PPT 124 To Color a Photo PPT 124 To Add an Artistic Effect to a Photo PPT 125 To Change the Stacking Order PPT 126

Modifying Placeholders PPT 127 To Resize a Placeholder PPT 128 To Align Paragraph Text PPT 128 To Move a Placeholder PPT 129 To Delete a Placeholder PPT 130 Changing Views PPT 131 To Change Views PPT 131

Modifying and Copying an Illustration PPT 132 To Zoom a Slide PPT 133 To Ungroup an Illustration PPT 133 To Change the Color of a Clip Object PPT 134 To Delete a Clip Object PPT 136 To Regroup Objects PPT 137 To Copy a Clip from One Slide to Another PPT 138

Adding Media to Slides PPT 139 To Insert a Video File PPT 140 To Trim a Video File PPT 141 To Add Video Options PPT 142 To Insert an Audio File PPT 143 To Add Audio Options PPT 145 To Resize a Video PPT 147 To Add a Video Style PPT 147 To Add a Video Border PPT 148 To Change a Video Border Color PPT 149

Animating Slide Content PPT 150 Custom Animations PPT 150 To Animate an Illustration Using

an Entrance Effect PPT 150 To Change Animation Direction PPT 151 To Animate an Illustration Using

an Emphasis Effect PPT 152 To Animate an Illustration Using an Exit Effect PPT 153 To Change Exit Animation Direction PPT 154 To Preview an Animation Sequence PPT 154 To Modify Entrance Animation Timing PPT 155 To Modify Emphasis and Exit Timings PPT 156 To Animate Content Placeholder Paragraphs PPT 157

Customizing Slide Elements PPT 158 To Change the Theme and Variant on One Slide PPT 159 To Change the Theme Colors PPT 160 To Run a Slide Show with Media PPT 161 To Preview and Print a Handout PPT 161

Summary PPT 162 Apply Your Knowledge PPT 163 Extend Your Knowledge PPT 166 Expand Your World PPT 169 In the Labs PPT 170

Microsoft Excel 2016

MODULE ONE Creating a Worksheet and a Chart Objectives EX 1 Introduction EX 1 Project — Personal Budget Worksheet and a Chart EX 1 Selecting a Cell EX 4

Entering Text EX 4 To Enter the Worksheet Titles EX 5 AutoCorrect EX 7 To Enter Column Titles EX 7 To Enter Row Titles EX 9

Entering Numbers EX 9 To Enter Numbers EX 10

Calculating a Sum EX 12 To Sum a Column of Numbers EX 12

Using the Fill Handle to Copy a Cell to Adjacent Cells EX 13

To Copy a Cell to Adjacent Cells in a Row EX 14 To Calculate Multiple Totals at the Same Time EX 16 To Enter a Formula Using the Keyboard EX 18 To Copy a Cell to Adjacent Cells in a Row EX 19

Formatting the Worksheet EX 19 Font Style, Size, and Color EX 21 To Change a Cell Style EX 21 To Change the Font EX 22 To Apply Bold Style to a Cell EX 23 To Increase the Font Size of a Cell Entry EX 24 To Change the Font Color of a Cell Entry EX 25 To Center Cell Entries across Columns

by Merging Cells EX 26 To Format Rows Using Cell Styles EX 27 To Format Numbers in the Worksheet EX 29 To Adjust the Column Width EX 31 To Use the Name Box to Select a Cell EX 32 Other Ways to Select Cells EX 33

Adding a Pie Chart to the Worksheet EX 33 To Add a 3-D Pie Chart EX 35 To Apply a Style to a Chart EX 36

Changing the Sheet Tab Names EX 37 To Move a Chart to a New Sheet EX 38 To Change the Sheet Tab Name EX 39 Document Properties EX 40

Printing a Worksheet EX 41 To Preview and Print a Worksheet

in Landscape Orientation EX 41 Autocalculate EX 43

To Use the AutoCalculate Area to Determine a Maximum EX 44

Correcting Errors EX 45 Correcting Errors while Entering Data into a Cell EX 45 Correcting Errors after Entering Data into a Cell EX 45 Undoing the Last Cell Entry EX 46 Clearing a Cell or Range of Cells EX 47 Clearing the Entire Worksheet EX 48

Summary EX 49 Apply Your Knowledge EX 50 Extend Your Knowledge EX 52 Expand Your World EX 53 In the Labs EX 53

MODULE TWO Formulas, Functions, and Formatting Objectives EX 57 Introduction EX 57 Project — Worksheet with Formulas and Functions EX 58 Entering the Titles and Numbers into the Worksheet EX 60

To Enter the Worksheet Title and Subtitle EX 61

Discovering Computers & Microsoft® Office 365™ Office 2016 Contents xiii

To Enter the Column Titles EX 61 To Enter the Salary Data EX 62

Flash Fill EX 62 To Use Flash Fill EX 63 To Enter the Row Titles EX 64 To Change the Sheet Tab Name and Color EX 64

Entering Formulas EX 65 To Enter a Formula Using the Keyboard EX 65 Arithmetic Operations EX 66 Order of Operations EX 66 To Enter Formulas Using Point Mode EX 67 To Copy Formulas Using the Fill Handle EX 69

Option Buttons EX 70 To Determine Totals Using the Sum Button EX 70 To Determine the Total Tax Percentage EX 71

Using the AVERAGE, MAX, and MIN Functions EX 72 To Determine the Highest Number in a Range

of Numbers Using the Insert Function Dialog Box EX 72

To Determine the Lowest Number in a Range of Numbers Using the Sum Menu EX 74

To Determine the Average of a Range of Numbers Using the Keyboard EX 76

To Copy a Range of Cells across Columns to an Adjacent Range Using the Fill Handle EX 77

Verifying Formulas Using Range Finder EX 78 To Verify a Formula Using Range Finder EX 78

Formatting the Worksheet EX 79 To Change the Workbook Theme EX 80 To Format the Worksheet Titles EX 81 To Change the Background Color and Apply a Box

Border to the Worksheet Title and Subtitle EX 82 To Apply a Cell Style to the Column Headings and

Format the Total Rows EX 83 To Format Dates and Center Data in Cells EX 84 To Apply an Accounting Number Format and

Comma Style Format Using the Ribbon EX 85 To Apply a Currency Style Format with a Floating

Dollar Sign Using the Format Cells Dialog Box EX 86

To Apply a Percent Style Format and Use the Increase Decimal Button EX 87

Conditional Formatting EX 87 To Apply Conditional Formatting EX 88 Conditional Formatting Operators EX 91 Changing Column Width and Row Height EX 91 To Change Column Width EX 91 To Change Row Height EX 94

Checking Spelling EX 95 To Check Spelling on the Worksheet EX 96 Additional Spelling Checker Considerations EX 97

Printing the Worksheet EX 97 To Change the Worksheet’s Margins, Header,

and Orientation in Page Layout View EX 98 To Print a Worksheet EX 100 To Print a Section of the Worksheet EX 101

Displaying and Printing the Formulas Version of the Worksheet EX 102

To Display the Formulas in the Worksheet and Fit the Printout on One Page EX 103

To Change the Print Scaling Option Back to 100% EX 104

Summary EX 105 Apply Your Knowledge EX 106 Extend Your Knowledge EX 107 Expand Your World EX 108 In the Labs EX 109

MODULE THREE Working with Large Worksheets, Charting, and What-If Analysis Objectives EX 113 Introduction EX 113 Project — Financial Projection Worksheet

with What-If Analysis and Chart EX 114 To Enter the Worksheet Titles and

Apply a Theme EX 117 Rotating Text and Using the Fill Handle

to Create a Series EX 117 To Rotate Text in a Cell EX 118 To Use the Fill Handle to Create

a Series of Month Names EX 119 Using the Auto Fill Options Menu EX 120 To Increase Column Widths EX 121 To Enter and Indent Row Titles EX 122

Copying a Range of Cells to a Nonadjacent Destination Area EX 122

To Copy a Range of Cells to a Nonadjacent Destination Area EX 123

Using the Paste Options Menu EX 124 Using Drag and Drop to Move or Copy Cells EX 124 Using Cut and Paste to Move Cells EX 125

Inserting and Deleting Cells in a Worksheet EX 125 To Insert a Row EX 126 Inserting Columns EX 127 Inserting Single Cells or a Range of Cells EX 127 Deleting Columns and Rows EX 128 To Enter Numbers with Format Symbols EX 128 To Enter the Projected Monthly Sales EX 129 To Enter and Format the System Date EX 130

Absolute Versus Relative Addressing EX 132 To Enter a Formula Containing

Absolute Cell References EX 134 Making Decisions — The IF Function EX 136

To Enter an IF Function EX 137 To Enter the Remaining Formulas for January EX 138 To Copy Formulas with Absolute Cell

References Using the Fill Handle EX 139 To Determine Row Totals in Nonadjacent Cells EX 140 Nested Forms of the IF Function EX 141

Adding and Formatting Sparkline Charts EX 142 To Add a Sparkline Chart to the Worksheet EX 142 To Change the Sparkline Style

and Copy the Sparkline Chart EX 144 To Change the Sparkline Type EX 145

Formatting the Worksheet EX 145 To Assign Formats to Nonadjacent Ranges EX 146 To Format the Worksheet Titles EX 148 To Assign Cell Styles to Nonadjacent

Rows and Colors to a Cell EX 149 To Copy a Cell’s Format Using the

Format Painter Button EX 150 To Format the What-If Assumptions Table EX 151

xiv Contents Discovering Computers & Microsoft® Office 365™ Office 2016

Adding a Clustered Column Chart to the Workbook EX 151 To Draw a Clustered Column Chart on

a Separate Chart Sheet Using the Recommended Charts Feature EX 152

To Insert a Chart Title EX 154 To Add Data Labels EX 154 To Apply Chart Filters EX 155 To Add an Axis Title to the Chart EX 156 To Change the Chart Style EX 157 To Modify the Chart Axis Number Format EX 158 To Remove Filters and Data Labels EX 159

Organizing the Workbook EX 160 To Rename and Color Sheet Tabs EX 160 To Reorder the Sheet Tabs EX 160 To Check Spelling in Multiple Sheets EX 161 To Preview and Print the Worksheet EX 161

Changing the View of the Worksheet EX 162 To Shrink and Magnify the View

of a Worksheet or Chart EX 162 To Split a Window into Panes EX 164 To Remove the Panes from the Window EX 165 To Freeze Worksheet Columns and Rows EX 165 To Unfreeze the Worksheet Columns and Rows EX 167

What-If Analysis EX 167 To Analyze Data in a Worksheet

by Changing Values EX 167 To Goal Seek EX 168 Goal Seeking EX 170

Insights EX 171 To Use the Smart Lookup Insight EX 171

Accessibility Features EX 172 Summary EX 172 Apply Your Knowledge EX 174 Extend Your Knowledge EX 175 Expand Your World EX 177 In the Labs EX 177

Microsoft Access 2016

MODULE ONE Databases and Database Objects: An Introduction Objectives AC 1 Introduction AC 1 Project — Database Creation AC 1 Creating a Database AC 4

To Create a Database AC 4 To Create a Database Using a Template AC 5

The Access Window AC 5 Navigation Pane and Access Work Area AC 6

Determining Tables and Fields AC 6 Naming Tables and Fields AC 6 Determining the Primary Key AC 6 Determining Data Types for the Fields AC 7

Creating a Table AC 8 To Modify the Primary Key AC 10 To De�ne the Remaining Fields in a Table AC 11 Making Changes to the Structure AC 12 To Save a Table AC 13 To View the Table in Design View AC 14

Checking the Structure in Design View AC 14 To Change a Field Size in Design View AC 15 To Close the Table AC 16 To Add Records to a Table AC 17 Making Changes to the Data AC 20 To Add Records to a Table that Contains Data AC 20 To Resize Columns in a Datasheet AC 23

Previewing and Printing the Contents of a Table AC 24 To Preview and Print the Contents of a Table AC 25

Importing or Linking Data From Other Applications to Access AC 27

To Import an Excel Worksheet AC 28 Modifying the Table AC 31 To Modify a Table in Design View AC 31 Correcting Errors in the Structure AC 33 To Close the Table AC 33 To Resize Columns in a Datasheet AC 33

Additional Database Objects AC 34 Creating Queries AC 34 To Use the Simple Query Wizard

to Create a Query AC 34 Using Queries AC 36 To Use a Criterion in a Query AC 37 To Print the Results of a Query AC 38 Creating Forms AC 39 To Create a Form AC 39 Using a Form AC 41 Creating and Printing Reports AC 41 To Create a Report AC 41 Using Layout View in a Report AC 43 To Modify Report Column Headings

and Resize Columns AC 43 To Add Totals to a Report AC 46 To Print a Report AC 47

Database Properties AC 47 To Change Database Properties AC 48

Special Database Operations AC 48 Backup and Recovery AC 48 Compacting and Repairing a Database AC 49 Additional Operations AC 49 To Exit Access AC 50

Database Design AC 50 Database Requirements AC 51 Database Design Process AC 52 Identifying the Tables AC 53 Determining the Primary Keys AC 53 Determining Additional Fields AC 53 Determining and Implementing

Relationships between the Tables AC 54 Assigning Data Types to the Fields AC 54 Identifying and Removing Redundancy AC 54

Summary AC 56 Apply Your Knowledge AC 57 Extend Your Knowledge AC 58 Expand Your World AC 59 In the Labs AC 60

MODULE TWO Querying a Database Objectives AC 65 Introduction AC 65

Discovering Computers & Microsoft® Office 365™ Office 2016 Contents xv

Project — Querying a Database AC 65 Creating Queries AC 67

To Create a Query in Design View AC 67 To Add Fields to the Design Grid AC 69 Determining Criteria AC 69 Running the Query AC 69 To Use Text Data in a Criterion AC 70 Using Saved Queries AC 71 Wildcards AC 72 To Use a Wildcard AC 72 To Use Criteria for a Field Not Included

in the Results AC 74 Creating a Parameter Query AC 75 To Create and View a Parameter Query AC 76 To Use a Parameter Query AC 77 To Use a Number in a Criterion AC 78 Comparison Operators AC 79 To Use a Comparison Operator in a Criterion AC 79 Using Compound Criteria AC 80 To Use a Compound Criterion Involving AND AC 80 To Use a Compound Criterion Involving OR AC 81 Special Criteria AC 82

Sorting AC 83 To Clear the Design Grid AC 83 To Sort Data in a Query AC 84 To Omit Duplicates AC 85 To Sort on Multiple Keys AC 86 To Create a Top-Values Query AC 88

Joining Tables AC 89 To Join Tables AC 90

To Change Join Properties AC 92 To Create a Report from a Query AC 94 To Print a Report AC 95

Creating a Form for a Query AC 96 To Create a Form for a Query AC 96 Using a Form AC 97

Exporting Data From Access to Other Applications AC 97

To Export Data to Excel AC 98 Text Files AC 100

Adding Criteria to a Join Query AC 101 To Restrict the Records in a Join AC 102

Calculations AC 102 To Use a Calculated Field in a Query AC 103 To Change a Caption AC 104 To Calculate Statistics AC 106 To Use Criteria in Calculating Statistics AC 107 To Use Grouping AC 108

Crosstab Queries AC 108 To Create a Crosstab Query AC 109

Customizing the Navigation Pane AC 111 To Customize the Navigation Pane AC 112

Summary AC 113 Apply Your Knowledge AC 114 Extend Your Knowledge AC 115 Expand Your World AC 116 In the Labs AC 117

Index IND 1

Productivity Apps for School and Work PA-1

Learn to use productivity apps! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

Productivity Apps for School and Work

Lochlan keeps track of his class notes, football plays, and internship meetings with OneNote.

Nori is creating a Sway site to highlight this year’s activities for the Student Government Association. Hunter is adding interactive

videos and screen recordings to his PowerPoint resume.

Zoe is using the annotation features of Microsoft Edge to take and save web notes for her research paper.

Being computer literate no longer means mastery of only Word, Excel, PowerPoint, Outlook, and Access. To become technology power users, Hunter, Nori, Zoe, and Lochlan are exploring Microsoft OneNote, Sway, Mix, and Edge in Oce 2016 and Windows 10.

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OneNote Sway Office Mix Edge

Corinne Hoisington

PA-2 Productivity Apps for School and Work

As you glance around any classroom, you invariably see paper notebooks and notepads on each desk. Because deciphering and sharing handwritten notes can be a challenge, Microso� OneNote 2016 replaces physical notebooks, binders, and paper notes with a searchable, digital notebook. OneNote captures your ideas and schoolwork on any device so you can stay organized, share notes, and work with others on projects. Whether you are a student taking class notes as shown in Figure 1 or an employee taking notes in company meetings, OneNote is the one place to keep notes for all of your projects.

Bottom Line • OneNote is a note-taking

app for your academic and professional life.

• Use OneNote to get organized by gathering your ideas, sketches, webpages, photos, videos, and notes in one place.

Figure 1: OneNote 2016 notebook

Each notebook is divided into sections, also called section tabs, by subject or topic.

Personalize a page with a template, or stationery.

Pages can include pictures such as screen clippings, images from any part of a computer screen.

Attach files and enter equations so you have everything you need in one place.

Write or draw directly on the page using drawing tools.

Use To Do tags, icons that help you keep track of your assignments and other tasks.

Type on a page to add a note, a small window that contains text or other types of information.

Creating a OneNote Notebook OneNote is divided into sections similar to those in a spiral-bound notebook. Each OneNote notebook contains sections, pages, and other notebooks. You can use One- Note for school, business, and personal projects. Store information for each type of project in di�erent notebooks to keep your tasks separate, or use any other organiza- tion that suits you. OneNote is �exible enough to adapt to the way you want to work.

When you create a notebook, it contains a blank page with a plain white background by default, though you can use templates, or stationery, to apply designs in categories such as Academic, Business, Decorative, and Planners. Start typing or use the buttons on the Insert tab to insert notes, which are small resizable windows that can contain text, equations, tables, on-screen writing, images, audio and video recordings, to-do lists, �le attachments, and �le printouts. Add as many notes as you need to each page.

Syncing a Notebook to the Cloud OneNote saves your notes every time you make a change in a notebook. To make sure you can access your notebooks with a laptop, tablet, or smartphone wherever you are, OneNote uses cloud-based storage, such as OneDrive or SharePoint. Microsoft OneNote Mobile app, a lightweight version of OneNote 2016 shown in Figure 2, is available for free in the Windows Store, Google Play for Android devices, and the AppStore for iOS devices.

If you have a Microso� account, OneNote saves your notes on OneDrive auto- matically for all your mobile devices and computers, which is called syncing. For example, you can use OneNote to take notes on your laptop during class, and then

Learn to use OneNote! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

Productivity Apps for School and Workƒ PA-3

open OneNote on your phone to study later. To use a notebook stored on your com- puter with your OneNote Mobile app, move the notebook to OneDrive. You can quickly share notebook content with other people using OneDrive.

Taking Notes Use OneNote pages to organize your notes by class and topic or lecture. Beyond sim- ple typed notes, OneNote stores drawings, converts handwriting to searchable text and mathematical sketches to equations, and records audio and video.

OneNote includes drawing tools that let you sketch freehand drawings such as bio- logical cell diagrams and �nancial supply-and-demand charts. As shown in Figure 3, the Draw tab on the ribbon provides these drawing tools along with shapes so you can insert diagrams and other illustrations to represent your ideas. When you draw on a page, One- Note creates a drawing canvas, which is a container for shapes and lines.

OneNote is ideal for taking notes during meetings, whether you are recording minutes, documenting a discussion, sketching product diagrams, or listing follow-up items. Use a meeting template to add pages with content appropriate for meetings.

On the Job Now

Figure 2: Microsoft OneNote Mobile app

Notes synced to OneDrive and displayed on a smartphone

Draw tab

Pens and highlighters are in the Tools group.

Insert text using the Type button in the Tools group.

Insert rectangles and lines from the Shapes group.

Lines and shapes are in the Shapes group.

Make drawings using pens in the Tools group.

Figure 3: Tools on the Draw tab

Converting Handwriting to Text When you use a pen tool to write on a notebook page, the text you enter is called inked handwriting. OneNote can convert inked handwriting to typed text when you use the Ink to Text button in the Convert group on the Draw tab, as shown in Figure 4. A�er OneNote converts the handwriting to text, you can use the Search box to �nd terms in the converted text or any other note in your notebooks.

PA-4 Productivity Apps for School and Work

Figure 4: Converting handwriting to text

Ink to Text button

Handwriting converted to searchable text

Writing inserted with a fingertip

Recording a Lecture If your computer or mobile device has a microphone or camera, OneNote can record the audio or video from a lecture or business meeting as shown in Figure 5. When you record a lecture (with your instructor’s permission), you can follow along, take regular notes at your own pace, and review the video recording later. You can control the start, pause, and stop motions of the recording when you play back the recording of your notes.

Use OneNote as a place to brain- storm ongoing work projects. If a notebook contains sensitive material, you can password-pro- tect some or all of the notebook so that only certain people can open it.

On the Job Now

Figure 5: Video inserted in a notebook

Math Lecture video file

Video recording

Record Video button

Audio & Video Recording tab

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Productivity Apps for School and Workƒ PA-5

Try This Now 1: Taking Notes for a Week As a student, you can get organized by using OneNote to take detailed notes in your classes. Perform the following tasks:

a. Create a new OneNote notebook on your Microso� OneDrive account (the default location for new notebooks). Name the notebook with your �rst name followed by “Notes,” as in Caleb Notes.

b. Create four section tabs, each with a di�erent class name. c. Take detailed notes in those classes for one week. Be sure to include notes, drawings, and other types of content. d. Sync your notes with your OneDrive. Submit your assignment in the format speci�ed by your instructor.

2: Using OneNote to Organize a Research Paper You have a research paper due on the topic of three habits of successful students. Use OneNote to organize your research. Perform the following tasks:

a. Create a new OneNote notebook on your Microso� OneDrive account. Name the notebook Success Research. b. Create three section tabs with the following names:

• Take Detailed Notes • Be Respectful in Class • Come to Class Prepared

c. On the web, research the topics and �nd three sources for each section. Copy a sentence from each source and paste the sentence into the appropriate section. When you paste the sentence, OneNote inserts it in a note with a link to the source.

d. Sync your notes with your OneDrive. Submit your assignment in the format speci�ed by your instructor.

3: Planning Your Career Note: �is activity requires a webcam or built-in video camera on any type of device.

Consider an occupation that interests you. Using OneNote, examine the responsibilities, education requirements, potential salary, and employment outlook of a speci�c career. Perform the following tasks:

a. Create a new OneNote notebook on your Microso� OneDrive account. Name the notebook with your �rst name followed by a career title, such as Kara - App Developer.

b. Create four section tabs with the names Responsibilities, Education Requirements, Median Salary, and Employment Outlook.

c. Research the responsibilities of your career path. Using OneNote, record a short video (approximately 30 seconds) of yourself explaining the responsibilities of your career path. Place the video in the Responsibilities section.

d. On the web, research the educational requirements for your career path and �nd two appropriate sources. Copy a para- graph from each source and paste them into the appropriate section. When you paste a paragraph, OneNote inserts it in a note with a link to the source.

e. Research the median salary for a single year for this career. Create a mathematical equation in the Median Salary section that multiplies the amount of the median salary times 20 years to calculate how much you will possibly earn.

f. For the Employment Outlook section, research the outlook for your career path. Take at least four notes about what you �nd when researching the topic.

g. Sync your notes with your OneDrive. Submit your assignment in the format speci�ed by your instructor.

Learn to use OneNote! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

PA-6 Productivity Apps for School and Work

Expressing your ideas in a presentation typically means creating PowerPoint slides or a Word document. Microsoft Sway gives you another way to engage an audience. Sway is a free Microsoft tool available at Sway.com or as an app in Office 365. Using Sway, you can combine text, images, videos, and social media in a website called a Sway site that you can share and display on any device. To get started, you create a digital story on a web-based canvas without borders, slides, cells, or page breaks. A Sway site organizes the text, images, and video into a responsive design, which means your content adapts perfectly to any screen size as shown in Figure 6. You store a Sway site in the cloud on OneDrive using a free Microsoft account.

Bottom Line • Drag photos, videos, and

files from your computer and content from Facebook and Twitter directly to your Sway presentation.

• Run Sway in a web browser or as an app on your smartphone, and save presentations as webpages.

Figure 6: Sway site with responsive design

You can display a Sway presentation in a web browser.

Sway uses responsive design to make sure pages fit perfectly on any device.

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Creating a Sway Presentation You can use Sway to build a digital �yer, a club newsletter, a vacation blog, an informa- tional site, a digital art portfolio, or a new product rollout. A�er you select your topic and sign into Sway with your Microso� account, a Storyline opens, providing tools and a work area for composing your digital story. See Figure 7. Each story can include text, images, and videos. You create a Sway by adding text and media content into a Storyline section, or card. To add pictures, videos, or documents, select a card in the le� pane and then select the Insert Content button. �e �rst card in a Sway presenta- tion contains a title and background image.

Productivity Apps for School and Workƒ PA-7

Figure 7: Creating a Sway site

Design and create Sway presentations.

To add content, select a card, which is designed to hold a particular type of information.

Arrange content in a Storyline, which contains all the text, pictures, videos, and other media in a Sway presentation.

Share and play published Sway sites.

After selecting a card, click the Insert Content button to add the content to the Sway presentation.

Adding Content to Build a Story As you work, Sway searches the Internet to help you �nd relevant images, videos, tweets, and other content from online sources such as Bing, YouTube, Twitter, and Facebook. You can drag content from the search results right into the Storyline. In addition, you can upload your own images and videos directly in the presentation. For example, if you are creating a Sway presentation about the market for commer- cial drones, Sway suggests content to incorporate into the presentation by displaying it in the le� pane as search results. �e search results include drone images tagged with a Creative Commons license at online sources as shown in Figure 8. A Creative Commons license is a public copyright license that allows the free distribution of an otherwise copyrighted work. In addition, you can specify the source of the media. For example, you can add your own Facebook or OneNote pictures and videos in Sway without leaving the app.

If you have a Microsoft Word document containing an outline of your business content, drag the outline into Sway to create a card for each topic.

On the Job Now

Figure 8: Images in Sway search results

Storyline title

Drag an image to the picture placeholder box

Suggested images in the search results

Information about Creative Commons licensesSelect the source

of media objects

PA-8 Productivity Apps for School and Work

Designing a Sway Sway professionally designs your Storyline content by resizing background images and fonts to �t your display, and by �oating text, animating media, embedding video, and removing images as a page scrolls out of view. Sway also evaluates the images in your Storyline and suggests a color palette based on colors that appear in your photos. Use the Design button to display tools including color palettes, font choices, animation emphasis e‡ects, and style templates to provide a personality for a Sway presentation. Instead of creating your own design, you can click the Remix button, which randomly selects unique designs for your Sway site.

Publishing a Sway Use the Play button to display your �nished Sway presentation as a website. �e Address bar includes a unique web address where others can view your Sway site. As the author, you can edit a published Sway site by clicking the Edit button (pencil icon) on the Sway toolbar.

Sharing a Sway When you are ready to share your Sway website, you have several options as shown in Figure 9. Use the Share slider button to share the Sway site publically or keep it private. If you add the Sway site to the Microso� Docs.com public gallery, anyone worldwide can use Bing, Google, or other search engines to �nd, view, and share your Sway site. You can also share your Sway site using Facebook, Twitter, Google+, Yammer, and other social media sites. Link your presentation to any webpage or email the link to your audience. Sway can also generate a code for embedding the link within another webpage.

If your project team wants to col- laborate on a Sway presentation, click the Authors button on the navigation bar to invite others to edit the presentation.

On the Job Now

Figure 9: Sharing a Sway site

Share button

Drag the slider button to Just me to keep the Sway site private

Send friends a link to the Sway site

Post the Sway site on Docs.com

Options di�er depending on your Microsoft account

Productivity Apps for School and Workƒ PA-9

Try This Now 1: Creating a Sway Resume Sway is a digital storytelling app. Create a Sway resume to share the skills, job experi- ences, and achievements you have that match the requirements of a future job interest. Perform the following tasks:

a. Create a new presentation in Sway to use as a digital resume. Title the Sway Storyline with your full name and then select a background image.

b. Create three separate sections titled Academic Background, Work Experience, and Skills, and insert text, a picture, and a paragraph or bulleted points in each section. Be sure to include your own picture.

c. Add a fourth section that includes a video about your school that you �nd online. d. Customize the design of your presentation. e. Submit your assignment link in the format speci�ed by your instructor.

2: Creating an Online Sway Newsletter Newsletters are designed to capture the attention of their target audience. Using Sway, create a newsletter for a club, organiza- tion, or your favorite music group. Perform the following tasks:

a. Create a new presentation in Sway to use as a digital newsletter for a club, organization, or your favorite music group. Provide a title for the Sway Storyline and select an appropriate background image.

b. Select three separate sections with appropriate titles, such as Upcoming Events. In each section, insert text, a picture, and a paragraph or bulleted points.

c. Add a fourth section that includes a video about your selected topic. d. Customize the design of your presentation. e. Submit your assignment link in the format speci�ed by your instructor.

3: Creating and Sharing a Technology Presentation To place a Sway presentation in the hands of your entire audience, you can share a link to the Sway presentation. Create a Sway presentation on a new technology and share it with your class. Perform the following tasks:

a. Create a new presentation in Sway about a cutting-edge technology topic. Provide a title for the Sway Storyline and select a background image.

b. Create four separate sections about your topic, and include text, a picture, and a paragraph in each section. c. Add a ��h section that includes a video about your topic. d. Customize the design of your presentation. e. Share the link to your Sway with your classmates and submit your assignment link in the format speci�ed by your

instructor.

Learn to use Sway! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

PA-10 Productivity Apps for School and Work

To enliven business meetings and lectures, Microso� adds a new dimension to pre- sentations with a powerful toolset called O�ce Mix, a free add-in for PowerPoint. (An add-in is so�ware that works with an installed app to extend its features.) Using O�ce Mix, you can record yourself on video, capture still and moving images on your desk- top, and insert interactive elements such as quizzes and live webpages directly into PowerPoint slides. When you post the �nished presentation to OneDrive, O�ce Mix provides a link you can share with friends and colleagues. Anyone with an Internet connection and a web browser can watch a published O�ce Mix presentation, such as the one in Figure 10, on a computer or mobile device.

Bottom Line • OŒce Mix is a free PowerPoint

add-in from Microsoft that adds features to PowerPoint.

• The Mix tab on the PowerPoint ribbon provides tools for creat- ing screen recordings, videos, interactive quizzes, and live webpages.

Figure 10: OŒce Mix presentation

You can view a published Office Mix presentation in a browser on any device, even if PowerPoint is not installed.

Display a list of slides with titles.

Click to continue to the next slide.

Adding Oce Mix to PowerPoint To get started, you create an O�ce Mix account at the website mix.o�ce.com using an email address or a Facebook or Google account. Next, you download and install the O�ce Mix add-in (see Figure 11). O�ce Mix appears as a new tab named Mix on the PowerPoint ribbon in versions of O�ce 2013 and O�ce 2016 running on personal computers (PCs).

Figure 11: Getting started with OŒce Mix

Download the Office Mix free add-in from mix.office.com.

Click the Get Office Mix button to download Office Mix and install it as a tab on the PowerPoint ribbon.

Learn to use OŽce Mix! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

Productivity Apps for School and Workƒ PA-11

Figure 13: Making a screen recording

Record the action on the screen within the red dashed outline.

Select Area button

Record audio while capturing your on-screen actions.

Capturing Video Clips A clip is a short segment of audio, such as music, or video. A�er �nishing the content on a PowerPoint slide, you can use O�ce Mix to add a video clip to animate or illus- trate the content. O�ce Mix creates video clips in two ways: by recording live action on a webcam and by capturing screen images and movements. If your computer has a webcam, you can record yourself and annotate the slide to create a slide recording as shown in Figure 12.

When you are making a slide recording, you can record your spoken narration at the same time. �e Slide Notes feature works like a teleprompter to help you focus on your presentation content instead of memorizing your narration. Use the Inking tools to make annotations or add highlighting using di�erent pen types and colors. A�er �nishing a recording, edit the video in PowerPoint to trim the length or set playback options.

�e second way to create a video is to capture on-screen images and actions with or without a voiceover. �is method is ideal if you want to show how to use your favorite website or demonstrate an app such as OneNote. To share your screen with an audi- ence, select the part of the screen you want to show in the video. O�ce Mix captures everything that happens in that area to create a screen recording, as shown in Figure 13. O�ce Mix inserts the screen recording as a video in the slide.

Companies are using O ce Mix to train employees about new prod- ucts, to explain benefit packages to new workers, and to educate interns about o ce procedures.

On the Job Now

To make your video recordings accessible to people with hearing impairments, use the O ce Mix closed-captioning tools. You can also use closed captions to sup- plement audio that is di cult to understand and to provide an aid for those learning to read.

On the Job Now

Figure 12: Making a slide recording

Record your voice; also record video if your computer has a camera.

For best results, look directly at your webcam while recording video.

Use inking tools to write and draw on the slide as you record.

Choose a video and audio device to record images and sound.

Use the Slide Notes button to display notes for your narration.

PA-12 Productivity Apps for School and Work

Inserting Quizzes, Live Webpages, and Apps To enhance and assess audience understanding, make your slides interactive by adding quizzes, live webpages, and apps. Quizzes give immediate feedback to the user as shown in Figure 14. O�ce Mix supports several quiz formats, including a free-response quiz similar to a short answer quiz, and true/false, multiple-choice, and multiple-response formats.

Figure 14: Creating an interactive quiz

Quizzes Videos Apps button

Randomly shuffle quiz responses

Mix tab on the PowerPoint ribbon

Green checkmark identifies the correct answer

Figure 15: Sharing an OŒce Mix presentation

Office Mix dashboard displays the quiz analytics.

Sharing an Oce Mix Presentation When you complete your work with O�ce Mix, upload the presentation to your per- sonal O�ce Mix dashboard as shown in Figure 15. Users of PCs, Macs, iOS devices, and Android devices can access and play O�ce Mix presentations. �e O�ce Mix dashboard displays built-in analytics that include the quiz results and how much time viewers spent on each slide. You can play completed O�ce Mix presentations online or download them as movies.

Productivity Apps for School and Workƒ PA-13

Try This Now 1: Creating an Oce Mix Tutorial for OneNote Note: �is activity requires a microphone on your computer.

O�ce Mix makes it easy to record screens and their contents. Create PowerPoint slides with an O�ce Mix screen recording to show OneNote 2016 features. Perform the following tasks:

a. Create a PowerPoint presentation with the Ion Boardroom template. Create an opening slide with the title My Favorite OneNote Features and enter your name in the subtitle.

b. Create three additional slides, each titled with a new feature of OneNote. Open OneNote and use the Mix tab in PowerPoint to capture three separate screen recordings that teach your favorite features.

c. Add a ��h slide that quizzes the user with a multiple-choice question about OneNote and includes four responses. Be sure to insert a checkmark indicating the correct response.

d. Upload the completed presentation to your O�ce Mix dashboard and share the link with your instructor. e. Submit your assignment link in the format speci�ed by your instructor.

2: Teaching Augmented Reality with Oce Mix Note: �is activity requires a webcam or built-in video camera on your computer.

A local elementary school has asked you to teach augmented reality to its students using O�ce Mix. Perform the following tasks:

a. Research augmented reality using your favorite online search tools. b. Create a PowerPoint presentation with the Frame template. Create an opening slide with the title Augmented Reality

and enter your name in the subtitle. c. Create a slide with four bullets summarizing your research of augmented reality. Create a 20-second slide recording of

yourself providing a quick overview of augmented reality. d. Create another slide with a 30-second screen recording of a video about augmented reality from a site such as YouTube

or another video-sharing site. e. Add a �nal slide that quizzes the user with a true/false question about augmented reality. Be sure to insert a checkmark

indicating the correct response. f. Upload the completed presentation to your O�ce Mix dashboard and share the link with your instructor. g. Submit your assignment link in the format speci�ed by your instructor.

3: Marketing a Travel Destination with Oce Mix Note: �is activity requires a webcam or built-in video camera on your computer.

To convince your audience to travel to a particular city, create a slide presentation marketing any city in the world using a slide recording, screen recording, and a quiz. Perform the following tasks:

a. Create a PowerPoint presentation with any template. Create an opening slide with the title of the city you are marketing as a travel destination and your name in the subtitle.

b. Create a slide with four bullets about the featured city. Create a 30-second slide recording of yourself explaining why this city is the perfect vacation destination.

c. Create another slide with a 20-second screen recording of a travel video about the city from a site such as YouTube or another video-sharing site.

d. Add a �nal slide that quizzes the user with a multiple-choice question about the featured city with �ve responses. Be sure to include a checkmark indicating the correct response.

e. Upload the completed presentation to your O�ce Mix dashboard and share your link with your instructor. f. Submit your assignment link in the format speci�ed by your instructor.

Learn to use OŽce Mix! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

PA-14 Productivity Apps for School and Work

Microso� Edge is the default web browser developed for the Windows 10 operating system as a replacement for Internet Explorer. Unlike its predecessor, Edge lets you write on webpages, read webpages without advertisements and other distractions, and search for information using a virtual personal assistant. �e Edge interface is clean and basic, as shown in Figure 16, meaning you can pay more attention to the webpage content.

Businesses started adopting Internet Explorer more than 20 years ago simply to view webpages. Today, Microsoft Edge has a di‰erent purpose: to promote interaction with the web and share its contents with colleagues.

On the Job Now

Bottom Line • Microsoft Edge is the name of

the new web browser built into Windows 10.

• Microsoft Edge allows you to search the web faster, take web notes, read webpages without distractions, and get instant assistance from Cortana.

Figure 16: Microsoft Edge tools

Make a Web Note button

Share Web Note button

More button

Add to favorites or reading list button

Reading view button

Web address in the Address bar

Hub (Favorites, reading list, history, and downloads) button

Forward button

New tab button

Refresh (F5) button

Back button

Browsing the Web with Microsoft Edge One of the fastest browsers available, Edge allows you to type search text directly in the Address bar. As you view the resulting webpage, you can switch to Reading view, which is available for most news and research sites, to eliminate distracting advertisements. For example, if you are catching up on technology news online, the webpage might be di�cult to read due to a busy layout cluttered with ads. Switch to Reading view to refresh the page and remove the original page formatting, ads, and menu sidebars to read the article distraction-free.

Consider the Hub in Microso� Edge as providing one-stop access to all the things you collect on the web, such as your favorite websites, reading list, sur�ng history, and downloaded �les.

Locating Information with Cortana Cortana, the Windows 10 virtual assistant, plays an important role in Microso� Edge. A�er you turn on Cortana, it appears as an animated circle in the Address bar when you might need assistance, as shown in the restaurant website in Figure 17. When you click the Cortana icon, a pane slides in from the right of the browser window to display detailed information about the restaurant, including maps and reviews. Cortana can also assist you in de�ning words, �nding the weather, suggesting coupons for shop- ping, updating stock market information, and calculating math.

Learn to use Edge! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

Productivity Apps for School and Workƒ PA-15

Annotating Webpages One of the most impressive Microso� Edge features are the Web Note tools, which you use to write on a webpage or to highlight text. When you click the Make a Web Note button, an Inking toolbar appears, as shown in Figure 18, that provides writing and drawing tools. �ese tools include an eraser, a pen, and a highlighter with di�er- ent colors. You can also insert a typed note and copy a screen image (called a screen clipping). You can draw with a pointing device, �ngertip, or stylus using di�erent pen colors. Whether you add notes to a recipe, annotate sources for a research paper, or select a product while shopping online, the Web Note tools can enhance your produc- tivity. A�er you complete your notes, click the Save button to save the annotations to OneNote, your Favorites list, or your Reading list. You can share the inked page with others using the Share Web Note button.

To enhance security, Microsoft Edge runs in a partial sandbox, an arrangement that prevents attackers from gaining control of your computer. Browsing within the sandbox protects computer resources and information from hackers.

On the Job Now

Figure 17: Cortana providing restaurant information

Cortana circle icon in the Address bar

Cortana provides a map, address, location details, phone number, type of food, rating, and menu.

Figure 18: Web Note tools in Microsoft Edge

Highlighted text

Typed note

Save a copy of the webpage with annotations

Inking toolbar with Web Note tools for making annotations

Writing and drawing created with the Pen tool

PA-16 Productivity Apps for School and Work

Try This Now 1: Using Cortana in Microsoft Edge Note: �is activity requires using Microso� Edge on a Windows 10 computer.

Cortana can assist you in �nding information on a webpage in Microso� Edge. Per- form the following tasks:

a. Create a Word document using the Word Screen Clipping tool to capture the following screenshots. • Screenshot A—Using Microso� Edge, open a webpage with a technology news article. Right-click a term in the

article and ask Cortana to de�ne it. • Screenshot B—Using Microso� Edge, open the website of a fancy restaurant in a city near you. Make sure the

Cortana circle icon is displayed in the Address bar. (If it’s not displayed, �nd a di�erent restaurant website.) Click the Cortana circle icon to display a pane with information about the restaurant.

• Screenshot C—Using Microso� Edge, type 10 USD to Euros in the Address bar without pressing the Enter key. Cortana converts the U.S. dollars to Euros.

• Screenshot D—Using Microso� Edge, type Apple stock in the Address bar without pressing the Enter key. Cortana Apple stock in the Address bar without pressing the Enter key. Cortana Apple stock displays the current stock quote.

b. Submit your assignment in the format speci�ed by your instructor.

2: Viewing Online News with Reading View Note: �is activity requires using Microso� Edge on a Windows 10 computer.

Reading view in Microso� Edge can make a webpage less cluttered with ads and other distractions. Perform the following tasks:

a. Create a Word document using the Word Screen Clipping tool to capture the following screenshots. • Screenshot A—Using Microso� Edge, open the website mashable.com. Open a technology article. Click the Reading

view button to display an ad-free page that uses only basic text formatting. • Screenshot B—Using Microso� Edge, open the website bbc.com. Open any news article. Click the Reading view

button to display an ad-free page that uses only basic text formatting. • Screenshot C—Make three types of annotations (Pen, Highlighter, and Add a typed note) on the BBC article page

displayed in Reading view. b. Submit your assignment in the format speci�ed by your instructor.

3: Inking with Microsoft Edge Note: �is activity requires using Microso� Edge on a Windows 10 computer.

Microso� Edge provides many annotation options to record your ideas. Perform the following tasks: a. Open the website wolframalpha.com in the Microsoft Edge browser. Wolfram Alpha is a well-respected academic

search engine. Type US$100 1965 dollars in 2015 in the Wolfram Alpha search text box and press the Enter key. b. Click the Make a Web Note button to display the Web Note tools. Using the Pen tool, draw a circle around the

result on the webpage. Save the page to OneNote. c. In the Wolfram Alpha search text box, type the name of the city closest to where you live and press the Enter key.

Using the Highlighter tool, highlight at least three interesting results. Add a note and then type a sentence about what you learned about this city. Save the page to OneNote. Share your OneNote notebook with your instructor.

d. Submit your assignment link in the format specified by your instructor.

Learn to use Edge! Links to companion Sways, featuring videos with hands-on instructions, are located on www.cengagebrain.com.

While you may be familiar with some of the content in this module, do you know how to . . .

• Use a touch screen?

• Configure social media privacy settings to prevent others from posting unauthorized photos of you?

• Ease eyestrain while working on a computer or mobile device?

• Protect your hearing when using earbuds or headphones?

• Back up computers and mobile devices?

• Perform a web search?

• Sync computers and mobile devices?

• Protect your computer from viruses and other malware?

• Shop safely online?

• Create a strong password?

• ‘Like’ the Discovering Computers page on Facebook and ‘follow’ it on Twitter?

• Connect to a wireless network?

In this module, you will discover how to perform these tasks along with much more information essential to this course.

Technology provides access to the digital world around you.

INTRODUCING TODAY’S TECHNOLOGIES: Computers, Devices, and the Web 1

“I use computers, mobile devices, and the web to do homework, look up information, check email, play games, post updates, talk to friends, upload photos, sync music, and so much more! I feel comfortable using technology. What more do I need to know?”

2 Module 1 Introducing Today’s Technologies

After completing this module, you will be able to: 1 Differentiate among laptops, tablets, desktops, and servers

2 Describe the purpose and uses of smartphones, digital cameras, portable and digital media players, e-book readers, wearable devices, and game devices

3 Describe the relationship between data and information

4 Briefly explain various input options (keyboards, pointing devices, voice and video input, and scanners), output options (printers, displays, and speakers), and storage options (hard disks, solid-state drives, USB flash drives, memory cards, optical discs, and cloud storage)

5 Differentiate the web from the Internet, and describe the relationship among the web, webpages, websites, and web servers

6 Explain the purpose of a browser, a search engine, and an online social network

7 Briefly describe digital security risks associated with viruses and other malware, privacy, your health, and the environment

8 Differentiate between an operating system and applications

9 Differentiate between wired and wireless network technologies, and identify reasons individuals and businesses use networks

10 Discuss how society uses technology in education, government, finance, retail, entertainment, health care, science, travel, publishing, and manufacturing

11 Identify technology used by home users, small/home office users, mobile users, power users, and enterprise users

Objectives

Today’s Technology

In the course of a day, you may . . . complete a homework assignment and watch a streaming video using your laptop, flip through news headlines and make dinner reservations using your tablet, search for directions and the local weather forecast while listening to music on your smartphone, edit a video on a desktop computer, and share photos online from your digital camera with family and friends. These and many other technologies are an integral part of everyday life: at school, at home, and at work (Figure 1-1).

Technology can enable you to more efficiently and effectively access and search for information; share personal ideas, photos, and videos with friends, family, and others; communicate with and meet other people; manage finances; shop for goods and services; play games or access other sources of entertainment; keep your life and activities organized; and complete business activities. People who can accomplish these types of tasks using technology often are said to be tech savvy.

Because technology changes, you must keep up with the changes to remain digitally literate. Digital literacy involves having a current knowledge and understanding of computers, mobile devices, the web, and related technologies. This book presents the knowledge you need to be digitally literate today.

As you read this first module, keep in mind it is an overview. Most of the terms and concepts introduced in this module will be discussed in more depth later in the book.

Computers, Devices, and the Web Module 1 3

messagingmessaging

socialsocial mediamediamediamedia

cameracamera

chatchatchat

video

calendarcalendar

musicmusic

video

weather

games

shoppingshopping

photophotophoto

wireless connectionconnectionconnection

wireless connectionconnectionconnectionconnection

maps

Internet

shopping social media

photo

wireless connectionconnection

InternetInternet

Figure 1-1 People use a variety of computers, mobile devices, and apps everyday. © iStockPhoto / bo1982; © iStockPhoto / michaeljung; © iStockPhoto / vgajic; © Fotolia / vadymvdrobot; © iStockPhoto / PeopleImagesCopyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

4 Module 1 Introducing Today’s Technologies

Computers

A computer is an electronic device, operating under the control of instructions stored in its own memory, that can accept data (input),input),input process the data according to specified rules, produce information (output),output),output and store the information for future use. Computers contain many electric, electronic, and mechanical components known as hardware.

Electronic components in computers process data using instructions, which are the steps that tell the computer how to perform a particular task. A collection of related instructions organized for a common purpose is referred to as software or a program. Using software, you can complete a variety of activities, such as search for information, type a paper, balance a budget, create a presentation, or play a game.

One popular category of computer is the personal computer. A personal computer (PC) is a computer that can perform all of its input, processing, output, and storage activities by itself and is intended to be used by one person at a time. Most personal computers today also can communicate with other computers and devices.

Types of personal computers include laptops, tablets, and desktops, with the first two sometimes called mobile computers. A mobile computer is a portable personal computer, designed so that a user can carry it from place to place. A user is anyone who interacts with a computer or mobile device, or utilizes the information it generates.

Laptops A laptop, also called a notebook computer,

is a thin, lightweight mobile computer with a screen in its lid and a keyboard in its base (Figure 1-2). Designed to fit on your lap and for easy transport, most laptops weigh up to 7 pounds (varying by manufacturer and speci- fications). A laptop that is less than one inch thick and weighs about three pounds or less sometimes is referred to as an ultrathin laptop. Most laptops can operate on batteries or a power supply or both.

TabletsTabletsT Usually smaller than a laptop but larger

than a phone, a tablet is a thin, lighter-weight mobile computer that has a touch screen (read How To 1-1 for ways to interact with a touch screen). A popular style of tablet is the slate, which does not contain a physical keyboard (Figure 1-3). Like laptops, tablets run on bat- teries or a power supply or both; however, batteries in a tablet typically last longer than those in laptops.

Figure 1-3 A slate tablet. © iStockphoto / franckreporter

Figure 1-2 A typical laptop has a keyboard in the base and a screen in the lid, with the lid attaching to the base with hinges. © iStockphoto / Stephen Krow

screen

keyboard

hinges

Computers, Devices, and the Web Module 1 5

Interact with a Touch Touch T Screen You usually can interact with a touch screen using gestures. A gesture is a motion you make on a touch screen with the tip of one gesture is a motion you make on a touch screen with the tip of one gesture or more fingers or your hand. Touch screens are convenient because they do not require a separate device for input. Tablets and smartphones typically have touch screens.

The table below presents common ways to interact with a touch screen.

Touch Screen Gestures

Motion Description Common Uses

Tap Quickly touch and release one finger one time Activate a link (built-in connection) Press a button

Run a program or app

Double-tapDouble-tapDouble-tap Quickly touch and release one finger two times Run a program or app Zoom in (show a smaller area on the screen, so that contents appear larger) at the location of the double-tap

Press and holdPress and holdPress and holdPress and hold Press and hold one finger to cause an action to occur, or until an action occurs

Display a shortcut menu (immediate access to allowable actions)

Activate a mode enabling you to move an item with one finger to a new location

Drag, or slide Press and hold one finger on an object and then move the finger to the new location

Move an item around the screen

Scroll

Swipe Press and hold one finger and then move the finger horizontally or vertically on the screen

Scroll

Display a bar that contains commands on an edge of the screen

Stretch Move two fingers apart Zoom in (show a smaller area on the screen, so that contents appear larger)

Pinch Move two fingers together Zoom out (show a larger area on the screen, so that contents appear smaller)

HOW TO 1-1

Consider This: In addition to the motions listed in the table, what other motions do you think a touch screen should support?

CONSIDER THIS

If a slate tablet has no keyboard, how do you type on it? You can use your fingers to press keys on a keyboard that appears on the screen, called an on-screen keyboard, or on-screen keyboard, or on-screen keyboard you can purchase a separate physical keyboard that attaches to or wirelessly communicates with the tablet. You also may be able to speak into the tablet, and your spoken words will translate to typed text.

Internet Research What is a virtual keyboard?

Search for: virtual keyboard

6 Module 1 Introducing Today’s Technologies

Desktops and All-in-Ones A desktop, or desktop computer, is a personal computer designed to be in a stationary

location, where all of its components fit on or under a desk or table. On many desktops, the screen is housed in a display device (or simply display) that is separate from a tower, which is a case that contains the processing circuitry (Figure 1-4a). Another type of desktop called an all-in-one does not contain a tower and instead uses the same case to house the display and the processing circuitry (Figure 1-4b). Some desktops and all-in-ones have displays that support touch.

(a)

(b)

Figure 1-4 Some desktops have a separate tower; all-in-ones do not. © iStockphoto / Oleksiy Mark; Source: Microsoft; © iStockphoto / hocus-focus; Apple, Inc.

tower

all-in-one

BTW Desktop The term, desktop, also sometimes is used to refer to an on-screen work area on laptops, tablets, and desktops.

Figure 1-5 A server provides services to other computers or devices on a network. © iStockPhoto / GuidoVrola

CONSIDER THIS

Which type of computer — laptop, tablet, or desktop — is best? It depends on your needs. Because laptops can be as powerful as the average desktop, more people today choose laptops over desktops so that they have the added benefit of portability. Tablets are ideal for those not needing the power of a laptop or for searching for information, communicating with others, and taking notes in lectures, at meetings, conferences, and other forums where a laptop is not practical. Desktops and all-in-ones often have larger displays than laptops or tablets, which make them well suited for developing software, editing large documents, or creating images and videos.

Serverservers A server is a computer dedicated to providing one or more services

toto other computers or devices on a network. A network is a collection ofof computers and devices connected together, often wirelessly. Services providedprovided by servers include storing content and controlling access to hardware,hardware, software, and other resources on a network.

A server can support from two to several thousand connected computerscomputers and devices at the same time. Servers are available in a varietyvariety of sizes and types for both small and large business applica- tionstions (Figure 1-5). Smaller applications, such as at home, sometimes useuse a high-end desktop as a server. Larger corporate, government, andand web applications use powerful, expensive servers to support theirtheir daily operations.

BTW Online When a computer or device connects to a network, it is said to be online.

display

Computers, Devices, and the Web Module 1 7

Mobile and Game Devices

A mobile device is a computing device small enough to hold in your hand. Because of their reduced size, the screens on mobile devices are small — often between 3 and 5 inches.

Some mobile devices are Internet capable, meaning that they can connect to the Internet wirelessly. You often can exchange information between the Internet and a mobile device or between a computer or network and a mobile device. Popular types of mobile devices are smart- phones, digital cameras, portable and digital media players, e-book readers, and wearable devices.

CONSIDER THIS

Are mobile devices computers? The mobile devices discussed in this section can be categorized as computers because they operate under the control of instructions stored in their own memory, can accept data, process the data according to specified rules, produce or display information, and store the information for future use.

Smartphones A smartphone is an Internet-capable phone that usually also includes a calendar, an address

book, a calculator, a notepad, games, and several other apps (which are programs on the smart- phone). Other apps are available through an app store that typically is associated with the phone.

Smartphones typically communicate wirelessly with other devices or computers.With most smartphone models, you also can listen to music, take photos, and record videos.

Many smartphones have touch screens. Instead of or in addition to a touch screen, some smartphones have a keyboard that slides in and out from behind the phone (Figure 1-6). Others have built-in mini keyboards or keypads that contain both numbers and letters. Some are called a phablet because they combine the features of a smartphone with a tablet.

Figure 1-6 Smartphones may have a touch screen and/or a slide out keyboard. © iStockphoto / Moncherie; © iStockPhoto / scanrail

touch screen

slide out keyboard

Instead of calling someone’s phone to talk, you can send messages to others by pressing images on an on-screen keyboard on the phone, keys on the phone’s mini keyboard, or buttons on the phone’s keypad. Four popular types of messages that you can send with smartphones include voice messages, text messages, picture messages, and video messages.

• A voice mail message is a short audio recording sent to or from a smartphone or other mobile device.

• A text message is a short note, typically fewer than 300 characters, sent to or from a smartphone or other mobile device.

• A picture message is a photo or other image, sometimes along with sound and text, sent to or from a smartphone or other mobile device.

• A video message is a short video clip, usually about 30 seconds, sent to or from a smartphone or other mobile device.

Internet Research What are some app stores?

Search for: popular app stores

BTW Messaging Services Mobile service providers may charge additional fees for sending text, picture, or video messages, depending on the messaging plan.

8 Module 1 Introducing Today’s Technologies

Digital Cameras A digital camera is a device that allows you to take photos and store the photographed

images digitally (Figure 1-7). A smart digital camera also can communicate wirelessly with other devices and include apps similar to those on a smartphone. Many mobile computers and devices, such as tablets and smartphones, include at least one integrated digital camera.

Digital cameras typically allow you to review, and sometimes modify, images while they are in the camera. You also can transfer images from a digital camera to a computer or device, so that you can review, modify, share, organize, or print the images. Digital cameras often can connect to or communicate wirelessly with a computer, a Smart TV (discussed later in the module), a printer, or the Internet, enabling

you to access the photos on the camera without using a cable. Some also can record videos. Many digital cameras also have built-in GPS (discussed later in this module), giving them the capability to record the exact location where a photo was taken and store these details with the photo.

Portable and Digital Media Players A portable media player is a mobile device on which you can store, organize, and play or

view digital media (Figure 1-8). Digital media includes music, photos, and videos. Thus, portable media players enable you to listen to music, view photos, and watch videos, movies, and televi- sion shows.With most, you transfer the digital media from a computer or the web, if the device is Internet capable, to the portable media player. Some enable you to play the media while it streams, that is, while it transfers to the player.

Portable media players usually require a set of earbuds, which are small speakers that rest inside each ear canal. Some portable media player models have a touch screen, while others have a pad that you operate with a thumb or finger, so that you can navigate through digital media,

Internet Research What is a digital SLR camera?

Search for: digital slr camera

Read Ethics & Issues 1-1 to consider whether it should be legal to use a hands-free device, such as a smartphone, while driving.

ETHICS & ISSUES 1-1

Should It Be Legal to Use a Hands-Free Device while Driving? Your new vehicle includes a sophisticated hands-free system that enables you to connect a mobile device to the vehicle’s sound system. In addition to making phone calls without holding your device, you also can use this technology to read and respond to email mes- sages or to update your Facebook status using speech-to-text, which converts your spoken words to text. Is this technology safe to use?

The debate about hands-free device safety elicits different points of view from vehicle insurance companies, consumer safety groups, and the telecommunications industry. AAA (American Automobile

Association) conducted a study to measure the mental effect of using hands-free devices while driving. The conclusions indicated that drivers using hands-free devices are distracted, miss visual clues, and have slower reaction times. The report also stated that 3000 fatalities occur each year due to the use of hands-free devices.

Critics say that using a hands-free device gives people a false sense of security. Others claim that drivers can be just as easily distracted if they are discussing business or emotional matters with passengers in the vehicle. Some states have outlawed any use of mobile phones while driving; others require drivers to use hands-free devices

while driving. Lawmakers are attempting to regulate “distracted driving” caused by using hands-free devices. One issue that remains unclear is whether law enforcement has a right to look at a user’s devices to determine whether they were used illegally.

Consider This: Do you think the govern- ment should be able to establish rules about hands-free device usage while driving? Why or why not? Do you believe you are distracted if you use hands-free devices while driving? Why or why not? Do you think auto manufacturers should continue to put hands-free device technol- ogy in vehicles? Why or why not?

Figure 1-7 With a digital camera, you can view photographed images immediately through a small screen on the camera to see if the photo is worth keeping. Source: Samsung

Computers, Devices, and the Web Module 1 9

Figure 1-9 An e-book reader. © iStockPhoto

Figure 1-8 Portable media players, such as the iPod shown here, typically include a set of earbuds. Digital media players stream media to a home entertainment device. © iStockphoto / Sebastien Cote; © iStockPhoto / marvinh

earbuds

portable media player

digital media player

E-Book Readers An e-book reader (short for electronic book reader), or e-reader, is a mobile devicedevice

that is used primarily for reading e-books (Figure 1-9). An e-book, or digital book, is an electronic version of a printed book, readable on computers and other digital devices.devices. In addition to books, you typically can purchase and read other forms of digital media such as newspapers and magazines.

Most e-book reader models have a touch screen, and some are Internet capable. TheseThese devices usually are smaller than tablets but larger than smartphones.

Wearable Devices A wearable device or wearable is a small, mobile computing consumer device

designed to be worn (Figure 1-10). These devices often communicate with a mobile device or computer.

Wearable devices include activity trackers, smartwatches, and smartglasses. Activity trackers monitor heart rate, measure pulse, count steps, and track sleep patterns. In addition to keeping time, a smartwatch can communicate with a smart- phone to make and answer phone calls, read and send messages, access the web, play music, work with apps, such as fitness trackers and GPS, and more.With smartglasses, a user looks into an eyeglass-type device to view information or take photos and videos that are projected to a miniature screen in the user’s field of vision.

Internet Research What are popular digital media players?

Search for: digital media players

Figure 1-10 Activity trackers, smartwatches, and smartglasses are popular types of wearable devices. © iStockPhoto / MileA; © iStockPhoto / scanrail; © iStockPhoto / ferrantraite

activity tracker smartwatch

smartglasses

adjust volume, and customize settings. Some portable media players also offer a calendar, address book, games, and other apps (discussed later in this module).

10 Module 1 Introducing Today’s Technologies

Game Devices A game console is a mobile computing device designed for single-player or multiplayer

video games. Gamers often connect the game console to a television so that they can view their gameplay on the television’s screen (Figure 1-11). Many game console models are Internet capable and also allow you to listen to music and watch movies or view photos. Typically weighing between three and eleven pounds, the compact size of game consoles makes them easy to use at home, in the car, in a hotel, or any location that has an electrical outlet and a television screen.

A handheld game device is small enough to fit in one hand, making it more portable than the game console. Because of their reduced size, the screens are small — similar in size to some smartphone screens. Some handheld game device models are Internet capable and also can communicate wirelessly with other similar devices for multiplayer gaming.

CONSIDER THIS

Are digital cameras, portable media players, e-book readers, and handheld game devices becoming obsolete because more and more smartphones and tablets include their functionality? Many smartphones and tablets enable you to take and store photos; store, organize, and play or view your digital media; read e-books; and play games. This trend of computers and devices with technologies that overlap, called digital device convergence, means that consumers may need fewer devices for the functionality that they require.

Still, consumers may purchase separate stand-alone devices (i.e., a separate digital camera, portable media player, etc.) for a variety of reasons. The stand-alone device (i.e., a digital camera) may have more features and functionality than the combined device offers (i.e., a smartphone). You might want to be able to use both devices at the same time; for example, you might send text messages on the phone while reading a book on an e-book reader. Or, you might want protection if your combined device (i.e., smartphone) breaks. For example, you still can listen to music on a portable media player if your smartphone becomes nonfunctional.

Mini Feature 1-1: Living Digitally — Gaming and Digital Home Technology has made homes entertaining, efficient, and safe. Read Mini Feature 1-1 to

learn how game devices provide entertainment and education, and home automation offers convenience and significant cost savings.

game console handheld game device

Figure 1-11 Game consoles often connect to a television; handheld game devices contain a built-in screen. © iStockPhoto / pagadesign; © iStockPhoto / AnthonyRosenberg

Computers, Devices, and the Web Module 1 11

Gaming and Digital Home Academic researchers developed the first video games in the 1950s as part of their studies of artificial intelligence and simulations, and their work was applied and expanded commercially to early home consoles and arcade games. The concept of home auto- mation can be traced back to 1898 when Nikola Tesla invented the first remote control. The following sections describe how these two technologies are used today.

Gaming

Video gamers spend billions of dollars each year making the most of their downtime with game consoles and devices, with an estimated 5 billion people world- wide playing at least 45 hours per week. The popularity is due, in large part, to the social aspect of gathering families and friends to play together as a group or online with each other and those around the world. The wide variety of categories offers a gaming experience for practically everyone in genres such as adventure, education, fitness, puzzles, sports, role-playing, and simulation.

• Obtaining Games: Gamers have several options available for locating games. For tablets and smart- phones, they can download games from an app store to a mobile computer or device. For game consoles, they can purchase or rent discs or other media that contain games; download or transfer them from online stores; or sign up for cloud services that stream or transfer games on demand.

• Accessories and Input Techniques:Techniques:T The more popular game consoles work with a wide variety of accessories and input techniques for directing movements and actions of on-screen players and objects. They include gamepads, voice commands, and fitness accessories, some of which are shown here. Although many games are played using a controller, several systems operate by allowing the player to be the controller.

Home Automation

New home builders and existing homeowners are integrating features that automate a wide variety of tasks, save time and money, and enhance the overall at-home environment.

• Lighting: Controlling lighting is one of the more common uses of technology in the home. Remotes turn light fixtures on and off, and motion sensors turn on lights when a car or a visitor approaches the driveway or walkway.

• Thermostats: Programmable thermostats adjust to seasonal needs and can be set to control temperatures in individual rooms. Homeowners can use their smart- phones to monitor heating and cooling systems, adjust temperatures, and manage energy consumption.

• Appliances: Smart appliances, such as dishwashers, can be programmed to run at nonpeak electrical times. Coffeemakers can turn on at set times and shut off if an overheating coffeepot has been left on accidentally. Refrigerators can track expiration accidentally. Refrigerators can track expiration dates and create shopping lists.

• Security: Security systems can detect break-ins at doors and heat from fires, and they can send text and email messages to alert a homeowner when someone has entered or left the home. Surveillance cameras keep a watchful eye on the premises and interior rooms; homeowners can view the images on televisions and computers within the house or on a webpage when they are away from home, as shown in the figure.

• Remotes: Many people are turning to using their smartphones and tablets to control all the devices in the room. Users enjoy the convenience of cus- tomizing apps to operate their tele-- vision, DVR, and security system and to perform other functions anywhere in the home.

C Consider This: How has your life become more efficient, safe, and enjoyable by using home automation and entertainment features? What are the advantages of playing games, and do they outweigh the disadvantages?

MINI FEATURE 1-1

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12 Module 1 Introducing Today’s Technologies

Data and Information

Computers process data (input) into information (output) and often store the data and resulting information for future use. Data is a collection of unprocessed items, which can include text, numbers, images, audio, and video. Information conveys meaning to users. Both business and home users can make well-informed decisions because they have instant access to information from anywhere in the world.

Many daily activities either involve the use of or depend on information from a computer. For example, as shown in Figure 1-12, computers process several data items to print information in the form of a cash register receipt.

INFORMAINFORMATIONTIONTIONINFORMATIONINFORMAINFORMATIONINFORMA (output)

DATA (input) 2 Medium Sodas $1.49 each 1 Small Turkey Sub $3.49 each 1 Caesar Salad $4.49 each 1 Bag of Chips $0.99 each 3 Cookies $0.39 each Amount Received $20.00

STORAGE and PROCESSESGE and PROCESSESGE and PROCESSES • Stores entered data.

• Computes each item’s total price by Computes each item’s total price by Computes each item’s total price by multiplying the quantity ordered by multiplying the quantity ordered by multiplying the quantity ordered by the item price (i.e., 2 * 1.49 = 2.98).the item price (i.e., 2 * 1.49 = 2.98).the item price (i.e., 2 * 1.49 = 2.98).

• Organizes data.

• Sums all item total prices to Sums all item total prices to determine order total due determine order total due from customer (13.12).

• Calculates change due to customer Calculates change due to customer by subtracting the order total from by subtracting the order total from amount received (20.00 - 13.12 = amount received (20.00 - 13.12 = 6.88).

• Stores resulting information. Stores resulting information.

Step 1 Cashier scans or enters items purchased and the amount received from the customer. These items are entered into the computer as data.

Step 3 The resulting information (the cash register receipt) is printed for the customer.

Step 2Step 2 The computer receives the entered data, The computer receives the entered data, stores it, processes the data into stores it, processes the data into information (the receipt), and stores the information (the receipt), and stores the resulting information.

DATA (iA (input) 2 Medium Sm Sodas $1.49 eacachh 1 Small mall Turkey Sub $33.49.49 each 1 CaCaesar Salad $$4.49 eachh 11 Bag of Chips $0.99 9 eeach 3 Cookies $0$0.39 eac Amount Reececeived $20.00

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Arrow Deli10 Park Street Maple River, DE 20393

Maple River, DE 20393

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Medium SodasSmall Turkey SubCaesar SaladBag of ChipsCookies

2.98 3.49 4.49 0.99 1.17

Total DueAmount ReceivedChange 13.1220.00 6.88Thank You!

Thank You! Thank Y

Figure 1-12 A computer processes data into information. In this simplified example, the item ordered, item price, quantity ordered, and A computer processes data into information. In this simplified example, the item ordered, item price, quantity ordered, and A computer processes data into information. In this simplified example, the item ordered, item price, quantity ordered, and A computer processes data into information. In this simplified example, the item ordered, item price, quantity ordered, and amount received all represent data (input). The computer processes the data to produce the cash register receipt (information, or output).amount received all represent data (input). The computer processes the data to produce the cash register receipt (information, or output).amount received all represent data (input). The computer processes the data to produce the cash register receipt (information, or output). © Cengage Learning; © iStockphoto / Norman Chan; © bikeriderlondon / Shutterstock

CONSIDER THIS

Can you give another example of data and its corresponding information? Your name, address, term, course names, course sections, course grades, and course credits all represent data that is processed to generate your semester grade report. Other information on the grade report includes results of calculations such as total semester hours, grade point average, and total credits.

Input Users have a variety of input options for entering data into a computer, many of which

involve using an input device. An input device is any hardware component that allows you to enter data and instructions into a computer or mobile device. The following sections discuss common input methods.

BTW Mobile Computer Input If you prefer a full-sized keyboard to a laptop’s keyboard or a tablet’s on-screen keyboard, you can use a full- sized keyboard with your mobile computer. Likewise, if you prefer using a mouse instead of a touchpad, you can use a mouse with your mobile computer.

Computers, Devices, and the Web Module 1 13

on-screen keyboardon-screen keyboard mini keyboardmini keyboard

laptop keyboardlaptop keyboard

desktop keyboarddesktop keyboard

virtual keyboard

Keyboards A keyboard contains keys you press to enter data and instructions into a computer or mobile device (Figure 1-13). All desktop keyboards have a typing area that includes letters of the alphabet, numbers, punctuation marks, and other basic keys. Some users prefer a wireless wireless keyboard because it it it eliminates the clutter of a cord.

Keyboards for desktops contain more keys than keyboards on mobile computers and devices. To provide the same functionality as a desktop keyboard, many of the keys on mobile computers and devices serve two or three purposes. On a laptop, for example, you often use the same keys to type numbers and to show various areas on a screen, switching a key’s purpose by pressing a separate key first.

Instead of a physical keyboard, users also can enter data via an on-screen keyboard or a virtual keyboard, which is a keyboard that projects from a device to a flat surface.

Figure 1-13 Users have a variety of options for entering typed text. © skyfotostock / Shutterstock.com; © Africa Studio / Shutterstock.com; © iStockphoto / kycstudio; © iStockphoto / MorePixels; Courtesy of Virtek, Inc.

Table 1-1 Mouse Operations

Operation Description Common Uses

Point Move the mouse until the pointer is positioned on the item of choice. Position the pointer on the screen.

Click Press and release the primary mouse button, which usually is the left mouse button. Select or deselect items on the screen or start a program or feature.

Right-click Press and release the secondary mouse button, which usually is the right mouse button. Display a shortcut menu.

Double-click Quickly press and release the primary mouse button twice without moving the mouse. Start a program or program feature.

Drag Point to an item, hold down the primary mouse button, move the item to the desired location on the screen, and then release the mouse button.

Move an object from one location to another or draw pictures.

mouse touchpad

Figure 1-14 A mouse and a touchpad. © iStockphoto / PhotoTalk; © iStockphoto / Michael Bodmann

Pointing Devices A pointing device is an input device that allows a user to control a small symbol on a screen, called the pointer. Desktops typically use a mouse as their pointing device, and laptops use a touchpad (Figure 1-14).

A mouse is a pointing device that fits under the palm of your hand comfortably.With the mouse, you control movement of the pointer and send instructions to the computer or mobile device. Table 1-1 identifies some of the common mousemouse operations. Like keyboards, some users prefer workingworking with a wireless mouse.

A touchpad is a small, flat, rectangular pointing device that is sensitive to pressure and motion. To control the pointer with a touchpad, slide your fin- gertip across the surface of the pad. On most touch- pads, you also can tap the pad’s surface to imitate mouse operations, such as clicking.

14 Module 1 Introducing Today’s Technologies

Voice and Video Input Some mobile devices and computers enable you to speak data instructions using voice input and to capture live full-motion images using video input.With your smartphone, for example, you may be able to use your voice to send a text message, schedule an appointment, and dial a phone number. Or, you may opt for video calling instead of a voice phone call, so that you and the person you called can see each other as you chat on a computer or mobile device. As in this example, video input usually works in conjunction with voice input. For voice input, you use a microphone, and for video input you use a web- cam (Figure 1-15).

A microphone is an input device that enables you to speak into a computer or mobile device. Many computers and most mobile devices contain built-in microphones. You also can talk into a headset, which contains both a microphone and a speaker. Many headsets can communicate wire- lessly with the computer or mobile device. A webcam is a digital video (DV) camera that allows you to capture video and usually audio input for your computer or mobile device.

Figure 1-15 You can speak instructions into a microphone or wireless headset and capture live video on a webcam for a video call. © iStockphoto / Stephen Krow; © iStockphoto / pierrephoto; © iStockphoto / Suprijono Suharjoto

microphone built into phone

webcam

wireless headset

Scanners A scanner is a light-sensing input device that converts printed text and images into a form the computer can process (Figure 1-16). A popular type of scanner works in a manner similar to a copy machine, except that instead of creating a paper copy of the docu- ment or photo, it stores the scanned document or photo electronically.

Output Users have a variety of output options to convey text, graphics, audio,

and video — many of which involve using an output device. An output device is any hardware component that conveys information from a computer or mobile device to one or more people. The following sections discuss common output methods.

Printers A printer is an output device that produces text and graphics on a physical medium, such as paper or other material (Figure 1-17). Printed content sometimes is referred to as a hard copy or printout. Most printers today print text and graphics in both black- and-white and color on a variety of paper types with many capable of printing lab-quality photos. A variety of printers support wireless printing, where a computer or other device communicates wirelessly with the printer.

Figure 1-16 A scanner. © iStockphoto / Edgaras Marozas

Computers, Devices, and the Web Module 1 15

smartphone displaydisplay

digital camera displaydigital camera display tablet display

monitor displaymonitor display

laptop display

A 3-D printer can print solid objects, such as clothing, prosthetics, eyewear, implants, toys, parts, prototypes, and more. 3-D printers use a plastic substance that prints in layers to create a 3-D (three-dimensional) model.

Figure 1-17 A printer can produce a variety of printed output including photos and 3-D solid objects. Courtesy of Epson America, Inc.; © iStockPhoto / Stefano Tinti

printed 3-D model

printed photo

Displays A display is an output device that visually conveys text, graphics, and video information. Displays consist of a screen and the components that produce the informa- tion on the screen. The display for a desktop typically is a monitor, which is a separate, physical device. Mobile computers and devices typically inte- grate the display in their same physi- cal case (Figure 1-18). Some displays have touch screens.

Home users sometimes use a digital television or a Smart TV as a display. A Smart TV is an Internet-enabledInternet-enabled high-definition television (HDTV) from which you can use the Internet to watch video, lis-lis- ten to the radio, play games, andand communicate with others — allall while watching a television show.show.

Figure 1-18 Displays vary depending on Displays vary depending on the computer or mobile device. © iStockphoto / Sebastien Cote; © David Lentz / Photos. com; © Dmitry Rukhlenko / Photos.com; © Mrallen / Dreamstime.com; © Pakhnyushcha / Shutterstock.com

16 Module 1 Introducing Today’s Technologies

Speakers, Earbuds, and Headphones Speakers allow you to hear audio, that is, music, voice, and other sounds. Most per- sonal computers and mobile devices have a small internal speaker. Many users attach higher-quality speakers to their computers and mobile devices, including game consoles.

So that only you can hear sound, you can listen through earbuds (shown earlier in this module in Figure 1-8) or headphones, which cover or are placed outside of the ear (Figure 1-19). Both earbuds and headphones usually include noise-cancelling technology to reduce the interference of sounds from the surround- ing environment. To eliminate the clutter of cords, users can opt for wireless speakers or wireless headphones. Read How To 1-2 to learn how to protect your hearing when using earbuds or headphones.

CONSIDER THIS

What can you do to ease eyestrain while using a computer or mobile device? Position the display about 20 degrees below eye level. Clean the screen regularly. Blink your eyes every five seconds. Adjust the room lighting. Face into an open space beyond the screen. Use larger fonts or zoom the display. Take an eye break every 30 minutes. If you wear glasses, ask your doctor about computer glasses.

Internet Research What types of headphones are available?

Search for: headphone reviews

Protect Your Your Y Hearing when Using Earbuds or Headphones Using earbuds and headphones improperly can lead to permanent hearing loss. The following tips describe some ways to pro- tect your hearing when using earbuds or headphones:

• If people standing next to you can hear the sound being transmitted through the earbuds or headphones you are wearing, decrease the volume until they no longer can hear it. The quieter the sounds, the less damage you will incur.

• If you intend to listen to music through earbuds or headphones for hours at a time, consider listening at only 30 percent maximum volume. Listening for extended periods of time at a high volume may be unsafe for your ears.

• Consider using a high-quality set of headphones. These headphones reduce your risk of developing hearing loss because the sound quality often is better and does not require you to turn up the volume as loud. Also, their design is better, allowing a closer fit and thus

reducing the necessary volume required for optimal listening.

• Consider using a set of earbuds or headphones that reduce outside noise. When the earbuds or headphones eliminate the external noise effectively, they can reduce the volume level needed. The lower the volume levels, the less potential hearing damage.

Consider This: Do you prefer earbuds or headphones? Why? Do you think you turn the volume up too loud while listening to music through earbuds or headphones?

HOW TO 1-2

Memory and Storage Memory consists of electronic components that store instructions waiting to be executed and

the data needed by those instructions. Although some forms of memory are permanent, most memory keeps data and instructions temporarily, which means its contents are erased when the computer is shut off.

Storage, by contrast, holds data, instructions, and information for future use. For example, computers can store hundreds or millions of student names and addresses permanently.

Figure 1-19 In a crowded environment where speakers are not practical, users can wear headphones to hear music, voice, and other sounds. © iStockphoto / Photo_Alto

headphones

Computers, Devices, and the Web Module 1 17

CONSIDER THIS

What is an external hard drive? An external hard drive is a separate, portable, freestanding hard disk or SSD that usually connect to the computer with a cable (Figure 1-22). As with an internal hard disk or SSD, the entire external hard drive is enclosed in an airtight, sealed case.

A computer keeps data, instructions, and information on storage media. Examples of local storage media includes hard disks, solid-state drives, USB (universal serial bus) flash drives, memory cards, and optical discs. The amount of storage for each type of storage media varies, but hard disks, solid-state drives, and optical discs usually hold more than USB flash drives and memory cards. Some storage media are portable, meaning you can remove the medium from one computer and carry it to another computer.

A storage device records (writes) and/or retrieves (reads) items to and from storage media. Storage devices often also function as a source of input and output because they transfer items from storage to memory and vice versa. Drives and readers/writ- ers, which are types of storage devices, accept a specific kind of stor- age media. For example, a DVD drive (storage device) accepts a DVD (storage media).

Hard Disks A hard disk is a storage device that contains one or more inflexible, circular platters that use magnetic particles to store data, instructions, and information. The entire device is enclosed in an airtight, sealed case to protect it from contamination. Laptops and desktops often contain at least one hard disk that is mounted inside the computer’s case (Figure 1-20).

Solid-State Drives A solid- state drive (SSD) is a storage device that typically uses flash memory to store data, instructions, and information. Flash memory contains no mov- ing parts, making it more durable and shock resistant than other types of media. For this reason, some manufacturers are using SSDs instead of hard disks in their laptops, tablets, and desktops (Figure 1-21).

external hard drive connected to laptop

BTW Disk vs. Disc Disk is the term used to describe hard disks and other magnetic media, and disc is the term used to describe CDs, DVDs, and other optical media.

hard disk contains moving parts

SSD contains no moving parts

Figure 1-21 A solid-state drive (SSD) is about the same size as a laptop hard disk. © iStockphoto / Ludovit Repko

BTW Hard Drives The term hard drive is used to collectively refer to hard disks and SSDs.

Figure 1-22 A external hard drive is a separate, freestanding storage device. © iStockphoto / murat sarica

hard disk is positioned in base of laptop

Figure 1-20 A hard disk mounted inside a laptop’s case. © iStockphoto / Brian Balster

18 Module 1 Introducing Today’s Technologies

USB �ashUSB �ash drive drive

USB port

Optical Discs An optical disc is a type of storage media that consists of a flat, round, portable metal disc made of metal, plastic, and lacquer that is written and read by a laser. CDs (compact discs) and DVDs (digital versatile discs) are two types of optical discs (Figure 1-25).

Cloud Storage Instead of storing data, instructions, and information locally on a hard drive or other media, some users opt for cloud storage. Cloud storage is an Internet service that provides remote storage to computer users. For example, Figure 1-26 shows JustCloud, which provides cloud storage solutions to home and business users.

Types of services offered by cloud storage providers vary. Some provide storage for specific types of media, such as photos, whereas others store any content and provide backup services. A backup is a duplicate of content on a storage medium that you can use in case the original is lost, damaged, or destroyed. Read Secure IT 1-1 for suggestions for backing up your computers and mobile devices.

USB Flash Drives A USB flash drive is a portable flash memory storage device that you plug in a USB port, which is a special, easily accessible opening on a computer or mobile device (Figure 1-23). USB flash drives are convenient for mobile users because they are small and lightweight enough to be transported on a keychain or in a pocket.

Memory Cards A memory card is removable flash memory, usually no bigger than 1.5 inches in height or width, that you insert in and remove from a slot in a computer, mobile device, or card reader/writer (Figure 1-24).With a card reader/writer, you can

transfer the stored items, such as digitaldigital photos, from a memory card to a computer or printer thatthat doesdoes notnot havehave aa built-inbuilt-in cardcard slot.slot.

memory cardmemory card in digital camera

memory card in computer

memory memory cardmemory card in phone

memory card in cardmemory card in card reader/writer, which is attached to computer

memory card

Figure 1-24 Computers and mobile devices use a variety of styles of memory cards to store documents, photos, and other items. © Verisakeet / Fotolia; © Sonar / Fotolia; Courtesy of Mark Frydenberg: © uwimages / Fotolia

Figure 1-25 You can insert a DVD in a DVD drive on a computer. © iStockphoto / Hanquan Chen

DVD drive

DVD

CONSIDER THIS

What is the general use for each type of local storage media? Hard disks and SSDs store software and all types of user files. A file is a named collection of stored data, file is a named collection of stored data, file instructions, or information and can contain text, images, audio, and video. Memory cards and USB flash drives store files you intend to transport from one location to another, such as a homework assignment or photos. Optical discs generally store software, photos, movies, and music.

Figure 1-23 You insert a USB flash drive in a USB port on a computer. © Pakhnyushcha / Shutterstock.com

Computers, Devices, and the Web Module 1 19

Figure 1-26 JustCloud is an example of a website that provides cloud storage solutions to home and business users. Source: JustCloud.com

SECURE IT 1-1

Backing Up Computers and Mobile Devices

Power outages, hardware failure, theft, and many other factors can cause loss of data, instructions, or information on a computer or mobile device. To protect against loss, you should back up the con- tents of storage media regularly. Backing up can provide peace of mind and save hours of work attempting to recover important material in the event of a mishap.

A backup plan for laptop and desktop computers could include the following:

• Use a backup program, either included with your computer’s operating system or one that you purchased separately, to copy the contents of your entire hard drive to a separate device.

• Regularly copy music, photos, videos, documents, and other important items to an external hard drive, a USB flash drive, or a DVD.

• Subscribe to a cloud storage provider.

• Schedule your files to be backed up regularly.

Backup plans for mobile devices are less specific. Apps for backing up your smartphone or tablet’s content are available. You also can back up a mobile device to your computer’s hard drive using synchronization software that runs on your computer (synchronization software is discussed later in this module). Some mobile device manufacturers, such as Apple, provide cloud storage solutions to

owners of their devices. Other services allow subscribers to use another computer as a backup storage location. Overall, the best advice is to back up often using a variety of methods.

cloud storage provider

Courtesy of Western Digital Corporation; © iStockphoto / Stephen Krow; © Cengage Learning

Consider This: Do you back up files regularly? If not, why not? What would you do if you had no backup and then discovered that your computer or mobile device had failed?

20 Module 1 Introducing Today’s Technologies

The Web

The World Wide Web (or web, for short) is a global library of information available to anyone con- nected to the Internet. The Internet is a worldwide collection of computer networks that connects millions of businesses, government agencies, educational institutions, and individuals (Figure 1-27).

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Today’s Technology, Computers, Mobile and Game Devices, and Data and Information, as it relates to the module objectives. Now you should know . . .

• Which type of computer might be suited to your needs (Objective 1)

• Why you would use a smartphone, digital camera, portable or digital media player, e-book reader, or wearable device, and which game software/apps you find interesting (Objective 2)

• How to recognize the difference between data and information (Objective 3)

• When you might use the various methods of input, output, and storage (Objective 4)

Figure 1-27 The Internet is the largest computer network, connecting millions of computers and devices around the world. © Cengage Learning; © Mmaxer / Shutterstock.com; © Alfonso de Tomas / Shutterstock.com; © SSSCCC / Shutterstock.com; © iStockphoto / Petar Chernaev; © amfoto / Shutterstock.com; © iStockphoto / Oleksiy Mark; © iStockphoto / Oleksiy Mark; © iStockphoto / sweetym; Source: Microsoft; © Oleksiy Mark / Shutterstock.com; Source: Cengage Learning; © iStockphoto / Stephen Krow; © Cengage Learning; © iStockphoto / Skip O’Donnell; Source: Apple Inc; © iStockphoto / Skip O’Donnell; Source: Nutrition Blog Network; © iStockphoto / Ayaaz Rattansi; Source: Microsoft; © Oleksiy Mark / Shutterstock.com; Source: Microsoft; © Cengage Learning

CONSIDER THIS

How do I access the Internet?ow do I access the Internet? Businesses, called Internet service providers (ISPs), offer users and organizations access to the Internet free or for a Businesses, called Internet service providers (ISPs), offer users and organizations access to the Internet free or for a Businesses, called Internet service providers (ISPs), offer users and organizations access to the Internet free or for a Businesses, called Internet service providers (ISPs), offer users and organizations access to the Internet free or for a fee. By subscribing to an ISP, you can connect to the Internet through your computers and mobile devices.fee. By subscribing to an ISP, you can connect to the Internet through your computers and mobile devices.fee. By subscribing to an ISP, you can connect to the Internet through your computers and mobile devices.fee. By subscribing to an ISP, you can connect to the Internet through your computers and mobile devices.

Computers, Devices, and the Web Module 1 21

People around the world access the web to accomplish the following types of online tasks:

• Search for information • Conduct research • Communicate with and meet other people • Share information, photos, and videos with

others • Access news, weather, and sports • Participate in online training

• Shop for goods and services • Play games with others • Download or listen to music • Watch videos • Download or read books • Make reservations

The web consists of a worldwide collection of electronic documents. Each electronic document on the web is called a webpage, which can contain text, graphics, audio, and video (Figure 1-28). A website is a collection of related webpages, which are stored on a web server. A web server is a computer that delivers requested webpages to your computer or mobile device.

Webpages often contain links. A link, short for hyperlink, is a built-in connection to other documents, graphics, audio files, videos, webpages, or websites. To activate an item associ- ated with a link, you tap or click the link. In Figure 1-27, for example, tapping or clicking the audio link connects to a live radio show so that you can hear the broadcast. A text link often changes color after you tap or click it to remind you visually that you previously have visited the webpage or downloaded the content associated with the link.

Links allow you to obtain information in a nonlinear way. That is, instead of accessing topics in a specified order, you move directly to a topic of interest. Some people use the phrase surfing the web to refer to the activity of using links to explore the web.

A browser is software that enables users with an Internet connection to access and view webpages on a computer or mobile device. Some widely used browsers include Internet Explorer, Firefox, Safari, Edge, and Google Chrome.

CONSIDER THIS

Are the web and Internet the same? No. The Internet provides more than three billion home and business users around the world access to a variety of services. The World Wide Web is one of the widely used services of the Internet. Other popular services include email, instant messaging, VoIP, and FTP (all discussed later in this module).

BTW Downloading Downloading is the process of transferring content from a server on the Internet to a computer or mobile device.

Figure 1-28 Webpages, such as the one shown here, can display text, graphics, audio, and video on a computer or mobile device. Pointing to a link on the screen typically changes the shape of the pointer to a small hand with a pointing index finger. Source: WTMJ

text

audio link

graphics

graphics link

video link text linkpointer on

a link

22 Module 1 Introducing Today’s Technologies

Web Searching A primary reason that people use the web is to search for specific information, including text,

photos, music, and videos. The first step in successful searching is to identify the main idea or concept in the topic about which you are seeking information. Determine any synonyms, alter- nate spellings, or variant word forms for the topic. Then, use a search engine, such as Google, to help you locate the information. A search engine is software that finds websites, webpages, images, videos, news, maps, and other information related to a specific topic. Read How To 1-3 for instructions about how to perform a basic web search using a search engine on a computer or mobile device.

Perform a Basic Web Search The following steps describe how to use a search engine on a computer or mobile device to perform a basic web search:

1. Run a browser. (For instructions on running programs and apps, see How To 1-4 later in this module.)

2. Display the search engine’s webpage on the screen by entering its web address in the address bar. For example, you could type google.com to access the Google search engine, bing.com to access the

Bing search engine, or yahoo.com to access the Yahoo! search engine.

3. Tap or click the Search box and then type the desired search text in the Search box. The more descriptive the search text, the easier it will be to locate the desired search results. As the figure shows, the search engine may provide search text suggestions as you type search text in the Search box.

4. To display search results based on your typed search text, press the ENTER key or tap or click the Search button. To display search results based on one of the suggestions provided

by the search engine, tap or click the desired search text suggestion.

5. Scroll through the search results and then tap or click a search result to display the corresponding webpage.

6. To return to the search results, tap or click the Back button in your browser or on your mobile device, which typically looks like a left-pointing arrow.

Consider This: What search text would you enter to locate the admission criteria for your school?

HOW TO 1-3

Source: Google Inc.

browser displays search engine

Search button

search text typed in Search box

search text suggestions provided by search engine

tapping or clicking x clears Search box

tapping or clicking any link in search results displays associated webpage

Computers, Devices, and the Web Module 1 23

Online Social Networks An online social network, also called a social networking site, is a website that encourages members

in its online community to share their interests, ideas, stories, photos, music, and videos with other reg- istered users (Figure 1-29). Popular online social networks include Facebook,Twitter, and LinkedIn.

Some online social networks have no specialized audience; others are more focused. A photo shar-shar-shar ing site, for example, is a specific type of online social network that allows users to create an online photo album and store and share their digital photos. Similarly, a video sharing site is a type of online social network that enables users to store and share their personal videos. Read Ethics & Issues 1-2 to consider whether you should be required to obtain permission before posting photos of others.

ETHICS & ISSUES 1-2

Should You Be You Be Y Required to Obtain Permission before Posting Photos of Others? Your friends and followers on online social networks instantly can view photos you post. If others appear in the photo and you post it without their permission, they might feel you have violated their privacy. Tagging people in a photo may create a link to their social network profiles, exposing their identity. Depending on your privacy settings, your friends’ contacts can view a photo you post and/or share the photo without your permission.

You may be able to adjust tagging rules in the privacy settings of your online social network account. For example, you can use Facebook’s privacy settings to approve all

photos in which others tag you. The person posting the photo still can upload the photo, but your tag will not be associated with the photo until you approve it. Facebook also allows you to report a photo as abusive if you feel it portrays you negatively or if the person who posted it refuses to remove it upon request. Facebook’s own Statement of Rights and Responsibilities states that “You will not tag users . . . without their consent.”

People may not want photos of themselves posted for a variety reasons. They may have professional contacts as friends on their online social network and do not want to show themselves in a personal setting. Others may not be concerned with personal photos of themselves but do not want their children’s

photos shared online. Or, they simply may find the photo unflattering. A poll by Sophos stated that 80 percent of respondents consider asking before posting a photo to be common courtesy. Eight percent of respondents felt that it should be illegal to do so.

Consider This: Is it ever acceptable to post photos of others without permission? Why or why not? Has someone posted or tagged you in a photo that you did not want others to see? How did you handle the situation? If asked to remove a photo or tag, would you respect the person’s feelings and honor the request? What restrictions and policies should online social networks have about posting photos of others?

Discovering Computers Facebook page

post presents current events and technology news

Figure 1-29 When Facebook users ‘like’ this Discovering Computers Facebook page, posts from the Discovering Computers page will appear on their own personal pages. As a student in this class, you should ‘like’ the Discovering Computers page so that you easily can keep up to date with relevant technology changes and events in the computing industry. If you do not have a Facebook account, use a search engine to search for the text, discovering computers facebook, to display the page in a browser. Source: Facebook

24 Module 1 Introducing Today’s Technologies

Internet Communications As mentioned earlier, the web is only one of the services on the Internet. Other services on

the Internet facilitate communications among users, including the following:

• Email allows you to send messages to and receive messages and files from other users via a computer network.

• With messaging services, you can have a real-time typed conversation with another connected user (real-time means that both of you are online at the same time).

• VoIP (Voice over Internet Protocol) enables users to speak to other users over the Internet (discussed further in later modules).

• With FTP (File Transfer Protocol), users can transfer items to and from other computers on the Internet (discussed further in later modules).

Digital Security and Privacy

People rely on computers to create, store, and manage their information. To safeguard this information, it is important that users protect their computers and mobile devices. Users also should be aware of health risks and environmental issues associated with using computers and mobile devices.

Viruses and Other Malware Malware, short for malicious software, is software that acts without a user’s knowledge and

deliberately alters the computer’s or mobile device’s operations. Examples of malware include viruses, worms, trojan horses, rootkits, spyware, adware, and zombies. Each of these types of malware attacks your computer or mobile device differently. Some are harmless pranks that temporarily freeze, play sounds, or display messages on your computer or mobile device. Others destroy or corrupt data, instructions, and information stored on the infected computer or mobile device. If you notice any unusual changes in the performance of your computer or mobile device, it may be infected with malware. Read Secure IT 1-2 for ways to protect computers from viruses and other malware.

Privacy Nearly every life event is stored in a computer somewhere . . . in medical records, credit

reports, tax records, etc. In many instances, where personal and confidential records were not protected properly, individuals have found their privacy violated and identities stolen. Some techniques you can use to protect yourself from identity theft include shredding financial documents before discarding them, never tapping or clicking links in unsolicited email messages, and enrolling in a credit monitoring service.

Adults, teens, and children around the world are using online social networks to share theirtheir photos, videos, journals, music, and other personal information publicly. Some of these unsuspecting, innocent computer users have fallen victim to crimes committed by dangerous strangers.

CONSIDER THIS

How do Facebook, Twitter, and Twitter, and T LinkedIn differ? With Facebook, you share messages, interests, activities, events, photos, and other personal information — called posts — with family and friends. You also can ‘like’ pages of celebrities, companies, products, etc., so that posts from others who like the same items will appear along with your other activities on Facebook. With Twitter, you ‘follow’ people, companies, and organizations in which you have an interest. Twitter enables you to stay current with the daily activities of those you are following via their Tweets, which are short posts (messages) that Twitter users broadcast for all their followers.

On LinkedIn, you share professional interests, education, and employment history, and add colleagues or coworkers to your list of contacts. You can include recommendations from people who know you professionally. Many employers post jobs using LinkedIn and consider information in your profile as your online resume.

BTW Blogs Posts on Twitter also form a blog, because of its journal format with the most recent entry at the top.

BTW Malware A leading maker of security software claims its software blocked more than five billion malware attacks in a single year.

Internet Research What are other techniques that deter identity theft?

Search for: prevent identity theft

Computers, Devices, and the Web Module 1 25

SECURE IT 1-2

Protection from Viruses and Other Malware

It is impossible to ensure a virus or malware never will attack a computer, but you can take steps to protect your computer by following these practices:

• Use virus protection software. Install a reputable antivirus program and then scan the entire computer to be certain it is free of viruses and other malware. Update the antivirus program and the virus signatures (known specific patterns of viruses) regularly.

• Use a firewall. Set up a hardware firewall or install a software firewall that protects your network’s resources from outside intrusions.

• Be suspicious of all unsolicited email and text messages. Never open an email message unless you are expecting it, and it is from a trusted source. When in doubt, ask the sender to confirm the message is

legitimate before you open it. Be especially cautious when deciding whether to tap or click links in email and text messages or to open attachments.

• Disconnect your computer from the Internet. If you do not need Internet access, disconnect the computer from the Internet. Some security experts recommend disconnecting from the computer network before opening email attachments.

• Download software with caution. Download programs or apps only from websites you trust, especially those with music and video sharing software.

• Close spyware windows. If you suspect a pop-up window (a rectangular area that suddenly appears on your screen) may be spyware, close the window. Never tap or click an Agree or OK button in a suspicious window.

• Before using any removable media, scan it for malware. Follow this procedure even for shrink-wrapped software from major developers. Some commercial software has been infected and distributed to unsuspecting users. Never start a computer with removable media inserted in the computer unless you are certain the media are uninfected.

• Keep current. Install the latest updates for your computer software. Stay informed about new virus alerts and virus hoaxes.

• Back up regularly. In the event your computer becomes unusable due to a virus attack or other malware, you will be able to restore operations if you have a clean (uninfected) backup.

Consider This: What precautions do you take to prevent viruses and other malware from infecting your computer? What new steps will you take to attempt to protect your computer?

SECURE IT 1-3

Creating Strong Passwords

A good password is easy for you to remember but difficult for criminals and password- breaking software to guess. Use these guide- lines to create effective, strong passwords:

• Personal information: Avoid using any part of your first or last name, your family members’ or pets’ names, phone number, street address, license plate number, Social Security number, or birth date.

• Length: Use at least eight characters.

• Difficulty: Use a variety of uppercase and lowercase letters, numbers, punctuation marks, and symbols. Select characters located on different parts of the keyboard, not the ones you commonly use or that are adjacent to each other. Criminals often use software that converts common words to symbols, so their program might generate the passwords

GoToSleep and Go2Sleep as possibilities to guess.

• Modify: Change your password frequently, at least every three months.

• Variation: Do not use the same password for all websites you access. Once criminals have stolen a password, they attempt to use that password for other accounts they find on your computer or mobile device, especially banking websites.

• Passphrase: A passphrase, which is similar to a password, consists of several words sepa- rated by spaces. Security experts recommend misspelling a few of the words and adding several numerals. For example, the phrase, “Create a strong password,” could become the passphrase, “Creaet a strang pasword42.”

• Common sequences: Avoid numbers or letters in easily recognized patterns, such

as “asdfjkl;,” “12345678,” “09870987,” or “abcdefg.” Also, do not spell words backwards, use common abbreviations, or repeat strings of letters or numbers.

• Manage: Do not keep your passwords in your wallet, on a sheet of paper near your computer, or in a text file on your computer or mobile device. Memorize all of your passwords, or store them securely using a password management app on your computer or mobile device. Addition- al information about password manage- ment software is provided in Secure IT 5-3 in Module 5.

• Test:Test:T Use online tools to evaluate password strength.

Consider This: How strong are your passwords? How will you modify your passwords using some of these guidelines?

Protect yourself and your dependents from these criminals by being cautious in email messages and on websites. For example, do not share information that would allow others to identify or locate you, and do not disclose identification numbers, user names, passwords, or other personal security details. A user name is a unique combination of characters, such as letters of the alphabet or numbers, that identifies one specific user. A password is a private combination of characters associated with a user name. Read Secure IT 1-3 for tips on creating strong passwords.

26 Module 1 Introducing Today’s Technologies

Health Concerns Prolonged or improper computer and mobile device use can lead to injuries or disorders of

the hands, wrists, elbows, eyes, neck, and back. Computer and mobile device users can protect themselves from these health risks through proper workplace design, good posture while at the computer, and appropriately spaced work breaks.

With the growing use of earbuds and headphones, some users are experiencing hearing loss. Ways to protect your hearing when using these devices were presented in How To 1-2 earlier in this module.

Two behavioral health risks are technology addiction and technology overload. Technology addiction occurs when someone becomes obsessed with using technology. Individuals suffering from technology overload feel distressed when deprived of computers and mobile devices. Once recognized, both technology addiction and technology overload are treatable disorders.

Environmental Issues Manufacturing processes for computers and mobile devices along with e-waste, or discarded

computers and mobile devices, are depleting natural resources and polluting the environment. When computers and mobile devices are stored in basements or other locations, disposed of in landfills, or burned in incinerators, they can release toxic materials and potentially dangerous levels of lead, mercury, and flame retardants.

Green computing involves reducing the electricity consumed and environmental waste generated when using a computer. Strategies that support green computing include recycling, using energy efficient hardware and energy saving features, regulating manufacturing processes, extending the life of computers, and immediately donating or properly disposing of replaced computers.When you purchase a new computer, some retailers offer to dispose of your old computer properly.

CONSIDER THIS

How can you contribute to green computing? Some habits you can alter that will help reduce the environmental impact of computing include the following:

1. Do not leave a computer or device running overnight.

2. Turn off your monitor, printer, and other devices when you are not using them.

3. Use energy efficient hardware.

4. Use paperless methods to communicate.

5. Recycle paper and buy recycled paper.

6. Recycle toner, computers, mobile devices, printers, and other devices.

7. Telecommute.

8. Use videoconferencing and VoIP for meetings.

Programs and Apps

Software, also called a program, consists of a series of related instructions, organized for a common purpose, that tells the computer what tasks to perform and how to perform them.

Two categories of software are system software and application software (or applications). System software consists of the programs that control or maintain the operations of the com- puter and its devices. Operating systems are a widely recognized example of system software. Other types of system software, sometimes called tools, enable you to perform maintenance-type tasks usually related to managing devices, media, and programs used by computers and mobile devices. The next sections discuss operating systems and applications.

Computers, Devices, and the Web Module 1 27

Operating Systems An operating system is a set of

programs that coordinates all the activi- ties among computer or mobile device hardware. It provides a means for users to communicate with the computer or mobile device and other software. Many of today’s computers and mobile devices use a version of Microsoft’s Windows, Apple’s Mac OS, Apple’s iOS, or Google’s Android (Figure 1-30).

To use an application, your computer or mobile device must be running an operating system.

Applications An application (or app for short)

consists of programs designed to make users more productive and/or assist them with personal tasks. Browsers, discussed in an earlier section, are an example of an application that enables users with an Internet connection to access and view webpages. Table 1-2 identifies the categories of applications with samples of ones commonly used in each category.

Mac OS Mac OS Mac OS

icons

Windows Windows Windows

AndroidAndroid

iOSiOSiOS

iconsicons

tiles

Figure 1-30 Shown here are the Mac OS and Windows operating systems for laptops and desktops and the Android and iOS operating systems for smartphones. You interact with these operating system interfaces by tapping or clicking their icons or tiles. Sources: Apple Inc.; Apple Inc.; Google Inc.; Microsoft.

Table 1-2 Categories of Applications

Category Sample Applications Sample Uses

Productivity Word Processing Presentation

Schedule and Contact Management

Personal Finance

Create letters, reports, and other documents.

Create visual aids for presentations.

Organize appointments and contact lists.

Balance checkbook, pay bills, and track income and expenses.

Graphics and Media Photo Editing Video and Audio Editing

Media Player

Modify digital photos, i.e., crop, remove red-eye, etc.

Modify recorded movie clips, add music, etc.

View images, listen to audio/music, watch videos.

Personal Interest Travel, Mapping, and Navigation Reference

Educational

Entertainment

View maps, obtain route directions, locate points of interest.

Look up material in dictionaries, encyclopedias, etc.

Learn through tutors and prepare for tests.

Receive entertainment news alerts, check movie times and reviews, play games.

28 Module 1 Introducing Today’s Technologies

Applications include programs stored on a computer, as well as those on a mobile device or delivered to your device over the Internet.

• A desktop app is an application stored on a computer. • A web app is an application stored on a web server that you access through a browser. • A mobile app is an application you download from a mobile device’s app store or other location

on the Internet to a smartphone or other mobile device.

Some applications are available as both a web app and a mobile app. In this case, you typically can sync (or match) the data and activity between the web app and the mobile app, which is discussed later in this module.

Installing and Running Programs Installing a program is the process of setting up the program to work with a computer or

mobile device, printer, and/or other hardware.When you buy a computer or mobile device, it usually has some software, such as an operating system, preinstalled on its internal media so that you can use the computer or mobile device the first time you turn it on.

Installed operating systems often include applications such as a browser, media player, and calculator. To use additional desktop apps on a computer, you usually need to install the software. Mobile apps typically install automatically after you transfer the app’s files to your mobile device from its website. You usually do not need to install web apps before you can run them.

Once installed, you run a program so that you can interact with it. When you instruct a computer or mobile device to run a program, the computer or mobile device loads it, which means the program’s instructions are copied from storage to memory. Once in memory, the computer or mobile device can carry out, or execute, the instructions in the program so that you can use it.

Category Sample Applications Sample Uses

Communications Browser Email

VoIP

FTP

Access and view webpages.

Send and receive messages.

Speak to other users over the Internet.

Transfer items to and from other computers on the Internet.

Security Antivirus Personal Firewall

Spyware, Adware, and other Malware Removers

Protect a computer against viruses.

Detect and protect against unauthorized intrusions.

Detect and delete spyware, adware, and other malware.

File, System, and Disk Management

File Manager

Image Viewer

Screen Saver

Display and organize files on storage media.

Locate files and other items on storage media.

Display, copy, and print contents of graphics files.

Shows moving image or blank screen if no keyboard or mouse activity occurs.

Table 1-2 Continued

Computers, Devices, and the Web Module 1 29

You interact with a program through its user interface. The user interface controls how you enter data and instructions and how information is displayed on the screen. Often, you work with icons or tiles (shown in Figure 1-30 earlier in the module), which are miniature images that link to programs, media, documents, or other objects. Read How To 1-4 for instructions about locating, installing, and running programs and mobile apps.

Locate, Install, and Run Programs and Mobile Apps The following steps describe how to locate, install, and run programs and mobile apps:

Locate the Program or Mobile App

• Locate the program or mobile app to install. Programs are available from retail stores, websites, and from other online services such as Apple’s App Store or Google Play. Mobile apps are available from your device’s app store.

Download and/or Install the Program or Mobile App

• If you are installing a program on your computer from physical media such as a CD or DVD, insert the media in your computer. If the installation process does not start automatically, locate the

installation program on the media and then double-tap or double-click the installation program.

• If the program or mobile app is available from a website or online store, down- load the application to your computer or mobile device. Once the download is complete, if the installation process does not start automatically, locate and then double-tap or double-click the down- loaded file to begin the installation.

Run the Program or Mobile App

• You have various options for running a program or mobile app:

• If you are using a computer, tap or click the program’s tile or double-tap or double-click the program’s icon in the desktop.

• Display a list of all programs and apps on your computer or mobile device and then tap or click the icon representing the program to run (some computers may require you to double-tap or double-click the icon).

• Use the search feature in the operating system to locate the newly installed program or app and then tap or click the search result to run the program or app.

Consider This: After installing a mobile app, where are some locations you might look to find the new app’s icon or tile?

HOW TO 1-4

Developing Programs and Apps A software developer, sometimes called a developer or programmer, is someone who develops

programs and apps or writes the instructions that direct the computer or mobile device to pro- cess data into information.When writing instructions, a developer must be sure the program or app works properly so that the computer or mobile device generates the desired results. Complex programs can require thousands to millions of instructions.

Software developers use a programming language or application development tool to create programs and apps. Popular programming languages include C++, Java, JavaScript, Visual C#, and Visual Basic. Figure 1-31 shows some of the Visual Basic instructions a software developer may write to create a simple payroll program.

CONSIDER THIS

How do you know if a program will run on your computer? When you buy a computer, you can find a list of the computer’s specifications on the box, the manufacturer’s website, or the order summary. Similarly, when you buy software, the box or the product’s website will list specifications and minimum requirements for memory, speed, and more. Your computer’s specifications should be the same as or greater than the software specifications. Ensure the software will run on your computer before making a purchase, because many retailers will not allow you to return software.

30 Module 1 Introducing Today’s Technologies

Communications and Networks

Communications technologies are everywhere. Many require that you subscribe to an Internet service provider.With others, an organization such as a business or school provides communica- tions services to employees, students, or customers.

In the course of a day, it is likely you use, or use information generated by, one or more of the communications technologies in Table 1-3.

Figure 1-31 A software developer writes instructions using Visual Basic (a) to create the Payroll Information window shown here (b). Source: © Cengage Learning

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled The Web, Digital Security and Privacy, and Programs and Apps, as it relates to the module objectives. Now you should know . . .

• Why webpages use links (Objective 5)

• How to perform a basic web search (Objective 6)

• What risks you are exposed to as a result of your technology use and how you can minimize those risks (Objective 7)

• How to recognize an operating system and which programs and apps you might find useful (Objective 8)

(a)(a)

(b)

Computers, Devices, and the Web Module 1 31

combination combination modem/router/wireless modem/router/wireless modem/router/wireless

access pointaccess pointaccess point

modem modem modem

InternetInternetInternetInternetInternetInternetInternetInternetInternetInternet

Table 1-3 Uses of Communications Technologies

Type Brief Description

Chat rooms Real-time typed conversation among two or more people on a computers or mobile devices connected to a network

Email Transmission of messages and files via a computer network

Fax Transmission and receipt of documents over telephone lines

FTP Permits users to transfer files to and from servers on the Internet

GPS Navigation system that assists users with determining their location, ascertaining directions, and more

Instant messaging Real-time typed conversation with another connected user where you also can exchange photos, videos, and other content

Internet Worldwide collection of networks that links millions of businesses, government agencies, educational institutions, and individuals

Newsgroups Online areas in which users have written discussions about a particular subject

RSS Specification that enables web content to be distributed to subscribers

Videoconference Real-time meeting between two or more geographically separated people who use a network to transmit audio and video

Voice mail Allows users to leave a voice message for one or more people

VoIP Conversation that takes place over the Internet using a telephone connected to a computer, mobile device, or other device

Wireless Internet access points

Enables users with computers and mobile devices to connect to the Internet wirelessly

Wireless messaging services

Send and receive wireless messages to and from smartphones, mobile phones, handheld game devices, and other mobile devices using text messaging and picture/video messaging

Wired and Wireless Communications Computer communications describes a process in which two or more computers or devices

transfer (send and receive) data, instructions, and information over transmission media via a com- munications device(s). A communications device is hardware capable of transferring items from computers and devices to transmission media and vice versa. Examples of communications devices are modems, wireless access points, and routers. As shown in Figure1-32, some communica- tions involve cables and wires; others are sent wirelessly through the air.

Wired communications often use some form of telephone wiring, coaxial cable, or fiber-optic cables to send com- munications signals. The wiring or cables typi- cally are used within buildings or underground between buildings.

Because it is more convenient than installing wires and cables, many users opt for wireless communications, which sends signals through the air or space. Examples of wireless commu- nications technologies includeWi-Fi, Bluetooth,Bluetooth, and cellular radio, which are discussed below:

• Wi-Fi uses radio signals to provide high- speed Internet and network connections to computers and devices capable of communicating via Wi-Fi. Most computers and many mobile devices, such as smartphones and portable media players, can connect to a Wi-Fi network.

Figure 1-32 Modems, wireless access points, and Modems, wireless access points, and routers are examples of communications devices that routers are examples of communications devices that enable communications between computers/mobile enable communications between computers/mobile devices and the Internet. Notice that some computers devices and the Internet. Notice that some computers and devices communicate via wires, and others communicate wirelessly. © Cengage Learning; © iStockphoto / Petar Chernaev; © iStockphoto / Oleksiy Mark; © Patryk Kosmider / Shutterstock.com.; © Pablo Eder / Shutterstock.com; © iStockphoto / 123render.; Source: Microsoft; © iStockphoto / aquarius83men

32 Module 1 Introducing Today’s Technologies

• Bluetooth uses short-range radio signals to enable Bluetooth-enabled computers and devices to communicate with each other. For example, Bluetooth headsets allow you to connect a Bluetooth-enabled phone to a headset wirelessly.

• Cellular radio uses the cellular network to enable high-speed Internet connections to devices with built-in compatible technology, such as smartphones. Cellular network providers use the categories 3G, 4G, and 5G to denote cellular transmission speeds, with 5G being the fastest.

Wi-Fi and Bluetooth are both hot spot technologies. A hot spot is a wireless network that provides Internet connections to mobile computers and devices.Wi-Fi hot spots provide wire- less network connections to users in public locations, such as airports and airplanes, train sta- tions, hotels, convention centers, schools, campgrounds, marinas, shopping malls, bookstores, libraries, restaurants, coffee shops, and more. Bluetooth hot spots provide location-based ser- vices, such as sending coupons or menus, to users whose Bluetooth-enabled devices enter the coverage range.

Networks A network is a collection of computers and devices connected together, often wirelessly, via

communications devices and transmission media. Networks allow computers to share resources, such as hardware, software, data, and information. Sharing resources saves time and money. In many networks, one or more computers act as a server. The server controls access to the resources on a network. The other computers on the network, each called a client, request resources from the server (Figure 1-33). The major differences between the server and cli- ent computers are that the server typically has more power, more storage space, and expanded communications capabilities.

Many homes and most businesses and schools network their computers and devices. Most allow users to connect their computers wirelessly to the network. Users often are required to sign in to, or log on, a network, which means they enter a user name and password (or other credentials) to access the network and its resources. Read Ethics & Issues 1-3 to consider issues associated with unsecured networks.

BTW The Internet The world’s largest computer network is the Internet.

clientclient

printer serverserverserver

client

Figure 1-33 A server manages the A server manages the resources on a network, and clients resources on a network, and clients access the resources on the server. access the resources on the server. This network enables three separate This network enables three separate computers to share the same printer, computers to share the same printer, one wirelessly. © iStockphoto / sweetym; Source: Microsoft; © iStockphoto / Skip Odonnell; © Jennifer Nickert / Shutterstock.com; © Serg64 / Shutterstock.com; © Oleksiy Mark / Shutterstock.com; Source: Cengage Learning; © Cengage Learning

Computers, Devices, and the Web Module 1 33

Home Networks Home networks save the home user money and provide many conveniences. Each networked computer or mobile device on a home network has the following capabilities:

• Connect to the Internet at the same time • Share a single high-speed Internet connection • Access photos, music, videos, and other content on computers and devices throughout the house • Share devices such as a printer, scanner, or external hard drive • Play multiplayer games with players on other computers and mobile devices in the house • Connect game consoles to the Internet • Subscribe to and use VoIP • Interact with other devices in a smart home (such as thermostats, lighting controls, etc.)

Home networks usually are small, existing within a single structure, and use wireless technologies such as those shown previously in Figure 1-30. You do not need extensive knowl- edge of networks to set up a home network. You will need a communications device, such as a router, which usually includes setup instructions. Most operating systems also provide tools enabling you easily to connect all the computers and devices in your house.

Business Networks Business and school networks can be small, such as in a room oror building, or widespread, connecting computers and devices across a city, country, or the globe. Some reasons that businesses network their computers and devices together include the following:

• Facilitate communications. Using a network, employees and customers communicate efficiently and easily via email, messaging services, blogs, online social networks, video calls, online meetings, videoconferencing, VoIP, and more.

• Share hardware. In a networked environment, each computer on the network can access the hardware on the network, instead of providing each user with the same piece of hardware. For example, computer and mobile device users can access the laser printer on the network, as they need it.

• Share data, information, and software. In a networked environment, any authorized computer user can access data, information, and software stored on other computers on the network. A large company, for example, might have a database of customer information that any authorized user can access.

ETHICS & ISSUES 1-3

Would You You Y Connect to an Unsecured Network? If you turn on your laptop and notice that you can connect to a nearby home or busi- ness’s wireless network and access the Internet without a password, for free, you may find yourself in an ethical dilemma. Because they do not know how to secure a wireless network, many home and busi- ness users leave their networks open for use by anybody in their signal’s range. Experts estimate that up to 35 percent of wireless connections are unsecured, leaving them open to hackers. (A hacker is someone who accesses a computer or network illegally.)

Criminals sometimes use unsecured wireless networks to cover up technology-

related crimes. Others may steal connections to avoid the costs of Internet service. In other cases, a user’s laptop or mobile device may connect automatically to an open wireless network, without the user’s authorization or knowledge. If you are using an unsecured wireless network, hackers may be able to capture your passwords, hijack your accounts, or send spam or a virus.

The Electronic Communications Privacy Act (ECPA) states that it is not illegal “to intercept or access an electronic communication made through an electronic communication system that is configured so that such electronic communication is readily accessible to the general public.” It is unclear whether this law refers to an unsecured

home network or whether it pertains only to public hot spots, such as restaurants and libraries. Some lawmakers even support punishing those who leave their networks unsecured.

Consider This: Would you use your neighbor’s unsecured wireless home net- work without permission? Why or why not? What would you do if you found out that someone was using your wireless home network without your permission? How should legal authorities address such abuse? What punishment should violators receive? Should those leaving their net- works unsecured receive punishment, too? Why or why not?

34 Module 1 Introducing Today’s Technologies

Staying in Sync Assume that each morning you begin the day by check- ing your appointment calendar on your home or office computer. That same calendar appears on your smart- phone, so that you can view your schedule throughout the day. If you add, change, or delete appointments using the smartphone, however, you may need to update the calendar on your computer to reflect these edits. When you synchronize, or sync, computers and mobile devices, you match the files in two or more locations with each other, as shown in the figure below. Along with appointments, other commonly synced files from a smartphone are photos, email messages, music, apps, contacts, calendars, and ringtones.

Syncing can be a one-way or a two-way process. With a one-way sync, also called mirroring, you add, change, or delete files in a destination location, called the target, without altering the same files in target, without altering the same files in target the original location, called the source. For example, you may have a large collection of music stored on your home computer (the source), and you often copy some of these songs to your mobile device (the target). If you add or delete songs from your computer, you also will want to add or change these songs on your mobile device. If, however, you add or change the songs on your mobile device, you would not want to make these changes on your computer.

In two-way sync, any change made in one location also is made in any other sync location. For example,

you and your friends may be working together to create one document reflecting your combined ideas. This document could be stored on a network or on cloud storage on the Internet. Your collaboration efforts should reflect the latest edits each person has made to the file.

You can use wired or wireless methods to sync. In a wired setup, cables connect one device to another, which allows for reliable data transfer. While wireless syncing offers convenience and automation, possible issues include battery drain and low signal strength when the devices are not close to each other. Strategies for keeping your files in sync include the following:

• Use a cable and software. Syncing photos from a camera or a smartphone to a computer frees up memory on the mobile device and creates a backup of these files. You easily can transfer photos using a data sync cable and synchronization software. Be certain not to disconnect the mobile device from the computer until the sync is complete. You also can copy your photos and documents from the computer to a smartphone, an external hard drive, a USB flash drive, or some other portable storage device.

• Use cloud storage. Cloud storage can provide a convenient method of syncing files stored on multiple computers and accessing them from most devices with Internet access. Several cloud storage providers offer a small amount of storage space at no cost and additional storage for a nominal fee per month or per year. Each provider has specific features, but most allow users to share files with other users, preview file contents, set passwords, and control who has permission to edit the files.

• Use web apps. By using web apps for email, contacts, and calendars, your information is stored online, so that it is accessible anywhere you have an Internet connection and can sync with multiple devices.

Consider This: Synchronization is an effective method of organizing and sharing common files. What files have you synced, such as photos, music, and email? Which sync method did you use?

MINI FEATURE 1-2

Mini Feature 1-2: Staying in Sync If you use multiple computers and mobile devices throughout the day, keeping track of

common files may be difficult. Read Mini Feature 1-2 to learn how to keep your computers and devices in sync with each other.

Computers, Devices, and the Web Module 1 35

Technology Uses

Technology has changed society today as much as the industrial revolution changed society in the eighteenth and nineteenth centuries. People interact directly with technology in fields such as education, government, finance, retail, entertainment, health care, science, travel, publishing, and manufacturing.

Education/Mini Feature 1-3: Digital School Educators and teaching institutions use technology to assist with education. Most equip labs

and classrooms with laptops or desktops. Some even provide computers or mobile devices to students. Many require students to have a mobile computer or mobile device to access the school’s network or Internet wirelessly, or to access digital-only content provided by a textbook publisher. To promote the use of technology in education, vendors often offer substantial stu- dent discounts on hardware and software.

Educators may use a course management system, sometimes called a learning management system, which is software that contains tools for class preparation, distribution, and manage- ment. For example, through the course management system, students access course materials, grades, assessments, and a variety of collaboration tools.

Many schools offer distance learning classes, where the delivery of education occurs at one place while the learning occurs at other locations. Distance learning courses provide time, distance, and place advantages for students who live far from a campus or work full time. A few schools offer entire degrees online. National and international companies offer distance learning training because it eliminates the costs of airfare, hotels, and meals for centralized training sessions.

Read Mini Feature 1-3 to learn about additional technologies integrated in the classroom.

BTW Technology @ Work For more information about how technology is used in a variety of fields, read the Technology @ Work feature at the end of each module in this book.

Digital School Technology and education intersect in today’s classrooms. Students can use a variety of devices, apps, and websites to collaborate and obtain content while teachers can share information in most content areas to engage students and enhance the learning process. Digital technology offers flexibility and a revised classroom setting.

• Mobile devices and tablets: Schools are updating their computer labs by eliminating rows of desktops and allowing students to bring their own devices into the room and also into their classrooms, a practice often referred to as BYOD (bring your own device). BYOD (bring your own device). BYOD They connect their laptops and mobile devices to power and data; they then they use educational apps, store and share files, read digital books, and create content without leaving their desks.

• Virtual field trips: Virtual tours of museums, ancient sites, and galleries allow audiences to see exhibits, examine paintings, and explore historical objects. After viewing 360-degree panoramas of such places as Colonial Williamsburg and Machu Picchu, students can interact with experts via Twitter and videoconferencing.

• Games and simulations: Game design theory can help engage students and reinforce key

concepts. When students master one set of objectives in a particular topic, they can progress to more advanced levels. They can receive instant feed- back and recognition for their accomplishments, collaborate with teammates, repeat play to achieve higher scores, and document their experiences. Researchers claim that students are more likely to pursue challenging subject matter when it is offered in a gaming setting.

• Interactive whiteboards: Teachers and students can write directly on an interactive display, shown in the figure, which is a touch- sensitive device resembling a dry-erase board. It displays images on a connected computer screen. Touch gestures are used to zoom, erase, and annotate displayed content.

• Share projects: Effective movies can bring the words in a textbook to life. Students can create scripts and then use animation software or a video camera to tell stories that apply the concepts they have learned

MINI FEATURE 1-3

Used with permission of SMART Technologies ULC (www.smarttech. com). SMART Board and the SMART logo are trademarks of SMART Technologies ULC and may be registered in the European Union, Canada, the United States and other countries.

Internet Research How do educators use iTunes U?

Search for: itunes u

36 Module 1 Introducing Today’s Technologies

Government Most government offices have websites to provide citizens with up-to-date information. People

in the United States access government websites to view census data, file taxes, apply for permits and licenses, pay parking tickets, buy stamps, report crimes, apply for financial aid, and renew vehicle registrations and driver’s licenses.

Employees of government agencies use computers as part of their daily routine. North American 911 call centers use computers to dispatch calls for fire, police, and medical assistance. Military and other agency officials use the U.S. Department of Homeland Security’s network of information about domestic security threats to help protect against terrorist attacks. Law enforcement officers have online access to the FBI’s National Crime Information Center (NCIC) through in-vehicle laptops, fingerprint readers, and mobile devices (Figure 1-34). The NCIC contains more than 15 million missing persons and criminal records, including names, fingerprints, parole/probation records, mug shots, and other information.

Finance Many people and companies use online banking or finance software to

pay bills, track personal income and expenses, manage investments, and evaluate financial plans. The difference between using a financial institu-

tions’ website versus finance software on your computer is that all your account information is stored on the bank’s computer instead of your computer. The advantage is you can access your financial records from anywhere in the world.

Investors often use online investing to buy and sell stocks and bonds — without using a broker.With online investing, the transaction fee for each trade usually is much less than when trading through a broker.

Retail You can purchase just about any product or service on the web, including groceries, flowers,

books, computers and mobile devices, music, movies, airline tickets, and concert tickets. To pur- chase from an online retailer, a customer visits the business’s storefront, which contains product descriptions, images, and a shopping cart. The shopping cart allows the customer to collect pur- chases.When ready to complete the sale, the customer enters personal data and the method of payment, which should be through a secure Internet connection. Figure 1-35 illustrates the steps involved when a customer purchases from an online retailer.

Many mobile apps make your shopping experience more convenient. Some enable you to manage rewards, use coupons, locate stores, or pay for goods and services directly from your phone or other mobile device. Other mobile apps will check a product’s price and availability at stores in your local area or online. Read Secure IT 1-4 for tips about shopping safely online.

Figure 1-34 Law enforcement officials use computers and mobile devices to access emergency, missing person, and criminal records in computer networks in local, state, and federal agencies. © iStockPhoto / jacomstephens

and upload them to media sharing websites. They also can write blogs, design graphics, and conduct interviews to apply and share the concepts they have learned in the classroom.

• 3-D printers: Low-cost 3-D printers created for the classroom and libraries are becoming popular, especially in science and engineering classes. Geology students can create topography models,

biology students can examine cross sections of organs, architecture students can print prototypes of their designs, and history students can create artifacts.

Consider This: Which digital technologies have you used in your classrooms? Did they help you learn and retain information presented? If so, how?

Computers, Devices, and the Web Module 1 37

SECURE IT 1-4

Shopping Safely Online

Browsing electronic storefronts and making online purchases can be convenient and economical, but the experience can be a disaster if you encounter unscrupulous ven- dors. These tips can help you enjoy a safe and productive online shopping trip.

• Read customer reviews. Shoppers frequently post comments about merchan- dise quality, pricing, and shipping. Their evaluations may help you decide whether a company is legitimate. Be aware, however, that the Federal Trade Commission has sued companies for posting false positive reviews and that some companies remove negative comments. Make it a habit to rate merchants as often as possible so that oth- ers can learn from your experiences.

• Look for seals of approval. Online businesses can display seals if they have

met rigorous standards. Some unscrupulous merchants, however, will place the seals on their websites even if they have not been approved. To check a seal’s legitimacy, tap or click the logo and be certain you are directed to the issuing agency’s website to verify the seal is valid.

• Create a strong password and password questions. If the merchant requires you to create a user name and pass- word, be certain to develop a long, complex password with at least eight characters that include letters, numbers, and special characters. (Refer to Secure IT 1-3 earlier in this module for guidance on creating a strong password.) The website also may ask for answers to security questions; if so, do not supply information that hackers could locate easily, such as your high school, place of birth, or family members’ or pets’ names.

• Check website details. Locate the business’s privacy policy to learn how your information will be stored. Also, look for phone numbers, physical addresses, and email addresses to contact the vendor if questions arise about damaged goods or billing discrepancies.

• Beware of requests to supply further information. After you have placed an order, you may receive an email message asking you to confirm the transaction or to supply additional account information. A reputable busi- ness will not solicit these requests, so do not reply to the message.

Consider This: Have you made online purchases? If so, have you followed the pre- cautions listed here? How will you change your activities the next time you shop online?

Purchasing from an Online Retailer

Step 3Step 3Step 3 The customer enters The customer enters The customer enters payment informationpayment informationpayment informationpayment information on a secure website. on a secure website. The online retailer The online retailer sends �nancial sends �nancial information to a bank.information to a bank.

Step 4Step 4Step 4 The bank performs The bank performs The bank performs security checks and security checks and security checks and sends authorization sends authorization sends authorization sends authorization back to the online back to the online back to the online retailer.retailer.retailer.

Step 5Step 5Step 5 The online retailer’s web serverThe online retailer’s web serverThe online retailer’s web server sends con�rmation to the customer, sends con�rmation to the customer, sends con�rmation to the customer, sends con�rmation to the customer, sends con�rmation to the customer, processes the order, and then sendsprocesses the order, and then sendsprocesses the order, and then sendsprocesses the order, and then sends it to the ful�llment center.it to the ful�llment center.it to the ful�llment center.

Step 6Step 6 The ful�llment center packages the The ful�llment center packages the order, prepares it for shipment, and order, prepares it for shipment, and then sends a report to the server where records are updated.

Step 7Step 7 While the order travels to the customer, shipping information is posted on the web.

Step 8Step 8Step 8 The order is delivered to the The order is delivered to the customer, who may be requiredcustomer, who may be required to sign a handheld computer or document to acknowledge receipt.

Step 2Step 2Step 2Step 2 The customer The customer collects collects purchases inpurchases in a shopping cart.a shopping cart.a shopping cart.

Step 1 The customer The customer displaysdisplays the onlinethe online retailer’s storefront.storefront.

Figure 1-35Figure 1-35Figure 1-35 This figure shows the figure shows the steps involved when steps involved when a customer purchases a customer purchases from an online from an online retailer. © Comstock Images / Photos. com; © iStockphoto / Mark Evans; © iStockphoto / AndyL; © iStockphoto / Mlenny Photography; © Oleksiy Mark / Photos.com; © Oleksiy Mark / Shutterstock. com.; © iStockphoto / Ed Hidden; © iStockphoto / Oksana Perkins; © Cengage Learning; © iStockphoto / stevecoleimages

38 Module 1 Introducing Today’s Technologies

• Doctors use the web and medical software to assist with researching and diagnosing health conditions.

• Doctors use email, text messaging, and other communications services to correspond with patients.

• Patients use computers and mobile devices to refill prescriptions, and pharmacists use computers to file insurance claims and provide customers with vital information about their medications.

• Surgeons implant computerized devices, such as pacemakers, that allow patients to live longer.

• Surgeons use computer-controlled devices to provide them with greater precision during operations, such as for laser eye surgery and robot-assisted heart surgery.

• Medical staff create labels for medicine, hospital ID bracelets, and more, enabling staff to verify dosage and access patient records by scanning the label.

Entertainment You can use computers and mobile devices to listen to audio clips or live audio; watch video clips,

television shows, or live performances and events; read a book, magazine, or newspaper; and play a myriad of games individually or with others. In some cases, you download the media from the web to a computer or mobile device so that you can watch, listen to, view, or play later. Some websites support streaming, where you access the media content while it downloads. For example, radio and television broadcasts often use streaming media to broadcast music, interviews, talk shows, sport- ing events, news, and other segments so that you can listen to the audio or view the video as it downloads to your computer. You also can create videos, take photos, or record audio and upload (transfer) your media content to the web to share with others, such as on an online social network.

CONSIDER THIS

Can I make copies of songs or other media that I have purchased and downloaded from a legitimate website, such as iTunes?Tunes?T You typically can make a copy as a personal backup, but you cannot share the copy with others in any format unless you have legal permission from the copyright owner to do so. That is, you cannot give someone a CD copy, nor can you share a digital file by posting it on the web or sending it as an email message.

Health Care Nearly every area of health care today uses computers.Whether you are visiting a family doctor

for a regular checkup, having lab work or an outpatient test, filling a prescription, or being rushed in for emergency surgery, the medical staff around you will be using computers for various purposes:

• Hospitals and doctors use computers and mobile devices to maintain and access patient records (Figure 1-36).

• Computers and mobile devices monitor patients’ vital signs in hospital rooms and at home; patients use computers to manage health conditions, such as diabetes.

• Robots deliver medication to nurses’ stations in hospitals. • Computers and computerized devices assist doctors, nurses, and technicians with medical tests.

Figure 1-36 Doctors, nurses, technicians, and other medical staff use computers and computerized devices to assist with medical tests. © iStockPhoto / Neustockimage

Science All branches of science, from biology to astronomy to meteorology, use computers to assist them

with collecting, analyzing, and modeling data. Scientists also use the Internet to communicate with colleagues around the world. Breakthroughs in surgery, medicine, and treatments often result from scientists’ use of computers. Tiny computers now imitate functions of the central nervous system, retina of the eye, and cochlea of the ear. A cochlear implant allows a deaf person to distinguish

Computers, Devices, and the Web Module 1 39

sounds. Electrodes implanted in the brain stop tremors associated with Parkinson’s disease.

A neural network is a system that attempts to imitate the behavior of the human brain. Scientists create neural networks by connecting thousands of processors together much like the neurons in the brain are connected. The capability of a personal computer to recognize spoken words is a direct result of scientific experimentation with neural networks..

TravelTravelT Whether traveling by car or plane, your goal is to arrive safely at

your destination. As you make the journey, you may interact with a navigation system or GPS, which uses satellite signals to determine a geographic location. GPS technology also assists people with creating maps, determining the best route between two points, locating a lost person or stolen object, monitoring a person’s or object’s movement, determining altitude, calculating speed, and finding points of interest. Vehicles manufactured today typically include some type of onboard navigation system (Figure 1-37). Many mobile devices, such as smart- phones, also have built-in navigation systems.

In preparing for a trip, you may need to reserve a car, hotel, or flight. Many websites offer these services to the public where you can search for and compare flights and prices, order airline tickets, or reserve a rental car. You also can print driving directions and maps from the web.

Publishing Many publishers of books, magazines, newspapers, music, film, and

video make their works available online. Organizations and individuals publish their thoughts and ideas using a blog, podcast, or wiki.

• A blog is an informal website consisting of time-stamped articles (posts) in a diary or journal format, usually listed in reverse chronological order. Posts can contain text, photos, links, and more. For example, Figure 1-38 shows the Nutrition Blog Network, in which registered

Figure 1-37 Many vehicles include an onboard navigation system. © kaczor58 / Shutterstock.com

blog posts

Figure 1-38 Any group or individual can create a blog, so that they can share thoughts and ideas. Source: Nutrition Blog Network

40 Module 1 Introducing Today’s Technologies

dietitians post articles about nutrition. As others read articles in your blog, you can enable them to reply with their own thoughts. A blog that contains video is called a video blog.

• Podcasts are a popular way to distribute audio or video on the web. A podcast is recorded media that users can download or stream to a computer or portable media player. Examples of podcasts include lectures, political messages, radio shows, and commentaries. Podcasters register their podcasts so that subscribers can select content to automatically download when they are connected.

• A wiki is a collaborative website that allows users to create, add to, modify, or delete the content via their browser. Many wikis are open to modification by the general public. The difference between a wiki and a blog is that users cannot modify original posts made by a blogger. Read Ethics & Issues 1-4 for an issue related to using wikis as a source for research.

Figure 1-39 Automotive factories use industrial robots to weld car bodies. © Small Town Studio / Shutterstock.com

Internet Research How can you create a blog?

Search for: create a blog

Manufacturing Computer-aided manufacturing (CAM) refers to the use

of computers to assist with manufacturing processes, such as fabrication and assembly. Industries use CAM to reduce product development costs, shorten a product’s time to market, and stay ahead of the competition. Often, robots carry out processes in a CAM environment. CAM is used by a variety of industries, including oil drilling, power generation, food production, and automobile manufactur- ing. Automobile plants, for example, have an entire line of industrial robots that assemble a car (Figure 1-39).

ETHICS & ISSUES 1-4

Should Wikis Be Allowed as Valid Sources for Academic Research? As wikis have grown in number, size, and popularity, many educators and librarians have shunned them as valid sources of research. While some wikis are tightly con- trolled with a limited number of contributors and expert editors, these wikis usually focus on narrowly defined, specialized topics. Most large, multi-topic online wikis, such as Wikipedia, often involve thousands of edi- tors, many of whom remain anonymous.

Critics of wikis cite the lack of certified academic credentials by the editors, as well as potential political or gender bias by contributors. Wikis also are subject to vandalism. Vandals’ motives vary; some

enter false information to discredit the wiki, and others for humorous results. On occasion, rival political factions have falsified or embellished wiki entries in an attempt to give their candidate an advantage. Some wiki supporters argue that most wikis provide adequate controls to correct false or misleading content quickly and to punish those who submit it. One popular wiki now requires an experienced editor to verify changes made to certain types of articles. Other wiki protection methods include locking articles from editing, creating a list of recently edited articles, enabling readers to report vandalism, and allowing people to be notified about changes to a wiki page that

they have edited or that is about them. Some proponents propose that people should use wikis as a starting point for researching a fact, but that they should verify the fact using traditional sources.

Consider This: Should instructors allow wikis as valid sources for academic research? Why or why not? Would you submit a paper to your instructor that cites a wiki as a source? Why or why not? What policies might wikis enforce that could garner more confidence from the public? If a wiki provided verification of the credentials of the author, would you trust the wiki more? Why or why not?

Computers, Devices, and the Web Module 1 41

Special computers on the shop floor record actual labor, material, machine, and computer time used to manufacture a particular product. The computers process this data and auto- matically update inventory, production, payroll, and accounting records on the company’s network.

Technology Users

Every day, people around the world use various technologies at home, at work, and at school. Depending on the hardware, software, and communications requirements, these users generally can be classified in one of five categories. Keep in mind that a single user may fall into more than one category.

• A home user is any person who spends time using technology at home. Parents, children, teenagers, grandparents, singles, couples, etc., are all examples of home users.

• A small/home office user includes employees of companies with fewer than 50 employees, as well as the self-employed who work from home. Small offices include local law practices, accounting offices, travel agencies, and florists.

• A mobile user includes any person who works with computers or mobile devices while away from a main office, home, or school. Examples of mobile users are sales representatives, real estate agents, insurance agents, meter readers, package delivery people, journalists, consultants, and students.

• A power user is a user who requires the capabilities of a powerful computer. Examples of power users include engineers, scientists, architects, desktop publishers, and graphic artists.

• An enterprise has hundreds or thousands of employees or customers who work in or do business with offices across a region, the country, or the world. Each employee or customer who uses computers, mobile devices, and other technology in the enterprise is an enterprise user. Read Ethics & Issues 1-5 to consider whether employees should be held accountable for their online social network posts.

ETHICS & ISSUES 1-5

Should Employees Be Held Accountable for Their Online Social Network Posts? In addition to looking at your resume and scheduling an interview, a potential employer may search the web to find out information about you. A recent Career Builder survey found that 39 percent of employers look at applicants’ use of online social networks, and 43 percent of those found information that caused them not to hire the applicant.

Once employed, your manager still may track your online activity. Companies are concerned about damaged reputations, or even lawsuits. Employee actions that worry their employers

include discussing company sales activity, griping about their managers or customers, or posting photos that show them taking part in unethical, illegal, or unsavory activities.

Social network-related firings have raised the question of whether companies should monitor employees’ online social network activity. Accessing an employee’s or a potential employee’s social network profile also could have consequences for the company. If a company realizes that a person is a member of a minority group or has a disability, the company could face discrimination charges if it does not hire or later fires the employee. Privacy experts state that your online social network posts are your

own business. Debate about what falls under free speech is ongoing. Remember that you cannot delete easily what you post online. Whether or not you currently are searching for employment, online posts you make now can damage your future job prospects.

Consider This: What are the results when you search for yourself online? What steps can you take to clean up and protect your online reputation? Would you share social networking accounts or passwords with an employer or poten- tial employer? Why or why not? Should companies monitor employees’ accounts? Why or why not?

42 Module 1 Introducing Today’s Technologies

© iStockphoto / Joshua Hodge Photography; © Elena Elisseeva / Shutterstock.com; © Monkey Business Images / Shutterstock.com; © iStockphoto / Stuart Jenner; © Chuck Rausin / Shutterstock.com; © Monkey Business Images / Shutterstock.com

Table 1-4 Categories of Users

User Sample Hardware Sample Desktop Apps

Sample Mobile or Web Apps

Forms of Communications

All Users – Smartphone – Digital camera

– Printer

– Word processing

– Schedule and contact management

– Browser

– Security

– Alarm clock

– Calculator

– News, weather, sports

– Reference

– Finance

– Email

– Online social networks

– Blogs

Home User – Laptop, tablet, or desktop

– Portable media player and earbuds or headphones

– Game console

– E-book reader

– Wearable device

– Webcam

– Headset

– Personal finance

– Photo and video editing

– Media player

– Educational

– Entertainment

– Banking

– Travel

– Mapping

– Navigation

– Health and fitness

– Retail

– Media sharing

– Educational

– Messaging

– VoIP

Small/Home Office User – Desktop(s) or laptop(s) – Server

– Webcam

– Scanner

– Spreadsheet

– Database

– Accounting

– Travel

– Mapping

– Messaging

– VoIP

– FTP

Mobile User – Laptop or tablet – Video projector

– Wireless headset

– Note taking

– Presentation

– Educational

– Entertainment

– Travel

– Mapping

– Navigation

– Retail

– Educational

Power User – Desktop – Scanner

– Desktop publishing

– Multimedia authoring

– Computer-aided design

– Photo, audio, video editing

– FTP

– Videoconferencing

Enterprise User – Server – Desktop(s) or laptop(s)

– Industry-specific handheld computer

– Webcam

– Scanner

– Spreadsheet

– Database

– Accounting

– Travel

– Mapping

– Navigation

– Messaging

– VoIP

– FTP

– Videoconferencing

Table 1-4 illustrates the range of hardware, programs/apps, and communications forms used in each of these categories.

Computers, Devices, and the Web Module 1 43

Health Care You are out running on a beautiful day, tracking your route and distance using a health and fitness app on a smartphone. While running, you accidentally step on uneven pavement and suffer an injury that requires a trip to an emergency room. Upon check-in, the employee at the front desk uses a tablet to record your personal data and symptoms. She also uses the tablet to verify that your insur- ance coverage is current and informs you of your co-payment amount. After waiting several minutes, a triage nurse takes your temperature and blood pressure and then asks a series of questions about your symptoms. The nurse also records this data in a tablet and asks you to remain in the waiting room until someone from the radiology department is available to perform a CT scan. The radiology department is located in a different area of the hospital, so the technicians watch a computer screen that displays a list of patients who currently are waiting for their services.

About 30 minutes later, a technician calls your name and escorts you to the radiology department for your CT scan. As she is performing the scan, a computer records the images that later will be reviewed by a physician. When the CT scan is complete, you return to the waiting room until a physician reviews the results. Once she receives the results and reviews them, a hospital employee takes you to a consultation room.

The physician informs you that other than a few bumps and bruises, she believes that you have sustained no permanent damage and prescribes medication to help ease the pain. She then returns to a computer at the nurses’ station and adds her diagnosis to the database that stores your medical records. She also sends your prescription electronically to the hospital’s pharmacy. Once discharged, you visit the cashier to pay the bill. You then use a tablet to sign an electronic version of your discharge paperwork so that the hospital can store it

electronically. The hospital bills your insurance company electronically. If you owe a balance after the insurance company pays its portion, a computer at the hospital will generate a bill that will be mailed to you. After purchasing your medication and leaving the hospital, you realize that despite the hospital being busy, computers decreased the time of your visit by automating processes that otherwise would have been performed manually and reduced possible errors by storing all of your personal information centrally.

Consider This: How else might computers and technology be used in the health care industry?

TECHNOLOGY @ WORK

Summary

Module 1 introduced you to basic computer concepts. You learned about laptops, tablets, desktops, servers, smartphones, digital cameras, portable media players, e-book readers, and game devices. The module introduced various methods for input, output, memory, and storage. It discussed the Internet, browsing and searching the web, and online social networks. Next, the module introduced digital security and safety risks and precautions, along with various types of programs, applications, communications, and networks. The many different uses of technology applications in society also were presented, along with types of users. This module is an overview. Many of the terms and concepts introduced will be discussed further in later modules.

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Communications and Networks, Technology Uses, and Technology Users, as it relates to the module objectives. Now you should know . . .

• When you might use wired and wireless communications, and why you would use a network (Objective 9)

• How you would use technology in education, government, finance, retail, entertainment, health care, science, travel, publishing, and manufacturing (Objective 10)

• What types of hardware, software, and communications you couldw at home, school, and work (Objective 11)

S T U

D E

N T

A S

S IG

N M

E N

T S

44 Module 1 Introducing Today’s Technologies

1. Define the term, digital literacy.

2. Define the terms, computer, hardware, and user.

3. Differentiate between a PC and a mobile computer. A laptop also is known as a(n) ___ computer.

4. Describe the characteristics and features of a tablet. List several touch screen gestures.

5. Explain the difference between a desktop and an all-in-one. What additional meaning does the term, desktop, sometimes have?

6. Define the term, server. What services does a server provide?

7. Explain whether or not a mobile device is a computer.

8. List characteristics of a smartphone.

9. Differentiate among voice, text, picture, and video messages.

10. Describe the purpose of these mobile devices: digital cameras, portable and digital media players, e-book readers, wearable devices, and game devices.

11. Describe the trend of digital device convergence and how it applies to mobile devices.

12. Describe uses of technology in home automation.

13. Differentiate between data and information. Give an example of each.

14. Define the terms, input and output. List several types of input devices and output devices.

15. Describe the purpose of a pointing device. Give an example.

16. List the hardware you can use to input and view output for voice and video.

17. Differentiate between memory and storage.

18. A computer keeps data, instructions, and information on ___ media. Give some examples.

19. Define the term, cloud storage. Describe the types of services offered by cloud storage providers.

20. Describe components of a backup plan. How do backup plans for mobile devices and personal computers differ?

21. Describe the Internet. Identify reasons people use the Internet.

22. Differentiate between the web and the Internet.

23. The ___ consists of a worldwide collection of electronic documents. What is each electronic document called?

24. What is a browser? Describe the purpose of a search engine.

25. Explain the purpose of an online social network.

26. Differentiate between the services and uses of Facebook, Twitter, and LinkedIn.

27. List services of the Internet that facilitate communications.

28. Define the term, malware. List ways you can protect yourself from malware.

29. What privacy risks are involved with using technology? List guidelines for creating a strong password.

30. Explain physical and behavioral health risks associated with using computers.

31. Describe strategies that support green computing.

32. Define the term, software. Software also is called a(n) ___.

33. Define the term, operating system. List popular operating systems for computers and mobile devices.

34. Differentiate between desktop, web, and mobile apps.

35. List the steps involved in installing programs.

36. Explain how to locate, install, and run programs. What is the role of a software developer?

37. Define the term, communications device. List examples of wireless communications technologies.

38. Define the term, hot spot. Give two examples and describe how each is used.

39. Describe how homes and businesses use networks.

40. Identify issues surrounding accessing an unsecured network.

41. Explain what occurs when you synchronize computers and mobile devices.

42. List ways that schools use technology to enhance education.

43. Identify how the following industries use technology: government, financial, retail, entertainment, health care, science, travel, publishing, and manufacturing.

44. Describe how you might use blogs, wikis, and podcasts to publish content.

45. Differentiate among the following technology user types: home user, small/home office user, mobile user, power user, and enterprise user.

46. Describe how technology is used in the health care industry.

Instructions: Answer the questions below using the format that helps you remember best or that is required by your instructor. Possible formats may include one or more of these options: write the answers; create a document that contains the answers; record answers as audio or video using a webcam, smartphone, or portable media player; post answers on a blog, wiki, or website; or highlight answers in the book/e-book.

The Study Guide exercise reinforces material you should know for the module exam.Study Guide

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Primary Terms (shown in bold-black characters in the module) all-in-one (6) app (27) application (27) backup (18) browser (21) Bluetooth (32) cloud storage (18) communications

device (31) computer (4) desktop (6)

digital camera (8) digital device

convergence (10) e-book reader (9) game console (10) green computing (26) hard drive (17) input device (12) Internet (20) laptop (4) memory (16)

network (32) online social network (23) output device (14) portable media player (8) printer (14) program (26) search engine (22) server (6) smartphone (7) software (26) storage device (17)

storage media (17) sync (34) synchronize (34) tablet (4) wearable device (9) web (21) web server (21) webpage (21) website (21) Wi-Fi (31)

Secondary Terms (shown in italic characters in the module) 3-D printer (15) blog (39) BYOD (35) click (13) computer-aided manufacturing (40) data (12) desktop app (28) digital literacy (2) digital media (8) digital media player (9) double-click (13) double-tap (5) downloading (21) drag (5, 13) earbuds (8) e-book (9) enterprise user (41) e-reader (9) e-waste (26) file (18) gesture (5) hard copy (14) hard disk (17) hardware (4) headset (14) home user (41)

hot spot (32) hyperlink (21) information (12) input (4) keyboard (13) link (21) loads (28) malware (24) memory card (18) microphone (14) mobile app (28) mobile computer (4) mobile device (7) mobile user (41) mouse (13) neural network (39) notebook computer (4) on-screen keyboard (5) operating system (27) optical disc (18) output (4) personal computer (4) phablet (7) picture message (7) pinch (5) podcast (40)

point (13) power user (41) press and hold (5) printout (14) resources (32) right-click (13) scanner (14) slide (5) small/home office user (41) Smart TV (15) social networking site (23) software developer (29) solid-state drive (17) source (34) streaming (38) streaming media player (9)

stretch (5) surfing the web (21) swipe (5) tap (5) target (34) text message (7) touchpad (13) USB flash drive (18) user (4) user interface (29) video message (7) voice mail message (7) wearable (9) web app (28) webcam (14) wiki (40)

You should be able to define the Primary You should be able to define the Primary Y Terms and be familiar with the Terms and be familiar with the T Secondary Terms listed below.Terms listed below.T Key Terms

all-in-one (6)

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True/False Mark T for True and F for False. 1. Electronic 1. Electronic components in computers process data using instructions, which are the steps that tell the

computer how to perform a particular task. (4)

2. An 2. An all-in-one contains a separate tower. (6)

3. Smartphones 3. Smartphones typically communicate wirelessly with other devices or computers. (7)

4. Data 4. Data conveys meaning to users, and information is a collection of unprocessed items, which can include text, numbers, images, audio, and video. (12)

5. A 5. A headset is a type of input device. (14)

6. A 6. A scanner is a light-sensing output device. (14)

7. Although 7. Although some forms of memory are permanent, most memory keeps data and instructions temporarily, meaning its contents are erased when the computer is turned off. (16)

8. A 8. A solid-state drive contains one or more inflexible, circular platters that use magnetic particles to store data, instructions, and information. (17)

9. The 9. The terms, web and Internet, are interchangeable. (21)

10. One 10. One way to protect your computer from malware is to scan any removable media before using it. (25)

11. Operating 11. Operating systems are a widely recognized example of system software. (26)

12. You 12. You usually do not need to install web apps before you can run them. (28)

Multiple Choice Select the best answer.

The Checkpoint exercises test your knowledge of the module concepts. The page number containing the answer appears in parentheses after each exercise. The Consider This exercises challenge your under-his exercises challenge your under-his exercises challenge your under standing of module concepts.

Checkpoint

1. A(n) is any hardware component that allows you to enter data and instructions into a computer or mobile device. (12) a. output device b. communications

device

c. input device d. display

2. Which of the following is not an example of an output device? (14) a. scanner b. printer

c. display d. speaker

3. consists of electronic components that store instructions waiting to be executed and the data needed by those instructions. (16) a. Storage b. Cloud storage

c. Solid-state drives d. Memory

4. is an Internet service that provides remote storage to computer users. (18) a. Smart TV b. Cloud storage

c. Solid-state drive (SSD)

d. Bluetooth

5. A computer that delivers requested webpages to your computer or mobile device is a(n) . (21) a. VoIP computer b. web server

c. FTP device d. hard drive

6. A is software that enables users with an Internet connection to access and view webpages on a computer or mobile device. (21) a. search engine b. wiki

c. browser d. digital media player

7. uses short-range radio signals to enable computers and devices to communicate with each other. (32) a. Cellular radio b. Bluetooth

c. Wi-Fi d. A hot spot

8. A(n) is a collaborative website that allows users to create, add to, modify, or delete the content via their browser. (40) a. podcast b. blog

c. online social network

d. wiki

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Checkpoint

a. term that describes the trend of computers and devices with technologies that overlap

b. mobile device that combines features of a smartphone and a tablet

c. storage device that typically uses flash memory to store data, instructions, and information

d. small, flat, rectangular pointing device that is sensitive to pressure and motion

e. set of programs that coordinates all the activities among computer or mobile device hardware

f. named collection of stored data, instructions, or information

g. type of desktop computer that does not contain a tower and instead uses the same case to house the display and the processing circuitry

h. series of related instructions, organized for a common purpose, that tells the computer what tasks to perform and how to perform them

i. computer that is dedicated to providing one or more services to other computers or devices on a network

j. component that records and/or retrieves items to and from storage media

Matching Match the terms with their definitions. 1. all-in-one 1. all-in-one (6)

2. server 2. server (6)

3. phablet 3. phablet (7)

4. digital 4. digital device convergence (10)

5. touchpad 5. touchpad (13)

6. storage 6. storage device (17)

7. solid-state 7. solid-state drive (17)

8. file 8. file (18)

9. software 9. software (26)

10. operating 10. operating system (27)

1. Answer the critical thinking questions posed at the end of these elements in this module: Ethics & Issues (8, 23, 33, 40, 41), HowTo (5, 16, 22, 29), Mini Features (11, 34, 35), Secure IT (19, 25, 25, 37), and Technology @Work (43).

2. What does it mean to be digitally literate, and why is it important? (2)

3. What are the different touch screen gestures and the actions they may cause to occur? (5)

4. What types of keyboards are available for smartphones and tablets? (5, 7)

5. In addition to books, what other digital media can be read on an e-book reader? (9)

6. In addition to keeping time, how might you use a smartwatch? (9)

7. Why might a consumer purchase separate stand-alone devices, such as smartphones, digital cameras, portable media players? (10)

8. How can you ease eyestrain while using a computer or mobile device? (16)

9. What types of files might you choose to store on a memory card or USB flash drive, rather than on a hard drive? (18)

10. What steps might you include in a backup plan? (19)

11. Why might you choose to use LinkedIn rather than Facebook? (24)

12. How might you know if your computer or mobile device is infected with malware? (24)

13. What types of software protect a computer from viruses and other malware? (25)

14. Why should you use a different password for all websites you access? (25)

15. How might you know if you are addicted to computers or suffer from technology overload? (26)

16. Why is green computing important? (26)

17. What steps can you take to contribute to green computing? (26)

18. What is the difference between system and application software? (26)

19. What are some examples of popular operating systems? (27)

20. How do desktop apps, web apps, and mobile apps differ? (28)

21. Where can you obtain programs or apps? (29)

22. What does a user interface control? (29)

23. What are some popular programming languages? (29)

24. Why might you opt for wireless communications? (31)

25. In a network, what is the major difference between a server and a client? (32)

26. When should you use a one-way sync or a two-way sync? (34)

27. What type of industries use computer-aided manufacturing (CAM)? (40)

Consider This Answer the following questions in the format specified by your instructor.

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48 Module 1 Introducing Today’s Technologies

Personal 1. Shopping for Software You are shopping for software

that will assist you with your home’s interior design.The package for the program you would like to purchase states that it was designed for the most recent version ofWindows, but an older version is installed on your computer. How can you determine whether the program will run on your computer?

2. Bad Directions You are driving to your friend’s house and are using your smartphone for directions.While approaching your destination, you realize that your smartphone app instructed you to turn the wrong way on your friend’s street. How could this have happened?

3. Bank Account Postings While reviewing your checking account balance online, you notice that debit card purchases have not posted to your account for the past several days. Because you use online banking to balance your account, you become concerned about your unknown account balance.What steps will you take to correct this situation?

4. Trial Expired You have been using an app on your mobile device for a 30-day trial period. Now that the 30 days have expired, the app is requesting that you to pay

to continue accessing your data.What are your next steps?What steps could you have taken to preserve your data before the trial period expired?

5. Problematic Camera After charging your digital camera battery overnight, you insert the battery and turn on the camera only to find that it is reporting a low battery. Seconds later, the camera shuts off automatically.What might be wrong?

Professional 6. Discarding Old Computer Equipment Your

company has given you a new laptop to replace your current, outdated desktop. Because of the negative environmental impact of discarding the old computer in the trash, your supervisor asked you to suggest options for its disposal. How will you respond?

7. Dead Battery While traveling for business, you realize that you forgot to bring the battery charger for your laptop. Knowing that you need to use the laptop to give a presentation tomorrow, what steps will you take tonight to make sure you have enough battery power?

8. Cannot Share Photos You are attempting to send photos of a house for sale in an email message to your real estate partner. Each time you attempt to send the email message, you receive an automatic response stating that the files are too large.What are your next steps?

9. Incorrect Sign-In Credentials Upon returning to the office from a well-deserved two-week vacation, you turn on your computer. When you enter your user name and password, an error message appears stating that your password is incorrect. What are your next steps?

10. Synchronization Error You added appointments to the calendar on your computer, but these appointments are not synchronizing with your smartphone. Your calendar has synchronized with your smartphone in the past, but it has stopped working without explanation.What are your next steps?

Instructions: You often can solve problems with technology in multiple ways. Determine a solution to the problems in these exercises by using one or more resources available to you (such as a computer or mobile device, articles on the web or in print, blogs, podcasts, videos, television, user guides, other individuals, electronics or computer stores, etc.). Describe your solution, along with the resource(s) used, in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

Collaboration 11. Technology in Health Care Your primary care physician is moving from a shared office so that he can open his

own practice. He mentioned that he would like to use technology in his office that not only will improve the patient experience, but also make his job easier. Form a team of three people to determine the types of technology your doctor can use in his new office. One team member should research ways that technology can help improve patient check-in and billing. Another team member should research the types of technology your doctor can use while he is working with patients, and the third team member should research any additional technology that can be used in the office to improve the patient experience. Compile your findings in a report and submit it to your instructor.

Problem Solving The Problem Solving exercises extend your knowledge of module concepts by seeking solutions to practical problems with technology that you may encounter at home, school, or work. The Collaboration exercise should be completed with a team.

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1 Create a Facebook Account, Find the Discovering Computers Facebook Page, and Like It The Discovering Computers Facebook page contains links to current events and other technology news, as well as relat- ing the links to content in this book. The following steps guide you through the process of sign- ing up for a Facebook account, navigating to the Discovering Computers Facebook page, and liking the page. a. Run a browser and then navigate

to www.facebook.com. b. Follow the steps on the Facebook webpage to

sign up for a new account. If you already have an account, enter your sign-in information and sign in to your Facebook account.

c. Search for the Discovering Computers Facebook page using the search text, Discovering Computers.

d. Select the Discovering Computers Product/Service in the search results.

e. Tap or click the Like button to like the page. f. If your screen displays a Follow button, tap or

click it to see information from the Discovering Computers Facebook page in your news feed.

g. View the posts and tap or click links on the page that are of interest to you.

h. When you are finished, sign out of Facebook.

Exercises 1. Summarize the process you use to sign up for or sign

in to your Facebook account. 2. Which links on the Discovering Computers Facebook

page are of interest to you? Why? 3. Browse Facebook and find at least three other

Facebook pages that are of interest to you.Which pages have you found, and why do you like them?

2 Create a Twitter Account, Find the Discovering Computers Twitter Account, and Follow It The Discovering Computers Twitter account contains links to current events and other technology news, as well as how it relates to the content in this textbook. The following steps guide you through the process of signing up for a Twitter account, navigat- ing to the Discovering Computers Twitter account, and following it. a. Run a browser and then navigate to

www.twitter.com. b. Follow the steps on the Twitter webpage to sign up

for a new account. If you already have an account, enter your sign-in information and sign in to your Twitter account.

c. Search for the Discovering Computers Twitter account using the search text, DiscoveringComp.

d. Select Shelly Cashman @DiscoveringComp in the search results.

e. Tap or click the Follow button to follow the account.

f. View the posts and tap or click links on the page that are of interest to you.

g. When you are finished, sign out of Twitter.

Instructions: You often can complete tasks using technology in multiple ways. Figure out how to perform the tasks described in these exercises by using one or more resources available to you (such as a computer or mobile device, articles on the web or in print, online or program help, user guides, blogs, podcasts, videos, other individuals, trial and error, etc.). Summarize your ‘how to’ steps, along with the resource(s) used, in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

How To: Your Turn The How To: To: T Your Your Y Turn exercises present general guidelines for fundamental skills Turn exercises present general guidelines for fundamental skills Twhen using a computer or mobile device and then require that you determine how to apply these general guidelines to a specific program or situation.

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50 Module 1 Introducing Today’s Technologies

Exercises 1. Summarize the process you use to sign up for or sign

in to your Twitter account. 2. How is the Discovering Computers Twitter account

similar to the Discovering Computers Facebook page? How are they different?

3. Browse Twitter and find at least three other Twitter accounts to follow.Which ones have you found, and why do you like them?

3 Connect to a Wireless Network Wireless networks are available in many homes and businesses. Connecting to a wireless network can pro- vide you with high-speed access to the Internet and other network resources. The following steps guide you through the process of connecting to a wireless network from a computer or mobile device. a. If necessary, turn on your computer or mobile

device and make sure wireless functionality is enabled.

b. Obtain the name of the wireless network to which you want to connect. Note: You should connect only to wireless networks for which you have permission.

c. On your computer or mobile device, view the list of available wireless networks.

d. Select the wireless network to which you want to connect.

e. If necessary, enter the requested security information, such as an encryption key or a password.

f. Run a browser to test your connection to the wireless network.

Exercises 1. Why should you not connect to a wireless network

unless you have permission? 2. What is the name of the wireless network to which

you connected? 3. Why might you connect to a wireless network on your

smartphone instead of using your mobile data plan?

4 Manage Your Calendar Individuals are choosing to use calendars on computers and mobile devices to keep track of events in their personal and professional lives more easily. In addition, students might use calendars to keep track of their class schedules. The following steps guide you through the process of managing your computer or mobile device’s calendar. a. Run the calendar app (usually by tapping or

clicking its icon or tile on the home screen). b. To add a new appointment, tap or click the Add or

New Appointment button or icon and then enter the title or subject of the appointment, its date, time, location, and other information. Tap or click the Save button or icon on the New Appointment screen to save the information to your calendar.

c. Specify repeating information for appointments that occur at the same time over multiple occurrences, such as a class that meets every Tuesday from 10:00 a.m. to 11:00 a.m.

d. View your appointments on a daily, weekly, or monthly calendar by tapping or clicking the appropriate choice in the calendar app.

e. To edit an appointment, meeting, or event on your calendar, open the item by tapping or clicking it, make the necessary changes and then save the changes.

How To: Your Turn

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f. To delete an appointment, meeting, or event on your calendar, open the item by tapping or clicking it, and then tap or click the button to delete it. If necessary, confirm the deletion. If you are attempting to delete a recurring item on the calendar, the calendar app may ask whether you want to delete the one occurrence, or the entire series of appointments, meetings, or events.

Exercises 1. In addition to your class schedule,

what other recurring appointments might you add to your calendar?

2. Many calendar apps have a feature that can remind you of upcoming appointments in advance. How far in advance do you think you should be reminded of upcoming appointments?

3. How can you synchronize the calendar on your mobile device with the calendar on your home computer?

5 Back Up Photos from a Phone or Tablet Many individuals take photos using mobile devices such as phones and tablets. Many, however, neglect to realize the importance of backing up these memo- ries. A backup of the photos will be useful if you lose your mobile device, upgrade it to a newer model, or the device becomes damaged.While many mobile devices have built-in capabilities to back up photos to the cloud or to a desktop or laptop, it is important to make sure these features are configured properly. The following steps guide you through the process of back- ing up photos from a phone or tablet.

Backing Up to the Cloud a. If necessary, install and sign in to an app on a phone

or tablet that can back up photos to the cloud. Make sure the service you use gives you enough storage space for the photos you intend to upload.

b. Follow the instructions in the app and configure it to back up the photos at an interval of your choosing. Some options might include: • Back up all photos at certain intervals (such as

one time per day or one time per week) • Back up photos as you take them • Back up photos stored in specific folders

c. If you are using a mobile device with a data plan, consider specifying whether you want the backup to occur only when you are connected to

Wi-Fi. Backing up using your phone or tablet’s data plan may result in additional charges if you inadvertently exceed your quota.

d. Verify all photos have been backed up to the cloud service.

Backing Up to a Computer a. Use the USB cable that came with your phone or

tablet to connect it to the computer to which you want to back up the photos.

b. After the computer has recognized that a phone or tablet is connected, navigate to the drive on the computer representing the phone or tablet and then navigate to the folder containing the photos. If your phone or tablet stores pictures on both internal storage and a memory card, remember to back up your photos from both locations.

c. Drag the photos from the location on your phone or tablet to a folder on your computer that will store the backed up files.

d. When the files have finished backing up to the computer, close all open folder windows on the computer and then safely disconnect the phone or tablet from the computer.

Exercises 1. How often do you think you should back up your

photos? Why? 2. When backing up photos, why might it be better to

connect your phone or tablet to the computer using a cable instead of inserting the memory card from the phone or tablet into the computer?

3. Compare and contrast three apps or services that can back up photos from your phone or tablet to the cloud. Which one would you choose, and why?

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1 Making Use of the Web Informational and Research Informational and research websites contain factual information and include reference works such as libraries, encyclopedias, dictionaries, directories, and guides. More than 2.4 billion people worldwide use the Internet, and Google is one of the websites they visit most often. Google reports that people perform more than 100 billion searches every month using its Google Search. In How To 1-3 in this module, you learned how to use a browser to display a webpage on a computer or mobile device and to perform a basic web search using a search engine.

Research This: Using a browser and search engine, find the answers to the following questions. (1) Search for the top five informational websites and top five research websites.What types of information or re- search does each present?What search text did you use? (2) Visit Google’s website and locate the company’s early philosophy: “Ten things we know to be true.”What are five of these values?What is the goal of the “Made with Code” initiative? (3) Visit the Engadget website and read at least three reviews of tablets. Create a table listing the product name, price, battery life, pros, and cons. (4) Locate articles about using hands-free devices for conversations while driving.Which states have passed legislation to restrict drivers’ use of hands-free devices while driving? Describe the features found in the sophis- ticated hands-free system of one of this year’s vehicles.

2 Social Media Online social networks are a central communications tool and the primary source of news and information for many people. Historians place the birth of online social networking with the BBS (Bulletin Board System), where users communicated with a central computer and sent messages to other BBS members and also downloaded files and games. The next phase of online social networks evolved when CompuServe, AOL (America Online), and Prodigy were among the services linking people with similar interests. Today’s online social networks share many of the same basic principles by allowing members to communicate common interests, play games, and share photos, vid- eos, and music. Some of these online social networks are for personal use, while others are for entrepre- neurs, business owners, and professionals to share job-related topics.

Research This: Compare the features of the top personal online social networks, and create a table listing the number of active members in the United States and worldwide, the number of years the sites have existed, the more popular features, and the amount of content, such as photos, news stories, and links, that is shared each month.What types of advertisements are featured in each of these sites? Which sites are marketed toward younger and older users? Then, research the online social networks used for business. How does their content differ from that found on the personal online social networks? How many companies use these sites as a recruiting tool? How many native languages are supported? How are professionals using these websites to find potential clients and business partners?

3 Search Skills Selecting Search Terms Search text that you send to a search engine, such as Google, Bing, or Yahoo!, impacts the quality of your search results. Rather than typing a long ques- tion in the search box, you may improve your results if you select the question’s most important words as your search text. For example, instead of typing theSource: Google Inc.

Instructions: Use a search engine or another search tool to locate the information requested or answers to questions presented in the exercises. Describe your findings, along with the search term(s) you used and your web source(s), in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

Internet Research The Internet Research exercises broaden your understanding of module concepts by requiring that you search for information on the web.

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Computers, Devices, and the Web Module 1 53

entire question “How many users currently are on Facebook?” as your search text, type the following as your search text: facebook users current. Many search engines consider common words — such as how, are, and on — as stop words, or words that a search engine ignores when performing a search.

Place the most specific or important word (facebook) first in your search text and then follow it with additional words to narrow the results. To see if rearranging the order of the words yields differ- entent results, type current users facebook. Some search results from both queries likely will overlap. Many search engines assist you by automatically completing terms as you type them and will display a list of popu- lar alternatives from which you can select. Sometimes, replacing a search term with a synonym will improve your results. For example, try using the search text, facebook users, followed by the current year instead of the using the word, current. Most search engines are not case sensitive. (They do not distinguish between uppercase and lowercase characters.)

Research This: Create search text using the techniques described above, and type it into a search engine to find answers to these questions. (1) What English words are stop words for Google? (2) What is the largest solid-state drive available? (3) How many hours per day on average do teens spend playing video games? (4) When is the next update to the Android mobile operating system expected to be released?

4 Security Secure IT 1-3 in this module offers advice about creating secure passwords when registering forfor websites. Despite suggestions and constant reminders from secu- rity experts to develop and then periodically change passwords, users continue to create weak passwords.

These common passwords are broken easily and, therefore, never should be used. For many years, the most common passwords have been the word, password, and the number sequences 123456 and 12345678.

Research This: Use a search engine to locate at least 2 different companies’ lists of the 10 or 20 more com- mon passwords in the past two years.Which passwords appear on both lists? Find a password-strength check- ing website and type three passwords to determine how easy or difficult they are to crack.Why do consumers continue to use these passwords despite repeated warn- ings to avoid them? Do you have accounts using one or more of these passwords? What advice is given for developing strong passwords, such as using the lyrics to the first line of a favorite song? How do the companies gather data to determine common passwords?

5 Cloud Services Cloud Storage (Iaas) Cloud storage providers offer online access to hardware for storing files, and web and mobile apps to access, back up, and manage files. Cloud storage is an example of IaaS (infrastructure as a service), a service of cloud computing that allows individuals and businesses to use a vendor’s hardware to manage their computing needs.

Cloud storage providers offer both free and paid service plans based on the amount of free storage, and some allow users to earn additional storage by recommending friends to use their services or by participating in promotional campaigns. Many cloud storage providers enable users to synchronize files across multiple devices, access files via mobile or web apps, share files with team members, and maintain previous versions of files. Some provide built-in access to web-based productivity software or integrate with third-party web and mobile apps.

Research This: (1) Use a search engine to find three popular cloud storage providers. Create accounts and try each for a period specified by your instructor. In a table, summarize their features, including amount of free storage available (offered or earned), restrictions on file sizes you can upload, ease of use of web and mobile apps, operating systems or devices supported, cost of paid plans, and additional services provided for a fee. (2) Many cloud storage providers offer several gigabytes of free storage to their users.What is the largest amount of free storage you can find? Who is the provider? Can you identify any drawbacks to using this service?

Internet Research

Source: Microsoft

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Critical Thinking

4. Recommending Technology Solutions People use computers and mobile devices in a variety of fields, including travel, manufacturing, and more. Although the way people use computers and mobile devices varies, each use involves hardware, programs and apps, and some type of communications method, such as the Internet or cellular network.

Do This: Form a three-member team and choose a field in which you all are interested. Assign one member to investigate hardware, another to investigate programs and apps, and the third member to investigate communica- tions methods used in the field. Locate user reviews and articles by industry experts. Each team member should develop a list of related items that may be used. After the investigation, create a hypothetical business or organization in the field. Recommend specific hardware, programs or apps, and communications capabilities that would be best for the network or organization. Include comparisons of specific items, as well as costs. Be sure to summarize your investigations, describe the hypothetical business or organization, and outline and support your recommendations.

Instructions: Evaluate the situations below, using personal experiences and one or more resources available to you (such as articles on the web or in print, blogs, podcasts, videos, television, user guides, other individuals, electronics or computer stores, etc.). Perform the tasks requested in each exer- cise and share your deliverables in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

The Critical Thinking exercises challenge your assessment and decision-making skills by presenting real-world situations associated with module concepts. The Collaboration exercise should be completed with a team.

1. Reactions to Software Problems People who use computers and mobile devices sometimes experience problems with software, including operating systems, desktop apps, web apps, and mobile apps. Problems range from not being able to install or download the program or app to a computer or mobile device, to a program or an app producing unanticipated results. Depending on the situation, these problems can result in user stress. Many people believe reactions to software problems tend to be more extreme than reactions to problems with other tools.

Do This: Evaluate situations in which you have seen people react to program and app problems on their computers and mobile devices. Discuss how these users can reduce their frustration when dealing with such problems. Have you ever been frustrated by problems with a program or an app? How did you react? What did you do to solve the problem?

2. Energy Efficiency Increases in energy prices lead many individuals to look at purchasing energy-efficient computers and devices. Energy-efficient models often look and perform similarly to equivalent computers or devices that use more energy.

Do This: Find two computers or devices of identi- cal configuration, where the only difference is energy consumption. How much energy does the energy- efficient model save? Are energy-efficient computers and devices more or less expensive? Will the difference in cost (if any) affect your purchasing decision? How else might you be able to change your settings on your

existing computer or device to save energy? Use the web to locate articles that recommend energy-efficient products and thatthat provide tips about additional ways to save energy.

3. Case Study Amateur Sports League You are the new manager for a nonprofit amateur soccer league. The previous manager tracked all of the data on paper. You realize that using technology will increase your efficiency and enable you to communicate better with the board of directors, coaches, and players. At the board’s next meeting, you will share ideas of how you will use technology.

Do This: To prepare for the meeting, you compile the following: differences between input and output, a list of the types of data you can use as input, and a list of the types of information you can produce as output. You in- clude the types of computers, mobile devices, and other technologies you will use to enter data and produce the information. Incorporate your own experiences and user reviews of the devices. Compile your findings.

Collaboration Source: © Cengage Learning

The Internet provides a variety of ways to communicate online.

CONNECTING AND COMMUNICATING ONLINE: The Internet, Websites, and Media 2

“I use the Internet and web to shop for bargains, browse Google for all sorts of information, manage my fantasy sports teams, download music, check email on my phone, and so much more! What more could I gain from using the Internet?”

While you may be familiar with some of the content in this module, do you know how to . . .

• Use a public Wi-Fi hot spot safely?

• Register a domain name?

• Identify a cybersquatter?

• Browse the web safely?

• Tag digital content?

• Protect yourself from identity theft?

• Improve search results?

• Publish a website?

• Download digital media from online services?

• Set up a personal VoIP service?

• Combat cyberbullying?

• Determine your IP address?

• Search for a job online?

In this module, you will discover how to perform these tasks along with much more information essential to this course.

Source: © scyther5 / Shutterstock.com; © Kristina Postnikova / Shutterstock.com; Source: Pinterest; © Pablo Eder / Shutterstock.com; © iStockPhoto / pixelfit; © DeiMosz / Shutterstock.comCopyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

56 Module 2 Connecting and Communicating Online

After completing this module, you will be able to: 1 Discuss the evolution of the Internet

2 Briefly describe various broadband Internet connections

3 Describe the purpose of an IP address and its relationship to a domain name

4 Describe features of browsers and identify the components of a web address

5 Describe ways to compose effective search text

6 Explain benefits and risks of using online social networks

7 Describe uses of various types of websites: search engines; online social networks; informational and research; media sharing; bookmarking; news, weather, sports, and other mass media; educational; business, governmental, and organizational; blogs; wikis and collaboration; health and fitness; science; entertainment; banking and finance; travel and tourism; mapping; retail and auctions; careers and employment; e-commerce; portals; content aggregation; and website creation and management

8 Explain how the web uses graphics, animation, audio, video, and virtual reality

9 Explain how email, email lists, Internet messaging, chat rooms, online discussions, VoIP, and FTP work

10 Identify the rules of netiquette

The Internet

One of the major reasons business, home, and other users purchase computers and mobile devices is for Internet access. The Internet is a worldwide collection of networks that connects millions of businesses, government agencies, educational institutions, and individuals. Each of the networks on the Internet provides resources that add to the abundance of goods, services, and information accessible via the Internet.

Today, billions of home and business users around the world access a variety of services on the Internet using computers and mobile devices. The web, messaging, and video communications are some of the more widely used Internet services (Figure 2-1). Other Internet services include chat rooms, discussion forums, and file transfer. To enhance your understanding of Internet ser- vices, the module begins by discussing the history of the Internet and how the Internet works and then explains each of these services.

Evolution of the Internet The Internet has its roots in a networking project started by the Pentagon’s Advanced

Research Projects Agency (ARPA), an agency of the U.S. Department of Defense. ARPA’s goal was to build a network that (1) allowed scientists at different physical locations to share information and work together on military and scientific projects and (2) could function even if part of the network were disabled or destroyed by a disaster such as a nuclear attack. That That That network, called ARPANET,ARPANET,ARPANET became functional in September 1969, linking scientific and academic researchers across the United States.

The original ARPANET consisted of four main computers, one each located at the University of California at Los Angeles, the University of California at Santa Barbara, the Stanford Research Institute, and the University of Utah. Each of these computers served as a host on the network. A host, more commonly known today as a server, is any computer that provides services and con- nections to other computers on a network. Hosts often use high-speed communications to transfer data and messages over a network. By 1984, ARPANET had more than 1,000 individual computers linked as hosts. Today, millions of hosts connect to this network, which now is known as the Internet.

Objectives

The Internet, Websites, and Media Module 2 57

access informationaccess information

send or postsend or postsend or post messagesmessagesmessages

videoconferencevideoconference or video call

Figure 2-1 People around the world use the Internet in daily activities, such as accessing information, sending or posting messages, People around the world use the Internet in daily activities, such as accessing information, sending or posting messages, People around the world use the Internet in daily activities, such as accessing information, sending or posting messages, People around the world use the Internet in daily activities, such as accessing information, sending or posting messages, People around the world use the Internet in daily activities, such as accessing information, sending or posting messages, People around the world use the Internet in daily activities, such as accessing information, sending or posting messages, and conversing with others from their computers and mobile devices. Source: Library of Congress; © artjazz / Shutterstock; © iStockphoto / Chesky_W; © iStockPhoto / pictafolio; © iStockphoto / Blend_Images; © Andrey_Popov / Shutterstock; © Bloomua / Shutterstock

58 Module 2 Connecting and Communicating Online

The Internet consists of many local, regional, national, and international networks. Both public and private organizations own networks on the Internet. These networks, along with phone companies, cable and satellite companies, and the government, all contribute toward the internal structure of the Internet.

CONSIDER THIS

Who owns the Internet? No single person, company, institution, or government agency owns the Internet. Each organization on the Internet is responsible only for maintaining its own network.

The World Wide Web Consortium (W3C),W3C),W3C however, oversees research and sets standards and guidelines for many areas of the Internet. The mission of the W3C is to ensure the continued growth of the web. Nearly 400 organizations from around the world are members of the W3C, advising, defining standards, and addressing other issues.

Internet Research Which organizations are members of the World Wide Web Consortium?

Search for: w3c members

Connecting to the Internet

Users can connect their computers and mobile devices to the Internet through wired or wireless technology and then access its services free or for a fee.With wired connections, a computer or device physically attaches via a cable or wire to a communications device, such as a modem, that transmits data and other items over transmission media to the Internet. For wireless connections, many mobile computers and devices include the necessary built-in technology so that they can transmit data and other items wirelessly. Computers without this capability can use a wireless modem or other communications device that enables wireless connectivity. A wireless modem, for example, uses a wireless communications technology (such as cellular radio, satellite, or Wi-Fi) to connect to the Internet. Figure 2-2 shows examples of modems. The wireless modem shown in the figure is known as a dongle, which is a small device that connects to a computer and enables additional functions when attached.

Today, users often connect to the Internet via broadband Internet service because of its fast data transfer speeds and its always-on connection. Through broadband Internet service, users can download webpages quickly, play online games, communicate in real time with others, and more. Table 2-1 shows examples of popular wired and wireless broadband Internet service technologies for home and small business users.

InternetInternetInternetInternetInternetInternetInternetInternetInternetInternetInternetInternetInternet

modem wireless modem

cable connectscable connects modem to computermodem to computermodem to computer wireless modem

inserted ininserted ininserted in computer’s USB portcomputer’s USB portcomputer’s USB port

nnnecn ts omputputer

mwireless modem

emwireless modem

Figure 2-2 Using a modem is one way to connect computers and mobile devices to the Internet.Using a modem is one way to connect computers and mobile devices to the Internet.Using a modem is one way to connect computers and mobile devices to the Internet.Using a modem is one way to connect computers and mobile devices to the Internet.Using a modem is one way to connect computers and mobile devices to the Internet.Using a modem is one way to connect computers and mobile devices to the Internet. Courtesy of Zoom Telephonics Inc; © Oleksiy Mark / Shutterstock.com; Source: Microsoft; © Kristina Postnikova / Shutterstock.com; Kristina Postnikova / Shutterstock.com; © Cengage Learning; © DR / Fotolia

The Internet, Websites, and Media Module 2 59

Table 2-1 Popular Broadband Internet Service Technologies Technology Description

W ir

Cable Internet service Provides high-speed Internet access through the cable television network via a cable modem

DSL (digital subscriber line) Provides high-speed Internet connections through the telephone network via a DSL modem

Fiber to the Premises (FTTP) Uses fiber-optic cable to provide high-speed Internet access via a modem

W ir

el es

Wi-Fi (wireless fidelity) Uses radio signals to provide high-speed Internet connections to computers and devices with built-in Wi-Fi capability or a communications device that enables Wi-Fi connectivity

Mobile broadband Offers high-speed Internet connections over the cellular radio network to computers and devices with built-in compatible technology (such as 3G, 4G, or 5G) or a wireless modem or other communications device

Fixed wireless Provides high-speed Internet connections using a dish-shaped antenna on a building, such as a house or business, to communicate with a tower location via radio signals

Satellite Internet service Provides high-speed Internet connections via satellite to a satellite dish that communicates with a satellite modem

Many public locations, such as shopping malls, coffee shops, restaurants, schools, airports, hotels, and city parks have Wi-Fi hot spots. Recall that a hot spot is a wireless network that provides Internet connections to mobile computers and devices. Although most hot spots enable unrestricted or open access, some require that users agree to terms of service, obtain a password (for example, from the hotel’s front desk), or perform some other action in order to connect to the Internet. Read Secure IT 2-1 for ways to use a public Wi-Fi hot spot safely.

SECURE IT 2-1

Using Public Wi-Fi Hot Spots Safely Connecting wirelessly to a public hot spot at your local coffee shop or at the airport can be convenient and practical. Using this free service can be risky, however, because cyber- criminals may lurk in public Wi-Fi hot spots, hoping to gain access to confidential infor- mation on your computer or mobile device. Follow these guidelines for a safer browsing experience:

• Avoid typing passwords and Avoid typing passwords and A financial information. Identity thieves are on the lookout for people who sign in to accounts, enter their credit card account numbers in shopping websites, or conduct online banking transactions. If you must type this personal information, be certain the website’s web address begins with “https,” signifying a secure connection. If the website’s web address changes to “http,” indicating an unsecure connection,

sign out to end your Internet session immediately.

• Sign out of websites. When finished using an account, sign out of it and close the window.

• Disable your wireless connection. If you have finished working online but still need to use the computer, disconnect from the wireless connection.

• Do not leave your computer or mobile device unattended. It may seem obvious, but always stay with your com- puter or mobile device. Turning your back to talk with a friend or to refill your coffee gives thieves a few seconds to steal sensi- tive information that may be displayed on the screen.

• Beware of over-the-shoulder snoopers. The person sitting behind you may be watching or using a camera

phone to record your keystrokes, read your email messages and online social network posts, and view your photos and videos.

Consider This: How will you apply these precautions the next time you use a public Wi-Fi hot spot? Should businesses post signs alerting customers about Wi-Fi security issues?

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60 Module 2 Connecting and Communicating Online

Home and small business users can share and provide wireless Internet connections by creating their own Wi-Fi hot spot through a communications device in the home or business that is connected to broadband Internet service. Instead of a stationary Wi-Fi hot spot, some users opt to create mobile hot spots through mobile broadband Internet service via a separate communications device or a tethered Internet-capable device (Figure 2-3). Tethering transforms a smartphone or Internet-capable tablet into a portable communications device that shares its Internet access with other computers and devices wirelessly. Users may pay additional fees for mobile hot spot and tethering services.

InternetInternetInternetInternetInternetInternetInternetInternetInternetInternet

mobile hot spotmobile hot spotmobile hot spotmobile hot spotmobile hot spot range

tetheredtetheredtetheredtethered smartphone as asmartphone as a mobile hot spot

mobile broadband

Internet service

communicationscommunications device as a mobile

hot spot

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Figure 2-3Figure 2-3 You can create a mobile hot spot using a communications device or by tethering a smartphone.You can create a mobile hot spot using a communications device or by tethering a smartphone.You can create a mobile hot spot using a communications device or by tethering a smartphone.You can create a mobile hot spot using a communications device or by tethering a smartphone.You can create a mobile hot spot using a communications device or by tethering a smartphone. Courtesy of Verizon Wireless; © figarro / Can Stock Photo; © iStockphoto / Dane Wirtzfeld; © amfoto / Shutterstock.com; © Alex Staroseltsev / Shutterstock.com; Source: Microsoft; © Cengage Learning

Internet Research What is a MiFi device?

Search for: mifi

Employees and students typically connect their computers and mobile devices to the Internet wirelessly through a business or school network, which, in turn, usually connects to a high-speed Internet service.When away from the office, home, or school, mobile users often access the Internet using Wi-Fi, mobile hot spots, or tethering services. Hotels and airports often provide wireless Internet connections as a free service to travelers. Many hotels have computers in their lobbies for customers to check email, browse the web, or print travel documents. Customers often bring their laptops or tablets to coffee shops, restaurants, libraries, hotels, and malls that offer free Wi-Fi as a service to their patrons.

CONSIDER THIS

Does everyone use broadband Internet?

No. Some home users connect computers and devices to the Internet via slower-speed dial-up access because of its lower cost or because broadband access is not available where they live. Dial-up access takes place when a modem in a computer connects to the Internet via a standard telephone line that transmits data and information using an analog (continuous wave pattern) signal.analog (continuous wave pattern) signal.analog

The Internet, Websites, and Media Module 2 61

Internet Service Providers An Internet service provider (ISP), sometimes called an Internet access provider, is a

business that provides individuals and organizations access to the Internet free or for a fee. ISPs often charge a fixed amount for an Internet connection, offering customers a variety of plans based on desired speeds, bandwidth, and services. In addition to Internet access, ISPs may include additional services, such as email and online storage.

Bandwidth represents the amount of data that travels over a network. A higher bandwidth means more data transmits. Data sizes typically are stated in terms of megabytes and gigabytes. A megabyte (MB(MB( ) is equal to approximately one million characters, and a gigabyte (GB) is equal to approximately one billion characters. Table 2-2 shows approximate data usage for various Internet activities.

Table 2-2 Data Usage Examples

Activity Quantity Approximate Data Usage

Send and receive email messages (with no attachments) 100 messages 3–6 MB

Post on online social networks (text only) 100 posts 25–50 MB

Upload or download photos 50 photos 50 MB

Send and receive email messages (with attachments) 100 messages 0.75–1 GB

Visit webpages 200 visits 1 GB

Talk with others using VoIP (without video) 1 hour 1.25 GB

Listen to streaming music 1 hour 1–2 GB

Play online games 1 hour 1.75 GB

Watch smaller, standard-quality streaming video 1 hour 2–5 GB

Download apps, games, music, e-books 25 downloads 3 GB

Talk with others using VoIP (with video) 1 hour 5–7.5 GB

Watch HD streaming video 1 hour 5–20 GB © Cengage Learning

CONSIDER THIS

Does the term data have multiple meanings?

In the technology field, as discussed in Module 1, data can refer to unprocessed items that computers often process into information. Data also refers to the content that is stored on media or transmitted over a network. For example, when you select a data plan for your smartphone, the mobile service provider typically limits the amount of data (number of bytes) you can transfer each month depending on the plan you selected.

BTW Byte A byte is the basic storage unit on a computer or mobile device and represents a single character.

Wi-Fi networks often provide free Internet access, while some charge a daily or per use fee. Instead of locating a hot spot, some users prefer to subscribe to a mobile service provider, such as Verizon Wireless, so that they can access the Internet wherever they have mobile phone access. A mobile service provider, sometimes called a wireless data provider, is an ISP that offers wireless Internet access to computers and mobile devices with the necessary built-in wire- less capability (such as Wi-Fi), wireless modems, or other communications devices that enable wireless connectivity. An antenna on or built into the computer or device, wireless modem, or communications device typically sends signals through the airwaves to communicate with a mobile service provider.

Internet Research Can I check the speed of my Internet connection?

Search for: internet speed test

62 Module 2 Connecting and Communicating Online

Figure 2-4 This figure shows how a home user’s request for eBay’s webpage might travel the Internet using cable Internet service. © romakoma / Shutterstock.com; © Pablo Eder / Shutterstock.com; © dotshock / Shutterstock.com; © TonyV3112 / Shutterstock.com; © iStockPhoto / loops7; © iStockphoto / luismmolina; Source: eBay

Step 1 You send a request toou send a request to the Internet. Foror example, you enter you enter the web addressthe web address of a webpage you want to visitant to visit in the address barin the address barin the address barin the address bar of your browserof your browserof your browser.

Step 2Step 2 A cable modem A cable modem trtransfers the ansfers the ansfers the ansfers the computer’computer’s digital signals to thesignals to the cable televisioncable television line in your housline in your house.

Step 3 Your request (digital signals) our request (digital signals) travels through cable television avels through cable television lines to a central cable system,al cable system, which is shared by up to 500 which is shared by up to 500 homes in a neighborhood.homes in a neighborhood.homes in a neighborhood.

Step Step 4 The centrhe central cableal cableal cable system sends your requessystem sends your requessystem sends your requessystem sends your requessystem sends your requestt over high-speed �berover high-speed �berover high-speed �berover high-speed �berover high-speed �berover high-speed �ber-optic lines to the cable operlines to the cable operlines to the cable operlines to the cable operlines to the cable operator,ator,ator who often also is the ISPwho often also is the ISPwho often also is the ISPwho often also is the ISPwho often also is the ISP.who often also is the ISP.who often also is the ISP

Step 5Step 5Step 5Step 5 The ISP routes your request through the he ISP routes your request through the he ISP routes your request through the Internet backbone to the destination server Internet backbone to the destination server Internet backbone to the destination server Internet backbone to the destination server (in this exampl(in this example, the server that contains the server that contains the requested webpage).

How a Home User’s Request for a Webpage Might Travel the Internet Using Cable Internet ServiceHow a Home User’s Request for a Webpage Might Travel the Internet Using Cable Internet ServiceHow a Home User’s Request for a Webpage Might Travel the Internet Using Cable Internet ServiceHow a Home User’s Request for a Webpage Might Travel the Internet Using Cable Internet ServiceHow a Home User’s Request for a Webpage Might Travel the Internet Using Cable Internet Service

Step 6Step 6Step 6Step 6Step 6 TThe server retrieves the requested he server retrieves the requested he server retrieves the requested he server retrieves the requested he server retrieves the requested he server retrieves the requested webpage and sends it back through webpage and sends it back through webpage and sends it back through webpage and sends it back through webpage and sends it back through the Internet backbone to your computerthe Internet backbone to your computerthe Internet backbone to your computerthe Internet backbone to your computerthe Internet backbone to your computerthe Internet backbone to your computerthe Internet backbone to your computer.

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How Data Travels the Travels the T Internet Computers and devices connected to the Internet work together to transfer data around

the world using servers and clients and various wired and wireless transmission media. On the Internet, your computer or device is a client that can access data and services on a variety of servers.Wired transmission media includes phone line, coaxial cable, and fiber-optic cable. Wireless transmission media includes radio waves and satellite signals.

The inner structure of the Internet works much like a transportation system. Just as interstate highways connect major cities and carry the bulk of the automotive traffic across the country, several main transmission media carry the heaviest amount of traffic, or communications activity, on the Internet. These major carriers of network traffic are known collectively as the Internet backbone.

In the United States, the transmission media that make up the Internet backbone exchange data at several different major cities across the country. That is, they transfer data from one networknetwork toto anotheranother untiluntil reachingreaching the final destination (Figure 2-4).

IP Addresses and Domain Names The Internet relies on an addressing system much like the postal service to send data to a computer

or device at a specific destination. An IP address, short for Internet Protocol address, is a sequence of numbers that uniquely identifies the location of each computer or device connected to the Internet.

The Internet, Websites, and Media Module 2 63

The Internet uses two IP addressing schemes: IPv4 and IPv6. Due to the growth of the Internet, the original IPv4 addresses began dwindling in availability. The IPv6 scheme increased the available number of IP addresses exponentially. Because lengthy IP addresses can be difficult to remember, the Internet supports domain names. A domain name is a text-based name that corresponds to the IP address of a server that hosts a website (Figure 2-5). A domain name is part of the web address that you type in a browser’s address bar to access a website.

The suffix of the domain name, called the top-level domain (TLD), identifies the type of organization associated with the domain. In Figure 2-5, for example, the .com is the TLD. Table 2-3 lists some of the original TLDs. New TLDs are being introduced to give individuals and businesses flexibility and creativity when purchasing domain names. For example, .museum, .technology, .name, and .biz have been introduced as TLDs within recent years.

The organization that approves and controls TLDs is called ICANN (pronounced EYE-can), which stands for Internet Corporation for Assigned Names and Numbers. For websites outside the United States, the suffix of the domain name may include a country code TLD (ccTLD), which is a two-letter country code, such as au for Australia. For example, www.philips.com.au is the domain name for Philips Australia. Read How To 2-1 to learn how to register a domain name.

Figure 2-5 The IPv4 and IPv6 addresses, along with the domain name for Google’s website. © Cengage Learning

2001:4860:4860::8844

IPv4 address

IPv6 address

Domain name

74.125.224.72

google.comgoogle.com

top-level domain

Table 2-3 Original TLDs

TLD Intended Purpose

.com Commercial organizations, businesses, and companies

.edu Educational institutions

.gov Government agencies

.mil Military organizations

.net Network providers or commercial companies

.org Nonprofit organizations

Register a Domain Name Individuals and companies register domain names so that people can find their websites easily using a browser. You register a domain name through a registrar, which is an organiregistrar, which is an organiregistrar - zation that sells and manages domain names. When creating a website to post online, regis- ter a domain name that is easy to remember so that visitors can navigate to your website quickly. The following steps describe how to register a domain name.

1. Run a browser. 2. Use a search engine to locate a domain

name registrar and then navigate to the

website. You may want to evaluate several domain name registrars before deciding which one to use. Domain name registrars often offer various pricing models for registering domain names.

3. Perform a search on the domain name registrar’s website for the domain name you wish to register. If the domain name is not available or costs too much, con- tinue searching for a domain name that is available and within your price range, or explore various TLDs. For example, if the domain name you wish to register is not available or too expensive with the

“.com” TLD, consider using another TLD such as “.net” or “.org.”

4. Follow the steps on the domain name registrar’s website to select and complete the purchase and registration of the desired domain name.

Consider This: What domain name based on your name would you register for your personal website? If your preferred domain name is not available, what are three alternative domain names you would consider?

HOW TO 2-1

64 Module 2 Connecting and Communicating Online

The domain name system (DNS) is the method that the Internet uses to store domain names and their corresponding IP addresses.When you enter a domain name (i.e., google.com) in a browser, a DNS server translates the domain name to its associated IP address so that the request can be routed to the correct computer (Figure 2-6). A DNS server is a server on the Internet that usually is associated with an ISP. Read Ethics & Issues 2-1 to consider issues related those who purchase unused or lapsed domain names for nefarious purposes.

Figure 2-6 This figure shows how a user’s entered domain name (google.com) uses a DNS server to display a webpage (Google, in this case). Apple Inc.; © Cengage Learning; © Cengage Learning; © Sashkin / Shutterstock.com; Source: Google Inc.

Step 2Step 2 The browser communicates withhe browser communicates withhe browser communicates with a DNS server maintained by youra DNS server maintained by youra DNS server maintained by your ISP or another providerISP or another provider. The DNS server looks up the domain nameserver looks up the domain name portion of the web addressportion of the web addressportion of the web address, �nds its associated IP address, and then sends the IP address to your computer or mobile device.

Step 3 The browser uses the IP address to contact the web server at the speci�ed IP address to request the content of the desired webpage. The web server ful�lls the user’s request by sending the desired content to the user’s browser, which formats the page for display on the screen.

domain name

Step 1 Run the browser and enter the web address inweb address in the browser’the browser’s address baraddress bar.

How a Browser Displays a Requested Webpage

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ETHICS & ISSUES 2-1

Should Cybersquatters Be Prosecuted? You learn from a registrar that a domain name containing your company name is not available. When you enter the web address in a browser, a webpage appears that contains ads, false content, or a notice that the domain is available for purchase, likely by a cyber- squatter. Cybersquatters purchase unused or lapsed domain names so that they can profit from selling them. Cybersquatters sometimes will sell you the domain name, but some take advantage of people trying to reach a more popular website to promote their own busi- ness or needs. One example is when a politi- cian registered several domain names that included his opponent’s names and redirected them to his own campaign website.

Website owners periodically must renew domain names. Cybersquatters look for out-of-date registrations and buy them so that the original website owner must buy them back. Cybersquatters often purchase domain names with common words, alternate spellings of trademarked terms, or celebrity names. With the constant increase of new TLDs, cybersquatting cases are on the rise. Experts recommend purchasing your domain name with as many TLDs as you can afford, as well as to register your own name and that of your children.

More than 15 years ago, lawmakers enacted the Anticybersquatting Consumer Protection Act (ACPA). The ACPA’s goal is Protection Act (ACPA). The ACPA’s goal is Protection Act to protect trademark owners from having

to pay a cybersquatter for a domain name that includes their trademark. To win a case against a cybersquatter, the owners must prove that the cybersquatters acted in bad faith, meaning they tried knowingly to profit from purchasing a domain name with a trademarked term, or a common misspelling or nickname of a trademarked term. Critics say that the ACPA prohibits free speech and free market.

Consider This: Should cybersquatting be illegal? Why or why not? Is it ethical to profit from cybersquatting? Why or why not? How should companies protect their brands when registering for domain names?

The Internet, Websites, and Media Module 2 65

The World Wide Web

While the Internet was developed in the late 1960s, the World Wide Web emerged in the early 1990s as an easier way to access online information using a browser. Since then, it has grown phenomenally to become one of the more widely used services on the Internet.

As discussed in Module 1, the World Wide Web (WWW(WWW( ),WWW),WWW or web, consists of a worldwide collection of electronic documents. Each electronic document on the web is called a webpage, which can contain text, graphics, animation, audio, and video. Some webpages are static (fixed); others are dynamic (changing). Visitors to a static webpage all see the same content each time they view the webpage.With a dynamic webpage, by contrast, the content of the webpage generates each time a user displays it. Dynamic webpages may contain customized content, such as the current date and time of day, desired stock quotes, weather for a region, or ticket availability for flights. The time required to download a webpage varies depending on the speed of your Internet connection and the amount of graphics and other media involved.

A website is a collection of related webpages and associated items, such as documents and photos, stored on a web server. A web server is a computer that delivers requested webpages to your computer or mobile device. The same web server can store multiple websites.

As web technologies matured in the mid-2000s, industry experts introduced the term Web 2.0 to refer to websites that provide a means for users to share personal information (such as online social networks), allow users to modify website content (such as wikis), and provide applications through a browser (such as web apps).

Navigating the Web Recall from Module 1 that a browser is an application that enables users with an Internet

connection to access and view webpages on a computer or mobile device. Internet-capable mobile devices such as smartphones use a special type of browser, called a mobile browser, which is designed for their smaller screens and limited computing power. Many websites can detect if you are accessing their content on a mobile device (Figure 2-7).

BTW Web vs. Internet Recall that the terms web and Internet should not be used interchangeably. The World Wide Web is a service of the Internet.

Figure 2-7 Many websites, such as the Centers for Disease Control and Prevention shown here, provide a mobile version that is designed specifically for display on a mobile browser. Source: Centers for Disease Control and Prevention

multiple tabs open in browser window

website on desktop browser

website on mobile browser

66 Module 2 Connecting and Communicating Online

When you run a browser, it may retrieve and display a starting webpage, sometimes called a home page. The initial home page that is displayed is specified in the browser. You can change your browser’s home page at any time through its settings, options, or similar commands.

Another use of the term, home page, refers to the first page that is displayed on a website. Similar to a book cover or a table of contents, a website’s home page provides information about its purpose and content. Many websites allow you to personalize the home page so that it contains areas of interest to you.

Current browsers typically support tabbed browsing, where the top of the browser shows a tab (similar to a file folder tab) for each webpage you display (shown in Figure 2-7). To move from one displayed webpage to another, you tap or click the tab in the browser. Tabbed browsing allows users to have multiple home pages that automatically are displayed when the browser runs. You also can organize tabs in a group, called a tab group, and save the group as a favorite, so that at any time you can display all tabs at once.

Because some websites attempt to track your browsing habits or gather personal information, current browsers usually include a feature that allows you to disable and/or more tightly control the dissemination of your browsing habits and personal information. Read Secure IT 2-2 for safe browsing tips.

Internet Research How do I change my browser’s home page?

Search for: change browser home page

SECURE IT 2-2

Safe Browsing TechniquesTechniquesT

Browsing the web is similar to crossing a busy street: you need to exercise caution and look carefully for unexpected traffic. Cybercriminals are on the lookout to prey upon unsuspecting users, so you should follow these guidelines when browsing: • Verify the website is safe. Type the

website address of your email, banking, online social network, and other personal accounts directly in a browser; never visit these websites merely by tapping or clicking links found in email messages. Before you sign in, double-check the web address to verify it is correct. Most brows- ers change the color of the address bar to verify the website is legitimate. Also, check that the web address begins with https instead of the less secure http, and look for a closed padlock symbol beside it.

• Turn off location sharing.Turn off location sharing.T At times, you may want allow location sharing, which gives location sharing, which gives location sharing websites access to your current location. This feature is handy when you want to obtain current weather conditions or use a naviga- tion app. This information could be misused

by dishonest individuals, however, so it is recommended you turn off location sharing.

• Clear your browsing history. A copy of every website you visit is stored in the browser’s cache (pronounced cash) folder. If you perform cache (pronounced cash) folder. If you perform cache online banking or view your credit card transactions, the cache could contain personal information, such as passwords and account numbers. You can specify to clear cache automatically each time you close a browser.

• Never store passwords. Many browsers can store your passwords so that you do not need to type them each time you visit the same websites. Although you may consider this feature a convenience, keep in mind that anyone who accesses your computer can view these secure websites easily using your account information.

• Use a phishing filter. Phishing is a scam in Phishing is a scam in Phishing which a perpetrator attempts to obtain your personal and/or financial information. Many browsers include a phishing filter, which is phishing filter, which is phishing filter a program that warns or blocks you from potentially fraudulent or suspicious websites.

• Enable a pop-up or pop-under blocker. Malicious software creators can develop a

pop-up ad or pop-under ad, which are pop-up ad or pop-under ad, which are pop-up ad or pop-under ad, Internet advertisements that suddenly appear in a new window on top of or behind a webpage displayed in a browser. A pop-up blocker is pop-up blocker is pop-up blocker a filtering program that stops pop-up ads from displaying on webpages; similarly a pop- under blocker stops pop-under ads. Many under blocker stops pop-under ads. Many under blocker browsers include these blockers. You also can download them from the web at no cost.

• Use private browsing. Prevent people using your computer or mobile device from seeing the websites you viewed or searches you conducted by using private browsing. The browser discards passwords, temporary Internet files, data entered into forms, and other information when you exit the browser.

• Use a proxy server. To protect your online identity, use a proxy server, which proxy server, which proxy server is another computer that screens all your incoming and outgoing messages. The proxy server will prevent your browsing history, passwords, user names, and other personal information from being revealed.

Consider This: Which pop-ups have you encountered while browsing? What new tech- niques will you use to browse the web safely?

Mini Feature 2-1: Browsers The decision of which browser to use is a topic of discussion among computer experts and

novices alike. Read Mini Feature 2-1 to learn about features of specific browsers.

Internet Research Does the browser war have a winner?

Search for: browser wars

The Internet, Websites, and Media Module 2 67

Browsers All browsers can retrieve and display webpages, but their features and ease of use vary. Many factors can affect the decision to choose the browser that best fits your needs.

Configuring Options

Users can customize some settings to improve their browsing experience, such as those listed below.

• Favorites, also called bookmarks, are links to preferred bookmarks, are links to preferred bookmarks websites. When you add a website to the list of favorites, you can visit that website simply by tapping or clicking its name in a list instead of typing its web address. Favorites can be organized into folders, alphabetized, and sorted by date or how frequently you view the websites.

• Security features, such as filters and secure connections, help protect you from fraudulent and malicious websites that might attempt to steal your identity and personal information. These features also can block websites you do not want to be displayed and can instruct the browser to save passwords.

• Privacy features help prevent thieves from accessing information about your browsing history, such as web- sites you have visited, data about your browsing session, and content you have seen on specific webpages.

Obtaining Browsers

A browser often is included in the operating system of a computer or mobile device. For example, many computer manufacturers include Edge or Internet Explorer when they install Windows and include Safari when they install Mac OS. Use a search engine to locate the browser you want to install, and visit its website to download the most recent version. Most browsers are available for download at no cost. Keep your browser up to date to prevent security holes. You can set your browser to perform updates automatically.

Making a Decision

Selecting the best browser for your needs involves some careful thought. You may decide to install several and then use each one for specific needs. Perform some research to compare browsers and then consider the following factors:

• How old is your computer or mobile device? A newer browser may not work properly on older hardware.

• How much memory is in your computer or mobile device? Some browsers work best with a lot of memory.

• Which operating system are you using? Some brows- ers are available for specific operating systems.

• What do you want the browser to do? Some browsers are best suited for performing simple searches, while others excel when running websites containing media.

Specific Browsers

• Chrome: Google’s Chrome was first released in 2008. This free browser is available for Windows and Mac OS and must be downloaded and installed. Chrome has independent tabbed browsing; if one tab develops a problem, the other tabs continue to function.

• Firefox: Developed by the Mozilla Corporation for Windows, Mac OS, and Linux, Firefox is known for its extensive array of plug-ins. This free browser was first released in 2004 and must be down- loaded and installed. It has enhanced privacy and security features, a spelling checker, tabbed browsing, and a password manager.

• Internet Explorer: Internet Explorer is a free browser available primarily for Microsoft Windows and comes preinstalled. First released in 1995, it features protection against phishing and malware, and settings to delete information about searches performed and webpages visited.

• Edge: Edge is a Microsoft web browser included in the Windows 10 operating system. It is the default browser for Windows 10 on most devices, and is not compatible with prior versions of Windows. Features include integration with Cortana and OneDrive, along with annotation and reading tools.

• Opera: This second-oldest browser is free, fast, and small. Used on both computers and mobile devices, Opera must be downloaded and installed. It began as a research project in Norway in 1994 and introduced several features found on most of today’s browsers.

• Safari: Preinstalled on Apple computers and devices, Safari has been the default browser for Mac OS since 2003 and is relatively new to Windows. The browser has built-in sharing with online social networks, fast performance, parental controls, and ease of use.

Mobile Browsers

Many browsers are included by default with some mobile devices and smartphones. Their features vary greatly. Some allow users to zoom and use keyboard shortcuts with most websites, while others display only websites optimized for mobile devices. The more popular mobile browsers are Chrome, Firefox, Internet Explorer, Edge, Safari, and Opera Mini.

Consider This: Which browser or browsers have you used? Would you consider using another browser? Why or why not? When browsers were first invented, their only function was to browse the web.

MINI FEATURE 2-1

Google Inc; Mozilla Foundation; Microsoft; Opera Software; Apple Inc

Chrome

FirefoxFirefox

Internet Explorer

Safari

Opera

Internet Research What is the Silk browser?

Search for: silk browser

Edge

68 Module 2 Connecting and Communicating Online

Web Addresses A webpage has a unique address, called a web address or URL (Uniform Resource Locator).

For example, the web address of http://www.nps.gov identifies the U.S. Department of the Interior National Park Service home page. A browser retrieves a webpage using its web address.

If you know the web address of a webpage, you can type it in the address bar of the browser. For example, if you type the address http://www.nps.gov/history/places.htm in the address bar and then press the enter key or tap or click the Search, Go, or similar button, the browser downloads and displays the associated webpage (Figure 2-8). The path, history/places.htm, in this web address identifies a webpage that is specified in a file named places.htm, which is located in a folder named history on the server that hosts the nps.gov website.When you enter this web address, after obtaining the IP address for the nps.gov domain name, the browser sends a request to the web server to retrieve the webpage named places.htm, and delivers it to your browser to be displayed.

CONSIDER THIS

Although you entered the web address correctly, your screen does not match Figure 2-8. Why? Organizations may update or redesign their websites, which may cause your screens to look different from those shown in this book.

Figure 2-8 After entering http://www.nps.gov/history/places.htm in the address bar and then pressing the ENTER key or tapping or clicking the Search, Go, or similar button in a browser, the U.S. Department of the Interior National Park Service home page is displayed. Source: National Park Service U.S. Department of the Interior

webpage that is displayed after web address is entered

address bar

protocol

http://www.nps.gov/history/places.htm

host name domain name path webpage name

The Internet, Websites, and Media Module 2 69

A web address consists of a protocol, domain name, and sometimes the host name, path to a specific webpage, or file name of the webpage. The http, which stands for Hypertext Transfer Protocol, is a set of rules that defines how webpages transfer on the Internet. Many web addresses begin with http:// as the protocol. The text between the protocol and the domain name, called the host name, identifies the type of Internet server or the name of the web server. The www, for example, indicates a web server.

CONSIDER THIS

Do you need to type the protocol and host name in a web address? Many browsers and websites do not require that you enter the http:// or the host name www in the web address. For example, you could enter nps.gov instead of http://www.nps.gov. As you begin typing a web address or if you enter an incorrect web address, browsers often display a list of similar addresses or related websites from which you can select. If, however, the host name is not www, you will need to type the host name as part of the web address. For example, the web address of schools.nyc.gov for the New York City schools website does not contain a www and thus requires entry of the entire web address.

When you enter a web address in a browser, you request, or pull, information from a web server. Another way users can pull content is by subscribing to a web feed, which contains content that has changed on a website. Mass media, blogs, and online social networks often provide web feeds, saving users the time spent checking the websites for updated content. Most browsers contain the capability to read web feeds.

Web Apps and Mobile Apps Recall from Module 1 that a web app is an application stored on a web server that you access

through a browser. Users typically interact with web apps directly on a website, sometimes referred to as the host.Web app hosts usually provide storage for users’ data and information on their servers, known as cloud storage.

Many web app hosts provide free access to their software. Others offer part of their web app free and charge for access to a more comprehensive program. Many include advertise- ments in the free version and charge for an advertisement-free version. Some allow you to use the web app free and pay a fee when a certain action occurs. For example, you can prepare your tax return for free, but if you elect to print it or file it electronically, you pay a minimal fee.

A mobile app is an application you download from a mobile device’s app store or other location on the Internet to a smartphone or other mobile device. Mobile apps often take advantage of features of the device, such as touch screens, digital cameras, microphones, and embedded GPS receivers, to enable you to enter and capture data.

Internet Research How do I read web feeds?

Search for: rss reader

CONSIDER THIS

What are GPS receivers? GPS (global positioning system) is a navigation system that consists of one or more earth-based receivers that accept and analyze signals sent by satellites in order to determine the receiver’s geographic location. A GPS receiver is a handheld, mountable, or embedded device that contains an antenna, a radio receiver, and a processor. Most smartphones include embedded GPS receivers so that users can determine their location, obtain directions, and locate points of interest. Read Ethics & Issues 2-2 to consider issues related to apps that track your location.

GPS receivers determine their location on Earth by analyzing at least 3 separate satellite signals from 24 satellites in orbit.

70 Module 2 Connecting and Communicating Online

Web apps and mobile apps often work together (Figure 2-9). You might access your cloud storage website from a laptop or desktop. The cloud storage website hosts web apps to upload, download, browse, organize, and view files. The website also may provide a mobile app that you install on a smartphone so that you can access the same information or perform the same tasks from a mobile device. Because the data and information for each app is stored on cloud storage, all data is synchronized and accessible from anywhere you have an Internet connection, regardless of the computer or device used. The functionality of the app across computers and devices generally is the same, although the mobile app sometimes has fewer features. Some tasks may be easier to accomplish on one device or the other. For example, if a lot of typing is required, you may opt to use the web app on a laptop so that you can use a standard keyboard.

ETHICS & ISSUES 2-2

Should Apps Be Allowed to Track Your Track Your T Location? When you install an app on your smartphone, you unintentionally may be allowing the app to send personal data. Apps can transmit your location, as well as the time you spend using the app. Apps also can collect personal information, including gender and birth year, if you access the app through an online social network profile. Although apps often present an option to review their security policies, some track user data without per- mission, or require you to enable tracking before you can use the app. You may see the results of tracking in the ads you see when browsing the web or using an app. Other

apps may track your location without your knowledge, such as apps that parents use to pinpoint a child’s whereabouts.

If you search for driving directions, coupons, or restaurant tips based on your current location or past activities, you might be using apps that openly use this type of tracking. For example, a check-in app posts your location to online social networks, and another app enables you to locate friends by tracking their Bluetooth signals. Even when you opt to share data, use of these types of apps is not without risk. When people use location-tracking apps, for instance, they run the risk of someone stalking or robbing them. One positive use of location-tracking apps is with emergency

services. Lawmakers have struggled with whether law enforcement officials can use location-tracking without a user’s knowledge. The U.S. Supreme Court recently ruled that police must get a warrant before searching a user’s phone or reading text messages.

Consider This: Should app makers be able to require you to enable tracking or track your activity without your knowledge? Why or why not? Should the police be able to track GPS data without warrants? Why or why not? Would you use apps that post your location to your online social network profile or otherwise alert others of your whereabouts? Why or why not?

Internet Research What are popular mobile apps?

Search for: top mobile apps

Figure 2-9 Web and mobile apps often work together, enabling you to access your content from a variety of computers and devices. Courtesy of Microsoft Corporation

web app on Smart TV web app on browser window

mobile app on tablet

mobile app on smartphone

The Internet, Websites, and Media Module 2 71

Types of Websites

The web contains several types of websites: search engines; online social networks; informational and research; media sharing; bookmarking; news, weather, sports, and other mass media; educational; business, governmental, and organizational; blogs; wikis and collaboration; health and fitness; science; entertainment; banking and finance; travel and tourism; mapping; retail and auctions; careers and employment; e-commerce; portals; content aggregation; and website creation and management. Many websites fall into more than one of these types. All of these websites can be accessed from computers or mobile devices but often are formatted differently and may have fewer features on mobile devices.

Search Engines A web search engine is software that finds websites, webpages, images, videos, news, maps,

and other information related to a specific topic. You also can use a search engine to solve mathematical equations, define words, and more.

Thousands of search engines are available. Some search engines, such as Bing, Google, and Yahoo!, are helpful in locating information on the web for which you do not know an exact web address or are not seeking a specific website.Those that work with GPS devices or services are location based, mean- ing they display results related to the device’s current geographical position. For example, your smart- phone may be able to display all gas stations within a certain distance of your current location. Some search engines restrict searches to a specific type of information, such as jobs or recipes.

Search engines typically allow you to search for one or more of the following items:

• Images: photos, diagrams, and drawings • Videos: home videos, music videos, television programs, and movie clips • Maps: maps of a business or address, or driving directions to a destination • Audio: music, songs, recordings, and sounds • Publications: news articles, journals, and books • People or Businesses: addresses and phone numbers • Blogs: specific opinions and ideas of others

Search engines require that you enter a word or phrase, called search text, to describe the item you want to find. Search text can be broad, such as spring break destinations, or more specific, such as walt disney world. If you misspell search text, search engines typically correct the misspelling or identify alternative search text. Some also provide suggested search text, links, and/or images as you type your search text.

Depending on your search text, search engines may respond with thousands to billions of search results, sometimes called hits. The content of the search results varies depending on the type of information you are seeking and your search text. Some search results contain links to webpageswebpages or articles; others are media, such as images or videos. Most search engines sequence the search results based on how close the words in the search text are to one another in the titles and descriptions of the results. Thus, the first few links probably contain more relevant information.

If you enter a phrase with spaces between the words in search text, most search engines display results that include all of the keywords. Because keywords describe content, search

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled The Internet, Connecting to the Internet, and The World Wide Web, as it relates to the module objectives. Now you should know…

• Why you interact with hosts and networks on the Internet (Objective 1)

• Which broadband Internet service and ISP is best suited to your needs (Objective 2)

• How a browser works with domain names and IP addresses when you enter a web address (Objectives 3 and 4)

• Which browser(s) you would use and why (Objective 4)

Internet Research What is a natural language search engine?

Search for: natural language search

Internet Research What is a search engine spider?

Search for: search engine spider

72 Module 2 Connecting and Communicating Online

results exclude articles, conjunctions, and other similar words (e.g., to, the, and). Table 2-4 lists some operators you can use in search text to refine searches. Instead of working with operators to refine search text, many search engines provide an advanced search feature or search tools that assist with limiting search results based on items such as date, TLD, language, etc.

Table 2-4 Search Engine Operators

Operator Description Examples Explanation

Space or + Display search results that include specific words. art + music art music

Results have both words, art and music, in any order,

OR Display search results that include only one word from a list.

dog OR puppy

dog OR puppy OR canine

Results have either the word, dog, or the word, puppy.

Results have the word, dog, or the word, puppy, or the word, canine.

( ) Combine search results that include specific words with those that include only one word from a list.

Kalamazoo Michigan (pizza OR subs)

Results include both words, Kalamazoo Michigan, and either the word, pizza, or the word, subs.

– Exclude a word from search results. automobile- convertible

Results include the word, automobile, but do not include the word, convertible.

“” Search for an exact phrase in a certain order. “19th century literature”

Results include the exact phrase, 19th century literature.

* Substitute characters in place of the asterisk. writer* Results include any word that begins with the text, writer (e.g., writer, writers, writer's)

CONSIDER THIS

How can you improve search results? You may find that many items listed in the search results have little or no bearing on the item you are seeking. You can eliminate superfluous items in search results by carefully crafting search text and use search operators to limit search results. Other techniques you can use to improve your searches include the following: • Use specific nouns. • Put the most important terms first in the search text. • List all possible spellings, for example, email, e-mail. • Before using a search engine, read its Help information. • If the search is unsuccessful with one search engine, try another.

Subject Directories A subject directory classifies webpages in an organized set of categories, such as sports or shopping, and related subcategories. A subject directory provides categorized lists of links arranged by subject. Using a subject directory, you locate a particular topic by tapping or clicking links through different levels, moving from the general to the specific. A disadvantage with a subject directory is that users sometimes have difficulty deciding which categories to choose as they work through the menus of links presented.

Mini-Feature 2-2: Online Social Networks Recall from Module 1 that an online social network, or social networking site, is a website

that encourages members in its online community to share their interests, ideas, stories, photos, music, and videos with other registered users. Some online social networks also enable users to communicate through text, voice, and video chat, and play games together online. You interact with an online social network through a browser or mobile app on your computer or mobile device. Read Mini Feature 2-2 for features and uses of popular online social networks.

The Internet, Websites, and Media Module 2 73

Online Social Networks People you know through personal and professional circles form your social networks. You share common interests, work or spend leisure time together, and know many of one another’s friends. Online social networks allow you to manage your social networks online.

Your account on an online social network includes profile information, such as your name, location, photos, and personal and professional interests. You might create accounts on several online social networks to separate your personal and professional activities. Online social networks allow you to view the profiles of other users and designate them as your friends or friends or friends contacts. Some sites, such as Facebook and LinkedIn, require friends to confirm a friendship, while others, such as Twitter and Google+, allow users to follow

one another without confirmation.

You can expand your online social network by viewing your friends’ friends and then, in turn, designating some of them as your friends. Friends of your friends and their friends form your extended contacts.

• Extended contacts on a personal online social network such as Facebook

can introduce you to others at your college or from your hometown, connect you with long-distance friends or relatives, or enable you to stay in touch with those who have interests similar to yours.

• Extended contacts on a professional online social network such as LinkedIn can introduce you to people who work at companies where you might be seeking employment. You can share employment history and skills in your profile, enabling potential employers who look at your profile to learn about your specific skills.

Read Secure IT 2-3 for tips about securing your privacy when using online social networks.

Personal Uses Personal uses of online social networks include

sharing photos and videos, greetings, or status updates. A status update informs friends about what you are doing. You can like, or show like, or show like appreciation for, online content such as photos or videos

on online social networks such as Facebook and Google+. When you do, people who see the same content will know that you liked it, and the person who posted it is notified. All of your updates, likes, posts, and events appear in the activity stream associated with your account. Activity updates from friends may appear on a separate page associated with your account, often called a news feed.news feed.news feed

On many online social networks, updates can include hashtags to identify their topics. A hashtag is a word(s) hashtag is a word(s) hashtag preceded by a # symbol that describes or categorizes a post. Users can search for posts on a topic by searching for a hashtag. Some online social networks list trending topics based on popular hashtags. Many television broadcasts, advertisements, and businesses post hashtags to encourage viewers and customers to share comments on Twitter or Facebook.

When accessing an online social network with a GPS-enabled mobile device, the location where you check in may be revealed as part of a status update. An online social network’s mobile app can share your location with friends, find others nearby, and alert you to promotional deals from local businesses.

Business Uses

Businesses use online social networks to connect with their customers, provide promotional offers, and offer targeted advertising. For example, users who recommend online content about travel services may see travel-related advertising on their online social network’s webpage.

Businesses also use data from online social networks to better connect with and understand customers. They can review comments from customers about their experiences using companies’ products or services. Monitoring these feeds continuously gives companies immediate feedback from customers.

Nonprofit organizations use online social networks to promote activities and causes, accept donations, and allow volunteers to contact one another online.

Consider This: How can businesses and individuals use online social networks to bring people together in support of a common goal? What benefits and risks are involved when using online social networks?

MINI FEATURE 2-2

Follow button

74 Module 2 Connecting and Communicating Online

Informational and Research An informational and research website contains factual information. Examples include

libraries, encyclopedias, dictionaries, directories, guides (Figure 2-10), and other types of reference. You can find guides on numerous topics, such as health and medicine, research paper documentation styles, and grammar rules. Many of the other types of websites identified in this section also are used to research information.

SECURE IT 2-3

Privacy and Security Risks with Online Social Networks

Online social networks can be excellent places to share messages, photos, and videos. They can, however, be risky places to divulge personal information. Follow these tips to help protect against thieves who are following the network traffic and attempting to invade private facets of your life.

• Register with caution. During the registration process, provide only necessary information. Do not disclose your birthdate, age, place of birth, or the city where you currently are living. If an email address is required, consider using a new address so that the online social network cannot access your email address book. Online social networks occasionally ask users to enter their email address and password to determine if their friends also are members of the network. In turn, the network obtains access to contacts in your address book and can send spam (unsolicited email messages) to your friends.

• Manage your profile. Check for privacy settings, usually found on the Settings or Options tabs, to set permissions so that you

can control who can review your profile and photos, determine how people can search for you and make comments, and if desired, block certain people from viewing your page. Be aware that online social networks may change privacy settings. Periodically check your settings to ensure you have the most up-to-date settings.

• Choose friends carefully. You may receive a friend request that appears to be from someone you know. In reality, this message may originate from an identity thief who created a fake profile in an attempt to obtain your personal information. Confirm with the sender that the request is legitimate.

• Limit friends. While many online social networks encourage the practice, do not try to gather too many friends in your social network. Some experts believe that a functional online social network should not exceed 150 people. Occasionally review what your friends are posting about you.

• Divulge only relevant information. Write details about yourself that are relevant to the reasons you are participating in an online social network. When posting

information, be aware that the message may be accessible publicly and associated with your identity permanently. Do not post any- thing you would not want to be made public.

• Be leery of urgent requests for help. Avoid responding to emergency pleas for financial assistance from alleged fam- ily members. In addition, do not reply to messages concerning lotteries you did not enter and fabulous deals that sound too good to be true.

• Read the privacy policy. Evaluate the website’s privacy policy, which describes how it uses your personal information. For example, if you watch a video while signed in to your account, an external website or app may have access to this information and post this activity as an entry in both your activity stream and your friends’ news feeds.

Consider This: Should online social networks do a better job of telling their users what information is safe or unsafe to share? What role should parents play in oversee- ing their child’s involvement in online social networks?

Figure 2-10 You can research health conditions from your symptoms on a medical website, such as WebMD. Source: WebMD, LLC

The Internet, Websites, and Media Module 2 75

Media Sharing A media sharing site is a website that enables members to manage and share media such as

photos, videos, and music. These websites are sometimes called photo sharing sites, video sharing sites (Figure 2-11), and music sharing sites, respectively. Media sharing sites, which may be free or charge a fee, provide a quick and efficient way to upload, organize, store, share, and download media.

Bookmarking A bookmarking site is a website that enables

members to organize, tag, and share links to media and other online content (Figure 2-12). A tag is a short descriptive label that you assign to webpages, photos, videos, blog posts, email messages, and other digital content so that it is easier locate at a later time. Many websites and web apps support tagging, which enables users to organize their online content. Read How To 2-2 to learn how to tag digital content.

Figure 2-11 YouTube is an example of a video sharing site. You tap or click the thumbnail to view the video. Source: YouTube, Inc.

thumbnails

Upload button enables you to transfer videos from a computer or mobile device to website

CONSIDER THIS

Why would you use a media sharing site instead of an online social network? Although the lines between media sharing sites and online social networks are becoming blurred, some users chose a traditional media sharing site if they simply want to post photos, videos, or music to share with others and do not require the full functionality of an online social network. Before you allow someone to take your photo or record video of you, however, remember that the photo or video may be posted on a media sharing site. These photos or videos may be accessible publicly and associated with your identity for a long time. Also, once posted, you may be giving up certain rights to the media. Further, do not post photos or videos that are protected by copyright.

76 Module 2 Connecting and Communicating Online

Tag Tag T Digital Content When you post digital content online, it is a good idea to tag the content so that it is easy for you and others to locate and organize. After you have uploaded digital content to a media sharing site, follow the instructions on the website to apply tags to the digital content you uploaded. Consider the following suggestions when tagging digital content:

• Apply tags to all digital media, such as photos, music, and videos.

• If you are using multiple tags to identify one file, separate each tag with a separator. The website to which you are posting will inform you how to separate multiple tags (such as a space, comma, or semicolon).

• Choose tags that are descriptive of the content you are posting. For example, if you are posting a photo from a re- cent family vacation to Hammonasset Beach State Park, you might choose

“Hammonasset” and “vacation” as two of your tags for this photo.

• After you have tagged the digital content, perform a search on the media sharing site for your content, using the tags as your search criteria, to verify your content is displayed as intended.

Consider This: Why else is it important to tag digital content? What tags might you assign to your favorite song in your music library?

HOW TO 2-2

CONSIDER THIS

What are the various kinds of social media? Social media consists of content that users create and share online, such as photos, videos, music, links, blog posts, Tweets, wiki entries, podcasts, and status updates. Social media websites facilitate the creation or publishing of social media online and include media sharing sites (for photo, video, and audio files), bookmarking sites, blogs and microblogs, wikis, podcasts, online social networks, and online gaming sites.

News, Weather, Sports, and Other Mass Media News, weather, sports, and other mass media websites contain newsworthy material, including

stories and articles relating to current events, life, money, politics, weather (Figure 2-13), and sports. You often can customize these websites so that you can receive local news or news about specific topics. Some provide a means to send you alerts, such as weather updates or sporting event scores, via text or email messages.

News on the web is not replacing the newspaper but enhancing it and reaching dif-dif-dif ferent populations. Although some exist solely online, many magazines and newspapers sponsor websites that pro- vide summaries of printed articles, as well as articles not included in the printed ver- sions. Newspapers, magazines, and television and radio sta- tions often have correspond- ing news, weather, or sports websites and mobile apps. Read Ethics & Issues 2-3 to consider the issues related to using fake names on websites.

Figure 2-13 Forecasts, radar, and other weather conditions are available on the WEATHER webpage on USA TODAY’s website. Source: Gannett

The Internet, Websites, and Media Module 2 77

Educational An educational website offers exciting, challenging avenues for formal and informal teaching and

learning. The web contains thousands of tutorials from learning how to fly airplanes to learning how to cook a meal. For a more structured learning experience, companies provide online training to employees, and colleges offer online classes and degrees. Instructors often use the web to enhance classroom teaching by publishing course materials, grades, and other pertinent class information.

Business, Governmental, and Organizational A business website contains content that increases brand awareness, provides company

background or other information, and/or promotes or sells products or services. Nearly every enterprise has a business website. Examples include Allstate Insurance Company, Apple Inc., General Motors Corporation, Kraft Foods Inc., and Walt Disney Company.

Most United States government agencies have websites providing citizens with information, such as census data, or assistance, such as filing taxes (Figure 2-14). Many other types of organi- zations use the web for a variety of reasons. For example, nonprofit organizations raise funds for a cause and advocacy groups present their views or opinions.

ETHICS & ISSUES 2-3

Is It Ethical to Use a Fake Name or ID on a Website? You are signing up for an account on an online social network, an online dating website, or a news website that enables you to post comments. Should you use your real name?

Many argue that it is harmless to protect your anonymity by using a fake name but believe that it is not right to create a fake profile to mislead others or leave malicious comments on a website. The latter has become so prevalent that terms have emerged to describe this behavior. For example, catfishing is when someone catfishing is when someone catfishing creates a fake online social network or online dating profile and forms relationships with unsuspecting users. A troll is a user who troll is a user who troll

posts negative, inflammatory comments on a blog post or article with the intent of inciting other users.

One website creates very thorough, but completely fake, personas, which include email addresses, Social Security numbers, phone numbers, and more. Although law enforcement has raised concerns over the potential misuses of fake profiles, it technically is legal, even though the names and personas are not real. Legitimate uses for fake name generators include testers of large databases, such as ones for hospitals.

Facebook currently requires members to use their real names. Twitter’s policy is that anyone can create a fake account, but it has a verification process to identify the official account of a celebrity or public

figure. Most fake Twitter accounts are harmless, and often are flattering. Although some argue that creating a fake account constitutes identity theft, unless the intent is to harm or embarrass the real person, it is not unethical or illegal. When a journalist created a fake account for a politician and posted discriminatory quotes and Tweets in the politician’s name, many considered it an ethics violation, because journalists are supposed to report the truth.

Consider This: Is it ever acceptable to use a fake name online? Why or why not? Is it unethical to create fake personas for others to use? Why or why not? Should websites require you to use a real name, or have a verification process? Why or why not?

Figure 2-14 Government agencies, such as the IRS webpage shown here, have websites providing assistance and information to citizens. Source: IRS

78 Module 2 Connecting and Communicating Online

CONSIDER THIS

How can you locate Tweets about certain topics?Tweets about certain topics?T When searching Twitter, you can use hashtags to find related posts. Similarly, you can tag any word(s) in your Tweets by typing it as a hashtag, such as #election.

Figure 2-16 Wikipedia is a popular public wiki. Source: Wikimedia Foundation

Blogs As described in Module 1, a blog (short for weblog) is an

informal website consisting of time-stamped articles, or posts, in a diary or journal format, usually listed in reverse chronologi-

cal order. The term blogosphere refers to the worldwide collection of blogs. A blog that contains video sometimes is called a video blog, or vlog. A microblog allows users to publish short messages usually between 100 and 200 charac- ters, for others to read. The collection of a user’s Tweets, or posts on Twitter, for example, forms a microblog (Figure 2-15).

Similar to an editorial section in a newspaper, blogs reflect the interests, opinions, and personalities of the author, called the blogger, and sometimes website visitors. Blogs have become an important means of worldwide com- munications. Businesses create blogs to communicate with employees, cus- tomers, and vendors. They may post announcements of new information on a corporate blog. Teachers create blogs to collaborate with other teachers and students. Home users create blogs to share aspects of their personal lives with family, friends, and others.

Wikis and Collaboration Whereas blogs are a tool for publishing and sharing messages, wikis enable

users to organize, edit, and share information. A wiki is a type of collabora- tive website that allows users to create, add, modify, or delete the website content via a browser.Wikis can include articles, documents, photos, or videos. Some wikis are public, accessible to everyone (Figure 2-16). Others are private so that content is accessible only to certain individuals or groups.

Figure 2-15 When you ‘follow’ @DiscoveringComp on Twitter, you will see Tweets such as those shown here posted by the Discovering Computers user “Shelly Cashman”, in your account’s timeline, along with Tweets from others whom you are following. As a student in this class, you should ‘follow’ @DiscoveringComp so that you easily can keep current with relevant technology changes and events in the computing industry. Source: Twitter

Tweets present current events and technology news

The Internet, Websites, and Media Module 2 79

Many companies, for example, set up wikis as an intranet for employees to collaborate on proj- ects or access information, procedures, and documents. (An intranet is an internal network that uses Internet technologies.)

Contributors to a wiki typically must register before they can edit content or add comments. Wikis usually hold edits on a webpage until an editor or website manager can review them for accuracy. Unregistered users typically can review the content but cannot edit it or add comments.

Other types of collaboration sites enable users to share and edit any type of project — including documents, photos, videos, designs, prototypes, schedules, and more, often at the same time. On these websites, comments or edits are seen by other connected users. Most of these websites also enable users to communicate via chat windows, and some provide a whiteboard.

Health and Fitness Many websites provide up-to-date medical, fitness, nutrition, or exercise information for

public access. Some offer users the capability of listening to health-related seminars and discussions. Consumers, however, should verify the online information they read with a personal physician. Health service organizations store your personal health history, including prescrip- tions, lab test results, doctor visits, allergies, and immunizations. Doctors use the web to assist with researching and diagnosing health conditions.

Science Several websites contain information about space exploration,

astronomy, physics, earth sciences, microgravity, robotics, and other branches of science. Scientists use online social networks to collabo- rate on the web. Nonprofit science organizations use the web to seek public donations to support research.

Entertainment An entertainment website offers music, videos, shows,

performances, events, sports, games, and more in an interactive and engaging environment. Many entertainment websites support streaming media. Streaming is the process of transferring data in a continuous and even flow, which allows users to access and use a file while it is transmitting. You can listen to streaming audio or watch streaming video, such as a live performance or broadcast, as it downloads to your computer, mobile device, or an Internet- connected television.

Sophisticated entertainment websites often partner with other technologies. For example, you can cast your vote on a television show via your phone or online social network account.

Banking and Finance Online banking and online trading enable users to access their

financial records from anywhere in the world, as long as they have an Internet connection. Using online banking, users can access accounts, pay bills, transfer funds, calculate mortgage pay- ments, and manage other financial activities from their computer or mobile device (Figure 2-17). With online trading, users can invest in stocks, options, bonds, treasuries, certificates of deposit,

Internet Research Have errors been found in Wikipedia?

Search for: wikipedia factual errors

Figure 2-17 Many banks, such as Busey shown here, provide mobile versions of their online banking website so that users can manage financial accounts from their smartphones. Source: First Busey Corporation

80 Module 2 Connecting and Communicating Online

money market accounts, annuities, mutual funds, and so on, without without using a broker. Read Secure IT 2-4 for tips about protecting your bank accounts and other personal information from identity theft.

Travel and Travel and T TourismTourismT Travel and tourism websites enable users to research travel options and make travel

arrangements. On these websites, you typically can read travel reviews, search for and compare flights and prices, order airline tickets, book a room, or reserve a rental car.

Mapping Several mapping website and web apps exist that enable you to display up-to-date maps by

searching for an address, postal code, phone number, or point of interest (such as an airport, lodging, or historical site). The maps can be displayed in a variety of views, including terrain, aerial, maps, streets, buildings, traffic, and weather. These websites also provide directions when a user enters a starting and destination point (Figure 2-18). Many work with GPS to determine where a user is located, eliminating the need for a user to enter the starting point and enabling the website to recommend nearby points of interest.

SECURE IT 2-4

Protecting Yourself from Identity Theft

The fastest growing crime in the United States is identity theft. More than nine million people fall victim each year, with the unauthorized use of an existing credit card accounting for much of the problem. The National Crime Victimization Survey reports that household identity theft losses amount to more than $13 billion each year, and that figure does not account for the aggravation and time required to repair the accounts. Practice these techniques to thwart attempts to steal your personal data:

• Do not tap or click links in or reply to spam for any reason.

• Install a personal firewall (software that protects network resources from outside intrusions).

• Clear or disable web cookies (small text files that web servers store on a computer) in your browser. This action might prevent some cookie-based websites from function- ing, but you will be able to decide which cookies to accept or reject.

• Turn off file and printer sharing on your Internet connection.

• Set up a free email account. Use this email address for merchant forms.

• Sign up for email filtering through your ISP or use an anti-spam program.

• Shred financial documents before you discard them.

• Provide only the required information on website forms.

• Avoid checking your email or performing banking activities on public computers. These computers are notorious for running keyloggers, which record keystrokes in a keyloggers, which record keystrokes in a keyloggers hidden file, and other tracking software. If you must use a public computer for critical activities, be certain to sign out of any password-protected website and to clear the browser’s cache.

• Request a free copy of your medical records each year from the Medical Information Bureau.

• Obtain your credit report once a year from each of the three major credit reporting agencies and correct any errors. Enroll in a credit monitoring service.

• Request, in writing, to be removed from mailing lists.

• Place your phone number on the National Do Not Call Registry.

• Avoid shopping club and buyer cards.

• Do not write your phone number on charge or credit receipts. Ask merchants not to write this number or any other personal information, especially your Social Security number and driver’s license number, on the back of your personal checks.

• Do not preprint your phone number or Social Security number on personal checks.

• Fill in only the required information on rebate, warranty, and registration forms.

• Learn how to block your phone number from displaying on the receiver’s system.

If your identity has been stolen, immediately change any passwords that may have been compromised. If you have disclosed your debit or credit card numbers, contact your financial institutions. You also should visit the Federal Trade Commission website or call the FTC help line.

Consider This: Do you know anyone who has been a victim of identity theft? What steps will you take to protect your identity using some of these guidelines?

The Internet, Websites, and Media Module 2 81

Retail and Auctions You can purchase just about any product or service on the web, a process that sometimes is

called e-retail (short for electronic retail). To purchase online, the customer visits the business’s electronic storefront, which contains product descriptions, images, and a shopping cart (Figure 2-19). The shopping cart allows the customer to collect purchases.When ready to complete the sale, the customer enters personal data and the method of payment, which should be through a secure Internet connection.

Figure 2-19 Shown here is Amazon’s storefront for Professional and Technical Books. Source: Amazon.com, Inc.

Figure 2-18 Using mapping web apps, such as Google Maps shown here, you can obtain driving directions from one destination to another. Source: Google Inc.

shopping cart

82 Module 2 Connecting and Communicating Online

With an online auction, users bid on an item being sold by someone else. The highesthighest bidder at the end of the bidding period purchases the item. eBay is one of the more popular online auction websites.

CONSIDER THIS

Is it safe to enter financial information online? As an alternative to entering credit card, bank account, or other financial information online, some shopping and auction websites allow consumers to use an online payment service such as PayPal. To use an online payment service, you create an account that is linked to your credit card or funds at a financial institution. When you make a purchase, you use your online payment service account, which transfers money for you without revealing your financial information.

Careers and Employment You can search the web for career information and job openings. Job search websites list

thousands of openings in hundreds of fields, companies, and locations. This information may include required training and education, salary data, working conditions, job descriptions, and more. In addition, many organizations advertise careers on their websites.

When a company contacts you for an interview, learn as much about the company and the industry as possible before the interview. Many have websites with detailed company profiles.

E-Commerce E-commerce, short for electronic commerce, is a business transaction that occurs over an

electronic network, such as the Internet. Anyone with access to a computer or mobile device, an Internet connection, and a means to pay for purchased goods or services can participate in e-commerce. Some people use the term m-commerce (mobile commerce) to identify e-commerce that takes place using mobile devices. Popular uses of e-commerce by consumers include shopping and auctions, finance, travel, entertainment, and health.

Three types of e-commerce websites are business-to-consumer, consumer-to-consumer, and business-to-business.

• Business-to-consumer (B2C ) e-commerce consists of the sale of goods and services to the general public, such as at a shopping website.

• Consumer-to-consumer (C2C ) e-commerce occurs when one consumer sells directly to another, such as in an online auction.

• Business-to-business (B2B ) e-commerce occurs when businesses provide goods and services to other businesses, such as online advertising, recruiting, credit, sales, market research, technical support, and training.

Portals A portal is a website that offers a variety of Internet services from a single, convenient

location (Figure 2-20). A wireless portal is a portal designed for Internet-capable mobile devices. Most portals offer these free services: search engine; news, sports, and weather; web publishing; yellow pages; stock quotes; maps; shopping; and email and other communications services.

The Internet, Websites, and Media Module 2 83

Content Aggregation A content aggregation website or web app, sometimes called a curation website, allows users

to collect and compile content from a variety of websites about a particular topic or theme (Figure 2-21). Types of content that may be compiled includes news, reviews, images, videos, podcasts (discussed later in this module), and blogs. Content aggregation websites save users time because they need to visit only one website (the content aggregation website) instead of visiting multiple websites to obtain information.

Figure 2-20 Portals, such as MSN, offer a variety of Internet services from a single location. Courtesy of Microsoft Corporation

Search box

Figure 2-21 A content aggregation web app that compiles news from a variety of online sources. Source: SmallRivers

84 Module 2 Connecting and Communicating Online

Website Creation and Management By creating their own websites, businesses and individuals can convey information to billions

of people. The content of the webpages ranges from news stories to product information to blogs to surveys.Web creation and management sites provide tools that support the steps in web publishing, which is the creation and maintenance of websites. To create a website, you do not have to be a computer programmer. For the small business or home user, web publishing is fairly easy as long as you have the proper tools. Table 2-5 outlines the five main steps in web publishing.

Table 2-5 Steps in Web Publishing Step Description

1. Plan the website. Identify the purpose of the website and the characteristics of the people you want to visit the website. Determine ways to differentiate your website from other similar ones.

Decide how visitors will navigate the website.

2. Design the website. Design the appearance and layout of elements on the website. Decide colors and formats.

Determine content for links, text, graphics, animation, audio, video, virtual reality, and blogs.

You may need specific hardware, such as a digital camera, webcam, video camera, scanner, and/or audio recorder.

You also may need software that enables you to create images or edit photos, audio, and video.

3. Create the website. To create a website, you have several options: a. Use the features of a word processing program that enable you to create basic webpages from

documents containing text and graphics.

b. Use a content management system, which is a tool that assists users with creating, editing, and hosting content on a website.

c. Use website authoring software to create more sophisticated websites that include text, graphics, animation, audio, video, special effects, and links.

d. More advanced users create sophisticated websites by using a special type of software, called a text editor, to enter codes that instruct the browser how to display the text, images, and links on a webpage.

e. For advanced features, such as managing users, passwords, chat rooms, and email, you may need to purchase specialized website management software.

4. Host the website. Options for transferring the webpages from your computer to a web server include the following: a. A web hosting service provides storage space on a web server for a reasonable monthly fee.

b. Many ISPs offer web hosting services to their customers for free or for a monthly fee.

c. Online content management systems usually include hosting services for free or for a fee, depending on features and amount of storage used.

5. Maintain the website. Visit the website regularly to ensure its contents are current and all links work properly. Create surveys on the website to test user satisfaction and solicit feedback.

Run analytics to track visitors to the website and measure statistics about its usage.

Some websites are dedicated to one portion of web publishing; others provide a variety of web publishing tools, including website design, content management, web hosting, website market- ing, website analytics, survey development, and more. Because users view websites on a variety of computers and devices, many website developers use an approach called responsive web design (RWD) that adapts the layout of the website to fit the screen on which it is being displayed.

The Internet, Websites, and Media Module 2 85

Digital Media on the Web

Most webpages include multimedia, which refers to any application that com- bines text with media. Media includes graphics, animation, audio, video, and/or virtual reality. The sections that fol- low discuss how the web uses these types of media.

Graphics A graphic is a visual

representation of nontext information, such as a drawing, chart, or photo. Many webpages use colorful graphics to convey messages (Figure 2-22). As shown in the figure, some web- sites use thumbnails on their pages because larger graph- ics can be time-consuming to display. A thumbnail is a small version of a larger image. You usu- ally can tap or click a thumbnail to display the image in full size.

CONSIDER THIS

Can you assume that content on a website is correct and accurate? No. Any person, company, or organization can publish a webpage on the Internet. No one oversees the content of these webpages.

Use the criteria below to evaluate a website or webpage before relying on its content.

• Affiliation: A reputable institution should support the website without bias in the information.

• Audience: The website should be written at an appropriate level.

• Authority: The website should list the author and the appropriate credentials.

• Content: The website should be well organized and the links should work.

• Currency: The information on the webpage should be current.

• Design: The pages at the website should download quickly, be visually pleasing, and be easy to navigate.

• Objectivity: The website should contain little advertising and be free of bias.

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the section titled Types of Websites as it relates to the module objectives. Now you should know …

• How to enter search text and improve your search results (Objective 5)

• How you can benefit from online social networks (Objective 6)

• When you would use specific types of websites (Objective 7)

• How you can publish your own website (Objective 7)

thumbnails link to webcams

images of animals draw viewers into the webpage

colors separate areas of the webpage

shapes draw attention to areas of the webpage

Figure 2-22 Many webpages use colorful graphics to convey messages. For example, the variety of colors, images, shapes, and thumbnails on the San Diego Zoo webpage visually separate and draw attention to areas of the webpage, making the webpage more dynamic and enticing. Source: Zoological Society of San Diego

86 Module 2 Connecting and Communicating Online

The web often uses infographics to present concepts, products, and news. An infographic (short for information graphic) is a visual representation of data or information, designed to communicate quickly, simplify complex concepts, or present patterns or trends (Figure 2-23). Many forms of infographics exist: maps, signs, charts, and diagrams.

Of the graphics formats for displaying images on the web (Table 2-6), the JPEG and PNG formats are more common. JPEG (pronounced JAY-peg) is a compressed graphics format that attempts to reach a balance between image quality and file size.With JPG files, the more compressed the file, the smaller the image and the lower the quality. PNG (pronounced ping) is a patent-free compressed graphics format that restores all image details when the file is viewed. That is, the PNG format does not lose image quality during compression.

Figure 2-23 An infographic presents complex concepts at a glance. © Marish / Shutterstock

Table 2-6 Graphics Formats Used on the Web Abbreviation Name Uses

BMP Bitmap Desktop backgrounds Scanned images

GIF Graphics Interchange Format

Images with few colors Simple diagrams Shapes

JPEG Joint Photographic Experts Group

Digital camera photos Game screenshots Movie still shots

PNG Portable Network Graphics

Comic-style drawings Line art Web graphics

TIFF Tagged Image File Format

Photos used in printing industry

Animation Many webpages use animation, which is the appearance of motion created by displaying a series of still images in sequence. For example, text that animates by scrolling across the screen can serve as a ticker to display stock updates, news, sports scores, weather, or other information.Web-based games often use animation.

Audio On the web, you can listen to audio clips and live audio. Audio includes music, speech, or

any other sound. Simple applications consist of individual audio files available for download to a computer or device. Once downloaded, you can play (listen to) the content of these files. Read How To 2-3 for instructions about downloading digital media from online services. Other applications use streaming audio so that you can listen to the audio while it downloads.

Internet Research What other formats for images and graphics are used on the web?

Search for: web image formats

CONSIDER THIS

What is a PDF file? PDF, which stands for Portable Document Format, is an electronic image format by Adobe Systems that mirrors the appearance of an original document. Users can view a PDF without needing the software that originally created the document.

BTW Compressed Files Compressed files take up less storage space. Smaller file sizes result in faster downloading of webpages because small files transmit faster than large files.

Internet Research How do you subscribe to an iTunes podcast?

Search for: subscribe itunes podcast

The Internet, Websites, and Media Module 2 87

Audio files are compressed to reduce their file sizes. For example, the MP3 format reduces an audio file to about one- tenth its original size, while preserving much of the original quality of the sound.

To listen to an audio file on your computer, you need special software called a media player. Most current oper- ating systems contain a media player; for example, the Windows operating system includes Windows Media Player (Figure 2-24). Some audio files, however, might require you to download a media player. Media players available for download include iTunes and RealPlayer. You can download media players free from the web.

Video On the web, you can view video clips or watch live

video. Video consists of images displayed in motion. Most video also has accompanying audio. You also can upload, share, or view video clips at a video sharing site. Educators, politicians, and businesses use video blogs and video podcasts to engage students, voters, and consumers.

Simple video applications on the web consist of individual video files, such as movie or television clips, that you must download completely before you can play them on a computer or mobile device. Video files often are compressed because they are quite large in size. Videos posted to the web often are short in length, usually less than 10 minutes, because they can take a long time to download. As with streaming audio files, streaming video files allows you to view longer or live videos by playing them as they download to your computer.

Virtual Reality Virtual reality (VR) is the use of computers to simulate a real oror imagined environment that appears as a three-dimensional (3-D) space. VR involves the display of 3-D images that users explore and manipulate interactively. Using special VR software, a developer

Download Digital Media from Online Services Online services make various forms of digital media available, such as books, music, movies, and apps. You typically can use a program, such as iTunes, or an app, such as the Google Play Store, to access digital media. Digital media also may be available from these services’ websites. The following steps describe how to download digital media from online services when you know the name or keyword(s) for the digital media you want to find.

1. On a computer or mobile device, run the program or app from which the digital media is available. If a program or app is not accessible easily, navigate to the online service using a browser.

2. Enter the name or keyword(s) in the Search box.

3. Tap or click the Search button to perform the search.

4. Navigate through the search results and then tap or click the search result for the item you want to download.

5. Locate and then tap or click the Download button or link to download the digital media to your computer or mobile device.

The following steps describe how to browse for and download digital media.

1. On your computer or mobile device, run the program or app from which the digital media is available. If a program or app is not accessible easily, navigate to the online service using a browser.

2. Tap or click the category corresponding to the type of digital media you want to browse. Common categories include music, movies, books, and apps.

3. Browse the items in the category. 4. When you find an item you want to

download, tap or click the item to display additional information.

5. Look for and then tap or click the Download button or link to download the digital media to your computer or mobile device.

Consider This: In addition to the online services listed in this box, what are three additional resources from which you can download digital media?

HOW TO 2-3

Figure 2-24 Windows Media Player is a popular media player, through which you can listen to music and watch video. Source: Microsoft Corporation

Internet Research What is a Smart TV?

Search for: smart tv

88 Module 2 Connecting and Communicating Online

creates an entire 3-D environment that contains infinite space and depth, called a VR world (Figure 2-25). A VR world on the web, for example, might show a house for sale where potential buyers walk through rooms in the VR house by sliding their finger on a touch screen or moving an input device forward, backward, or to the side.

In addition to games and simulations, many practical applications of VR also exist. Science educators create VR models of molecules, organisms, and other structures for students to examine. Companies use VR to showcase products or create advertisements. Architects create VR models of buildings and rooms so that clients can see how a completed construction project will look before it is built.

Plug-Ins Most browsers have the capability of displaying basic

multimedia elements on a webpage. Sometimes, how- ever, a browser requires an additional program, called a plug-in, to displaydisplay multimedia. A plug-in, or add-on, is a program that extends the capability of a browser. For example, your browser may require Adobe Reader to

view and print PDF files. You typically can download plug-ins at no cost from various websites. Some plug-ins run on all sizes of computers and mobile devices; others have special versions for mobile devices.

Some mobile devices and browsers, however, do not support plug-ins. For this reason, web designers are using newer technologies to create websites that display correctly in both desktop and mobile browsers; these technologies generally do not require the use of plug-ins to display media.

Other Internet Services

As previously mentioned, the web is only one of the many services on the Internet. Other Internet services include the following: email, email lists, Internet messaging, chat rooms, online discussions, VoIP (Voice over IP), and FTP (File Transfer Protocol).

Email Email (short for electronic mail) is the transmission of messages and files via a computer

network. Email was one of the original services on the Internet, enabling scientists and researchers working on government-sponsored projects to communicate with colleagues at other locations.

You use an email program to create, send, receive, forward, store, print, and delete email messages. Email programs are available as desktop apps, web apps, and mobile apps. An email message can be simple text or can include an attachment such as a document, a graphic, an audio clip, or a video clip.

Just as you address a letter when using the postal system, you address an email message with the email address of your intended recipient. Likewise, when someone sends you a message, he or she must have your email address.

An email address is a combination of a user name and a domain name that identifies a user so that he or she can receive Internet email. A user name is a unique combination of characters, such as letters of the alphabet and/or numbers, that identifies a specific user. Your user name must be different from the other user names in the same domain. For example, a user named Rick Claremont whose server has a domain name of esite.com might want to select rclaremont

Internet Research What is HTML5?

Search for: html5

Figure 2-25 Users can explore a VR world using a touch screen or their input device. For example, users can explore the inside of the Gemini 7 space capsule, located at the Smithsonian Air and Space Museum in Washington, D.C., from their computer or mobile device. Source: World VR

The Internet, Websites, and Media Module 2 89

as his user name. If esite.com already has an rclaremont (for Rita Claremont) user name, then Rick will have to select a different user name, such as rick.claremont or rclaremont2.

Sometimes, organizations decide the format of user names for new users so that the user names are consistent across the company. In many cases, however, users select their own user names, often selecting a nickname or any other combination of characters for their user name. Many users select a combination of their first and last names so that others can remember it easily.

In an Internet email address, an @ (pronounced at) symbol separates the user name from the domain name. Your service provider supplies the domain name. A possible email address for Rick Claremont would be [email protected], which would be read as follows: R Claremont at e site dot com. Most email programs allow you to create a contacts folder, which contains a list of names, addresses, phone numbers, email addresses, and other details about people with whom you communicate.

Figure 2-26 illustrates how an email message may travel from a sender to a receiver.When you send an email message, an outgoing mail server determines how to route the message through the Internet and then sends the message. As you receive email messages, an incoming mail server holds the messages in your mailbox until you use your email program to retrieve them. Most email programs have a mail notification alert that informs you via a message and/or sound when you receive a new email message(s).

CONSIDER THIS

What are good practices to follow when using email?

1. Keep messages brief. 2. Respond to messages promptly. 3. Use proper grammar, spelling, and punctuation. 4. Never respond to unsolicited messages. 5. Use meaningful subject lines. 6. Read the message before you send it. 7. Use email when you want a permanent record of a communication.

Internet routerInternet router

Step 3 Software on the outgoing mail server determines the best route for the data and sends the message, which the message, which travels along Internettravels along Internet routers to the recipient'srouters to the recipient'srouters to the recipient's incoming mail server.incoming mail server.

Step 4Step 4Step 4Step 4 When the recipient uses an email program to check for When the recipient uses an email program to check for When the recipient uses an email program to check for When the recipient uses an email program to check for When the recipient uses an email program to check for email messages, the message transfers from the incomingemail messages, the message transfers from the incomingemail messages, the message transfers from the incomingemail messages, the message transfers from the incomingemail messages, the message transfers from the incoming mail server to the recipient's computer or mobile device.mail server to the recipient's computer or mobile device.mail server to the recipient's computer or mobile device.mail server to the recipient's computer or mobile device.

Step 2 Your email program contacts software on the outgoing software on the outgoing mail server.

Step 1 Using an email program, you Using an email program, you create and send a message create and send a message create and send a message create and send a message on a computer or mobile device.on a computer or mobile device.

How an Email Message May Travel from a Sender to a ReceiverHow an Email Message May Travel from a Sender to a Receiver

incoming mail serverincoming mail serverincoming mail serverincoming mail server

Internet routerInternet router

Figure 2-26 This figure shows how an email message may travel from a sender to a receiver. © Oleksiy Mark / Shutterstock.com; © iStockphoto / luismmolina; Courtesy of Juniper Networks; © iStockphoto / hocus-focus; © Cengage Learning; © Cengage Learning

90 Module 2 Connecting and Communicating Online

Email Lists An email list, or electronic mailing list, is a group of email addresses used for mass

distribution of a message.When a message is sent to an email list, each person on the list receives a copy of the message in his or her mailbox. You subscribe to an email list by adding your email address to the mailing list, which is stored on a list server. To remove your name, you unsubscribe from the mailing list.

The original use of email lists, such as LISTSERV,LISTSERV,LISTSERV allowed any subscriber to send a message, which created a discussion-type forum among all subscribers via email. Many mailing lists today, such as in Figure 2-27, however, are one-way communications and do not allow subscribers to send messages.

Internet Messaging Internet messaging services, which often

occur in real-time, are communications services that notify you when one or more of your estab- lished contacts are online and then allows you to exchange messages or files or join a private chat room with them (Figure 2-28). Real time means that you and the people with whom you are con- versing are online at the same time. Some Internet messaging services support voice and video conver- sations, allow you to send photos or other docu- ments to a recipient, listen to streaming music, and play games with another online contact.

For real-time Internet messaging to work, both parties must be online at the same time. Also, the receiver of a message must be willing to accept messages. To use an Internet messaging service, you may have to install messenger software or an app on the computer or mobile device, such as a smartphone, you plan to use.

Many online social networks include a messaging feature. To ensure successful communications, all individuals on the friend list need to use the same or a compatible messenger.

Figure 2-28 With Internet messaging services, you and the person(s) with whom you are conversing are online at the same time. The conversation appears on all parties’ screens at the same time. Shown here is Facebook messenger. © iStockphoto / Petar Chernaev; © Cengage Learning; © iStockphoto / Oleksiy Mark; © Cengage Learning

Figure 2-27 When you subscribe to a mailing list, you and all others in the list receive messages from the website. Shown here is a user who receives newsletters and alerts from FoxNews.com. Source: FOX News Network, LLC

tap or click to subscribe to selected mailing lists

email address entered

The Internet, Websites, and Media Module 2 91

Chat Rooms A chat is a real-time typed conversation

that takes place on a computer or mobile device with many other online users. A chat room is a website or application that permits users to chat with others who are online at the same time. A server echoes the user’s message to everyone in the chat room. Anyone in the chat room can par- ticipate in the conversation, which usually is specific to a particular topic. Businesses sometimes use chat rooms to communicate with customers.

As you type on your keyboard, others connected to the same chat room server also see what you have typed (Figure 2-29). Some chat rooms support voice chats and video chats, in which people hear or see each other as they chat. Most browsers today include the capability to connect to a chat server.

Online Discussions An online discussion, or discussion forum, is an online area in which users have written

discussions about a particular subject (Figure 2-30). To participate in a discussion, a user posts a message, called an article, and other users read and reply to the message. A thread, or threaded discussion, consists of the original article and all subsequent related replies.

Some discussion forums require that you enter a user name and password to participate in the discussion. For example, an online discussion for students taking a college course may require a user name and password to access the discussion. This ensures that only students in the course participate in the discussion. Posts in an online discussion usually are stored for a certain amount of time, such as a semester, in this example.

Which smartphone should I buy?

Figure 2-29 As you type, others in the same chat room see what you have typed. Attribution: © ARENA Creative / Shutterstock.com; © Cengage Learning; © topseller / Shutterstock.com; © Alex Staroseltsev / Shutterstock.com; © Oleksiy Mark / Shutterstock.com; © Oleksiy Mark / Shutterstock.com; © Tom Wang / Shutterstock.com; © vlad_star / Shutterstock.com; © artjazz / Shutterstock.com

Figure 2-30 Users in an online discussion read and reply to other users’ messages. Source: Google Inc.

chat server

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VoIP VoIP, short for Voice over IP (Internet Protocol), enables users to speak to other users

via their Internet connection. That is, VoIP uses the Internet (instead of the public switched telephone network) to connect a calling party to one or more local or long-distance called parties.

To place an Internet phone call, you need a broadband Internet connection, a microphone and speaker, both of which are included with a standard computer or mobile device, and VoIP soft- ware, such as Skype. Some VoIP services require that you purchase a separate phone and VoIP router, and subscribe to their service. Others offer certain services free and require a subscrip- tion for additional services. Read How To 2-4 for instructions about how to set up a personal VoIP service and make a call.

BTW VoIP Microphone You also can use a headset connected to or that communicates with your computer or mobile device.

FTP FTP (File Transfer Protocol) is an Internet standard that permits file uploading and

downloading to and from other computers on the Internet. Uploading is the process of transfer- ring files from your computer or mobile device to a server on the Internet. Recall that down- loading is the process of transferring files from a server on the Internet to your computer or mobile device.Webpage developers, for example, often use FTP to upload their webpages to a web server.

Many operating systems include FTP capabilities. If yours does not, you can download FTP programs from the web, usually for a small fee.

An FTP server is a computer that allows users to upload and/or download files using FTP. An FTP site is a collection of files that reside on an FTP server. Many FTP sites have anony- mous FTP, whereby anyone can transfer some, if not all, available files. Some FTP sites restrict file transfers to those who have authorized accounts (user names and passwords) on the FTP server.

Set Up a Personal VoIP Service and Make a Call VoIP services enable you to make free video or voice calls to others around the world. In many cases, the person you are calling also must use the same VoIP ser- vice. The following steps describe how to set up a VoIP service and make a call.

1. If you do not know the VoIP service you want to use, search for a program or app that enables you to place and receive VoIP calls.

2. If necessary, download the program or app for the VoIP service you will use.

3. Most VoIP services require you to have an account with their service before you can place or receive a call. When you start the VoIP program or app, search for the button or link to create a new account.

Follow the steps in the program or app to finish creating the account.

4. Once the account has been created, if necessary, sign in to the VoIP service with your user name and password.

5. Make sure the person you are calling also has an account with the same VoIP ser- vice. You should know at least one person using this service to successfully place a call. VoIP services typically allow you to locate and call someone by entering their user name or adding them to your list of contacts. If necessary, add the person you want to call to your list of contacts.

6. On the list of contacts, select the person you want to call and then tap or click the appropriate button to place the call.

7. When the other person answers, you can start your voice or video call.

8. When you are ready to end the call, tap or click the button to end the call.

9. When you are finished using the VoIP service, you should sign out of and exit the VoIP program or app.

Consider This: Survey your friends and family to see if they use a VoIP service. If so, which service is the most popular among them?

Source: Microsoft

HOW TO 2-4

The Internet, Websites, and Media Module 2 93

Mini Feature 2-3: Digital Communications Home users, small/home office users, mobile users, power users, and enterprise users interact with

technology for many reasons, including communication, productivity, and information. Read Mini Feature 2-3 for examples of how a home user might interact with digital communications.

Digital Communications This scenario, which assumes you are a home user with a busy family, presents situations and questions regard- ing technology use during a single day.

7:30 a.m. You notice a leaky pipe under the kitchen sink. Your regular plumber recently has retired. On your smartphone, you run an app that enables you to use search criteria, GPS, and user reviews. You find a local plumber who has many positive reviews and tap the phone number on the smartphone touch screen to place the call. You leave a message explaining the problem and asking the plumber to call you back.

How can you evaluate reviews for authenticity and bias? How might an app provider use your location information in ways you have not authorized?

8:45 a.m. The plumber calls you back to schedule an appointment time. You open your laptop and use the electronic calendar web app your entire family uses to keep track of appointments. You find a time that works for both of you and update the electronic calendar.

What features enable multiple people, such as a family or small business, to use an electronic calendar? What issues may occur from using a shared calendar?

10:00 a.m. You have a freelance job blogging for a local florist. You are required to post twice weekly to the florist’s blog about agreed-upon topics. You use a wiki to confirm the symbolic meaning of different types of roses so that you can include that in your next blog post. You sign in to the blog’s content management system and submit your post to the blog.

What responsibility do bloggers have to post accurate, verified information? Should users rely on wikis to verify content?

11:00 a.m. While you are driving to a doctor’s appointment, you receive several text messages on your smartphone. You use your Bluetooth headset and your smartphone’s speech-to-text

feature to respond to the text messages without taking your eyes off of the road.

Is it legal in your state to use hands-free devices while driving? What, if any, are the consequences of noncompliance?

1:00 p.m. Back at home, you flip through today’s mail. You received a bill for your monthly mortgage payment.

Using your laptop, you navigate to your bank’s website and schedule a recurring payment for the mortgage to ensure you never will be late on a payment.

What precautions should you take when accessing financial information and authorizing payments on the web?

5:30 p.m. Unsure of what to make for dinner, you use your tablet to view recipes you bookmarked on a bookmarking site. You verify that you have the ingredients on hand and follow the recipe on your tablet as you prepare dinner.

Who owns the content posted to social networking or bookmarking sites? What risks are involved with using these types of websites?

8:30 p.m. While helping your daughter with her math homework, you discover a website that includes the answers to questions asked in her textbook. You have a discussion with your daughter about ethical issues surrounding posting and using that type of content.

Should students receive punishment for using answers they find on a website?

9:00 p.m. You sit down to watch your favorite vocal competition reality show, streaming live through your Smart TV. The show enables you to send a text message to vote for your favorite contestant. You debate between two popular singers, then finally send your vote via text message.

How else do TV, movie, and other entertainment websites use the Internet to interact with viewers or listeners?

10:30 p.m. You use the calendar app on your smartphone to confirm your schedule for tomorrow and then head to bed.

How does technology enhance the daily life of a home user?

MINI FEATURE 2-3

94 Module 2 Connecting and Communicating Online

Netiquette

Netiquette, which is short for Internet etiquette, is the code of acceptable behaviors users should follow while on the Internet; that is, it is the conduct expected of individuals while online. Netiquette includes rules for all aspects of the Internet, including the web, social media, Internet messaging, chat rooms, online discussions, and FTP. Figure 2-31 outlines some of the rules of netiquette, with respect to online communications. Read Ethics & Issues 2-4 to consider issues related to an extreme misuse of online communications — online bullying.

Netiquette Guidelines for Online Communications Golden Rule: Treat others as you would like them to treat you.

Be polite. Avoid offensive language.

Avoid sending or posting �ames, which are abusive or insulting messages. Do not participate in �ame wars, which are exchanges of �ames.

Be careful when using sarcasm and humor, as it might be misinterpreted.

Do not use all capital letters, which is the equivalent of SHOUTING!

Use emoticons to express emotion. Popular emoticons include:

:o Surprised :( Frown :\ Undecided ;) Wink:| Indifference:) Smile

Clearly identify a spoiler, which is a message that reveals an outcome to a game or ending to a movie or program.

Be forgiving of other’s mistakes.

Read the FAQ (frequently asked questions), if one exists.

Use abbreviations and acronyms for phrases:

BTW by the way IMHO in my humble opinion

FYI for your information TTFN ta ta for now

FWIW for what it’s worth

TYVM thank you very much

Figure 2-31 Some of the rules of netiquette, with respect to online communications. © Cengage Learning

ETHICS & ISSUES 2-4

Who Is Responsible for Monitoring Cyberbullying? Sending or forwarding threatening text messages, posting embarrassing or altered pictures of someone without his or her per- mission, or setting up a fake online social network page where others make cruel com- ments and spread rumors about someone all are examples of cyberbullying. Cyberbullying is harassment using technology, often involving teens and preteens. Unlike verbal bullying, the perpetrators can hide behind the anonymity of the Internet and can reach a wide audience quickly. Victims cannot just walk away or ignore bullying that comes in the form of text messages, email, or online social network posts.

Cyberbullying often takes place outside of school hours on personal devices or computers not owned or monitored by a school. Yet the ramifications affect the victim at school. Schools struggle to come up with policies. Many schools are adopting policies that include consequences for any form of student-to-student bullying, even using nonschool resources, if it contributes to a hostile environment for any student or group of students. Some schools specify that students who retaliate against anyone who reports instances of bullying or cyberbullying will receive punishment.

Anti-bullying laws vary from state to state and often do not include specific language about cyberbullying. One argument against

criminalizing cyberbullying is the protection of free speech. Awareness campaigns, school policies, and parent monitoring of technology use are some ways to attempt to prevent cyberbullying. These methods are not always effective. The impact on the victim can lead to poor grades, health issues, mental health concerns, and even suicide.

Consider This: Should schools be responsible for punishing students who cyberbully other students outside of school? Why or why not? What role can parents play in reducing cyberbullying? What are the positive and negative aspects of the freedom to be anonymous on the Internet?

The Internet, Websites, and Media Module 2 95

Summary

This module presented the evolution of the Internet, along with various ways to connect to the Internet, how data travels the Internet, and how the Internet works with domain names and IP addresses. It discussed the web at length, including topics such as browsing, navigating, web addresses, web apps and mobile apps, searching, and online social networks. It presented vari- ous types of websites and media on the web. It also introduced other services available on the Internet, such as email, email lists, Internet messaging, chat rooms, online discussions, VoIP, and FTP. Finally, the module listed rules of netiquette.

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Digital Media on the Web, Other Internet Services, and Netiquette as it relates to the module objectives. Now you should know …

• Why you use media on the web (Objective 8)

• How you can benefit from using email, email lists, Internet messaging, chat rooms, discussion forums, VoIP, and FTP (Objective 9)

• What rules you should follow in online communications (Objective 10)

TransportationTransportationT What is transportation like without computers and mobile devices? Delivery drivers use clipboards to hold their records. Human navi- gators use paper maps to track routes for pilots. Ship captains rely solely on experience to navigate through shallow waters. Today, the transportation industry relies heavily on computer and mobile device usage.

Many vehicles include onboard navigation systems to help you navigate from one location to another. Some of these systems provide other services, such as dispatching roadside assistance, unlocking the driver’s side door if you lock the keys in your vehicle, and tracking the vehicle if it is stolen.

The shipping and travel industries identify items during transport using bar codes, which are identification codes that consist of lines and spaces of different lengths. When you ship a package, the shipping company, such as UPS or FedEx, places a bar code on the package to indicate its destination to a computer. Because a package might travel to its destination by way of several trucks, trains, and airplanes,

computers automatically route the package as efficiently as possible. You are able to visit a website or sign up for text message notifications to track a package’s progress during shipment.

When you travel by airplane, baggage handling systems ensure that your luggage reaches its destination on time. When you check in your baggage at the airport, a bar code identifies the airplane on which the bags should be placed. If you change planes, automated baggage handling systems route your bags to connecting flights with very little, if any, human intervention. When the bags reach their destination, they are routed automatically to the baggage carousel in the airport’s terminal building.

Pilots of high-technology commercial, military, and space aircraft today work in a glass cockpit, which features computerized instrumentation, navigation, communications, weather reports, and an autopilot. The electronic flight information shown on high- resolution displays is designed to reduce pilot workload, decrease fatigue, and enable pilots to concentrate on flying safely.

Boats and ships also are equipped with computers that include detailed electronic maps, which help the captain navigate, as well as calculate the water depth and provide a layout of the underwater surface so that the captain can avoid obstructions.

As you travel the roadways, airways, and waterways, bear in mind that computers often are responsible for helping you to reach your destination as quickly and safely as possible.

Consider This: In what other ways do computers and technology play a role in the transportation industry?

TECHNOLOGY @ WORK

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1. Explain how ARPANET contributed to the growth of the Internet.

2. Describe the role of a host on a network.

3. Identify the role of the W3C.

4. Define the terms, dongle and broadband. List popular wired and wireless broadband Internet services.

5. State the purpose of a hot spot, and list tips for using hot spots safely.

6. ISP stands for ______.

7. Briefly describe how data and information travel the Internet.

8. Describe the purpose and composition of an IP address. Differentiate between IPv4 and IPv6.

9. Define the term, domain name. List general steps to register for a domain name.

10. Identify the purpose of several generic TLDs. Identify ICANN’s role with TLDs.

11. Describe how and why cybersquatters register domain names.

12. State the purpose of a DNS server.

13. Differentiate between static and dynamic webpages.

14. Distinguish among the web, a webpage, a website, and a web server.

15. Explain the purpose of a browser. Describe the function of tabbed browsing.

16. List ways you can browse safely.

17. Name examples of popular browsers for personal computers and mobile devices.

18. Define the term, web address. Name a synonym.

19. Name and give examples of the components of a web address.

20. Describe the purpose of a web feed.

21. Explain the relationship between web and mobile apps.

22. Describe the purpose of GPS receivers, and why manufacturers embed them in smartphones.

23. Explain the risks and concerns involved in letting apps track your location. List any benefits.

24. Describe how to use a search engine. What are some ways you can refine a search?

25. Besides webpages, identify other items a search engine can find.

26. Differentiate between a search engine and a subject directory.

27. Explain how to use an online social network for personal or business use.

28. List ways to use online social networks securely.

29. Describe the purpose of these types of websites: informational and research; media sharing; bookmarking; news, weather, sports, and other mass media; educational; business, governmental, and organizational; blogs; wikis and collaboration; health and fitness; science; entertainment; banking and finance; travel and tourism; mapping; retail and auctions; careers and employment; e-commerce; portals; content aggregation; and website creation and management.

30. Is it ethical to use a fake name online? Why or why not? List techniques to protect yourself from identity theft.

31. Describe the uses of tags. List steps to tag digital content.

32. Define the term, e-commerce. Differentiate among B2C, C2C, and B2B e-commerce.

33. List uses and benefits of content aggregation websites and apps.

34. Identify and briefly describe the steps in web publishing.

35. The ______ web design approach adapts the layout of the website to fit the screen on which it is displayed.

36. List the seven criteria for evaluating a website’s content.

37. ______ refers to any application that combines text with media.

38. Explain how webpages use graphics, animation, audio, video, virtual reality, and plug-ins.

39. Define the terms, thumbnail and infographic.

40. Name the types of graphics formats used on the web and how they use compression.

41. List general steps to download digital media.

42. Describe the purpose of these Internet services and explain how each works: email, email lists, messaging, chat rooms, online discussions, VoIP, and FTP.

43. Describe the components of an email address.

44. ______ refers to Internet communications in which both parties communicate at the same time.

45. List steps to set up a personal VoIP service and make a call.

46. Describe how a home user interacts with digital communications.

47. Define the term, netiquette.

48. Describe cyberbullying, and explain why it is difficult to catch the perpetrators.

49. Describe how the transportation industry uses technology.

The Study Guide exercise reinforces material you should know for the module exam.Study Guide

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Primary Terms (shown in bold-black characters in the module) blog (78) blogger (78) browser (65) chat (91) chat room (91) Chrome (67) content

aggregation (83) domain name (63) e-commerce (82) Edge (67) email (88) email list (90) email program (88) emoticons (94) favorites (67)

Firefox (67) FTP (92) GB (61) GPS (70) GPS receiver (70) graphic (85) home page (66) hot spot (59) Internet (56) Internet

Explorer (67) Internet

messaging (90) Internet service

provider (ISP) (61) IP address (62)

MB (61) mobile service

provider (61) netiquette (94) online auction (82) online discussion (91) online social network (72) Opera (67) PDF (86) pop-up blocker (66) pop-under blocker (66) portal (82) responsive web design (84) Safari (67) search engine (71) social media (76)

streaming (79) tabbed browsing (66) tag (75) traffic (62) user name (88) virtual reality (87) VoIP (92) web (65) web address (68) web publishing (84) web server (65) webpage (65) website (65) wiki (78) World Wide Web

(WWW) (65)

Secondary Terms (shown in italic characters in the module) analog (60) animation (86) anonymous FTP (92) Anticybersquatting Consumer

Protection Act (64) ARPANET (56) audio (86) bandwidth (61) blogosphere (78) bookmarks (67) bookmarking site (75) broadband (58) business-to-business (B2B)

e-commerce (82) business-to-consumer (B2C)

e-commerce (82) cable Internet service (59) cache (66) catfishing (77) ccTLD (63) cloud storage (69) consumer-to-consumer (C2C)

e-commerce (82) contacts folder (89) content management system (84) curation website (83) cyberbullying (94) discussion forum (91) DNS server (64) domain name system (DNS) (64) dongle (58)

DSL (59) dynamic webpage (65) electronic storefront (81) e-retail (81) email address (88) extended contacts (73) FAQ (94) Fiber to the Premises (FTTP) (59) fixed wireless (59) flames (94) flame wars (94) friends (73) FTP server (92) gigabyte (61) hashtag (73) hits (71) host (56) http (69) ICANN (63) infographic (86) Internet backbone (62) intranet (78) JPEG (86) keyloggers (80) like (73) LISTSERV (90) location sharing (66) m-commerce (82) media player (87) media sharing site (75) megabyte (61)

microblog (78) mobile app (69) mobile broadband (59) mobile browser (65) MP3 (87) multimedia (85) news feed (73) phishing (66) phishing filter (66) plug-in (88) PNG (86) pop-up ad (66) pop-under ad (66) private browsing (66) proxy server (66) real time (90) registrar (63) satellite Internet service (59) search text (71) shopping cart (81) social networking site (72)

spoiler (94) static webpage (65) status update (73) subscribe (90) subject directory (72) tethering (60) thread (91) thumbnail (85) top-level domain (TLD) (63) troll (77) unsubscribe (90) uploading (93) URL (68) video (87) W3C (58) Web 2.0 (65) web app (69) web feed (69) web hosting service (64) Wi-Fi (59) wireless modem (58)

Key TermsYou should be able to define the Primary Terms and be familiar with the Secondary Terms and be familiar with the Secondary T Terms listed below.Terms listed below.T

wiki (78)

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Checkpoint

1. A(n) is any computer that provides services and connections to other computers on a network. (56) a. host b. client

c. FTP site d. subject directory

2. A(n) is a sequence of numbers that uniquely identifies the location of each computer or device connected to the Internet. (62) a. Internet backbone b. domain name

c. IP address d. ccTLD

3. You register a domain name through , which is an organization that sells and manages domain names. (63) a. a cybersquatter b. a registrar

c. ICANN d. an ISP

4. The is the method the Internet uses to store domain names and their corresponding IP addresses. (64) a. domain name system

(DNS) b. top-level domain

(TLD)

c. File Transfer Protocol (FTP)

d. W3C

5. One way to protect your identity while browsing is to use a(n) , which is another computer that screens all your incoming and outgoing messages. (66) a. password b. anonymous FTP

c. phishing filter d. proxy server

6. is a set of rules that defines how webpages transfer on the Internet. (69) a. Top-level domain b. Hypertext Transfer

Protocol

c. IPv4 d. Web 2.0

7. A(n) website contains factual material, such as libraries, encyclopedias, dictionaries, directories, guides, and other types of reference. (74) a. wikis and

collaboration b. media sharing

c. business d. informational

and research

8. A is a website that offers a variety of Internet services from a single, convenient location. (82) a. LISTSERV b. microblog

c. portal d. cache

True/False Mark T for True and F for False.

1. No single person or government agency controls or owns the Internet. (58)

2. The W3C is responsible for maintaining all networks and content on the Internet. (58)

3. Users typically pay additional fees for mobile hot spot and tethering services. (60)

4. A gigabyte (GB) is the basic storage unit on a computer or mobile device and represents a single character. (61)

5. A dynamic webpage’s contents generate each time a user displays the page. (65)

6. Most browsers are available for download at no cost. (67)

7. Mobile apps sometimes have fewer features than a web app. (69)

8. A subject directory is software that finds websites, webpages, images, videos, maps, and other information related to a specific topic. (71)

9. When you post digital content online, it is a good idea to tag it so that it is easy to locate and organize. (76)

10. The term, blogosphere, refers to the worldwide collection of blogs. (78)

11. Tethering is the process of transferring data in a continuous and even flow, which allows users to access and use a file while it is transmitting. (79)

12. One way to protect yourself from identity theft online is to retain all your cookies in your browser. (80)

Multiple Choice Select the best answer.

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The Internet, Websites, and Media Module 2 99

Matching Match the terms with their definitions. 1. tethering (60)

2. Internet backbone (62)

3. domain name (63)

4. web server (65)

5. tag (75)

6. catfishing (77)

7. wiki (78)

8. curation website (83)

9. chat (91)

10. cyberbullying (94)

Checkpoint

a. text-based name that corresponds to the IP address of a server that hosts a website

b. website or web app that allows users to collect and compile content from a variety of websites about a particular topic or theme

c. harassment, often involving teens and preteens, using technology

d. collaborative website that allows users to create, add, modify, or delete website content via a browser

e. technique that transforms a smartphone or Internet-capable tablet into a portable communications device that shares its Internet access with other computers and devices wirelessly

f. real-time typed conversation that takes place on a computer or mobile device with many other online users

g. computer that delivers requested webpages to your computer or mobile device

h. online practice of creating a fake profile to form relationships with unsuspecting users

i. term used to refer to the major carriers of network traffic

j. short descriptive label that you assign to digital content so that it is easier to locate at a later time

Consider This Answer the following questions in the format specified by your instructor. 1. Answer the critical thinking questions posed at the

end of these elements in this module: Ethics & Issues (64, 70, 77, 94), How To (63, 76, 87, 92), Mini Features (67, 73, 93), Secure IT (59, 66, 74, 80), and Technology @ Work (95).

2. What were ARPA’s original goals? (56)

3. What are the advantages of using a broadband Internet service? (58)

4. What is the relationship between domain names and IP addresses? (62)

5. Is cybersquatting ethical? Why or why not? (64)

6. What is a cybersquatter? (64) What is the goal of the Anticybersquatting Consumer Protection Act (ACPA)? (64)

7. How does a static webpage differ from a dynamic webpage? (65)

8. How does using a proxy server help protect your online identity? (66)

9. What are some safe browsing techniques? (66)

10. What are some popular mobile browsers? (67)

11. How do GPS receivers track their location on earth? (70)

12. What are the advantages and risks associated with allowing an app to track your location? (70)

13. What techniques can you use to improve search results? (72)

14. What precautions can you take to minimize privacy and security risks associated with online social networks? (74)

15. Would you use a public computer to check email or do online banking? Why or why not? What are the risks? (80)

16. How do e-commerce and m-commerce differ? (82)

17. What should you determine during the planning stage of a website? (84)

18. What steps are involved in web publishing? (84)

19. What are some criteria you can use to evaluate a website or webpage before relying on its content? (85)

20. How do JPEG and PNG formats differ? (86)

21. What are some practical applications of virtual reality? (88)

22. Where can you obtain plug-ins? (88)

23. Besides the web, what other Internet services are available? (88)

24. What are some good practices to follow when using email? (89)

25. What elements do you need to place an Internet phone call? (92)

26. What is anonymous FTP? (92)

27. What activities might be considered cyberbullying? (94)

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100 Module 2 Connecting and Communicating Online

The Problem Solving exercises extend your knowledge of module concepts by seeking solutions to practical problems with technology that you may encounter at home, school, work, or with nonprofit organizations. The Collaboration exercise should be completed with a team.

Problem Solving

Personal 1. Cyberbullying Message While reviewing the email

messages in your email account, you notice one that you interpret as cyberbullying. You do not recognize the sender of the email message, but still take it seriously. What are your next steps?

2. Unsolicited Friend Requests You recently signed up for an account on the Facebook online social network. When you log in periodically, you find that people you do not know are requesting to be your friend. How should you respond?

3. Unexpected Search Engine A class project requires that you conduct research on the web. After typing the web address for Google’s home page and pressing the enter key, your browser redirects you to a different search engine.What could be wrong?

4. Images Do Not Appear When you navigate to a webpage, you notice that no images are appearing. You successfully have viewed webpages with images in the past and are not sure why images suddenly are not appearing.What steps will you take to show the images?

5. Social Media Password Your social media password has been saved on your computer for quite some time

and the browser has been signing you in automatically. After deleting your browsing history and saved information from your browser, the online social network began prompting you again for your password, which you have forgotten.What are your next steps?

Professional 6. Suspicious Website Visits The director of your

company’s information technology department sent you an email message stating that you have been spending an excessive amount of time viewing websites not related to your job. You periodically visit websites not related to work, but only on breaks, which the company allows. How does he know your web browsing habits? How will you respond to this claim?

7. Automatic Response When you return from vacation, a colleague informs you that when she sent email messages to your email address, she would not always receive your automatic response stating that you were out of the office.Why might your email program not respond automatically to every email message received?

8. Email Message Formatting A friend sent an email message containing a photo to your email account at work. Upon receiving the email message, the photo does not appear. You also notice that email messages never show any formatting, such as different fonts, font sizes, and font colors.What might be causing this?

9. Mobile Hot Spot Not Found Your supervisor gave you a mobile hot spot to use while you are traveling to a conference in another state.When you attempt to connect to the hot spot with your computer, tablet, and phone, none of the devices is able to find any wireless networks. What might be the problem, and what are your next steps?

10. Sporadic Email Message Delivery The email program on your computer has been displaying new messages only every hour, on the hour.Historically, new email messages would arrive and be displayed immediately upon being sent by the sender. Furthermore, your coworkers claim that they sometimes do not receive your email messages until hours after you send them.What might be the problem?

Collaboration 11. Technology in Transportation Your project team has been assigned to present a business proposal to a group

of potential investors. Because the presentation will take place in Kansas City, Missouri, you will need to transport people and ship some materials to that location. Form a team of three people and determine how to use technology to ship materials and how to make travel arrangements. One team member should research the steps required to use a website to make flight reservations, one team member should determine the steps necessary to print a package shipping label from his or her computer and track the package while it is en route, and another team member should find directions from Kansas City International Airport to a nearby hotel.

Source: Twitter

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The Internet, Websites, and Media Module 2 101

How To: Your Turn

1 Determine Your IP (Internet Protocol) Address Knowing a computer or mobile device’s IP address can help you identify it on a network and can help you trouble- shoot any problems you may experience connecting to the Internet or other computers and devices on your network. The following steps guide you through the process of determining your IP address. a. Run a browser and then navigate to a search engine

of your choice. b. Search for a website that can determine your IP

address and then navigate to one of these websites. c. Your IP address should be displayed upon

navigating to the website. If it does not, return to the search results and navigate to a different site. or

a. Run a browser and then navigate to a search engine of your choice.

b. Search for a website that explains how to determine the IP address for your specific operating system and version.

c. View the search results and then navigate to the website that provides you with the best guidance.

d. Follow the instructions on your computer or mobile device to determine the IP address.

Exercises 1. Summarize the process you used to determine your IP

address. 2. What is your IP address? 3. Is it possible for a computer to have more than one IP

address at the same time? Why or why not?

2 Participate in an Online Auction Online auctions allow consumers to bid on products that other people are selling. If you are the highest bidder at the end of the bidding period, you often can arrange payment through the online auction.The following steps guide you through the process of participating in an online auction. WARNING: Do not purchase or bid on an item if you do not intend to purchase it. If you win the auction, you legally may be obligated to provide payment for the item. a. Run a browser and then navigate to www.ebay.com. b. Tap or click the link to register for a new account. c. Enter the requested information to create the

account. d. Search for an item on which you would like to bid.

If you want to browse items in a specific category instead, tap or click the link to browse for items by category.

e. When the search results appear, tap or click an item that interests you to see more details about the item.

f. Review the item details to determine whether you would like to bid on this item. If the item does not interest you, return to the search results and select another item.

g. The seller may have a “Buy It Now” option that allows you to purchase the item immediately at a predetermined price. Alternatively, you can bid on the item by making an offer. The highest bidder at the end of the auction will win the item. Remember: If you bid on and win an item, you are obligated to provide payment.

h. You will be notified if you are the winning bidder when the auction closes. At that time, follow the instructions to arrange to pay the seller.

i. When you are finished, sign out of eBay.

The How To: Your To: Your T Turn exercises present general guidelines for fundamental skills Turn exercises present general guidelines for fundamental skills T when using a computer or mobile device and then require that you determine how to apply these general guidelines to a specific program or situation.

Source: Microsoft Corporation

IP address

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Exercises 1. What item(s) did you view? If the buyer had the “Buy

It Now” option available, do you think the asking price was fair?

2. Would you purchase an item from an online auction? Why or why not?

3. What items might you post for sale on an online auction?

3 View and Manage Data Usage Many people have limited data plans, so it is important to know how to view the amount of data you have used on your phone or tablet when you are not connected to the Internet using aWi-Fi connection. If you are using a phone or tablet whereWi-Fi is available, you should strongly consider using theWi-Fi connection not only to limit data plan usage, but also to experience faster speed. If you find that your data usage is high each month, you may be able to see which apps are using the most data and adjust usage of those apps accordingly.The following steps guide you through the process of viewing and managing data usage. a. Display the settings on your mobile device. b. Select the option to view data usage. c. If necessary, tap the option to display a list of apps

and how much data each app uses. If necessary, select the time period for which you want to see the data usage.

d. If you notice an app using a large amount of data, tap the app to see details for that app. If necessary, disable background data transfer for the app. Background data transfer is data the app downloads and uploads even while you are not actively using the app.

e. If you want your mobile device to notify you when you are approaching your monthly data limit, set the necessary notification option and select a value under your monthly data limit in the appropriate area.

f. If you want your mobile device to turn off data (this does not include Wi-Fi) when you reach a certain limit, set the necessary option and then select a value that is just less than your monthly data limit to ensure you never reach or exceed the limit.

g. Save all changes.

Exercises 1. Do you have a data limit on your mobile data plan? If

so, what is it? 2. When you enter an area with Wi-Fi, do you configure

your mobile device to connect to the Wi-Fi? Why or why not?

3. Review the mobile data usage on your mobile device. Which app uses the most data? Which app uses the least data?

4 Search for a Job Online If you know the company for which you would like to work, you may be able to visit that company’s website and search for a webpage with current job postings. If you would like to search for openings in multiple companies, consider using a job search website.The following steps guide you through the process of searching for a job online. a. Run a browser. b. Use a search engine to locate a job search website

and then navigate to the website. c. Many job search websites allow you to search for jobs

by criteria, such as keyword, category or location. If

How To: Your Turn

So ur

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oo gl

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The Internet, Websites, and Media Module 2 103

How To: Your Turn you are searching for a job in a specific field, enter relevant keyword(s) (i.e., software developer) or select an appropriate category (i.e., technology). To limit your search results to a specific geographical area, specify a location (i.e., Atlanta).

d. Some websites allow you to search for jobs based on additional criteria, such as company, salary, job type, education, and experience. Specify these additional criteria by performing an advanced search.

e. After entering the job search criteria, start the search.

f. When the search results appear, scroll through the results. To find out more about a particular job, tap or click the job listing.

g. If desired, follow the instructions in the job listing to apply for the job.

Exercises 1. Review three job search websites.Which one did you

like the best? Why? 2. Which keywords would you use on a job search

website to search for a job in your desired field? 3. Before completing this exercise, have you ever

searched for a job online? Do you think it is better to search for a job using a job search website, or by vising company websites directly and viewing their job postings? Justify your answer.

5 Send Email Messages Using Various Email Programs and Web Apps The process required to send an email message using a computer or mobile device from various email programs and web apps is very similar.The following steps guide you through the process of sending email messages using various email programs and web apps. a. Run the email program or navigate to

the email web app on your computer or mobile device.

b. Locate and then tap or click the button to compose a new email message.

c. Type the recipient’s email address in the To text box. If you are sending the email message to multiple recipients, separate each email address with a semicolon (;).

d. If you would like to send a carbon copy of the email message to one or

more people, type their email address(es) in the Cc text box (which stands for carbon copy).

e. To send a copy of the email message to someone while hiding his or her email address from the other recipients, enter his or her email address in the Bcc text box (which stands for blind carbon copy). The email recipients listed in the To or Cc text boxes will not be able to see the recipients you specified in the Bcc text box.

f. Enter a descriptive subject in the Subject text box. It is not good practice to leave the subject blank when you send an email message because the recipient’s email server may place messages without a subject in a spam or junk mail folder.

g. Type the body of the email message in the appropriate area.

h. If your email program supports it, check the spelling of your email message and correct any errors found.

i. Tap or click the Send button, which sends the email message to everyone listed in the To, Cc, and Bcc text boxes.

Exercises 1. Under what circumstances might you want to send a

blind carbon copy of an email message to one or more people?

2. Send an email message to your instructor and put your email address in the Cc text box. Use an appropriate subject and tell your instructor you have successfully completed this exercise.

3. Search for and evaluate three web apps that can send and receive email.Which one is your favorite, and why?

Internet routerInternet router

Step 2 Your email program contacts software on the outgoing software on the outgoing mail server.

How an Email Message May Travel from a Sender to a ReceiverHow an Email Message May Travel from a Sender to a Receiver

incoming mail serverincoming mail serverincoming mail serverincoming mail server

Internet routerInternet router

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104 Module 2

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104 Module 2 Connecting and Communicating Online

Internet Research The Internet Research exercises broaden your understanding of module concepts by requiring that you search for information on the web.

1 Making Use of the Web Online Social Networks and Media Sharing Every second, an average of 5,700 Tweets and 41,000 Facebook posts are created.With these impressive numbers, it is no wonder that online social media have become ubiquitous throughout the world. Twitter, Facebook, and other online social networks, especially those featured in Mini Feature 2-2 in this module, are popular among users of all ages. Likewise, media sharing sites, such as YouTube, which is shown in Figure 2-11 in this module, are popular means of managing and sharing photos, videos, and music.

Research This: Visit two of the websites discussed in Mini Feature 2-2 or other online social networks and create a profile if you do not currently have one. What personal information is required to join? Does either website ask for personal information that you are uncomfortable sharing? How does the content of these two websites differ?Which features are beneficial for casual users, and which are targeted toward business or professional users? Then, visit two social media sites. What personal information is required to join? Are these websites supported by advertisements? Locate the instructions for posting media. Are these instructions straightforward? Do these websites impose a limit on the number and/or size of media files a user can post?

2 Social Media Most social media companies have invested millions of dollars to develop and maintain their websites. Unlike other commercial media, such as television, radio, and

newspapers, advertisements generally are not used to fund the majority of operating costs, nor are users required to pay monthly or annual fees for basic ser- vices that they receive at no cost. One method that social media sites use to generate start-up and ongoing subsidies is through venture capitalists’ funding. These investors scrutinize business plans and market trends in an effort to locate Internet start-up companies with the potential to generate substantial returns. Once the businesses are running, additional monies are needed to maintain and improve the websites. At this point, some websites display advertisements. The charge for companies to place an advertisement generally increases as the number of subscribers grows. Another method of generating income is to charge users for accessing premium content. Online dating services use this tactic successfully, for they allow people to browse online profiles free of charge but require them to pay to contact a potential dating match.

Research This: Locate venture capitalists who are seeking Internet start-up companies.Which criteria do they use to make investment decisions?Who are the suc- cessful venture capitalists, and which companies have they funded?Which types of advertisements are displayed on specific social media and online social networks? How does the content of these ads pertain to the demographics

and interests of users?

3 Search Skills Understand Search Results Search results display the most relevant results first. Search results may include links to websites, news stories, images, videos, maps, and information from Wikipedia and other online databases. Results also may show links to simi- lar searches, related people, or posts from online social networks or social media sites.

Because many search engines rely on advertising for revenue, some search results are paid advertisements. Companies and organizations may pay search provid- ers to display links to their websites prominently in the

Source: Facebook

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The Internet, Websites, and Media Module 2 105

search results when search text contains words relevant to their products and services. Paid ads often appear at the top or along the side of a search results page. A search results page may display an icon or use shad- ing to specify that the search result is an advertisement.

When evaluating the reliability of search results, consider the sources of the information provided. Specialized information such as medical advice or stock performance should come from recogniz- able sources in those areas, while you might rely on reviews from customers when selecting a restaurant or purchasing a smartphone.

Research This: Type each search text phrase listed in the paragraph below into the search boxes in Bing, Google, and Yahoo! and then take a screenshot of the first page of search results from each. Compare them, identifying ads, news, images, videos, social media results, information from online databases, search tools, and common links that both search engines returned.Which search engine’s results do you find more useful in each case? Why?

Type the following search text: (1) internet service providers, (2) google corporate headquarters, (3) flights from boston to los angeles, and (4) identity theft.

4 Security Cybercriminals may lurk in public Wi-Fi hot spots, as you learned in Secure IT 2-1 in this module. These thieves also may be on the lookout for customers entering their PIN at keypads near cash registers

or at ATMs. Body heat from fingers touching the keys remains for a short time, and a device with infrared-scanning capabilities can detect which keys are warmer than others. This device, which is readily available for purchase at cell phone accessories stores, snaps on the back of cell phones. It captures the ther- mal heat signatures, with the most recently touched keys glowing red and the cooler keys glowing light green. The thief, therefore, knows which keys com- prise the PIN and the sequence of numbers by look- ing at the intensity of colors on the infrared scan.

Research This: How much does a thermal imaging cell phone case cost? Which brand of phone is more commonly used to capture thermal imaging? What steps can consumers take to thwart thieves using infrared scanning? Which key materials are less apt to retain the thermal signatures: metal, rubber, or plastic? Researchers from which university published a paper discussing thermal camera-based attacks?

5 Cloud Services Collaboration and Productivity (SaaS) Microsoft’s Office Online and Google Docs are online productivity suites for creating documents, presenta- tions, spreadsheets, and other projects. Microsoft and Google offer these apps as part of their respective cloud storage services. Because documents are stored on the cloud, you can access them from any computer or device connected to the Internet.

These are examples of SaaS (software as a service), a service of cloud computing that allows access to software using a browser, without the need to install software on a computer or device. As providers update their software, users receive the latest version upon signing in. SaaS apps often allow users to collaborate and share their work with other users. Many provid- ers offer SaaS titles at no cost; others require users to purchase a subscription or pay a fee for the features they use.

Research This: (1) Sign up for accounts on Microsoft OneDrive and Google Drive to create and store docu- ments with Office Online and Google Docs.With each app, create a document, share it with another user, and edit it simultaneously.What is an advantage of sharing documents over sending the files by email to collabora- tors? (2) How do Microsoft Office Online and Google Docs compare with Microsoft Office installed on your computer?What features are available on the cloud that are not possible on a desktop version?

Internet Research

Source: Google Inc.

map

ad content

image results from wikipedia

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106 Module 2

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106 Module 2 Connecting and Communicating Online

Critical Thinking

Instructions: Evaluate the situations below, using personal experiences and one or more resources available to you (such as articles on the web or in print, blogs, podcasts, videos, television, user guides, other individuals, electronics or computer stores, etc.). Perform the tasks requested in each exercise and share your deliverables in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

1. Mobile Browser Comparison Although most mobile devices include a mobile browser, users have the option of downloading and installing other browsers.

Do This: Evaluate and compare reviews of at least four mobile browsers, such as Android, Firefox, Opera, Safari, or Silk. Discuss the major differences among the browsers you researched, including number and types of features, which devices are compatible, how they display webpages, security features, and the speed at which they perform. Discuss any expe- riences you or your class- mates have had with various

browsers. Include in your discussion which mobile browser you would recommend and why.

2. Acceptable Use Policy Most businesses provide Wi-Fi and Internet access, as well as compatible computers or devices, to employees while they are at work. While the intention is for employees to use the Internet for work-related purposes, employees often find it easy to become distracted with other activities on the Internet, such as social media, checking personal email messages, playing games, or visiting websites for entertainment. These activities can degrade Internet access for others or lead to poor performance, as

well as expose the company to malware or other risks. Many businesses create an acceptable use policy (AUP) that outlines how employees should use the Internet. It also may outline consequences for unauthorized Internet use.

Do This: Locate two AUPs published online. Compare the two policies and then create a policy you believe would be fair to employees of a small business. Include guidelines for Internet use during breaks, use of smartphones, and restrictions for using social media.

3. Case Study Amateur Sports League You are the new manager for a nonprofit amateur soccer league. The league needs a website. You prepare information about the website to present to the board of directors.

Do This: First, you plan the website byby determining its purpose and audience. Use a search engine to locate two sports league websites, and print their home pages. Identify what you like and do not like about each. Think about the design of your website, and select the colors you would recommend. Describe the types of media you would include on the webpage and give specific examples, such as a logo, photos or a slide show, or links to videos. Make a sketch of the home page layout, including navigation, media, and text. Research content management systems. Evalu- ate whether you could use a preformatted template to meet your needs, and find what types of customization options are available. Determine whether you need a separate ISP for hosting the website, and calculate the costs. List ways you will maintain and update the site content. Compile your findings.

Collaboration 4. Website Evaluation You and three teammates want to open a new chain of fast food sandwich shops. You envision

a website that includes a menu, nutritional options, and allergy information, and that has regular promotions and special offers.

Do This: With your teammates, evaluate existing fast food and sandwich websites by comparing the advantages and disadvantages of each. Assign each member the task of evaluating one chain. Team members should print the home page of the assigned website and evaluate each restaurants’ website. Pay particular attention to the following areas: (1) design, (2) ease of use, (3) menu, (4) nutritional information, (5) allergy information, (6) special offers, (7) location information and directions, and (8) hours and contact information. Summarize your evaluations and rank the websites in terms of their effectiveness. Be sure to include brief explanations supporting your rankings.

Source: Google, Inc.

While you may be familiar with some of the content in this module, do you know how to …

• Protect computers and devices from malware infections?

• Determine which mobile computer, desktop, or mobile device to purchase?

• Safely use an ATM?

• Rent a movie using a DVD kiosk?

• Help eliminate e-waste?

• Use a mobile device safely in a public area?

• Identify a DisplayPort or an HDMI port?

• Pair Bluetooth devices?

• Connect your phone to a Wi-Fi network to save data charges?

• Protect your hardware from theft, vandalism, and failure?

• Prevent technology-related tendonitis or CTS?

• Tell if you are addicted to technology?

• Manage power for your computers and mobile devices

In this module, you will discover how to perform these tasks along with much more information essential to this course.

People use or interact with a variety of computers or mobile devices every day.

COMPUTERS AND MOBILE DEVICES: Evaluating Options for Home and Work 3

“I use my laptop at home and school and an all-in-one at work. I send messages and access the Internet on my smartphone, take photos with my digital camera, and read books on my e-book reader. What more do I need to know about computers and mobile devices?”

108 Module 3 Computers and Mobile Devices

After completing this module, you will be able to: 1 Describe the characteristics and uses of laptops, tablets, desktops, and all-in-ones

2 Describe the characteristics and types of servers

3 Differentiate among POS terminals, ATMs, and self-service kiosks

4 Describe cloud computing and identify its uses

5 Describe the characteristics and uses of smartphones, digital cameras, portable and digital media players, e-book readers, and wearable devices

6 Describe the characteristics of and ways to interact with game devices, including gamepads, joysticks and wheels, dance pads, and motion-sensing controllers

7 Identify uses of embedded computers

8 Differentiate a port from a connector, identify various ports and connectors, and differentiate among Bluetooth, Wi-Fi, and NFC wireless device connections

9 Identify safeguards against hardware theft and vandalism and hardware failure

10 Discuss ways to prevent health-related injuries and disorders caused from technology use, and describe ways to design a workplace ergonomically

Computers and Mobile Devices

As Module 1 discussed, a computer is an electronic device, operating under the control of instructions stored in its own memory, that can accept data (input), process the data according to specified rules, produce information (output), and store the information for future use. A mobile device is a computing device small enough to hold in your hand. Types of computers and mobiles devices include laptops, tablets, and desktops; servers and terminals; smartphones, digital cam- eras, e-book readers, portable and digital media players, and wearable devices; game devices; and embedded computers. Figure 3-1 shows a variety of computers and mobile devices.

In addition to discussing features, functions, and purchasing guidelines of computers and mobile devices, this module also presents ways to connect peripheral devices, protect com- puters and mobile devices from theft and failure, and minimize your health risks while using computers and mobile devices.

Mobile Computers and Desktops

A mobile computer is a portable personal computer, such as a laptop or tablet, designed so that a user easily can carry it from place to place, whereas a desktop is designed to be in a station- ary location. A personal computer (PC) is a mobile computer or desktop that can perform all of its input, processing, output, and storage activities by itself and is intended to be used by one person at a time. Personal computers often are differentiated by the type of operating system they use, with Windows and Mac operating systems leading the market share. Companies such as Acer, Dell, Lenovo, HP (Hewlett-Packard), and Samsung sell personal computers that use the Windows operating system, and Apple sells personal computers that use the Mac operating system. Other operating systems for personal computers include Linux and Chrome OS.

Read Secure IT 3-1 for suggestions about how to avoid malware infections on your computers and mobile devices.

BTW Peripheral Devices A peripheral device is a peripheral device is a peripheral device device you connect to a computer or mobile device to expand its capabilities. Examples include a keyboard, mouse, microphone, monitor, printer, scanner, external hard drive, webcam, and speakers.

Objectives

BTW The term PC sometimes is used to describe a computer that runs a Windows operating system.

Evaluating Options for Home and Work Module 3 109

ComputersComputersComputersComputersComputersComputers and

Mobile DevicesDevicesDevicesDevices

Figure 3-1 Computers and mobile devices are available in a variety of shapes and sizes.Computers and mobile devices are available in a variety of shapes and sizes.Computers and mobile devices are available in a variety of shapes and sizes. © iStockPhoto / hocus-focus; © iStockPhoto / scanrail; © iStockPhoto / Chesky_W; © iStockPhoto / hocus-focus; © iStockPhoto / Gregory_DUBUS; © iStockPhoto / scanrail; Courtesy of Apple, Inc.; Courtesy of Samsung

110 Module 3 Computers and Mobile Devices

CONSIDER THIS

What is inside a personal computer? The electronic components and circuitry of a personal computer usually are part of or are connected to a motherboard (Figure 3-2). A motherboard, sometimes motherboard, sometimes motherboard called a system board, is the main circuit board of the personal computer. Many electronic components attach to the motherboard; others are built into it. Two main components on the motherboard are the processor and memory. Many motherboards also integrate sound, video, and networking capabilities. A processor, also called a processor, also called a processor CPU (central processing CPU (central processing CPU unit), is the electronic component that interprets and carries out the basic instructions that operate a computer. Memory consists of electronic components that store instructions waiting to be executed and data needed by those instructions.

Internet Research What is a computer chip?

Search for: computer chip

SECURE IT 3-1

Avoid Avoid A Malware Infections

Some websites contain tempting offers to download free games and music, install toolbars that offer convenience, enter con- tests, and receive coupons on your comput- ers or mobile devices. Danger, however, may lurk in those files, for they secretly could install malware with effects ranging from a mild annoyance to a severe problem such as identity theft. Recall that malware is malicious software that acts without your knowledge and deliberately alters opera- tions of your computer or mobile device. As a general rule, do not install or download unfamiliar software. Follow these guidelines to minimize the chance of your computer or mobile device becoming infected with malware:

• Social media: Malware authors often focus on social media, with the goal of stealing personal information, such as passwords, profiles, contact lists, and credit card account details. Their websites urge unsuspecting users to take surveys, tap or click links to obtain free merchandise and games, and download antivirus programs. Ignore these deceitful tactics.

• Email: Spam (unsolicited email messages) can be loaded with malware, but even email messages from friends can be a

culprit. If the message does not contain a subject line or contains links or an attach- ment, exercise caution. One option is to save the attachment to your computer so that antivirus software can scan the file for possible malware before you open it. Your best practice is to avoid opening suspicious messages at all costs.

• Flash memory storage: Colleagues and friends may hand you a USB flash drive or memory card with software, photos, and other files. Scan these media with security software before opening any files.

• Pop-up windows: At times, a window may open suddenly (called a pop-up window), with a warning that your computer is infected with a virus or that a security breach has occurred, and then make an urgent request to download free software to scan your computer or mobile device and correct the alleged problem. Beware. Many of these offers actually are rogue security software that will infect a computer.

• Websites: Websites you visit or pop-up windows may present instructions to download new software or update cur- rent programs installed on a computer or mobile device. If you are uncertain of their legitimacy, exit and research the software

by reading reviews online before you decide to install it.

• Software: Occasionally, some seemingly safe software attempts to install malware. Even worse, some software touted as offer- ing malware protection actually installs more malware. Always obtain software from repu- table sources and, if possible, update soft- ware directly from manufacturers’ websites. Consider using the custom installation option to ensure that only the desired software is installed. Read the permissions dialog boxes that are displayed on your screen before tapping or clicking the OK or Agree buttons. If you are uncertain about the messages you are viewing, cancel the installation.

• Smartphones: Malware creators are targeting smartphones, particularly those using the Android operating system. While an estimated 80 percent of all smart- phones are unprotected now, savvy users are obtaining protection from malware attacks. Read reviews before downloading antimalware apps from trusted sources.

Consider This: What online activities might cause malware to be installed on your computer? Which specific websites provide reputable antimalware apps for mobile devices? What new techniques will you use to avoid malware?

Figure 3-2 Shown here is a partial motherboard in a laptop. © rawgroup / Fotolia

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Evaluating Options for Home and Work Module 3 111

Laptops, Tablets, and Tablets, and T Other Mobile Computers A laptop, also called a notebook computer, is a thin, lightweight mobile computer with a screen

in its lid and a keyboard in its base (Figure 3-3). Designed to fit on your lap and for easy trans- port, most laptops weigh up to 7 pounds (varying by manufacturer and specifications) and can be as powerful as the average desktop.

Laptops have input devices, such as a keyboard, touchpad, and webcam; output devices, such as a screen and speakers; a storage device(s), such as a hard drive and maybe an optical disc drive; and usually built-in wireless communications capability. Some laptops have touch screens. Most can operate on batteries or a power supply or both. Read Ethics & Issues 3-1 to consider issues related to laptops and other devices with cameras.

ETHICS & ISSUES 3-1

What Punishment for Webcam Spying Is Appropriate? Microphones, digital cameras, and webcams have many practical and harmless uses. These technologies also can leave you open to spy- ing. For example, one school district used software, which was supposed to track the school-distributed laptops in case of theft, to take photos and screen captures of students. In another instance, a person noticed that when she gave a customer service rep access to her computer, he turned on her webcam without asking for her permission.

Cybercriminals can use spy tools that take photos, or record video or audio, without turning on a light or other notification that

indicates your camera or microphone is in use. The Flame virus is one way for spy tools to infect your computer. Security experts recommend using a sticker to cover your webcam, and inserting a dummy plug in the microphone port when you are not using it. These technologies also allow people to take photos or videos in a public setting and share them without your knowledge. A director at the American Civil Liberties Union stated that when you are in a public place, people have the right to photograph you. Privacy advocates criticize Google Street View, however, which takes images Street View, however, which takes images Street View captured using moving vehicles equipped with GPS and cameras and then creates a

panoramic view of an area, including people entering and exiting buildings or relaxing on a beach.

Many states’ laws do not cover these types of acts. Massachusetts, however, recently passed a law that made secretly taking photos or videos that focused on people’s private body parts a criminal offense. Lawmakers continue to debate and expand current laws, as well as pass new ones.

Consider This: Should webcam spying punishments be comparable to other types of spying? Why or why not? What kind of privacy should you expect when you are in a public place?

Ultrathin laptops weigh less than traditional laptops, usually have a longer battery life, and generally run the Windows operating system. In order to minimize their thickness, many ultrathin laptops have fewer ports than traditional laptops, do not include an optical disc drive, and often require the use of special dongles to attach cables that connect to external displays or a network. (Recall that a dongle is a small device that connects to a computer and enables additional functions when attached.)

BTW Ultrabooks An ultrathin laptop that uses a low-power Intel processor often is called an ultrabook.

Figure 3-3 Traditional laptops weigh more than ultrathin laptops. © Sergey Peterman / Shutterstock.com; © iStockphoto / Skip Odonnell; Microsoft; Apple, Inc.

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TabletsTabletsT Usually smaller than a laptop but larger than a phone, a tablet is a thin, lighter- weight mobile computer that has a touch screen.

Two popular form factors (shapes and sizes) of tablets are the slate and convertible (Figure 3-4). Resembling a letter-sized pad, a slate tablet is a type of tablet that does not contain a physical keyboard. A convertible tablet is a tablet that has a screen it its lid and a keyboard in its base, with the lid and base connected by a swivel-type hinge. You can use a convertible tablet like a traditional laptop, or you can rotate the display and fold it down over the keyboard so that it looks like a slate tablet. As with laptops, tablets run on batteries or a power supply or both; however, batteries in a tablet typically last longer than those in laptops.

Some tablets include a stylus, which looks like a small ink pen, that you can use instead of a fingertip to enter data, make selections, or draw on a touch screen. A stylus may include buttons you can press to simulate clicking a mouse. As an alternative to interacting with the touch screen, some users prefer to purchase a separate physical keyboard that attaches to or wirelessly communicates with the tablet (shown with the slate tablet in Figure 3-4).

Tablets are useful especially for taking notes in class, at meetings, at conferences, and in other forums where the standard laptop is not practical. Because slate tablets can have a more durable construction, they often are used in the medical field and other areas where exposure to germs, heat, humidity, dust, and other contaminants is greater.

BTW Pens Some tablet manufacturers refer to a stylus as a pen.

CONSIDER THIS

What is a phablet? Some manufacturers use the term, phablet, to refer to a device phablet, to refer to a device phablet that combines features of a smartphone with a tablet (Figure 3-5). These devices are larger than smartphones but smaller than full- sized tablets. The screen on a phablet usually measures five to seven inches diagonally. Some include a stylus.

Figure 3-5 A phablet combines features of a smartphone and a tablet. © iStockPhoto / Krystian Nawrocki

Handheld Computers A handheld computer is a computer small enough to fit in

one hand. Many handheld computers communicate wire- lessly with other devices or computers. Some handheld computers have miniature or specialized keyboards. Others have a touch screen and also include a stylus for input.

Many handheld computers are industry-specific and serve the needs of mobile employees, such as parcel delivery people or warehouse employees (Figure 3-6), whose jobs require them to move from place to place. Handheld computers often send data wirelessly to central office computers.

Figure 3-6 This handheld computer is a lightweight computer that enables warehouse employees to take inventory and check supplies. © iStockphoto / Ermin Gutenberger

Figure 3-4 Examples of slate and convertible tablets. Courtesy of Microsoft; © iStockPhoto / rasslava

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Evaluating Options for Home and Work Module 3 113

Mini Feature 3-1: Mobile Computer Buyer’s Guide If you need computing capability while traveling and during lectures or meetings, you may

find a laptop or tablet to be an appropriate choice. Read Mini Feature 3-1 for tips to consider when purchasing a mobile computer.

Mobile Computer Buyer’s Guide With the abundance of mobile computer manufacturers, research each before making a purchase. The following are purchasing considerations unique to mobile computers.

1. Determine which mobile computer form factor fits your needs. Consider a tablet or ultrathin laptop if you require a lightweight device and the most mobility. If you require additional ports or want the computer’s capabilities to be more comparable to a desktop, consider purchasing a traditional laptop.

2. Consider a mobile computer with a sufficiently large screen. Laptops and tablets are available with various screen sizes. For example, most traditional and ultrathin laptop screens range in size from 11 to 18 inches, while most tablet screens range in size from 7 to 12 inches.

3. Experiment with different keyboards and pointing devices. Mobile computers often vary in size, and for that reason have different keyboard layouts. Familiarize yourself with the keyboard layout of the computer you want to purchase, and make sure it is right for you. If you have large fingers, for example, you should not purchase a computer with a small, condensed keyboard. Laptops typically include a touchpad to control the pointer. Tablets have a touch screen and an on-screen keyboard.

4. Consider processor, memory, and storage upgrades at the time of purchase. As with a desktop, upgrading a mobile computer’s memory and internal storage may be less expensive at the time of initial purchase. Some internal storage is custom designed for mobile computer manufacturers, meaning an upgrade might not be available in the future.

5. The availability of built-in ports and slots is important. Determine which ports and slots (discussed later in this module) you require on the mobile computer. If you plan to transfer photos from a digital camera using a memory card, consider a mobile computer with a built-in card slot compatible with your digital camera’s memory card. If you plan to connect devices such as a printer or USB flash

drive to your mobile computer, consider purchasing one with a sufficient number of USB ports. In addi- tion, evaluate mobile computers with ports enabling you to connect an external monitor.

6. If you plan to use your mobile computer for a long time without access to an electrical outlet, or if the battery life for the mobile computer you want to purchase is not suf- ficient, consider purchasing a second battery. Some mobile computers, such as most tablets and ultrathin laptops, have built-in batteries that can be replaced only by a qualified technician. In that case, you might look into options for external battery packs or power sources.

7. Purchase a well-padded and well-designed carrying case that is comfortable and ergo- nomic. An amply padded carrying case will protect your mobile computer from the bumps it may receive while traveling. A well-designed carrying case will have room for accessories such as USB flash drives, pens, and paperwork. Although a mobile computer may be small enough to fit in a handbag, make sure that the bag has sufficient padding to protect the computer. Test the carrying case with the laptop inside to ensure it is comfortable and ergonomic.

8. If you plan to connect your mobile computer to a video projector, make sure the mobile computer is compatible with the video projector. You should check, for example, to be sure that your mobile computer will allow you to display an image on the screen and projection device at the same time. Also, ensure that the mobile computer has the ports required or that you have the necessary dongle and cables to connect to the video projector.

Consider This: Based on your current computing needs, should you purchase a traditional laptop, ultrathin laptop, or tablet? What are the specifications of the mobile computer you would purchase?

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114 Module 3 Computers and Mobile Devices

Desktops and All-in-Ones A desktop, or desktop computer, is a personal computer designed to be in a stationary

location, where all of its components fit on or under a desk or table (Figure 3-7). Components that typically occupy space outside of a desktop include peripheral devices such as a keyboard, mouse, and webcam (input devices); speakers and printer (output devices); external hard drive (storage device); and possibly a router and/or modem (communications devices). Depending on the form factor of the desktop, it may also require an external monitor.

Some people use the term, system unit, to refer to the case that contains and protects the motherboard, internal hard drive, memory, and other electronic components of the computer from damage. A desktop may have a system unit tower that is a separate device from a monitor. A tower, which is made of metal or plastic, is a frame that houses the system unit on a desktop. Towers are available in a variety of form factors. Although they can range in height from 12 inches to 30 inches or more, the trend is toward smaller desktop tower form factors. An all-in-one (AIO) or all-in-one desktop, by contrast, does not have a tower and instead houses the display, system unit, and possibly an optical drive, in the same case.

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Figure 3-7 The desktop with a tower shown in this figure is a Windows computer, and the all-in- one is a Mac computer. © George Dolgikh / Shutterstock. com; © iStockphoto / Skip Odonnell; © iStockphoto / Evgeny Kuklev; © Cengage Learning; Microsoft; Apple, Inc.

CONSIDER THIS

Who uses desktops? Home and business users who do not require the portability of a mobile computer may work with desktops for their everyday computing needs. Gaming enthusiasts often choose a gaming desktop, which offers high-quality gaming desktop, which offers high-quality gaming desktop audio, video, and graphics with optimal performance for sophisticated single-user and networked or Internet multiplayer games. Power users may work with a high-end desktop, sometimes called a workstation, that is designed to handle intense calculations and sophisticated graphics. For example, architects use powerful desktops to design buildings and homes, and graphic artists use them to create computer-animated special effects for full-length motion pictures and video games. Some users configure a desktop to function as a server on a network (servers are discussed later in this module).

BTW Monitor Speakers Many monitors have integrated speakers.

Internet Research Which movies use computer animation?

Search for: movies using computer animation

Evaluating Options for Home and Work Module 3 115

Mini Feature 3-2: Desktop Buyer’s Guide Desktops are a suitable option if you work mostly in one place and have plenty of space in a

work area. Read Mini Feature 3-2 for tips to consider when purchasing a desktop.

Desktop Buyer’s Guide Today, desktop manufacturers emphasize desktop style by offering bright colors, trendy displays, and theme-based towers so that the computer looks attractive if it is in an area of high visibility. If you have decided that a desktop is most suited to your technology needs, the next step is to determine specific software, hardware, peripheral devices, and services to purchase, as well as where to buy the computer. The following considerations will help you determine the appropriate desktop to purchase.

1. Determine the specific software to use on the desktop. Decide which software contains the features necessary for the tasks you want to per- form. Your hardware requirements depend on the minimum requirements of the software you plan to use on the desktop.

2. Know the system requirements of the operating system. Determine the operating system you want to use because this also dictates hardware requirements. If, however, you purchase a new desktop, chances are it will include the latest version of your preferred operating system (Windows, Mac OS, or Linux).

3. Look for bundled software. Purchasing software at the same time you purchase a desktop may be less expensive than purchasing the software at a later date.

4. Avoid purchasing the least powerful desk Avoid purchasing the least powerful desk A - top available. Technology changes rapidly, which means a desktop that seems powerful enough today may not serve your computing needs in the future. Purchasing a desktop with the most memory, largest hard drive capacity, and fastest processor you can afford will help delay obsolescence.

5. Consider upgrades to the keyboard, mouse, monitor, printer, microphone, and speakers. You use these peripheral devices to interact with the desktop, so make sure they meet your standards.

6. Consider a touch screen monitor. A touch screen monitor will enable you to interact with the latest operating systems and apps using touch input.

7. Evaluate all-in-ones, which may be less expensive than purchasing a tower and mon- itor separately. In addition, all-in-ones take up less space and often look more attractive than desktops with separate towers.

8. If you are buying a new desktop, you have several purchasing options: buy directly from a school bookstore, a local computer dealer, or a large retail store, or order from a vendor by mail, phone, or the web. Each purchasing option has its advantages. Explore each option to find the best combination of price and service.

9. Be aware of additional costs. Along with the desktop itself, you also may need to make extra purchases. For example, you might purchase com- puter furniture, an uninterruptable power supply (UPS) or surge protector (discussed later in the module), an external hard drive, a printer, a router, or a USB flash drive.

10. If you use your computer for business or require fast resolution of major computer problems, consider purchasing an extended warranty or a service plan through a local dealer or third-party company. Most extended warranties cover the repair and replacement of computer components beyond the standard warranty.

Consider This: Shop around for a desktop that meets your current needs. Which desktop would you purchase? Why?

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116 Module 3 Computers and Mobile Devices

Servers

A server is a computer dedicated to providing one or more services to other computers or devices on a network. Services provided by serv- ers include storing content and controlling access to hardware, software, and other resources on a network. In many cases, a server accesses data, information, and programs on another server. In other cases, personal computers, devices, or ter- minals (discussed in the nextnext section) access data, information, and programs on a server. Servers can support from two to several thousand con- nected computers or devices at the same time.

Some servers, called dedicated servers, perform a specific service and can be placed with other dedicated servers to perform mul- tiple services (Table 3-1). Each type of dedicated server uses software designed specifically to manage its service. Dedicated servers typically require a faster processor, more memory, and additional storage.

Servers typically include a processor, memory, storage, and networknetwork connections. Depending on its function, a server may or may not require a monitor or an input device. Some servers are controlled from remote computers. Form factors for servers include rack server, blade server, and tower server, which are shown in Figure 3-8 and briefly described below.

CONSIDER THIS

Which server should you use? Home or small business users and organizations with ample floor space often choose tower servers. (Some home users even use a desktop tower or powerful laptop to act as a home server.) Data centers and other organizations looking to conserve floor space often choose rack servers or blade servers. Organizations that require a large quantity of servers usually opt for blade servers.Figure 3-8 Shown here are a rack server, blade server, and tower server.

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Table 3-1 Dedicated Servers

Type Main Service Provided

Application server Stores and runs apps

Backup server Backs up and restores files, folders, and media

Database server Stores and provides access to a database

Domain name server Stores domain names and their corresponding IP addresses

File server (or storage server)server)server

Stores and manages files

FTP server Stores files for user upload or download via FTP

Game server Provides a central location for online gaming

Home server Provides storage, Internet connections, or other services to computers and devices in a household

List server Stores and manages email lists

Mail server Stores and delivers email messages

Network server Manages network traffic

Print server Manages printers and documents being printed

Web server Stores and delivers requested webpages to a computer via a browser

• A rack server, sometimes called a rack-mounted server, is a server that is housed in a slot (bay) on a metal frame (rack). A rack can contain multiple servers, each in a different bay. The rack is fastened in place to a flat surface.

• A blade server is a server in the form of a single circuit board, or blade. The individual blades insert in a blade server chassis that can hold many blades. Like a rack server, the chassis is fastened in place to a flat surface.

• A tower server is a server built into an upright cabinet (tower) that stands alone. The tower can be similar in size and shape to a desktop tower or larger.

Evaluating Options for Home and Work Module 3 117

Some organizations use virtualization to improve utilization of technology. Virtualization is the practice of sharing or pooling computing resources, such as servers and storage devices. Server virtualization uses software to enable a physical server to emulate the hardware and computing capabilities of one or more servers, known as virtual servers. Users can use software to configure the storage, processing power, memory, operating system, and other characteristics of virtual servers. From the end user’s point of view, a virtual server behaves just like a physical server. The advantages are that a virtual server can be created and configured quickly, does not require a new physical server, and is easier to manage. Cloud computing, discussed later in this module, uses server virtualization.

Major corporations use server farms, mainframes, or other types of servers for business activities to process everyday transactions (Figure 3-9). A server farm is a network of several serv- ers together in a single location. Server farms make it possible to combine the power of multiple servers. A mainframe is a large, expensive, powerful server that can handle hundreds or thousands of connected users simultaneously. Enterprises use server farms, mainframes, or other large servers to bill millions of customers, prepare payroll for thousands of employees, and manage millions of items in inventory.

Figure 3-9 Server farms and mainframes can handle thousands of connected computers and process millions of instructions per second. © Sashkin / Shutterstock.com

Terminals

A terminal is a computer, usually with limited processing power, that enables users to send data to and/or receive information from a server, or host computer. The host computer processes the data and then, if necessary, sends information (output) back to the terminal. Terminals may include a monitor and/or touch screen, keyboard, and memory.

A thin client is a terminal that looks like a desktop but has limited capabilities and components. Because thin clients typically do not contain a hard drive, they run programs and access data on a network or the Internet. Public locations, such as libraries and schools, and enterprises some- times use thin clients because they cost less, are easier to maintain, last longer, use less power, and are less susceptible to malware attacks than desktops.

118 Module 3 Computers and Mobile Devices

Special-purpose terminals perform specific tasks and contain features uniquely designed for use in a particular industry. Three widely used special-purpose terminals are point-of-sale (POS) terminals, ATMs, and self-service kiosks.

Point-of-Sale TerminalsTerminalsT The location in a retail or grocery store where a consumer pays for goods or services is the

point of sale (POS). Most retail stores use a POS terminal to record purchases, process credit or debit cards, and update inventory.

In a grocery store, the POS terminal is a combination of an electronic cash register, bar code reader, and printer (Figure 3-10). A bar code reader is an input device that uses laser beams to read bar codes on products. When the checkout clerk or customer scans the bar code on the gro- cery item, the computer uses the manufacturer name and item numbers to look up the price of the item and the complete product name. Then, the price of the item shows on the display device, the name of the item and its price print on a receipt, and the item being sold is recorded so that the inventory can be updated. Thus, the output from a POS terminal serves as input to other computers to maintain sales records, update inventory, verify credit, and perform other activi- ties associated with the sales transactions that are critical to running the business. Some POS ter- minals are Internet capable, which allows updates to inventory at geographically separate locations.

Many POS terminals handle credit card or debit card payments. After swiping your card through

the reader, the POS terminal connects to a system that authenticates the purchase. Once the transaction is approved, the terminal prints a receipt for the customer.

ATMs An ATM (automated teller machine) is a self-service banking terminal that connects to a

host computer through a network (Figure 3-11). Banks place ATMs in public locations, includ- ing grocery stores, convenience stores, retail outlets, shopping malls, sports and concert venues, and gas sta- tions, so that customers can access their bank accounts conveniently.

Using an ATM, people withdraw and deposit money, transfer funds, or inquire about an account balance. Some ATMs have a touch screen; others have special buttons or keypads for entering data. To access a bank account, you insert a plastic bank card in the ATM’s card reader. The ATM asks you to enter a numeric password, called a PIN (personal identification number), which verifies that you are the holder of the bank card. When your transaction is complete, the ATM prints a receipt for your records. Read Secure IT 3-2 for ATM safety tips.

Figure 3-10 Many grocery stores offer self-service checkouts, where consumers use POS terminals to scan purchases, scan their store or saver card and coupons, and then pay for the goods. © Valentyna Chukhlyebova / Shutterstock; © iStockPhoto / 00one

Figure 3-11 An ATM is a self-service banking terminal that allows customers to access their bank accounts. © bankerwin / Fotolia

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Evaluating Options for Home and Work Module 3 119

SECURE IT 3-2

ATM Safety

Visiting an ATM to withdraw or deposit money is convenient, but it also is ripe with potential for criminal activity. Avoid being a victim by exercising common sense and following these guidelines.

• Location: Choose an ATM in a well-lit public area away from bushes and dividers and near the entrance of a building. If using a drive-up ATM, keep the engine running and doors locked, roll windows up while waiting for the ATM to process your request, and leave adequate room to maneuver between your vehicle and the one in the lane in front of you. Observe your surroundings and be suspicious of people sitting in vehicles or loitering nearby.

• ATM card and PIN: Handle the ATM card like cash by keeping it in a safe location and storing it in a protective sleeve. Do not write the PIN on the back of the card or store it in a text file on your smartphone; instead, memorize the numbers. (For information about password manager apps, read Secure IT 5-3 in Module 5.) Report a lost or stolen card immediately.

• Transaction:Transaction:T Minimize time by having the ATM card ready as you approach the machine. Do not allow people to watch

your activity. Cover the keypad or screen with one hand as you enter the PIN, and use your body to block as much of the area as possible. If the ATM screen appears different, behaves unusually, or offers options with which you are unfamiliar or uncomfortable, cancel the transaction and leave the area.

• Be suspicious of skimmers: Thieves can capture a credit card number and PIN by placing a skimmer on an ATM (shown in skimmer on an ATM (shown in skimmer the figure) or on other self-service stations, such as gas pumps, where users swipe their credit cards for payment. Sophisti- cated skimmers are Bluetooth enabled or are entire panels placed directly on top of the ATM faces and are virtually undetect- able. Less-technical devices are false card readers secured to the card slot with double-sided tape and a hidden camera or an overlay on the keypad. Many ATMs have security stickers informing customers to notify attendants if the seal is broken.

• Valuables:Valuables:V Expensive clothes and jewelry can be incentives to potential assailants. Dress modestly and leave jewels at home.

• Exiting: Do not count cash in public; immediately put it in your pocket or fold it in your hand. If you receive a receipt, take

it with you and do not discard it in a trash can near the area. As you leave, be certain you are not being followed. If you suspect someone is tracking you, immediately walk to a populated area or business, or drive to a police or fire station.

• Statements: Review your balances and bank statements frequently. Be certain all deposits and withdrawals are listed, and look for unusual or unfamiliar activity.

Consider This: Which of these tips do you follow, and how will you change your behavior the next time you visit an ATM or other self-service stations? Which ATMs in your neighborhood appear to be in safe locations?

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Self-Service Kiosks A self-service kiosk is a freestanding terminal that usually has a touch screen for user

interaction. Table 3-2 identifies several widely used self-service kiosks. Because users interact with self-service kiosks independently, without a salesperson nearby, it is important the kiosk is simple and easy to use. In many cases, a web app or mobile app can extend or enhance the capability of the kiosk. For example, you can reserve an item via the app on a computer or mobile device and then use the kiosk to finalize the transaction.

Table 3-2 Self-Service Kiosks

Type Typical Services Provided

Financial kiosk Pay bills, add minutes to phone plans, add money to prepaid cards, and perform other financial activities.

Photo kiosk Print photos from digital images. Some allow editing of digital photos. Users may print directly at the kiosk or may send an order to a photo lab to be printed.

Ticket kiosk Print tickets. Located in airports, amusement parks, movie theaters, rental companies, and train stations.

Vending kiosk Dispense item after payment is received. Examples include DVD rentals and license plate renewals.

Visitor kiosk Manage and track visitors upon check-in. Located in businesses, schools, hospitals, and other areas where access is controlled or registration is required.

Internet Research What is a mobile boarding pass?

Search for: mobile boarding pass

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120 Module 3 Computers and Mobile Devices

A DVD kiosk, for example, is a self-service DVD rental machine that connects to a host computer through a network (Figure 3-12). DVD kiosks are associated with a particular vendor. To rent a movie online, for example, a customer establishes an account or connects to an existing account on the vendor’s website, selects the desired movie, and then chooses a nearby DVD kiosk where the movie will be picked up. Customers also usually can select mov- ies directly at the DVD kiosk via a touch screen or some other input device on the kiosk. After present- ing identifying information and swiping a credit card through the reader, the DVD kiosk dispenses the rented movie to the customer. The customer returns it to any of the vendor’s nationwide DVD kiosks, at which time the customer’s account is charged a fee based on the time elapsed.

Supercomputers

A supercomputer is the fastest, most powerful computer — and the most expensive (Figure 3-13). Supercomputers are capable of processing many trillions of instructions in a single second.With weights that exceed 100 tons, these computers can store more than 20,000 times the data and information of an average desktop.

Applications requiring complex, sophisticated mathematical calculations use supercomputers. For example, large-scale simulations and applications in medicine, aerospace, automotive design, online banking, weather forecasting, nuclear energy research, and petroleum exploration use a supercomputer.

Figure 3-12 A DVD kiosk is a self-service DVD rental terminal. Courtesy of Redbox

Figure 3-13 Supercomputers can process more than one quadrillion instructions in a single second. Los Alamos National Laboratory

Internet Research How is the fastest supercomputer used?

Search for: fastest supercomputer

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Evaluating Options for Home and Work Module 3 121

Cloud Computing

Cloud computing refers to an environment that provides resources and services accessed via the Internet (Figure 3-14). Resources include email messages, schedules, music, photos, videos, games, websites, programs, web apps, servers, storage, and more. Services include accessing soft- ware, storing files online, and configuring an environment of servers for optimal performance. That is, instead of accessing these resources and services locally, you access them on the cloud. For example, you use cloud computing capabilities when you store or access documents, photos, videos, and other media online; use programs and apps online (i.e., email, productivity, games, etc.); and share ideas, opinions, and content with others online (i.e., online social networks).

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Computers and Mobile Devices, Mobile Computers and Desktops, Servers, Terminals, and Supercomputers, as it relates to the module objectives. Now you should know . . .

• What you should consider when purchasing a desktop or mobile computer (Objective 1)

• When you would use specific types of servers (Objective 2)

• How you use a POS terminal, ATM, and self-service kiosk (Objective 3)

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Figure 3-14 Users access resources on the cloud through their Internet connections.Users access resources on the cloud through their Internet connections. © iStockphoto / Petar Chernaev; © iStockphoto / cotesebastien; © Cengage Learning; © iStockphoto / Jill Fromer; © Cengage Learning; © iStockphoto / 123 render; © Cengage Learning; © Pablo Eder / Shutterstock.com; © Peter Gudella / Shutterstock.com; © Mr.Reborn55 / Shutterstock.com; Courtesy of LG Electronics USA Inc.; © Cengage Learning

BTW The Cloud The cloud-shaped symbol, which today universally represents cloud computing, stems from early diagrams that visually portrayed the Internet as a cloud, intangible and widespread.widespread.

122 Module 3 Computers and Mobile Devices

Businesses use cloud computing to more efficiently manage resources, such as servers and programs, by shifting usage and consumption of these resources from a local environment to the Internet. For example, an employee working during the day in California could use computing resources located in an office in Paris that is closed for the evening.When the company uses the computing resources, it pays a fee that is based on the amount of computing time and other resources it consumes, much in the way that consumers pay utility companies for the amount of electricity used.

Cloud computing allows a company to diversify its network and server infrastructure. Some cloud computing services automatically add more network and server capacity to a company’s website as demand for services of the website increases. The network and server capacity may be duplicated around the world so that, for example, an outage of a single server does not affect the company’s operations.

CONSIDER THIS

Are all cloud services available to everyone? Some cloud services are public and others are private. A public cloud is made available free or for a fee to the general public or a large group, usually by a cloud service provider. A private cloud is dedicated to a single organization. Some cloud services are hybrid, combining two or more cloud types.

Mobile Devices

A mobile device is a computing device small enough to hold in your hand. Because of their reduced size, the screens on mobile devices are small — often between 3 and 5 inches. Popular types of mobile devices are smartphones, digital cameras, portable and digital media players, e-book readers, and wearable devices. Read Ethics & Issues 3-2 to consider issues related to recycling computers and mobile devices.

Internet Research How secure is the cloud?

Search for: cloud privacy issues

ETHICS & ISSUES 3-2

Should Recycling of Electronics Be Made Easier? As technology advances and prices fall, many people think of computers and mobile devices as disposable. Worldwide, consum- ers generate an estimated 20 to 50 mil- lion tons of e-waste annually. (Recall that e-waste consists of discarded computers and mobile devices.) E-waste releases lead, mercury, barium, and other elements into soil and water.

Electronics recycling is known as eCycling. Only about 12 percent of e-waste is eCycled. Electronics recycling can take several forms: reusing parts; creating new products from old products; or melting down or reducing parts to basic elements or materials.

Many not-for-profit organizations, retail websites, mobile service providers, and big box retailers offer reselling and eCycling options. Several electronics companies allow you to trade your device for a gift certificate. The Sustainable Materials Management (SMM) Electronics Challenge promotes eCycling by certifying recycling businesses that meet or pass qualification guidelines. Other companies focus exclusively on eCycling. One business has developed automated kiosks that tell you what your device is worth, connect you to a buyer, take your device, and dispense cash back on the spot. The U.S. Environmental Protection Agency (EPA) lists eCycling, reselling, and donation resources on its website.

A large amount of e-waste pollutes developing countries that may accept the materials for profit. A proposed federal bill, supported by many electronics manufacturers and resellers, makes it illegal for companies to export e-waste to developing countries. Currently, several states have laws that mandate eCycling.

Consider This: Should the government, manufacturers, or users be responsible for recycling of obsolete equipment? Why? What impact does exporting toxic waste have on developing nations? Should the state or federal government mandate an eCycling program for electronics? Why or why not?

Evaluating Options for Home and Work Module 3 123

Smartphones A smartphone is an Internet-capable phone that usually also includes a calendar, an address

book, a calculator, a notepad, games, browser, and numerous other apps. In addition to basic phone capabilities, many smartphones include these features:

• Send and receive email messages and access the web — via Wi-Fi or a mobile data plan • Communicate wirelessly with other devices or computers • Function as a portable media player • Include a built-in digital camera • Talk directly into the smartphone’s microphone or into a Bluetooth headset that wirelessly

communicates with the phone • Conduct live video calls, where the parties can see each other as they speak • Receive GPS signals to determine a user’s current location • Synchronize data and information with a computer or another mobile device • Support voice control so that you can speak instructions to the phone and it speaks responses

back to you • Connect to external devices wirelessly, such as via BlueTooth • Serve as a wireless access point

Many smartphones have touch screens. Instead of or in addition to an on-screen keyboard, some have a built-in mini keyboard on the front of the phone or a keyboard that slides in and out from behind the phone. Others have keypads that contain both numbers and letters. Some also include a stylus.

CONSIDER THIS

How do you type text messages on a phone that has only a numeric keypad and no touch screen? Each key on the keypad represents multiple characters, which are identified on the key. For example, the 2 key on the phone’s keypad displays the letters a, b, and c on the key’s face. On many phones, you cycle through the number, letters, and other symbols associated with a particular key by pressing a key on the keypad multiple times. To type the word, hi, for instance, you would press the 4 key (labeled with the letters g, h, and i) twice to display the letter h, pause momentarily to advance the cursor, and then press the 4 key three times to display the letter i.

A variety of options are available for typing on a smartphone (Figure 3-15). Many can display an on-screen keyboard, where you press keys on the screen using your fingertip or a stylus. Some phones support a swipe keyboard app, on which users enter words by tracing a path on an on-screen keyboard with their fingertip or stylus from one letter to the next in a continuous motion.With other phones, you press letters on the phone’s keyboard or keypad. Some phones use predictive text, where you press one key on the keyboard or keypad for each letter in a word, and software on the phone predicts the word you want. Swipe keyboard apps and predictive text save users time when entering text on the phone.

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Figure 3-15 A variety of options for typing on a smartphone. © iStockphoto / TommL; Courtesy of Nuance; © FreezeFrameStudio / Photos.com; © iStockphoto / webphotographeer; Courtesy of Jorno; © Italianestro / dreamstime .com; © iStockPhoto / Giorgio Magini; © Oleksiy Mark / Fotolia; Courtesy of Blackberry

124 Module 3 Computers and Mobile Devices

Instead of typing on a phone’s keyboard or keypad, users can enter text via a portable keyboard, which is a full-sized keyboard that communicates with a smartphone via a dock, cables, or wirelessly. Some portable keyboards physically attach to and remove from the device; others are wireless. Another option is a virtual keyboard that projects an image of a keyboard on a flat surface. Finally, some phones work with apps that convert your spoken word to text.

Messaging Services With messaging services, users can send and receive messages to and from smartphones, mobile phones, handheld game devices, other mobile devices, and comput- ers. The type of messages you send depends primarily on the services offered by the mobile service provider that works with the phone or other mobile device you select. Many users have unlimited wireless messaging plans, while others pay a fee per message sent or received. Messaging services include text and picture/video.

With text messaging service, or SMS (short message service(short message service( ), users can send and receive short text messages, typically fewer than 300 characters, on a phone or other mobile device or computer. Text message services typically provide users with several options for sending and receiving messages, including:

• Mobile to mobile: Send a message from your mobile device to another mobile device. • Mobile to email: Send a message from your mobile device to any email address. • Mobile to provider: Send a message by entering a common short code (CSC),CSC),CSC which is a

four- or five-digit number assigned to a specific content or mobile service provider, sometimes followed by the message, for example, to a vote for a television program contestant or donate to a charity.

• Web to mobile: Send a message from a website to a mobile device or notification from a website to a mobile device with messages of breaking news and other updates, such as sports scores, stock prices, weather forecasts, incoming email messages, game notifications, and more.

CONSIDER THIS

What is the difference between push and pull notifications? A push notification, sometimes called a server push, is a message that initiates from the sending location (such as a server) without a request from the receiver. With a pull notification, by contrast, receiver requests information from the sending location.

CONSIDER THIS

Do you need a messaging service to send a text or picture/video message? Instead of using a messaging plan from your mobile service provider, you can use a mobile messaging app to send and receive text, picture, and other message from users. Many messaging apps also provide group chat capabilities. Most messaging apps can be downloaded to your mobile device at no cost.

With picture messaging service, users can send photos and audio files, as well as short text messages, to a phone or other mobile device or computer.With video messaging services, users can send short video clips, usually about 30 seconds in length, in addition to all picture messaging ser- vices. Smartphones and other mobile devices with picture/video messaging services, also called MMS (multimedia message service(multimedia message service( ), typically have a digital camera built into the device. Users who expect to receive numerous picture/video messages should verify the phone has sufficient memory. Picture/ video message services typically provide users these options for sending and receiving messages:

• Mobile to mobile: Send the picture/video from your mobile device to another mobile device. • Mobile to email: Send the picture/video from your mobile device to any email address.

If you send a picture message to a phone that does not have picture/video messaging capability, the phone usually displays a text message directing the user to a webpage that con- tains the picture/video message. Some online social networks allow you to send a picture/video message directly to your online profile.

Internet Research What messaging apps are recommended?

Search for: best messaging apps

Evaluating Options for Home and Work Module 3 125

Voice mail, which functions much like an answering machine, allows someone to leave a voice message for one or more people. Unlike answering machines, however, a computer in the voice mail system converts an analog voice message into digital form. Once digitized, the message is stored in a voice mailbox. A voice mailbox is a storage location on a hard drive in the voice mail system. To help users manage voice mail messages, some systems offer visual voice mail. With visual voice mail, users can view message details, such as the length of calls and, in some cases, read message contents instead of listening to them. Some voice mail systems can convert a voice mail message to a text message for display on a computer or mobile device, such as a smart- phone, which you then can manage like any other text message.

Messaging services and voice mail systems also may be able to send messages to groups of phone numbers or email addresses. Read Secure IT 3-3 for tips about safely using smartphones and other mobile devices in public.

SECURE IT 3-3

Safe Mobile Device Use in Public Areas

Sending a text message, updating a Facebook status, posting a Tweet, selecting a new playlist, and checking email mes- sages are tasks you may perform using a mobile device many times each day. They all require some concentration as you focus on the device, usually while looking down- ward, and they distract you from events occurring around you. Using technology responsibly and safely can prevent theft and injuries.

One common method of thwarting a smartphone thief is to avoid using the phone to check the time. Potential thieves randomly ask people for the correct time. If a person stops and takes a phone out of a pocket or purse, the thief glances at the make and model and decides if it is worth snatching.

Bus stops and train stations are common places for mobile device theft. People in these locations tend to use their smartphones to check schedules, send text messages, and make phone calls. Headphones and earbuds are giveaways that you are using a mobile device and may not be focused on your surroundings. Recent studies show that more than 100 mobile phones are stolen every minute in the United States. Thieves are likely to snatch the devices while the doors are closing just before the train or bus departs from a station so that the victim is unable to pursue the thief. To decrease the chance of theft or pickpocketing, keep your mobile device(s) in a front pocket or in a zippered backpack. Keep your head up and stay aware of your surroundings. If possible, when in public, avoid using accessories that

indicate the type of device to which they are connected.

Cognitive psychologists have studied the effects of inattentional blindness, which occurs when a person’s attention is diverted while performing a natural activity, such as walking. The researchers have determined that diverted attention is particularly pronounced when people are talking on a mobile phone and, to a lesser extent, using a portable media player. Emergency room reports indicate that distracted walking accidents are on the rise, especially when people trip over cracks in sidewalks or run into fixed objects, such as parked cars and telephone poles.

Consider This: Do you know anyone who has had a mobile device stolen? If so, how did the theft occur? Have you ever experienced inattentional blindness or distracted walking?

Digital Cameras A digital camera is a mobile device that allows users to take photos and store the

photographed images digitally. A smart digital camera also can communicate wirelessly with other devices and can include apps similar to those on a smartphone. Mobile computers and devices, such as smartphones and tablets, often include at least one integrated digital camera.

BTW Analog vs. Digital Human speech is analog because it uses continuous (wave form) signals that vary in strength and quality. Most computers and electronic devices are digital, which use only two discrete states: on and off.

CONSIDER THIS

Do you need a digital camera if you have a camera built into your mobile phone? If you use a camera only for posts on social media sites, then you may choose to use your mobile phone’s built-in camera. If, however, you want increased zoom capabilities, more powerful flash, image stabilization, manual control of settings, and to reduce the drain on your phone’s battery, then you may want to opt for a separate digital camera.

126 Module 3 Computers and Mobile Devices

Most point-and-shoot cameras include zoom and autofocus capability, use a built-in flash, store images on memory cards, and enable you to view and sometimes edit images directly on the camera. Many can take video in addition to still photos. Some are equipped with GPS, giving them the capability to record the exact location where a photo was taken and then store these details with the photo. Others are waterproof. Figure 3-17 illustrates how a point- and-shoot digital camera might work.

Figure 3-16 SLR digital cameras have lenses and other attachments, whereas the lenses on point-and-shoot cameras are built into the device. Many smartphones also have built-in digital cameras. © iStockphoto / andrew-thief; © Pawel Gaul / Photos.com; © iStockphoto / Stephen Krow; Courtesy of Samsung

Step 1 Point to the image to photograph and take the photo. Light passes into the lens of the camera.

Step 2 The image is focused on a chip called The image is focused on a chip called a charge-coupled device (CCD).

Step 4 The analog signal is converted to a digital signal by an analog-to-digital converter (ADC).

Step 5 A processor in the camera adjusts the quality of the image and usually stores the and usually stores the digital photo on media digital photo on media inserted in the camera.inserted in the camera.

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Figure 3-17 This figure shows how a point-and- shoot digital camera might work. © iStockphoto / David Birkbeck; © iStockphoto / David Birkbeck; © Johan Larson / Shutterstock.com; Courtesy of Kingston Technology Company, Inc

Internet Research What is an SD card?

Search for: sd card information

In addition to cameras built into phones and other devices, types of digital cameras include point-and-shoot cameras and SLR cameras (Figure 3-16). A point-and-shoot camera is an afford- able and lightweight digital camera with lenses built into it and a screen that displays an approximation of the image to be photographed. Point-and-shoot cameras, which range in size and features, provide acceptable quality photographic images for the home or small office user. An SLR camera (single-lens reflex camera), by contrast, is a high-end digital camera that has interchangeable lenses and uses a mirror to display on its screen an exact replica of the image to be photographed. SLR cameras are much heavier and larger than point-and-shoot cameras. They also can be quite expensive, with a variety of available lens sizes and other attachments.

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Evaluating Options for Home and Work Module 3 127

Smart digital cameras include all the features of point-and-shoot cameras and also enable you to connect wirelessly via Wi-Fi. Using the wireless capability, you instantly can save captured photos or videos on a networked computer or the cloud, share them on your online social net- work, upload them to a video sharing site, send them via email, and more.With a smart digital camera, you typically can download apps (just like on a smartphone) from an app store.

Digital cameras store captured images on storage media in the camera or on some type of memory card. Although most cameras enable you to review, edit, print, and share photos directly from the camera, some users prefer to transfer photos from a digital camera or the memory card to a computer’s hard drive to perform these tasks.

Photo Quality Resolution affects the quality of digital camera photos. Resolution is the number of horizontal and vertical pixels in a display. A pixel (short for picture element) is the smallest element in an electronic image (Figure 3-18). Digital camera resolution typi- cally is stated in megapixels (MP(MP( ),MP),MP or millions of pixels. For example, a 16 MP resolution means 16 million pixels.The greater the number of pixels the camera uses to capture a picture, the better the quality of the picture but the larger the file size and the more expensive the camera.Most digital cameras provide a means to adjust the resolu- tion. At a lower resolution, you can capture and store more images in the camera.

The actual photographed resolution is known as the optical resolution. Some manufacturers state enhanced resolution, instead of, or in addition to, optical resolution. The enhanced resolution usually is higher because it uses a special formula to add pixels between those generated by the optical resolution. Be aware that some manufacturers compute a digital camera’s megapixels from the enhanced resolution, instead of optical resolution.

Portable and Digital Media Players A portable media player is a mobile device on which you can store, organize, and play or

view digital media (Figure 3-19). Smartphones and other mobile devices often can function as a portable media player. Portable media players enable you to listen to music; view photos; watch videos, movies, and television shows; and even record audio and video. Some include a digital camera and also offer a calendar, address book, games, and other apps. Others communicate wirelessly with other devices or computers and enable you to synchronize your digital media with a computer, another mobile device, or cloud storage.

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Figure 3-19 Some portable media players have touch screens; others have touch-sensitive pads or buttons that enable you to access your media library. © iStockphoto / Stephen Krow; © iStockphoto / rzelich; © iStockphoto / AleksVF

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128 Module 3 Computers and Mobile Devices

Portable media players usually require a set of earbuds, which are small speakers that rest inside each ear canal. Available in a variety of sizes and colors, some portable media player mod- els have a touch screen. Others have a touch-sensitive pad, which is an input device that contains buttons and/or wheels you operate with a thumb or finger. Using the touch-sensitive pad, you can scroll through and play music; view pictures; watch videos or movies; navigate through song, picture, or movie lists; display a menu; adjust volume; customize settings; and perform other actions. Some portable media players have only button controls.

Portable media players are a mobile type of digital media player. A digital media player or streaming media player is a device, typically used in a home, that streams digital media from a computer or network to a television, projector, or some other entertainment device (Figure 3-20). Some can stream from the Internet, enabling users to access video on websites. Some users opt for a digital media player instead of subscribing to cable or satellite subscription services to watch television programs.

Your collection of stored digital media is called a media library. Portable media players and some digital media players house your media library on a storage device in the player and/or on some type of memory card.With most, you transfer the digital media from a computer or the Internet, if the device is Internet capable, to the player’s media library. Read How To 2-3 in Module 2 for instructions about how to download digital media from online services.

Mini Feature 3-3: Mobile Device Buyer’s Guide When purchasing a smartphone, digital camera, or portable or digital media player, you

should consider several factors. Read Mini Feature 3-3 for tips to consider when purchasing these mobile devices.

BTW EarPods Apple uses the term, EarPods, to refer to earbuds they designed to match the shape of the human ear.

Figure 3-20 A digital media player streams media to a home entertainment device. Courtesy of Apple, Inc.

Mobile Device Buyer’s Guide Mobile devices such as smartphones, digital cameras, and portable and digital media players are extremely popular. Research the manufacturers and then consider the fol- lowing guidelines before purchasing a mobile device.

Smartphone Purchase Guidelines

1. Choose a mobile service provider and plan that satisfies your needs and budget. Choose a sufficient voice, text, and data plan that is appropriate.

2. Decide on the size, style, and weight of the smartphone that will work best for you.

3. Determine whether you prefer an on-screen keyboard, keypad, or mini keyboard.

4. Select a smartphone that is compatible with the program you want to use for synchronizing your email messages, contacts, calendar, and other data.

5. Choose a smartphone with sufficient battery life that meets your lifestyle.

6. Make sure your smartphone has enough memory and storage for contacts, email messages, photos, videos, and apps.

7. Consider purchasing accessories such as extra batteries, earbuds, screen protectors, and carrying cases.

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Evaluating Options for Home and Work Module 3 129

E-Book Readers An e-book reader (short for electronic book reader), or e-reader, is a mobile device that is

used primarily for reading e-books and other digital publications (Figure 3-21). An e-book, or digital book, is an electronic version of a printed book, read- able on computers and other mobile devices. Digital publi- cations include books, newspapers, and magazines. Mobile computers and devices that display text also can function as e-book readers.

E-book readers usually are smaller than tablets but larger than smartphones. Most e-book reader models can store thou- sands of books, have a touch screen, and are Internet capable with built-in wireless technology. You use an on-screen key- board to navigate, search, make selections, take notes, and highlight. Some have a text-to-speech feature, where the device speaks the contents of the printed page. E-book readers are available with an electronic paper black-and-white screen or with a color screen. Most have settings to adjust text size and

Digital Camera Purchase Guidelines

1. Determine the type of digital camera that meets your needs, such as a point-and-shoot camera or SLR camera.

2. Choose a camera with an appropriate resolution. 3. Evaluate memory cards, because different cameras

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4. Consider a camera with built-in photo editing features. 5. Make sure that you can see the screen easily. 6. If the photos you plan to take will require you to

zoom, choose a camera with an appropriate optical zoom.

7. Purchase accessories such as extra batteries and battery chargers, extra memory cards, lenses, and carrying cases.

Portable or Digital Media Player Purchase Guidelines

1. Choose a device with sufficient storage capacity for your media library and apps.

2. Consider how the portable or digital media player will connect to the Internet. Some devices connect using a wired and/or wireless connection. Choose a player that is compatible with the type of connection you can provide.

3. Read reviews about sound quality. If you are purchasing a portable device, consider higher-quality earbuds, headphones, or external speakers.

4. Select a player that is compatible with other devices you already own.

5. Consider additional memory cards to increase the storage capacity of your portable or digital media player.

6. Consider the accessories. If your portable or digital media player connects to a television or other dis- play, consider purchasing a keyboard so that you can type easily. If the device is portable, consider additional batteries or a protective case.

Consider This: Although most smartphones also can function as digital media players and digital cameras, would you have a separate digital media player and digital camera? Why?

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130 Module 3 Computers and Mobile Devices

for various lighting conditions, such as bright sunlight or dim lighting. Batteries usually have a long life, providing more than 75 hours of use before needing to be recharged.

Similar to how a portable media player stores digital media, e-book readers store digital publications in a library on a storage device in the e-book reader and/or on memory cards. You typically transfer the digital publication from a computer or the Internet, if the device is Internet capable, to the e-book reader. Read How To 2-3 in Module 2 for instructions about how to download digital media from online services.

BTW Electronic Paper Screen Some users of e-books prefer the electronic paper black-and-white screen over the models with color screens because the electronic paper resembles a paper page from a book. CONSIDER THIS

Do you need a separate e-book reader if you have a tablet or other device that can function as an e-book reader? If you want the flexibility of reading on one device while using a tablet or other device for separate tasks, you will want to purchase a separate e-book reader. Also, e-book readers have a design suited for optimal readability of on-screen text and a longer battery life.

Wearable Devices A wearable device or wearable is a small, mobile computing device designed to be worn by a

consumer (Figure 3-22). These devices often communicate with a mobile device or computer using Bluetooth. Three popular types of wearable devices are activity trackers, smartwatches, and smartglasses.

An activity tracker is a wearable device that monitors fitness-related activities such as distance walked, heart rate, pulse, calo- ries consumed, and sleep patterns. These devices typically sync, usually wirelessly, with a web or mobile app on your com- puter or mobile device to extend the capa- bility of the wearable device.

A smartwatch is a wearable device that, in addition to keeping time, can com- municate wirelessly with a smartphone to make and answer phone calls, read and send messages, access the web, play music, work with apps such as fitness trackers and GPS, and more. Most include a touch screen.

Smartglasses, also called smart eyewear, are wearable head-mounted eyeglass- type devices that enable the user to view information or take photos and videos that are projected to a miniature screen in the user’s field of vision. For example, the device wearer could run an app while wearing smartglasses that display flight status information when he or she walks into an airport. Users control the device

through voice commands or by touching controls on its frame. Some smartglasses also include mobile apps, such as fitness trackers and GPS.

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Figure 3-22 Three popular wearable devices include activity trackers, smartwatches, and smartglasses. © iStockPhoto / Petar Chernaev; © iStockPhoto / Chesky_W; © iStockPhoto / scanrail; © iStockPhoto / Wavebreak; Source: Google Inc

Internet Research Which activity trackers are the most widely used?

Search for: popular activity trackers

Internet Research How does augmented reality apply to smartglasses?

Search for: augmented reality

Evaluating Options for Home and Work Module 3 131

Game Devices

A game console is a mobile computing device designed for single-player or multiplayer video games. Gamers often connect the game console to a television or a monitor so that they can view gameplay on the screen. Some models also allow you to listen to music and watch movies or view photos. Typically weighing between 3 and 11 pounds, many game console models include storage for games and other media. Optical disc drives in the game consoles provide access to games and movies on optical disc. Some use memory cards and accept USB flash drives. Game consoles that are Internet capable enable gamers to download games, stream games or movies, and play with others online. Some gamers connect keyboards or webcams so that they more easily can send text messages or conduct video chats with other gamers.

A handheld game device is a small mobile device that contains a screen, speakers, controls, and game console all in one unit. Some include a stylus. Some handheld game device models have touch screens and built- in digital cameras. Some are Internet capable for down- loading games and apps. Most handheld game devices can com- municate wirelessly with other similar devices for multiplayer gaming.

With a game console or computer video game, players direct movements and actions of on-screen objects via a control- ler, voice, or air gestures. Game controllers include gamepads, joysticks and wheels, dance pads, and a variety of motion-sensing controllers (Figure 3-23). The following list describes each of these types of game controllers. Most communicate via wired or wireless technology.

• A gamepad, which is held with both hands, controls the movement and actions of players or objects in video games or computer games. On the gamepad, users press buttons with their thumbs or move sticks in various directions to trigger events. Several gamepads can communicate with the game console simultaneously for multiplayer gaming.

• Users running flight and driving simulation software often use a joystick or wheel. A joystick is a handheld vertical lever, mounted on a base, that you move in different directions to control the actions of the simulated vehicle or player. The lever usually includes buttons, called triggers, that you press to initiate certain events. A wheel is a steering-wheel-type input device that users turn to simulate driving a car, truck, or other vehicle. Most wheels also include foot pedals for acceleration and braking actions.

• A dance pad is a flat, electronic device divided into panels that users press with their feet in response to instructions from a music video game. These games test the user’s ability to step on the correct panel at the correct time, following a pattern that is synchronized with the rhythm or beat of a song.

gamepadgamepad

balance boardbalance boardmotion-sensing gamemotion-sensing game controller

pedals and wheelpedals and wheeljoystick

dance paddance pad

Figure 3-23 Game players have a variety of ways to direct movements and actions of on-screen objects. © iStockphoto / peng wu; © aquariagirl1970 / Shutterstock.com; © George Dolgikh / Shutterstock.com; Courtesy of DDR Game; © iStockphoto / Florea Marius Catalin; © Stuartkey / Dreamstime.com

132 Module 3 Computers and Mobile Devices

• Motion-sensing game controllers allow users to guide on-screen elements with air gestures, that is, by moving their body or a handheld input device through the air. Some motion-sensing game controllers are sold with a particular type of game; others are general purpose. Sports games, for example, use motion-sensing game controllers, such as baseball bats and golf clubs. With general-purpose motion-sensing game controllers, you simulate batting, golfing, and other actions with a universal handheld device or no device at all.

• Other controllers include those used for music and fitness games. Controllers that resemble musical instruments, such as guitars, drums, keyboards, and microphones work with music video games that enable game players to create sounds and music by playing the instrument. Fitness games often communicate with a balance board, which is shaped like a weight scale and contains sensors that measure a game player’s balance and weight. Read Ethics & Issues 3-3 to consider whether games and apps are qualified to provide medical advice.

Internet Research Which video games are the most widely used?

Search for: popular video games

ETHICS & ISSUES 3-3

Are Fitness Video Games and Apps Qualified to Provide Medical Advice? Most video games and smartphone apps provide a workout only for your fingers. A host of games and apps, however, attempt to track calories, suggest workout routines, and more. Because you can take your smartphone any- where, one advantage is that apps can provide tips for eating healthfully at a restaurant, act as a pedometer to track your steps, and send reminders to exercise. Wearable fitness devices can track your steps or use GPS to trace your route when running or biking. Another advan- tage is you can receive instant feedback and support from fitness apps and games that

allow you to post workouts, calorie counts, and even weight loss to online social networks. Some apps even reward you for working out.

Some critics find fault with these apps, claiming that medical personnel have not evaluated either the game or app developers, or the games and apps themselves. Because they do not take into account the amount of lean muscle mass and body fat, health and weight loss goals can be miscalculated. Experts say that games that simulate sports, such as tennis, burn half the calories you would burn if you participated in the actual sport. Some medical professionals also note that apps do not consider a participant’s

medical history when recommending activities. Proponents of fitness-related games and apps say that the games encourage people to be more active and can provide positive feedback, especially the elderly and children who might otherwise not get much physical activity.

Consider This: Should game and app developers provide medical advice? Why or why not? Can fitness-related games provide a quality workout? Can an app give accu- rate calorie recommendations? Why or why not? As long as the games make people more active, should you ignore a games’ shortcomings? Why or why not?

Embedded Computers

An embedded computer is a special-purpose computer that functions as a component in a larger product. Embedded computers are everywhere — at home, in your car, and at work. The following list identifies a variety of everyday products that contain embedded computers.

• Consumer electronics: Mobile phones, digital phones, digital televisions, cameras, video recorders, DVD players and recorders, answering machines

• Home automation devices: Thermostats, sprinkling systems, security systems, vacuum systems, appliances, lights

• Automobiles: Antilock brakes, engine control modules, electronic stability control, airbag control unit, cruise control, navigation systems and GPS receivers

• Process controllers and robotics: Remote monitoring systems, power monitors, machine controllers, medical devices

• Computer devices and office machines: Keyboards, printers, fax and copy machines

Because embedded computers are components in larger products, they usually are small and have limited hardware. These computers perform various functions, depending on the requirements of the product in which they reside. Embedded computers in printers, for example, monitor the amount of paper in the tray, check the ink or toner level, signal if a paper jam has occurred, and so on. Figure 3-24 shows some of the many embedded computers in vehicles. Read Ethics & Issues 3-4 to consider whether in-vehicle technology fosters a false sense of security.

Evaluating Options for Home and Work Module 3 133

ETHICS & ISSUES 3-4

Does In-Vehicle Vehicle V Technology Foster Technology Foster T a False Sense of Security? Embedded computers in vehicles can guide you when backing out of a driveway, warn you if a vehicle or object is in your blind spot, or alert you to unsafe road conditions. Apps can track gas mileage or notify you when your car needs an oil change or other services. Recently, all new cars were required to include electronic stability control, which can assist with steering the car in case of skidding, and backup cameras. Other tech- nologies adjust vehicle speed or headlight usage, and can even activate the brakes.

All of this technology is intended to make driving safer.

Critics of in-vehicle technology claim that it can provide drivers with a false sense of security. If you rely on a sensor for assistance while backing up, parking, or changing lanes, for example, you may miss other obstructions that could cause a crash. Reliance on electronic stability control or other crash-avoidance technologies may cause you to drive faster than conditions allow or to pay less attention to the distance between your vehicle and others.

The effect on new, teen drivers is especially of concern. If teens learn to drive using vehicles

equipped with features such as video rearview mirrors, they may be unable to drive older, less- equipped vehicles safely. Many apps and devices help parents protect their teens while driving. Apps can program mobile devices to block incoming calls or text messages while the vehicle is moving. GPS can track a vehicle’s location and speed. Sensors can monitor seatbelt usage and number of passengers in the vehicle.

Consider This: Does in-vehicle technology make driving safer? Why or why not? What basic skills should all drivers have, regardless of their vehicle’s technology?

Smartphone apps, such as the OnStar RemoteLink Smartphone apps, such as the OnStar RemoteLink Smartphone apps, such as the OnStar RemoteLink app shown here, remotely start the engine, unlock app shown here, remotely start the engine, unlock app shown here, remotely start the engine, unlock doors, stream music through the vehicle’s sound doors, stream music through the vehicle’s sound doors, stream music through the vehicle’s sound system, display driving directions, and more.system, display driving directions, and more.system, display driving directions, and more.system, display driving directions, and more.

Adaptive cruise control systems detect if Adaptive cruise control systems detect if vehicles in front of you are too close and, vehicles in front of you are too close and, vehicles in front of you are too close and, vehicles in front of you are too close and, if necessary, adjust the vehicle’s throttle, if necessary, adjust the vehicle’s throttle, if necessary, adjust the vehicle’s throttle, if necessary, adjust the vehicle’s throttle, if necessary, adjust the vehicle’s throttle, if necessary, adjust the vehicle’s throttle, if necessary, adjust the vehicle’s throttle, may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.may apply brakes, and/or sound an alarm.

Tire pressure monitoring systems Tire pressure monitoring systems Tire pressure monitoring systems Tire pressure monitoring systems Tire pressure monitoring systems send warning signals if tire pressure send warning signals if tire pressure send warning signals if tire pressure send warning signals if tire pressure send warning signals if tire pressure send warning signals if tire pressure send warning signals if tire pressure send warning signals if tire pressure send warning signals if tire pressure is insuf�cient.is insuf�cient.is insuf�cient.

Drive-by-wire systems sense pressure on the gas Drive-by-wire systems sense pressure on the gas Drive-by-wire systems sense pressure on the gas Drive-by-wire systems sense pressure on the gas Drive-by-wire systems sense pressure on the gas Drive-by-wire systems sense pressure on the gas pedal and communicate electronically to the pedal and communicate electronically to the pedal and communicate electronically to the pedal and communicate electronically to the pedal and communicate electronically to the pedal and communicate electronically to the engine how much and how fast to accelerate.engine how much and how fast to accelerate.engine how much and how fast to accelerate.engine how much and how fast to accelerate.engine how much and how fast to accelerate.engine how much and how fast to accelerate.

Advanced airbag systems have Advanced airbag systems have Advanced airbag systems have crash-severity sensors that determine crash-severity sensors that determine crash-severity sensors that determine crash-severity sensors that determine crash-severity sensors that determine crash-severity sensors that determine crash-severity sensors that determine crash-severity sensors that determine crash-severity sensors that determine crash-severity sensors that determine the appropriate level to in�ate the the appropriate level to in�ate the the appropriate level to in�ate the the appropriate level to in�ate the the appropriate level to in�ate the the appropriate level to in�ate the airbag, reducing the chance of airbag airbag, reducing the chance of airbag airbag, reducing the chance of airbag airbag, reducing the chance of airbag injury in low-speed accidents.

Cars equipped with wireless communications Cars equipped with wireless communications Cars equipped with wireless communications Cars equipped with wireless communications Cars equipped with wireless communications Cars equipped with wireless communications Cars equipped with wireless communications Cars equipped with wireless communications capabilities, called capabilities, called capabilities, called telematicstelematics, include features , include features , include features , include features such as navigation systems, remote diagnosissuch as navigation systems, remote diagnosissuch as navigation systems, remote diagnosissuch as navigation systems, remote diagnosissuch as navigation systems, remote diagnosissuch as navigation systems, remote diagnosissuch as navigation systems, remote diagnosis and alerts, and Internet access.and alerts, and Internet access.and alerts, and Internet access.and alerts, and Internet access.and alerts, and Internet access.

Electronic stability control automatically applies brakes, and automatically applies brakes, and automatically applies brakes, and

may reduce engine power, when you may reduce engine power, when you may reduce engine power, when you may reduce engine power, when you lose control of steering or traction.lose control of steering or traction.lose control of steering or traction.lose control of steering or traction.lose control of steering or traction.

Figure 3-24 Some of the embedded computers designed to improve your safety, security, and performance in today’s vehicles. © Nir Levy / Shutterstock.com; © Santiago Cornejo / Shutterstock.com; © iStockphoto / narvikk; © iStockphoto / kenneth-cheung; © iStockphoto / Marcin Laska; © iStockPhoto / pagadesign; Source: OnStar, LLC

CONSIDER THIS

Can embedded computers use the Internet to communicate with other computers and devices? Many already do, on a small scale. For example, a Smart TV enables you to browse the web, stream video from online media services, listen to Internet radio, communicate with others on social media sites, play online games, and more — all while watching a television show.

A trend, called the Internet of Things, describes an environment where processors are embedded in every Internet of Things, describes an environment where processors are embedded in every Internet of Things product imaginable (things), and those ‘things’ communicate with one another via the Internet (i.e., alarm clocks, coffeemakers, apps, vehicles, refrigerators, phones, washing machines, doorbells, streetlights, thermostats, navigation systems, etc.). For example, when your refrigerator detects the milk is low, it sends your phone a text message that you need milk and adds a ‘buy milk’ task to your scheduling app. On the drive home, your phone determines the closest grocery store that has the lowest milk price and sends the address of that grocery store to your vehicle’s navigation system, which, in turn, gives you directions to the store. In the store, your phone directs you to the dairy aisle, where it receives an electronic coupon from the store for the milk. Because this type of environment provides an efficient means to track or monitor status, inventory, behavior, and more — without human intervention — it sometimes is referred to as machine-to-machine (M2M) communications.

134 Module 3 Computers and Mobile Devices

Putting It All Together

Industry experts typically classify computers and mobile devices in six categories: personal computers (desktop), mobile computers and mobile devices, game consoles, servers, supercom- puters, and embedded computers. A computer’s size, speed, processing power, and price determine the category it best fits. Due to rapidly changing technology, however, the distinction among categories is not always clear-cut. Table 3-3 summarizes the categories of computers discussed on the previous pages.

Table 3-3 Categories of Computers and Mobile Devices

Category Physical Size

Number of Simultaneously Connected Users General Price Range

Personal computers (desktop)

Fits on a desk Usually one (can be more if networked)

Several hundred to several thousand dollars

Mobile computers and mobile devices

Fits on your lap or in your hand

Usually one Less than a hundred dollars to several thousand dollars

Game consoles Small box or handheld device

One to several Several hundred dollars or less

Servers Small cabinet to room full of equipment

Two to thousands Several hundred to several million dollars

Supercomputers Full room of equipment Hundreds to thousands Half a million to several billion dollars

Embedded computers Miniature Usually one Embedded in the price of the product

BTW

Instead of the term, port, the term, jack, sometimes is used to identify audio and video ports (i.e., audio jack or video jack).

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Cloud Computing, Mobile Devices, Game Devices, Embedded Computers, and Putting It All Together, as it relates to the module objectives. Now you should know . . .

• When you are using cloud computing (Objective 4)

• What you should consider when purchasing a mobile device (Objective 5)

• What types of controllers you might use with game consoles (Objective 6)

• When you are using an embedded computer (Objective 7)

Ports and Connections

Computers and mobile devices connect to peripheral devices through ports or by usingusing wirelesswireless technologies. A port is the point at which a peripheral device (i.e., keyboard, printer, monitor, etc.) attaches to or communicates with a computer or mobile device so that the peripheral device can send data to or receive information from the computer or mobile device. Most computers

Evaluating Options for Home and Work Module 3 135

and mobile devices have ports (Figure 3-25). Some ports have a micro or mini version for mobile devices because of the smaller sizes of these devices.

A connector joins a cable to a port. A connector at one end of a cable attaches to a port on the computer or mobile device, and a connector at the other end of the cable attaches to a port on the peripheral device. Table 3-4 shows a variety of ports you may find on a computer or mobile device. USB and Thunderbolt are more general-purpose ports that allow connections to a wide variety of devices; other ports are more specific and connect a single type of device.

ports on aports on aports on a tablet

port on a smartphone

ports on a laptopports on aports on aports on a desktopdesktopdesktop

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Figure 3-25 Most computers and mobile devices have ports so that you can connect the computer or device to peripherals. Courtesy of Gateway; © Ultraone / Dreamstime.com; Courtesy of Lenovo; © iStockphoto / Nikada; © eduard ionescu / Shutterstock

Table 3-4 Popular Ports and Connectors

Port Type Connector Photo Port Photo

DisplayPort (audio/video)

DVI (digital video interface)

HDMI (audio/video)

Headphones

Lightning

Microphone

Micro USB

Mini DisplayPort

Port Type Connector Photo Port Photo

Mini USB

Mini HDMI (audio/video)

Network (Ethernet)

Speaker

Thunderbolt

USB (Type A)

USB (Type B)

VGA

© Cengage Learning; © Steveheap / Dreamstime.com; © iStockphoto / Hans Martens; © iStockphoto / Ksenia Krylova; © iStockphoto / Lusoimages; © Jorge Salcedo / Shutterstock.com; © Aarrows / Dreamstime.com; © iStockphoto / Lusoimages; © Pcheruvi / Dreamstime.com; © iStockphoto / Potapova Vaeriya; © iStockphoto / Jivko Kazakov; © iStockphoto / TimArbaev; © iStockphoto / Ashok Rodrigues; © iStockphoto / Jon Larson; © Aarrows / Dreamstime.com; © iStockphoto / Denis Sokolov; © Germán Ariel Berra / Shutterstock.com; © Aarrows / Dreamstime.com; © iStockphoto / Li Ding; © iStockphoto / TimArbaev; © iStockphoto / Matthew Brown; © Jorge Salcedo /Shutterstock.com; © Pcheruvi / Dreamstime.com; © Anton Malcev / Photos.com; © iStockphoto / alexander kirch; © iStockphoto / Nick Smith; © iStockphoto / Mohamed Badawi; © Jorge Salcedo /Shutterstock © iStockphoto / Brandon Laufenberg; © getIT / Shutterstock.com; © stavklem / Shutterstock. com; © iStockphoto / Lusoimages; © lexan / Shutterstock; © iStockPhoto / NikiLitov; © iStockPhoto / Peter Hermus; © Jarp / Fotolia; Courtesy of Samsung

136 Module 3 Computers and Mobile Devices

USB Ports A USB port, short for universal serial bus port, can connect up to 127 different peripheral

devices together with a single connector. Devices that connect to a USB port include the fol- lowing: card reader, digital camera, external hard drive, game console, joystick, modem, mouse, optical disc drive, portable media player, printer, scanner, smartphone, digital camera, speakers, USB flash drive, and webcam. In addition to computers and mobile devices, you find USB ports in vehicles, airplane seats, and other public locations.

Several USB versions have been released, with newer versions (i.e., USB 3.0) transferring data and information faster than earlier ones (i.e., USB 2.0). Newer versions are backward compatible, which means they support older USB devices as well as newer ones. Keep in mind, though, that older USB devices do not run any faster in a newer USB port. In addition to transferring data, cables plugged into USB ports also may be able to transfer power to recharge many smart- phones and tablets. Newer versions of USB can charge connected mobile devices even when the computer is not in use.

To attach multiple peripheral devices using a single USB port, you can use a USB hub. A USB hub is a device that plugs in a USB port on the computer or mobile device and contains multiple USB ports, into which you plug cables from USB devices. Some USB hubs are wireless. That is, a receiver plugs into a USB port on the computer and the USB hub communicates wirelessly with the receiver. Read Secure IT 3-4 for tips when using USB charging stations.

SECURE IT 3-4

Public USB Charging Stations — Safe or Not?

Although you might be tempted to recharge your smartphone or mobile device at a public charging station, think twice before plugging your USB cable into the charging kiosk’s port. The station may be juice jacking, which occurs juice jacking, which occurs juice jacking when a hacker steals data from or transfers malware to the device via a USB cable at a charging station. (A hacker is someone who accesses a computer or network illegally.)

This process is possible because the USB cable is used for two purposes: supplying power and syncing data. It can occur within one minute after plugging into the charger.

Anything on the device is susceptible, including photos, contacts, and music, and some malware can create a full backup of your data, leaving you prone to identity theft. Once the phone or mobile device is infected, it can continue to transmit data via Wi-Fi. Security experts claim that the only method of erasing this malware is to restore the device to its factory settings.

Charging stations are common in airports, business centers, and conference rooms. While most are safe, you can reduce the possibility of juice jacking by taking these precautions:

• Use a travel charger, also called a power bank, which can recharge a device several times before needing recharging itself.

• Keep the phone or mobile device locked so that it requires a password to sync data with another device. Turning off the device while charging may not provide sufficient protection against accessing the storage media.

• Use a power-only USB cable that does not allow data transmission.

Consider This: Should warning signs be posted by public charging stations? Would you use a public charging kiosk if your smartphone or mobile device was running low on battery power?

Port Replicators and Docking Stations Instead of connecting peripheral devices directly to ports on a mobile computer, some mobile

users prefer the flexibility of port replicators and docking stations. A port replicator is an external device that provides connections to peripheral devices through ports built into the device. The mobile user accesses peripheral devices by connecting the port replicator to a USB port or a special port on the mobile computer. Port replicators sometimes disable ports on the mobile computer to prevent conflicts among the devices on the computer and port replicator.

A docking station is similar to a port replicator, but it has more functionality. A docking station, which is an external device that attaches to a mobile computer or device, contains a power connection and provides connections to peripheral devices (Figure 3-26). Docking stations also may include slots for memory cards, optical disc drives, and other devices.With the mobile computer or device in the docking station, users can work with a full-sized keyboard, a mouse,

Evaluating Options for Home and Work Module 3 137

and other desktop peripheral devices from their laptop or tablet.

Wireless Device Connections Instead of connectingconnecting computers

and mobile devices to peripheral devices with a cable, some peripheral devices use wireless communications technologies, such as Bluetooth,Wi-Fi, and NFC.

Bluetooth Bluetooth technology uses short-range radio signals to transmit data between two Bluetooth- enabled computers or devices. In addition to computers, mobile devices and many peripheral devices, such as a mouse, keyboard, printer, or head- set, and many vehicles and consumer electronics are Bluetooth enabled. Bluetooth devices have to be within about 33 feet of each other, but the range can be extended with additional equipment. If you have a computer that is not Bluetooth enabled, you can purchase a Bluetooth wireless port adapter that will convert an existing USB port into a Bluetooth port. Read How To 3-1 for instructions about setting up two Bluetooth devices to communicate with each other.

Figure 3-26 Docking stations often are used with tablets and other mobile computers, providing connections to peripheral devices. Courtesy of Fujitsu Technology Solutions; © Cengage Learning

tablet in docking station

docking station

wireless keyboard

close-up ofclose-up ofclose-up of docking stationdocking stationdocking station

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USB ports

dockocking stationon

wireless keyboard

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ose-up of kinking sg stattationion

UUSB pportts

Pair Bluetooth Devices Before two Bluetooth devices will communicate with each other, they might need to be paired. Pairing is the process of Pairing is the process of Pairing initiating contact between two Bluetooth devices and allowing them to communicate with each other. It is important to have the documentation for the Bluetooth devices you are pairing readily available. The following steps will help you pair two Bluetooth devices.

1. Make sure the devices you intend to pair are charged completely or plugged into an external power source.

2. Turn on the devices to pair, ensuring they are within your immediate reach.

3. If necessary, enable Bluetooth on the devices you are pairing.

4. Place one device in discoverable mode, discoverable mode, discoverable mode which means it is waiting for another Bluetooth device to locate its signal. If you are connecting a smartphone to a Bluetooth headset, for example,

the smartphone would need to be in discoverable mode.

5. Refer to the other device’s documentation and follow the necessary steps to locate the discoverable device from the other device you are pairing.

6. After no more than about 30 seconds, the devices should initiate communications.

7. You may be required to enter a passkey (similar to a PIN) on one device for the other device with which you are pairing. For example, if you are pairing a smart- phone with a Bluetooth headset, you may be required to enter the Bluetooth headset’s passkey on the smartphone. In this case, you would refer to the Bluetooth headset’s documentation to obtain the passkey. Common passkeys are 0000 and 1234.

8. After entering the correct passkey, the two devices should be paired successfully.

Consider This: Why is a passkey required when pairing two Bluetooth devices? Do you need to pair Bluetooth devices before each use?

HOW TO 3-1

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138 Module 3 Computers and Mobile Devices

Wi-Fi Short for wireless fidelity, Wi-Fi uses radio signals that conform to 802.11 standards, which were developed by the Institute of Electrical and Electronics Engineers (IEEE).

Computers and devices that have the appropriate Wi-Fi capability can communicate via radio waves with other Wi-Fi computers or devices. Most mobile computers and devices are Wi-Fi enabled, along with routers and other communications devices. For successful Wi-Fi communications in open or outdoor areas free from interference, the Wi-Fi computers or devices should be within 300 feet of each other. In closed areas, the wireless range is about 100 feet. To obtain communications at the maximum distances, you may need to install extra hardware. Read How To 3-2 for instructions about connecting a phone to a Wi-Fi network.

Connect Your Phone to a Wi-Fi Network to Save Data Charges Many of today’s data plans limit the amount of data you can transfer each month on your mobile service provider’s network. Connecting a smartphone to a Wi-Fi network enables you to transfer data without using your phone’s data plan and risking costly overages. The following steps describe how to connect your phone to a Wi-Fi network.

1. Make sure you are in a location where a Wi-Fi network is available. Obtain any necessary information you need to connect to the Wi-Fi network.

2. Navigate to the settings on your phone. 3. Locate and enable Wi-Fi in your phone’s

settings.

4. When your phone displays a list of available wireless networks, choose the network to which you want to connect.

5. If necessary, enter any additional information, such as a password, required to connect to the network.

6. Your phone should indicate when it successfully is connected to the network.

7. When you are finished using the Wi-Fi connection or are not within range of the Wi-Fi network, disable Wi-Fi on your phone to help conserve battery life.

Consider This: If you have a data plan allowing unlimited data and you are within range of a Wi-Fi network, is it better to use your mobile service provider’s network or the Wi-Fi network? Why?

HOW TO 3-2

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NFC NFC (near field communications) uses close-range radio signals to transmit data between two NFC-enabled devices. Examples of NFC-enabled devices include smartphones, digital cameras, computers, televisions, and terminals. Other objects, such as credit cards and tickets, also use NFC technology. For successful communications, the devices either touch or are within an inch or two of each other.

CONSIDER THIS

What are some uses of NFC devices? • Pay for goods and services (i.e., smartphone to terminal)

• Share contacts, photos, and other files (i.e., smartphone to smartphone or digital camera to television)

• Download apps (i.e., computer to smartphone)

• Gain access or admittance (i.e., smartphone to terminal)

Evaluating Options for Home and Work Module 3 139

Protecting Hardware

Users rely on computers and mobile devices to create, store, and manage important information. Thus, you should take measures to protect computers and devices from theft, vandalism, and failure.

Hardware Theft and VandalismVandalismV Companies, schools, and other organizations that house many computers are at risk ofof hardware

theft and vandalism, especially those with smaller computers that easily can fit in a backpack or briefcase. Mobile users are susceptible to hardware theft because the size and weight of their com- puters and devices make them easy to steal. Thieves may target laptops of company executives so that they can use the stolen computer to access confidential company information illegally.

To help reduce the chances of theft, companies and schools use a variety of security measures. Physical access controls, such as locked doors and windows, usually are adequate to protect the equipment. Many businesses, schools, and some homeowners install alarm systems for addi- tional security. School computer labs and other facilities with a large number of semifrequent users often attach additional physical security devices, such as cables that lock the equipment to a desk, cabinet, or floor. Mobile users sometimes lock their mobile computers temporarily to a stationary object, for example, a table in a hotel room. Small locking devices also exist that require a key to access a hard drive or optical disc drive.

Users also can install a security or device-tracking app on their mobile computers and devices. Some security apps shut down the computer and sound an alarm if the computer moves beyond a specified distance. Others can be configured to photograph the thieves when they use the com- puter. Device-tracking apps use GPS,Wi-Fi, IP addresses, and other means to determine the loca- tion of a lost or stolen computer or device.

Users can configure computers and mobile devices to require identification before allowing access. For example, you can require entry of a user name and password to use the computer or device. Some computers and mobile devices have built-in or attached fingerprint readers (Figure 3-27), which can be used to verify a user’s identity before allowing access. A fingerprint reader cap- tures curves and indentations of a fingerprint. This type of security does not prevent theft, but it ren- ders the computer or device useless if it is stolen.

Hardware Failure Hardware can fail for a variety of reasons: aging

hardware; random events, such as electrical power problems; and even errors in programs or apps. Not only could hardware failure require you to replace or repair a computer or mobile device, but it also can cause loss of software, data, and information.

One of the more common causes of system failure is an electrical power variation, which can cause loss of data and loss of equipment. If computers and mobile devices are connected to a network, a single power disturbance can damage multiple devices at once. Electrical disturbances that can cause damage include undervoltages and overvoltages.

Internet Research How prevalent is theft of mobile devices?

Search for: mobile device theft

BTW Lost Computers or Devices You usually can instruct the password screen to display your name and phone number, so that a Good Samaritan can return a lost computer or device to you.

Figure 3-27 Some mobile computers and devices include fingerprint readers, which can be used to verify a user’s identity.

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140 Module 3 Computers and Mobile Devices

• AnAn undervoltage occurs when the electrical supply or voltage drops, often defined as more than five percent, below the normal volts. A brownout is a prolonged (more than a minute) undervoltage. A blackout is a complete power failure. Undervoltages can cause data loss but generally do not cause equipment damage.

• AnAn overvoltage, or power surge, occurs when the incoming electrical supply or voltage increases, often defined as more than five percent, above the normal volts. A momentary overvoltage, called a spike, occurs when the increase in power lasts for less than one millisecond (thousandth of a second). Uncontrollable disturbances such as lightning bolts can cause spikes. Overvoltages can cause immediate and permanent damage to hardware.

To protect against electrical power variations,variations, use a surge protector. A surge protector, also called a surge suppressor, uses electrical components to provide a stable current flow and mini- mize the chances of an overvoltage reaching the computer and other electronic equipment (Figure 3-28). Sometimes resembling a power strip, the computer and other devices plug in the surge protector, which plugs in the power source.

Figure 3-28 Circuits inside a surge protector safeguard against electrical power variations. © iStockPhoto / missisya

The surge protector absorbs small overvoltages — generally without damage to the computer and equipment. To protect the computer and other equipment from large overvoltages, such as those caused by a lightning strike, some surge protectors stop working completely when an overvoltage reaches a certain level. Surge protectors also usually protect the computer from undervoltages. No surge protectors are 100 percent effective. Large power surges can bypass the protector. Repeated small overvoltages can weaken a surge protector permanently. Some experts recommend replacing a surge protector every two to three years.

Evaluating Options for Home and Work Module 3 141

Evaluate Surge Protectors and UPSs Electrical power surges are a part of everyday life, and they are especially prevalent during thunderstorms and peak energy consump- tion periods. These unavoidable occurrences can damage or ruin sensitive electronic equipment. The processor in a computer is particularly sensitive to fluctuations in cur- rent. Two devices can help protect electronic components: a surge protector and an uninterruptible power supply (UPS).

Purchase the best surge protector you can afford. Typically, the amount of protection offered by a surge protector is proportional to its cost. That is, the more expensive the

surge protector, the more protection it offers. When evaluating surge protectors and UPSs, they should meet or exceed these specifications:

• Sufficient outlets to accommodate each device needing protection

• Individual on/off switch for each device

• Built-in fuse

• UL 1449 rating that ensures quality control and testing

• Joule rating of at least 600

• Indicator light showing the device is functioning properly

• Warranty for damages to any connected equipment

• Low clamping voltage

• High energy-absorption rating

• Low response time, preferably less than ten nanoseconds

• Protection for a modem, communications lines, and cables

Consider This: What other factors might you consider while evaluating surge protectors? Why?

HOW TO 3-3

CONSIDER THIS

What other measures can organizations implement if their computers must remain operational at all times? Some companies use duplicate components or duplicate computers to protect against hardware failure. A fault-tolerant computer has duplicate components so that it can continue to operate when one of its main fault-tolerant computer has duplicate components so that it can continue to operate when one of its main fault-tolerant computer components fail. Airline reservation systems, communications networks, ATMs, and other systems that must be operational at all times use duplicate components, duplicate computers, or fault-tolerant computers.

Figure 3-29 If power fails, a UPS uses batteries to provide electricity for a limited amount of time. © rendeep kumar r / Shutterstock

For additional electrical protection, some users connect an uninterruptible power supply to the computer. An uninterruptible power supply (UPS ) is a device that contains surge protection circuits and one or more batteries that can provide power during a temporary or permanent loss of power (Figure 3-29). A UPS connects your computer and a power source. Read How To 3-3 for purchasing suggestions regarding surge protectors and UPSs.

142 Module 3 Computers and Mobile Devices

Health Concerns of Using Technology

The widespread use of technology has led to some important user health concerns. You should be proactive and minimize your chance of risk.

Repetitive Strain Injuries A repetitive strain injury (RSI(RSI( )RSI)RSI is an injury or disorder of the muscles, nerves, tendons,

ligaments, and joints. Technology-related RSIs include tendonitis and carpal tunnel syndrome.

• Tendonitis is inflammation of a tendon due to repeated motion or stress on that tendon. • Carpal tunnel syndrome (CTS) is inflammation of the nerve that connects the forearm to the

palm of the hand.

Repeated or forceful bending of the wrist can cause tendonitis of the wrist or CTS. Symptoms of tendonitis of the wrist include extreme pain that extends from the forearm to the hand, along with tingling in the fingers. Symptoms of CTS include burning pain when the nerve is compressed, along with numbness and tingling in the thumb and first two fingers.

Long-term computer work can lead to tendonitis or CTS. Factors that cause these disorders include prolonged typing, prolonged mouse usage, or continual shifting between the mouse and the keyboard. If untreated, these disorders can lead to permanent physical damage.

CONSIDER THIS

Hand ExercisesHand ExercisesHand ExercisesHand Exercises •

• •

Figure 3-30 To reduce the chance of developing tendonitis or carpal tunnel syndrome, take frequent breaks during computer sessions to exercise your hands and arms. © iStockphoto / Denis Kartavenko; © Oleksiy Mark / Shutterstock.com; © Cengage Learning

What can you do to prevent technology-related tendonitis or CTS? Follow these precautions:

• Take frequent breaks to exercise your hands and arms (Figure 3-30).

• Do not rest your wrists on the edge of a desk. Instead, place a wrist rest between the keyboard and the edge of your desk.

• Place the mouse at least six inches from the edge of the desk. In this position, your wrist is flat on the desk.

• Minimize the number of times you switch between the mouse and the keyboard.

• Keep your forearms and wrists level so that your wrists do not bend.

• Avoid using the heel of your hand as a pivot point while typing or using the mouse.

• Keep your shoulders, arms, hands, and wrists relaxed while you work.

• Maintain good posture.

• Stop working if you experience pain or fatigue.

Evaluating Options for Home and Work Module 3 143

Evaluate Earbuds and Headphones Earbuds and headphones are used to listen to music and other audio files on com- puters and mobile devices. Selecting the proper product not only depends on the style you prefer, but also the type of audio you will be playing. Prices for earbuds and headphones can range from only a few dollars to several hundred dollars, so it is important to know what you are purchas- ing. The following guidelines describe what to look for when evaluating earbuds and headphones.

• Determine which style you prefer. Earbuds rest inside your ear, while headphones rest over your ear. Experiment with both types

and determine which is more comfortable for you.

• Determine the quality you desire. If you listen to music casually and typically do not notice variations in sound qual- ity, a higher-end product might not be necessary. Alternatively, if sound quality is important, you may consider a more expensive set. Note that a higher price does not always indicate better quality; read online product reviews for informa- tion about the sound quality of various products.

• Decide whether you would like a noise cancelling feature. Noise cancelling helps block external noise while you are

listening to the audio on your device. Noise cancelling headphones sometimes require batteries, and you are able to turn the noise cancelling feature on and off. If you will be listening to audio in locations where you also need to hear what is going on around you, consider purchasing a product without this feature.

Consider This: Based on your preferences and needs, which type of prod- uct (earbuds or headphones) is best for you? Locate a product online that meets your specifications. What brand is it? How much does it cost? Where is this product available?

HOW TO 3-4

Other Physical Risks With the growing use of earbuds and

headphones in computers and mobile devices, some users are experiencing hear- ing loss. Read How To 3-4 for guidelines for evaluating evaluating evaluating earbuds and headphones.

Computer vision syndrome (CVS) is a technology-related health condition that affects eyesight. You may have CVS if you have sore, tired, burning, itching, or dry eyes; blurred or double vision after prolonged staring at a display device; headache or sore neck; difficulty shifting focus between a display device and docu- ments; difficulty focusing on the screen image; color fringes or after-images when you look away from the display device; and increased sensitivity to light. Eyestrain associated with CVS is not thought to have serious or long-term consequences. Figure 3-31 outlines some techniques you can follow to ease eyestrain.

People who spend their workday using the computer sometimes complain of lower back pain, muscle fatigue, and emotional fatigue. Lower back pain sometimes is caused from poor posture. Always sit properly in the chair while you work. To alleviate back pain, muscle fatigue, and emotional fatigue, take a 15- to 30-minute break every 2 hours — stand up, walk around, stretch, and relax.

Techniques to Ease EyestrainTechniques to Ease Eyestrain

•

• •

Figure 3-31 Following these tips may help reduce eyestrain while using Following these tips may help reduce eyestrain while using Following these tips may help reduce eyestrain while using Following these tips may help reduce eyestrain while using Following these tips may help reduce eyestrain while using technology. © grublee / Shutterstock.com

144 Module 3 Computers and Mobile Devices

Behavioral Health Risks Some technology users become obsessed with computers, mobile devices, and the Internet.

Technology addiction occurs when technology use consumes someone’s entire social life. Technology addiction is a growing health problem, but it can be treated through therapy and support groups.

People suffering from technology overload feel distressed when deprived of technology, even for a short length of time, or feel overwhelmed with the amount of technology they are required to manage. To cope with the feelings of distraction and to control the impact that technology can have on work and relationships, set aside technology-free time.

CONSIDER THIS

How can you tell if you are addicted to technology? Symptoms of a user with technology addiction include the following:

• Craves computer time

• Overjoyed when using a computer or mobile device

• Unable to stop using technology

• Irritable when not using technology

• Neglects family and friends

• Problems at work or school

Another way to help prevent these injuries is to be sure your workplace is designed ergonomically. Ergonomics is an applied science devoted to incorporating comfort, efficiency, and safety into the design of items in the workplace. Ergonomic studies have shown that using the correct type and configuration of chair, keyboard, display, and work surface helps users work comfortably and efficiently and helps protect their health (Figure 3-32). You can hire an ergonomic consultant to evaluate your workplace and recommend changes.

Internet Research What is a text neck?

Search for: text neck

Figure 3-32 A well designed work area should be flexible to allow adjustments to the height and build of different individuals. © Science Photo Library / Alamy

viewing angle: 208 to center of screen viewing distance: 18 to 28 inches

keyboard height: 23 to 28 inches depending on height of user

arms: elbows at about 908 and arms and hands approximately parallel to floor

adjustable height chair with 4 or 5 legs for stability

feet flat on floor

Evaluating Options for Home and Work Module 3 145

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Ports and Connections, Protecting Hardware, and Health Concerns of Using Technology as it relates to the module objectives. Now you should know…

• How you can connect a peripheral device to a computer or mobile device (Objective 8)

• How you can protect your hardware from theft, vandalism, and failure (Objective 9)

• How you can minimize your risk of health-related injuries and disorders that can result from using technology (Objective 10)

Energy Management When you walk into your office at the start of a new day, you give little thought to the fact that the lights are on and the temperature is comfortable. For all you know, the air condi- tioner and lighting were on all night; however, energy management systems are hard at work conserving energy and reducing energy costs. When you return home, you also might take for granted the fact that your dryer automati- cally stops when it senses that your clothes are dry, or that your dishwasher or washing machine uses only enough water to sufficiently clean its contents. Individuals in the energy management field always are looking for ways to use technology to manage energy use.

Building automation systems are devices Building automation systems are devices Building automation systems that can control various building components, such as complex air conditioning systems and lighting systems. Building automation systems adjust these components to provide a comfortable, safe working environment without wasting energy. For example, in an office building where employees all work weekdays from 8:00 a.m. until 5:00 p.m., the

building automation system might prompt the air conditioner to turn on one or two hours before the first employees arrive. After the employees leave for the day, the air conditioner either may turn off for the evening or maintain a higher temperature to conserve energy. Some systems used in hotel rooms may include motion sensors that turn off the air conditioner if they sense no motion or noise in the room. Cruise ship cabins and hotel rooms with doors to a balcony may automatically shut down the air conditioner if the door is left open. Air conditioning systems often are one of the largest consumers of energy, and money spent toward automating one of these systems often can be recovered in smaller electricity bills. In addition to controlling the air conditioning system, building automation systems also can control and monitor lighting. Many newer buildings include motion and sound sensors in each room and automatically turn off lights when the rooms are unoccupied. Lighting in common areas of these buildings might turn off after hours when the building is unoccupied. Alternatively, if the building

has plenty of natural light coming in, sensors automatically can turn off lights when sufficient sunlight is available, or turn on the lights when the sunlight decreases.

The energy management field has made significant advancements because of computer technologies. Businesses not only are able to reduce their energy costs, but they also are conserving energy at the same time.

Consider This: In what other ways do computers and technology play a role in the energy management field?

TECHNOLOGY @ WORK

Summary

This module presented characteristics of and purchasing guidelines for laptops, tablets, desktops, smartphones, digital cameras, and portable and digital media players. It also discussed servers, supercomputers, point-of-sale terminals, ATMs, self-service kiosks, e-book readers, wearable devices, game devices, embedded computers, and cloud computing. It presented a variety of ports and connections, ways to protect hardware, and health concerns of using technology use along with preventive measures.

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146 Module 3 Computers and Mobile Devices

1. List types of computers and mobile devices.

2. Describe how personal computers often are differentiated.

3. Explain how to avoid malware infections.

4. Define the term, motherboard.

5. Describe the roles of the processor and memory.

6. Differentiate among traditional and ultrathin laptops, tablets, phablets, and handheld computers.

7. To interact with a tablet, you may use a touch screen or a(n) _____.

8. List steps to protect yourself from webcam spying.

9. List considerations when purchasing a mobile computer. Explain the importance of built-in ports and slots.

10. A(n) _____ desktop may be less expensive and take up less space.

11. Identify types of desktop users and explain how each user’s computer needs may differ.

12. Identify how you can purchase the appropriate desktop computer for your needs.

13. Describe the purpose and functions of a server. Differentiate among rack, blade, and tower servers.

14. Define virtualization as it relates to servers. Define the terms, server farm and mainframe.

15. Define the terms, terminal and thin client. List the advantages of a thin client.

16. Identify situations where POS terminals, ATMs, and self-service kiosks might be used. List ATM safety guidelines.

17. A(n) _____ is used to solve complex, sophisticated mathematical calculations, such as those used in petroleum exploration.

18. List cloud computing resources. Describe how businesses use cloud computing to manage resources.

19. List types of mobile devices. Describe features of a smartphone.

20. Explain the issues surrounding the recycling of e-waste.

21. Identify methods for typing on a smartphone.

22. List options provided by text, picture/video message, and voicemail services.

23. Distinguish between push and pull notifications.

24. _____ occurs when a person’s attention is diverted, such as by talking on a mobile phone.

25. Describe the types of digital cameras, how they store captured images, and how to transfer photos to a computer.

26. Explain how resolution affects digital picture quality.

27. Identify the features of portable media and digital media players.

28. List considerations when purchasing different types of mobile devices.

29. List features of e-book readers and wearable devices.

30. Identify types of game controllers.

31. Explain whether fitness video games are an effective form of exercise.

32. List products that contain embedded computers. List the disadvantages of in-vehicle technology.

33. Describe the trend, the Internet of Things.

34. Describe categories of computers and mobile devices, and identify general characteristics of size, user type, and price.

35. Explain how a computer uses ports and connectors.

36. List devices that connect to a USB port. Explain risks of using public USB charging stations.

37. Define the term, backward compatible.

38. Distinguish between a port replicator and a docking station.

39. Describe the following technologies: Bluetooth, Wi-Fi, and NFC.

40. _____ is the process of initiating contact between two Bluetooth devices.

41. List steps to connect your phone to a Wi-Fi network.

42. List methods for securing against hardware theft and vandalism.

43. Define the terms, undervoltage and overvoltage, and explain how each can damage a computer or data.

44. Describe the purposes of surge protectors and UPS devices. Explain the purpose a fault-tolerant computer.

45. Identify causes and types of repetitive strain injuries. List symptoms of CVS.

46. List guidelines for evaluating earbuds and headphones.

47. Describe the role of ergonomics in a workplace.

48. List symptoms of technology addiction. Define the term, technology overload.

49. Describe how technology is used in the energy management industry.

The Study Guide exercise reinforces material you should know for the module exam.Study Guide

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all-in-one desktop (114) activity tracker (130) application server (116) ATM (118) backup server (116) backward compatible (136) balance board (132) bar code reader (118) blackout (140) blade server (116) brownout (140) building automation systems (145) charge-coupled device (CCD) (126) common short code (CSC) (124) convertible tablet (112) CPU (110) CVS (143) dance pad (131) database server (116) discoverable mode (137) docking station (136) domain name server (116) DVD kiosk (120) earbuds (128) EarPods (128) e-book (129) enhanced resolution (127) e-reader (129) fault-tolerant computer (141) file server (116) fingerprint reader (139) FTP server (116) game server (116) gamepad (131) gaming desktop (114) Google Street View (111)

handheld computer (112) home server (116) Internet of Things (133) jack (134) joystick (131) juice jacking (136) kiosk (119) list server (116) mail server (116) mainframe (117) media library (128) megapixel (MP) (127) MMS (multimedia message

service) (124) motherboard (110) motion-sensing game controller (132) network server (116) noise cancelling (143) notebook computer (111) on-screen keyboard (123) optical resolution (127) pairing (137) peripheral device (108) personal computer (108) phablet (112) PIN (118) pixel (127) point-and-shoot camera (125) port replicator (136) portable keyboard (124) POS terminal (118) predictive text (123) print server (116) processor (111) pull notification (124) push notification (124)

rack server (116) repetitive strain injury (RSI) (142) server farm (117) server virtualization (117) slate tablet (112) SLR camera (125) smart digital camera (125) smart eyewear (130) smartglasses (130) smartwatch (130) SMS (short message service) (124) spike (140) storage server (116) streaming media player (128) stylus (112) supercomputer (120) surge suppressor (140) swipe keyboard app (123) system unit (114) technology overload (144)

telematics (133) terminal (117) text-to-speech feature (129) thin client (117) touch-sensitive pad (128) tower (114) tower server (116) ultrabook (111) USB hub (136) virtual keyboard (124) virtualization (117) visual voice mail (125) voice mail (125) wearable (130) web server (116) wheel (131) workstation (114)

Secondary Terms (shown in italic characters in the module)

Primary Terms (shown in bold-black characters in the module) all-in-one (114) Bluetooth (137) cloud computing (121) computer (108) computer vision

syndrome (143) connector (135) desktop (114) digital camera (125) digital media player (128)

e-book reader (129) embedded computer

(132) ergonomics (144) game console (131) handheld game device

(131) laptop (111) mobile computer (108) mobile device (108)

NFC (138) overvoltage (140) port (134) portable media player

(127) power surge (140) resolution (127) server (116) smartphone (123) surge protector (140)

tablet (112) technology addiction

(144) undervoltage (140) uninterruptible power

supply (UPS) (140) USB port (136) wearable device (130) Wi-Fi (138)

You should be able to define the Primary Terms and be familiar with the Terms and be familiar with the T Secondary Terms listed below.Terms listed below.T Key Terms

phablet (112)

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148 Module 3 Computers and Mobile Devices

True/False Mark T for True and F for False. 1. Malware 1. Malware authors often focus on social media, with the goal of stealing personal information. (110)

2. The disadvantages of a virtual server are that it is difficult to manage and takes a long time to create and configure. (117)

3. A 3. A mainframe is a small terminal that looks like a desktop, but has limited capabilities and components. (117)

4. Thin 4. Thin clients contain powerful hard drives. (117)

5. Applications 5. Applications requiring complex, sophisticated mathematical calculations use mainframes. (120)

6. Most 6. Most computers and electronic devices are analog, which use only two discrete states: on and off. (125)

7. SLR 7. SLR cameras are much heavier and larger than point-and-shoot cameras. (125)

8. Because 8. Because embedded computers are components in larger products, they usually are small and have limited hardware. (132)

9. Instead 9. Instead of the term, port, the term, connector, sometimes is used to identify audio and video ports. (134)

10. Newer 10. Newer versions of USB are backward compatible, which means they support only new USB devices, not older ones. (136)

11. A 11. A port replicator is an external device that provides connections to peripheral devices through ports built into the device. (136)

12. Because 12. Because the processor in a computer is particularly sensitive to fluctuations in current, you always should use a surge protector. (141)

Multiple Choice Select the best answer.

Checkpoint

1. Which of the following is not true of ultrathin laptops? (111) a. They weigh less than traditional laptops. b. They have a shorter battery life. c. Many have fewer ports than traditional laptops. d. They do not include an optical disc drive.

2. Some people use the term to refer to the case that contains and protects the motherboard, internal hard drive, memory, and other electronic components of the computer from damage. (114) a. system unit b. phablet

c. thin client d. USB hub

3. Power users may work with a high-end desktop, sometimes called a(n) , that is designed to handle intense calculations and powerful graphics. (114) a. laptop b. gaming desktop

c. server farm d. workstation

4. Services provided by include storing content and controlling access to hardware, software, and other resources on a network. (116) a. jacks b. servers

c. fault-tolerant computers

d. mainframes

5. A dedicated server that backs up and restores files, folders, and media is referred to as a . (116) a. web server b. file server

c. storage server d. backup server

6. A four- or five-digit number assigned to a specific content or mobile service provider is referred to as a(n) . (124) a. CSC b. MMS

c. SMS d. SLR

7. A(n) is a special-purpose computer that functions as a component in a larger product. (132) a. server b. embedded computer c. thin client d. ultrabook

8. A(n) can connect up to 127 different peripheral devices together with a single connector. (136) a. SLR device b. USB port c. port replicator d. docking station

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Evaluating Options for Home and Work Module 3 149

Checkpoint

a. term used to refer to a device that combines the features of a smartphone with a tablet

b. computer with duplicate components so that it can continue to operate when one of its main components fail

c. tablet that does not contain a physical keyboard

d. component you connect to a computer or mobile device to expand its capabilities

e. terminal that looks like a desktop but has limited capabilities and components

f. the use of software to enable a physical server to emulate the hardware and computing capabilities of one or more servers

g. electronic component that interprets and carries out the basic instructions that operate a computer

h. freestanding terminal that usually has a touchscreen for user input

i. message that initiates from a sending location without a request from the receiver

j. the main circuit board of a personal computer

Matching Match the terms with their definitions. 1. peripheral 1. peripheral device

(108)

2. motherboard 2. motherboard (110)

3. CPU 3. CPU (110)

4. slate 4. slate tablet (112)

5. phablet 5. phablet (112)

6. server 6. server virtualization (117)

7. thin 7. thin client (117)

8. kiosk 8. kiosk (119)

9. push 9. push notification (124)

10. fault-tolerant 10. fault-tolerant computer (141)

1. Answer the critical thinking questions posed at the end of these elements in this module: Ethics & Issues (111, 122, 132, 133), How To (137, 138, 141, 143), Mini Features (113, 115, 128), Secure IT (110, 119, 125, 136), and Technology @ Work (145).

2. How do malware authors use social media to spread infection? (110)

3. What are the two main components of the motherboard? (110)

4. How do ultrathin laptops differ from traditional laptops? (111)

5. What privacy issues have arisen with webcams in mobile devices? (111)

6. What are the two types of tablets? (112)

7. What is a stylus? (112)

8. What is in the system unit? (114)

9. What are the features of a gaming desktop? (114)

10. Who might use a workstation? (114)

11. What additional requirements are associated with a dedicated server? (116)

12. What are the three form factors for servers? (116)

13. What are the advantages of virtual servers? (117)

14. How does a POS terminal serve as input? (118)

15. What are some examples of self-serve kiosks? (119)

16. How does cloud computing allow businesses to more efficiently manage resources? (122)

17. What are three types of cloud computing? (122)

18. What information might you receive from a web to mobile text message? (124)

19. For what purpose is a common short code (CSC) used? (124)

20. How do push notifications differ from pull notifications? (124)

21. How do SLR cameras differ from point-and-shoot cameras? (125)

22. What is the difference between enhanced and optical resolution? (127)

23. What are three popular wearable devices? (130)

24. Why are embedded computers usually small with limited hardware? (132)

25. What are some types of ports you might find on a computer or mobile device? (135)

26. What is the purpose of a docking station? (137)

27. What is necessary before two Bluetooth devices can communicate? (138)

28. Why might you want to connect your phone to a Wi-Fi network? (138)

29. How does a surge protector work? What is the purpose of an uninterruptible power supply? (140)

30. How can you prevent RSIs and CTS? (142)

Consider This Answer the following questions in the format specified by your instructor.

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150 Module 3 Computers and Mobile Devices

Personal 1. Slow Computer Performance Your computer is

running exceptionally slow. Not only does it take the operating system a long time to start, but programs also are not performing as well as they used to perform. How might you resolve this?

2. Faulty ATMATMA When using an ATM to deposit a check, the ATM misreads the amount of the check and credits your account the incorrect amount.What can you do to resolve this?

3. Wearable Device Not Syncing Your wearable device synchronized with your smartphone this morning when you turned it on, but the two devices no longer are synchronized.What might be wrong, and what are your next steps?

4. Battery Draining Quickly Although the battery on your smartphone is fully charged, it drains quickly. In some instances when the phone shows that the battery has 30 remaining, it shuts down immediately. What might be wrong?

5. Potential Virus Infection While using your laptop, a message is displayed stating that your computer is infected with a virus and you should tap or click a link to download a program designed to remove the virus. How will you respond?

Professional 6. Excessive Phone Heat While using your smartphone,

you notice that throughout the day it gets extremely hot, making it difficult to hold up to your ear.What steps can you take to correct this problem?

7. Server Not Connecting While traveling on a business trip, your phone suddenly stops synchronizing your email messages, calendar information, and contacts. Upon further investigation, you notice an error message stating that your phone is unable to connect to the server.What are your next steps?

8. Mobile Device Synchronization When you plug your smartphone into your computer to synchronize the data, the computer does not recognize that the smartphone is connected.What might be the problem?

9. Cloud Service Provider Your company uses a cloud service provider to back up the data on each employee’s computer. Your computer recently crashed, and you need to obtain the backup data to restore to your computer; however, you are unable to connect to the cloud service provider’s website.What are your next steps?

10. Connecting to a Projector Your boss asked you to give a presentation to your company’s board of directors. When you enter the boardroom and attempt to connect your laptop to the projector, you realize that the cable to connect your laptop to the projector does not fit in any of the ports on your laptop.What are your next steps?

Collaboration 11. Technology in Energy Management Your science instructor is teaching a lesson about how technology has advanced

the energy management field. Form a team of three people to prepare a brief report about how technology and energy management are connected. One team member should research how computers play a role in conserving energy. Another team member should research other types of technology present in today’s homes and buildings that can conserve energy, and the third team member should research other benefits (such as cost savings) resulting from proper energy management.

Source: Google

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Evaluating Options for Home and Work Module 3 151

1 Synchronize a Device Synchronizing a mobile device with the cloud or a computer provides a backup location for your data

should your device fail, or become lost or stolen.While companies such as Google and Apple typically will allow you to download your purchased apps again free of charge, you also should synchronize your data so that it is available in the event a problem with your device arises. The following steps guide you through the process of synchro- nizing a device.

Synchronize with the Cloud a. Search for an app compatible with your device that

allows you to synchronize the data on your device with the cloud. Some device manufacturers, such as Apple, provide a service to synchronize your device with the cloud.

b. If necessary, download and install the app. c. The first time you run the app, you may need to

enter some personal information so that you are able to sign in and access your data in the future.

d. Configure the app to synchronize at your desired interval. If you are synchronizing a smartphone, keep in mind that synchronizing with the cloud will require a data plan. Be sure your data plan supports the amount of data that will be synchronized.

e. Once you have configured the synchronization settings successfully, select the option to manually synchronize your device at this time.

Synchronize with a Computer a. Install and run the app designed to synchronize your

device with your computer. For instance, iTunes is used to synchronize Apple devices with a computer.

b. Connect the device to the computer using the synchronization cable provided.

c. When the synchronization is complete, a message will inform you that it is safe to disconnect the device. Do not disconnect the device before the synchronization is complete, as that may damage the data on the device.

Retrieve Synchronized Data If you lose your device or the data on your device, you can retrieve the data previously synchronized. To retrieve data synchronized previously, follow the instructions in the program or app used to synchronize your data.

Exercises 1. What type of device are you attempting to

synchronize? What programs and apps are available to synchronize your device with the cloud? What programs and apps are available to synchronize your device with a computer?

2. Which program or app did you use to synchronize your device? Why did you choose that program or app instead of the others?

3. How long did it take to synchronize your device? What data on your device did the program or app synchronize?

2 Find, Download, and Read an E-Book on an E-Book Reader Most e-book readers enable you to find and download new e-books without having to connect to a computer first. To search for and download an e-book, you need to establish an Internet connection through either Wi-Fi or a mobile data plan. The following steps guide you through the process of finding, download- ing, and reading an e-book on an e-book reader. a. Turn on your e-book reader and establish an

Internet connection. b. Navigate to the store on your e-book reader where

you can search for and download e-books. c. Locate the option to search available e-books and

then enter the desired search text. You usually can search by the book’s title, author, or genre.

Instructions: You often can complete tasks using technology in multiple ways. Figure out how to perform the tasks described in these exer- cises by using one or more resources available to you (such as a computer or mobile device, articles on the web or in print, online or program help, user guides, blogs, podcasts, videos, other individuals, trial and error, etc.). Summarize your ‘how to’ steps, along with the resource(s) used, in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

How To: Your Turn The How To: Your To: Your T Turn exercises present general guidelines for fundamental skills Turn exercises present general guidelines for fundamental skills Twhen using a computer or mobile device and then require that you determine how to apply these general guidelines to a specific program or situation.

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d. Perform the search and then browse the search results for the book you want to download and install.

e. Select the option to download the book. Please note that many books cost money to download. If your payment information was entered previously, you may be charged for downloading this e-book. If you do not want to be charged, locate and download an e-book that is free.

f. When the download is complete, return to your list of installed e-books.

g. Select the e-book you have just downloaded to read the e-book.

Exercises 1. What type of e-book reader do you have? Are you happy

with the selection of e-books on your e-book reader? 2. In addition to e-book readers, what other types of

devices allow you to read e-books? 3. Do e-books cost more or less than traditional print

books? What are the advantages and disadvantages of using e-books?

3 Manage Power for Mobile Computers and Devices Configuring power management settings on mobile computers and devices will help ensure your bat- tery life is maximized. The following steps guide you

through the process of configuring power management features on mobile computers and devices. a. Display the Control Panel or Settings on your

mobile computer or device. b. Tap or click the option to display power

management or battery settings. c. If necessary, select a power plan setting to view or

modify. d. Make the necessary adjustments to the settings that

affect power consumption. For example, configure the display to dim or turn off after 30 seconds of inactivity. This will allow you enough time to read what is on the screen without having to touch the screen or move the mouse.

e. Save all changes.

Exercises 1. What power management settings have you

configured on your mobile computer or device? 2. Compare battery life on your device before and after

configuring power management settings. Have you noticed an improvement in battery life? If so, how vmuch?

3. What other power management settings are you able to configure on your mobile computer or device?

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4 Use your Mobile Device Ergonomically Individuals are using various mobile devices, such as phones and tablets, more frequently, and using these devices ergonomically can help prevent unnecessary injury. The following guidelines will help you use your mobile device ergonomically: • Use shortcuts and abbreviations whenever possible

to avoid excessive hand movement. • Make sure your hands, wrists, and arms are at a

natural angle, and avoid holding the device in a position that causes discomfort.

• Use hands-free devices and voice recognition features whenever possible to avoid hand movement.

• Do not use the device for extended periods of time without taking frequent breaks.

• Avoid resting the device on your lap during use. • Sit in an upright position or stand when using the device. • Consider using a separate keyboard and mouse if

you will be interacting with the device extensively. • Use the device in a setting with natural light.

Exercises 1. Have you been following the above guidelines while

using mobile computers and devices? If not, what have you been doing differently?

2. What types of health risks might nonergonomic use of a mobile device pose?

3. What are some additional guidelines you can follow to help minimize health risks while using your mobile device?

5 Transfer Media from a Mobile Device to a Computer Many individuals take photos and record videos using mobile devices such as digital cameras, smartphones, and tablets. After taking the photos and recording the

videos, transferring them to a computer allows you easily to create backup copies, edit the media, and create digital albums. The following steps describe multiple ways to transfer media from a mobile device to a computer.

To transfer photos from a mobile device to a computer using a memory card: a. Safely remove the memory card from the mobile

device. b. Properly insert the memory card into the appropriate

memory card slot on the computer. c. When the computer detects the memory card,

navigate to the location of the media to transfer. d. Select the files to transfer and then drag them to the

destination folder on the computer. e. Use the operating system’s “Eject” or “Safely

Remove” feature to remove the memory card from the computer safely and insert it back in the mobile device.

To transfer photos from a mobile device to a computer using a USB cable: a. Connect the cable to the mobile device and to the

computer. b. When the computer detects the mobile device,

navigate to the location on the mobile device containing the media to transfer.

c. Select the files to transfer and then drag them to the destination folder on the computer.

d. Disconnect the USB cable from the computer and from the mobile device.

Some mobile devices also allow you to transfer media using wireless technologies, such as Bluetooth and Wi-Fi. The steps required to transfer photos wirelessly vary greatly for each device. Thus, read your mobile device’s documentation to see if and how you can transfer media to your computer wirelessly. Be aware that transferring photos using your mobile data plan could increase your data charges. Consider using Wi-Fi or Bluetooth to transfer the media.

Exercises 1. Of the above techniques, which way do you find is

easiest to transfer media from your mobile device to a computer? Why?

2. What other technologies might you be able to use to transfer media from a mobile device to a computer?

3. Would you rather transfer media from your mobile device to a computer, or transfer it to the cloud? Why?

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1 Making Use of the Web Retail and Auctions E-retailers are changing the ways consumers shop for goods. One market research firm reports that nearly three-fourths of shoppers complete one-half of all their transactions online. As shoppers grow increasingly loyal to e-commerce, retail websites have become more sophis- ticated, and brick-and-mortar stores have adapted to the online presence. Nearly 90 percent of smartphone owners use their devices to compare prices, locate promotional offers, and determine directions and store hours.

Online auctions offer another convenient method of shopping for and selling practically anything imaginable. Most auction sites organize products in categories and provide photos and descriptions. eBay is one of thousands of Internet auction websites and is the world’s largest personal online trading community. In addition, craigslist is a free online equivalent of classified advertisements.

Research This: (a) Visit two retail websites and search for the latest e-book readers.Which features do these websites offer compared with the same offerings in brick-and-mortar stores? What are the advantages and disadvantages of shopping online? What policies do these websites offer for returning items? Which items have you purchased online?

(b) Visit an auction website and search for two objects pertaining to your favorite musical artist, sports team, or celebrity. For example, search for an autographed photo or ticket stubs. Describe these two items. How many people have bid on these items?Who are the sellers?What are the opening and current bids?

2 Social Media Businesses know that using social media is an efficient and effective method of building brand loyalty and promoting the exchange of ideas. The informal com- munication between consumers and company represen- tatives can help maintain credibility and promote trust. According to a recent study, more than 70 percent of American Internet users visit online social networks, and 65 percent of these people discover particular brands, products, and services by reading material posted on these websites. Twitter, Facebook, and other social media often are used to befriend customers, give a positive feeling about services and goods, engage readers, and market new ideas. Subscribers share their opinions, thoughts, and experiences, either positive or negative, through product and service reviews.

Research This: Visit at least three Twitter, Facebook, or other online social network sites and review the content. How many Twitter followers or Facebook ‘likes’ does the website have? Identify three orga- nizations, businesses, products, or causes that have a presence on Facebook, Twitter, or other online social networks. How many followers or fans do they have? Which posts are engaging and promote posi- tive attitudes about the company and the products or services offered? How many user-generated reviews and product ratings are shown? How do the online social networks encourage sharing opinions? In which ways do the companies respond to and interact with followers and fans? If negative posts are written, does the company respond professionally and positively?

3 Search Skills Search Operators Search engines provide operators, or special symbols, that will help narrow down search results. Use quo- tation marks around search text to search for an exact word or phrase. For example, type the follow- ing as your search text: wireless communications technologies (be sure to include the quotation marks) to search for those three words in that exact order. Search results will display matching pages with the quoted search phrase highlighted or in bold.

Internet Research The Internet Research exercises broaden your understanding of module concepts by requiring that you search for information on the web.

Source: eBay

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To match one or more words in a phrase, you can use an asterisk ( ), also called a wildcard operator, as part of your search text. Each asterisk represents one or more words. For example, type the following as your search text: wireless technologies (with the quotation marks) to find search results that match wireless com- munications technologies, wireless Internet technolo- gies, wireless and related technologies, and others. If you are searching for a phrase or quotation with many words, consider using the asterisk wildcard operator in place of some of the words in the search text. This tech- nique is useful if you have a quotation, and you want to find out who said it or where it may have appeared.

Research This: Create search queries usingusing quotation marks and/or the wildcard operator to answer the fol- lowing questions and use a search engine to find the an- swers. (1) Someone once said, “Life is not fair, get used to it.”Who was it? (2)What are three websites con- taining digital camera reviews? (3) How do businesses use near field communications? (4) Find five different words that complete the phrase, handheld devices, by typing appropriate search text into a search engine.

4 Security Surge protectors and uninterruptible power supplies offer protection from electrical power surges, as you learned in the Protecting Hardware section of this module.While these surges are part of everyday life, they are more likely to occur during thunder- storms and peak energy consumption periods. These unavoidable occurrences can damage or ruin sensitive electronic equipment. The processor in a computer is particularly sensitive to the fluctuations in current. When shopping for a surge protector, purchase the

best product you can afford. Typically, the amount of protection offered by a surge protector is proportional to its cost. That is, the more expensive the surge pro- tector, the more protection it offers.

Research This: Visit an electronics store or view websites with a variety of surge protectors from several manufacturers. Read the packaging or specifications to determine many of the features. Compare at least three surge protectors by creating a table using these headings: manufacturer, model, price, Joule rating (a Joule is the unit of energy the device can absorb before it can be damaged; the higher the Joule rating, the bet- ter the protection), warranty, energy-absorption rating,

response time, and other features. Which surge protector do you recom- mend? Why?

5 Cloud Services Data Providers and Mashups (DaaS) The web has made it possible for manymany informationinformation providers to make business, housing, weather, demographic, and other data avail- able on demand to third parties. Accessing online data on demand is an example of DaaS (data as a service), a service of cloud comput- ing that provides current data over the Internet for download, analysis, or use in new applications.

Mashups are apps that combine data from one or more online data providers. Mapping mashups are popular because users can visualize locations associated with data originating from a variety of online sources, including real estate listings, crime statistics, current Tweets, live traffic conditions, or digital photos.

Research This: (1) Use a search engine to find two different online data markets.Write a report sharing the sources or focus of information each provides, the availability of visualization tools to preview data, and how developers can access or incorporate the data into their own apps and websites. (2) Use a search engine to find a popular mapping mashup based on data from one of the sources listed above, or another topic. Identify the provider of the data and the provider of the maps on which the data is displayed. (3) Use a search engine to find an app or website that will help you create your own map mashup showing locations of your online data: Facebook friends, Flickr or Instagram photos, or Tweets. Take a screenshot of the mashup you made.

Internet Research

Source: Google

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Critical Thinking

4. National Security Uses for Technology Technology is an integral part of military operations. Many military research projects use simulators that resemble civilian computer games. Your company has been contacted by the Department of Defense for a research project.

Do This: Form a four-member team, and then form two two-member groups. Assign each group one of the following topics to research: (1) How have mobile computers and cloud computing affected issues of national security? (2) How can the utilization of microchips worn by soldiers, or wearable computers, be integrated into civilian use? Meet with your team and discuss your findings. Determine any advantages or disadvantages, as well as any legal ramifications that may arise.

Instructions: Evaluate the situations below, using personal experiences and one or more resources available to you (such as articles on the web or in print, blogs, podcasts, videos, television, user guides, other individuals, electronics or computer stores, etc.). Perform the tasks requested in each exercise and share your deliverables in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

1. Technology Purchases You are the director of information technology at a company that specializes in designing and selling customizable sportswear for local high school and college sports teams. Most of the technology equipment is out of date and must be replaced. You need to evaluate the requirements of individual employees so that you can order replacements.

Do This: Determine the type of computer or mobile device that might be most appropriate for the following employees: a graphic designer who exclusively works in the office, a cashier who is responsible for assisting customers with purchases, and a sales representative who travels to various locations and needs wireless communications capabilities. Consider the varying requirements of each, including mobility, security, and processing capabilities. Discuss various options that might work for each user, and considerations when purchasing each type of device.

2. Game Devices You manage a youth recreation center and have been given a grant to purchase a game console and accessories, along with fitness games, for use at the center.

Do This: Use the web to research three popular recent game consoles. Choose five characteristics to compare the game consoles, such as Internet capa- bilities, multiplayer game support, storage capacity, television connection, and game controllers. Research fitness games for each console and what accessories are needed to run the games. Determine the goals of each game, such as skill-building, weight loss, or

entertainment. Read user reviews of each game, as well as professional reviews by gaming industry experts. If possible, survey your friends and classmates to learn about their experiences with each game, such as heart rate while playing the games, any fitness goals reached, and their enjoyment of the game.

3. Case Study Amateur Sports League You are the new manager for a nonprofit amateur soccer league. The league would like to purchase a digital camera to upload pic- tures of players, games, and fundraising events to its Facebook page and its website.

Do This: You need to prepare information about digital camera options to present to the board of direc- tors. First, research the cost and quality differences between point-and-shoot cameras and SLR cameras. Use the web to find a recent model of both camera types and compare the reviews, as well as the costs, for each. Make a list of additional features, such as video capabilities, editing capabilities, lens, megapixels, GPS, flash, and zoom. Determine how each camera stores the images, the amount of storage available, and how to transfer images to a computer or mobile device. Explore whether software is included with the camera that can be used to edit, store, or organize the images after they are transferred to a computer. Compare your findings with the camera capabilities of a recent model smartphone. Determine what type of camera would be best for the league’s needs and the capabilities that are most important.

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People use a variety of programs and apps on their computers and mobile devices.

“I use my computer and mobile devices to complete homework assignments, pay bills, edit digital photos, post social media updates, and play games. I also use an antivirus program. What other programs and apps could I need?”

While you may be familiar with some of the content in this module, do you know how to …

• Determine safe websites for downloading software?

• Ensure you are not plagiarizing Internet content?

• Safely use a personal finance app?

• Use project management software?

• Avoid risks when using payment apps?

• Edit and share photos?

• Use voice command personal assistant apps?

• Identify different types of viruses and malware?

• Recognize a virus hoax?

• Protect your smartphone against malware threats?

• Recognize a phishing message?

• Uninstall a program or remove an app?

• Compress and uncompress files and folders?

In this module, you will discover how to perform these tasks along with much more information essential to this course.

PROGRAMS AND APPS: Productivity, Graphics, Security, and Other Tools 4

158 Module 4 Programs and Apps

Programs and Apps

Using programs and apps, you can accomplish a variety of tasks on computers and mobile devices (Figure 4-1). Recall from Module 1 that a program, or software, consists of a series of related instructions, organized for a common purpose, that tells the computer what tasks to perform and how to perform them. An application, or app, sometimes called application software, consists of programs designed to make users more productive and/or assist them with personal tasks.

An operating system is a set of programs thatthat coordinates all the activities among computer or mobile device hardware. Other programs, often called tools or utilities, enable you to perform maintenance-type tasks usually related to managing devices, media, and programs used by computers and mobile devices. The operating system and other tools are collectively known as system software because they consist of the programs that control or maintain the operations of the computer and its devices.

Role of the Operating System To use applications, such as a browser or word processing program on a desktop or laptop,

your computer must be running an operating system. Similarly, a mobile device must be running an operating system to run a mobile app, such as a navigation or payment app. Desktop operating systems include Mac OS,Windows, Linux, and Chrome OS. Mobile operating systems include Android, iOS, and Windows Phone. The operating system, therefore, serves as the interface between the user, the applications and other programs, and the computer’s or mobile device’s hardware (Figure 4-2).

After completing this module, you will be able to: 1 Identify the general categories of programs and apps

2 Describe how an operating system interacts with applications and hardware

3 Differentiate among the ways you can acquire programs and apps: retail, custom, web app, mobile app, mobile web app, shareware, freeware, open source, and public-domain

4 Identify the key features of productivity applications: word processing, presentation, spreadsheet, database, note taking, calendar and contact management, project management, accounting, personal finance, legal, tax preparation, document management, support services, and enterprise computing

5 Identify the key features of graphics and media applications: computer-aided design, desktop publishing, paint/image editing, photo editing and photo management, video and audio editing, multimedia and website authoring, media player, and disc burning

6 Identify the uses of personal interest applications: lifestyle, medical, entertainment, convenience, and education

7 Identify the purpose of software used in communications

8 Identify the key features of security tools: personal firewall, antivirus programs, malware removers, and Internet filters

9 Identify the key features of file, disk, and system management tools: file manager, search, image viewer, uninstaller, disk cleanup, disk defragmenter, screen saver, file compression, PC maintenance, and backup and restore

Objectives

Internet Research Which mobile operating system is the most widely used?

Search for: mobile operating system market share

Productivity, Graphics, Security, and Other Tools Module 4 159

ProductivityProductivityProductivity Graphics and Media

Programs and Apps

File, Disk, and System Management

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Personal Interest

Communications

Figure 4-1 Users work with a variety of programs and apps, some of which are shown in this figure.Users work with a variety of programs and apps, some of which are shown in this figure. © Cengage Learning; Courtesy of NCH Software, Source: Apple Inc.; Source: Google Inc.; Courtesy of AVG Technologies; Source: Microsoft

160 Module 4 Programs and Apps

An Example of How an Operating System Interacts with a User, an Application, and Hardware

Step 1 An operating system user interface is displayed on the screen when a user turns on a computer.

Step 2 The user instructs the operating system to run an application, such as a word processing application, which appears on the user’s screen. The user then instructs the application to print a document.

Step 4 The operating system sends the print instruction to the printer (hardware), which prints the document.

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Figure 4-2 This figure shows how the operating system is the interface between the user, the application, and the hardware. © photoguy_76 / Fotolia; © Cengage Learning; © restyler / Shutterstock.com; © StockLite / Shutterstock; Source: Microsoft

Each time you start a computer or mobile device, the operating system is loaded (copied) from the computer’s hard drive or mobile device’s storage media into memory. Once the operating system is loaded, it coordinates all the activities of the computer or mobile device. This includes running applications and transferring data among input and output devices and memory. While the computer or mobile device is running, the operating system remains in memory.

Productivity, Graphics, Security, and Other Tools Module 4 161

Obtaining Software Software is available in a variety of forms: retail, custom, web app, mobile app, mobile web

app, shareware, freeware, open source, and public domain.

• Retail software is mass-produced, copyrighted software that meets the needs of a wide variety of users, not just a single user or company. Some retail software, such as an operating system, is preinstalled on new computers and mobile devices. You also can purchase retail software from local stores and on the web. With online purchases, you may be able to download purchased programs immediately instead of waiting for the software to arrive by mail.

• Custom software performs functions specific to a business or industry. Sometimes a company cannot locate retail software that meets its unique requirements. In this case, the company may use software developers to create tailor-made custom software. Custom software usually costs more than retail software.

• A web app is an application stored on a web server that you access through a browser. Users typically interact with web apps directly by visiting a website, but some web apps also can be accessed locally offline. Many websites provide free access to their apps. Some charge a one- time fee, while others charge recurring monthly or annual subscription fees. You may be able to use part of a web app free and pay for access to a more comprehensive program or pay a fee when a certain action occurs.

• A mobile app is an application you download from a mobile device’s app store, sometimes called a marketplace, or other location on the Internet to a smartphone or other mobile device. Some mobile apps are preinstalled on a new mobile computer or device. Many mobile apps are free; others have a minimal cost — often less than a few dollars.

• A mobile web app is a web app that is optimized for display in a browser on a mobile device, regardless of screen size or orientation. Many app developers opt for web delivery because they do not have to create a different version for each mobile device’s app store. Many web apps use a responsive design, which means the app displays properly on any computer or device.

• Shareware is copyrighted software that is distributed at no cost for a trial period. To use a shareware program beyond that period, you send payment to the software developer or you might be billed automatically unless you cancel within a specified period of time. Some developers trust users to send payment if software use extends beyond the stated trial period. Others render the software useless if no payment is received after the trial period expires. In some cases, a scaled-down version of the software is distributed free, and payment entitles the user to the fully functional product.

• Freeware is copyrighted software provided at no cost by an individual or a company that retains all rights to the software. Thus, software developers typically cannot incorporate freeware in applications they intend to sell. The word, free, in freeware indicates the software has no charge.

• Open source software is software provided for use, modification, and redistribution. This software has no restrictions from the copyright holder regarding modification of the software’s internal instructions and its redistribution. Open source software usually can be downloaded from a web server on the Internet, often at no cost. Promoters of open source software state two main advantages: users who modify the software share their improvements with others, and customers can personalize the software to meet their needs.

• Public-domain software has been donated for public use and has no copyright restrictions. Anyone can copy or distribute public-domain software to others at no cost.

BTW Trial Versions Some retail and other programs have a trial version, which is an application you can use at no charge for a limited time, to see if it meets your needs. Some trial versions have limited functionality.

BTW Copyright A copyright gives authors, artists, and other creators of original work exclusive rights to duplicate, publish, and sell their materials.

162 Module 4 Programs and Apps

Thousands of shareware, freeware, and public-domain programs are available on the Internet for users to download. Examples include communications, graphics, and game pro- grams. Read Secure IT 4-1 for tips about safely downloading shareware, freeware, or public- domain software.

SECURE IT 4-1

Safe Downloading Websites

Websites tempt potential customers with catchy offers for software promising to speed up the computer or to obtain the latest versions of games and music. The temptation to download shareware, free- ware, and public-domain software is high, especially when the cost of such useful or fun programs is free or extremely reason- able. This action could be dangerous, how- ever, because some of these websites are filled with virus-infected software just wait- ing to be installed on an unsuspecting user’s computer or mobile device.

Before downloading any software, consider these factors when locating and evaluating shareware, freeware, or public-domain websites:

• Search for popular shareware, freeware, and public-domain download websites.

The software generally is organized into evaluation categories, such as outstanding and recommended, or grouped into purpose, such as tools and gaming.

• Look for websites with programs for your particular type of computer or mobile device. Some websites exclusively offer Windows- or Apple-based products.

• Obtain the latest versions of shareware, freeware, and public-domain software. Many developers update their programs frequently in an effort to include new features and to thwart viruses. The newest versions, therefore, often are safer and easier to use than previous versions.

• Locate websites with a variety of programs in a specific category. For example, if you need antivirus software, you can search

to find which shareware, freeware, and public-domain software is available.

• Read ratings for and reviews of products. Often, comments from users provide guidance in selecting the most desirable software for your needs.

If you follow these tips, you may find shareware, freeware, and public-domain software to be one of the best software bargains in the marketplace.

Consider This: Have you ever used or downloaded programs or apps from a shareware, freeware, or public-domain soft- ware website? If so, what software did you acquire? If not, would you consider locat- ing shareware, freeware, or public-domain software for your particular needs? Why or why not?

CONSIDER THIS

What is software as a service? Software as a service (Software as a service (Software as a service SaaS (SaaS ( )SaaS)SaaS describes a computing environment where an Internet server hosts and deploys applications. Editing projects or photos, sending email messages, and managing finances are common consumer tasks of SaaS applications. For an exercise related to SaaS, see the Internet Research: Cloud Services exercise at the end of this module.

Installing Software Recall from Module 1 that you typically need to install desktop apps on a computer. Installing

is the process of setting up the software to work with a computer, printer, and other hardware. Mobile apps typically install automatically after you download the app from the device’s app store. You usually do not need to install web apps before you can use them, but you may need to install plug-ins, such as Java or Flash, so that the web apps work.

During installation of software or before the first use, a program or app may ask you to register and/or activate the software. Software registration typically is optional and usually involves sub- mitting your name and other personal information to the software manufacturer or developer. Registering the software often entitles you to product support. Product activation is a technique that some software manufacturers use to ensure that you do not install the software on more computers than legally licensed. Usually, the software can be run a preset number of times, has limited

BTW Syncing Apps When you install an app on one computer or device, it also will install automatically on any other computers and devices on the same subscription plan.

Productivity, Graphics, Security, and Other Tools Module 4 163

functionality, or does not function until you activate it via the Internet or by phone. Thus, activation is a required process for programs that request it. Some software allows multiple activations; for example, you can install it and run it on a laptop and a desktop. Registering and/ or activating software also usually entitles you to free program updates for a specified time period, such as a year.

Many desktop and mobile apps use an automatic update feature, where the updates can be configured to download and install automatically.With web apps, by contrast, you always access the latest version of the software.

CONSIDER THIS

What is a license agreement? A license agreement, sometimes called an end-user license agreement (EULA), is the right to use a program or app. The license agreement provides specific conditions for use of the software, which a user typically must accept before using the software (Figure 4-3). Unless otherwise specified by a license agreement, you do not have the right to copy, loan, borrow, rent, or in any way distribute programs or apps. Doing so is a violation of copyright law; it also is a federal crime.

Figure 4-3 A user must accept the terms in a license agreement before using the software. Source: Citigroup Inc

terms of license agreement

tapping or clicking button indicates you accept license aggreement

Categories of Programs and Apps With programs and apps, you can work on a variety of projects — such as creatingcreating letters,

memos, reports, and other documents; developing presentations; preparing and filing taxes; drawing and altering images; recording and enhancing audio and video clips; obtaining direc- tions or maps; playing games individually or with others; composing email and other messages; protecting computers and mobile devices from malware; organizing media; locating files; and much more. Table 4-1 categorizes popular categories of programs and apps by their general use.

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Table 4-1 Programs and Apps by Category

Category Types of Programs and Apps

Productivity (Business and Personal)

•

Graphics and Media • •

•

• Management

•

Personal Interest • •

•

Communications • •

•

Security • •

•

File, Disk, and System Management

•

CONSIDER THIS

Are the categories of programs and apps shown in Table 4-1 mutually exclusive? Programs and apps listed in one category may be used in other categories. For example, photo editing applications, which appear in the graphics and media category, often also are used for business or personal productivity. Additionally, the programs and apps in the last three categories (communications; security; and file, disk, and system management) often are used in conjunction with or to support programs and apps in the first three categories (productivity, graphics and media, and personal interest). For example, email appears in the communications category but also is a productivity application.

Productivity, Graphics, Security, and Other Tools Module 4 165

Productivity Applications

Productivity applications can assist you in becoming more effective and efficient while performing daily activities at work, school, and home. Productivity applications include word processing, presentation, spreadsheet, database, note taking, calendar and contact management, project management, accounting, personal finance, legal, tax preparation, document management, and enterprise computing.

A variety of manufacturers offer productivity apps in each of these areas, ranging from desktop to mobile to web apps. Many have a desktop version and a corresponding mobile version adapted for smaller screen sizes and/or touch screens.

Developing Projects With productivity applications, users often create, edit, format, save, and distribute projects.

Projects include documents, presentations, spreadsheets, notes, calendars, contact lists, budgets, and more.

During the process of developing a project, you likely will switch back and forth among the following activities.

1. When you create a project, you enter text or numbers, insert images, add contacts, schedule appointments, and perform other tasks using a variety of input methods, such as a keyboard, a mouse, touch, or voice.

2. To edit a project means to make changes to its existing content. Common editing tasks include inserting, deleting, cutting, copying, and pasting.

a. Inserting involves adding text, images, or other content. b. Deleting involves removing text, images, or other content. c. Cutting is the process of removing content and storing it in a temporary storage location,

called a clipboard. d. Copying is the process of placing content on a clipboard, with the content remaining in

the project. Read Ethics & Issues 4-1 for a discussion about unethical copying. e. Pasting is the process of transferring content from a clipboard to a specific location in

a project.

ETHICS & ISSUES 4-1

What Can Schools and Employers Do to Prevent Internet Plagiarism? The Internet has made it easier for students and employees to plagiarize; in contrast, it also provides tools that schools and employ- ers can use to detect illegal copying. Schools often have specific rules about what consti- tutes plagiarism. Employees, such as journal- ists, are expected to follow ethical guidelines when copying or citing content.

The Internet offers many ways for students to cheat intentionally, including websites that allow you to purchase a research paper. Students may not realize that copying information without properly citing it also is plagiarism. Students who intentionally plagiarize blame competition. Teachers have several tools to catch plagiarists,

including services that compare papers to others on the Internet and produce a report highlighting content resembling previously published writing.

A journalist might be expected not only to produce multiple articles daily but also to use social media to keep readers engaged. This pressure tempts some journalists to copy content, sometimes without giving credit or linking to the original source. The laws against plagiarism are the same whether copying content from a respected news source, a personal blog, or social media. The pressures of time and expectations of content can create high-profile cases of plagiarism that affect not only the journalist but the news source for which he or she writes.

Some argue that the best way to prevent cheating is to educate. First, teach the values and discuss the consequences of cheating.

summarize information. Before copying or paraphrasing another person’s work, contact him or her to request permission. When in doubt, check with a librarian, editor, or instructor.

Consider This: How should educators and employers deal with plagiarism? Should schools use a paper-comparison service in an attempt to stop cheating? Why or why not? Does linking to the original source excuse a journalist who copies content? Why or why not?

166 Module 4 Programs and Apps

3. When users format a project, they change its appearance. Formatting is important because the overall look of a project significantly can affect its capability to communicate information clearly. Examples of formatting tasks are changing the font, font size, and font style (Figure 4-4).

a. A font is a name assigned to a specific design of characters. Cambria and Calibri are examples of fonts.

b. Font size indicates the size of the characters in a particular font. Font size is gauged by a measurement system called points. A single point is about 1/72 of an inch in height.

c. A font style adds emphasis to a font. Bold, italic, underline, and color are examples of font styles. 4. During the process of creating, editing, and formatting a project, the computer or mobile

device holds it in memory. To keep the project for future use requires that you save it.When you save a project, the computer transfers the project from memory to a local storage medium, such as a USB flash drive or hard drive, or cloud storage, so that you can retrieve it later.

5. You can distribute a project as a hard copy or electronically. A hard copy is information that exists on a physical medium, such as paper. To generate a hard copy, you print a project. Sending electronic files via email or posting them for others to view, on websites for exam- ple, saves paper and printer supplies. Many users opt for electronic distribution because it contributes to green computing.

Figure 4-4 The Cambria and Calibri fonts are shown in two font sizes and a variety of font styles. © Cengage Learning

CONSIDER THIS

How often should you save a project, and why do some apps not require you save? Saving at regular intervals, such as every 5 or 10 minutes, ensures that the majority of your work will not be lost in the event of a power loss or system failure. Many programs have an AutoSave feature that automati- cally saves open projects at specified time intervals, such as every 10 minutes.

Some web and mobile apps, such as online productivity apps, save your work instantly as you type. These apps and the document both are stored on the cloud. Thus, the app automatically saves your changes to a cloud server with every keystroke.

CONSIDER THIS

What is a clip art/image gallery? Applications often include a clip art/image gallery, which is a collection of clip art and photos. Some applications contain links to additional clips available on the web or are available as web apps. You also can purchase clip art/image gallery software that contains thousands of images.

In addition to clip art and photos, many clip art/image galleries provide fonts, animations, sounds, video clips, and audio clips. You can use the images, fonts, and other items from the clip art/image gallery in all types of projects, including documents, brochures, worksheets, and slide shows.

Productivity, Graphics, Security, and Other Tools Module 4 167

Figure 4-5 Word processing software enables users to create professional and visually appealing documents. Microsoft; © Cengage Learning

Word Processing Word processing software, sometimes called a word processor, is an application that allows

users to create and manipulate documents containing mostly text and sometimes graphics (Figure 4-5). Millions of people use word processing software on their computers and mobile devices every day to develop documents such as letters, memos, reports, mailing labels, newsletters, and webpages.

A major advantage of using word processing software is that it enables users to change their written words easily.Word processing software also has many features to make documents look professional and visually appealing. For example, you can change the font, size, and color of characters; apply special effects, such as three-dimensional shadows; use built-in styles to format documents; and organize text in newspaper-style columns.

Most word processing software allows users to incorporate graphics, such as digital photos and clip art, in documents. In Figure 4-5, a user inserted an image of a tractor in the document. With word processing software, you easily can modify the appearance of an image after inserting it in the document.

You can use word processing software to define the size of the paper on which to print and to specify the margins. A feature, called wordwrap, allows users to type words in a paragraph continually without pressing the enter key at the end of each line. While you edit a paragraph or change the paragraph margins, the words in the paragraph automatically wrap, or reflow within the para- graph. As you type more lines of text than can be displayed on the screen, the top portion of the document moves upward, or scrolls, off the screen.

Internet Research What are the guidelines for writing business letters?

Search for: business letter writing

image

document is displayed in window

printed document

168 Module 4 Programs and Apps

Word processing software typically includes tools to assist you with the writing process. For example, a spelling checker reviews the spelling of individual words, sections of a docu- ment, or the entire document. A grammar checker detects passive voice, run-on sentences, and grammatical errors. A format checker identifies extraneous spaces, capitalization errors, and more.

Presentation Presentation software is an application that allows users

to create visual aids for presentations to communicate ideas, messages, and other information to a group. The presentations can be viewed as slides, sometimes called a slide show, that are displayed on a large monitor or on a projection screen from a computer or mobile device (Figure 4-6).

Presentation software typically provides a variety of predefined presentation formats that define complementary colors for backgrounds, text, and graphical accents on the slides. This software also provides a variety of layouts for each individual slide such as a title slide, a two-column slide, and a slide with clip art, a chart, a table, or a diagram. In addition, you can enhance any text, charts, and graphics on a slide with 3-D effects, animation, and other special effects, such as shad- ing, shadows, and textures.

When building a presentation, users can set the slide timing so that the presentation automatically displays the next slide after a preset delay. Presentation software allows you to apply special effects to the transition between slides. One slide, for example, might fade away as the next slide appears.

Presentation software typically includes a clip gallery that provides images, photos, video clips, and audio clips to enhance presentations. Some audio and video editing applications work with presentation software, providing users with an easy means to record and insert video, music, and audio commentary in a presentation.

You can view or print a finished presentation in a variety of formats, including a hard copy outline of text from each slide and handouts that show completed slides. Presentation software also incorporates features such as checking spelling, formatting, researching, and creating webpages from existing slide shows.

Spreadsheet Spreadsheet software is an application that allows users

to organize data in columns and rows and perform calcula- tions on the data. These columns and rows collectively are called a worksheet. Most spreadsheet software has basic features to help users create, edit, and format worksheets. A spreadsheet file also is known as a workbook because it can

Figure 4-6 This presentation created with presentation This presentation created with presentation software consists of five slides. Source: Microsoft; © Cengage Learning

Productivity, Graphics, Security, and Other Tools Module 4 169

contain thousands of related individual worksheets. Data is organized vertically in columns and horizontally in rows on each worksheet (Figure 4-7).

Each worksheet usually can have thousands of columns and rows. One or more letters identify each column, and a number identifies each row. Only a small fraction of these columns and rows are visible on the screen at one time. Scrolling through the worksheet displays different parts of it on the screen.

A cell is the intersection of a column and row. The spreadsheet software identifies cells by the column and row in which they are located. For example, the intersection of column B and row 4 is referred to as cell B4. As shown in Figure 4-7, cell B4 contains the number, 1,000.29, which represents the wages for January.

Many of the worksheet cells shown in Figure 4-7 contain a number, called a value, that can be used in a calculation. Other cells, however, contain formulas that generate values. A formula performs calculations on the data in the worksheet and displays the resulting value in a cell, usually the cell containing the formula.When creating a worksheet, you can enter your own formulas. In Figure 4-7, for example, cell B17 could contain the formula B9+B10+B11+B12+ B13+B14+B15+B16, which would add (sum) the contents of cells B9, B10, B11, B12, B13, B14, B15, and B16. That is, this formula calculates the total expenses for January.

A function is a predefined formula that performs common calculations, such as adding the values in a group of cells or generating a value such as the time or date. For example, the function SUM(B9:B16) instructs the spreadsheet application to add all of the numbers in the range of cells B9 through B16. Spreadsheet applications contain many built-in functions.

One of the more powerful features of spreadsheet software is its capability to recalculate the rest of the worksheet when data in a cell changes. Spreadsheet software’s capability of recalculat- ing data also makes it a valuable budgeting, forecasting, and decision-making tool. Another stan- dard feature of spreadsheet software is charting, which depicts the data in graphical form, such as bar charts or pie charts. A visual representation of data through charts often makes it easier for users to see at a glance the relationship among the numbers.

BTW Formulas In many spreadsheet apps, a formula begins with an equal sign (=).

Figure 4-7 With spreadsheet software, you create worksheets that contain data arranged in columns and rows, and you can perform calculations on the data in the worksheets. Source: Google Inc.

columns J, K, L

cell B4

cell B17 is active

formula assigned to active cell contains a function

rows 3, 4, 5, and 6

170 Module 4 Programs and Apps

Database A database is a collection of data organized in a manner that allows access, retrieval, and use

of that data. In a manual database, you might record data on paper and store it in a filing cabi- net.With a database stored electronically, such as the one shown in Figure 4-8, the computer stores the data on a storage medium, such as a hard drive or optical disc, or on cloud storage.

Database software is an application that allows users to create, access, and manage a database. Using database software, you can add, change, and delete data in a database; sort and retrieve data from the database; and create forms and reports using the data in the database.

With most personal computer database programs, a database consists of a collection of tables, organized in rows and columns. Each row, called a record, contains data about a given item in the database, which is often a person, product, object, or event. Each column, called a field, contains a specific category of data within a record. The Publishing database shown in Figure 4-8 consists of two tables: a Customer table and a Book Rep table. The Customer table contains 15 records (rows), each storing data about one customer. The customer data is grouped into 10 fields (columns): CU # (customer number), Customer Name, Street, City, State, Postal Code, Amount Paid, Current Due, Returns, and BR # (book rep number). The Current Due field, for instance, contains the amount of money the customer owes the publisher. The Customer and Book Rep tables relate to each other through a common field, BR # (book rep number).

Users run queries to retrieve data. A query is a request for specific data from the database. For example, a query might request a list of customers whose balance is greater than 20,000. After obtaining the results of a query, database applications can present them on the screen, send them to a printer, or save them in a file.

BTW Web Databases You likely interact with many databases without realizing it. For example, much of the information you access on the web — including photos, videos, movies, job listings, reservation details, and class registrations — is stored in databases.

CONSIDER THIS

When should you use a database instead of a spreadsheet program? Although databases and spreadsheets both store data, these programs have different purposes and capabilities. Spreadsheet programs are ideal for calculating results or creating charts from value in the worksheet. You should use a database program, however, if want to collect, reorganize and filter data, and/or create reports from the data.

Figure 4-8 This database contains two tables: one for customers and one for book reps. The Customer table has 15 records and 10 fields; the Book Rep table has 4 records and 10 fields. Source: Microsoft

records

Book Rep table

Customer table fields

common BR # field relates the Customer table to the Book Rep table

Productivity, Graphics, Security, and Other Tools Module 4 171

Note Taking Note taking software is an application that enables users to enter typed text, handwritten

comments, drawings, sketches, photos, and links anywhere on a page and then save the page as part of a notebook (Figure 4-9). Users also can include audio recordings as part of their notes. Some enable users to sync their notes to the cloud so that they can access the notes on any computer or mobile device. Many note taking applications also include a calendar feature.

Users find note taking software convenient during meetings, class lectures and conferences, and in libraries and other settings that previously required pencil and paper for recording thoughts and discus- sions.

Calendar and Contact Management Calendar and contact management

software is an application that helps you organize your calendar, keep track ofof contacts, and share this information with other users, who can view it on their computers and mobile devices (Figure 4-10). This software provides a way for individuals and workgroups to organize, find, view, and share appointment and contact information easily. Although sometimes available separately, calendar and contact management software often exists as a unit in a single program. Many email applications include calendar and contact management features.

Figure 4-9 With note taking software, mobile users can handwrite notes, draw sketches, insert photos and links, and type text. Source: Microsoft

Figure 4-10 Users can share schedules with other users via calendar and contact management applications. Google Inc.

172 Module 4 Programs and Apps

Calendar and contact management applications enable you to synchronize information. This means that all of your computers and mobile devices, along with your organization’s server or cloud storage, have the latest version of any updated information.

Software Suite A software suite is a collection of individual related applications available together as a unit.

Productivity software suites typically include, at a minimum, word processing, presentation, spreadsheet, and email applications.While several productivity suites are designed to be installed on a local computer, some are web apps and/or mobile web apps that enabling you to share and collaborate with projects stored on the cloud.

BTW Forms and Surveys Some online productivity suites support creating online forms for surveys, which store their results in online spreadsheets.

CONSIDER THIS

Why would you use a software suite instead of a stand-alone application? Software suites offer three major advantages: lower cost, ease of use, and integration.

• When you purchase a software suite, the suite usually costs significantly less than purchasing each application individually, or as stand-alone applications.

• Software suites provide ease of use because the applications in the suite normally use a consistent interface and share features, such as clip art and spelling checker.

• Applications in a software suite often are integrated, which makes it easy to share information among them. For example, you can copy a chart created from a worksheet in a spreadsheet program and paste it into a slideshow in the presentation software.

Project Management Project management software is an application that allows a user to plan, schedule, track,

and analyze the events, resources, and costs of a project. Project management software helps users manage project variables, allowing them to complete a project on time and within budget. A marketing manager, for example, might use project management software to schedule the processes required in a product launch (Figure 4-11). Read How To 4-1 to learn how you can manage a project using project management software.

Figure 4-11 With project management software, you can plan and schedule the tasks and processes required in a project. Courtesy of CS Odessa

Productivity, Graphics, Security, and Other Tools Module 4 173

Accounting Accounting software is an application

that helps businesses of all sizes record and report their financial transactions. With accounting software, business users perform accounting activities related to the general ledger, accounts receivable, accounts payable, purchasing, invoic- ing (Figure 4-12), and payroll functions. Accounting software also enables busi- ness users to write and print checks, track checking account activity, and update and reconcile balances on demand.

Most accounting software supports online credit checks, bill payment, direct deposit, and payroll services. Some offer more complex features, such as job costing and estimating, time track- ing, multiple company reporting, foreign currency reporting, and forecasting the amount of raw materials needed for prod- ucts. The cost of accounting software for small businesses ranges from less than one hundred to several thousand dollars. Accounting software for large businesses can costcost several hundred thousand dollars.

Manage a Project Using Project Management Software Several project management programs and apps exist that are both free and fee based. Project management programs and apps are designed for projects of specific sizes, so be sure to research the various programs and apps on the market and choose one that best suits your needs. To manage a project using project management software, follow these steps:

1. Make sure you understand the project in its entirety, as well as the steps you must take to bring the project to completion.

2. Determine the date by which the project must be completed.

3. resources (people and materials) to complete the project. If you do not have the necessary resources, you should obtain them.

4. Determine the order of the steps that must be taken to bring the project to completion. Identify steps that must be taken before other steps, as well as steps that can be completed at the same time as other steps.

6. During the project, it will be necessary to update the progress and possibly adjust dates. Changes to the project and its dates should be communicated to the entire project team.

Consider This: Do you think project management software can help individuals complete a project more quickly? Why or why not?

HOW TO 4-1

CONSIDER THIS

Does the term, project, have two meanings in the technology field? Yes. As discussed earlier in this module, a project can be a deliverable you create using application software, such as a document, presentation, spreadsheet, notes, calendar, contact list, budget, and more. A project also describe the collection of tasks and processes required to develop a solution to a problem.

Figure 4-12 Accounting software helps businesses record and report their financial transactions. Courtesy of Intuit

174 Module 4 Programs and Apps

SECURE IT 4-2

Using Personal Finance Apps Safely

Personal finance apps offer convenient and easy methods to pay bills, deposit checks, examine account balances, verify payments, and transfer funds. They also are a magnet for cybercriminals to snatch an unsuspecting user’s personal information and send it to someone else anywhere in the world, who then can use the information for monetary transactions.

target customers in the United States with malicious instructions that invade their smart- phones and gain access to information stored on their devices. Users in Brazil, Australia, and France also are becoming extremely popular targets for banking thieves. By using caution and common sense, however, users can take steps to safeguard their funds and their identities by following these practices:

• Evaluate the apps. Fraudulent apps may resemble legitimate apps from financial

institutions. They often, however, are riddled with misspellings and awkward sentences. In addition, legitimate compa- nies rarely promote downloading an app from a pop-up or pop-under advertisement. If you desire an app from a bank or other financial institution, visit that company’s website for instructions about downloading and installing its authentic apps.

• Use strong passwords to access the apps. Many of the more secure personal finance apps have dual passwords that involve typing a string of characters and also validating a picture. In addition, be certain to password protect your mobile device.

• Guard your smartphone. At least 100 smartphones are lost or stolen every minute in the United States according to MicroTrax, an asset protection company. With that figure in mind, store as little

personal information as possible on your phone so that if the mobile device is lost, the chance of having your identity stolen and your accounts compromised is lessened. Also install software to locate your lost or stolen device and to erase its content remotely.

• Verify the transactions. Always verify your transactions by scrutinizing monthly statements. In addition, periodically check balances and alert your financial institution if any activity seems abnormal.

Consider This: Have you used finance apps? If so, which ones? When making transactions, do you follow some of the tips described in this box? If not, would you consider downloading an app to complete some common banking transactions? Why or why not?

Personal Finance Personal finance software is a simplified accounting application that helps home users

and small/home office users balance their checkbooks, pay bills, track personal income and expenses, verify account balances, transfer funds, track investments, and evaluate financial plans (Figure 4-13). Personal finance software helps deter- mine where, and for what purpose, you are spending money so that you can manage your finances.

Most personal finance software includes financial planning features, such as analyzing home and personal loans, preparing income taxes, and man- aging retirement savings. Other features include managing home inventory and setting up budgets. Most of these appli- cations also offer a variety of online ser- vices, such as online banking and online investing. Read Secure IT 4-2 for safety tips when using personal finance apps on your smartphone or other mobile device.Figure 4-13 Personal finance software assists home users with tracking

personal accounts. Courtesy of Intuit

Productivity, Graphics, Security, and Other Tools Module 4 175

Legal Legal software is an application that assists in the preparation of legal documents and

provides legal information to individuals, families, and small businesses (Figure 4-14). Legal software provides standard contracts and documents associated with buying, selling, and renting property; estate planning; marriage and divorce; and preparing a will or living trust. By answering a series of questions or completing a form, the legal software tailors the legal document to specific needs. Read Ethics & Issues 4-2 to consider whether an attorney should review review review documents created with legal software.

ETHICS & ISSUES 4-2

Should an Attorney Review Documents Created with Legal Software? If you want to sublet your apartment or buy or sell a used car, should you seek legal help? Hiring an attorney to create a lease or sale agreement can cost hundreds of dol- lars. Legal software or website services, on the other hand, typically cost less than $100 and sometimes are free. While it is tempting to opt for the route that will save money, you should evaluate the program to make sure it is up to date, addresses the latest laws and provisions that are specific to your state, and includes a legal dictionary. If you use a program that is out of date or creates an incomplete or invalid legal document, the cost for an attorney to correct the document

could exceed the amount you originally spent on the program.

A lease that you create or sign regarding subletting or renting an apartment should have provisions for payment of any damages, breaking or extending the agreement, and who is responsible for routine maintenance and repair. In some states, the property owner must disclose any mold, lead paint, or water quality issues. Sales agreements, such as for used cars, should include language that protects the buyer from undisclosed damage to the car, as well as clearly specify any further responsibility of the car seller.

Attorneys caution against using legal software unless you intend to have an

they validate the accuracy of the document, attorneys claim they can provide for gaps in the software; further, they are versed in laws specific to your state or circumstance. Others argue that any legal document is better than a verbal agreement and can protect both parties.

Consider This: Would you use legal software to create a legal document? Why or why not? Would you sign a legal docu- ment created with software without con- sulting an attorney? Why or why not? How do mistakes made as a result of using legal software differ from mistakes that result from human error?

Figure 4-14 Legal software assists individuals, families, and small businesses in the preparation of legal documents. Source: Avanquest Software

176 Module 4 Programs and Apps

Tax Preparation Tax preparation software is an application that can guide individuals, families, or

small businesses through the process of filing federal and state taxes (Figure 4-15). These programs forecast tax liability and offer money-saving tax tips, designed to lower your

tax bill. After you answer a series of questions and complete basic forms, the software creates and analyzes your tax forms to search for missed potential errors and deduction opportunities.

Once the forms are complete, you can print any necessary necessary necessary paperwork; then, they are ready for filing. Some tax preparation programs also allow you to file your tax forms electronically, a process called e-filing.

Document Management Document management

software is an application that provides a means for sharing, dis- tributing, and searching through documents by converting them into a format that can be viewed by any user. The converted docu- ment, which mirrors the original document’s appearance, can be viewed and printed without the software that created the original document. Some document man- agement software allows users to edit content and add comments to the converted document (Figure 4-16).

Many businesses use document management software to share and distribute company brochures, literature, and other documents electronically. Home users distrib- ute flyers, announcements, and graphics electronically. A popular electronic image file format that document management software uses to save converted documents is PDF (Portable Document Format), developed by Adobe Systems.

Figure 4-15 Tax preparation software guides individuals, families, or small businesses through the process of filing federal taxes. Source: 2nd Story Software

Figure 4-16 Users can edit content and add comments to a converted document. Source: Adobe Systems Incorporated

balloon symbol indicates comment inserted in document

markings indicated edits made to document

Productivity, Graphics, Security, and Other Tools Module 4 177

CONSIDER THIS

Can you create a PDF file only in document management applications?

saving a project as a PDF. This enables other users to view your document without requiring the application that created the project.

Internet Research Are alternatives to Adobe Reader available?

Search for: adobe reader alternatives

To view and print a PDF file, you need Adobe Reader software, which can be downloaded free from Adobe’s website.

Enterprise Computing A large organization, commonly referred to as an enterprise, requires special computing

solutions because of its size and geographic distribution. A typical enterprise consists of a wide variety of departments, centers, and divisions — collectively known as functional units. Nearly every enterprise has the following functional units: human resources, accounting and finance, engineering or product development, manufacturing, marketing, sales, distribution, customer service, and information technology.

Software used in functional units is not mutually exclusive; however, each functional unit in an enterprise uses specific software, as outlined below.

• Human resources software manages employee information, such as pay rate, benefits, personal information, performance evaluations, training, and vacation time.

• Accounting software manages everyday transactions, such as sales and payments to suppliers. Finance software helps managers budget, forecast, and analyze.

• Engineering or product development software allows engineers to develop plans for new products and test their product designs.

• Manufacturing software assists in the assembly process, as well as in scheduling and managing the inventory of parts and products.

• Marketing software allows marketing personnel to create marketing campaigns, target demographics, and track their effectiveness.

• Sales software enables the salesforce to manage contacts, schedule meetings, log customer interactions, manage product information, and take customer orders.

• Distribution software analyzes and tracks inventory and manages product shipping status.

• Customer service software manages the day-to-day interactions with customers, such as phone calls, email messages, web interactions, and messaging sessions.

• Information technology staff use a variety of programs and apps to maintain and secure the hardware and software in an enterprise.

Mini Feature 4-1: Web and Mobile Apps for Personal and Business Productivity A variety of applications provide a service intended to make business or personal tasks easier

to accomplish. Some applications focus on a single service, while others provide several services in a single application. Read Mini Feature 4-1 to learn about some popular web and mobile apps for personal and business productivity.

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Web and Mobile Apps for Personal and Business Productivity Whether you are checking appointments, sending or reading email messages, arranging travel, banking or looking up information online, making a purchase, scanning QR (quick response) codes or bar codes, or checking in with friends on online social networks, web and mobile apps can assist your personal and business productivity.

Calendar and Email

Maintaining a calendar and checking email messages are common tasks of calendar and email web and mobile apps. Calendar apps keep track of your appoint- ments and synchronize information entered on a mobile device with your online or desktop calendar software. Email mobile apps integrate with your device's address book to display names from your device's contact list that match a recipient’s name as you type it, and with

your device's photo gallery for sending photos.

Travel

Purchasing flights, hotels, rental cars, or travel ser- vices is a common online task for personal and busi- ness travelers. Travel apps display available options and allow you to filter results. Many allow you to

share travel plans with your online social networks.

Financial

You can access bank accounts or investments using a financial app. Financial mobile apps track expenses as you spend money and notify you when a bill is due. To help secure information, financial mobile apps can disable access if your device is stolen or lost. Some banking mobile apps allow you to upload a photo of a check taken with the device’s camera to process the deposit.

Reference

Dictionaries, encyclopedias, books, and directories are available online as reference apps. Many have associated mobile apps that format information for mobile devices, or take advantage of their features. For example, rather than typing a search term in a dictionary web app to look up its definition, a mobile app also might offer voice input. On the mobile version

of an encyclopedia app, you might shake the device to display random topics or redisplay the app’s home screen. Some reference mobile apps also can download information directly to your phone for offline access.

Retail

Online marketplaces and payment services support buying and selling items and transferring funds from one party to another. Marketplace apps enable custom- ers to research products, enter or examine product reviews, and make purchases. A retail store mobile app

- est to the customer’s location. You also might use a device’s camera to scan a product’s bar code and then place the item in a shopping cart. Payment services allow customers to send money or pay for items using mobile devices. Read Secure IT 4-3 for safety tips when using payment apps.

Scanning

Scanning apps use a mobile device's camera to scan a QR code or bar code. A QR code is a square-shaped graphic that represents a web address or other information. A QR code reader app scans a QR code, and then displays its corresponding information. A bar code scanner reads a bar code and may provide product information, price, or reviews. Some supermarkets provide shopping apps for customers to scan bar codes of items they purchase. These apps create a customized shopping list, ordering items by their aisle location in the store, to pro- vide a more efficient shopping experience.

Online Social Networks

Many users connect with family, friends, and coworkers using online social network mobile apps. Online social network web apps often integrate instant messaging and video chat communications. Online social network mobile apps allow users to include photos and videos from their device in their updates easily.

Consider This: Compare the web and mobile versions of the same app for personal and business productivity. Which features are common to both? Which features in the mobile version are not found in the web version? Which features in the web version are not found in the mobile version? Why do you think the developers made these decisions? Which features would you like to see that are missing from either version of the app?

MINI FEATURE 4-1

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Productivity, Graphics, Security, and Other Tools Module 4 179

Graphics and Media Applications

In addition to productivity applications, many people work with software designed specifically for their field of work. Power users, such as engineers, architects, desktop publishers, and graphic artists, often use sophisticated software that allows them to work with graphics and media. Many of these applications incorporate user-friendly interfaces or scaled-down versions, making it possible for the home and small business users also to create projects using these types of programs.

Graphics and media applications include computer-aided design, desktop publishing, paint/ image editing, photo editing and photo management, video and audio editing, multimedia and website authoring, media players, and disc burning.

SECURE IT 4-3

Avoiding Avoiding A Risks Using Payment Apps

Paying for coffee at the local coffee shop or buying tools at the hardware store has become streamlined with the advent of mobile payment apps. More than 15 percent of Starbucks transactions are accomplished using a smartphone app instead of using cash or credit card, and many merchants are accepting this form of payment as mobile wallet apps become more secure. The users enjoy the convenience of maintaining control when they scan their phone at the checkout counter instead of handing a credit card to a clerk. This security factor becomes even more pronounced at restaurants, where unscrupu- lous employees can take credit cards away from the table and then have full access to the personal information on the cards.

Mobile payment providers state that using their apps is more secure than using plastic

credit cards. The apps use a payment system on phones equipped with an NFC chip, which NFC chip, which NFC chip stores data that is transmitted to a contactless terminal and verified as a legitimate sale. A smartphone user never enters an account number at the cash register because all financial information is stored on the mobile payment system. If, however, an unauthorized charge is made, the Electronic Fund Transfer Act protects users as long as the claim is made promptly, generally within two days.

If you use your smartphone to make purchases, follow this advice from the security experts:

• Use a password on your phone.

• Select a payment app that requires you to enter a password to start the transaction.

• Choose a payment app that issues a receipt so that you can verify every purchase.

• Be vigilant about checking mobile transactions against monthly statements from the credit card company.

Consider This: Should additional mer- chants allow payments using mobile apps? Should merchants be required to pay when customers use payment apps, like they do when customers use credit cards? Why or why not? Where would you like to pay for transactions using your smartphone?

Google Inc.

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Programs and Apps and Productivity Applications as it relates to the module objectives. Now you should know …

• What categories of programs and apps you might find on a computer or mobile device (Objective 1)

• Why you need an operating system on computers and mobile devices (Objective 2)

• How you can obtain software (Objective 3)

• Which productivity applications might be suited to your needs (Objective 4)

180 Module 4 Programs and Apps

Computer-Aided Design Computer-aided design (CAD) software

is a type of application that assists profes- sionals and designers in creating engineer- ing, architectural, and scientific designs and models. For example, engineers create design plans for vehicles and security sys- tems. Architects design building structures and floor plans (Figure 4-17). Scientists design drawings of molecular structures.

Three-dimensional CAD programs allow designers to rotate designs of 3-D objects to view them from any angle. Some CAD software even can generate material lists for building designs.

Home and small business users work with less sophisticated design and modeling software. These applications usually contain thousands of predrawn plans that users can

customize to meet their needs. For example, home design/landscaping software is an application that assists users with the design, remodeling, or improvement of a home, deck, or landscape.

Desktop Publishing Desktop publishing software (DTP software) is an application that enables designers to

create sophisticated publications that contain text, graphics, and many colors. Professional DTP software is ideal for the production of high-quality color projects such as textbooks, corporate newsletters, marketing literature, product catalogs, and annual reports. Designers and graphic artists can print finished publications on a color printer, take them to a profes- sional printer, or post them on the web in a format that can be viewed by those without DTP software.

Home and small business users create newsletters, brochures, flyers, advertise- ments, postcards, greeting cards, letter- head, business cards, banners, calendars, logos, and webpages using personal DTP software (Figure 4-18). Although many word processing programs include DTP features, home and small business users often prefer to create DTP projects using DTP software because of its enhanced features. These programs typically guide you through the development of a project by asking a series of questions. Then, you can print a finished publication on a color printer or post it on the web.

Many personal DTP programs also include paint/image editing software and photo editing and photo management software (discussed next), enabling users to embellish their publications with images.

Figure 4-17 Architects use CAD software to design building structures. © iStockPhoto / GordanD

Figure 4-18 With personal DTP software, such as Microsoft Publisher shown here, home users can create newsletters. Courtesy of Joy Starks; Source: Microsoft

Productivity, Graphics, Security, and Other Tools Module 4 181

Paint/Image Editing Graphic artists, multimedia professionals, technical illustrators, and desktop publishers use

paint software and image editing software to create and modify graphics, such as those used in DTP projects and webpages. Paint software, also called illustration software, is an application that allows users to draw pictures, shapes, and other graphics with various on-screen tools, such as a pen, brush, eyedropper, and paint bucket. Image editing software is an application that provides the capabilities of paint software and also includes the capability to enhance and modify existing photos and images. Modifications can include adjusting or enhancing image colors, adding special effects such as shadows and glows, creating animations, and image stitchingstitching (combining multiple images into a larger image).

Paint/image editing software for the home or small business user provides an easy-to-use interface; includes various simplified tools that allow you to draw pictures, shapes, and other images (Figure 4-19); and provides the capability of modifying existing graphics and photos. These products also include many templates to assist you in adding images to projects, such as greeting cards, banners, calendars, signs, labels, business cards, and letterhead.

Photo Editing and Photo Management

Photo editing software is a type of image editing soft- ware that allows users to edit and customize digital photos. With photo editing software, users can retouch photos, crop images, remove red-eye, erase blemishes, restore aged photos, add special effects, enhance image quality, change image shapes, color-correct images, straighten images, remove or rearrange objects in a photo, add layers, and more (Figure 4 20). Many applications also provide a means for creating digital photo albums.

BTW Built-In Image Editing

Word processing, presentation, and other productivity applications usually include basic image editing capabilities.

Figure 4-19 Home users can purchase affordable paint/image editing programs that enable them to draw images. DrawPlus X5 © Serif (Europe) Ltd, | www.serif.com

Figure 4-20 With photo editing software, users can edit digital photos, such as by adjusting the appearance of images as shown here. PhotoPlus X6 © Serif (Europe) Ltd | www.serif.com

182 Module 4 Programs and Apps

When you purchase a digital camera, it usually includes photo editing software. Many digital cameras also include basic photo editing software so that you can edit the image directly on the camera. Read How To 4-2 for instructions about editing and sharing photos. Read Ethics & Issues 4-3 to consider issues related to altering digital photos.

With photo management software, you can view, organize, sort, catalog, print, and share digital photos. Some photo editing software includes photo management functionality. Many online photo storage services enable you to create scrapbooks — selecting photos, adding captions, selecting backgrounds, and more.

Edit and Share Photos When you take a photo using a digital camera or smartphone, you sometimes may want to edit the photo to remove unwanted areas, correct imperfections, or change its file size. Many apps allow you to edit photos easily. Several are simple to use and do not require advanced photo editing experience. Before editing a photo, you first should make a backup of the original photo. The table below describes common ways to edit photos using a photo editing app.

After you have edited a photo to your satisfaction, you may want to share the

photo with others. Many mobile devices, such as smartphones and tablets, as well as most photo editing apps, have built-in options that allow you to share photos. To share a photo on a mobile device or from within a photo editing app, follow these steps:

1. Open the photo to share. 2. Select the sharing option in the

photo editing app or on the mobile device.

3. Choose the method by which to share the photo. Common ways to share

photos include sending the photo as an email attachment, posting the photo to an online social network or photo shar- ing site, and sending the photo as a picture message to another mobile device.

Consider This: Examine your digital camera or other mobile device with a camera feature. Which of the photo editing features discussed here does it have? Did you notice any photo editing features in addition to those listed here?

HOW TO 4-2

ACTION PURPOSE STEPS

Crop Removes unwanted areas of a photo 1. Select cropping tool.

2. Adjust photo border to de�ne area(s) of the photo to keep and discard.

Remove red-eye Removes the appearance of red eyes caused by the camera �ash

1. Select red-eye removal tool.

2. Tap or click areas of the photo with the red-eye effect or drag a border or drag a border or around the affected areas.

Resize Changes the physical dimensions of the photo

1. Select resizing tool.

2. Drag sizing handles to increase or decrease the photo’s dimensions or type the desired height and width in the appropriate text boxes.

Compress Decreases the photo’s �le size 1. Select option to compress photo.

2. Choose desired level of compression.

Adjust sharpness Increases or decreases crispness of objects in the photo

1. Select option to adjust sharpness.

2. Drag sharpness slider to desired value or type the desired sharpness or type the desired sharpness or level into appropriate text box.

Adjust brightness Adjusts lightness or darkness in the photo

1. Select option to adjust brightness.

2. Drag brightness slider to desired value or type the desired brightness or type the desired brightness or level into appropriate text box.

Adjust contrast Adjusts the difference in appearance between light and dark areas of the photo

1. Select option to adjust contrast.

2. Drag contrast slider to desired value or type the desired contrast level or type the desired contrast level or into appropriate text box.

Productivity, Graphics, Security, and Other Tools Module 4 183

Video and Audio Editing Video editing software is an application that allows professionals to modify a segment of a

video, called a clip. For example, users can reduce the length of a video clip, reorder a series of clips, or add special effects such as words that move across the screen. Video editing software typically includes audio editing capabilities. Audio editing software is an application that enables users to modify audio clips, produce studio-quality soundtracks, and add audio to video clips (Figure 4-21). Most television shows and movies are created or enhanced using video and audio editing software.

Many home users work with easy-to-use video and audio editing software, which is much simpler to use than its professional counterpart, for small-scale movie making projects.With these pro- grams, home users can edit home movies, add music or other sounds to the video, and share their movies on the web. Some operating systems include video editing and audio editing applications.

ETHICS & ISSUES 4-3

Is It Ethical to Alter Digital Photos? Many commercial artists, photojournalists, and creators of magazine covers and billboards use photo editing software to alter digital photos. Artists use photo editing software to enhance digital photos by changing colors, adding or removing objects, and more. When does photo manipulation become unethical?

In several high-profile cases, news sources published intentionally altered photos that misrepresented the facts, in one case publishing photos of an aging world leader edited to remove his hearing aid. One school received criticism when it altered necklines on yearbook photos to be more modest.

Real estate agents on occasion have altered photos of homes for online listings or print brochures. Also making news are celebrity or model photos that artists retouch to change their physical appearance.

Association expresses reservations about digital altering and subscribes to the following belief: “As [photo]journalists we believe the guiding principle of our profession is accuracy; therefore, we believe it is wrong to alter the content of a photo in any way ... that deceives the public.” Yet, some insist that the extent to which a photo “deceives the public” is in the eye of the beholder. Many differentiate between

technical manipulation to improve photo quality and an intent to deceive. Some governments are attempting to legislate photo manipulation. One country banned a magazine in which a celebrity’s appearance appeared visibly altered. Some celebrities refuse to allow airbrushing or other manipulation of photos of them.

Consider This: Is it ethical to alter digital photos? Why or why not? Does the answer depend on the reason for the alteration, the extent of the alteration, or some other factor? Should magazines stop altering pictures of people to change their appearance? Why or why not?

Figure 4-21 With audio editing software, users modify audio clips. Source: Adobe Systems Incorporated

184 Module 4 Programs and Apps

Multimedia and Website Authoring Multimedia authoring software allows users to combine text, graphics, audio, video, and

animation in an interactive application (Figure 4-22).With this software, users control the placement of text and images and the duration of sounds, video, and animation. Once created, multimedia presentations often take the form of interactive computer-based presentations or web-based presentations designed to facilitate learning, demonstrate product functionality, and elicit direct user participation. Training centers, educational institutions, and online maga- zine publishers use multimedia authoring software to develop interactive applications. These applications may be distributed on an optical disc, over a local area network, or via the Internet as web apps.

Website authoring software helps users of all skill levels create related webpages that include graphics, video, audio, animation, special effects with interactive content, and blog posts. In addition, many website authoring programs allow users to organize, manage, and maintain websites.Website authoring software often has capabilities of multimedia authoring software.

CONSIDER THIS

What is computer-based or web-based training? Computer-based training (Computer-based training (Computer-based training CBTCBT ) is a type of education in which students learn by using and completing exercises with instructional software. Web-based training (Web-based training (Web-based training WBT ) is a type of CBT that uses Internet technology to deliver the training. CBT and WBT typically consist of self-directed, self-paced instruction about a topic so that the user becomes actively involved in the learning process instead of being a passive recipient of information. Beginning athletes use CBT programs to learn the intricacies of participating in a sport. The military and airlines use CBT simulations to train pilots to fly in various conditions and environments. WBT is popular in business, industry, and schools for teaching new skills or enhancing existing skills of employees, teachers, and students.

Figure 4-22 Multimedia authoring software allows you to create dynamic presentations that include text, graphics, audio, video, and animation. Courtesy of Matchware Inc.

Productivity, Graphics, Security, and Other Tools Module 4 185

Media Player A media player is a program that allows you to view images and animations, listen to audio,

and watch video files on your computer or mobile device (Figure 4-23). Media players also may enable you to organize media files by genre, artist, or other category; create playlists; convert files to different formats; connect to and purchase media from an online media store or market-place; stream radio stations’ broadcasting over the Internet; download podcasts; burn audio CDs; and transfer media to portable media players.

Disc Burning Disc burning software writes text, graphics, audio, and video files on a recordable or

rewritable disc. This software enables home users easily to back up contents of their hard drive on an optical disc (CD/DVD) and make duplicates of uncopyrighted music or movies. Disc burning software usually also includes photo editing, audio editing, and video editing capabilities.

Personal Interest Applications

Countless desktop, mobile, and web apps are designed specifically for lifestyle, medical, entertainment, convenience, or education activities. Most of the programs in this category are relatively inexpensive; many are free. Some applications focus on a single service, while others provide several services in a single application. • Lifestyle applications: Access the latest news or sports scores, check the weather forecast, compose

music, research genealogy, find recipes, or locate nearby restaurants, gas stations, or points of interest. • Medical applications: Research symptoms, establish a fitness or health program, track exercise

activity, refill prescriptions, count calories, or monitor sleep patterns.

Figure 4-23 A media player. Source: Rhapsody

186 Module 4 Programs and Apps

• Entertainment applications: Listen to music or the radio, view photos, watch videos or shows, read a book or other publication, organize and track fantasy sports teams, and play games individually or with others.

• Convenience applications: Obtain driving directions or your current location, remotely start your vehicle or unlock/lock the doors, set an alarm or timer, check the time, calculate a tip, use your phone as a flashlight, or use a personal assistant that acts on your voice commands (read How To 4-3 for instructions about using personal assistant apps).

• Education applications: Access how-to guides, learn or fine-tune a particular skill, follow a tutorial, run a simulation, assist children with reading and other elementary skills, or support academics.

Internet Research What is geocaching?

Search for: geocaching basics

Use Features in Voice Command Personal Assistant and Mobile Search Apps Many mobile operating systems include a virtual personal assistant that processes voice commands and performs certain tasks. Some mobile search apps also act on spoken commands.. For example, you can issue voice commands to set an alarm, add an appointment to your calendar, send a text message, or run an app. The following table describes ways to use features in voice command personal assistant apps:

HOW TO 4-3

Task Sample Voice Command(s)

Change phone settings “Turn on Wi-Fi.”

“Turn off Bluetooth.”

Dial a number “Call Madelyn’s Cell.”

“Call Mom Home.”

“Dial 407-555-8275.”

Obtain information

“How many ounces are in a pound?”

“What is the closest Chinese restaurant?”

Obtain driving instructions

Perform a search “What is the gas mileage for a Ford Explorer?”

“Search butterfly lifespan.”

Run an app “Run calendar.”

“Run email.”

Schedule a meeting “Schedule a meeting with Traci at the library at 3:00 p.m. tomorrow.”

Send a text message “Text Samuel meet me at the pool.”

Set a reminder “Remind me to go grocery shopping tomorrow.”

Set a timer “Set timer for five minutes.”

Set an alarm “Set an alarm for 6:00 a.m. tomorrow.”

“Set an alarm for 6:30 a.m. every weekday.”

Consider This: What other voice commands are available on your phone? Do you use voice commands? Why or why not?

Mini Feature 4-2: Web and Mobile Apps for Media and Personal Interest A variety of applications provide a service intended to make media and personal interest tasks

easier to accomplish. Some applications focus on a single service, while others provide several services in a single application. Read Mini Feature 4-2 to learn about some popular web and mobile apps for media and personal interests.

Productivity, Graphics, Security, and Other Tools Module 4 187

Web and Mobile Apps for Media and Personal Interests Whether sharing, viewing, and purchasing media, such as photos; streaming audio and video; or playing games by yourself or with others, countless web and mobile apps are available to meet your needs. You also can use web and mobile apps to look up news, sports, and weather; obtain maps and directions; help you reach your health and fitness goals; and assist you with academic objectives.

Media Sharing

With media sharing mobile apps, you use the digital camera on your mobile device to take quality photos and/or videos and then instantly can share the photos or videos on online social networks. Using the corresponding media sharing web app, you can categorize, tag, organize, and rank the media posted by you, your friends, and your contacts.

Streaming Audio and Video

Podcasts, video blogs, clips or episodes from a television show, or even entire movies are available through a variety of streaming media web and mobile apps. Some services are available only with member- ship, and may charge a monthly fee. Others are free, but include ads. Streaming media enables you to view and lis- ten to content without downloading it to your computer or device, saving valuable disc or media storage space.

Gaming

component, enabling you to chat within the game envi- ronment, find friends who play the same game apps, and post your scores on social media. Word, puzzle, and board games are just some examples of apps you can play by yourself or with friends or others using the same apps.

News, Sports, and Weather

Many apps provide access to the latest news, stories, current events, sports scores, sporting events, and

technology to provide current or customized informa- tion based on the location of your mobile device. You also can configure these apps to deliver text messages and other types of alerts to your device when certain

events occur, such as when a football team scores a touchdown or when severe weather is near.

Mapping

use mapping mobile apps to obtain directions, maps, and recommendations for restaurants or other points of interest based on your current location. Some mapping

signals (if they enable you to do so). Others allow you to share your current location on social media using a check-in feature. Web apps help you decide on a route, print directions or a map, and even find amenities along your route, such as public rest stops or restaurants.

Health and Fitness

Losing weight, training for a race, or following a low-calorie diet are some uses of health and fitness apps. Using a mobile device as a pedometer or

you count your steps or create a map of a route you run and then update your profile with the data it tracked. You can use corresponding web apps to chart and analyze your progress, schedule your next workout, or determine the next steps to reach your goals. These apps also can help plan your meals and track the nutritional value of food you consume.

Academic

If you need to study terms or topics, flash card apps can provide reinforcement. This book‘s premium content for example, has an accompanying Flash Cards app designed to improve your retention of module key terms. Schools often subscribe to educational apps that provide students with games, quizzes, and lessons about course topics. Using these apps, teachers can keep track of stu- dents’ progress and pinpoint areas where they may need extra help. You also can access complete college or high school courses and take advantage of free or fee-based digital content provided by publishers and teachers.

Consider This: Which web and mobile apps have you used for media sharing; streaming audio and video; gaming; news, sports, and weather; mapping; health and fitness; and education? Will you try others after reading this mini feature? Why or why not?

MINI FEATURE 4-2

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188 Module 4 Programs and Apps

Communications Applications

One of the main reasons people use computers is to communicate and share information with others. Earlier modules presented a variety of communications applications, which are summa- rized in Table 4-2. Read Ethics & Issues 4-4 to consider whether your email provider should be allowed to read or scan your email messages.

Table 4-2 Communications Applications Blog • Time-stamped articles, or posts, in diary or journal format, usually

listed in reverse chronological order

• Bloggers (author) use blogging software to create/maintain blog

� Some blog services provide blogging software so users do not have to install it on their own servers

Internet Phone • Allows users to speak to other users via an Internet connection

• Requires a microphone, a speaker, a high-speed Internet connection, and

�

� With a webcam, some services also support video chat or videoconferences

Browsing • Allows users to access and view webpages on the Internet

• Requires browser

� Integrated in most operating systems

� Alternative browsers are available on the web for download, usually for free

Internet Messaging • Real-time exchange of messages, files, images, audio, and/or video with

another online user

• Requires messaging software

� Integrated in some operating systems

� Available for download on the web, usually for free, or available as a browser plug-in

� Included with some paid ISPs

Chat • Real-time, online typed conversation with one or more users

• Requires chat client software

� Integrated in some operating systems and most browsers

� Available for download on the web, usually for free

� Included with some paid ISPs

� Built into some websites

Mobile Messaging • Short text, picture, or video messages sent and received, mainly on mobile

devices

• May require messaging plan from mobile service provider

� Requires messaging software

� Integrated in most mobile devices

� Available for download on the web, usually for free

Online Discussion • Online areas where users have written discussions

• May require a reader program

• Integrated in some operating systems, email programs, and browsers

Videoconference • Meeting between geographically separated people who use a network to

transmit video/audio

• Requires videoconferencing software, a microphone, a speaker, and a webcam

Email • Messages and files sent via a network, such as the Internet

• Requires an email program

� Integrated in many software suites and operating systems

� Available free at portals on the web

� Included with a paid ISP

� Can be purchased separately

Web Feeds • Keeps track of changes made to blogs by checking feeds

• Requires a feed reader

� Integrated in some email programs and browsers

� Available for download on the web, usually for free

File Transfer • Method of uploading files to and downloading files from servers

on the Internet

• May require an FTP client program

� Integrated in some operating systems

� Available for download on the web; many free or open source alternatives are available

� Many applications (such as web editing software) that require frequent transfer of files to the Internet have built-in FTP capabilities

BTW Mobile Communications Apps

Most of the communications apps in Table 4-2 are available as mobile apps, as well.

Productivity, Graphics, Security, and Other Tools Module 4 189

Security Tools

To protect your computers and mobile devices, you can use one or more security tools. Security tools include personal firewalls, antivirus programs, malware removers, and Internet filters. Although some of these tools are included with the operating system, you also can purchase stand-alone programs that offer improvements or added functionality.

Personal Firewall A personal firewall is a security tool that

detects and protects a personal computer and its data from unauthorized intrusions (Figure 4-24). Personal firewalls constantly monitor all transmissions to and from a computer or mobile device and may inform a user of attempted intrusions. When con- nected to the Internet, your computer or mobile device is vulnerable to attacks from

ETHICS & ISSUES 4-4

Should Your Email Provider Be Allowed to Read or Scan Your Email? When using any email program or service, you expect the app to scan incoming and outgoing mail to prevent the spread of mal- ware. One web-based email service recently released a service update that includes automatic scanning of all email messages in order to provide targeted advertisements. Privacy experts point out that the scan includes all email messages sent or received, whether or not both the sender and recipi- ent subscribe to the service.

Ad-supported web services, including email, often collect information in your profile, as well as your search results and other Internet activity. When you agree to

use these services, you give consent to this type of monitoring. In this case, the extent of the monitoring exceeds the policies of other web-based services. In a court filing, one email provider stated that users of web-based services have no “reasonable expectation” of privacy with respect to the content of email messages.

A further complication to this instance is that many educational institutions use this service for email, collaboration software, and more. The service admits to collecting data from students, even when the school has opted out of ad displays. Laws are unclear whether collecting student data is legal. Several schools have joined to create a class- action lawsuit against the provider. Many

argue that collection of student data, which could include grades received and more, is a violation of the Family Educational Rights and Privacy Act (FERPA). Although FERPA predates cloud-based Internet services, it states that “schools must have written permission from the parent or eligible student in order to release any information from a student's education record.”

Consider This: Should an email service provider disclose data collection practices? Why or why not? Is it ethical for an email provider to scan email sent by a nonsub- scriber? Why or why not? Is collecting student data a violation of FERPA? Why or why not?

NOW YOU SHOULD KNOW

Interest Applications, and Communications Applications, as it relates to the module objectives. Now you should know …

• When you might use a graphics or media application (Objective 5)

• Which personal interest applications you would find useful (Objective 6)

• When you are interacting with communications applications (Objective 7)

Figure 4-24 This personal firewall detected a threat to the computer and provided a means to remove the threat. Courtesy of Checkpoint Software Technologies Ltd.

Fix Now button removes the threat

threat detected

190 Module 4 Programs and Apps

hackers who try to access a computer or network illegally. These attacks may destroy your data, steal information, damage your computer, or carry out some other malicious action.

CONSIDER THIS

What is a hardware firewall? A hardware firewall is a device intended to stop network intrusions before they attempt to affect your computer or hardware firewall is a device intended to stop network intrusions before they attempt to affect your computer or hardware firewall network maliciously. Many routers also can function as a hardware firewall.

Mini Feature 4-3: Viruses and Malware A computer virus is a potentially damaging program that affects a computer or device negatively

by altering the way it works. This occurs without the user’s knowledge or permission. Once the virus is in a computer or device, it can spread and may damage your files, programs and apps, and operating system. Read Mini Feature 4-3 to learn more about viruses and other malware.

Viruses and Malware

a virus, known as a virus author, intentionally writes a virus program. Writing a virus program usually requires significant programming skills. The virus author ensures the virus can replicate itself, conceal itself, monitor for certain events, and then deliver its payload. A payload is the destructive event or prank the virus delivers.

Most variations of viruses have two phases involved in their execution: infection and delivery.

The first step in the infection phase is activation of the virus. The most common way viruses spread is by users running infected programs or apps. During the infection phase, viruses typically perform one or more of the following actions:

1. First, a virus replicates by attaching itself to program files. A macro virus hides in a macro, which is a standard feature of many productivity applications, such as word processing and spreadsheet apps. A boot sector virus targets the computer’s start-up files. A file virus attaches itself to program files. The next time an infected program or app is run, the virus executes and infects the computer or device.

2. stealth virus disguises itself by hiding in fake code sections, which it inserts within working code in a file. A polymorphic virus actually changes its code as it delivers the infection.

3. Finally, viruses watch for a certain condition or event and activate when that condition or event occurs. The event might be starting the computer or device, or reaching a date on the system clock. A logic bomb activates when it detects a specific condition

(say, a name deleted from the employee list). A time bomb is a logic bomb that activates on a particular date or time. If the triggering condition does not exist, the virus simply replicates.

During the delivery phase, the virus unleashes its payload, which might be a harmless prank that displays a meaningless message — or it might be destructive, corrupting or deleting data and files. The most dangerous viruses do not have an obvious payload. Instead, they quietly modify files. One way antivirus software detects computer viruses is by monitoring files for unknown changes.

In addition to viruses, other malware includes worms, trojan horse programs, and rootkits.

• A worm resides in active memory and replicates itself worm resides in active memory and replicates itself worm over a network to infect computers and devices, using up system resources and possibly shutting down the system.

• A trojan horse is a destructive program disguised as trojan horse is a destructive program disguised as trojan horse a real program, such as a screen saver. When a user runs a seemingly innocent program, a trojan horse hiding inside can capture information, such as user names and passwords, from your computer or enable someone to control your computer remotely. Unlike viruses, trojan horses do not replicate themselves.

• A rootkit is a program that easily can hide and allow rootkit is a program that easily can hide and allow rootkit someone to take full control of your computer from a remote location, often for nefarious purposes. For example, a rootkit can hide in a folder on your computer. The folder appears empty because the rootkit has instructed your computer not to display the contents of the folder. Rootkits can be very dangerous and often require special software to detect and remove.

MINI FEATURE 4-3

BTW Security Suites A security suite is a security suite is a security suite collection of individual security tools available together as a unit. These programs often are called Internet security programs.

Productivity, Graphics, Security, and Other Tools Module 4 191

Antivirus Programs To protect a computer from virus attacks, users should install an antivirus program and keep

it updated by purchasing revisions or upgrades to the software. An antivirus program protects a computer against viruses by identifying and removing any computer viruses found in memory, on storage media, or on incoming files (Figure 4-25). Antivirus programs scan for programs that attempt to modify a computer’s start-up files, the operating system, and other programs that normally are read from but not modified. In addition, many antivirus programs automatically scan files downloaded from the web, email attachments, opened files, and all types of removable media inserted in the computer or mobile device.

If an antivirus program identifies an infected file, it attempts to remove the malware. If the antivirus program cannot remove the infection, it often quarantines the infected file. A quarantine is a separate area of a hard drive that holds the infected file until the infection can be removed. This step ensures other files will not become infected.

uarantined files remain on your computer or mobile device until you delete them or restore them.

Most antivirus programs also include protection against other malware, such as worms, trojan horses, and spyware.When you pur- chase a new computer, it may include a trial version of antivirus software. Many email servers also have anti- virus programs installed to check incoming and outgoing email mes- sages for viruses and other malware. Read Secure IT 4-4 for tips about recognizing virus hoaxes.

Studies show that malware can infect an unprotected computer within minutes after connecting to the Internet. Due to the increasing threat of viruses attacking your computer, it is more important than ever to protect your computer from viruses and other malware. Secure IT 1-2 in Module 1 lists steps you can follow to protect your computer from a virus infection.

Consider This: If your computer or mobile device is infected with a virus or malware, how will you know? How will you find instructions for removing a virus?

Figure 4-25 An antivirus program scans memory, media, and incoming email messages and attachments for viruses and attempts to remove any viruses it finds. Courtesy of Checkpoint Software Technologies Ltd.

BTW Antivirus and Malware Detection Programs You should run only one antivirus program on your computer but can run more than one malware detection program.

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192 Module 4 Programs and Apps

Spyware, Adware, and Other Malware Removers Spyware is a type of program placed on a computer or mobile device without the user’s knowledge

that secretly collects information about the user and then communicates the information itit collects to some outside source while the user is online. Some vendors or employers use spyware to collect information about program usage or employees. Internet advertising firms often collectcollect information about users’ web browsing habits. Spyware can enter your computer when you install a new program, through a graphic on a webpage or in an email message, or through malware.

Adware is a type of program that displays an online advertisement in a banner or pop-up or pop-under window on webpages, email messages, or other Internet services. Sometimes, Internet advertising firms hide spyware in adware.

A spyware remover is a type of program that detects and deletes spyware and similar pro- grams. An adware remover is a program that detects and deletes adware. Malware removers detect and delete spyware, adware, and other malware. Read Secure IT 4-5 for measures you can take to protect your mobile device from malware.

SECURE IT 4-4

Recognizing Virus Hoaxes

Computer hoaxes spread across the Internet in record time and often are the source of urban legends. These hoaxes take several forms and often disappear for months or years at a time, only to resurface some time later.

Most alarming to some users are the computer virus hoaxes that warn the computer is infected and needs immediate attention. Some warnings state the problem is so severe that the computer or device will

explode or that the entire hard drive will be erased in a matter of seconds. The warnings cite prominent companies, such as Microsoft and Intel Security. These messages claim to offer a solution to the problem, generally requesting a fee for a program to download. Snopes.com compiles these hoaxes and describes their sources and histories.

In reality, these fake messages are generated by unscrupulous scammers preying upon gullible people who panic and follow the directions in the message. These users

divulge credit card information and then often download files riddled with viruses.

If you receive one of these virus hoaxes, never respond to the message. Instead, delete it. Most importantly, never forward it to an unsuspecting friend or coworker. If you receive the virus hoax from someone you know, send him or her a separate email message with information about the hoax.

Consider This: Have you ever received a virus hoax? If so, what action did you take?

CONSIDER THIS

How do antivirus programs detect viruses? Many antivirus programs identify viruses by looking for virus signatures. A virus signature, also called a virus definition, is a known specific pattern of virus code. Computer users should update their antivirus program’s signature files regularly. This extremely important activity allows the antivirus program to protect against viruses written since the antivirus program was released and/or its last update. Most antivirus programs contain an automatic update feature or regularly prompts users to download the updated virus signatures, usually at least once a week. The vendor usually provides this service to registered users at no cost for a specified time.

CONSIDER THIS

Are cookies spyware? A cookie is a small text file that a web server stores on your computer. Cookie files typically contain data cookie is a small text file that a web server stores on your computer. Cookie files typically contain data cookie about you, such as your user name, viewing preferences, or shopping cart contents. Cookies are not considered spyware because website programmers do not attempt to conceal the cookies.

Productivity, Graphics, Security, and Other Tools Module 4 193

Internet Filters Filters are programs that remove or block certain items from being displayed. Four widely

used Internet filters are anti-spam programs, web filters, phishing filters, and pop-up and pop-under blockers.

Anti-Spam Programs Spam is an unsolicited email message or posting sent to many recipients or forums at once. Spam is considered Internet junk mail. The content of spam ranges from selling a product or service, to promoting a business opportunity, to advertising offensive material. Spam also may contain links or attachments that contain malware.

An anti-spam program is a filtering program that attempts to remove spam before it reaches your inbox or forum. If your email program does not filter spam, many anti-spam programs are available at no cost on the web. ISPs often filter spam as a service for their subscribers.

Web Filters Web filtering software is a program that restricts access to certain material on the web. Some restrict access to specific websites; others filter websites that use certain words or phrases. Many businesses use web filtering software to limit employee’s web access. Some schools, libraries, and parents use this software to restrict access to websites that are notnot educational.

Phishing Filters Phishing is a scam in which a perpetrator sends an official looking email mes- sage that attempts to obtain your personal and/or financial information (Figure 4-26). Some phishing messages ask you to reply with your information; others direct you to a phony website or a pop-up or pop-under window that looks like a legitimate website, which then collects your information.

A phishing filter is a program that warns or blocks you from potentially fraudulent or suspicious websites. Some browsers include phishing filters.

SECURE IT 4-5

Malware Risks to Mobile Devices

Practically every smartphone is vulnerable to hacking attacks. Threats to smartphones and mobile devices are growing in record num- bers due to the rising popularity of these products and the variety of marketplace sources for downloading apps.

Often the malware is disguised as a popular app and steals personal and sensitive information and phone numbers. It also can allow hackers to control the mobile device from remote locations. Once the hacker takes over the device, all the information on it is available, including passwords and account numbers. One of the fastest growing threats within mobile apps is toll fraud malware, toll fraud malware, toll fraud malware

which is a malicious mobile app that uses a variety of fraudulent schemes to charge unsuspecting users for premium messaging services.

Smartphone users can take several precautions to guard against malware threats. They include:

• Read reviews of apps and the companies that create them before downloading the apps to your mobile device.

• Use mobile malware and antivirus protection.

• Turn off location-based apps that track your movements.

• Do not connect to unknown wireless networks.

• Keep the operating system up to date.

• Enable the screen lock feature, and use a strong password to unlock the device.

• Reset the mobile device before selling or trading it in.

• Practice the same safe computing measures you take on your home computer.

Consider This: Which of these guidelines do you follow now when using your smartphone or mobile device? How will you modify your usage after reading these tips?

Internet Research What are current phishing scams?

Search for: recent phishing scams

Figure 4-26 An example of a phishing email message. Source: Andrew Levine

do not click links in suspicious email messages

194 Module 4 Programs and Apps

Pop-Up and Pop-Under Blockers A pop-up ad is an Internet advertisement that suddenly appears in a new window on top of a webpage. Similarly, a pop-under ad is an Internet advertisement that is hidden behind the browser window so that it will be viewed when users close their browser windows. A pop-up blocker or pop-under blocker is a filtering program that stops pop-up or pop-under ads from displaying on webpages. Many browsers include these blockers. You also can download pop-up and pop-under blockers from the web at no cost.

File, Disk, and System Management Tools

To perform maintenance-type tasks related to managing a computer, its devices, or its programs, you can use one or more file, disk, and system management tools. Functions provided by these tools include the following: managing files, searching, viewing images, uninstalling software, cleaning up disks, defragmenting disks, setting up screen savers, compressing files, maintaining a personal computer, and backing up files and disks. Although some of these tools are included with the operating system, you also can purchase stand-alone programs that offer improvements or added functionality.

File Manager A file manager is a tool that performs functions related to file management. Some of the file

management functions that a file manager performs are displaying a list of files on a storage medium (Figure 4-27); organizing files in folders; and copying, renaming, deleting, moving, and sorting files. A folder is a specific named location on a storage medium that contains related files. Operating systems typically include a file manager.

Figure 4-27 With a file manager, you can view files containing documents, photos, and music. In this case, thumbnails of photos are displayed. Source: Microsoft

thumbnail

Productivity, Graphics, Security, and Other Tools Module 4 195

Search A search tool is a program, usually included with an operatingoperating system,

that attempts to locate a file, contact, calendar event, app or any other item stored on your computer or mobile device based on criteria you specify (Figure 4-28). The criteria could be a word(s), date, location, and other simi- lar properties. Search tools can look through documents, photos, music, cal- endars, contacts, and other items on your computer or mobile device and/or on the Internet, combining search results in a single location.

Search tools typically use an index to assist with locat- ing items quickly. An index stores a variety of information about a file, including its name, date created, date modified, author name, and so on.When you enter search criteria, instead of look- ing through every file and folder on the storage medium, the search tool looks through the index first to find a match. Each entry in the index contains a link to the actual file on the storage media for easy retrieval.

Image Viewer An image viewer is a tool that allows users to display, copy, and print

the contents of a graphics file, such as a photo (Figure 4-29).With an image viewer, users can see images without having to open them in a paint or image editing program. Many image viewers include some photo editing capabilities. Most operating systems include an image viewer.

Figure 4-29 An image viewer allows users to see the contents of a photo file. Source: Microsoft

Figure 4-28 This search displays all files on the mobile device that match the search critieria, Map. Notice the search results show map apps, email with a map, and a calendar event. Source: Apple Inc

search results

search criteria

Uninstaller An uninstaller is a tool that removes a program, as well as anyany associated entries in the system

files.When you install a program, the operating system records the information it uses to run the software in the system files. The uninstaller deletes files and folders from the hard drive, as well as removes program entries from the system files. Read How To 4-4 for instructions about uninstallinguninstalling programs and removing apps from your computers and mobile devices.

196 Module 4 Programs and Apps

Disk Cleanup A disk cleanup tool searches for and removes unnecessary files (Figure 4-30). Unnecessary

files may include downloaded program files, temporary Internet files, deleted files, and unused program files. Operating systems usually include a disk cleanup tool.

Uninstall a Program or Remove an App You may choose to uninstall a program or remove an app from your computer or mobile device for a variety of reasons. For example, you may uninstall a program if you need more space on your hard drive, or if you no longer have a use for that program. Uninstalling unwanted programs and apps will keep your hard drive free from clutter and maximize your computer or mobile device’s performance. The following steps describe how to uninstall a program or remove an app.

Windows

1. Open the Control Panel. 2. Tap or click the option to uninstall a

program.

3. Tap or click to select the program to uninstall.

4. Tap or click the Uninstall button and then follow the prompts on the screen.

Mac

1. Open the Finder. 2. Tap or click Applications in the left pane. 3. Scroll to display the app you wish to

uninstall.

4. Drag the app’s icon to the Trash.

iPhone, iPad, or iPod Touch

1. Press and hold the icon for the app you wish to delete until the app icons begin to animate.

2. Tap the X on the icon for the app you wish to delete to remove the app from your device.

Android

1. Display the Settings menu. 2. Tap the command to display a list of

installed applications.

3. Tap the application to uninstall. 4. Tap the Uninstall button. 5. Tap the OK button.

Consider This: In addition to the reasons stated here, what other reasons might you choose to uninstall an app from your computer or mobile device?

HOW TO 4-4

CONSIDER THIS

Can you use a file manager to delete a program? If an uninstaller exists and you remove software from a computer by deleting the files and folders associated with the program without running the uninstaller, the system file entries might not be updated. This may cause the operating system to display error messages when you start the computer.

Figure 4-30 A disk cleanup tool searches for and removes unnecessary files. Source: Microsoft

searching for unnecessary files

Productivity, Graphics, Security, and Other Tools Module 4 197

Disk Defragmenter A disk defragmenter is a tool that reorganizes the files and unused space on a computer’s

hard disk so that the operating system accesses data more quickly and programs run faster. When an operating system stores data on a disk, it places the data in the first available sector (a storage location on a disk in the shape of an arc). The operating system attempts to place data in sectors that are contiguous (next to each other), but this is not always possible.When the contents of a file are scattered across two or more noncontiguous sectors, the file is fragmented.

Fragmentation slows down file access and, thus, the performance of the entire computer. Defragmenting the disk, or reorganizing it so that the files are stored in contiguous sectors, solves this problem (Figure 4-31). Operating systems usually include a disk defragmenter.

CONSIDER THIS

What is the purpose of a screen saver? Screen savers originally were developed to prevent a problem called ghosting, in which images could be etched permanently on a monitor’s screen. Although ghosting is not as severe of a problem with today’s displays, man- ufacturers continue to recommend that users install screen savers for this reason. Screen savers also are popular for security, business, and entertainment purposes. To secure a computer, users configure their screen saver to require a password to deactivate.

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Figure 4-31 A fragmented disk has many files stored in noncontiguous sectors. Defragmenting A fragmented disk has many files stored in noncontiguous sectors. Defragmenting reorganizes the files so that they are located in contiguous sectors, which speeds access time. © Cengage Learning

BTW SSDs Defragmenting is necessary only on hard disks. You do not need to defragment an SSD (solid-state drive).

Screen Saver A screen saver is a tool that causes a display device’s screen to show a moving image or blank

screen if no keyboard or mouse activity occurs for a specified time.When you press a key on the keyboard, tap the screen, or move the mouse, the screen saver disappears and the screen returns to the previous state.

198 Module 4 Programs and Apps

File Compression A file compression tool shrinks the size of a file(s). A compressed file takes up less storage

space than the original file. Compressing files frees up room on the storage media. You may need to compress a file so that it will fit on a smaller storage medium, such as a USB flash drive. Attaching a compressed file to an email message, for example, reduces the time needed for file transmission. Uploading and downloading compressed files to and from the Internet reduces the file transmission time.

Compressed files sometimes are called zipped files. When you receive or download a compressed file, you must uncompress it. To uncompress (or unzip or expand) a file, you restore it to its original form. Some operating systems include file compression and uncompression capabilities.

PC Maintenance A PC maintenance tool is a program that identifies and fixes operating system problems,

detects and repairs drive problems, and includes the capability of improving a computer’s per- formance. Additionally, some personal computer maintenance utilities continuously monitor a computer while you use it to identify and repair problems before they occur.

Backup and Restore A backup tool allows users to copy, or back up, selected files or the contents of an entire storage

medium to another storage location, such as another hard drive, optical disc, USB flash drive, or cloud storage (Figure 4-32). During the backup process, the backup tool monitors progress and alerts you if it needs additional media, such as another disc. Many backup programs compress files during the backup process. By compressing the files, the backup program requires less storage space for the backup files than for the original files.

Because they are compressed, you usually cannot use backup files in their backed up form. In the event you need to use a backup file, a restore tool reverses the process and returns backed up files to their original form. Backup tools work with a restore tool. You should back up files and disks regularly in the event your originals are lost, damaged, or destroyed.

Figure 4-32 A backup tool allows users to copy files, folders, or the entire contents from one storage medium to another location. Source: Acronis

Productivity, Graphics, Security, and Other Tools Module 4 199

Summary

This module presented a variety of programs and apps available for computers and mobile devices. You learned about the role of the operating system and the various ways software is distributed. The module presented the features of a variety of productivity applications, graphics and media applications, and personal interest applications. It reviewed several communications applications and then presented features of a variety of security tools and file, disk, and system management tools.

Entertainment Do you wonder how music on the radio sounds so perfectly in tune, how animated motion pictures are created, or how one controls and technology lighting during a

industry rely on computers and technology to advertise and sell their services, comput- ers also assist in other aspects, including audio and video composition, lighting con- trol, computerized animation, and computer gaming.

Entertainment websites provide music and movies you can purchase and download to your computer or mobile device; live news broadcasts, performances, and sporting events; games you can play with other online users; and much more.

As early as 1951, computers were used to record and play music. Today, computers play a much larger role in the music industry. For example, if you are listening to a song on the radio and notice that not one note is out of tune, it is possible that a program or app was used to change individual notes without altering the rest of the song.

Many years ago, creating cartoons or animated motion pictures was an extremely time-consuming task because artists were responsible for sketching thousands of drawings by hand. Currently, artists use computers to create these drawings in a fraction of the time, which significantly reduces the time and cost of development. Technology also is used in other areas of movie production to add visual effects.

Technology also is used in the gaming industry. While some game developers create games from scratch, others might use game engines that simplify the development process. For example, LucasArts created the

create adventure games. During a concert, lighting technicians

use computer programs to control lights by turning them off and on, changing their color, or changing their placement at specified intervals. In fact, once a performance begins, the technicians often merely are standing by, monitoring the computer as it performs most of the work. A significant amount of time and

effort, however, is required to program the computer to execute its required tasks during a live show.

The next time you listen to a song, watch a movie, play a game, or attend a concert, think about the role technology plays in contributing to your entertainment.

Consider This: How else might computers and technology be used in the entertainment industry?

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Be sure you understand the material presented in the sections titled Security Tools and File, Disk, and System Management Tools as it relates to the module objectives. Now you should know …

• Why you should use personal firewalls, antivirus programs, malware removers, and Internet filters (Objective 8)

• Which file, disk, and system management tools you would find useful (Objective 9)

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200 Module 4 Programs and Apps

1. List categories of programs and apps. _____ is another word for program.

2. Define these terms: operating system, tools, and system software.

3. List examples of desktop and mobile operating systems.

4. Describe how an operating system interacts with the computer.

5. _____ software performs functions specific to a business or industry.

6. Differentiate among web apps, mobile apps, and mobile web apps.

7. List any restrictions for shareware, freeware, open source, and public-domain software.

8. Explain considerations for safely downloading software and apps.

9. Describe steps to register and activate software.

10. Explain the purpose of a license agreement.

11. List types of productivity applications.

12. Describe the activities that occur during project development.

13. Differentiate among font, font size, and font style.

14. Explain the impact of the Internet on plagiarism.

15. Applications often include a(n) _____ gallery, which is a collection of clip art and photos.

16. Identify functions of the following software: word processing, presentation, spreadsheet, database, note taking, calendar and contact management, software suite, project management, accounting, personal finance, legal, tax preparation, and document management.

17. Identify tools word processing programs provide that can assist you when writing.

18. Define the following terms: worksheet and function.

19. Describe when you should use a database and when to use a spreadsheet.

20. List advantages of using a software suite.

21. Identify ways you can manage a project using project management software.

22. List safety considerations when using personal finance apps.

23. Describe issues that might arise when using legal software.

24. Name the types of software used by various functional units in an enterprise.

25. Identify functions of the following apps: calendar and email, scanning, financial, reference, retail, travel, and online social networks.

26. Identify risks when using payment apps.

27. Identify functions of the following software: computer-aided design, desktop publishing, paint/image editing, photo editing and photo management, video and audio editing, multimedia and website authoring, media player, and disc burning.

28. List ways to edit digital photos. Identify issues surrounding altered digital photos.

29. _____ authoring software allows users to combine text, graphics, audio, video, and animation in an interactive application.

30. Define the terms, CBT and WBT.

31. List types of personal interest applications.

32. Describe ways to use voice command personal assistant apps.

33. Identify functions of the following apps: media sharing; streaming audio and video; game; news, sports, and weather; mapping; health and fitness; and academic.

34. Identify types of communications applications.

35. List issues surrounding an email provider scanning users’ emails.

36. Identify functions of the following tools: personal firewalls, hardware firewalls, antivirus programs, malware removers, and Internet filters.

37. Describe ways a virus infects programs or apps.

38. List types of malware. Identify signs of a virus infection.

39. Explain the risks of and how to avoid computer virus hoaxes.

40. A virus _____ is a known specific pattern of virus code. Differentiate between spyware and adware.

41. Identify ways to avoid malware when using a mobile device.

42. List and describe four types of Internet filters.

43. Identify functions of the following tools: file manager, search, image viewer, uninstaller, disk cleanup, disk defragmenter, screen saver, file compression, PC maintenance, and backup and restore.

44. Define the terms, folder and index.

45. List steps to uninstall a program or remove an app.

46. Describe the disk defragmentation process.

47. Compressed files are sometimes called _____ files.

48. List storage media for backups.

49. Describe uses of technology in the entertainment industry.

The Study Guide exercise reinforces material you should know for the module exam.Study Guide

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Productivity, Graphics, Security, and Other Tools Module 4 201

Primary Terms (shown in bold-black characters in the module) accounting software

(173) adware remover (192) anti-spam program

(193) antivirus program (191) app (158) application (158) audio editing software

(183) backup tool (198) calendar and contact

management software (171)

clip art/image gallery (166)

computer-aided design (180)

database (170) database software (170) desktop publishing

software (180)

disc burning software (185)

disk cleanup (196) disk defragmenter (197) document management

software (176) file compression tool

(198) file manager (194) folder (194) image editing software

(181) image viewer (195) legal software (175) media player (185) multimedia authoring

software (184) note taking software

(171) paint software (181) PC maintenance tool

(198)

PDF (176) personal finance software

(174) personal firewall (189) phishing (193) phishing filter (193) photo editing software

(181) photo management

software (182) pop-under blocker (194) pop-up blocker (194) presentation software

(168) program (158) project management

software (172) QR code (178) restore tool (198) screen saver (197) search tool (195) software (158)

software suite (172) spam (193) spreadsheet software

(168) spyware remover (192) tax preparation software

(176) uncompress (198) uninstaller (195) video editing software

(183) virus (190) web filtering software

(193) website authoring

software (184) word processing software

(167) worksheet (168) zipped files (198)

Secondary Terms (shown in italic characters in the module) adware (192) application software (158) automatic update (163) brightness (182) clipboard (165) compress (182) computer-based training (CBT)

(184) contrast (182) cookie (192) create (165) crop (182) custom software (161) edit (165) e-filing (176) EULA (163) font (166) font size (166) font style (166) format (166) freeware (161) function (169)

hard copy (166) hardware firewall (190) home design/landscaping software

(180) illustration software (181) index (195) license agreement (163) marketplace (161) mobile app (161) mobile web app (161) NFC chip (179) open source software (161) operating system (158) payload (190) pop-under ad (194) pop-up ad (194) print (166) product activation (162) productivity applications (165) public-domain software (161) quarantine (191) red-eye (182)

resize (182) retail software (161) rootkit (190) save (165) security suite (189) shareware (161) sharpness (182) slide show (168) software as a service (SaaS) (162) software registration (162) spyware (192)

system software (158) toll fraud malware (193) tools (158) trial version (161) trojan horse (190) utilities (158) virus signature (192) web app (161) web-based training (WBT)

(184) worm (190)

You should be able to define the Primary Terms and be familiar with the Secondary Terms listed below. Key Terms

database software (170)

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202 Module 4 Programs and Apps

True/False Mark T for True and F for False. 1. Application software serves as the interface between the user, the apps, and the computer’s or mobile device’s

hardware. (158)

2. While a computer or mobile device is running, the operating system remains in memory. (160)

3. Open source software is mass-produced, copyrighted software that meets the needs of a wide variety of users. (161)

4. When downloading shareware, freeware, or public-domain software, it is good practice to seek websites with ratings for and reviews of products. (162)

5. With web apps, you always access the latest version of the software. (163)

6. With database software, users run functions to retrieve data. (170)

7. Software suites offer three major advantages: lower cost, ease of use, and integration. (172)

8. A PDF file can be viewed and printed without the software that created the original document. (176)

9. The military and airlines use CBT simulations to train pilots to fly in various conditions and environments. (184)

10. A router also can function as a hardware firewall. (190)

11. A worm is a destructive program designed as a real program. (190)

12. Cookies typically are considered a type of spyware. (192)

Multiple Choice Select the best answer.

Checkpoint

1. software performs functions specific to a business or industry. (161) a. Retail b. Open source

c. Shareware d. Custom

2. A(n) is the right to use a program or app. (163) a. license agreement b. product activation c. software registration d. automatic update

3. software is an application that allows users to organize data in columns and rows and perform calculations on the data. (168) a. Spreadsheet b. Database c. Presentation d. Document management

4. Mobile payment apps use a payment system on phones equipped with a(n) , which stores data that is transmitted to a contactless terminal and verified as a legitimate sale. (179) a. R chip b. EULA

c. NFC chip d. trojan horse

5. is a type of application that assists professionals and designers in creating engineering, architectural, and scientific designs and models. (180) a. Enterprise software b. CAD software c. Public-domain software d. A software suite

6. The term refers to removing unwanted areas of a photo. (182) a. crop b. snip

c. compress d. shrink

7. A(n) is a device intended to stop network intrusions before they attempt to affect your computer or network maliciously. (190) a. anti-spam program b. pop-under blocker c. hardware firewall d. quarantine drive

8. is a small text file that a web server stores on your computer. (192) a. A pop-under blocker b. A cookie

c. Adware d. Spyware

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Productivity, Graphics, Security, and Other Tools Module 4 203

Checkpoint

a. destructive event or prank a virus was created to deliver

b. copyrighted software that is distributed at no cost for a trial period

c. malware that resides in active memory and replicates itself over a network to infect computers and devices, using up the system resources and possibly shutting down the system

d. program that enables you to perform maintenance-type tasks usually related to managing devices, media, and programs used by computers and mobile devices

e. computing environment where an Internet server hosts and deploys applications

f. security tool that detects and protects a personal computer and its data from unauthorized intrusions

g. type of education in which students learn by using and completing exercises with instructional software

h. scam in which a perpetrator sends an official looking email message that attempts to obtain personal and/or financial information

i. square-shaped graphic that represents a web address or other information

j. separate area of a hard drive that holds an infected file until the infection can be removed

Matching Match the terms with their definitions. 1. tools (158)

2. shareware (161)

3. software as a service (162)

4. R code (178)

5. CBT (184)

6. personal firewall (189)

7. payload (190)

8. worm (190)

9. quarantine (191)

10. phishing (193)

1. Answer the critical thinking questions posed at the end of these elements in this module: Ethics & Issues (165, 175, 183, 189), How To (173, 182, 186, 196), Mini Features (178, 187, 190), Secure IT (162, 174, 179, 192, 193), and Technology @ Work (199).

2. What is the role of the operating system? (158)

3. What is system software? (158)

4. What are the advantages of open source software? (161)

5. Why do app developers opt for web delivery? (161)

6. What is the difference between software registration and product activation? (162)

7. What activities does a license agreement restrict? (163)

8. What does it mean to edit a project? (165)

9. What is the clipboard? (165)

10. What is meant by font style? (166)

11. How often should you save a project? (166)

12. How does a spreadsheet organize data? (169)

13. How are cells identified in a spreadsheet? (169)

14. When might you choose to use a database instead of a spreadsheet? (170)

15. What features are included in personal finance software? (174)

16. What steps can you take to safeguard your funds and identity when using personal finance apps? (174)

17. Who might use CAD? (180)

18. Should journalists edit or enhance digital photos? Why or why not? (183)

19. What tasks can you accomplish using mapping apps? (187)

20. How does a personal firewall protect your computer? (189)

21. What happens during the delivery phase of a virus? (190)

22. How do a virus, worm, trojan horse, and rootkit differ? (190)

23. In reference to malware, what is a quarantine? (191)

24. What is a phishing scam? (193)

25. Why is spam potentially dangerous? (193)

26. What are the different types of file, disk, and system management tools? (194)

27. How does a search tool locate a file on your computer or mobile device? (195)

28. What is a fragmented disk? (197)

29. How does fragmentation affect a computer’s performance? (197)

30. What tasks does a PC maintenance tool perform? (198)

Consider This Answer the following questions in the format specified by your instructor.

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Personal 1. Antivirus Program Not Updating You are attempting

to update your antivirus program with the latest virus definitions, but you receive an error message.What steps will you take to resolve this issue?

2. Operating System Does Not Load Each time you turn on your computer, the operating system attempts to load for approximately 30 seconds and then the computer restarts. You have tried multiple times to turn your computer off and on, but it keeps restarting when the operating system is trying to load.What are your next steps?

3. Unwanted Programs When you displayed a list of programs installed on your computer so that you

could uninstall one, you noticed several installed programs that you do not remember installing. Why might these programs be on your computer?

4. News Not Updating Each morning, you run an app on your smartphone to view the news for the current day. For the past week, however, you notice that the news displayed in the app is out of date. In fact, the app now is displaying news that is nearly one week old.Why might the app not be updating?What are your next steps?

5. Incompatible App You are using your Android tablet to browse for apps in the Google Play store. You found an app you want to download, but you are unable to download it because a message states it is incompatible with your device.Why might the app be incompatible with your device?

Professional 6. Videoconference Freezes While conducting a

videoconference with colleagues around the country, the audio sporadically cuts out and the video freezes. You have attempted several times to terminate and then reestablish the connection, but the same problem continues to occur.What might be the problem?

7. License Agreement You are planning to work from home for several days, but you are unsure of whether you are allowed to install a program you use at work on your home computer.What steps will you take to determine whether you are allowed to install the software on your home computer?

8. Low on Space The computer in your office is running low on free space. You have attempted to remove as many files as possible, but the remaining programs and files are necessary to perform your daily job functions.What steps might you take to free enough space on the computer?

9. Unacceptable File Size Your boss has asked you to design a new company logo using a graphics application installed on your computer.When you save the logo and send it to your boss, she responds that the file size is too large and tells you to find a way to decrease the file size.What might you do to make the image file size smaller?

10. Disc Burning Not Working While attempting to back up some files on your computer on an optical disc, the disc burning software on your computer reports a problem and ejects the disc.When you check the contents of the disc, the files you are trying to back up are not there.What might be wrong?

Problem Solving The Problem Solving exercises extend your knowledge of module concepts by seeking solutions to practical problems with technology that you may encounter at home, school, work, or with nonprofit organizations. The Collaboration exercise should be completed with a team.

Collaboration 11. Technology in Entertainment The film department at a local high school is considering developing a movie and has

asked for your help.The film teacher would like to incorporate technology wherever possible, in hopes that it would decrease the cost of the movie’s production. Form a team of three people to determine what technology can be used to assist in the movie’s production. One team member should research the type of technology that can be used during the filming process. Another team member should research the types of hardware and software available for editing footage, and the third team member should research the hardware and software requirements for producing and distributing the media.

Source: Microsoft

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1 Obtain Help about Programs and Apps Multiple ways are provided to obtain help while using the programs and apps on a computer or mobile device.The program or app developer usually includes a Help feature in the program and/or online. In addition, third parties often post resources online that can provide further assis- tance.The following steps describe how to obtain help about various programs and apps using various methods.

Help System You typically can access help in a program or app using one of the following methods:

• Tap or click the Help or Information icon in the program or app.The appearance of Help or Information icons may vary, but typically they are identified by a question mark or the letter ‘i’ formatted in italic.

• Navigate the program or app’s menu to locate the Help command.

• If you are using a program or app on a Windows laptop or desktop, press the F1 key on the keyboard to display Help content.

Online Help Online help usually is available from the program or app developer. The following steps describe how to obtain online help. a. Navigate to the program or app developer’s website. b. Locate, and then tap or click a Help or Support link. c. Select the program or app for which you wish to

obtain help to display the help information.

Searching for Help In addition to obtaining help from within a program or app or on the developer’s website, you also can search the web for help as described in the following steps. a. Navigate to a search engine, such as google.com or

yahoo.com. b. Type the program or app name, as well as the type

of help for which you are searching, as the search text, and then press the enter key or tap or click the Search (or a similar) button.

c. Scroll through the search results and then tap or click the search result to display more information. Be aware that not all help originates from reputable or accurate sources.

Exercises 1. Under what circumstances would you use each of

these methods to obtain help with a program or app you are using?

2. Compare and contrast the different methods of obtaining help.Which method do you think is the best? Why?

3. What are some reputable websites that can provide you with help for the operating system installed on your computer? Why do you consider them reputable?

2 Compress/Uncompress Files and Folders You may want to compress files if your hard drive is running out of available space.While the operat- ing system may be able to compress some files by 50 percent or more, other files’ sizes may not decrease significantly when they are compressed. Compressed files typically are stored by default in a file with a .zip file extension. The following steps describe how to compress a file or folder and then uncompress (expand or extract) the compressed file. a. Press and hold or right-click the file(s) or

folders you wish to compress to display a shortcut menu.

b. Tap or click the option to compress the file(s) or folder(s). (You may need to select a Send to or other command to display the compression options.)

c. If necessary, type the desired file name for the compressed file.

Uncompressing (or expanding) compressed files or folders returns them to their original form. The following steps uncompress a compressed file. a. Double-tap or double-click the compressed file. b. If necessary, tap or click the option to uncompress

(expand or extract) the file. or

a. Press and hold or right-click the compressed file to display a shortcut menu.

b. Tap or click the option to uncompress (expand or extract) the file.

How To: Your Turn The How To: Your Turn exercises present general guidelines for fundamental skills when using a computer or mobile device and then require that you determine how to apply these general guidelines to a specific program or situation.

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Exercises 1. In addition to the operating system’s built-in functionality

to compress files and folders, what other programs and apps exist that can compress files and folders?

2. In addition to trying to free space on your storage device, for what other reasons might you want to compress files and folders?

3. Try compressing various types of files on your hard drive, such as a Word document and an image. Compare the file sizes before and after compression. What did you notice with each type of file?

3 View Current Virus Threats One important way to protect your computer or mobile device from viruses is to be aware of current threats. Several websites exist that not only provide a list of current virus threats but also describe how best to protect your computer or mobile device from these threats. As new virus threats are introduced, it is important to make sure your antivirus program is updated and running properly. The following steps describe how to view a list of current virus threats. a. Run a browser and then navigate to a search engine

of your choice. b. Perform a search for websites that display current

virus threats. c. Review the search results and visit at least two

websites that display current virus threats. d. View the list of virus threats on each of these websites. or a. Run a browser and then navigate to a search engine

of your choice. b. Perform a search for websites created by companies

that make antivirus software. Some companies that make antivirus software include Symantec, McAfee, and Microsoft.

c. Navigate to one of these company’s websites and then search for a link to a webpage displaying current virus threats.

d. Tap or click the link to display current virus threats.

Exercises 1. Which websites did you access? Compare these

websites and determine which you think provided the most helpful information.Why, in your opinion, does the website you chose provide the best information?

2. Has your computer or mobile device ever been infected with a virus? If so, what steps have you taken to remove the virus?

3. Is your computer or mobile device adequately protected from viruses? What steps do you take to keep your computer safe?

4 Back Up Your Computer Backing up your computer is an important way to protect your programs, apps, and data from loss. The frequency at which people back up their computers can vary. For instance, if you create and modify a lot of files on your computer, you may choose to back up your computer frequently. If you rarely use your computer or primarily use your computer for answering email messages and browsing the web, you might not back up your computer as often. The following steps guide you through the process of backing up a computer. a. Decide which backup program you wish to use.

Some operating systems have built-in tools you can use to back up a computer, or you can install a third-party program.

b. Run the program you will use to back up the computer.

c. If necessary, connect the storage device, such as an external hard drive, you will use to store the backup. If you plan to store the backup on an optical disc or another hard drive that already is installed, you will not need to connect an additional storage device.

d. Make sure the storage medium has enough available space for the backed up files. If you are storing the backup on optical discs, make sure you have enough optical discs for the backup.

e. Select the type of backup (full, incremental, differential, or selective) you wish to perform.

f. If you are performing a selective backup, choose the files, programs, and apps you wish to include in the backup.

g. Run the backup. The backup process may take up to several hours, depending on the number of files you are including in the backup.

h. If you are storing the backup on optical discs, the backup program may prompt you to insert new, blank optical discs throughout the backup process.

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i. When the backup is complete, store the backup in a safe location. In the event you lose data or information on the computer, you will need to retrieve the backup.

Exercises 1. How often do you feel you should back up your

computer? Justify your answer. 2. Which storage medium do you feel is most

appropriate for your backup? Justify your answer.

3. Research at least three programs that you can use to back up your computer.Which programs did you research? Which program or app do you feel is the best? Why?

5 Share Your Online Calendar If you keep track of your meetings, appointments, and other obligations using an online calendar, you might want to share your calendar with others so that they know when you are available. For instance, you might want to share your calendar with fellow employees so that they can verify your availability before scheduling meetings. Your family mem- bers may share their calendars with one another so that it is easier to plan family events when everyone is available. The

following steps describe how to share your online calendar. a. If necessary, run a browser and navigate to an

online calendar. b. Display the calendar’s settings. c. Select the option to display the calendar’s sharing settings. d. Specify with whom you want to share the calendar. e. Determine your sharing settings for each person. For example, you may select whether a person only can view your calendar or view and edit your calendar. You also can select the level of detail you want to share with others. For example, you can share the times you are free or busy, or you can share the specific details for each appointment. f. If necessary, repeat the two previous steps

for each additional person with whom you wish to share the calendar.

g. Save the settings. h. Verify the people with whom you shared the

calendar are able to access the calendar.

Exercises 1. For what other reasons might you share

your calendar? 2. In addition to the steps outlined previously, in

what other ways can you share your calendar online?

3. In addition to sharing online calendars, is it possible to share calendars you create in programs such as Microsoft Outlook? If so, how?

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1 Making Use of the Web Website Creation and Management Retailers and organizations realize the importance of having a website to promote their goods and services. An online presence helps a business connect with an audience and ultimately builds trust and respect. Innovative and dynamic websites deliver informa- tion to current and potential customers and clients. Creating these websites requires a methodology of planning, designing, creating, hosting, and maintain- ing. A business must identify the website’s purpose, demographics of the target audience, appropriate content and functionality, page layout, and usability. Once the website is implemented, it must be monitored to determine usage. Logs list the number of visitors, the browsers they used, and usage patterns. In addition, the website should be maintained to update content and features.

Products are available to help build and manage a website. Most offer well-designed templates that can be customized to accommodate specific personal and business needs. They can include calendars, photos, videos, maps, and blogs. Some of these design and management tools, such as those offered on Google Sites, are available at no cost, while others require fees for specific features, such as technical support or exclusive designs.

Research This: Visit Google Sites and two other online content management systems for building web- sites. Compare these web apps by creating a table using these headings: Name, Number of Templates, Price, Maximum Storage, Customer Support, and Features. The Features column could include the availability of items such as customizable color schemes, e-commerce, drag and drop, website logs and analytics, and mobile editing.Which website builder would you choose if you were creating a website? Why?

2 Social Media Gaming via social media has seen explosive growth in recent years, especially among adult males. Exponential gaming growth has spawned companion businesses that facilitate and manage the gaming expe- rience. Some mobile and desktop apps provide gamers a portal for tracking all their online gaming results in a central location that can be shared with friends and others with similar game interests. These apps inte- grate with the major Internet messaging services, have personalized news feeds, and incorporate a “sugges- tion” engine for new game discoveries. Many gaming blogs offer game tricks, work-arounds, and hidden fea- tures. Beginning gamers can engage their minds dur- ing downtime and expand their circle of online friends.

Research This: Visit at least two online social networks for gamers. How many games are shown? Which topics are featured in community discussions and live chats? Are rewards available? If so, what are they? Which online leagues and tournaments are offered? What are some of the latest news articles about specific games and the gaming industry? Have you participated in gaming online social networks? If so, which ones?

Internet Research The Internet Research exercises broaden your understanding of module concepts by requiring that you search for information on the web. .

Google Inc.

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3 Search Skills Narrowing Your Search Results One strategy for narrowing search results is to specify what you are or are not looking for as part of your search text. Precede words with a plus sign (+) if you want to ensure that they appear in your search results, and precede a word with a minus sign (-) if you want to exclude that word from search results. For example, typing the phrase, windows +microsoft, will search for information about the operating system; typing the phrase, windows microsoft, also will find information about windows that are made of glass.

Include the keyword, and, between words or phrases in search text if you want search results to include both words or phrases, or the keyword, or, if search results containing either word or phrase are accept- able. Group terms with parentheses to clarify search text. For example, type the phrase, iPhone and Steve Jobs (including the quotation marks), to search for articles about the inventor of the iPhone. Type the phrase, (iPhone or iPad) and Steve Jobs (including the parentheses and quotation marks), to search for information about iPhone or iPad devices that also mentions Steve Jobs.

Research This: Create search text using the techniques described above or in previous Search Skills exercises, and type it in a search engine to answer these questions. (1) What is an open source FTP application that has versions for both Windows and Mac? (2) Other than TurboTax, what are two examples of online tax preparation software? (3) Find reviews comparing Internet Explorer, Edge, Chrome, and Firefox browsers. (4) What are the more popular calendar management and tasktask management apps on Google Play?

4 Security Virus hoaxes are widespread and sometimes cause panic among Internet users. Secure IT 4-4 in this module gives advice on recognizing and avoiding virus hoaxes. Snopes.com provides further insight on the sources and variations of a wide variety of rumors, deceptions, and folklore.

Research This: Visit snopes.com and type the search text phrase, virus hoaxes & realities, in the Search box at the top of the page. Review the list of the more recent real (indicated by a green dot) and false (indi- cated by a red dot) rumors circulating on the Internet. Which are the three newest actual warnings, and which are the three latest virus hoaxes? What harm is pre- dicted to occur if a user downloads each of these real or false viruses or views a website laden with malware? What is the origin of the website’s name, Snopes?

5 Cloud Services Photo Editing (SaaS) Online photo editing apps provide browser-based capabilities to modify digital images, and often contain many similar features as their desktop counterparts. They are an example of SaaS (software as a service),

a service of cloud computing that provides access to software solutions accessed through a browser. In addi- tion to drawing shapes, touching up colors, and adding filters to images, online photo editing apps allow users to access, store, and share their photos on the cloud. Online photo editing apps often include the ability to share photos with friends easily by sending a link, or posting the photo to online social networks.

Research This: (1) Use a search engine to research various online

photo editing apps. Compare the features of two of them as you explore their capabilities. Summarize your findings in a table, regarding image formats you can import or save, sharing capabilities, special editing features, and ways to organize photos online.Which features take advantage of the fact that the app is cloud based? (2) If you have access to computers running two different operating systems, such as Windows and Mac, try running the photo editing app in a browser on both computers.What similarities and differences do you notice between the two versions?

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210 Module 4 Programs and Apps

Critical Thinking

Instructions: Evaluate the situations below, using personal experiences and one or more resources available to you (such as articles on the web or in print, blogs, podcasts, videos, television, user guides, other individuals, electronics or computer stores, etc.). Perform the tasks requested in each exercise and share your deliverables in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

1. File, Disk, and System Management Tools You are the director of information technology at a company that frequently hires student interns. The interns tend to have limited experience with using file, disk, and system management tools. As part of your job, you lead workshops that teach the interns the many tasks and functions they can perform using these tools.

Do This: Choose three categories of tools, such as disk cleanup, PC maintenance, and file compression. Determine whether your computer’s operating system includes these tools. Use the web to research popular tools for each category, whether they can be pur- chased separately or if they are available only as part of an operating system, and the costs for each tool. Choose one program from each category, and read user reviews and articles by industry experts. Describe situations where you would use each type of tool. Share any experiences you have with using the tools.

2. Web and Mobile App Comparison You recently purchased a new smartphone and want to research mobile apps that also have accompanying web apps.

Do This: Choose three categories of apps, and find an example for each that has both a free web and mobile version. Read user reviews of each app, and search for articles by industry experts. Research any known safety risks for the apps. If you determine the app is safe, have access to the appropriate device, and would like to test the mobile app, you can download it

to a smartphone or other mobile device. Try accessing the web app on a computer. Using your experience or research, note the differences in functionality between the web and mobile app. Is one or the other easier to use? Why or why not?

3. Case Study Amateur Sports League You are the new manager for a nonprofit amateur soccer league. The league needs productivity software in order to keep track of participant and budget information and to prepare flyers. You prepare information about productivity software options to present to the board of directors.

Do This: Use the web to research popular word processing, spreadsheet, and accounting software. Choose three programs from each category. List common features of each, find pricing information, and note any feedback or ratings by users.Which programs would you rec- ommend?Why? Describe the steps involved in de- veloping a project, creat- ing a flyer for the league as an example. Identify pos- sible uses the league may have for the spreadsheet and accounting software. Compile your findings. Source: © Cengage Learning

4. Educational Program and App Effectiveness The principal of the local elementary school has recommended that educational apps should play a major role in the learning process, believing that these apps enable students to learn at their own pace. Some enable teachers to track an individual student’s progress and understanding.

Do This: Form a three-member team and research the use of educational apps. Each member of your team should choose a different type of app, such as flash cards, testing, or CBT. List the advantages and disadvantages of using that type of app. If possible, download or access a free version of an educational app from each category and spend some time using it. Read user reviews of popular apps, and search for articles by industry experts.Would you recom- mend using an app for educational purposes? Why or why not? Meet with your team, and discuss and compile your findings.

Collaboration

“I am careful when browsing the web, use antivirus software, and never open email messages from unknown senders. I use a cloud storage provider to back up my computer and mobile devices. What more do I need to know about digital safety and security?”

While you may be familiar with some of the content in this module, do you know how to . . .

• Avoid risks when playing online games?

• Determine if an email message has been spoofed?

• Tell if your computer or device is functioning as a zombie?

• Set up a personal firewall?

• Protect computers and devices from viruses and other malware?

• Protect your passwords?

• Use two-step verification?

• Prevent your data from being lost on the cloud?

• Follow a disaster recovery plan?

• Secure your wireless network?

• Safeguard your hardware and data from a disaster?

• Protect against a phishing scam?

• Protect yourself from social engineering scams?

• Evaluate your electronic profile?

In this module, you will discover how to perform these tasks along with much more information essential to this course.

DIGITAL SECURITY, ETHICS, AND PRIVACY: Threats, Issues, and Defenses 5

Users should take precautions to protect their digital content.

212 Module 5 Digital Security, Ethics, and Privacy

After completing this module, you will be able to: 1 Define the term, digital security risks, and briefly describe the types of cybercriminals

2 Describe various types of Internet and network attacks (malware, botnets, denial of service attacks, back doors, and spoofing) and explain ways to safeguard against these attacks, including firewalls

3 Discuss techniques to prevent unauthorized computer access and use, including access controls, user names, passwords, possessed objects, and biometric devices

4 Explain ways that software manufacturers protect against software piracy

5 Discuss how encryption, digital signatures, and digital certificates work

6 Identify safeguards against hardware theft, vandalism, and failure

7 Explain options available for backing up

8 Identify risks and safeguards associated with wireless communications

9 Recognize issues related to information accuracy, intellectual property rights, codes of conduct, and green computing

10 Discuss issues surrounding information privacy, including electronic profiles, cookies, phishing, spyware and adware, social engineering, privacy laws, employee monitoring, and content filtering

Objectives

Digital Security Risks

Today, people rely on technology to create, store, and manage their critical information. Thus, it is important that computers and mobile devices, along with the data and programs they store, are accessible and available when needed. It also is crucial that users take measures to protect or safeguard their computers, mobile devices, data, and programs from loss, damage, and misuse. For example, organizations must ensure that sensitive data and information, such as credit records, employee and customer data, and purchase information, is secure. Home users must ensure that their credit card numbers are secure when they make online purchases.

A digital security risk is any event or action that could cause a loss of or damage to computer or mobile device hardware, software, data, information, or processing capability. The more com- mon digital security risks include Internet and network attacks, unauthorized access and use, hardware theft, software theft, information theft, and system failure (Figure 5-1).

While some breaches to digital security are accidental, many are intentional. Some intruders do not disrupt a computer or device’s functionality; they merely access data, information, or programs on the computer or mobile device before signing out. Other intruders indicate some evidence of their presence either by leaving a message or by deliberately altering or damaging data.

Cybercrime An intentional breach to digital security often involves a deliberate act that is against the law.

Any illegal act involving the use of a computer or related devices generally is referred to as a computer crime. The term cybercrime refers to online or Internet-based illegal acts such as distributing malicious software or committing identity theft. Software used by cybercriminals sometimes is called crimeware. Today, combating cybercrime is one of the FBI’s top priorities.

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Figure 5-1 Computers and mobile devices, along with the data and programs they store, are exposed to several types of digital security risks. © jamdesign / Fotolia; © iStockPhoto / BrianAJackson; © VRD / Fotolia; © iStockPhoto / Kenishirotie; © Cengage Learning; © JUPITER IMAGES/ Brand X /Alamy

214 Module 5 Digital Security, Ethics, and Privacy

Perpetrators of cybercrime typically fall into one of these basic categories: hacker, cracker, script kiddie, corporate spy, unethical employee, cyberextortionist, and cyberterrorist.

• The term hacker, although originally a complimentary word for a computer enthusiast, now has a derogatory meaning and refers to someone who accesses a computer or network illegally. Some hackers claim the intent of their security breaches is to improve security.

• A cracker also is someone who accesses a computer or network illegally but has the intent of destroying data, stealing information, or other malicious action. Both hackers and crackers have advanced computer and network skills.

• A script kiddie has the same intent as a cracker but does not have the technical skills and knowledge. Script kiddies often use prewritten hacking and cracking programs to break into computers and networks.

• Some corporate spies have excellent computer and networking skills and are hired to break into a specific computer and steal its proprietary data and information, or to help identify security risks in their own organization. Unscrupulous companies hire corporate spies, a practice known as corporate espionage, to gain a competitive advantage.

• Unethical employees may break into their employers’ computers for a variety of reasons. Some simply want to exploit a security weakness. Others seek financial gains from selling confidential information. Disgruntled employees may want revenge.

• A cyberextortionist is someone who demands payment to stop an attack on an organization’s technology infrastructure. These perpetrators threaten to expose confidential information, exploit a security flaw, or launch an attack that will compromise the organization’s network — if they are not paid a sum of money.

• A cyberterrorist is someone who uses the Internet or network to destroy or damage computers for political reasons. The cyberterrorist might target the nation’s air traffic control system, electricity-generating companies, or a telecommunications infrastructure. The term, cyberwarfare, describes an attack whose goal ranges from disabling a government’s computer network to crippling a country. Cyberterrorism and cyberwarfare usually require a team of highly skilled individuals, millions of dollars, and several years of planning.

Read Ethics & Issues 5-1 to consider how cybercriminals should be punished. Some organizations hire individuals previously convicted of computer crimes to help identify security risks and imple- ment safeguards because these individuals know how criminals attempt to breach security.

Internet Research How do script kiddies use malware?

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ETHICS & ISSUES 5-1

How Should Cybercriminals Be Punished? A hacker received a 10-year jail sentence for selling credit card information from several large corporations, costing one company approximately $200 million. In another case, a hacker accessed the personal online accounts of celebrities, as well as people he knew, and distributed revealing photos and information. He also received 10 years in jail, in part for the emotional distress his actions caused his victims. Do these sen- tences seem too harsh? Some legal experts point out that the punishment given to some hackers is not in line with crimes of a violent nature.

In addition to the extent of the punishment, other issues surrounding

cybercrime laws include whether an action is defamation or free speech and who should be punished, the hacker or those who were hacked. If a hacker’s actions damage the reputation of another via libel or slander, should the hacker be prosecuted under the defamation law or be protected under the First Amendment? A hacktivist, which is a hacktivist, which is a hacktivist type of hacker whose actions are politically or socially motivated, believes his or her actions should be protected under the First Amendment. Should companies whose systems have been breached be punished for their lax security? The Federal Trade Commission (FTC) has fined companies whose security flaws enabled hackers to access their systems.

Legislators have made efforts to define and prevent cybercrime, both with new laws and the expansion of existing laws. Cybercrime laws vary between states and countries, making it difficult to establish what is illegal. Determining who has jurisdiction over a case can create more legal hassles. For example, which area is responsible for determining punishment: where the victim(s) resides or where the criminal lives?

Consider This: Should hacktivism be punishable? Why or why not? Should corporations be liable for damages caused by hackers? Why or why not? Should hackers receive comparable punishment to violent criminals? Why or why not?

Threats, Issues, and Defenses Module 5 215

Internet and Network Attacks

Information transmitted over networks has a higher degree of security risk than information kept on an organization’s premises. In an organization, network administrators usually take measures to protect a network from security risks. On the Internet, where no central administrator is present, the security risk is greater. Internet and network attacks thatthat jeopardizejeopardize security include malware, botnets, denial of service attacks, back doors, and spoofing.

Malware Recall that malware, short for malicious software,

consists of programs that act without a user’s knowl- edge and deliberately alter the operations of com- puters and mobile devices.Table 5-1 summarizes common types of malware, all of which have been dis- cussed in previous modules. Some malware contains characteristics in two or more classes. For example, a single threat could contain elements of a virus, worm, and trojan horse.

Malware can deliver its payload, or destructive event or prank, on a computer or mobile device in a variety of ways, such as when a user opens an infected file, runs an infected program, connects an unprotected computer or mobile device to a net- work, or when a certain condition or event occurs, such as the computer’s clock changing to a specific date. A common way that computers and mobile devices become infected with viruses and other mal- ware is through users opening infected email attach- ments (Figure 5-2). Read Secure IT 5-1 to learn about howhow malware can affect online gaming.

Table 5-1 Common Types of Malware

TypeTypeT Description

Virus A potentially damaging program that affects, or infects, a computer or mobile device negatively by altering the way the computer or device works without the user’s knowledge or permission.

Worm A program that copies itself repeatedly, for example in memory or on a network, using up resources and possibly shutting down the computer, device, or network.

Trojan horse A program that hides within or looks like a legitimate program. Unlike a virus or worm, a trojan horse does not replicate itself to other computers or devices.

Rootkit A program that hides in a computer or mobile device and allows someone from a remote location to take full control of the computer or device.

Spyware A program placed on a computer or mobile device without the user’s knowledge that secretly collects information about the user and then communicates the information it collects to some outside source while the user is online.

Adware A program that displays an online advertisement in a banner, pop-up window, or pop-under window on webpages, email messages, or other Internet services.

Step 1 Unscrupulous programmers create a virus program that deletes all �les. They hide the hey hide the virus in a word processing virus in a word processing document and attach the document and attach the document to an email document to an email messagemessage.

Step 2Step 2Step 2Step 2 They send the email message that contains hey send the email message that contains hey send the email message that contains hey send the email message that contains hey send the email message that contains hey send the email message that contains the infected attachment to thousands of the infected attachment to thousands of the infected attachment to thousands of the infected attachment to thousands of the infected attachment to thousands of users around the world.users around the world.users around the world.users around the world.

Step 3aStep 3a Some users open the attachment and theirSome users open the attachment and their computers become infected with the viruscomputers become infected with the virus.

Step 3bStep 3b Other users do not recognize the name of the sender Other users do not recognize the name of the sender Other users do not recognize the name of the sender of the email messagof the email message. These users do not open the hese users do not open the email message — instead they immediately delete email message — instead they immediately delete email message — instead they immediately delete the email message and continue using their computerthe email message and continue using their computerthe email message and continue using their computerthe email message and continue using their computers. These users’ computers are not infected with the virus.

How a Virus Can Spread via an Email Message

Unscrupulous ProgrammersProgrammersProgrammers

Figure 5-2 This figure shows how a virus can spread via an email message. © Cengage Learning; © iStockphoto / Steve Cukrov; © iStockphoto / Casarsa

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216 Module 5 Digital Security, Ethics, and Privacy

Botnets A botnet, or zombie army, is a group of compromised computers or mobile devices connected

to a network, such as the Internet, that are used to attack other networks, usually for nefari- ous purposes. A compromised computer or device, known as a zombie, is one whose owner is unaware the computer or device is being controlled remotely by an outsider.

A bot is a program that performs a repetitive task on a network. Cybercriminals install malicious bots on unprotected computers and devices to create a botnet. The perpetrator then uses the botnet to send spam via email, spread viruses and other malware, or commit a distributed denial of service attack (discussed in the next section).

CONSIDER THIS

What if you cannot remove malware? In extreme cases, in order to remove malware from a computer or mobile device, you may need to erase, or reformat, an infected computer’s hard drive, or reset a mobile device to its factory settings. For this reason, it is critical you have uninfected (clean) backups of all files. Consider creating recovery media when you purchase a new computer, and be sure to keep all installation media in the event you need to reinstall the computer’s operating system and your apps. Seek advice from a technology specialist before performing a format or reformat instruction on your media.

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SECURE IT 5-1

Play It Safe to Avoid Online Gaming Risks

Gamers often understand general security issues regarding online behavior, but they may not be aware of a different set of tech- nology and social risks they may encounter as they interact in the online world. Anyone experiencing the joys of playing games online or playing games with others through online services should realize that thieves and hackers lurking behind the scenes may take advantage of security holes and vulner- abilities that can turn a gaming session into a nightmare.

Viruses, worms, and malware can be hidden in downloaded game files, mobile apps, email message attachments, and messaging software. In addition, messages on online social networks may encourage gamers to visit fraudulent websites filled with malware. If the game requires a connection to the Internet, then any computer connected to the game’s

server is subject to security cyberthreats. Thieves can take control of a remote computer that does not have a high level of security protection and use it to control other computers, or they could break into the computer and install malware to discover personal information.

Malicious users know that the gaming community uses social media intensely, so they also create accounts and attempt to mislead uninformed users into revealing personal information. The thieves may claim to have software updates and free games, when they really are luring users to bogus websites that ask users to set up profiles and accounts.

Gamers should follow these practices to increase their security:

• Before downloading any software or apps, including patches to games, or disclosing any private details, check the developer to be certain the website or the person making the request is legitimate.

• Read the permissions notices to learn what information is being requested or being collected. Avoid games requiring passwords to be saved to an online account on a smartphone.

• Exercise extreme caution if the game requires ActiveX or JavaScript to be enabled or if it must be played in administrator mode.

• Use a firewall and make exceptions to allow only trusted individuals to access your computer or mobile device when playing multiplayer online games.

• Do not share personal information with other gamers whom you meet online.

Consider This: Have you played online games or downloaded gaming apps and followed the advice listed here? How will you change your gaming behavior now that you are aware of specific security threats?

CONSIDER THIS

How can you tell if your computer or mobile device is functioning as a zombie? Your computer or mobile device may be a zombie if you notice an unusually high drive activity, a slower than normal Internet connection, or connected devices becoming increasingly unresponsive. The chances of your computer or devices becoming part of a botnet greatly increase if your devices are not protected by an effective firewall.

Threats, Issues, and Defenses Module 5 217

Denial of Service Attacks A denial of service attack (DoS attack)DoS attack)DoS attack is an assault whose purpose is to disrupt computer

access to an Internet service, such as the web or email. Perpetrators carry out a DoS attack in a variety of ways. For example, they may use an unsuspecting computer to send an influx of confusing data messages or useless traffic to a computer network. The victim computer network slows down considerably and eventually becomes unresponsive or unavailable, blocking legitimate visitors from accessing the network.

A more devastating type of DoS attack is the distributed DoS attack (DDoS attack) in which a zombie army is used to attack computers or computer networks. DDoS attacks have been able to stop operations temporarily at numerous websites, including powerhouses such as Yahoo!, eBay, Amazon.com, and CNN.com.

The damage caused by a DoS or DDoS attack usually is extensive. During the outage, retailers lose sales from customers, news websites and search engines lose revenue from advertisers, and time-sensitive information may be delayed. Repeated attacks could tarnish reputations, causing even greater losses.

Internet Research Are DoS attacks still prevalent?

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CONSIDER THIS

Why would someone execute a Dos or DDoS attack? Perpetrators have a variety of motives for executing a DoS or DDoS attack. Hactivists, or those who disagree with the beliefs or actions of a particular organization, claim political anger motivates their attacks. Some perpetrators use the attack as a vehicle for extortion. Others simply want the recognition, even though it is negative.

Back Doors A back door is a program or set of instructions in a program that allows users to bypass

security controls when accessing a program, computer, or network. Once perpetrators gain access to unsecure computers, they often install a back door or modify an existing program to include a back door, which allows them to continue to access the computer remotelyremotely without the user’s knowledge. A rootkit can be a back door. Some worms leave back doors, which have been used to spread other worms or to distribute spam from the unsuspecting victim computers.

Programmers often build back doors into programs during system development. These back doors save development time because the programmer can bypass security controls while writing and testing programs. Similarly, a computer repair technician may install a back door while troubleshooting problems on a computer. If a programmer or computer repair technician fails to remove a back door, a perpetrator could use the back door to gain entry to a computer or network.

Spoofing Spoofing is a technique intruders use to make their network or Internet transmission appear

legitimate to a victim computer or network. Two common types of spoofing schemes are IP and email spoofing.

• IP spoofing occurs when an intruder computer fools a network into believing its IP address is associated with a trusted source. Perpetrators of IP spoofing trick their victims into interacting with the phony website. For example, the victim may provide confidential information or download files containing viruses, worms, or other malware.

• Email spoofing occurs when the sender’s address or other components of an email header are altered so that it appears that the email message originated from a different sender. Email spoofing commonly is used in virus hoaxes, spam, and phishing scams (Figure 5-3). Read How To 5-1 to learn about how to determine if an email message has been spoofed.

218 Module 5 Digital Security, Ethics, and Privacy

Safeguards against Internet and Network Attacks Methods that protect computers, mobile devices, and networks from attacks include the

following:

• Use antivirus software. • Be suspicious of unsolicited email attachments. • Scan removable media for malware before using it. • Implement firewall solutions. • Back up regularly.

Secure IT 1-2 in Module 1 provided some measures you can take to protect your computers and mobile devices from malware. Read Secure IT 5-2 for additional tips to protect home users against Internet and network attacks. The next section discusses firewalls in more depth.

Determine If an Email Message Has Been Spoofed Spoofed email messages appear to originate from one source, but in reality originate from another source. Spoofed email messages often are sent by nefarious people attempting to obtain personal information. For example, an email message appearing to be sent from a reputable source, such as your financial institution, may ask you to reply with per- sonal information, such as a password, Social Security number, or account number. If you reply, you will be sending personal informa- tion to an unknown third party that could use

the information to steal your identity, make unauthorized purchases, and more. The follow- ing steps describe some ways to determine if an email message has been spoofed.

• The email message requests personal information, such as account numbers, passwords, Social Security numbers, and credit card numbers.

• The email message contains spelling and/ or grammatical errors.

• The email message encourages you to tap or click a link that takes you to another website.

• The header in the email message contains a different domain in the MessageID than the domain of the supposed sender.

• The “From” and “Reply-To” email addresses do not match.

If you ever are unsure of whether an email message was spoofed, contact the supposed sender either via phone or a new email message (do not reply to the original email message) to verify the authenticity of the message.

Consider This: Have you ever received a spoofed email message? Did you know it was spoofed? What steps did you take?

HOW TO 5-1

BTW Antivirus Programs In addition to protecting against viruses and other malware, many antivirus programs also include protection from DoS and DDoS attacks.

Figure 5-3 With email spoofing, the components of an email header are altered so that it appears the email message originated from a different sender. Source: Privacy Rights Clearinghouse

fake email header

Threats, Issues, and Defenses Module 5 219

SECURE IT 5-2

Protection from Viruses and Other Malware

It is impossible to ensure a virus or malware never will attack a computer, but you can take steps to protect your computer by following these practices:

• Use a firewall. Set up a hardware firewall or install a software firewall that protects your network’s resources from outside intrusions.

cautious when deciding whether to tap or click links in email and text messages or to open attachments.

• Download software with caution. Download programs or apps only from websites you trust, especially those with music and video sharing software.

• Close spyware windows. If you suspect a pop-up or pop-under window may be spyware, close the window. Never tap or click an Agree or OK button in a suspicious window.

• Before using any removable media, scan it for malware. Follow this pro- cedure even for shrink-wrapped software

from major developers. Some commercial software has been infected and distributed to unsuspecting users. Never start a com- puter with removable media inserted in the computer unless you are certain the media are uninfected.

• Keep current. Install the latest updates for your computer software. Stay informed about new virus alerts and virus hoaxes.

• Back up regularly. In the event your computer becomes unusable due to a virus attack or other malware, you will be able to restore operations if you have a clean (uninfected) backup.

Consider This: What precautions do you take to prevent viruses and other malware from infecting your computer? What new steps will you take to attempt to protect your computer?

Firewalls A firewall is hardware and/or software that protects a network’s resources from intrusion

by users on another network, such as the Internet. All networked and online users should implement a firewall solution.

Organizations use firewalls to protect network resources from outsiders and to restrict employees’ access to sensitive data, such as payroll or personnel records. They can implement a firewall solution themselves or outsource their needs to a company specializing in providing firewall protection.

Large organizations often route all their communications through a proxy server, which typically is a component of the firewall. A proxy server is a server outside the organization’s network that controls which communications pass in and out of the organization’s network. That is, a proxy server carefully screens all incoming and outgoing messages. Proxy servers use a variety of screening techniques. Some check the domain name or IP address of the mes- sage for legitimacy. Others require that the messages have digital signatures (discussed later in this module).

CONSIDER THIS

How can you determine if your computer or mobile device is vulnerable to an Internet or network attack? You could use an online security service, which is a web app that evaluates your computer or mobile device to check for Internet and email vulnerabilities. The online security service then provides recommendations of how to address the vulnerabilities.

Organizations requiring assistance or information about Internet security breaches can contact or visit the website for the Computer Emergency Response Team Coordination Center, or Computer Emergency Response Team Coordination Center, or Computer Emergency Response Team Coordination Center CERT/CC, which is a federally funded CERT/CC, which is a federally funded CERT/CC Internet security research and development center.

220 Module 5 Digital Security, Ethics, and Privacy

Home and small/home office users often protect their computers with a personal firewall. As discussed in Module 4, a personal firewall is a software firewall that detects and protects a personal computer and its data from unauthorized intrusions. Personal firewalls constantly monitor all transmissions to and from the computer and may inform a user of any attempted intrusions. Both Windows and Mac operating systems include firewall capabilities, including monitoring Internet traffic to and from installed applications. Read How To 5-2 for instructions about setting up a personal firewall.

Some small/home office users purchase a hardware firewall, such as a router or other device that has a built-in firewall, in addition to or instead of a personal firewall. Hardware firewalls stop malicious intrusions before they attempt to affect your computer or network. Figure 5-4 illustrates the purpose of hardware and software firewalls.

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Figure 5-4 A firewall is hardware and/or software that protects a home or business’s network resources from intrusion by users on another network, such as the Internet. Courtesy of NETGEAR; © Cengage Learning; Courtesy of CheckPoint Software Technologies; © iStockphoto / Skip Odonnell; Source: Nutrition Blog Net- work; © iStockphoto / 123render; Source: Microsoft; © Iakov Filimonov / Shutterstock.com; © iStockphoto / Oleksiy Mark; Source: Microsoft; © iStockphoto / Ayaaz Rattansi; Source: Microsoft; © iStockphoto / Oleksiy Mark; Source: Microsoft; © Cengage Learning; Microsoft

Threats, Issues, and Defenses Module 5 221

Set Up a Personal Firewall A personal firewall is a program that helps protect your computer from unauthorized access by blocking certain types of communi- cations. For example, if somebody knows the IP address of your computer and attempts to access it using a browser or other program, the personal firewall can be configured to deny the incoming connection. The follow- ing steps describe how to set up a personal firewall.

1. Locate and purchase a personal firewall. You can purchase personal firewalls online and in stores that sell software. Many operating sys- tems include a personal firewall. Computers typically can have only one active personal firewall running at a time. If you purchase a personal firewall, you may need to disable the one that is included with the operating system.

2. If you purchase a personal firewall, follow the instructions to install the program on your computer.

3. Run the personal firewall.

4. If necessary, ensure the personal firewall is enabled.

5. Review the settings for the incoming and outgoing rules. Incoming rules display programs and services that are allowed to access your computer. Outgoing rules display programs and services on your computer that are allowed to communi- cate with other computers and mobile devices on your network or the Internet.

6. Back up or export your current list of incoming and outgoing rules. If your com- puter does not function properly after you adjust the rules (in Steps 7 and 8), you will be able to restore the current rules.

7. Adjust your incoming rules to disallow devices, programs, and services you do

not want accessing your computer. Be careful adjusting these settings, as adding or removing rules may hinder a legitimate program’s capability to work properly.

8. Adjust your outgoing rules to allow only appropriate programs on your computer to communicate with other computers and mobile devices on your network or the Internet. Examples include a browser, email program, or other communications programs.

9. Save your settings.

10. Test programs on your computer that require Internet access. If any do not function properly, restore the list of rules you backed up or exported in Step 6.

11. Exit the personal firewall.

Consider This: Which programs on your computer should have access to the Internet? Which programs should not?

HOW TO 5-2

Unauthorized Access and Use

Unauthorized access is the use of a computer or network without permission. Unauthorized use is the use of a computer or its data for unapproved or possibly illegal activities.

Home and business users can be a target of unauthorized access and use. Unauthorized use includes a variety of activities: an employee using an organization’s computer to send personal email messages, an employee using the organization’s word processing software to track his or her child’s soccer league scores, or a perpetrator gaining access to a bank computer and performing an unauthorized transfer.

Safeguards against Unauthorized Access and Use Organizations take several measures to help prevent unauthorized

access and use. At a minimum, they should have a written acceptable use policy (AUP(AUP( )AUP)AUP that outlines the activities for which the computer and net- work may and may not be used. An organization’s AUP should specify the acceptable use of technology by employees for personal reasons. Some organizations prohibit such use entirely. Others allow personal use on the employee’s own time, such as a lunch hour.Whatever the policy, an organization should document and explain it to employees. The AUP also should specify the personal activities, if any, that are allowed on company time. For example, can employees check personal email messages or respond to personal text messages during work hours?

To protect your personal computer from unauthorized intrusions, you should disable file and printer sharing in your operating system (Figure 5-5). This security measure attempts to ensure that others cannot access your files or your printer. You also should be sure to use a firewall. The following sections address other techniques for protecting against unauthorized access and use. The technique(s) used should correspond to the degree of risk that is associated with the unauthorized access.

Figure 5-5 To protect files on your device’s hard drive from hackers and other intruders, turn off file and printer sharing on your device. Source: Microsoft

222 Module 5 Digital Security, Ethics, and Privacy

Access Controls Many organizations use access controls to minimize the chance that a perpetrator

intentionally may access or an employee accidentally may access confidential information on a computer, mobile device, or network. An access control is a security measure that defines who can access a computer, device, or network; when they can access it; and what actions they can take while accessing it. In addition, the computer, device, or network should maintain an audit trail that records in a file both successful and unsuccessful access attempts. An unsuccessful access attempt could result from a user mistyping his or her password, or it could result from a perpetrator trying thousands of passwords.

Organizations should investigate unsuccessful access attempts immediately to ensure they are not intentional breaches of security. They also should review successful access for irregularities, such as use of the computer after normal working hours or from remote computers. The secu- rity program can be configured to alert a security administrator whenever suspicious or irregu- lar activities are suspected. In addition, an organization regularly should review users’ access privilege levels to determine whether they still are appropriate.

User Names and Passwords A user name — also called a user ID (identification), log on name, or sign in name — is a

unique combination of characters, such as letters of the alphabet or numbers, that identifies one specific user. A password is a private combination of characters associated with the user name that allows access to certain computer resources.

Most operating systems that enable multiple users to share computers and devices or that access a home or business network require users to enter a user name and a password correctly before they can access the data, information, and programs stored on a computer, mobile device, or network. Many systems that maintain financial, personal, and other confiden- tial information also require a user name and pass- word as part of their sign-in procedure (Figure 5-6).

Some systems assign a user name and/or password to each user. For example, a school may use a combi- nation of letters from a student’s first and last names as a user name. For example, Brittany Stearn’s user name might be stearns brit. Some websites use your email address as the user name. Information technol- ogy (IT) departments may assign passwords so that they have a record in case the employee leaves or forgets the password.

With other systems, users select their own user names and/or passwords. Many users select a com- bination of their first and last names for their user

names. Many online social networks, media sharing sites, and retail and other websites allow you to choose your own user name. You might select a name that is formed from parts of your real name or nickname and possibly some numbers, if the name you want is taken (such as britstearns04). If you wish to remain more anonymous, choose a user name that combines common words, or reflects your interests (such as guitarboston27).

Once you select a password, change it frequently. Read Secure IT 1-3 in Module 1 for tips about creating strong passwords. Do not disclose your password to anyone or write it on a slip of paper kept near the computer, especially taped to the monitor or under the keyboard. Email and telemarketing scams often ask unsuspecting users to disclose their credit card numbers, so be wary if you did not initiate the inquiry or phone call. Read Secure IT 5-3 for tips about using a password manager.

Figure 5-6 Many websites that maintain personal and confidential data, such as Citibank’s credit card system, require a user to enter a user name (user ID) and password. Source: Citigroup Inc

BTW Single Sign On When you enter your user name into a single sign on account, such as for Microsoft, Google, Twitter, and Facebook, you automatically are signed in to other accounts and services. Many also recognize your information to provide additional customized content.

Threats, Issues, and Defenses Module 5 223

In addition to a user name and password, some systems ask users to enter one of several pieces of personal information. Such items can include a grandparent’s first name, your favorite food, your first pet’s name, or the name of the elementary school you attended. These items should be facts that you easily remember but are not easy for others to discover about you when using a search engine or examining your profiles on online social networks. As with a password, if the user’s response does not match information on file, the system denies access.

Passphrase Instead of passwords, some organizations use passphrases to authenticate users. A passphrase is a private combination of words, often containing mixed capitalization and punctuation, associated with a user name that allows access to certain computer resources. Passphrases, which often can be up to 100 characters in length, are more secure than passwords, yet can be easy to remember because they contain words.

PIN A PIN (personal identification number), sometimes called a passcode, is a numeric password, either assigned by a company or selected by a user. PINs provide an additional level of security. Select PINs carefully and protect them as you do any other password. For exam- ple, do not use the same four digits, sequential digits, or dates others could easily determine, such as birth dates.

SECURE IT 5-3

Safely Use a Password Manager

If you use the same password to access your banking, shopping, online social networks, and school accounts, you are not alone. Many people think one password is sufficient pro- tection for all their vital online accounts, but cyberthieves are aware of this flawed thinking and take advantage of this practice. Security experts recommend using different user names and passwords for every account and changing the passwords frequently.

Keeping track of all these accounts can be an overwhelming task. A password manager, also password manager, also password manager called a password organizer, is a convenient password organizer, is a convenient password organizer service that stores all your account information securely. Once you select a service, you download and install the software and create

one master password. The first time you view a password-protected website and enter your user name and password, the password manager saves this information. The next time you visit one of these websites or apps, the software supplies the account information automatically. Password managers use two-step verification and advanced encryption techniques (discussed later in this module) to ensure information is stored securely.

Some managers offer the option to generate random passwords, which have a unique combination of jumbled numbers and letters that are difficult for criminals to steal, for each account. Other features include the ability to auto-fill information, such as your name, address, and phone number, on forms

and to provide a hint if you have forgotten your master password.

Password manager services can be free to use or may require a small annual fee. Some security experts recommend using a service that charges a fee, stating that these companies may provide more features. Before using any manager, call the company and ask about security measures, the ability to sync with multiple mobile devices, 24-hour customer service via live chat or phone, and limits on the number of passwords that can be saved.

Consider This: Do you use a password manager? If so, do you feel secure storing all your sign in and password information in this service? If not, how do you keep track of your passwords?

CONSIDER THIS

Why do some websites allow you to use your email address as a user name? No two users can have the same email address; that is, your email address is unique to you. This means you can use your email address and password from one website to validate your identity on another website. Facebook, Google, and Twitter, for example, are three popular websites that provide authentication services to other applications. By using your email address from one of these websites to access other websites, you do not have to create or remember separate user names and passwords for the various websites you visit.

BTW Default Passwords If a program or device has a default or preset password, such as admin, be sure to change it to prevent unauthorized access.

224 Module 5 Digital Security, Ethics, and Privacy

Possessed Objects A possessed object is any item that you must possess, or carry with you, in order to gain access

to a computer or computer facility. Examples of possessed objects are badges, cards, smart cards, and keys. The card you use in an ATM (automated teller machine), for example, is a possessed object that allows access to your bank account.

Biometric Devices A biometric device authenticates a person’s identity by translating a personal characteristic,

such as a fingerprint, into a digital code that is compared with a digital code stored in a com- puter or mobile device verifying a physical or behavioral characteristic. If the digital code in the computer or mobile device does not match the personal characteristic code, the computer or mobile device denies access to the individual.

Biometric devices grant access to programs, computers, or rooms using computer analysis of some biometric identifier. Examples of biometric devices and systems include fingerprintfingerprint readers, face recognition systems, hand geometry systems, voice verification systems, signature verification systems, iris recognition systems, and retinal scanners.

Fingerprint Reader A fingerprint reader, or fingerprint scanner, captures curves and indenta- tions of a fingerprint (Figure 5-8). Organizations use fingerprint readers to secure doors, computers, and software.With the cost of fingerprint readers often less than 100, some home and small busi- ness users install fingerprint readers to authenticate users before they can access a personal computer.

CONSIDER THIS

Why do some websites display distorted characters you must reenter along with your password? These websites use a CAPTCHA, which stands for Completely Automated Public Turing test to tell Computers and Humans Apart. A CAPTCHA is a program CAPTCHA is a program CAPTCHA developed at Carnegie Mellon University that displays an image containing a series of distorted characters for a user to identify and enter in order to verify that user input is from humans and not computer programs (Figure 5-7).

A CAPTCHA is effective in blocking computer-generated attempts to access a website, because it is difficult to write programs for computers to detect distorted characters, while humans generally can recognize them. For visually impaired users or if words are too difficult to read, the CAPTCHA text can be read aloud; you also have the option of generating a new CAPTCHA.

Figure 5-7 To continue with the ticket order process at the Ticketmaster website, the user must enter the characters in the CAPTCHA, which consists of the letters, themssr neillso, in this case. Source: Carnegie Mellon University

Figure 5-8 A fingerprint reader. © Flynavyjp / Dreamstime.com

CAPTCHA

buttons to display new words or read words aloud

Threats, Issues, and Defenses Module 5 225

The reader also can be set up to perform differentdifferent functions for different fingers; for example, one finger starts a program and another finger shuts down the computer. External fingerprint readers usually plug into a USB port.

Some laptops, smartphones, and smartwatches have a built fingerprint reader. Using their fingerprint, users can unlock the computer or device, sign in to programs and websites via their fingerprint instead of entering a user name and password, and on some devices, even test their blood pressure and heart rate.

CONSIDER THIS

What is a lock screen? A lock screen is a screen that restricts lock screen is a screen that restricts lock screen access to a computer or mobile device until a user performs a certain action. Some simply require a user swipe the screen to unlock the screen. Others verify a user’s identity by requiring entry of a password, PIN, or passcode; a fingerprint scan; or a gesture swipe (Figure 5-9). Gestures are motions users make on a touch screen with the tip of one or more fingers or their hand. For example, to unlock the screen on a phone, a user could connect the dots on the screen using a pattern previously defined by the user.

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Figure 5-9 Some ways users unlock screens include entering a passcode, scanning a fingerprint, and swiping a gesture. © iStockPhoto / franckreporter; © Alexey Boldin / Shutterstock; © iStockPhoto / Carpe89

Face Recognition System A face recognition system captures a live face image and compares it with a stored image to determine if the person is a legitimate user. Some buildings use face recognition systems to secure access to rooms. Law enforcement, surveillance systems, and airports use face recognition to protect the public. Some mobile devices use face recognition systems to unlock the device. Face recognition programs are becoming more sophisticated and can recognize people with or without glasses,makeup, or jewelry, and with new hairstyles.

Hand Geometry System A hand geometry systemsystem measures the shape and size of a person’s hand (Figure 5-10). Because hand geometry systems can be expensive, they often are used in larger companies to track workers’ time and attendance or as security devices. Colleges use hand geometry systems to verify students’ identities. Daycare centers and hospital nurseries use them to identify parents who pick up their children.

Voice Verification System A voice verification system compares a person’s live speech with their stored voice pattern. Larger organizations sometimes use voice verification systems as time and attendance devices. Many companies also use this technology for access to sensitive files and networks. Some financial services use voice verification systems to secure phone banking transactions.

Signature Verification System A signature verification system recognizes the shape of your handwritten signature, as well as measures the pressure exerted and the motion used to write the signature. Signature verification systems use a specialized pen and tablet. Signature verification systems often are used to reduce fraud in financial institutions.

Figure 5-10 A hand geometry system verifies identity based on the shape and size of a person’s hand. Courtesy of Ingersoll Rand Security Technologies

CONSIDER THIS

Do retailers use a signature verification system for credit card purchases? No. With a credit card purchase, users sign their name on a signature capture pad using a stylus attached to the device. Software then transmits the signature to a central computer, where it is stored. Thus, the retailers use these systems simply to record your signature.

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Iris Recognition System High security areas use iris recognition systems. The camera in an iris recognition system uses iris recognition technology to read pat- terns in the iris of the eye (Figure 5-11). These patterns are as unique as a fingerprint. Iris recognition systems are quite expensive and are used by government security orga- nizations, the military, and financial institutions that deal with highly sensitive data. Some organizations use retinal scanners, which work similarly but instead scan pat- terns of blood vessels in the back of the retina.

Figure 5-11 An iris recognition system. © iStockPhoto / NKND200; © Robert F. Balazik / Shutterstock.com; © Cengage Learning

Two-Step Verification In an attempt to further protect personal data and information from online thieves, many

organizations such as financial institutions or universities that store sensitive or confidential items use a two-step verification process.With two-step verification, also known as two-factor verification, a computer or mobile device uses two separate methods, one after the next, to verify the identity of a user.

ATMs (automated teller machines) usually requires a two-step verification. Users first insert their ATM card into the ATM (Step 1) and then enter a PIN (Step 2) to access their bank account. Most debit cards and some credit cards use PINs. If someone steals these cards, the thief must enter the user’s PIN to access the account.

Another use of two-step verification requires a mobile phone and a computer.When users sign in to an account on a computer, they enter a user name and a password (Step 1). Next, they are prompted to enter another authentication code (Step 2), which is sent as a text or voice message or via an app on a smartphone (Figure 5-12).This second code generally is valid for a set time, sometimes only for a few hours. If users do not sign in during this time limit, they must repeat the process and request another verification code.Microsoft and Google commonly use two-step verification when you sign in to their websites. If you sign in from a device you use frequently, you can elect to bypass this step.

CONSIDER THIS

How popular are biometric devices? Biometric devices are gaining popularity as a security precaution because they are a virtually foolproof method of identification and authentication. For example, some grocery stores, retail stores, and gas stations use biometric payment, where the customer’s fingerprint is read by a fingerprint reader that is linked to a payment method, such as payment, where the customer’s fingerprint is read by a fingerprint reader that is linked to a payment method, such as payment a checking account or credit card. Users can forget their user names and passwords. Possessed objects can be lost, copied, duplicated, or stolen. Personal characteristics, by contrast, are unique and cannot be forgotten or misplaced.

Biometric devices do have disadvantages. If you cut your finger, a fingerprint reader might reject you as a legitimate user. Hand geometry readers can transmit germs. If you are nervous, a signature might not match the one on file. If you have a sore throat, a voice recognition system might reject you. Many people are uncomfortable with the thought of using an iris scanner.

BTW Two-Step Verification Users should register a landline phone number, alternate email address, or other form of contact beyond a mobile phone number so that they still can access their accounts even if they lose their mobile phone.

Internet Research Which websites use two-step verification?

Search for: two-step verification websites

Threats, Issues, and Defenses Module 5 227

CONSIDER THIS

Can users circumvent the two-step verification process? Users may be able to specify a computer as a trusted device during a two-step verification so that future sign-in attempts on that same computer will bypass the two-step verification. Only limited-use computers in safe areas should be identified as a trusted device.

Digital Forensics Digital forensics, also called cyberforensics, is the discovery, collection, and analysis ofof evidence

found on computers and networks. Digital forensics involves the examination of media, programs, data and log files on computers, mobile devices, servers, and networks. Many areas use digital forensics, including law enforcement, criminal prosecutors, military intelligence, insurance agencies, and information security departments in the private sector.

A digital forensics examiner must have knowledge of the law, technical experience with many types of hardware and software products, superior communication skills, familiarity with corporate structures and policies, a willingness to learn and update skills, and a knack for problem solving.

Figure 5-12 This figure shows an example of two-step authentication. Source: Microsoft

Step 1 User signs in to an account on a computer.User signs in to an account on a computer.

Step 2 User is prompted to enter an authentication code,User is prompted to enter an authentication code,User is prompted to enter an authentication code, received via text message or email message,received via text message or email message,received via text message or email message, before being granted access to the account.before being granted access to the account.before being granted access to the account.

Step 4Step 4 User gains entry to account by enteringUser gains entry to account by entering the security code sent in the text message.the security code sent in the text message.

Step 3 User receives securityUser receives securityUser receives security code in a text message.code in a text message.code in a text message.

user name and password entered

text message containing security code will be sent to phone number that ends with these 4 digits

security code

security code from text message entered

228 Module 5 Digital Security, Ethics, and Privacy

Software Theft

Software theft occurs when someone steals software media, intentionally erases programs, illegally registers and/or activates a program, or illegally copies a program.

• Physically stealing software: A perpetrator physically steals the media that contains the software, or steals the hardware that contains the media that contains the software. For example, an unscrupulous library patron might steal a game CD/DVD.

• Intentionally erasing software: A perpetrator erases the media that contains the software. For example, a software developer who is terminated from a company may retaliate by removing or disabling the programs he or she has written from company computers.

• Illegal registration/activation: A perpetrator illegally obtains registration numbers and/ or activation codes. A program called a keygen, short for key generator, creates software registration numbers and sometimes activation codes. Some unscrupulous individuals create and post keygens so that users can install software without legally purchasing it.

• Illegal copying: A perpetrator copies software from manufacturers. Software piracy, often referred to simply as piracy, is the unauthorized and illegal duplication of copyrighted software. Piracy is the most common form of software theft.

Safeguards against Software Theft To protect software media from being stolen, owners should keep original software boxes and

media or the online confirmation of purchased software in a secure location, out of sight of prying eyes. All computer users should back up their files and drives regularly, in the event of theft.When some companies terminate a software developer or if the software developer quits, they escort the employee off the premises immediately. These companies believe that allowing terminated employ- ees to remain on the premises gives them time to sabotage files and other networknetwork procedures.

Many manufacturers incorporate an activation process into their programs to ensure the software is not installed on more computers than legally licensed. During the product activation, which is conducted either online or by phone, users provide the software product’s identification number to associate the software with the computer or mobile device on which the software is installed. Usually, the software can be run a preset number of times, has limited functionality, or does not function until you activate it.

To further protect themselves from software piracy, software manufacturers issue users license agreements. As discussed in Module 4, a license agreement is the right to use software. That is, you do not own the software. The most common type of license included with software pur- chased by individual users is a single-user license agreement, also called an end-user license agreement (EULA(EULA( ). The license agreement provides specific conditions for use of the software, which a user must accept before using the software. These terms usually are displayed when you install

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Digital Security Risks, Internet and Network Attacks, and Unauthorized Access and Use, as it relates to the module objectives. Now you should know …

• How cybercriminals’ backgrounds and intent vary (Objective 1)

• How you can protect your computers and devices from malware, botnets, DoS attacks, back doors, and spoofing (Objective 2)

• Why you should use a firewall (Objective 2)

• How you can prevent unauthorized users from accessing your home or office computers and devices (Objective 3)

BTW BSA To promote understanding of software piracy, a number of major worldwide software companies formed the Business Software Alliance (BSA). The BSA operates a website and antipiracy hotlines around the world.

Internet Research What are the penalties for piracy?

Search for: piracy penalties

Threats, Issues, and Defenses Module 5 229

the software. Use of the software constitutes acceptance of the terms on the user’s part. Figure 5-13 identifies the conditions of a typical single-user license agreement.

To support multiple users’ access of software, most manufacturers sell network versions or site licenses of their software, which usually costs less than buying indi- vidual stand-alone copies of the software for each computer. A network license is a legal agreement that allows multiple users to access the software on the server simultane- ously. The network license fee usually is based on the number of users or the number of computers attached to the network. A site license is a legal agreement thatthat permits users to install the software on multiple computers — usually at a volume discount.

Typical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License AgreementTypical Conditions of a Single-User License Agreement

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Figure 5-13 A user must accept the terms of a license agreement before using the software. © Cengage Learning

CONSIDER THIS

Can you install software on work computers or work-issued smartphones? Many organizations and businesses have strict written policies governing the installation and use of software and enforce their rules by checking networked or online computers or mobile devices periodically to ensure that all software is licensed properly. If you are not completely familiar with your school’s or employer’s policies governing installation of software, check with the information technology department or your school’s technology coordinator.

Information Theft

Information theft occurs when someone steals personal or confidential information. Both business and home users can fall victim to information theft. An unethical company executive may steal or buy stolen information to learn about a competitor. A corrupt individual may steal credit card numbers to make fraudulent purchases. Information theft often is linked to other types of cybercrime. For example, an individual first might gain unauthorized access to a computer and then steal credit card numbers stored in a firm’s accounting department.

Safeguards against Information Theft Most organizations will attempt to prevent information theft by implementing the user

identification and authentication controls discussed earlier in this module. These controls are best suited for protecting information on computers located on an organization’s premises. To further protect information on the Internet and networks, organizations and individuals use a variety of encryption techniques.

Encryption Encryption is the process of converting data that is readable by humans into encoded

characters to prevent unauthorized access. You treat encrypted data just like any other data. That is, you can store it or send it in an email message. To read the data, the recipient must decrypt, or decode it. For example, users may specify that an email application encrypt a message before sending it securely. The recipient’s email application would need to decrypt the message in order for the recipient to be able to read it.

230 Module 5 Digital Security, Ethics, and Privacy

In the encryption process, the unencrypted, readable data is called plaintext. The encrypted (scrambled) data is called ciphertext. An encryption algorithm, or cypher, is a set of steps that can convert readable plaintext into unreadable ciphertext. A simple encryption algorithm might switch the order of characters or replace characters with other characters. Encryption programs typically use more than one encryption algorithm, along with an encryption key. An encryption key is a set of characters that the originator of the data uses to encrypt the plaintext and the recipient of the data uses to decrypt the ciphertext.

Two basic types of encryption are private key and public key.With private key encryption, also called symmetric key encryption, both the originator and the recipient use the same secret key to encrypt and decrypt the data. Public key encryption, also called asymmetric key encryption, uses two encryption keys: a public key and a private key (Figure 5-14). Public key encryption software generates both the private key and the public key. A message encrypted with a public key can be decrypted only with the corresponding private key, and vice versa. The public key is made known to message originators and recipients. For example, public keys may be posted on a secure webpage or a public-key server, or they may be emailed. The private key, by contrast, should be kept confidential.

Some operating systems and email programs allow you to encrypt the contents of files and messages that are stored on your computer. You also can purchase an encryption program to encrypt files. Many browsers use encryption when sending private information, such as credit card numbers, over the Internet.

Mobile users today often access their company networks through a virtual private network. When a mobile user connects to a main office using a standard Internet connection, a virtual private network (VPN)VPN)VPN provides the mobile user with a secure connection to the company network server, as if the user has a private line. VPNs help ensure that data is safe from being intercepted by unauthorized people by encrypting data as it transmits from a laptop, smartphone, or other mobile device.

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Step 1 The sender creates a documenthe sender creates a document to be sent via email to the receiverto be sent via email to the receiver.

Step 2 The sender uses thehe sender uses the receiver’s public s public key to encrypt a messageto encrypt a message.

Step 3 The receiver uses hishe receiver uses his or her private kate key to decrypt the messagedecrypt the message.

Step 4Step 4 The receiver can read or printhe receiver can read or printhe receiver can read or print the decrypted messagethe decrypted messagethe decrypted messagethe decrypted message.

An Example of Public Key EncryptionAn Example of Public Key EncryptionAn Example of Public Key Encryption

_ _ _ _ _ _ _ _ _ _CONFIDENTIAL

The new plant will be located...

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The new plant will be located...

CONFIDENTIAL

Figure 5-14 This figure shows an example of public key encryption. © Cengage Learning

Threats, Issues, and Defenses Module 5 231

Digital Signatures and Certificates A digital signature is an encrypted code that a person, website, or organization attaches to an

electronic message to verify the identity of the message sender. Digital signatures often are used to ensure that an impostor is not participating in an Internet transaction. That is, digital signa- tures can help to prevent email forgery. A digital signature also can verify that the content of a message has not changed.

A digital certificate is a notice that guarantees a user or a website is legitimate. E-commerce applications commonly use digital certificates. Browsers often display a warning message if a website does not have a valid digital certificate.

A website that uses encryption techniques to secure its data is known as a secure site (Figure 5-15). Web addresses of secure sites often begin with https instead of http. Secure sites typically use digital certificates along with security protocols.

tap or click lock to view certificate

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tap or click lock to view certificate

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Figure 5-15 Web addresses of secure sites, such as the Amazon.com checkout, often begin with https Web addresses of secure sites, such as the Amazon.com checkout, often begin with https Web addresses of secure sites, such as the Amazon.com checkout, often begin with https Web addresses of secure sites, such as the Amazon.com checkout, often begin with https Web addresses of secure sites, such as the Amazon.com checkout, often begin with https Web addresses of secure sites, such as the Amazon.com checkout, often begin with https instead of http. Browsers also often display a lock symbol in the window, which you usually can tap or click instead of http. Browsers also often display a lock symbol in the window, which you usually can tap or click instead of http. Browsers also often display a lock symbol in the window, which you usually can tap or click instead of http. Browsers also often display a lock symbol in the window, which you usually can tap or click instead of http. Browsers also often display a lock symbol in the window, which you usually can tap or click instead of http. Browsers also often display a lock symbol in the window, which you usually can tap or click to see the associated digital certificate.to see the associated digital certificate. Source: Amazon.com and Microsoft

CONSIDER THIS

Who issues digital certificates? A certificate authority (certificate authority (certificate authority CA) is an organization that issues digital certificates. Each CA is a trusted third party that CA) is an organization that issues digital certificates. Each CA is a trusted third party that CA takes responsibility for verifying the sender’s identity before issuing a certificate. Individuals and companies can purchase digital certificates from one of more than 35 online CA providers. The cost varies depending on the desired level of data encryption, with the strongest levels recommended for financial and e-commerce transactions.

Mini Feature 5-1: Cloud Data PrivacyMini Feature 5-1: Cloud Data Privacy Privacy and security concerns arise when consumers and businesses consider moving their data

to an online storage service. Read Mini Feature 5-1 to learn about privacy issues surrounding cloud data storage. Read Ethics & Issues 5-2 to consider who is responsible for data left on the cloud.

232 Module 5 Digital Security, Ethics, and Privacy

Cloud Data Privacy Privacy and security concerns arise when consumers and businesses consider moving their data to an online storage service. While the cloud offers a tremendous amount of storage space at a relatively low cost, the security of data and the reliability of cloud companies trigger concerns.

When people register for a cloud computing ser- vice, they sign a written contract or tap or click an online OK or Agree button to affirm they read and understand the terms of the agreement. Any data saved on the cloud is entrusted to the third-party pro- vider, which has a legal obligation to protect the data from security breaches. The company also must guard against data loss due to physical disasters, such as power outages, cooling failures, and fire. When data has been compromised, many states require the company to disclose the issue to the data owner promptly.

The Cloud Security Alliance (CSA) warns of hackers who register for the service with a credit card or for a free trial period and then unleash malware in an attempt to gain access to passwords. Because the regis- tration and validation procedure for accessing the cloud is relatively anonymous, authorities can have difficulty locating the abusers.

Another concern arises when transferring data over a network to the cloud. When the data is traveling to or from a computer and the cloud service, it is sub- ject to interception. To minimize risk, security experts emphasize that the web address of the website you are visiting must begin with https, and the data should be encrypted and authenticated.

Law enforcement’s access to the data raises another security issue. Email messages stored on a private server belong to the company or indi- vidual who owns the computer, so law enforcement officials must obtain a search warrant to read a particular user’s messages. In contrast, law enforce- ment officials can access email messages stored on the cloud by requesting the information from the company that owns the cloud service. The user might not be notified of the search until up to 90 days after the search occurred; moreover, the search may occur without limitations and may include continuous monitoring of an individual’s email communications.

International laws and industry regulations protect sensitive and personal data. Germany has some of

the strictest cloud data privacy laws, and, in general, the European Union’s privacy regulations are more protective that those in the United States. In much of Europe, for example, consumers must agree to have their personal information collected, and they can review the data for accuracy. The education, health care, and financial services industries in the United States have strict data privacy regulations that affect cloud storage. For example, the Family Educational Rights and Privacy Act (FERPA) regulates the confidentiality of students’ educational records, so colleges must obtain students’ consent to share data with cloud storage providers and other third parties.

Cloud storage companies have increased their privacy and security features in recent years. Many allow consumers and businesses to protect files with passwords or require two-step authentication to access files, to delete data if a mobile device has been stolen or lost, and to delete data that has been stored past an expiration date.

Consider This: How much of your personal data is stored on the cloud? Do you have concerns about the security of this data? Have you ever received a notice that any of your online data has been compromised? Should online social networks or email providers give more explicit notice that data is stored on the cloud? Should law enforcement officials be able to access your data without your consent? Why or why not?

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Threats, Issues, and Defenses Module 5 233

ETHICS & ISSUES 5-2

Who Is Responsible for Data Left on the Cloud? Businesses often contract with cloud storage providers for data storage. Many businesses also use cloud storage providers to store customer data. This data could include con- tact information, credit card numbers, and ordering history.

Ownership of cloud data becomes an issue when a cloud storage provider or the business using the cloud services closes. Other issues include what happens if the business fails to pay the cloud storage provider, or when a contract ends. Many feel that it is the responsibility of the business owner to remove and destroy company

data before a contract ends. Supporters of this argument believe that cloud storage providers should not be accessing data they host. Others contend that if a business fails to remove and destroy its data before its cloud storage contract ends, cloud storage providers should return the data, or remove the data permanently.

An ongoing debate exists related to who is responsible for cloud data security. Many experts put the responsibility of securing data in the hands of the data owner. Others advocate for a shared security model, in which the cloud storage provider includes security tools, but the company provides additional security as needed.

Ownership and security of data should be included in any contract between a business and cloud storage provider. Contracts also should specify what happens in a variety of scenarios, including if either party stops its operations, or if hackers access the data.

Consider This: If a business stops its operations, who should remove its data from cloud storage? Why? If a customer does not remove its data before a contract ends, should a cloud storage provider return the data, or can it remove or sell the data? Why or why not? Who is responsible for data security? Why?

Hardware Theft, Vandalism, and Failure

Users rely on computers and mobile devices to create, store, and manage important information. As discussed in Module 3, you should take measures to protect computers and devices from theft, vandalism, and failure.

Hardware theft is the act of stealing digital equipment. Hardware vandalism involves defacing or destroying digital equipment. Hardware can fail for a variety of reasons: aging hardware, natural or man-made disasters, or random events such as electrical power problems, and even errors in programs or apps. Figure 5-16 summarizes the techniques you can use to safeguard hardware from theft, vandalism, and failure.

Backing Up — The Ultimate Safeguard

To protect against data loss caused by hardware/software/information theft or system failure, users should back up computer and mobile device files regularly. As previously described, a backup is a duplicate of a file, program, or media that can be used if the original is lost, damaged, or destroyed; and to back up a file means to make a copy of it. In the case of system failure or the discovery of corrupted files, you restore the files by copying the backed up files to their original location on the computer or mobile device.

If you choose to back up locally, be sure to use high-quality media. A good choice for a home user might be optical discs or an external hard drive. Keep your backup media in a fireproof and heat- proof safe or vault, or offsite. Off-site means in a location separate from where youyou typically store or use your computer or mobile device. Keeping backup copies off-site minimizes the chance that a single disaster, such as a fire, would destroy both the original and the backup media. An off-site loca- tion can be a safe deposit box at a bank, a briefcase, or cloud storage or cloud backup.

Cloud storage provides storage to customers, usually along with synchronization services but often on smaller amounts of data. By contrast, cloud backup provides only backup and retrieval services, but generally provides continuous data protection (discussed next) to the cloud. More customers are opting for cloud backup because it saves them the cost of maintaining hardware (Figure 5-17).

HardwHardware TTheft and heft and Vandalism Safeguards • • • • • • • • • • • • • • •

HardwHardware Failure Safeguardsailure Safeguardsailure Safeguards • • • • • • • • • • • • • • • • • •

Figure 5-16 Summary of safeguards against hardware theft, vandalism, and failure. © Cengage Learning; © iStockphoto / Norebbo

234 Module 5 Digital Security, Ethics, and Privacy

Backup programs are available from many sources. Most operating sys- tems include a backup pro- gram. Backup devices, such as external disk drives, also include backup programs. Numerous stand-alone backup tools exist. Cloud storage providers may offer backup services. Users of a cloud backup service install software on their comput- ers that backs up files to the cloud as they are modified.

Business and home users can perform four types of backup: full, differential, incremental, or selective. A fifth type, continu- ous data protection, often is used only by large enterprises to back up data to an in-house network storage device purchased and maintained by the enterprise. Cloud backup services, a sixth option, are providing continuous data protection capabilities at a lower cost. Table 5-2 summarizes the pur- pose, advantages, and disadvantages of each of these backup methods.

Some users implement a three-generation backup policy to preserve three copies of important files. The grandparent is the oldest copy of the file. The parent is the second oldest copy of the file. The child is the most recent copy of the file.When a new backup is performed, the child becomes the parent, the parent becomes the grandparent, and the media on which the grandparent copy was stored may be erased and reused for a future backup.

Figure 5-17 Cloud storage, such as Carbonite shown here, is a popular method for off-site backups. Source: Carbonite, Inc.

Table 5-2 Various Backup Methods Type of BackupType of BackupT Description Advantages Disadvantages

Full backup Copies all of the files on media in the computer.

Fastest recovery method. All files are saved.

Longest backup time.

Differential backup Copies only the files that have changed since the last full backup.

Fast backup method. Requires minimal storage space to back up.

Recovery is time-consuming because the last full backup plus the differential backup are needed.

Incremental backup Copies only the files that have changed since the last full or incremental backup.

Fastest backup method. Requires minimal storage space to back up. Only most recent changes saved.

Recovery is most time-consuming because the last full backup and all incremental backups since the last full backup are needed.

Selective backup Users choose which folders and files to include in a backup.

Fast backup method. Provides great flexibility.

Difficult to manage individual file backups. Least manageable of all the backup methods.

Continuous data protection (CDP)

All data is backed up whenever a change is made.

The only real-time backup. Very fast recovery of data.

Very expensive and requires a great amount of storage.

Cloud backup Files are backed up to the cloud as they change.

Cloud backup provider maintains backup hardware. Files may be retrieved from anywhere with an Internet connection on any device.

Requires an Internet connection, otherwise files are marked for backup when the computer goes back online.

Mini Feature 5-2: Disaster Recovery A disaster recovery plan is a written plan that describes the steps an organization would take

to restore its computer operations in the event of a disaster. Read Mini Feature 5-2 to learn about steps an organization takes in the event of a disaster.

Threats, Issues, and Defenses Module 5 235

Disaster Recovery A disaster can be natural or man-made (hackers, viruses, etc.). Each company and each department or division within an organization usually has its own disaster recovery plan. The following scenario illustrates how an organization might implement a disaster recovery plan.

Rosewood Associates is a consulting firm that helps clients use social media for marketing and customer outreach. Last week, a fire broke out in the office suite above Rosewood. The heat and smoke, along with water from the sprinkler system, caused extensive dam- age. As a result, Rosewood must replace all computers, servers, and storage devices. Also, the company lost all of the data it had not backed up.

Rosewood currently backs up its systems daily to an internal server and weekly to a remote cloud server. Because of damage to the internal server, the company lost several days of data. Rosewood does not have a plan for replacing hardware. Thus, they will lose several additional days of productivity while purchasing, install- ing, and configuring new hardware.

To minimize the chance of this type of loss in the future, the company hired you as a consultant to help create a disaster recovery plan. You first discuss the types of disasters that can strike, as shown in the table. You then explain that the goal of a disaster recovery plan is to prevent, detect, and correct system threats, and to restore the most critical systems first.

A disaster recovery plan typically contains these four components: emergency plan, backup plan, recovery plan, and test plan.

Emergency Plan: An emergency plan specifies the steps Rosewood will take as soon as a disaster strikes. The emergency plan is organized by type of disaster, such as fire, flood, or earthquake, and includes:

1. Names and phone numbers of people and organizations to notify (company management, fire and police department, clients, etc.)

2. Computer equipment procedures, such as equipment or power shutoff, and file removal; employees should follow these procedures only if it is safe to do so

3. Employee evacuation procedures 4. Return procedures (who can enter the facility and

what actions they are to perform)

Backup Plan: The backup plan specifies how Rosewood will use backup files and equipment to resume computer operations, and includes:

1. The location of backup data, supplies, and equipment 2. Who is responsible for gathering backup resources and

transporting them to an alternate computer facility 3. The methods by which data will be restored from

cloud storage

4. A schedule indicating the order and approximate time each application should be up and running

Recovery Plan: The recovery plan specifies the actions Rosewood will take to restore full computer operations. As with the emergency plan, the recovery plan differs for each type of disaster. You recom- mend that Rosewood set up planning committees. Each committee would be responsible for different forms of recovery, such as replacing hardware or software.

Test Plan: The test plan includes simulating various levels of disasters and recording Rosewood’s ability to recover. You run a test in which the employees follow the steps in the disaster recovery plan. The test uncov- ers a few needed recovery actions not specified in the plan, so you modify the plan. A few days later, you run another test without giving the employees any advance notice to test the plan again.

Consider This: For what kinds of natural and man-made disasters should a company plan? What roles can cloud storage providers play in helping to recover from a disaster? How involved should employees be in developing and testing disaster recovery plans?

MINI FEATURE 5-2

Considerations for Disaster Recovery

Disaster TypeTypeT What to Do First

What Might Occur

What to Include in the Plan

Natural (earthquake, hurricane, tornado, etc.)

Shut off power

Evacuate, if necessary

Pay attention to advisories

Do not use phone lines if lightning occurs

Power outage

Phone lines down

Structural damage to building

Road closings, transportation interruptions

Flooding

Equipment damage

Generator

Satellite phone, list of employee phone numbers

Alternate worksite

Action to be taken if employees are not able to come to work/leave the office

Wet/dry vacuums

Make and model numbers and vendor information to get replacements

Man-made (hazardous material spill, terrorist attacks, fire, hackers, malware, etc.)

Notify authorities (fire departments, etc.) of immediate threat

Attempt to suppress fire or contain spill, if safe to do so

Evacuate, if necessary

Data loss

Dangerous conditions for employees

Criminal activity, such as data hacking and identity theft

Equipment damage

Backup data at protected site

Protective equipment and an evacuation plan

Contact law enforcement

Make and model numbers and vendor information to obtain replacements

236 Module 5 Digital Security, Ethics, and Privacy

Wireless Security

Billions of home and business users have laptops, smartphones, and other mobile devices to access the Internet, send email and Internet messages, chat online, or share network connections — all wire- lessly. Home users set up wireless home networks. Mobile users access wireless networks in hot spots at airports, hotels, shopping malls, bookstores, restau- rants, and coffee shops. Schools have wireless net- works so that students can access the school network using their mobile computers and devices as they move from building to building (Figure 5-18).

Although wireless access provides many conveniences to users, it also poses additional security risks. Some perpetrators connect to other’s wireless networks to gain free Internet access; others may try to access an organi- zation’s confidential data.

To access a wireless network, the individual must be in range of the wireless network. Some intruders intercept and monitor communications as they transmit through the air. Others connect to a network through

an unsecured wireless access point (WAP) or combination router/WAP. Read How To 5-3 for instructions about ways to secure a wireless network, in addition to using firewalls.

Figure 5-18 Wireless access points or routers around campus allow students to access the school network wirelessly from their classrooms, the library, dorms, and other campus locations. © Robert Kneschke / Shutterstock.com; © iStockphoto / CEFutcher; © Natalia Siverina / Shutterstock.com; © Downunderphoto / Fotolia; © Natalia Siverina / Shutterstock.com; © Cengage Learning

Secure Your Wireless Network When you set up a wireless network, it is important to secure the network so that only your computers and mobile devices can connect to it. Unsecured wireless net- works can be seen and accessed by neigh- bors and others nearby, which may make it easier for them to connect to and access the data on the computers and mobile devices on your network. The following list provides suggestions for securing your wireless network.

• Immediately upon connecting your wireless access point and/or router, change the password required to access administrative features. If the password remains at its default setting, others may possibly be able to connect to and config- ure your wireless network settings.

• Change the SSID (service set identifier), which SSID (service set identifier), which SSID is a network name, from the default to some- thing that uniquely identifies your network, especially if you live in close proximity to other wireless networks.

• Do not broadcast the SSID. This will make it more difficult for others to detect your

wireless network. When you want to connect a computer or mobile device to your wireless network, it will be necessary to enter the SSID manually.

• Enable an encryption method such as WPA2 (Wi-Fi Protected Access 2), and specify a password or passphrase that is difficult for others to guess. The most secure passwords and passphrases contain more than eight characters, uppercase and lowercase letters, numbers, and special characters.

• Enable and configure the MAC (Media Access Control) address control feature. A MAC address is a unique MAC address is a unique MAC address hardware identifier for your computer or device. The MAC address control feature MAC address control feature MAC address control specifies the computers and mobile devices that can connect to your network. If a computer or device is not specified, it will not be able to connect.

• Choose a secure location for your wireless router so

that unauthorized people cannot access it. Someone who has physical access to a wire- less router can restore factory defaults and erase your settings.

Consider This: In addition to safeguarding the data and information on your computers from others, why else might it be a good idea to secure your wireless network?

HOW TO 5-3

Source: Verizon Wireless

Threats, Issues, and Defenses Module 5 237

Mini Feature 5-3: Mobile Security As the number of smartphones and mobile devices in use increases, the possibility of security

breaches and lost devices increases proportionally. Read Mini Feature 5-3 to learn about ways you can protect sensitive and personal data on your mobile devices.

CONSIDER THIS

Can you detect if someone is accessing your wireless home network? If you notice the speed of your wireless connection is slower than normal, it may be a sign that someone else is accessing your network. You also may notice indicator lights on your wireless router flashing rapidly when you are not connected to your wireless network. Most wireless routers have a built-in utility that allows you to view the computers currently connected to your network. If you notice a computer that does not belong to you, consult your wireless router’s documentation to determine how to remove it from the network.

Mobile Security The consequences of losing a smartphone or mobile device are significant given the amount of storage and the variety of personal and business data stored. Symantec, one the world’s leading online security companies, projects that only one-half of lost or stolen phones eventually will be returned to their owners. Chances are that the people who find the missing phones likely will have viewed much of the content on the devices in a quest to find the owners and possibly to gain access to private information.

The goal, therefore, for mobile device users is to make their data as secure as possible. Follow these steps to protect sensitive and personal data and to fight mobile cybercrime.

• Be extra cautious locating and downloading apps. Any device that connects to the Internet is susceptible to mobile malware. Cyberthieves target apps on widely used phones and tablets. Popular games are likely candidates to house malware, and it often is difficult to distinguish the legitimate apps from the fake apps. Obtain mobile device apps from well-known stores, and before downloading anything, read the descriptions and reviews. Look for

misspellings and awkward sentence structure, which could be clues that the app is fake. If something looks awry, do not download. Scrutinize the number and types of permissions the app is requesting. If the list seems unreasonable in length or in the personal information needed, deny permission and uninstall the app.

• Use a PIN. Enable the passcode feature on a mobile device as the first step in stopping prying eyes from viewing contents. This four-to-eight-digit code adds a layer of protection. Only emergency functions can be accessed without entering the correct sequence of numbers. This strong code should not be information easily guessed, such as a birthdate.

• Turn off GPS tracking. GPS technology can track the mobile device’s location as long as it is transmitting and receiving signals to and from satellites. This feature is helpful to obtain directions from your current location, view local news and weather reports, find a lost device, summon emergency personnel, and locate missing children. Serious privacy concerns can arise, however, when the technology is used in malicious ways, such as to stalk individuals or trace their whereabouts. Unless you want to allow others

to follow your locations throughout the day, disable the GPS tracking feature until needed.

• Use mobile security software. Protection is necessary to stop viruses and spyware and to safeguard personal and business data. Mobile security apps can allow you to lock your mobile

MINI FEATURE 5-3

turn off location services until needed

238 Module 5 Digital Security, Ethics, and Privacy

Ethics and Society

As with any powerful technology, computers and mobile devices can be used for both good and bad intentions. The standards that determine whether an action is good or bad are known as ethics.

Technology ethics are the moral guidelines that govern the use of computers, mobile devices, information systems, and related technologies. Frequently discussed areas of computer ethics are unauthorized use of computers, mobile devices, and networks; software theft (piracy); informa- tion accuracy; intellectual property rights; codes of conduct; green computing; and information privacy. The questionnaire in Figure 5-19 raises issues in each of these areas.

Previous sections in this module discussed unauthorized use of computers, mobile devices and networks, and software theft (piracy). The following sections discuss issues related to information accuracy, intellectual property rights, codes of conduct, green computing, and information privacy.

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Software Theft; Information Theft; Hardware Theft, Vandalism, and Failure; Backing Up – The Ultimate Safeguard; and Wireless Security as it relates to the module objectives. Now you should know …

• What actions you are allowed according to a software license agreement (Objective 4)

• Why you would want to use encryption, digital signatures, or digital certificates (Objective 5)

• How you can protect your hardware from theft, vandalism, and failure (Objective 6)

• Which backup method is most suited to your needs (Objective 7)

• How you can protect your wireless communications (Objective 8)

device and SIM card remotely, erase the memory, and activate the GPS function. Other apps prevent cyberthieves from hijacking your phone and taking pictures, making recordings, placing calls to fee- imposed businesses, and sending infected messages to all individuals in your contact list. Look for security software that can back up data to a cloud account, set off a screeching alarm on the lost or stolen mobile device, offer live customer service, and provide theft, spam, virus, and malware protection.

• Avoid tapping or clicking unsafe links. Tapping or clicking an unknown link can lead to malicious websites. If you receive a text message from someone you do not know or an invitation to tap or click a link, resist the urge to fulfill the request. Your financial institution never will send you a message requesting you to enter your account user name and

password. Malicious links can inject malware on the mobile device to steal personal information or to create toll fraud, which secretly contacts wireless messaging services that impose steep fees on a monthly bill.

Consider This: As the number of smartphones and mobile devices in use increases, the possibility of security breaches and lost devices increases proportionally. How can manufacturers and wireless carriers emphasize the importance of mobile security and convince users to take the precautions suggested in this mini feature? What mobile security safeguards have you taken to protect your smartphone or mobile device? What steps will you take after reading this mini feature?

Threats, Issues, and Defenses Module 5 239

Your Thoughts? Ethical Unethical

1. An organization requires employees to wear badges that track their whereabouts while at work.

□ □

2. A supervisor reads an employee’s email message. □ □

3. An employee uses his computer at work to send email messages to a friend. □ □

4. An employee sends an email message to several coworkers and blind copies his supervisor. □ □

5. An employee forwards an email message to a third party without permission from the sender.

□ □

6. An employee uses her computer at work to complete a homework assignment for school. □ □

7. The vice president of your Student Government Association (SGA) downloads a photo from the web and uses it in a flyer recruiting SGA members.

□ □

8. A student copies text from the web and uses it in a research paper for his English Composition class.

□ □

9. An employee sends political campaign material to individuals on her employer’s mailing list. □ □

10. As an employee in the registration office, you have access to student grades. You look up grades for your friends, so that they do not have to wait for grades to be posted online.

□ □

11. An employee makes a copy of software and installs it on her home computer. No one uses her home computer while she is at work, and she uses her home computer only to finish projects from work.

□ □

12. An employee who has been laid off installs a computer virus on his employer’s computer. □ □

13. A person designing a webpage finds one on the web similar to his requirements, copies it, modifies it, and publishes it as his own webpage.

□ □

14. A student researches using only the web to write a report. □ □

15. In a society in which all transactions occur online (a cashless society), the government tracks every transaction you make and automatically deducts taxes from your bank account.

□ □

16. Someone copies a well-known novel to the web and encourages others to read it. □ □

17. A person accesses an organization’s network and reports to the organization any vulnerabilities discovered.

□ □

18. Your friend uses a neighbor’s wireless network to connect to the Internet and check email. □ □

19. A company uses recycled paper to print a 50-page employee benefits manual that is distributed to 425 employees.

□ □

20. An employee is fired based on the content of posts on his or her online social network. □ □

Figure 5-19 Indicate whether you think the situation described is ethical or unethical. Be prepared to discuss your answers. © Cengage Learning

Information Accuracy Information accuracy is a concern today because many users access information maintained

by other people or companies, such as on the Internet. Do not assume that because the informa- tion is on the web that it is correct. As discussed in Module 2, users should evaluate the value of a webpage before relying on its content. Be aware that the organization providing access to the information may not be the creator of the information. Read Secure IT 5-4 to consider the risks associated with inaccurate data.

240 Module 5 Digital Security, Ethics, and Privacy

SECURE IT 5-4

Risks Associated with Inaccurate Data

Mapping and navigation software is invaluable for locating unfamiliar destinations. Problems arise, however, when satellite images are out- dated or when the desired address cannot be found on a map. Inaccurate data can result in lost revenues for businesses when potential customers cannot find the storefront. It also has caused accidents when drivers followed turn- by-turn GPS directions and drove the wrong way on one-way streets, made illegal turns, or ended at ponds where a road stopped.

Business owners can report incorrect address data to some mapping services. They can, for example, state that the satellite image needs updating, their address has changed, the directions are incorrect, or the street names are inaccurate. In some cases,

the maps and addresses are updated quickly, often within a day.

Data entry errors also can lead to lost business, lawsuits, and expenses. In an extreme example, a $125 million Mars Climate Orbiter spacecraft was lost in space because Lockheed Martin engineers performed calculations using English units (pounds) to fire the thrusters guiding the spacecraft, but NASA engineers assumed the data was in metric units (Newtons) and sent the spacecraft 60 miles off course. In another unit conversion error, an axle broke on a Space Mountain roller coaster car at Tokyo Disneyland because it was the wrong size; the error occurred when engineers performed calculations to convert the original Space Mountain master plan from English units to metric units.

In the business world, mistakes can occur when software has not been updated or when employees are overworked, distracted, or faced with repetitive tasks. Software should have safeguards to verify valid data has been entered, such as checking that phone numbers have 10 numeric characters. Data cleaning software can eliminate duplicate database records, locate missing data, and correct discrepancies.

Consider This: Have you ever used a mapping app or website and encountered incorrect information? Would you consider notifying mapping companies of errors in their satellite images or directions? What steps can companies take to help employees enter data accurately?

In addition to concerns about the accuracy of computer input, some individuals and organizations raise questions about the ethics of using computers to alter output, primarily graphic output, such as a retouched photo.With graphics equipment and software, users easily can digitize photos and then add, change (Figure 5-20), or remove images.

Intellectual Property Rights Intellectual property (IP(IP( )IP)IP refers to unique and original works, such as ideas, inventions,

art, writings, processes, company and product names, and logos. Intellectual property rights are the rights to which creators are entitled for their work. Certain issues arise surrounding IP today because many of these works are available digitally and easily can be redistributed or altered without the creator’s permission.

A copyright gives authors, artists, and other creators of original work exclusive rights to duplicate, publish, and sell their materials. A copyright protects any tangible form of expression.

A common infringement of copyright is piracy, where people illegally copy software, movies, and music. Many areas are not clear-cut with respect to the law, because copy- right law gives the public fair use to copyrighted material. The issues surround the phrase, fair use, which allows use for educational and critical purposes. This vague definition is subject to widespread interpretation and raises many questions:

• Should individuals be able to download contents of your website, modify it, and then put it on the web again as their own?

• Should a faculty member have the right to print material from the web and distribute it to all members of the class for teaching purposes only?

• Should someone be able to scan photos or pages from a book, publish them on the web, and allow others to download them?

• Should someone be able to put the lyrics of a song on the web? • Should students be able to take term papers they have written and post them on the web,

making it tempting for other students to download and submit them as their own work?

These issues with copyright law led to the development of digital rights management (DRM), a strategy designed to prevent illegal distribution of movies, music, and other digital content.

Figure 5-20 This digitally edited photo shows a fruit that looks like an apple on the outside and an orange on the inside. © Cengage Learning.

Internet Research What is meant by fair use?

Search for: fair use definition

Internet Research What is creative commons?

Search for: creative commons

Threats, Issues, and Defenses Module 5 241

Codes of Conduct A code of conduct is a written guideline

that helps determine whether a specification is ethical/unethical or allowed/not allowed. An IT code of conduct focuses on accept- able use of technology. Employers and schools often specify standards for the ethi- cal use of technology in an IT code of con- duct and then distribute these standards to employees and students (Figure 5-21). You also may find codes of conduct online that define acceptable forms of of of communications for websites where users post commentary or other communications, such as blogs, wikis, online discussions, and so on.

Green Computing People use, and often waste, resources such as electricity and paper while using technology.

Recall from Module 1 that green computing involves reducing the electricity and environmen- tal waste while using computers, mobile devices, and related technologies. Figure 5-22 summa- rizes measures users can take to contribute to green computing.

Personal computers, displays, printers, and other devices should comply with guidelines of the ENERGY STAR program.The United States Department of Energy (DOE) and the United States Environmental Protection Agency (EPA) developed the ENERGY STAR program to help reduce the amount of electricity used by computers and related devices. This program encourages manufacturers to create energy-efficient devices. For example, many devices switch to sleep or power save mode after a specified number of inactive minutes or hours. Computers and devices that meet the ENERGY STAR guidelines display an ENERGY STAR label (shown in Figure 5-22).

Enterprise data centers and computer facilities consume large amounts of electricity from com- puter hardware and associated devices and utili- ties, such as air conditioning, coolers, lighting, etc. Organizations can implement a variety of mea- sures to reduce electrical waste:

• Consolidate servers by using virtualization. • Purchase high-efficiency equipment. • Use sleep modes and other power management features for computers and devices. • Buy computers and devices with low power consumption processors and power supplies. • When possible, use outside air to cool the data center or computer facility.

Some organizations continually review their power usage effectiveness (PUE),PUE),PUE which is a ratio that measures how much power enters the computer facility or data center against the amount of power required to run the computers and devices.

Sample IT Code of ConductSample IT Code of Conduct

1. Technology may not be used to harm other people.1. Technology may not be used to harm other people.1. Technology may not be used to harm other people.1. Technology may not be used to harm other people.1. Technology may not be used to harm other people.1. Technology may not be used to harm other people.1. Technology may not be used to harm other people. 2. Employees may not meddle in others’ �les.2. Employees may not meddle in others’ �les.2. Employees may not meddle in others’ �les. 3. Employees may use technology only for purposes in which they have been authorized.3. Employees may use technology only for purposes in which they have been authorized.3. Employees may use technology only for purposes in which they have been authorized.3. Employees may use technology only for purposes in which they have been authorized.3. Employees may use technology only for purposes in which they have been authorized.3. Employees may use technology only for purposes in which they have been authorized.3. Employees may use technology only for purposes in which they have been authorized.3. Employees may use technology only for purposes in which they have been authorized.

4. Technology may not be used to steal.. Technology may not be used to steal. 5. Technology may not be used to bear false witness.5. Technology may not be used to bear false witness.5. Technology may not be used to bear false witness.5. Technology may not be used to bear false witness.5. Technology may not be used to bear false witness. 6. Employees may not copy or use software illegally.6. Employees may not copy or use software illegally.6. Employees may not copy or use software illegally.6. Employees may not copy or use software illegally.6. Employees may not copy or use software illegally. 7. Employees may not use others’ technology resources without authorization.7. Employees may not use others’ technology resources without authorization.7. Employees may not use others’ technology resources without authorization.7. Employees may not use others’ technology resources without authorization.7. Employees may not use others’ technology resources without authorization.7. Employees may not use others’ technology resources without authorization. 8. Employees may not use others’ intellectual property as their own.8. Employees may not use others’ intellectual property as their own.8. Employees may not use others’ intellectual property as their own.8. Employees may not use others’ intellectual property as their own.8. Employees may not use others’ intellectual property as their own.8. Employees may not use others’ intellectual property as their own. 9. Employees shall consider the social impact of programs and systems they design.9. Employees shall consider the social impact of programs and systems they design.9. Employees shall consider the social impact of programs and systems they design.9. Employees shall consider the social impact of programs and systems they design.9. Employees shall consider the social impact of programs and systems they design.9. Employees shall consider the social impact of programs and systems they design.9. Employees shall consider the social impact of programs and systems they design.9. Employees shall consider the social impact of programs and systems they design.

10. Employees always should use technology in a way that demonstrates10. Employees always should use technology in a way that demonstrates10. Employees always should use technology in a way that demonstrates10. Employees always should use technology in a way that demonstrates10. Employees always should use technology in a way that demonstrates consideration and respect for fellow humans. consideration and respect for fellow humans.

Figure 5-21 Sample IT code of conduct employers may distribute to employees. © Cengage Learning; © iStockphoto / Oleksiy Mark

Green Computing TipsGreen Computing Tips

1. Conserve Energy1. Conserve Energy a. Use computers and devices that comply witha. Use computers and devices that comply with the ENERGY STAR program. b. Do not leave a computer or device running overnight.b. Do not leave a computer or device running overnight.b. Do not leave a computer or device running overnight.b. Do not leave a computer or device running overnight. c. Turn off the monitor, printer, and other devices when not in use.

2. Reduce Environmental Waste a. Use paperless methods to communicate. b. Recycle paper and buy recycled paper. c. Recycle toner and ink cartridges, computers, c. Recycle toner and ink cartridges, computers,

mobile devices, printers, and other devices.mobile devices, printers, and other devices. d. Telecommute.d. Telecommute. e. Use videoconferencing and VoIP for meetings.e. Use videoconferencing and VoIP for meetings.

errnnight

Figure 5-22 A list of suggestions to make computing healthy for the environment. US Environmental Protection Agency, ENERGY STAR program; © Roman Sotola / Shutterstock.com; © Cengage Learning

Internet Research Where can I recycle outdated electronics?

Search for: recycle old electronics

242 Module 5 Digital Security, Ethics, and Privacy

Information Privacy

Information privacy refers to the right of individu- als and companies to deny or restrict the collection, use, and dissemination of information about them. Organizations often use huge databases to store records, such as employee records, medical records, financial records, and more. Much of the data is personal and confidential and should be accessible only to authorized users. Many individuals and orga- nizations, however, question whether this data really is private. That is, some companies and individuals collect and use this information without your autho- rization.Websites often collect data about you, so that they can customize advertisements and send you personalized email messages. Some employers moni- tor your computer usage and email messages.

Figure 5-23 lists measures you can take to make your personal data more private. The following sec- tions address techniques companies and employers use to collect your personal data.

Electronic Profiles When you fill out a printed form, such as a maga-

zine subscription or contest entry, or an online form to sign up for a service, create a profile on an online social network, or register a product warranty, the merchant that receives the form usually stores the information you provide in a database. Likewise, every time you tap or click an advertisement on the web or perform a search online, your information and preferences enter a database. Some merchants may sell or share the contents of their databases with national marketing firms and Internet advertis- ing firms. By combining this data with information from public records, such as driver’s licenses and vehicle registrations, these firms can create an elec- tronic profile of individuals. Electronic profiles may

Figure 5-23 Techniques to keep personal data private. © iStockphoto / Norebbo; © Cengage Learning

10. Inform merchants that you do not want them to distribute your personal information.

How to Safeguard Personal Information

1. Fill in only necessary information on rebate, warranty, and registration forms.

2. Do not preprint your phone number or Social Security number on personal checks.

3. Have an unlisted or unpublished phone number.

4. If you have Caller ID, �nd out how to block your number from displaying on the receiver’s system.

5. Do not write your phone number on charge or credit receipts.

6. Ask merchants not to write credit card numbers, phone numbers, Social Security numbers, and driver’s license numbers on the back of your personal checks.

7. Purchase goods with cash, rather than credit or checks.

8. Avoid shopping club and buyer cards.

9. If merchants ask personal questions, �nd out why they want to know before releasing the information.

12. Obtain your credit report once a year from each of the three major credit reporting agencies (Equifax, Experian, and TransUnion) and correct any errors.

13. Request a free copy of your medical records once a year from the Medical Information Bureau.

14. Limit the amount of information you provide to websites. Fill in only required information.

15. Install a cookie manager to �lter cookies.

16. Clear your history �le when you are �nished browsing.

17. Set up a free email account. Use this email address for merchant forms.

18. Turn off �le and printer sharing on your Internet connection.

19. Install a personal �rewall.

20. Sign up for email �ltering through your ISP or use an anti-spam program.

21. Do not reply to spam for any reason.

22. Surf the web anonymously or through an anonymous website.

11. Request, in writing, to be removed from mailing lists.

nformation

warranty,

ber.

your number from displaying

CONSIDER THIS

Should you save out-of-date computers and devices? Users should not store obsolete computers and devices in their basement, storage room, attic, warehouse, or any other location. Computers, monitors, and other equipment contain toxic materials and potentially dangerous elements including lead, mercury, and flame retardants. In a landfill, these materials release into the environment. Recycling and refurbishing old equipment are much safer alternatives for the environment. Manufacturers can use the millions of pounds of recycled raw materials to make products such as outdoor furniture and automotive parts. Before recycling, refurbishing, or discarding your old computer, be sure to erase, remove, or destroy its hard drive so that the information it stored remains private.

Threats, Issues, and Defenses Module 5 243

include personal details, such as your age, address, phone number, marital status, number and ages of dependents, interests, and spending habits.

Direct marketing supporters claim that using information in this way lowers overall selling costs, which lowers product prices. Critics contend that the information in an electronic profile reveals more about an individual than anyone has a right to know. They argue that companies should inform people if they plan to provide personal information to others, and people should have the right to deny such use. Many websites allow people to specify whether they want their personal information shared or preferences retained (Figure 5-24).

Figure 5-24 Many companies, such as Toys“R”Us shown here, allow users to specify whether they want the company to retain their preferences. Source: Geoffrey, LLC

selecting these options means your preferences will be stored

Cookies A cookie is a small text file that a web server stores on your computer. Cookie files typically

contain data about you, such as your user name, postal code, or viewing preferences.Websites use cookies for a variety of purposes:

• Most websites that allow for personalization use cookies to track user preferences. These cookies may obtain their values when a user fills in an online form requesting personal information. Some websites, for example, store user names in cookies in order to display a personalized greeting that welcomes the user, by name, back to the website. Other websites allow users to customize their viewing experience with preferences, such as local news headlines, the local weather forecast, or stock quotes.

• Some websites use cookies to store user names and/or passwords, so that users do not need to enter this information every time they sign in to the website.

• Online shopping sites generally use a session cookie to keep track of items in a user’s shopping cart. This way, users can start an order during one web session and finish it on another day in another session. Session cookies usually expire after a certain time, such as a week or a month.

244 Module 5 Digital Security, Ethics, and Privacy

Figure 5-25 This figure shows how cookies work. © Alex Staroseltsev / Shutterstock.com; Source: Omaha Steaks International, Inc; © iStockphoto / Norman Chan; © Cengage Learning

Step 1 When you enter the address of a wewebsite in a browserbsite in a browser, bsite in a browser, bsite in a browser the browser searches your hard drive for a cookie the browser searches your hard drive for a cookie the browser searches your hard drive for a cookie associated with the websiteassociated with the website.

Step 2 If the browser �nds a cookieIf the browser �nds a cookieIf the browser �nds a cookie, it sends information in the cookie �le to the website.

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• Some websites use cookies to track how often users visit a site and the webpages they visit while at the website.

• Websites may use cookies to target advertisements. These websites store a user’s interests and browsing habits in the cookie.

CONSIDER THIS

Do websites ever sell information stored in cookies? Some websites sell or trade information stored in your cookies to advertisers — a practice many believe to be unethical. If you do not want personal information distributed, you should limit the amount of information you provide to a website or adjust how your browser handles cookies. You can regularly clear cookies or set your browser to accept cookies automatically, prompt if you want to accept a cookie, or disable all cookie use. Keep in mind if you disable cookie use, you may not be able to use some e-commerce websites. As an alternative, you can purchase software that selectively blocks cookies.

Many commercial websites send a cookie to your browser; your computer’s hard drive then stores the cookie. The next time you visit the website, your browser retrieves the cookie from your hard drive and sends the data in the cookie to the website. Figure 5-25 illustrates how websites work with cookies. A website can read data only from its own cookie file stored on your hard drive. That is, it cannot access or view any other data on your hard drive — including another cookie file.

Phishing Recall from Module 4 that phishing is a scam in which a perpetrator sends an official looking

email message that attempts to obtain your personal and/or financial information. These messages look legitimate and request that you update credit card numbers, Social Security numbers, bank account numbers, passwords, or other private information. Read How To 5-4 for instructions about protecting yourself from phishing scams.

Threats, Issues, and Defenses Module 5 245

Protect against a Phishing Scam Phishing scams can be perpetrated via email messages, websites, and even on the phone. The following guidelines will help protect you against a phishing scam.

Phone Scams • If you receive a phone call from someone

claiming to be from a company with which you do business, record his or her name and the time of the call. Do not disclose personal or financial information to the caller. If the caller is offering a product or service and is requesting a payment, call the company back at the num- ber you have on file, and ask to be transferred to the person who called you initially.

• Whenever possible, enter your payment information on secure websites instead of reading credit card numbers or bank account information on the phone. You never know whether the caller is recording your payment information to use later for malicious purposes.

Email Scams • If you receive an email message from

someone requesting you to verify online account or financial information, do not reply with this information.

• Never tap or click links in email messages, even if the message appears to be from someone you know. Nor should you copy and paste the link from the email message to a browser. Instead, type the link’s web address into a browser’s address bar man- ually, and make sure you type it correctly. If you are visiting your financial institution’s website, make sure the web address you enter matches the web address you have on file for them.

• Do not reply to email messages asking you for financial assistance — even if the email message appears to originate from someone you know. If you receive this type of email message from someone you know, call the person to verify the message’s authenticity.

Website Scams • When visiting a website, such as your

financial institution’s website, that will require you to enter confidential information, be sure to type the web address correctly. Typing it incorrectly may take you to a phishing website where the information you enter can be collected by an unknown party.

• Make sure websites requiring your confi- dential information use the https://protocol.

• Websites with misspellings, poor grammar, or formatting problems may indicate a phishing website. Do not enter personal or financial information on a website that looks suspicious.

• Enable the phishing filter in your browser phishing filter in your browser phishing filter that can warn or block you from potentially fraudulent or suspicious websites.

Consider This: Have you experienced a phishing scam? If so, how did it attempt to trick you into providing personal or financial information? How did you respond?

HOW TO 5-4

Clickjacking is yet another similar scam.With clickjacking, an object that can be tapped or clicked — such as a button, image, or link — on a website, pop-up ad, pop-under ad, or in an email message or text message contains a malicious program.When a user taps or clicks the disguised object, a variety of nefarious events may occur. For example, the user may be redi- rected to a phony website that requests personal information, or a virus may download to the computer or mobile device. Browsers typically include clickjackingclickjacking protection.

Spyware and Adware Recall from Module 4 that spyware is a program placed on a computer or mobile device

without the user’s knowledge that secretly collects information about the user and then commu- nicates the information it collects to some outside source while the user is online. Some vendors or employers use spyware to collect information about program usage or employees. Internet advertising firms often collect information about users’ web browsing habits. Spyware can enter your computer when you install a new program, through malware, or through a graphic on a webpage or in an email message.

Adware is a program that displays an online advertisement in a banner, a pop-up window, or pop-under window on webpages, email messages, or other Internet services. Adware on mobile phones is known as madware, for mobile adware. Sometimes, spyware is hidden in adware.

To remove spyware and adware, you can obtain spyware removers, adware removers, or malware removers that can detect and delete spyware and adware. Some operating systems and browsers include spyware and adware removers.

Social Engineering As related to the use of technology, social engineering is defined as gaining unauthorized

access to or obtaining confidential information by taking advantage of the trusting human nature of some victims and the naivety of others. Some social engineers trick their victims into revealing confidential information, such as user names and passwords, on the phone, in person, or on the Internet. Techniques they use include pretending to be an administrator or other

Internet Research Which phishing scams are prevalent?

Search for: recent phishing scams

246 Module 5 Digital Security, Ethics, and Privacy

Table 5-3 Major U.S. Government Laws Concerning Privacy

Law Purpose

Children’s Internet Protection Act Protects minors from inappropriate content when accessing the Internet in schools and libraries

Children’s Online Privacy Protection Act (COPPA) Requires websites to protect personal information of children under 13 years of age Computer Abuse Amendments Act Outlaws transmission of harmful computer code such as viruses Digital Millennium Copyright Act (DMCA) Makes it illegal to circumvent antipiracy schemes in commercial software; outlaws sale

of devices that copy software illegally Electronic Communications Privacy Act (ECPA) Provides the same right of privacy protection of the postal delivery service and phone

companies to various forms of electronic communications, such as voice mail, email, and mobile phones

Financial Modernization Act Protects consumers from disclosure of their personal financial information and requires institutions to alert customers of information disclosure policies

Freedom of Information Act (FOIA) Enables public access to most government records HIPAA (Health Insurance Portability and Accountability Act)

Protects individuals against the wrongful disclosure of their health information

PATRIOT (Provide Appropriate Tools Required to Intercept and Obstruct Terrorism)

Gives law enforcement the right to monitor people’s activities, including web and email habits

Privacy Act Forbids federal agencies from allowing information to be used for a reason other than that for which it was collected

authoritative figure, feigning an emergency situation, or impersonating an acquaintance. Social engineers also obtain information from users who do not destroy or conceal information prop- erly. These perpetrators sift through company dumpsters, watch or film people dialing phone numbers or using ATMs, and snoop around computers or mobile devices looking for openly displayed confidential information.

To protect yourself from social engineering scams, follow these tips:

• Verify the identity of any person or organization requesting personal or confidential information.

• When relaying personal or confidential information, ensure that only authorized people can hear your conversation.

• When personal or confidential information appears on a computer or mobile device, ensure that only authorized people can see your screen.

• Shred all sensitive or confidential documents. • After using a public computer, clear the cache in its browser. • Avoid using public computers to conduct banking or other sensitive transactions.

Privacy Laws The concern about privacy has led to the enactment of federal and state laws regarding the

storage and disclosure of personal data, some of which are shown in Table 5-3. Common points in some of these laws are as follows:

1. Information collected and stored about individuals should be limited to what is necessary to carry out the function of the business or government agency collecting the data.

2. Once collected, provisions should be made to protect the data so that only those employees within the organization who need access to it to perform their job duties have access to it.

3. Personal information should be released outside the organization collecting the data only when the person has agreed to its disclosure.

4. When information is collected about an individual, the individual should know that the data is being collected and have the opportunity to determine the accuracy of the data.

Read Ethics & Issues 5-3 to consider the legal issues surrounding your digital footprint.

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ETHICS & ISSUES 5-3

Do You Have the Right to Be Digitally Forgotten? Privacy experts, such as The Institute for Responsible Online and Cell-Phone Communication (IROC2), warn that “Your digital activity is public and permanent” and is available permanently to anyone using a search engine. Does it have to be? Do you have a “right to be forgotten” as was ruled by a court in the European Union recently?

In this case, the court ordered a popular search engine to remove links to information that was “inadequate, irrelevant, or no longer relevant.” The content in question included many factual articles published by a major news source. Examples included stories about a university student arrested for driving while intoxicated and a referee who

lied about a mistake. Free speech advocates criticize the law. They state that a government should not be able to deny access to accurate information. Others argue that a person should be able to request removal of information that is damaging to his or her reputation. Some are concerned that negative incidents may be necessary information for an employer to know about a job seeker, or for those considering a relationship with another person. You can never truly delete your digital footprint because everything you do online has the potential to be forwarded, captured as a screenshot, or archived in databases.

Among the debated issues is whether the rights of a private citizen should differ from those of a public figure. Many argue that different rules apply for celebrities, politicians,

and others who choose such professions. Some feel that the responsibility rests on search engines to provide methods that enable individuals to comment on, explain, or select what information is displayed when they are the subject of an Internet search. For example, Google developed the Google Inactive Account Manager, where you can specify what happens to your data after a period of inactivity.

Consider This: Does a government have a right to legislate search engine links? Why or why not? In what, if any, situations should individuals be able to request removal of digital content? Should search engines provide users with tools to control what information about them appears? Why or why not?

CONSIDER THIS

Do employers have the right to read employee email messages? Actual policies vary widely. Some organizations declare that they will review email messages regularly, and others state that email messages are private. In some states, if a company does not have a formal email policy, it can read email messages without employee notification.

Employee Monitoring Employee monitoring involves the use of computers, mobile devices, or cameras to observe,

record, and review an employee’s use of a technology, including communications such as email messages, keyboard activity (used to measure productivity), and websites visited. Many programs exist that easily allow employers to monitor employees. Further, it is legal for employers to use these programs.

Content Filtering One of the more controversial issues that surround the Internet is its widespread availability of

objectionable material, such as prejudiced literature, violence, and obscene photos. Some believe that such materials should be banned. Others believe that the materials should be filtered, that is, restricted.

Content filtering is the process of restricting access to certain material. Many businesses use content filtering to limit employees’ web access. These businesses argue that employees are unproductive when visiting inappropriate or objectionable websites. Some schools, libraries, and parents use content filtering to restrict access to minors. Content filtering opponents argue that banning any materials violates constitutional guarantees of free speech and personal rights. Read Ethics & Issues 5-4 to consider whether content filtering violates first amendment rights.

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Figure 5-26 Web filtering software restricts access to specified websites. Courtesy of ContentWatch, Inc.

Web filtering software is a program that restricts access to specified websites. Some also filter sites that use specific words (Figure 5-26). Others allow you to filter email messages, chat rooms, and programs. Many Internet security programs include a firewall, antivirus program, and filtering capabilities combined. Browsers also often include content filtering capabilities.

ETHICS & ISSUES 5-4

Does Content Filtering in a Public Library Violate First Amendment Rights? Among the resources libraries offer are Internet-enabled computers. The use of con- tent filtering software on library computers controls the type of information a patron can access. Free speech advocates argue that this violates the First Amendment because it restricts library patrons from viewing certain websites and content.

The Children’s Internet Protection Act (CIPA) requires that schools and libraries use content filtering software in order to receive certain federal funds. The purpose of CIPA is to restrict access to objectionable material, protect children when communicating online,

prohibit children from sharing personal information, and restrict children’s identities or accounts being hacked. Proponents of CIPA claim it is necessary to protect children. CIPA does allow libraries to turn off the filters, if an adult patrons requests it. Some libraries use content filtering software on computers used only by children.

Critics of content filtering software argue that the programs do not always work as intended. They can overfilter content, blocking information or education websites based on a single word. Some websites and services that filtering software may block include online social networks, or software platforms, such as Google Drive, which students may need to access to submit assignments.

Conversely, they can underfilter content, which could result in access to webpages with inappropriate media. Others argue that it gives unequal access to students doing research who rely on library computers to do schoolwork and those who have unfiltered Internet access at home.

Libraries typically have a policy stating acceptable use of the Internet. Libraries’ policies also should state whether they use content filtering software, so that the patrons are aware.

Consider This: Is it fair for a government to require that libraries use content filtering software? Why or why not? Do free speech laws cover content on the Internet? Why or why not?

Threats, Issues, and Defenses Module 5 249

NOW YOU SHOULD KNOW

Be sure you understand the material presented in the sections titled Ethics and Society and Information Privacy as it relates to the module objectives. Now you should know …

• What issues you might encounter with respect to information accuracy, intellectual property, codes of conduct, and green computing (Objective 9)

• How you can make your personal data more private (Objective 10)

• Why your computer might have a cookie (Objective 10)

National and Local Security Since 2001, the federal government, local governments, businesses, and individuals have been implementing aggressive new security measures because of the increase in terrorist activity. A security threat can exist anywhere, and it is nearly impossible for humans alone to protect the country. As a result, technology now assists governments, law enforcement officials, business owners, and other individu- als with monitoring and maintaining security.

Advancements in computer vision enable computers to monitor indoor and outdoor areas that might be subject to a high volume of criminal activity. For example, some cities are installing cameras in problematic areas. A program analyzes the output from the camera and can determine whether two or more people in close proximity to one another might be engaged in a physical confrontation. If the computer detects suspicious behavior, it automatically notifies local law enforcement.

Computers also use facial recognition to identify individuals who do not belong in a

particular area. For example, one theme park takes a picture of individuals they escort out of and ban from the park. As visitors walk from their cars to the park, surveillance cameras positioned in strategic locations scan visitors’ faces and compare them with the database containing images of those who are banned from the park. If the computer finds a match, it alerts a security officer who then can investigate the situation. Thousands of people visit theme parks each day, and computers make it easier to perform the otherwise impossible task of identifying those who might be trespassing.

The federal government, particularly the Department of Homeland Security, uses a computerized No Fly List to track individuals who are not authorized to travel on commercial flights within the United States. When an individual makes a reservation, a computer compares his or her

name to the names on the No Fly List. If the computer finds a match, the individual must prove that he or she is not the person on the list before being allowed to board an aircraft.

Whether you are walking outside, visiting an attraction, or traveling, the chances are good that computers are, in some way, ensuring your safety.

Consider This: In what other ways do computers and technology play a role in national and local security?

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This module presented a variety of digital security risks. You learned about cybercrime and cybercriminals. The module discussed risks and safeguards associated with Internet and network attacks, unauthorized access and use, software theft, information theft, and hardware theft, van- dalism, and failure. It presented various backup strategies and methods of securing wireless com- munications. You learned about ethical issues in society and various ways to protect the privacy of personal information.

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1. Define the terms, digital security risk, computer crime, cybercrime, and crimeware.

2. Differentiate among hackers, crackers, script kiddies, cyberextortionists, and cyberterrorists. Identify issues with punishing cybercriminals.

3. List common types of malware. A(n) ___ is the destructive event or prank malware delivers.

4. Identify risks and safety measures when gaming.

5. Define these terms: botnet, zombie, and bot.

6. Describe the damages caused by and possible motivations behind DoS and DDoS attacks.

7. A(n) ___ allows users to bypass security controls when accessing a program, computer, or network.

8. Define the term, spoofing. How can you tell if an email is spoofed?

9. List ways to protect against Internet and network attacks.

10. Describe the purpose of an online security service.

11. Define the terms, firewall and proxy server. List steps to set up a personal firewall.

12. Give examples of unauthorized access and use of a computer or network.

13. Identify what an AUP should specify. Why might you disable file and printer sharing?

14. Explain how an organization uses access controls and audit trails.

15. Differentiate among user names, passwords, passphrases, and pass codes.

16. List tips for using a password manager safely.

17. What is a single sign on account? PIN stands for ___.

18. Describe the purpose of a CAPTCHA.

19. Define the terms, possessed objects and biometric devices.

20. What is the purpose of a lock screen?

21. Describe how companies use the following recognition, verification, or payment systems: fingerprint, face, hand, voice, signature, and iris. List disadvantages of biometric devices.

22. Explain the two-step verification process.

23. Define the term, digital forensics. Name areas in which digital forensics are used.

24. Define the terms, software theft, keygen, and software piracy. Identify methods to prevent software theft.

25. Explain the process of product activation.

26. Describe the following license agreement types: single- or end-user, network, and site. List conditions provided in a license agreement.

27. Give examples of information theft. How can you protect yourself from information theft?

28. Describe the functions of an encryption algorithm and an encryption key. Differentiate between private and public key encryption.

29. Unencrypted data is called ___; encrypted data is called ___.

30. Describe the purpose of a VPN.

31. Define these terms: digital signature, digital certificate, and secure site.

32. List concerns and responsibilities regarding cloud data storage and privacy.

33. Describe what occurs during hardware theft or vandalism.

34. Define the terms, backup and restore.

35. List six types of backups. Describe the three-generation backup policy.

36. Identify the components of a disaster recovery plan.

37. Describe security risks associated with wireless access. Identify ways to secure your wireless network.

38. List guidelines to protect your mobile device data.

39. Describe technology ethics, information accuracy, intellectual property rights, copyrights, and codes of conduct.

40. Describe issues surrounding inaccurate data.

41. List measures users can take to contribute to green computing.

42. Explain how companies, websites, and employers might infringe on your right to information privacy.

43. Describe how the following techniques are used to collect personal data: electronic profiles, cookies, phishing, clickjacking, spyware, adware, and madware.

44. How can you protect against phishing scams?

45. Identify methods to protect yourself from social engineering scams.

46. List examples of privacy laws. Should you be able to remove personal information from the Internet? Why or why not?

47. Describe what a company might track when monitoring employees.

48. Define and identify issues surrounding content and web filtering.

49. Describe uses of technology in the national and local security industry.

The Study Guide exercise reinforces material you should know for the module exam.

250 Module 5 Digital Security, Ethics, And Privacy

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You should be able to define the Primary Terms and be familiar with the Secondary Terms listed below.

Primary Terms (shown in bold-black characters in the module)

Secondary Terms (shown in italic characters in the module)

Key Terms

Threats, Issues, and Defenses Module 5 251

adware (244) back door (217) back up (233) backup (233) biometric device (224) botnet (216) code of conduct (241) computer crime (212) content filtering (247) cookie (243) cracker (214) cybercrime (212) cyberextortionist (214) cyberterrorist (214)

decrypt (229) denial of service attack

(DoS attack) (217) digital certificate (231) digital forensics (227) digital security risk (212) digital signature (231) disaster recovery plan

(234) employee monitoring

(247) encryption (229) fingerprint reader (224) firewall (219)

green computing (241) hacker (214) information privacy (242) information theft (229) license agreement (228) malware (215) online security service

(219) password (222) personal firewall (220) phishing (244) PIN (223) piracy (228) product activation (228)

restore (233) script kiddie (214) secure site (231) social engineering (245) software piracy (228) software theft (228) spoofing (217) spyware (215) technology ethics (238) two-step verification (226) user name (242) web filtering software

(248) zombie (216)

acceptable use policy (AUP) (231) access control (222) adware (215) asymmetric key encryption (230) audit trail (222) biometric payment (226) bot (216) Business Software Alliance

(BSA) (228) CAPTCHA (224) CERT/CC (219) certificate authority (CA) (231) child (234) ciphertext (230) clickjacking (245) cloud backup (234) Computer Emergency Response Team

Coordination Center (219) continuous data protection

(CDP) (234) copyright (240) crimeware (212) cyberforensics (227) cyberwarfare (214) cypher (230)

differential backup (234) digital rights management (240) distributed DoS attack (DDoS

attack) (217) email spoofing (217) encryption algorithm (230) encryption key (230) end-user license agreement

(EULA) (228) ENERGY STAR program (241) face recognition system (225) full backup (234) grandparent (234) hacktivist (214) hand geometry system (225) incremental backup (234) intellectual property (IP) (240) intellectual property rights (240) IP spoofing (217) keygen (228) lock screen (225) MAC address (236) MAC address control (236) madware (245) malicious software (215)

network license (229) off-site (233) parent (234) passcode (223) passphrase (223) password manager (223) password organizer (223) payload (215) phishing filter (244) plaintext (230) power usage effectiveness

(PUE) (241) private key encryption (230) proxy server (219) public key encryption (230) rootkit (215) selective backup (234) session cookie (243) signature verification

system (225) single sign on (222) single-user license

agreement (228) site license (229) spyware (215)

SSID (236) symmetric key encryption (230) trojan horse (215) two-factor verification (226) unauthorized access (221) unauthorized use (221) user ID (222) virtual private network

(VPN) (230) virus (215) voice verification system (225) worm (215)

zombie army (216)

CAPTCHA (224)

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True/False Mark T for True and F for False.

1. Any illegal act involving the use of a computer or related devices generally is referred to as a crimeware. (212)

2. A rootkit displays an online advertisement in a banner or pop-up window on webpages, email, or other Internet services. (215)

3. Viruses, worms, and other malware can be hidden in downloaded game files and mobile apps. (216)

4. An audit trail records in a file both successful and unsuccessful access attempts. (222)

5. It is good practice to change your password frequently. (222)

6. Intentionally erasing software would be considered software theft. (228)

7. A typical license agreement allows you to rent or lease the software. (229)

8. Unencrypted, readable data is called ciphertext. (230)

9. Private key encryption also is called asymmetric key encryption. (230)

10. VPNs encrypt data to help ensure that the data is safe from being intercepted by unauthorized people. (230)

11. When data is traveling to or from a computer to a cloud service, it is subject to interception. (232)

12. A good practice to secure your wireless network is to immediately broadcast the SSID. (236)

Multiple Choice Select the best answer.

252 Module 5 Digital Security, Ethics, And Privacy

1. A is someone who demands payment to stop an attack on an organization’s technology infrastructure. (214) a. cyberterrorist b. script kiddie

c. cracker d. cyberextortionist

2. is a program that hides in a computer or mobile device and allows someone from a remote location to take full control of the computer or device. (215) a. A rootkit b. Spyware

c. A trojan horse d. Adware

3. A is a program or set of instructions in a program that allows users to bypass security controls when accessing a program, computer, or network. (217) a. zombie b. botnet

c. back door d. session cookie

4. An employee using an organization’s computer to send personal email messages might be an example of . (221) a. cybercrime b. hardware vandalism c. intellectual property rights violation d. unauthorized access and use

5. A is a private combination of words, often up to 100 characters in length and containing mixed capitalization and punctuation, associated with a user name that allows access to certain computer resources. (223) a. passphrase b. private key

c. passcode d. encryption algorithm

6. A(n) is a set of characters that the originator of the data uses to encrypt the text and the recipient of the data uses to decrypt the text. (230) a. cipher b. plaintext

c. public key d. encryption key

7. A(n) backup method is the only real-time back up, providing very fast recovery of data. (234) a. selective c. incremental b. full d. continuous data

protection

8. Online shopping websites generally use a to keep track of items in a user’s shopping cart. (243) a. phishing filter b. session cookie c. location sharing algorithm d. keygen

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Matching Match the terms with their definitions. 1. script kiddie (214)

2. zombie (216)

3. bot (216)

4. spoofing (217)

5. access control (222)

6. keygen (228)

7. digital certificate (231)

8. technology ethics (238)

9. digital rights management (240)

10. cookie (243)

Checkpoint

Threats, Issues, and Defenses Module 5 253

a. compromised computer or device whose owner is unaware the computer or device is being controlled remotely by an outsider

b. technique intruders use to make their network or Internet transmission appear legitimate to a victim computer or network

c. program that performs a repetitive task on a network

d. small text file that a web server stores on your computer

e. notice that guarantees a user or website is legitimate

f. strategy designed to prevent illegal distribution of movies, music, and other digital content

g. program that creates software registration numbers and sometimes activation codes

h. hacker who does not have the technical skills and knowledge of a cracker

i. security measure that defines who can access a computer, device, or network; when they can access it; and what actions they can take while accessing it

j. moral guidelines that govern the use of computers, mobile devices, information systems, and related technologies

1. Answer the critical thinking questions posed at the end of these elements in this module: Ethics & Issues (214, 233, 246, 247), How To (218, 221, 236, 244), Mini Features (232, 235, 237), Secure IT (216, 219, 223, 240), and Technology @ Work (249).

2. What are some common digital security risks? (212)

3. How does a hacker differ from a cracker? (214)

4. What is cyberwarfare? (214)

5. What is a hacktivist? (214)

6. How does malware deliver its payload? (215)

7. What is a botnet? (216)

8. What practices should gamers follow to increase their security? (216)

9. What is the purpose of a DoS attack? (217)

10. Why would a programmer or computer repair technician build a back door? (217)

11. How is email spoofing commonly used? (217)

12. What are methods to protect computers, mobile devices, and networks from attacks? (218)

13. Who would an organization requiring assistance or information about Internet security breach contact? (219)

14. What screening techniques do proxy servers use? (219)

15. How does unauthorized access differ from unauthorized use? (221)

16. What is a single sign-on account? (222)

17. What is a password manager? (223)

18. Are passphrases more secure than passwords? Why or why not? (223)

19. How are fingerprint readers used with personal computers and mobile devices? (225)

20. What conditions are found in a typical single-user license agreement? (229)

21. Who issues digital certificates? (231)

22. What is meant by a three-generation backup policy? (234)

23. What should you include in a disaster recovery plan for natural disasters? What should you include for man-made disasters? (235)

24. What steps can you take to secure your wireless network? (236)

25. How can mobile security apps protect your mobile device data? (237)

26. What are some questions that arise surrounding fair use with respect to copyrighted material? (240)

27. What role does the ENERGY STAR program play in green computing? (241)

28. For what purposes do websites use cookies? (243)

29. What is clickjacking? (245)

Consider This Answer the following questions in the format specified by your instructor.

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Personal 1. No Browsing History While using the browser on

your tablet, you realize that it is not keeping a history of websites you have visited.Why might this be happening, and what is the first step you will take to correct this problem?

2. Phishing Scam You just received an email message from someone requesting personal identification information.

Believing the message was legitimate, you provided the requested information to the original sender. You now realize, however, that you might have fallen victim to a phishing scam.What are your next steps?

3. Suspicious File Attachment You receive an email message that appears to be from someone you know. When you try to open the attachment, nothing happens. You attempt to open the attachment two more times without any success. Several minutes later, your computer is running slower and you are having trouble running apps.What might be wrong?

4. Antivirus Software Outdated After starting your computer and signing in to the operating system, a message is displayed stating that your virus definitions are out of date and need to be updated.What are your next steps?

5. Laptop’s Physical Security You plan to start taking your laptop to school so that you can record notes in class. You want to make sure, however, that your computer is safe if you ever step away from it for a brief period of time.What steps can you take to ensure the physical security of your laptop?

Professional 6. Corporate Firewall Interference You installed a

new browser on your work computer because you no longer wish to use the default browser provided with the operating system.When you run the new browser, an error message appears stating that a user name and password are required to configure the firewall and allow this program to access the Internet.Why has this happened?

7. Problems with CAPTCHA You are signing up for an account on a website and encounter a CAPTCHA. You attempt to type the characters you see on the screen, but an error message appears stating that you have entered the incorrect characters. You try two more times and get the same result. You are typing the characters to the best of your ability but think you still might be misreading at least one of the characters.What are your next steps?

8. Unclear Acceptable Use Policy You read your company’s acceptable use policy, but it is not clear about whether you are able to use the computer in your office to visit news websites on your lunch break. How can you determine whether this type of activity is allowed?

9. Two-Two-T Step Verification Problem A website you are attempting to access requires two-step verification. In addition to entering your password, you also have to enter a code that it sends to you as a text message. You no longer have the same phone number, so you are unable to receive the text message.What are your next steps?

10. Issue with Virus Protection You receive a notification that the antivirus program on your computer is not enabled.While attempting to enable the antivirus program, an error message is displayed stating that a problem has prevented the antivirus program from being enabled.What are your next steps?

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Collaboration 11. Technology in Technology in T National and Local Security National and local security agencies often use technology to protect

citizens. For example, computers are used to maintain a No Fly List, which contains a list of individuals not cleared to board a commercial aircraft. Form a team of three people to create a list of the various ways technology helps to keep the public safe. One team member should research how local agencies, such as police departments, use technology to ensure security. Another team member should research ways national security agencies use technology to protect the public from threats, and the last team member should research ways that private businesses use technology to enhance security. Compile these findings into a report and submit it to your instructor.

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How To: Your TurnThe How To: Your Turn exercises present general guidelines for fundamental skills when using a computer or mobile device and then require that you determine how to apply these general guidelines to a specific program or situation.

1 Evaluating Your Electronic Profile When you make purchases online, tap or click advertise- ments, follow links, and complete online forms requesting information about yourself, you are adding to your elec- tronic profile.While an electronic profile may help busi- nesses guide you toward products and services that are of interest to you, some people view them as an invasion of privacy.The following steps guide you through the process of locating online information about yourself and taking steps to remove the information, if possible. a. Run a browser. b. Navigate to a search engine of your choice. c. Perform a search for your full name. d. In the search results, follow a link that you feel

will display a webpage containing information about you. If the link’s destination does not contain information about you, navigate back to the search results and follow another link.

e. Evaluate the webpage that contains information about you. If you wish to try removing the information, locate a link that allows you to contact the site owner(s) or automatically request removal of the information.

f. Request that your information be removed from the website. Some websites may not honor your request for removal. If you feel that the information must be removed, you may need to solicit legal advice.

g. If the search results display information from an account you have on an online social network, such as Facebook or LinkedIn, you may need to adjust your privacy settings so that the information is not public. If the privacy settings do not allow you to hide your information, you may need to consider deleting the account.

h. Repeat Steps d g for the remaining search results. When you no longer see relevant search results for the search engine you used, search for other variations of your name (use your middle initial instead of your middle name, exclude your middle name, or consider

using commonly used nicknames instead of your first name).

i. Use other search engines to search for different variations of your name. Some search engines uncover results that others do not.

j. If you have an account on an online social network, navigate to the website’s home page and, without signing in, search for your name. If information appears that you do not want to be public, you may need to adjust your privacy settings or remove your account.

k. Follow up with requests you have made to remove your online information.

Exercises 1. What personal information have you uncovered

online? Did you have any idea that the information was there?

2. What additional steps can you take to prevent people and businesses from storing information about you?

3. What steps might you be able to take if you are unsuccessful with your attempts to remove online information that identifies you?

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2 Update Virus Definitions In addition to installing or activating an antivirus program on your computer or mobile device to keep it safe from viruses, it also is necessary to keep the virus definitions updated so that the antivirus program can search for and detect new viruses on your computer or mobile device. New virus definitions can be released as often as once per day, depending on the number of new viruses that are created. Antivirus programs either can search for and install new virus definitions automati- cally at specified intervals, or you can update the virus signatures manually. The following steps describe how to update the virus definitions for an antivirus program.

Update Virus Definitions Manually a. If necessary, establish an Internet connection so

that you will be able to update the virus definitions. b. Run an antivirus program. c. Tap or click the button to check for updated virus

definitions. d. If new virus definitions are available for the

antivirus program, tap or click the link to download the definitions to the computer or mobile device.

e. When the update is complete, tap or click the button to scan the computer or mobile device for viruses.

Configure Automatic Updates for Virus Definitions a. If necessary, establish an Internet connection so

that you will be able to update the virus definitions. b. Run an antivirus program. c. Tap or click the option to update virus definitions

automatically. d. Tap or click the option to display the virus

definition update schedule. e. To provide the maximum protection from viruses,

configure the antivirus program to update definitions as frequently as possible.

f. After configuring the update schedule, tap or click the button to update virus definitions manually.

g. When the update is complete, tap or click the button to scan the computer or mobile device for viruses.

Exercises 1. What antivirus program, if any, currently is installed

on your computer? Is it scheduled to update virus definitions automatically?

2. In addition to downloading and installing virus definitions from within the antivirus program, are other ways available to obtain the latest virus definitions?

3. In addition to keeping the antivirus program’s virus definitions current, what other ways can you protect a computer or mobile device from viruses?

3 Determine Whether a Computer or Mobile Device Is Secured Properly Several steps are required to secure a computer or mobile device properly. In addition to installing antivirus software and updating the virus definitions regularly, you also should install and configure a firewall, keep the operating system up to date, and be careful not to open suspicious email messages, visit unsecure webpages, or download untrusted files while using the Internet.The following steps guide you through the process of making sure your computer or mobile device is secured properly by verifying antivirus software is installed and running, a firewall is enabled and configured, and the operating system is up to date.

Verify Antivirus Software a. Use the search tool in the operating system or scan

the programs on the computer or mobile device for antivirus software. Some operating systems include antivirus software.

b. If you are unable to locate antivirus software on the computer or mobile device, obtain an antivirus program and install it.

c. Run the antivirus program. d. Verify the virus definitions in the antivirus program

are up to date.

Verify the Firewall a. Use the search tool in the operating system or scan

the programs, apps, and settings on the computer or mobile device to access and configure the firewall.

b. If you are unable to locate a firewall on the computer or mobile device, obtain a firewall program and install it.

c. Run the firewall program. d. View the firewall settings and verify the firewall is

turned on. e. View the list of programs, apps, and features

allowed through the firewall. If you do not recognize or use one or more of the programs, apps, or features, remove them from the list of allowed programs, apps, and features.

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How To: Your Turn Verify Operating System Updates a. If necessary, establish an Internet connection. b. Navigate to the area of the operating system where

you can access the button, link, or command to search for operating system updates. For example, in Microsoft Windows, you would display the settings for Windows Update.

c. Tap or click the button, link, or command to check for updates.

d. If no updates are available, your operating system is up to date. If the operating system locates additional updates, download and install the updates. NOTE: If the computer or mobile device you are using does not belong to you, check with its owner before downloading and installing updates for the operating system.

Exercises 1. Before you began this exercise, was your computer or

mobile device secured properly? How did you know your computer or mobile device was secured properly? If it was not, what actions did you need to perform to secure it?

2. Which programs, apps, and features do you think are safe to allow through your firewall? Which programs, apps, and features do you feel are not safe to allow through your firewall?

3. What additional ways can you properly secure your computer?

4 Clear Your Browsing History A browser keeps track of the webpages that you have visited previously unless you have changed your set- tings. Although you can clear the browsing history on your computer or mobile device, your Internet service provider still may have logs that show a history of web- sites you have visited. The following steps guide you through the process of clearing your browsing history. a. Run the browser. b. Display the browser’s settings. c. If necessary, navigate to the settings that configure

the browser’s security settings. These settings often are found in the Security, Safety, or Privacy category.

d. Select the option to delete the browsing history. In addition to deleting the list of websites you have visited, you also may be able to clear passwords the browser has remembered, clear cookies and temporary internet files, clear data you entered in forms, and clear a history of downloads.

e. When the browsing history has been deleted, run the browser again.

f. Follow the above steps for each additional browser you have installed on your computer or mobile device.

Exercises 1. What are some reasons why you might want to delete

your browsing history? 2. Can you configure your browser to automatically

delete your browsing history? If so, how? 3. What are the advantages of keeping your browsing

history? If you do keep your browsing history, how long do you keep it?

5 Configure a Browser’s Cookie Settings As discussed in this module, cookies can be used for a variety of reasons.Websites can install cookies on your computer or mobile device that can store infor- mation on your computer or mobile device, or track your browsing habits. You can configure a browser’s settings to disallow websites from storing and access- ing cookies on your computer or mobile device. The following steps guide you through the process of con- figuring a browser’s cookie settings. a. Run the browser. b. Display the browser’s settings. c. Navigate to the settings that configure the

browser’s cookie settings. These settings often are found in the Security, Safety, or Privacy category.

d. Configure how the browser handles first-party cookies and third-party cookies. Some users choose to reject all cookies. To function properly, however, some websites require that you accept their cookies.

e. Save the changes to the settings. f. Run the browser again.

Exercises 1. What is the difference between first-party cookies and

third-party cookies? 2. Configure the browser to deny all first-party and

third-party cookies and then navigate to five websites you visit most frequently. Do the websites display any differently now that you are denying all cookies? Describe your browsing experience while the browser is configured to deny all cookies.

3. What security risks are associated with cookies?

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The Internet Research exercises broaden your understanding of module concepts by requiring that you search for information on the web.

1 Making Use of the Web News, Weather, and Sports Apps on tablets, smartphones, and other mobile devices are changing the delivery of the day’s major news, weather, and sports stories. In one study, approximately one-half of American adults reported that they get some of their news on a tablet or mobile device.They view video and photos from eyewitnesses and fans, read analyses from investi- gators and coaches, and comment on stories.Men and college-educated people are the heaviest users of mobile news websites, and they are likely to read in-depth inves- tigations and analyses. Online social networks also are a major source of information for many people.

Research This: (a) Visit two news websites or apps and locate one national event covered in both sources. Compare the coverage of the two stories.What information is provided in addition to the text, such as video, graphics, or links to related articles? Which story offers a better analysis? Which source is easier to navigate and read? Then, using another website or app, locate and read today’s top international news story.What did you learn by reading the story? Were you aware of this event prior to reading the online story? Does the coverage include videos and photos to increase your comprehension?

(b) Visit a weather website or app and obtain the five- day forecast for your hometown. Include details about information that supplements the current and forecast conditions, such as a pollen or air quality index, storm tracking, travel advisories, or season summaries.

(c) Visit a sports website or app and read the first story reported. Describe the coverage of this event. Which sources are quoted in the story? Which links are included to other stories? Describe the features provided on this website, such as the ability to chat, customize the page for your favorite teams, or share the content with media sharing sites.

2 Social Media Sharing photos on your social media sites of yesterday’s visit to the ballpark might be at the top of today’s to-do list, but these images might be just the clues cyberthieves need to access your account. Facebook, in particular, is one website that scammers and advertisers use to gather information regarding your whereabouts and your personal life. Their mali- cious attacks begin with a visit to your timeline or other record of your activities. Searching for keywords on your page, they send targeted messages appearing to originate from trusted friends. If you open their attachments or tap or click their links, you have given these unscrupulous individuals access to your account. In addition, you may think you have crafted a pass- word no one could guess.With your page open for others to view, however, the thieves scour the contents in hopes of locating starting clues, such as children’s names, anniversary dates, and pet breeds, which could be hints to cracking your password.

Research This: In the Help section of an online social network you use, search for information about changing your profile’s security and privacy settings.What steps can you take to mitigate the chance of becoming the vic- tim of a hack? For example, can you adjust the connec- tion settings to restrict who can see stories, send friend requests and messages, or search for you by name or contact information? Can you hide certain posts or block people from posting on your page? Can you report posts if they violate the website’s terms?What are other potential threats to someone accessing your account?

3 Search Skills Social Media Search Search engines provide access to millions of search results by finding webpages, documents, images, or

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other information that match the search text you pro- vide. Recommendations from people who use social media to share what they have read can be a possible alternative to using a search engine. People who take the time to Tweet pin an article or image on Twitter or Pinterest often do so because they found it useful, and hope others will as well.

To search Twitter, type the search text, search twitter, in a search engine to find the web address for the Twitter Search website, or sign in to Twitter with your creden- tials. In the Search Twitter text box, type the search text. For example, type the text, best mapping app, to find recommendations of links to articles or websites about mapping apps. You also can search Twitter for hashtags (a keyword preceded by a # symbol) to find Tweets about current events or popular discussion topics.

To search Pinterest, sign in to your Pinterest account and then type the search text into the search box. For example, type the search text, information security, into the search box to view related pins from Pinterest users. Pinterest users often pin links to infographics, images, and websites.

Research This: Use Twitter and Pinterest to search for information about the following topics and then compare your results with those you would find using a search engine such as Bing, Google, or Yahoo!. (1) green computing, (2) computer virus, (3) cyber- crime, and (4) malware. How are the results different? What type of information are you more likely to find on Twitter, on Pinterest, and using a search engine?

4 Security Digital certificates and signatures detect a sender’s identity and verify a document’s authenticity. In this

module you learned that many e-commerce com- panies use them in an attempt to prevent digital eavesdroppers from intercepting confidential informa- tion. The online certificate authority (CA) vendors generate these certificates using a standard, called .509, which is coordinated by the International

Telecommunication Union and uses algorithms and encryption technology to identify the documents.

Research This: Visit websites of at least two companies that issue digital certificates. Compare products offered, prices, and certificate features.What length of time is needed to issue a certificate?What is a green address bar, and when is one issued?What business or organization validation is required? Then, visit websites of at least two companies that provide digital signatures. Compare sign- ing and sending requirements, types of supported signa- tures, and available security features.Which documents are required to obtain a digital signature?When would a business need a Class 2 rather than a Class 3 digital signature?

5 Cloud Services Cloud Security (SecaaS) Antivirus software offers regular, automatic updates in order to protect a server, computer, or device from viruses, malware, or other attacks. Antivirus software is an example of cloud security, or security as a service (SecaaS), a service of cloud computing thatthat delivers virus definitions and security software to users over the Internet as updates become available, with no intervention from users. Security as a service is a special case of software as a service, but is limited to security software solutions.

Individuals and enterprise users take advantage of antivirus software and security updates. Enterprise cloud users interact with cloud security solutions via a web interface to configure apps that provide protection to email servers, preventing spam before it arrives, keeping data secure, and watching for online threats and viruses. As the use of cloud-based resources continues, the market for security as a ser- vice solutions is expected to increase significantly in coming years.

Research This: (1) Use a search engine to find two different providers of security as a service solutions. Research the different solutions they provide, and report your findings. (2) How are enterprise security requirements different from those of individual users?

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Critical Thinking

4. Implementing Biometric Security You are the chief technology officer of a large company. You have been reading an article about computer security that discussed several examples of security breaches, including thieves breaking into an office and stealing expensive equipment, and a recently terminated employee gaining access to the office after hours and corrupting data. Because of these incidents, your company would like to start using biometric devices to increase its security.

Do This: Form a three-member team and research the use of biometric devices to protect equipment and data. Each member of your team should choose a differ- ent type of biometric device, such as fingerprint readers, face recognition systems, and hand geometry systems. Find products for each device type, and research costs and user reviews. Search for articles by industry experts.Would you recommend using the biometric device for security purposes?Why or why not? Meet with your team, discuss and compile your findings, and then share with the class.

Instructions: Evaluate the situations below, using personal experiences and one or more resources available to you (such as articles on the web or in print, blogs, podcasts, videos, television, user guides, other individuals, electronics or computer stores, etc.). Perform the tasks requested in each exercise and share your deliverables in the format requested by your instructor (brief report, presentation, discussion, blog post, video, or other means).

1. Online Gaming Safety You and your friend frequently play a popular online role-playing game. Your friend’s computer had a virus recently, which was traced back to a malware-infected website. Your friend tells you that she visited the website after following a link while playing the game.What risks are involved when playing online games?

Do This: Use the web to find articles about incidents of malware infections associated with online gaming. Research tips for increasing security when playing online games. Did you find other threats and security tips in addition to the ones mentioned in this module? Have you ever downloaded updates to a game? If so, how did you ensure the updates were safe? Locate a list of games that are known to cause malware infections. Share your findings and any online gaming security problems you have experienced with the class.

2. Ensuring Safety and Security Online You work in the information technology department for a large enterprise. An increasing number of users are contacting the help desk complaining about slow computer performance. Help desk representatives frequently attribute the decreased performance to malware. Although the help desk has installed security software on each computer, users also must practice safe computing. Your manager asked you to prepare information that teaches employees how to guard against malware and other security threats.

Do This: Include information such as how to determine if a website is safe, how to identify email and other spoofing schemes, guidelines for down- loading programs and apps, email attachment safety, and how to avoid phishing scams. Create a list of how organizations use common safeguards to protect other users on the network, such as firewalls, proxy servers, user names and passwords, access controls, and audit trails.

3. Case Study Amateur Sports League You are the new manager for a nonprofit amateur soccer league.The league’s board of directors asked you to develop a disaster recovery plan for its main office.The main office consists of a small storefront with two back rooms: one room is the office, with all of the electronic equipment and paper files; the other is for storage of nonelectronic equipment.The staffstaff members — you, an administrative assistant, and an information technology (IT) specialist — work in the office.The electronic equipment in the office includes two desktops, a laptop, an external hard drive for backups, a wireless router, and two printers. In addition, each staff member has a smartphone.

Do This: Choose either a natural or man-made disaster. Create a disaster recovery plan that outlines emergency strategies, backup procedures, recovery steps, and a test plan. Assign staff members roles for each phase of the disaster recovery plan.

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Of�ce 2016 and Windows 10 Module

• Use a touch screen

• Perform basic mouse operations

• Start Windows and sign in to an account

• Identify the objects on the Windows 10 desktop

• Identify the apps in and versions of Microsoft Of�ce 2016

• Run an app

• Identify the components of the Microsoft Of�ce ribbon

• Create folders

• Save �les

• Change screen resolution

• Perform basic tasks in Microsoft Of�ce apps

• Manage �les

• Use Microsoft Of�ce Help and Windows Help

Office 2016 and Windows 10: Essential Concepts and Skills

Objectives You will have mastered the material in this module when you can:

This introductory module covers features and functions common to Of�ce 2016 apps, as well as the basics of Windows 10.

Roadmap In this module, you will learn how to perform basic tasks in

Windows and the Of�ce apps. The following roadmap identi�es general activities you will perform as you progress through this module:

1. SIGN IN to an account 2. USE WINDOWS 3. USE Of�ce APPS 4. FILE and Folder MANAGEMENT 5. SWITCH between APPS

6. SAVE and Manage FILES 7. CHANGE SCREEN RESOLUTION 8. EXIT Of�ce APPS 9. USE ADDITIONAL Of�ce APPS

10. USE Of�ce and Windows HELP

At the beginning of the step instructions throughout each module, you will see an abbreviated form of this roadmap. The abbreviated roadmap uses colors to indicate module progress: gray means the module is beyond that activity, blue means the task being shown is covered in that activity, and black means that activity is yet to be covered. For example, the following abbreviated roadmap indicates the module would be showing a task in the USE APPS activity.

7 CHANGE SCREEN RESOLUTION | 8 EXIT APPS | 9 USE ADDITIONAL APPS | 10 USE HELP

Use the abbreviated roadmap as a progress guide while you read or step through the instructions in this module.

Introduction to the Windows 10 Operating System Windows 10 is the newest version of Microsoft Windows, which is a popular and widely used operating system (Figure 1). An operating system (OS) is a set of programs that coordinate all the activities among computer or mobile device hardware.

Windows 10 desktop

Figure 1

The Windows operating system simpli�es the process of working with documents and apps by organizing the manner in which you interact with the computer. Windows is used to run apps. An application, or app, consists of programs designed to make users more productive and/or assist them with personal tasks, such as word processing or browsing the web.

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Using a Touch Screen and a Mouse Windows users who have computers or devices with touch screen capability can

interact with the screen using gestures. A gesture is a motion you make on a touch screen with the tip of one or more �ngers or your hand. Touch screens are convenient because they do not require a separate device for input. Table 1 presents common ways to interact with a touch screen.

If you are using your �nger on a touch screen and are having dif�culty completing the steps in this module, consider using a stylus. Many people �nd it easier to be precise with a stylus than with a �nger. In addition, with a stylus you see the pointer. If you still are having trouble completing the steps with a stylus, try using a mouse.

Table 1 Touch Screen Gestures

Motion Description Common Uses Equivalent Mouse Operation

Tap Quickly touch and release one �nger one time.

Activate a link (built-in connection). Press a button. Run a program or an app.

Click

Double-tap Quickly touch and release one �nger two times.

Run a program or an app. Zoom in (show a smaller area on the screen, so that contents appear larger) at the location of the double-tap.

Double-click

Press and hold Press and hold one �nger to cause an action to occur, or until an action occurs.

Display a shortcut menu (immediate access to allowable actions). Activate a mode enabling you to move an item with one �nger to a new location.

Right-click

Drag, or slide Press and hold one �nger on an object and then move the �nger to the new location.

Move an item around the screen. Scroll.

Drag

Swipe Press and hold one �nger and then move the �nger horizontally or vertically on the screen.

Select an object. Swipe from edge to display a bar such as the Action Center, Apps bar, and Navigation bar (all discussed later).

Drag

Stretch Move two �ngers apart. Zoom in (show a smaller area on the screen, so that contents appear larger).

None

Pinch Move two �ngers together.

Zoom out (show a larger area on the screen, so that contents appear smaller).

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Will your screen look different if you are using a touch screen? The Windows and Microsoft Of�ce interface varies slightly if you are using a touch screen. For this reason, you might notice that your screen looks slightly different from the screens in the module.

Windows users who do not have touch screen capabilities typically work with a mouse that has at least two buttons. For a right-handed user, the left button usually is

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the primary mouse button, and the right mouse button is the secondary mouse button. Left-handed people, however, can reverse the function of these buttons.

Table 2 explains how to perform a variety of mouse operations. Some apps also use keys in combination with the mouse to perform certain actions. For example, when you hold down the ctrl key while rolling the mouse wheel, text on the screen may become larger or smaller based on the direction you roll the wheel. The function of the mouse buttons and the wheel varies depending on the app.

Table 2 Mouse Operations

Operation Mouse Action Example* Equivalent Touch Gesture

Point Move the mouse until the pointer on the desktop is positioned on the item of choice.

Position the pointer on the screen. None

Click Press and release the primary mouse button, which usually is the left mouse button.

Select or deselect items on the screen or run an app or app feature.

Tap

Right-click Press and release the secondary mouse button, which usually is the right mouse button.

Display a shortcut menu. Press and hold

Double-click Quickly press and release the primary mouse button twice without moving the mouse.

Run an app or app feature. Double-tap

Triple-click Quickly press and release the primary mouse button three times without moving the mouse.

Select a paragraph. Triple-tap

Drag Point to an item, hold down the primary mouse button, move the item to the desired location on the screen, and then release the mouse button.

Move an object from one location to another or draw pictures.

Drag or slide

Right-drag Point to an item, hold down the right mouse button, move the item to the desired location on the screen, and then release the right mouse button.

Display a shortcut menu after moving an object from one location to another.

Press and hold, then drag

Rotate wheel Roll the wheel forward or backward. Scroll vertically (up and down). Swipe

Free-spin wheel Whirl the wheel forward or backward so that it spins freely on its own.

Scroll through many pages in seconds. Swipe

Press wheel Press the wheel button while moving the mouse. Scroll continuously. None

Tilt wheel Press the wheel toward the right or left. Scroll horizontally (left and right). None

Press thumb button

Press the button on the side of the mouse with your thumb.

Move forward or backward through webpages and/or control media, games, etc.

None

*Note: The examples presented in this column are discussed as they are demonstrated in this chapter.

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Scrolling A scroll bar is a horizontal or vertical scroll bar is a horizontal or vertical scroll bar

bar that appears when the contents of an area may not be visible completely on the screen (Figure 2). A scroll bar contains scroll arrows and a scroll box that enable you to view areas scroll box that enable you to view areas scroll box that currently cannot be seen on the screen. Clicking the up and down scroll arrows moves the screen content up or down one line. You also can click above or below the scroll box to move up or down a section, or drag the scroll box up or down to move to a speci�c location.

Figure 2

scroll arrows scroll box

scroll bar

BTW Pointer If you are using a touch screen, the pointer may not appear on the screen as you perform touch gestures. The pointer will reappear when you begin using the mouse.

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Keyboard Shortcuts In many cases, you can use the keyboard instead of the mouse to accomplish

a task. To perform tasks using the keyboard, you press one or more keyboard keys, sometimes identi�ed as a keyboard shortcut. Some keyboard shortcuts consist of a single key, such as the f1 key. For example, to obtain help in many apps, you can press the f1 key. Other keyboard shortcuts consist of multiple keys, in which case a plus sign separates the key names, such as ctrl+esc. This notation means to press and hold down the �rst key listed, press one or more additional keys, and then release all keys. For example, to display the Start menu, press ctrl+esc, that is, hold down the ctrl key, press the esc key, and then release both keys.

Starting Windows It is not unusual for multiple people to use the same computer in a work,

educational, recreational, or home setting. Windows enables each user to establish a user account, which identi�es to Windows the resources, such as apps and storage locations, a user can access when working with the computer.

Each user account has a user name and may have a password and an icon, as well. A user name is a unique combination of letters or numbers that identi�es a speci�c user to Windows. A password is a private combination of letters, numbers, and special characters associated with the user name that allows access to a user’s account resources. An icon is a small image that represents an object; thus, a user icon is a picture associated with a user name.

When you turn on a computer, Windows starts and displays a lock screen consisting of the time and date (Figure 3). To unlock the screen, click the lock screen. Depending on your computer’s settings, Windows may or may not display a sign-in screen that shows the user names and user icons for users who have accounts on the computer. This sign-in screen enables you to sign in to your user account and makes the computer available for use. Clicking the user icon begins the process of signing in, also called logging on, to your user account.

lock screen

Figure 3

BTW Minimize Wrist Injury Computer users frequently switch between the keyboard and the mouse during a word processing session; such switching strains the wrist. To help prevent wrist injury, minimize switching. For instance, if your �ngers already are on the keyboard, use keyboard keys to scroll. If your hand already is on the mouse, use the mouse to scroll. If your hand is on the touch screen, use touch gestures to scroll.

current date and time

OFF 6 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

At the bottom of the sign-in screen is the ‘Connect to Internet’ button, ‘Ease of access’ button, and a Shut down button. Clicking the ‘Connect to Internet’ button displays a list of each network connection and its status. You also can connect to or disconnect from a network. Clicking the ‘Ease of access’ button displays the Ease of access menu, which provides tools to optimize a computer to accommodate the needs of the mobility, hearing, and vision impaired users. Clicking the Shut down button displays a menu containing commands related to putting the computer or mobile device in a low-power state, shutting it down, and restarting the computer or mobile device. The commands available on your computer or mobile device may differ.

• The Sleep command saves your work, turns off the computer fans and hard drive, and places the computer in a lower-power state. To wake the computer from sleep mode, press the power button or lift a laptop’s cover, and sign in to your account.

• The Shut down command exits running apps, shuts down Windows, and then turns off the computer.

• The Restart command exits running apps, shuts down Windows, and then restarts Windows.

7 CHANGE SCREEN RESOLUTION | 8 EXIT APPS | 9 USE ADDITIONAL APPS | 10 USE HELPTo Sign In to an Account

The following steps, which use SCSeries as the user name, sign in to an account based on a typical Windows installation. Why? After starting Windows, you might be required to sign in to an account to access the computer or mobile device’s resources. You may need to ask your instructor how to sign in to your account.

1 • Click the lock screen

(shown in Figure 3) to display a sign-in screen.

• Click the user icon (for SCSeries, in this case) on the sign-in screen, which depending on settings, either will display a second sign-in screen that contains a Password text box (Figure 4) or will display the Windows desktop (Figure 5).

Why do I not see a user icon? Your computer may require you to type a user name instead of clicking an icon.

What is a text box? A text box is a rectangular box in which you type text.

Why does my screen not show a Password text box? Your account does not require a password.

• If Windows displays a sign-in screen with a Password text box, type your password in the text box.

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Figure 4

Submit button

SCSeries user icon

Password text box

‘Connect to Internet’ button

Shut down button

‘Ease of access’ button

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

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2 • Click the Submit button (shown

in Figure 4) to sign in to your account and display the Windows desktop (Figure 5).

Why does my desktop look different from the one in Figure 5? The Windows desktop is customizable, and your school or employer may have modi�ed the desktop to meet its needs. Also, your screen resolution, which affects the size of the elements on the screen, may differ from the screen resolution used in this book. Later in this module, you learn how to change screen resolution.

How do I type if my tablet has no keyboard? You can use your �ngers to press keys on a keyboard that appears on the screen, called an on-screen keyboard, or you can purchase a separate physical keyboard that attaches to or wirelessly communicates with the tablet.

The Windows Desktop The Windows 10 desktop (Figure 5) and the objects on the desktop emulate a

work area in an of�ce. Think of the Windows desktop as an electronic version of the top of your desk. You can perform tasks such as placing objects on the desktop, moving the objects around the desktop, and removing items from the desktop.

When you run an app in Windows 10, it appears on the desktop. Some icons also may be displayed on the desktop. For instance, the icon for the Recycle Bin, the location of �les that have been deleted, appears on the desktop by default. A �le is a named unit of storage. Files can contain text, images, audio, and video. You can customize your desktop so that icons representing programs and �les you use often appear on your desktop.

Introduction to Microsoft Of�ce 2016 Microsoft Of�ce 2016 is the newest version of Microsoft Of�ce, offering features that provide users with better functionality and easier ways to work with the various �les they create. This version of Of�ce also is designed to work more optimally on mobile devices and online.

Microsoft Of�ce 2016 Apps Microsoft Of�ce 2016 includes a wide variety of apps, such as Word,

PowerPoint, Excel, Access, Outlook, Publisher, and OneNote:

• Microsoft Word 2016, or Word, is a full-featured word processing app that allows you to create professional-looking documents and revise them easily.

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Figure 5

taskbarStart button

Windows desktop

OFF 8 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

• Microsoft PowerPoint 2016, or PowerPoint, is a complete presentation app that enables you to produce professional-looking presentations and then deliver them to an audience.

• Microsoft Excel 2016, or Excel, is a powerful spreadsheet app that allows you to organize data, complete calculations, make decisions, graph data, develop professional-looking reports, publish organized data to the web, and access real- time data from websites.

• Microsoft Access 2016, or Access, is a database management system that enables you to create a database; add, change, and delete data in the database; ask questions concerning the data in the database; and create forms and reports using the data in the database.

• Microsoft Outlook 2016, or Outlook, is a communications and scheduling app that allows you to manage email accounts, calendars, contacts, and access to other Internet content.

• Microsoft Publisher 2016, or Publisher, is a desktop publishing app that helps you create professional-quality publications and marketing materials that can be shared easily.

• Microsoft OneNote 2016, or OneNote, is a note taking app that allows you to store and share information in notebooks with other people.

Microsoft Of�ce 2016 Suites A suite is a collection of individual apps available together as a unit. Microsoft

offers a variety of Of�ce suites, including a stand-alone desktop app, Microsoft Of�ce 365, and Microsoft Of�ce Online. Microsoft Of�ce 365, or Of�ce 365, provides plans that allow organizations to use Of�ce in a mobile setting while also being able to communicate and share �les, depending upon the type of plan selected by the organization. Microsoft Of�ce Online includes apps that allow you to edit and share �les on the web using the familiar Of�ce interface.

During the Of�ce 365 installation, you select a plan, and depending on your plan, you receive different apps and services. Of�ce Online apps do not require a local installation and can be accessed through OneDrive and your browser. OneDrive is a cloud storage service that provides storage and other services, such as Of�ce Online, to computer users.

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How do you sign up for a OneDrive account?

• Use your browser to navigate to onedrive.live.com.

• Create a Microsoft account by clicking the Sign up button and then entering your information to create the account.

• Sign in to OneDrive using your new account or use it in Of�ce to save your �les on OneDrive.

Apps in a suite, such as Microsoft Of�ce, typically use a similar interface and share features. Once you are comfortable working with the elements and the interface and performing tasks in one app, the similarity can help you apply the knowledge and skills you have learned to another app(s) in the suite. For example, the process for saving a �le in Word is the same in PowerPoint, Excel, and some of the other Of�ce apps. While brieªy showing how to use several Of�ce apps, this module illustrates some of the common functions across the apps and identi�es the characteristics unique to these apps.

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Running and Using an App To use an app, you must instruct the operating system to run the app. Windows provides many different ways to run an app, one of which is presented in this section (other ways to run an app are presented throughout this module). After an app is running, you can use it to perform a variety of tasks. The following pages use Word to discuss some elements of the Of�ce interface and to perform tasks that are common to other Of�ce apps.

Word Word is a full-featured word processing app that allows you to create many types

of personal and business documents, including ªyers, letters, memos, resumes, reports, fax cover sheets, mailing labels, and newsletters. Word also provides tools that enable you to create webpages and save these webpages directly on a web server. Word has many features designed to simplify the production of documents and add visual appeal. Using Word, you easily can change the shape, size, and color of text. You also can include borders, shading, tables, images, pictures, charts, and web addresses in documents.

7 CHANGE SCREEN RESOLUTION | 8 EXIT APPS | 9 USE ADDITIONAL APPS | 10 USE HELP

To Run an App Using the Start Menu and Create a Blank Document

Across the bottom of the Windows 10 desktop is the taskbar. The taskbar contains the Start button, which you use to access apps, �les, folders, and settings. A folder is a named location on a storage medium that folder is a named location on a storage medium that folder usually contains related documents.

Clicking the Start button displays the Start menu. The Start menu allows you to access programs, folders, and �les on the computer or mobile device and contains commands that allow you to start programs, store and search for documents, customize the computer or mobile device, and sign out of a user account or shut down the computer or mobile device. A menu is a list of related items, including folders, programs, and commands. Each command on a menu performs a speci�c action, such as saving a �le or obtaining help. Why? When you install an app, for example, the app’s name will be added to the All apps list on the Start menu.

The following steps, which assume Windows is running, use the Start menu to run an Of�ce app and create a blank document based on a typical installation. You may need to ask your instructor how to run an Of�ce app on your computer. Although the steps illustrate running the Word app, the steps to run any Of�ce app are similar.

1 • Click the Start

button on the Windows 10 taskbar to display the Start menu (Figure 6).

Figure 6

Start menu

All apps command

Start button

OFF 10 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

2 • Click All apps at the

bottom of the left pane of the Start menu to display a list of apps installed on the computer or mobile device. If necessary, scroll to display the app you wish to run (Figure 7).

Word 2016 app name

scroll box

list of apps installed on computer

Figure 7 3 • If the app you wish to run is located in a folder, click or scroll to and then click the folder in the All apps list to

display a list of the folder’s contents.

• Click, or scroll to and then click, the program name (Microsoft Word 2016, in this case) in the list to run the selected program (Figure 8).

Word start screen

Figure 8

Microsoft Word 2016 is running

Blank document thumbnail, or miniature image

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4 • Click the Blank document thumbnail on the Word start screen to create a blank Word document in the Word

window (Figure 9).

What happens when you run an app? Some apps provide a means for you to create a blank document, as shown in Figure 8; others immediately display a blank document in an app window, such as the Word window shown in Figure 9. A window is a rectangular area that displays data and information. The top of a window has a title bar, which is a horizontal space that contains the window’s name.

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Figure 9

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title bar

blank document created

desktopRecycle Bin

Word window Maximize button

Close button closes an open window

Touch Keyboard button displays on-screen keyboard

Windows taskbar displays Word app button, indicating Word is running

To Maximize a Window

Sometimes content is not visible completely in a window. One method of displaying the entire contents of a window is to maximize it, or enlarge the window so that it �lls the entire screen. The following step maximizes the Word window; however, any Of�ce app’s window can be maximized using this step. Why? A maximized window provides the most space available for using the app.

Other Ways

1. Type app name in search box, click app name in results list

2. Double-click �le created in app you want to run

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OFF 12 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

1 • If the app window is not

maximized already, click the Maximize button (shown in Figure 9) next to the Close button on the window’s title bar (the Word window title bar, in this case) to maximize the window (Figure 10).

What happened to the Maximize button? It changed to a Restore Down button, which you can use to return a window to its size and location before you maximized it.

How do I know whether a window is maximized? A window is maximized if it �lls the entire display area and the Restore Down button is displayed on the title bar.

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A Figure 10

Other Ways

1. Double-click title bar

2. Drag title bar to top of screen

Word Document Window, Ribbon, and Elements Common to Of�ce Apps

The Word window consists of a variety of components to make your work more ef�cient and documents more professional. These include the document window, ribbon, Tell Me box, mini toolbar, shortcut menus, Quick Access Toolbar, and Microsoft Account area. Most of these components are common to other Microsoft Of�ce apps; others are unique to Word.

You view a portion of a document on the screen through a document window (Figure 11). The default (preset) view is Print Layout view, which shows the document on a mock sheet of paper in the document window.

Scroll Bars You use a scroll bar to display different portions of a document in the document window. At the right edge of the document window is a vertical scroll bar. If a document is too wide to �t in the document window, a horizontal scroll bar also appears at the bottom of the document window. On a scroll bar, the position of the scroll box reªects the location of the portion of the document that is displayed in the document window.

Status Bar The status bar, located at the bottom of the document window above the Windows taskbar, presents information about the document, the progress of current tasks, and the status of certain commands and keys; it also provides controls for viewing the document. As you type text or perform certain tasks, various indicators and buttons may appear on the status bar.

The left side of the status bar in Figure 11 shows the current page followed by the total number of pages in the document, the number of words in the document, and an icon to check spelling and grammar. The right side of the status bar includes buttons and controls you can use to change the view of a document and adjust the size of the displayed document.

Ribbon The ribbon, located near the top of the window below the title bar, is the control center in Word and other Of�ce apps (Figure 12). The ribbon provides easy, central access to the tasks you perform while creating a document. The ribbon consists

Close buttonMaximize button changed to Restore Down button

BTW Touch Keyboard To display the on-screen touch keyboard, click the Touch Keyboard button on the Windows taskbar. When �nished using the touch keyboard, click the X button on the touch keyboard to close the keyboard.

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stored document

Word window

status bar

document window

‘Spelling and Grammar Check’ icon

number of pages in document

current page

number of words in document

adjusts size of displayed document

Print Layout button is selected when you �rst install Word

Figure 11

Figure 12

groups

button

Home tab

arrow

scroll bar

ribbon

in-ribbon gallery

More button

gallery scroll arrows

main tabs Tell Me box

status bar

OFF 14 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

of tabs, groups, and commands. Each tab contains a collection of groups, and each group contains related commands. When you run an Of�ce app, such as Word, it initially displays several main tabs, also called default or top-level tabs. All Of�ce apps have a Home tab, which contains the more frequently used commands.

In addition to the main tabs, the Of�ce apps display tool tabs, also called contextual tabs (Figure 13), when you perform certain tasks or work with objects such as pictures or tables. If you insert a picture in a Word document, for example, the Picture Tools tab and its related

subordinate Format tab appear, collectively referred to as the Picture Tools Format tab. When you are �nished working with the picture, the Picture Tools Format tab disappears from the ribbon. Word and other Of�ce apps determine when tool tabs should appear and disappear based on tasks you perform. Some tool tabs, such as the Table Tools tab, have more than one related subordinate tab.

Figure 13

Figure 14

Picture Tools Format tab

Items on the ribbon include buttons, boxes, and galleries (shown in Figure 12). A gallery is a set of gallery is a set of gallery choices, often graphical, arranged in a grid or in a list. You can scroll through choices in an in-ribbon gallery by clicking the gallery’s scroll arrows. Or, you can click a gallery’s More button to view more gallery options on the screen at a time.

Some buttons and boxes have arrows that, when clicked, also display a gallery; others always cause a gallery to be displayed when clicked. Most galleries support live preview, which is a feature that allows you to point to a gallery choice and see its effect in the document — without actually selecting the choice (Figure 14). Live preview works only if you are using a mouse; if you are using a touch screen, you will not be able to view live previews.

Some commands on the ribbon display an image to help you remember their function. When you point to a command on the ribbon, all or part of the command glows in a shade of gray, and a ScreenTip appears on the screen. A ScreenTip is an on-screen note that provides the name of the command, available keyboard shortcut(s), a description of the command, and sometimes instructions for how to obtain help about the command (Figure 15).

Figure 15

ScreenTip for Paste arrow

pointer on Paste arrow

‘Touch/Mouse Mode’ button

Quick Access Toolbar

picture changes to style selected in gallery

as you move pointer from one gallery option to next, Word shows live preview of style in document, so that you can see effect of option in document before selecting it

Picture Tools Format tab is one of many tool tabs that appear automatically depending on the task you perform

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Some groups on the ribbon have a small arrow in the lower-right corner, called a Dialog Box Launcher, that when clicked, displays a dialog box or a task pane with additional options for the group (Figure 16). When presented with a dialog box, you make selections and must close the dialog box before returning to the document. A task pane, in contrast to a dialog box, is a window that can remain open and visible while you work in the document.

Figure 16

clicking Clipboard Dialog Box Launcher displays Clipboard task pane

Clipboard task pane

Font Dialog Box Launcher

clicking Font Dialog Box Launcher displays Font dialog box

Tell Me Box The Tell Me box, which appears to the right of the tabs on the ribbon, is a type of search box that helps you to perform speci�c tasks in an Of�ce app (Figure 17). As you type in the Tell Me box, the word-wheeling feature displays search results that are re�ned as you type. For example, if you want to center text in a document, you can type “center” in the Tell Me box and then select the appropriate command. The Tell Me box also lists the last �ve commands accessed from the box.

Mini Toolbar The mini toolbar, which appears automatically based on tasks you perform, contains commands related to changing the appearance of text in a document (Figure 18). If you do not use the mini toolbar, it disappears from the screen. The buttons, arrows, and boxes on the mini toolbar vary, depending on whether you are using Touch mode versus Mouse mode. If you right-click an item in the document window, Word displays both the mini toolbar and a shortcut menu, which is discussed in a later section in this module.

All commands on the mini toolbar also exist on the ribbon. The purpose of the mini toolbar is to minimize hand or mouse movement. Figure 17

Tell Me box

search results

search text

BTW Touch Mode The Of�ce and Windows interfaces may vary if you are using touch mode. For this reason, you might notice that the function or appearance of your touch screen differs slightly from this module’s presentation.

OFF 16 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

Quick Access Toolbar The Quick Access Toolbar, located initially (by default) above the ribbon at the left edge of the title bar, provides convenient, one-click access to frequently used commands (shown in Figure 15). The commands on the Quick Access Toolbar always are available, regardless of the task you are performing. The Touch/Mouse Mode button on the Quick Access Toolbar allows you to switch between Touch mode and Mouse mode. If you primarily are using touch gestures, Touch mode will add more space between commands in menus and on the ribbon so that they are easier to tap. While touch gestures are convenient ways to interact with Of�ce apps, not all features are supported when you are using Touch mode. If you are using a mouse, Mouse mode will not add the extra space between buttons and commands. The Quick Access Toolbar is discussed in more depth later in the module.

KeyTips If you prefer using the keyboard instead of the mouse, you can press the alt key on the keyboard to display KeyTips, or keyboard code icons, for certain commands (Figure 19). To select a command using the keyboard, press the letter or number displayed in the KeyTip, which may cause additional KeyTips related to the selected command to appear. To remove KeyTips from the screen, press the alt key or the esc key until all KeyTips disappear, or click anywhere in the app window.

Microsoft Account Area In this area, you can use the Sign in link to sign in to your Microsoft account. Once signed in, you will see your account information, as well as a picture if you have included one in your Microsoft account.

Figure 18

mini toolbar

commands on mini toolbar also are on ribbon

Figure 19

Microsoft Account area

KeyTips appear when you press ALT key on keyboard

7 CHANGE SCREEN RESOLUTION | 8 EXIT APPS | 9 USE ADDITIONAL APPS | 10 USE HELP

To Display a Different Tab on the Ribbon

When you run Word, the ribbon displays nine main tabs: File, Home, Insert, Design, Layout, References, Mailings, Review, and View. The tab currently displayed is called the active tab.

The following step displays the Insert tab, that is, makes it the active tab. Why? When working with an Of�ce app, you may need to switch tabs to access other options for working with a document.

BTW Turning Off the Mini Toolbar If you do not want the mini toolbar to appear, click File on the ribbon to open the Backstage view, click the Options tab in the Backstage view, if necessary, click General (Options dialog box), remove the check mark from the ‘Show Mini Toolbar on selection’ check box, and then click the OK button.

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1 • Click Insert on the ribbon to display the Insert tab (Figure 20).

Experiment

• Click the other tabs on the ribbon to view their contents. When you are �nished, click Insert on the ribbon to redisplay the Insert tab.

7 CHANGE SCREEN RESOLUTION | 8 EXIT APPS | 9 USE ADDITIONAL APPS | 10 USE HELP

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Insert tab

Figure 20

Other Ways

1. Press ALT, press letter corresponding to tab to display

2. Press ALT, press LEFT ARROW or RIGHT ARROW until desired tab is displayed

To Collapse and Expand the Ribbon and Use Full Screen Mode

To display more of a document or other item in the window of an Of�ce app, some users prefer to collapse the ribbon, which hides the groups on the ribbon and displays only the main tabs, or to use Full Screen mode, which hides all the commands and just displays the document. Each time you run an Of�ce app, the ribbon appears the same way it did the last time you used that Of�ce app. The modules in this book, however, begin with the ribbon appearing as it did at the initial installation of the software.

The following steps collapse, expand, and restore the ribbon in an Of�ce app and then switch to Full Screen mode. Why? If you need more space on the screen to work with your document, you may consider collapsing the ribbon or switching to Full Screen mode to gain additional workspace.

1 • Click the ‘Collapse the Ribbon’ button on the ribbon (shown in Figure 20) to collapse the ribbon (Figure 21).

What happened to the ‘Collapse the Ribbon’ button? The ‘Pin the ribbon’ button replaces the ‘Collapse the Ribbon’ button when the ribbon is collapsed. You will see the ‘Pin the ribbon’ button only when you expand a ribbon by clicking a tab.

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Figure 21

ribbon has been collapsed

Home tab

‘Collapse the Ribbon’ button

Insert tab has 10 groups

OFF 18 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

2 • Click Home on the ribbon to expand the Home tab (Figure 22).

Why would I click the Home tab? If you want to use a command on a collapsed ribbon, click the main tab to display the groups for that tab. After you select a command on the ribbon and resume working in the document, the groups will be collapsed once again. If you decide not to use a command on the ribbon, you can collapse the groups by clicking the same main tab or clicking in the app window.

Experiment

• Click Home on the ribbon to collapse the groups again. Click Home on the ribbon to expand the Home tab.

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Figure 22

Home tab expanded

‘Pin the ribbon’ button

3 • Click the ‘Pin the ribbon’ button on the expanded Home tab to restore the ribbon. • Click the ‘Ribbon Display Options’ button to display the Ribbon Display Options menu (Figure 23).

‘Ribbon Display Options’ button

Auto-hide Ribbon command

‘Show Tabs and Commands’ command

ribbon has been restored

Ribbon Display Options menu

Figure 23

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To Use a Shortcut Menu to Relocate the Quick Access Toolbar

When you right-click certain areas of the Word and other Of�ce app windows, a shortcut menu will appear. A shortcut menu is a list of frequently used commands that relate to an object. Why? You can use shortcut menus to access common commands quickly. When you right-click the status bar, for example, a shortcut menu appears with commands related to the status bar. When you right-click the Quick Access Toolbar, a shortcut menu appears with commands related to the Quick Access Toolbar. The following steps use a shortcut menu to move the Quick Access Toolbar, which by default is located on the title bar.

4 • Click Auto-hide Ribbon to hide all the commands from the screen (Figure 24). • Click the ellipsis to temporarily display the ribbon. • Click the ‘Ribbon Display Options’ button to display the Ribbon Display Options menu (shown in Figure 23). • Click ‘Show Tabs and Commands’ to exit Full Screen mode.

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Figure 24

click ellipsis to exit Full Screen mode

all commands are hidden

status bar is hidden

Other Ways

1. Double-click a main tab on the ribbon

2. Press CTRL+F1

shortcut menu

‘Show Quick Access Toolbar Below the Ribbon’ command

Quick Access Toolbar

Figure 25

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1 • Right-click the Quick

Access Toolbar to display a shortcut menu that presents a list of commands related to the Quick Access Toolbar (Figure 25).

OFF 20 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

3 • Right-click the Quick Access

Toolbar to display a shortcut menu (Figure 27).

4 • Click ‘Show Quick Access Toolbar

Above the Ribbon’ on the shortcut menu to return the Quick Access Toolbar to its original position (shown in Figure 25).

Figure 27

‘Show Quick Access Toolbar Above the Ribbon’ command

shortcut menu

Quick Access Toolbar

Other Ways

1. Click ‘Customize Quick Access Toolbar’ button on Quick Access Toolbar, click ‘Show Below the Ribbon’ or ‘Show Above the Ribbon’

To Customize the Quick Access Toolbar

The Quick Access Toolbar provides easy access to some of the more frequently used commands in the Of�ce apps. By default, the Quick Access Toolbar contains buttons for the Save, Undo, and Redo commands. If your computer or mobile device has a touch screen, the Quick Access Toolbar also might display the Touch/ Mouse Mode button. You can customize the Quick Access Toolbar by changing its location in the window, as shown in the previous steps, and by adding more buttons to reªect commands you would like to access easily. The following steps add the Quick Print button to the Quick Access Toolbar. Why? Adding the Quick Print button to the Quick Access Toolbar speeds up the process of printing.

Figure 28Figure 28

‘Customize Quick Access Toolbar’ button Customize Quick

Access Toolbar menu

Quick Print command

‘Touch/Mouse Mode’ command adds space around objects, making using a touch screen easier

commands you quickly can add to or delete from Quick Access Toolbar

1 • Click the ‘Customize Quick Access

Toolbar’ button to display the Customize Quick Access Toolbar menu (Figure 28).

Which commands are listed on the Customize Quick Access Toolbar menu? It lists commands that commonly are added to the Quick Access Toolbar.

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Figure 26

Quick Access Toolbar positioned below ribbon

2 • Click ‘Show Quick

Access Toolbar Below the Ribbon’ on the shortcut menu to display the Quick Access Toolbar below the ribbon (Figure 26).

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2 • Click Quick Print on the Customize

Quick Access Toolbar menu to add the Quick Print button to the Quick Access Toolbar (Figure 29).

How would I remove a button from the Quick Access Toolbar? You would right-click the button you wish to remove and then click ‘Remove from Quick Access Toolbar’ on the shortcut menu or click the ‘Customize Quick Access Toolbar’ button on the Quick Access Toolbar and then click the button name in the Customize Quick Access Toolbar menu to remove the check mark.

To Enter Text in a Document

The �rst step in creating a document is to enter its text by typing on the keyboard. By default, Word positions text at the left margin as you type. The following steps type this �rst line of a ªyer. Why? To begin creating a �yer, for example, you type the headline in the document window.

1 • Type VISIT NATIONAL MONUMENTS as the text (Figure 30).

What is the blinking vertical bar to the right of the text? The blinking bar is the insertion point, which indicates where text, graphics, and other items will be inserted in the document. As you type, the insertion point moves to the right, and when you reach the end of a line, it moves down to the beginning of the next line.

What if I make an error while typing? You can press the BACKSPACE key until you have deleted the text in error and then retype the text correctly.

2 • Press the ENTER key to move the

insertion point to the beginning of the next line (Figure 31).

Why did blank space appear between the entered text and the insertion point? Each time you press the ENTER key, Word creates a new paragraph and inserts blank space between the two paragraphs. Depending on your settings, Of�ce may or may not insert a blank space between the two paragraphs.

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Figure 29

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Figure 30

text typed

insertion point

Figure 31

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Quick Print button added to Quick Access Toolbar

blank space automatically inserted between paragraphs

insertion point moved to next line

File tab

OFF 22 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

Document Properties You can organize and identify your �les by using document properties, which are the details about a �le, such as the project author, title, and subject. For example, a class name or document topic can describe the �le’s purpose or content.

Why would you want to assign document properties to a document? Document properties are valuable for a variety of reasons:

• Users can save time locating a particular �le because they can view a �le’s document properties without opening the �le.

• By creating consistent properties for �les having similar content, users can better organize their �les.

• Some organizations require users to add document properties so that other employees can view details about these �les.

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To Change Document Properties

You can change the document properties while working with the �le in an Of�ce app. When you save the �le, the Of�ce app (Word, in this case) will save the document properties with the �le. The following steps change document properties. Why? Adding document properties will help you identify characteristics of the �le without opening it.

1 • Click File on the ribbon to open the Backstage view and then, if necessary, click the Info tab in the Backstage view

to display the Info gallery.

• Click to the right of the Comments property in the Properties list, and type CIS 101 Assignment in the text box (Figure 32).

What is the Backstage view? The Backstage view contains a set of commands that enable you to manage documents and provides data about the documents.

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Figure 32

2 • Click the Back button in the upper-left corner of the Backstage view to return to the document window.

Back button

property entered in Comments box

Info tab

Backstage view

Properties list

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Info gallery

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Printing, Saving, and Organizing Files While you are creating a document, the computer or mobile device stores it in memory. When you save a document, the computer or mobile device places it on a storage medium, such as a hard disk, solid state drive (SSD), USB ªash drive, or optical disc. The storage medium can be permanent in your computer, may be portable where you remove it from your computer, or may be on a web server you access through a network or the Internet.

A saved document is referred to as a �le. A �le name is the name assigned to a �le when it is saved. When saving �les, you should organize them so that you easily can �nd them later. Windows provides tools to help you organize �les.

Printing a Document After creating a document, you may want to print it. Printing a document

enables you to distribute it to others in a form that can be read or viewed but typically not edited.

What is the best method for distributing a document? The traditional method of distributing a document uses a printer to produce a hard copy. A hard copy or printout is information that exists on a physical medium, such as paper. Hard copies can be useful for the following reasons:

• Some people prefer proofreading a hard copy of a document rather than viewing it on the screen to check for errors and readability.

• Hard copies can serve as a backup reference if your storage medium is lost or becomes corrupted and you need to recreate the document.

Instead of distributing a hard copy of a document, users can distribute the document as an electronic image that mirrors the original document’s appearance. The electronic image of the document can be sent as an email attachment, posted on a website, or copied to a portable storage medium, such as a USB �ash drive. Two popular electronic image formats, sometimes called �xed formats, are PDF by Adobe Systems and XPS by Microsoft. In Word, you can create electronic image �les through the Save As dialog box and the Export, Share, and Print tabs in the Backstage view. Electronic images of documents, such as PDF and XPS, can be useful for the following reasons:

• Users can view electronic images of documents without the software that created the original document (e.g., Word). For example, to view a PDF �le you use a program called Adobe Reader, which can be downloaded free from Adobe’s website.

• Sending electronic documents saves paper and printer supplies. Society encourages users to contribute to green computing, which involves reducing the electricity consumed and environmental waste generated when using computers, mobile devices, and related technologies.

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To Print a Document

With the document opened, you may want to print it. Why? Because you want to see how the text will appear on paper, you want to print a hard copy on a printer. The following steps print a hard copy of the contents of the document.

1 • Click File on the ribbon to open the Backstage view. • Click the Print tab in the Backstage view to display the Print gallery (Figure 33).

How can I print multiple copies of my document? Increase the number in the Copies box in the Print gallery.

What if I decide not to print the document at this time? Click the Back button in the upper-left corner of the Backstage view to return to the document window.

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BTW File Type Depending on your Windows settings, the �le type .docx may be displayed immediately to the right of the �le name after you save the �le. The �le type .docx is a Word 2016 document.

OFF 24 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

2 • Verify that the selected printer will print a hard copy of the document. If necessary, click the Printer Status button to

display a list of available printer options and then click the desired printer to change the currently selected printer.

3 • Click the Print button in the Print gallery to print

the document on the currently selected printer.

• When the printer stops, retrieve the hard copy (Figure 34).

What if I want to print an electronic image of a document instead of a hard copy? You would click the Printer Status button in the Print gallery and then select the desired electronic image option, such as Microsoft XPS Document Writer, which would create an XPS �le.

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Figure 34

Figure 33

Print button

Print tab

Printer Status button

print preview

Print gallery

number of copies

Other Ways

1. Press CTRL+P

VISIT NATIONAL MONUMENTS

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Organizing Files and Folders A �le contains data. This data can range from a research paper to an accounting

spreadsheet to an electronic math quiz. You should organize and store �les in folders to avoid misplacing a �le and to help you �nd a �le quickly.

If you are taking an introductory computer class (CIS 101, for example), you may want to design a series of folders for the different subjects covered in the class. To accomplish this, you can arrange the folders in a hierarchy for the class, as shown in Figure 35.

AccessExcel Outlook PublisherPowerPointWord OneNote

CIS 101

Figure 35

The hierarchy contains three levels. The �rst level contains the storage medium, such as a hard drive. The second level contains the class folder (CIS 101, in this case), and the third level contains seven folders, one each for a different Of�ce app that will be covered in the class (Word, PowerPoint, Excel, Access, Outlook, Publisher, and OneNote).

When the hierarchy in Figure 35 is created, the storage medium is said to contain the CIS 101 folder, and the CIS 101 folder is said to contain the separate Of�ce folders (i.e., Word, PowerPoint, Excel, etc.). In addition, this hierarchy easily can be expanded to include folders from other classes taken during additional semesters.

The vertical and horizontal lines in Figure 35 form a pathway that allows you to navigate to a drive or folder on a computer or network. A path consists of a drive letter (preceded by a drive name when necessary) and colon, to identify the storage device, and one or more folder names. A hard disk typically has a drive letter of C. Each drive or folder in the hierarchy has a corresponding path.

By default, Windows saves documents in the Documents folder, music in the Music folder, photos in the Pictures folder, videos in the Videos folder, and downloads in the Downloads folder.

The following pages illustrate the steps to organize the folders for this class and save a �le in one of those folders:

1. Create the folder identifying your class. 2. Create the Word folder in the folder identifying your class. 3. Create the remaining folders in the folder identifying your class (one each for

PowerPoint, Excel, Access, Outlook, Publisher, and OneNote). 4. Save a �le in the Word folder. 5. Verify the location of the saved �le.

OFF 26 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

To Create a Folder

When you create a folder, such as the CIS 101 folder shown in Figure 35, you must name the folder. A folder name should describe the folder and its contents. A folder name can contain spaces and any uppercase or lowercase characters, except a backslash (\), slash (/), colon (:), asterisk (*), question mark (?), quotation marks (“), less than symbol (<), greater than symbol (>), or vertical bar (|). Folder names cannot be CON, AUX, COM1, COM2, COM3, COM4, LPT1, LPT2, LPT3, PRN, or NUL. The same rules for naming folders also apply to naming �les.

The following steps create a class folder (CIS 101, in this case) in the Documents folder. Why? When storing �les, you should organize the �les so that it will be easier to �nd them later.

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2 • Click the New folder button on

the Quick Access Toolbar to create a new folder with the name, New folder, selected in a text box (Figure 37).

Why is the folder icon displayed differently on my computer or mobile device? Windows might be con�gured to display contents differently on your computer or mobile device.

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Figure 36

File Explorer window

This PC location

Documents selected

File Explorer button

1 • Click the File

Explorer button on the taskbar to run the File Explorer.

• If necessary, double- click This PC in the navigation pane to expand the contents of your computer.

• Click the Documents folder in the navigation pane to display the contents of the Documents folder in the �le list (Figure 36).

Figure 37

New folder button

text box containing folder name

Quick Access Toolbar

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3 • Type CIS 101 (or your class code) in the text box as the new folder name. • If requested by your instructor, add your last name to the end of the folder name. • Press the ENTER key to change the folder name from New folder to a folder name identifying your class (Figure 38).

What happens when I press the ENTER key? The class folder (CIS 101, in this case) is displayed in the �le list, which contains the folder name, date modi�ed, type, and size.

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navigation buttons

ribbon collapsed

�le list appears in this area

address bar

Refresh button Search box

arrows on address bar for navigating

Previous Locations arrow

‘Expand the Ribbon’ button

navigation pane folder created showing folder icon to left of folder name

Figure 38

Folder Windows The File Explorer window (shown in Figure 38) is called a folder window.

Recall that a folder is a speci�c named location on a storage medium that contains related �les. Most users rely on folder windows for �nding, viewing, and managing information on their computers. Folder windows have common design elements, including the following (shown in Figure 38).

• The address bar provides quick navigation options. The arrows on the address address bar provides quick navigation options. The arrows on the address address bar bar allow you to visit different locations on the computer or mobile device.

• The buttons to the left of the address bar allow you to navigate the contents of the navigation pane and view recent pages.

• The Previous Locations arrow displays the locations you have visited. Previous Locations arrow displays the locations you have visited. Previous Locations arrow • The Refresh button on the right side of the address bar refreshes the contents of

the folder list. • The Search box contains the dimmed words, Search Documents. You can Search box contains the dimmed words, Search Documents. You can Search box

type a term in the search box for a list of �les, folders, shortcuts, and elements containing that term within the location you are searching.

Other Ways

1. Press CTRL+SHIFT+N

2. Click the New folder button (Home tab | New group)

OFF 28 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

• The ribbon contains four tabs used to accomplish various tasks on the computer related to organizing and managing the contents of the open window. This ribbon works similarly to the ribbon in the Of�ce apps.

• The navigation pane on the left contains the Quick access area, the OneDrive area, the This PC area, and the Network area.

• The Quick Access area shows locations you access frequently. By default, this list contains links only to your Desktop, Downloads, Documents, and Pictures.

To Create a Folder within a Folder

With the class folder created, you can create folders that will store the �les you create using each Of�ce app. The following step creates a Word folder in the CIS 101 folder (or the folder identifying your class). Why? To be able to organize your �les, you should create a folder structure.

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1 • Double-click the icon or folder

name for the CIS 101 folder (or the folder identifying your class) in the �le list to open the folder.

• Click the New folder button on the Quick Access Toolbar to create a new folder with the name, New folder, selected in a text box folder.

• Type Word in the text box as the new folder name.

• Press the ENTER key to rename the folder (Figure 39).

Figure 39

folder opened

New folder button

Word folder created

Other Ways

1. Press CTRL+SHIFT+N

2. Click the New folder button (Home tab | New group)

To Create the Remaining Folders

The following steps create the remaining folders in the folder identifying your class (in this case, CIS 101).

1 Click the New folder button on the Quick Access Toolbar to create a new folder with the name, New folder, selected in a text box.

2 Type PowerPoint in the text box as the new folder name.

3 Press the ENTER key to rename the folder.

4 Repeat Steps 1 through 3 to create each of the remaining folders, using Excel, Access, Outlook, Publisher, and OneNote as the folder names (Figure 40).

Figure 40Figure 40

folders created in CIS 101 folder

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To Expand a Folder, Scroll through Folder Contents, and Collapse a Folder

Folder windows display the hierarchy of items and the contents of drives and folders in the �le list. You might want to expand a folder in the navigation pane to view its contents, scroll through its contents, and collapse it when you are �nished viewing its contents. Why? When a folder is expanded, you can see all the folders it contains. By contrast, a collapsed folder hides the folders it contains. The following steps expand, scroll through, and then collapse the folder identifying your class (CIS 101, in this case).

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1 • Double-click the Documents

folder in the This PC area of the navigation pane, which expands the folder to display its contents and displays a black arrow to the left of the Documents folder icon (Figure 41).

2 • Double-click the CIS 101 folder, which expands the folder to display its contents and displays a black arrow to the

left of the folder icon (Figure 42).

Experiment

• Drag the scroll box down or click the down scroll arrow on the vertical scroll bar to display additional folders at the bottom of the navigation pane. Drag the scroll box up or click the scroll bar above the scroll box to move the scroll box to the top of the navigation pane. Drag the scroll box down the scroll bar until the scroll box is halfway down the scroll bar.

Figure 42

black arrow indicates CIS 101 folder is expanded

folders created automatically appear in alphabetical order

navigation pane

Figure 41

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This PC area

Documents folder expanded

folder located in Documents folder

scroll box

OFF 30 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

3 • Double-click the folder identifying

your class (CIS 101, in this case) to collapse the folder (Figure 43).

Why are some folders indented below others? A folder contains the indented folders below it.

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Figure 43

Documents folder

CIS 101 folder

gray arrow indicates CIS 101 folder is collapsed

To Switch from One App to Another

The next step is to save the Word �le containing the headline you typed earlier. Word, however, currently is not the active window. You can use the button on the taskbar and live preview to switch to Word and then save the document in the Word document window.

Why? By clicking the appropriate app button on the taskbar, you can switch to the open app you want to use. The steps below switch to the Word window; however, the steps are the same for any active Of�ce app currently displayed as a button on the taskbar.

Other Ways

1. Point to display arrows in navigation pane, click arrow to expand or collapse

2. Select folder to expand or collapse using arrow keys, press RIGHT ARROW to expand; press LEFT ARROW to collapse

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1 • Point to the Word

app button on the taskbar to see a live preview of the open document(s) or the window title(s) of the open document(s), depending on your computer’s con�guration (Figure 44).

What if I am using a touch screen? Live preview will not work if you are using a touch screen. If you are using a touch screen and do not have a mouse, proceed to Step 2.

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Figure 44

live preview

Word app button on taskbar

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2 • Click the button or the live preview to make the app associated with the app button the

active window (Figure 45).

What if multiple documents are open in an app? Click the desired live preview to switch to the window you want to use.Q

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Figure 45

To Save a File in a Folder

With the folders for storing your �les created, you can save the Word document. Why? Without saving a �le, you may lose all the work you have done and will be unable to reuse or share it with others later. The following steps save a �le in the Word folder contained in your class folder (CIS 101, in this case) using the �le name, National Monuments.

Save button

Quick Access Toolbar Word window

redisplayed

Other Ways

1. Press ALT+TAB until app you wish to display is selected

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1 • Click the Save button (shown in

Figure 45) on the Quick Access Toolbar, which depending on settings, will display either the Save As gallery in the Backstage view (Figure 46) or the Save As dialog box (Figure 47).

What if the Save As gallery is not displayed in the Backstage view? Click the Save As tab to display the Save As gallery.

How do I close the Backstage view? Click the Back button in the upper-left corner of the Backstage view to return to the app window. 2

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Figure 46

Back button

Save As gallery

Save As tab automatically selected

Browse button

This PC selected

OFF 32 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

2 • If your screen displays the

Backstage view, click This PC, if necessary, to display options in the right pane related to saving on your computer or mobile device; if your screen already displays the Save As dialog box, proceed to Step 3.

What if I wanted to save on OneDrive instead? You would click OneDrive. Saving on OneDrive is discussed in a later section in this module.

• Click the Browse button in the left pane to display the Save As dialog box (Figure 47).

Why does a �le name already appear in the File name box? Word automatically suggests a �le name the �rst time you save a document. The �le name normally consists of the �rst few words contained in the document. Because the suggested �le name is selected, you do not need to delete it; as soon as you begin typing, the new �le name replaces the selected text.

3 • Type National Monuments

in the File name box (Save As dialog box) to change the �le name. Do not press the ENTER key after typing the �le name because you do not want to close the dialog box at this time (Figure 48).

What characters can I use in a �le name? The only invalid characters are the backslash ( \ ), slash ( / ), colon (:), asterisk (*), question mark (?), quotation mark (“), less than symbol (<), greater than symbol (>), and vertical bar (|).4

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Figure 47

navigation pane (your list may differ) Save As dialog box

�rst few words from document are displayed as default �le name and are selected in File name box

default �le type is Word Document

details pane shows �le properties

Figure 48

new �le name replaces highlighted text in File name box

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4 • Navigate to the desired save

location (in this case, the Word folder in the CIS 101 folder [or your class folder] in the Documents folder) by performing the tasks in Steps 4a and 4b.

4a • If the Documents folder is

not displayed in the navigation pane, drag the scroll bar in the navigation pane until Documents appears.

• If the Documents folder is not expanded in the navigation pane, double-click Documents to display its folders in the navigation pane.

• If your class folder (CIS 101, in this case) is not expanded, double-click the CIS 101 folder to select the folder and display its contents in the navigation pane (Figure 49). Figure 49

navigation pane

CIS 101 folder expanded

contents of CIS 101 folder appears in �le list

What if I do not want to save in a folder? Although storing �les in folders is an effective technique for organizing �les, some users prefer not to store �les in folders. If you prefer not to save this �le in a folder, select the storage device on which you wish to save the �le and then proceed to Step 5.

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4b • Click the Word folder in the navigation pane to select it as the new save location and display its contents in the �le

list (Figure 50).

Figure 50Figure 50

Word folder

Word folder currently contains no �les

Word folder selected

Save button

OFF 34 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

5 • Click the Save button (Save As dialog box) to save the document in the selected folder in the selected location with

the entered �le name (Figure 51).

How do I know that the �le is saved? While an Of�ce app is saving a �le, it brie�y displays a message on the status bar indicating the amount of the �le saved. In addition, the �le name appears on the title bar.

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Figure 51

�le name changed from Document1 to new �le name, National Monuments

saved document remains in memory and displayed on screen

Minimize button

Other Ways

1. Click File on ribbon, click Save As in Backstage view, click This PC, click Browse button, type �le name (Save As dialog box), navigate to desired save location, click Save button

2. Press F12, type �le name (Save As dialog box), navigate to desired save location, click Save button

Navigating in Dialog Boxes Navigating is the process of �nding a location on a storage device. While saving Navigating is the process of �nding a location on a storage device. While saving Navigating

the National Monuments �le, for example, Steps 4a and 4b navigated to the Word folder located in the CIS 101 folder in the Documents folder. When performing certain functions in Windows apps, such as saving a �le, opening a �le, or inserting a picture in an existing document, you most likely will have to navigate to the location where you want to save the �le or to the folder containing the �le you want to open or insert. Most dialog boxes in Windows apps requiring navigation follow a similar procedure; that is, the way you navigate to a folder in one dialog box, such as the Save As dialog box, is similar to how you might navigate in another dialog box, such as the Open dialog box. If you chose to navigate to a speci�c location in a dialog box, you would follow the instructions in Steps 4a and 4b.

How often should you save a document? It is important to save a document frequently for the following reasons:

• The document in memory might be lost if the computer is turned off or you lose electrical power while an app is running.

• If you run out of time before completing a project, you may �nish it at a future time without starting over.

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To Minimize and Restore a Window

Before continuing, you can verify that the Word �le was saved properly. To do this, you will minimize the Word window and then open the CIS 101 window so that you can verify the �le is stored in the CIS 101 folder on the hard drive. A minimized window is an open window that is hidden from view but can be displayed minimized window is an open window that is hidden from view but can be displayed minimized window quickly by clicking the window’s button on the taskbar.

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In the following example, Word is used to illustrate minimizing and restoring windows; however, you would follow the same steps regardless of the Of�ce app you are using. Why? Before closing an app, you should make sure your �le saved correctly so that you can �nd it later.

The following steps minimize the Word window, verify that the �le is saved, and then restore the minimized window.

1 • Click the Minimize button on

the app’s title bar (shown in Figure 51) to minimize the window (Figure 52).

Is the minimized window still available? The minimized window, Word in this case, remains available but no longer is the active window. It is minimized as a button on the taskbar.

• If the File Explorer window is not open on the screen, click the File Explorer button on the taskbar to make the File Explorer window the active window.

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Figure 52

Figure 53

File Explorer button Word app button

contents of Word folder

Word folder selected

2 • Double-click the Word folder in the �le list

to select the folder and display its contents (Figure 53).

Why does the File Explorer button on the taskbar change? A selected app button indicates that the app is active on the screen. When the button is not selected, the app is running but not active.

3 • After viewing the contents of the selected

folder, click the Word button on the taskbar to restore the minimized window (as shown in Figure 51).

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Other Ways

1. Right-click title bar, click Minimize on shortcut menu, click taskbar button in taskbar button area

2. Press WINDOWS+M, press WINDOWS+SHIFT+M

3. Click Word app button on taskbar to minimize window. Click Word app button again to restore window.

To Save a File on OneDrive

One of the features of Of�ce is the capability to save �les on OneDrive so that you can use the �les on multiple computers or mobile devices without having to use an external storage device, such as a USB ªash drive. Storing �les on OneDrive also enables you to share �les more ef�ciently with others, such as when using Of�ce Online and Of�ce 365.

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Word folder

Word window minimized

File Explorer button

OFF 36 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

3 • If necessary, click

OneDrive in the left pane.

• In the Backstage view, click the Documents folder in the right pane to display the Save As dialog box (Figure 56).

4 • Click the Save button

(Save As dialog box) to save the �le on OneDrive.

In the following example, Word is used to save a �le on OneDrive. Why? Storing �les on OneDrive provides more portability options than are available from storing �les in the Documents folder.

You can save �les directly on OneDrive from within an Of�ce app. The following steps save the current Word �le on OneDrive. These steps require you have a Microsoft account and an Internet connection.

2 • If your screen displays a Sign In

button (shown in Figure 54), click it to display the Sign in dialog box (Figure 55).

What if the Sign In button does not appear? If you already are signed into your Microsoft account, the Sign In button will not be displayed. In this case, proceed to Step 3.

• Follow the instructions on the screen to sign in to your Microsoft account.

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Figure 56Figure 56

Figure 54

Save As tab

Save As gallery

OneDrive selected

Figure 55

email address text box

Next button

instructions for signing in

1 • Click File on the ribbon to open

the Backstage view.

What is the purpose of the File tab? The File tab opens the Backstage view for each Of�ce app.

• Click the Save As tab in the Backstage view to display the Save As gallery.

• Click OneDrive to display OneDrive saving options or a Sign In button, if you are not signed in already to your Microsoft account (Figure 54).

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Save As dialog box �le will save in Documents folder on OneDrive

Save button

Documents folder

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To Sign Out of a Microsoft Account

If you are using a public computer or otherwise wish to sign out of your Microsoft account, you should sign out of the account from the Accounts gallery in the Backstage view. Signing out of the account is the safest way to make sure that nobody else can access online �les or settings stored in your Microsoft account. Why? For security reasons, you should sign out of your Microsoft account when you are �nished using a public or shared computer. Staying signed in to your Microsoft account might enable others to access your �les.

The following steps sign out of a Microsoft account from Word. You would use the same steps in any Of�ce app. If you do not wish to sign out of your Microsoft account, read these steps without performing them.

1 Click File on the ribbon to open the Backstage view.

2 Click the Account tab to display the Account gallery (Figure 57).

3 Click the Sign out link, which displays the Remove Account dialog box. If a Can’t remove Windows accounts dialog box appears instead of the Remove Account dialog box, click the OK button and skip the remaining steps.

Why does a Can’t remove Windows accounts dialog box appear? If you signed in to Windows using your Microsoft account, then you also must sign out from Windows, rather than signing out from within Word. When you are �nished using Windows, be sure to sign out at that time.

4 Click the Yes button (Remove Account dialog box) to sign out of your Microsoft account on this computer.

Should I sign out of Windows after removing my Microsoft account? When you are �nished using the computer, you should sign out of Windows for maximum security.

5 Click the Back button in the upper-left corner of the Backstage view to return to the document.

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A Q

& A

Figure 57

Back button

Sign out link

Account tab is selected

user signed in to account

connected to OneDrive account

Account gallery

OFF 38 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

Screen Resolution Screen resolution indicates the number of pixels (dots) that the computer uses to display the letters, numbers, graphics, and background you see on the screen. When you increase the screen resolution, Windows displays more information on the screen, but the information decreases in size. The reverse also is true: as you decrease the screen resolution, Windows displays less information on the screen, but the information increases in size.

Screen resolution usually is stated as the product of two numbers, such as 1366 3 768 (pronounced “thirteen sixty-six by seven sixty-eight”). A 1366 3 768 screen resolution results in a display of 1366 distinct pixels on each of 768 lines, or about 1,050,624 pixels. Changing the screen resolution affects how the ribbon appears in Of�ce apps and some Windows dialog boxes. Figure 58 shows the Word ribbon at screen resolutions of 1366 3 768 and 1024 3 768. All of the same commands are available regardless of screen resolution. The app (Word, in this case), however, makes changes to the groups and the buttons within the groups to accommodate the various screen resolutions. The result is that certain commands may need to be accessed differently depending on the resolution chosen. A command that is visible on the ribbon and available by clicking a button at one resolution may not be visible and may need to be accessed using its Dialog Box Launcher at a different resolution.

Figure 58a

command names visible in Clipboard group

ribbon at 1366 x 768 resolution

eight Styles gallery commands visible

Figure 58b

not all command names visible in Clipboard

four Styles gallery commands visible

ribbon at 1024 x 768 resolution

Comparing the two ribbons in Figure 58, notice the changes in content and layout of the groups and galleries. In some cases, the content of a group is the same in each resolution, but the layout of the group differs. For example, the same gallery and buttons appear in the Styles groups in the two resolutions, but the layouts differ. In other cases, the content and layout are the same across the resolution, but the level of detail differs with the resolution.

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To Change the Screen Resolution

If you are using a computer to step through the modules in this book and you want your screen to match the �gures, you may need to change your screen’s resolution. Why? The �gures in this book use a screen resolution of 1366 3 768. The following steps change the screen resolution to 1366 3 768. Your computer already may be set to 1366 3 768. Keep in mind that many computer labs prevent users from changing the screen resolution; in that case, read the following steps for illustration purposes.

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Figure 59

shortcut menu

Show desktop button

2 • Click Display settings on the shortcut menu to open the Settings app window. If necessary, scroll to display the

‘Advanced display settings’ link (Figure 60).

Figure 60

Settings app window

‘Advanced display settings’ link

1 • Click the Show desktop button,

which is located at the far-right edge of the taskbar, to display the Windows desktop.

• Right-click an empty area on the Windows desktop to display a shortcut menu that contains a list of commands related to the desktop (Figure 59).

Why does my shortcut menu display different commands? Depending on your computer’s hardware and con�guration, different commands might appear on the shortcut menu.

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Display settings command

OFF 40 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

3 • Click ‘Advanced display settings’ in the Settings window to display the advanced display settings. • If necessary, scroll to display the Resolution box (Figure 61).

Figure 62

4 • Click the Resolution

box to display a list of available screen resolutions (Figure 62).

• If necessary, scroll to and then click 1366 3 768 to select the screen resolution.

What if my computer does not support the 1366 3 768 resolution? Some computers do not support the 1366 3 768 resolution. In this case, select a resolution that is close to the 1366 3 768 resolution.

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Figure 61

current resolution

Apply button

scroll bar

Resolution box

current resolution selected

Close button

1366 x 768 screen resolution

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Figure 63

Keep changes button

message prompting you to keep changes

Other Ways

1. Click Start button, click Settings, click System, click Display, click ‘Advanced display settings,’ select desired resolution in Resolution box, click Apply button, click Keep changes button

2. Type screen resolution in search box, click ‘Change the screen resolution,’ select desired resolution in Resolution box, click Apply, click Keep changes

To Exit an Of�ce App with One Document Open

When you exit an Of�ce app, such as Word, if you have made changes to a �le since the last time the �le was saved, the Of�ce app displays a dialog box asking if you want to save the changes you made to the �le before it closes the app window. Why? The dialog box contains three buttons with these resulting actions: the Save button saves the changes and then exits the Of�ce app, the Don’t Save button exits the Of�ce app without saving changes, and the Cancel button closes the dialog box and redisplays the �le without saving the changes.

If no changes have been made to an open document since the last time the �le was saved, the Of�ce app will close the window without displaying a dialog box.

The following steps exit an Of�ce app. In the following example, Word is used to illustrate exiting an Of�ce app; however, you would follow the same steps regardless of the Of�ce app you were using.

5 • Click the Apply button (Advanced

Display Settings window) (shown in Figure 61) to change the screen resolution and display a con�rmation message (Figure 63).

• Click the Keep changes button to accept the new screen resolution.

• Click the Close button (shown in Figure 62) to close the Settings app window.

Figure 64

Word window displayed

Close button

Word app button

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1 • If necessary, click the

Word app button on the taskbar to display the Word window on the desktop (Figure 64).

OFF 42 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

2 • Click the Close button to close the document and exit Word. If a Microsoft Word dialog box appears, click the Save

button to save any changes made to the document since the last save.

What if I have more than one document open in an Of�ce app? You could click the Close button for each open document. When you click the last open document’s Close button, you also exit the Of�ce app. As an alternative that is more ef�cient, you could right-click the app button on the taskbar and then click ‘Close all windows’ on the shortcut menu, or press ALT+F4 to close all open documents and exit the Of�ce app.

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Other Ways

1. Right-click the Of�ce app button on Windows taskbar, click Close window on shortcut menu

2. Press ALT + F4

To Copy a Folder to OneDrive

To back up your �les or easily make them available on another computer or mobile device, you can copy them to OneDrive. The following steps copy your CIS 101 folder to OneDrive. If you do not have access to a OneDrive account, read the following steps without performing them. Why? It often is good practice to have a backup of your �les so that they are available in case something happens to your original copies.

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1 • Click the File

Explorer button on the taskbar to make the folder window the active window.

• Click Documents in the This PC area of the navigation pane to display the CIS 101 folder in the �le list.

What if my CIS 101 folder is stored in a different location? Use the navigation pane to navigate to the location of your CIS 101 folder. The CIS 101 folder should be displayed in the �le list once you have located it.

• Click the CIS 101 folder in the �le list to select it (Figure 65).

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Figure 65

Documents folder is displayed

File Explorer button

Documents selected

CIS 101 folder selected

This PC area

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2 • Click Home on the

ribbon to display the Home tab.

• Click the Copy to button (Home tab | Organize group) to display the Copy to menu (Figure 66).

3 • Click Choose

location on the Copy to menu to display the Copy Items dialog box.

• Click OneDrive (Copy Items dialog box) to select it (Figure 67).

Figure 67

Copy button

OneDrive selected

Copy Items dialog box

4 • Click the Copy button (Copy Items dialog box)

to copy the selected folder to OneDrive.

• Click OneDrive in the navigation pane to verify the CIS 101 folder displays in the �le list (Figure 68).

Why does a Microsoft OneDrive dialog box display when I click OneDrive in the navigation pane? If you are not currently signed in to Windows using a Microsoft account, you will manually need to sign in to a Microsoft account to save �les to OneDrive. Follow the instructions on the screen to sign in to your Microsoft account.

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Figure 68

OneDrive selected in navigation pane

CIS 101 folder appears in OneDrive folder

Figure 66

Copy to button

Choose location command

Copy to menu

Home tab

ribbon

Other Ways

1. In File Explorer, select folder to copy, click Copy button (Home tab | Clipboard group), display contents of OneDrive in �le list, click Paste button (Home tab | Clipboard group)

2. In File Explorer, select folder to copy, press CTRL+C, display contents of OneDrive in �le list, press CTRL+V

3. Drag folder to copy to OneDrive in navigation pane

OFF 44 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

To Unlink a OneDrive Account

If you are using a public computer and are not signed in to Windows with a Microsoft account, you should unlink your OneDrive account so that other users cannot access it. Why? If you do not unlink your OneDrive account, other people using the same user account on the computer will be able to view, remove, and add to �les stored in your OneDrive account.

The following steps unlink your OneDrive account. If you do not wish to sign out of your Microsoft account, read these steps without performing them.

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1 • Click the ‘Show hidden icons’ button on the Windows taskbar to show a menu of hidden icons (Figure 69).

Figure 69

hidden icons appear

OneDrive icon

Figure 70

2 • Right click the OneDrive icon (shown in Figure 69) to display a shortcut menu (Figure 70).

‘Show hidden icons’ button

shortcut menu

Settings command

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3 • Click Settings on the shortcut menu to display the Microsoft OneDrive dialog box (Figure 71).

Figure 71

message about unlinking OneDrive account

Microsoft OneDrive dialog box

Unlink OneDrive button

Figure 72

dialog box indicates you no longer are signed in to OneDrive

Close button

Break Point: If you wish to take a break, this is a good place to do so. To resume at a later time, continue to follow the steps from this location forward.

4 • If necessary, click the

Settings tab.

• Click the Unlink OneDrive button (Microsoft OneDrive dialog box) to unlink the OneDrive account (Figure 72).

• When the Microsoft OneDrive dialog box appears with a Welcome to OneDrive message, click the Close button.

• Minimize the File Explorer window.

Additional Microsoft Of�ce Apps The previous section used Word to illustrate common features of Of�ce and some basic elements unique to Word. The following sections present elements unique to PowerPoint, Excel, and Access, as well as illustrate additional common features of Of�ce.

OFF 46 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

In the following pages, you will learn how to do the following: 1. Run an Of�ce app (PowerPoint) using the search box. 2. Create two small documents in the same Of�ce app (PowerPoint). 3. Close one of the documents. 4. Reopen the document just closed. 5. Create a document in a different Of�ce app (Excel). 6. Save the document with a new �le name. 7. Create a �le in a different Of�ce app (Access). 8. Close the �le and then open the �le.

PowerPoint PowerPoint is a full-featured presentation app that allows you to produce

compelling presentations to deliver and share with an audience (Figure 73). A PowerPoint presentation also is called a slide show. PowerPoint contains many features to design, develop, and organize slides, including formatting text, adding and editing video and audio clips, creating tables and charts, applying artistic effects to pictures, animating graphics, and collaborating with friends and colleagues. You then can turn your presentation into a video, broadcast your slide show on the web, or create a photo album.

Figure 73

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To Run an App Using the Search Box

The following steps, which assume Windows is running, use the search box to run the PowerPoint app based on a typical installation; however, you would follow similar steps to run any Of�ce app. Why? Some people prefer to use the search box to locate and run an app, as opposed to searching through a list of all apps on the Start menu. You may need to ask your instructor how to run apps for your computer.

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Figure 74

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search results

PowerPoint 2016 app search result

search text entered in search box

Figure 75

1 • Type PowerPoint 2016 as

the search text in the search box and watch the search results appear in the search results (Figure 74).

Do I need to type the complete app name or use correct capitalization? No, you need to type just enough characters of the app name for it to appear in the search results. For example, you may be able to type PowerPoint or powerpoint, instead of PowerPoint 2016.

2 • Click the app name, PowerPoint

2016 in this case, in the search results to run PowerPoint (Figure 75).

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Blank Presentation thumbnail

OFF 48 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

The PowerPoint Window and Ribbon The PowerPoint window consists of a variety of components to make your work

more ef�cient and documents more professional: the window, ribbon, mini toolbar, shortcut menus, Quick Access Toolbar, and Microsoft Account area. Many of these components are common to other Of�ce apps and have been discussed earlier in this module. Other components, discussed in the following paragraphs and later in subsequent modules, are unique to PowerPoint.

The basic unit of a PowerPoint presentation is a slide. A slide may contain text and objects, such as graphics, tables, charts, and drawings. Layouts are used to position this content on the slide. When you create a new presentation, the default Title Slide layout appears (shown in Figure 76). The purpose of this layout is to introduce the presentation to the audience. PowerPoint includes several other built-in standard layouts.

The default slide layouts are set up in landscape orientation, where the slide width is greater than its height. In landscape orientation, the slide size is preset to 13.3 inches wide and 7.5 inches high when printed on a standard sheet of paper measuring 11 inches wide and 8.5 inches high.

Placeholders Placeholders are boxes with dashed or solid borders that are displayed when you create a new slide. All layouts except the Blank slide layout contain placeholders. Depending on the particular slide layout selected, title and subtitle placeholders are displayed for the slide title and subtitle; a content placeholder is displayed for text or a table, chart, picture, graphic, or movie. The title slide in Figure 76 has two text placeholders for the main heading, or title, and the subtitle.

Ribbon The ribbon in PowerPoint is similar to the one in Word and the other Microsoft Of�ce apps. When you run PowerPoint, the ribbon displays nine main tabs: File, Home, Insert, Design, Transitions, Animations, Slide Show, Review, and View.

3 • Click the Blank Presentation thumbnail to create a blank presentation and display it in the PowerPoint window. • If the app window is not maximized, click the Maximize button on its title bar to maximize the window (Figure 76).

Figure 76

title text placeholder

title of blank presentation is Presentation1

subtitle text placeholder

Windows taskbar displays PowerPoint app button, indicating PowerPoint is running Normal view button

is selected when you run PowerPoint

Restore Down button replaces Maximize button

Thumbnail pane

‘Click to add title’ label

title bar

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1 • Click the ‘Click to

add title’ label located inside the title text placeholder (shown in Figure 76) to select the placeholder.

• Type Mara’s Marbles in the title text placeholder. Do not press the ENTER key because you do not want to create a new line of text (Figure 77).

To Enter Content in a Title Slide

With the exception of a blank slide, PowerPoint assumes every new slide has a title. Many of PowerPoint’s layouts have both a title text placeholder and at least one content placeholder. To make creating a presentation easier, any text you type after a new slide appears becomes title text in the title text placeholder. As you begin typing text in the title text placeholder, the title text also is displayed in the Slide 1 thumbnail in the Thumbnail pane. The title for this presentation is Mara’s Marbles. The following step enters a presentation title on the title slide. Why? In general, every presentation should have a title to describe what the presentation will be covering.

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To Save a File in a Folder

The following steps save the presentation in the PowerPoint folder in the class folder (CIS 101, in this case) in the Documents folder using the �le name, Mara’s Marbles.

1 Click the Save button on the Quick Access Toolbar (shown in Figure 77), which depending on settings will display either the Save As gallery in the Backstage view or the Save As dialog box.

2 If your screen displays the Backstage view, click This PC, if necessary, to display options in the right pane related to saving on your computer; if your screen already displays the Save As dialog box, proceed to Step 4.

3 Click the Browse button in the left pane to display the Save As dialog box.

4 If necessary, type Mara’s Marbles in the File name box (Save As dialog box) to change the �le name. Do not press the ENTER key after typing the �le name because you do not want to close the dialog box at this time.

5 Navigate to the desired save location (in this case, the PowerPoint folder in the CIS 101 folder [or your class folder] in the Documents folder). For speci�c instructions, perform the tasks in Steps 5a through 5e.

5a If the Documents folder is not displayed in the navigation pane, slide to scroll or drag the scroll bar in the navigation pane until Documents appears.

Figure 77Figure 77

title text entered in placeholder

Save button

sizing handles

dashed lines around border indicate placeholder is selected

OFF 50 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

5b If the Documents folder is not expanded in the navigation pane, double-click Documents to display its folders in the navigation pane.

5c If the Documents folder is not expanded in the navigation pane, double-click Documents to display its folders in the navigation pane.

5d If your class folder (CIS 101, in this case) is not expanded, double-click the CIS 101 folder to select the folder and display its contents in the navigation pane.

5e Click the PowerPoint folder in the navigation pane to select it as the new save location and display its contents in the �le list.

6 Click the Save button (Save As dialog box) to save the presentation in the selected folder in the selected location with the entered �le name.

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Figure 78

right pane of Info gallery automatically displays some common document properties

Backstage view

�le name Info tab automatically selected

Info gallery

To Create a New Of�ce Document from the Backstage View

As discussed earlier, the Backstage view contains a set of commands that enable you to manage documents and data about the documents. Why? From the Backstage view in PowerPoint, for example, you can create, open, print, and save presentations. You also can share documents, manage versions, set permissions, and modify document properties. In other Of�ce 2016 apps, the Backstage view may contain features speci�c to those apps. The following steps create a �le, a blank presentation in this case, from the Backstage view.

1 • Click File on the ribbon to open the Backstage view (Figure 78).

What is the purpose of the Info tab in the Backstage view? The Info tab, which is selected by default when you click File on the ribbon, allows you to protect your document, inspect your document, and manage versions of your document as well as view all the �le properties, such as when the �le was created.

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2 • Click the New tab in

the Backstage view to display the New gallery (Figure 79).

Can I create documents through the Backstage view in other Of�ce apps? Yes. If the Of�ce app has a New tab in the Backstage view, the New gallery displays various options for creating a new �le.

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Figure 79

New tab

Blank Presentation thumbnail

New gallery

3 • Click the Blank Presentation thumbnail in the New gallery to create a new presentation.

To Enter Content in a Title Slide of a Second PowerPoint Presentation

The presentation title for this presentation is Visiting National Monuments. The following steps enter a presentation title on the title slide.

1 Click the title text placeholder to select it.

2 Type Visiting National Monuments in the title text placeholder. Do not press the ENTER key.

To Save a File in a Folder

The following steps save the second presentation in the PowerPoint folder in the class folder (CIS 101, in this case) in the Documents folder using the �le name, Visiting National Monuments.

1 Click the Save button on the Quick Access Toolbar, which depending on settings will display either the Save As gallery in the Backstage view or the Save As dialog box.

3 Click the Browse button in the left pane to display the Save As dialog box.

Other Ways

1. Press CTRL + N

OFF 52 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

To Close an Of�ce File Using the Backstage View

Sometimes, you may want to close an Of�ce �le, such as a PowerPoint presentation, entirely and start over with a new �le. You also may want to close a �le when you are done working with it. Why? You should close a �le when you are done working with it so that you do not make inadvertent changes to it. The following steps close the current active Of�ce �le, that is, the Visiting National Monuments presentation, without exiting the active app (PowerPoint, in this case).

4 If necessary, type Visiting National Monuments in the File name box (Save As dialog box) to change the �le name. Do not press the ENTER key after typing the �le name because you do not want to close the dialog box at this time.

5 If necessary, navigate to the desired save location (in this case, the PowerPoint folder in the CIS 101 folder [or your class folder] in the Documents folder). For speci�c instructions, perform the tasks in Steps 5a through 5e in the previous section titled To Save a File in a Folder.

6 Click the Save button (Save As dialog box) to save the presentation in the selected folder on the selected drive with the entered �le name.

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1 • Click File on the ribbon to open

the Backstage view (Figure 80).

2 • Click Close in the Backstage view

to close the open �le (Visiting National Monuments, in this case) without exiting the active app.

What if the Of�ce app displays a dialog box about saving? Click the Save button if you want to save the changes, click the Don’t Save button if you want to ignore the changes since the last time you saved, and click the Cancel button if you do not want to close the document.

Can I use the Backstage view to close an open �le in other Of�ce apps, such as Word and Excel? Yes.

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Figure 80

Close command

Other Ways

1. Press CTRL+F4

To Open a Recent Of�ce File Using the Backstage View

You sometimes need to open a �le that you recently modi�ed. Why? You may have more changes to make, such as adding more content or correcting errors. The Backstage view allows you to access recent �les easily. The following steps reopen the Visiting National Monuments �le just closed.

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1 • Click File on the ribbon to open

the Backstage view.

• Click the Open tab in the Backstage view to display the Open gallery (Figure 81).

2 • Click the desired �le name in

the Recent list, Visiting National Monuments in this case, to open the �le.

Can I use the Backstage view to open a recent �le in other Of�ce apps, such as Word and Excel? Yes, as long as the �le name appears in the list of recent �les.

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Other Ways

1. Click File on ribbon, click Open in Backstage view, click This PC, click Browse button, navigate to �le (Open dialog box), click Open button

Figure 81

Visiting National Monuments presentation

list of recent presentations

Open gallery

Open tab

To Exit an Of�ce App

You are �nished using PowerPoint. Thus, you should exit this Of�ce app. The following steps exit PowerPoint.

1 If you have one Of�ce document open, click the Close button on the right side of the title bar to close the document and exit the Of�ce app; or if you have multiple Of�ce documents open, right-click the app button on the taskbar and then click ‘Close all windows’ on the shortcut menu, or press ALT+F4 to close all open documents and exit the Of�ce app.

If I am using a touch screen, could I press and hold the Close button until all windows close and the app exits? Yes.

2 If a dialog box appears, click the Save button to save any changes made to the document since the last save.

Excel Excel is a powerful spreadsheet app that allows users to organize data, complete Excel is a powerful spreadsheet app that allows users to organize data, complete Excel

calculations, make decisions, graph data, develop professional-looking reports (Figure 82), publish organized data to the web, and access real-time data from websites. The four major parts of Excel are:

• Workbooks and Worksheets: A workbook is like a notebook. Inside the workbook workbook is like a notebook. Inside the workbook workbook are sheets, each of which is called a worksheet. Thus, a workbook is a collection of worksheets. Worksheets allow users to enter, calculate, manipulate, and analyze data, such as numbers and text. The terms worksheet and spreadsheet are interchangeable.

• Charts: Excel can draw a variety of charts, such as column charts and pie charts.

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OFF 54 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

• Tables: Tables organize and store data within worksheets. For example, once a user enters data into a worksheet, an Excel table can sort the data, search for speci�c data, and select data that satis�es de�ned criteria.

• Web Support: Web support allows users to save Excel worksheets or parts of a worksheet in a format that a user can view in a browser, so that a user can view and manipulate the worksheet using a browser. Excel web support also provides access to real-time data, such as stock quotes, using web queries.

Figure 82

Figure 83

File Explorer button

CIS 101 folder

New submenu Excel folder

To Create a New Blank Of�ce Document from File Explorer

File Explorer provides a means to create a blank Of�ce document without running an Of�ce app. The following steps use File Explorer to create a blank Excel document. Why? Sometimes you might need to create a blank document and then return to it later for editing.

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1 • If necessary, click the File Explorer

button on the taskbar to make the folder window the active window.

• If necessary, double-click the Documents folder in the navigation pane to expand the Documents folder.

• If necessary, double-click your class folder (CIS 101, in this case) in the navigation pane to expand the folder.

• Click the Excel folder in the navigation pane to display its contents in the �le list.

• With the Excel folder selected, right-click an open area in the �le list to display a shortcut menu.

• Point to New on the shortcut menu to display the New submenu (Figure 83).

navigation pane

‘Microsoft Excel Worksheet’ command

New command

shortcut menu

clustered column chart

data in worksheet

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2 • Click ‘Microsoft Excel Worksheet’

on the New submenu to display an icon and text box for a new �le in the current folder window with the �le name, New Microsoft Excel Worksheet, selected (Figure 84).

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Figure 84

text box shows default �le name

entry for new Microsoft Excel Worksheet

Excel icon

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Figure 85

new �le name Silver Sky Hardware document icon

To Run an App from File Explorer and Open a File

Previously, you learned how to run an Of�ce app using the Start menu and the search box. The following steps, which assume Windows is running, use File Explorer to run the Excel app based on a typical installation. Why? Another way to run an Of�ce app is to open an existing �le from File Explorer, which causes the app in which the �le was created to run and then open the selected �le. You may need to ask your instructor how to run Of�ce apps for your computer.

1 • If necessary, display

the �le to open in the folder window in File Explorer (shown in Figure 85).

• Right-click the �le icon or �le name (Silver Sky Hardware, in this case) to display a shortcut menu (Figure 86).

Figure 86

Open command

�le to be opened

shortcut menu

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3 • Type Silver Sky Hardware

in the text box and then press the ENTER key to assign a new �le name to the new �le in the current folder (Figure 85).

OFF 56 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

2 • Click Open on the shortcut menu to open the selected �le in the app used to create the �le, Excel in this case

(Figure 87).

• If the window is not maximized, click the Maximize button on the title bar to maximize the window.

Figure 87

Name Box with active cell reference

Silver Sky Hardware workbook

worksheet window

row heading 12

sheet tab

status bar

tab scrolling buttons

heavy border surrounding active cell

pointer

cell C6

highlighted row and column headings indicate cell A1 is active

gridlines

View buttons; default is Normal view

scroll boxes

adjusts size of displayed document

scroll bars

scroll arrows

Restore Down button replaces Maximize button when worksheet is maximized

column heading L

Instead of using File Explorer, can I run Excel using the same method shown previously for Word and PowerPoint? Yes, you can use any method of running an Of�ce app to run Excel.Q

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Unique Features of Excel The Excel window consists of a variety of components to make your work more

ef�cient and worksheets more professional. These include the worksheet window, ribbon, Tell Me box, mini toolbar and shortcut menus, Quick Access Toolbar, and Microsoft Account area. Some of these components are common to other Of�ce apps; others are unique to Excel.

Excel opens a new workbook with one worksheet. If necessary, you can add additional worksheets.

Each worksheet has a sheet name that appears on a sheet tab at the bottom of the workbook. For example, Sheet1 is the name of the active worksheet displayed in the Silver Sky Hardware workbook. You can add more sheets to the workbook by clicking the New sheet button.

The Worksheet The worksheet is organized into a rectangular grid containing vertical columns and horizontal rows. A column letter above the grid, also called the column heading, identi�es each column. A row number on the left side of the grid, also called the row heading, identi�es each row.

The intersection of each column and row is a cell. A cell is the basic unit of a worksheet into which you enter data. Each worksheet in a workbook has 16,384

BTW The Worksheet Size and Window The 16,384 columns and 1,048,576 rows in Excel make for a huge worksheet that — if you could imagine — takes up the entire side of a building to display in its entirety. Your computer screen, by comparison, is a small window that allows you to view only a minute area of the worksheet at one time. While you cannot see the entire worksheet, you can move the window over the worksheet to view any part of it.

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columns and 1,048,576 rows for a total of 17,179,869,184 cells. Only a small fraction of the active worksheet appears on the screen at one time.

A cell is referred to by its unique address, or cell reference, which is the coordinates of the intersection of a column and a row. To identify a cell, specify the column letter �rst, followed by the row number. For example, cell reference C6 refers to the cell located at the intersection of column C and row 6 (Figure 87).

One cell on the worksheet, designated the active cell, is the one into which you can enter data. The active cell in Figure 87 is A1. The active cell is identi�ed in three ways. First, a heavy border surrounds the cell; second, the active cell reference shows immediately above column A in the Name box; and third, the column heading A and row heading 1 are highlighted so that it is easy to see which cell is active (Figure 87).

The horizontal and vertical lines on the worksheet itself are called gridlines. Gridlines make it easier to see and identify each cell in the worksheet. If desired, you can turn the gridlines off so that they do not show on the worksheet. While learning Excel, gridlines help you to understand the structure of the worksheet.

The pointer in Figure 87 has the shape of a block plus sign. The pointer appears as a block plus sign whenever it is located in a cell on the worksheet. Another common shape of the pointer is the block arrow. The pointer turns into the block arrow when you move it outside the worksheet or when you drag cell contents between rows or columns.

Ribbon When you run Excel, the ribbon displays eight main tabs: File, Home, Insert, Page Layout, Formulas, Data, Review, and View. The Formulas and Data tabs are speci�c to Excel. The Formulas tab allows you to work with Excel formulas, and the Data tab allows you to work with data processing features such as importing and sorting data.

Formula Bar As you type, Excel displays the entry in the formula bar, which appears below the ribbon (Figure 88). You can make the formula bar larger by dragging the sizing handle at the bottom of the formula bar or clicking the expand button to the right of the formula bar. Excel also displays the active cell reference in the Name box on the left side of the formula bar.

To Enter a Worksheet Title

To enter data into a cell, you �rst must select it. The easiest way to select a cell (make it active) is to use the mouse to move the block plus sign pointer to the cell and then click. An alternative method is to use the arrow keys that are located just to the right of the typewriter keys on the keyboard. An arrow key selects the cell adjacent to the active cell in the direction of the arrow on the key.

In Excel, any set of characters containing a letter, hyphen (as in a telephone number), or space is considered text. Text is used to place titles, such as worksheet titles, column titles, and row titles, on the Text is used to place titles, such as worksheet titles, column titles, and row titles, on the Text worksheet. The following steps enter the worksheet title in cell A1. Why? A title informs others as to the contents of the worksheet, such as information regarding a company.

Figure 88

Name Box formula bar

formula bar expand button

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BTW Customizing the Ribbon In addition to customizing the Quick Access Toolbar, you can add items to and remove items from the ribbon. To customize the ribbon, click File on the ribbon to open the Backstage view, click the Options tab in the Backstage view, and then click Customize Ribbon in the left pane of the Options dialog box. More information about customizing the ribbon is presented in a later module.

OFF 58 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

1 • If it is not already the active cell,

click cell A1 to make it the active cell.

• Type Silver Sky Hardware in cell A1 (Figure 89).

Figure 89

Cancel button

text displayed in formula bar

text in active cell over�ows into adjacent cells to rightheavy border

indicates cell A1 is active

Enter button

2 • Click the Enter button to complete

the entry and enter the worksheet title in cell A1 (Figure 90).

Why do some commands on the ribbon appear dimmed? Excel dims the commands that are unavailable for use at the current time.

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Figure 90

Enter button and Cancel button dimmed and unavailable

text entered in cell A1

To Save an Existing Of�ce File with the Same File Name

Saving frequently cannot be overemphasized. Why? You have made modi�cations to the �le (spreadsheet) since you Why? You have made modi�cations to the �le (spreadsheet) since you Why? created it. Thus, you should save again. Similarly, you should continue saving �les frequently so that you do not lose the changes you have made since the time you last saved the �le. You can use the same �le name, such as Silver Sky Hardware, to save the changes made to the document. The following step saves a �le again with the same �le name.

Other Ways

1. To complete entry, click any cell other than active cell 2. To complete entry, press ENTER, HOME, PAGE UP, PAGE DOWN, END, UP ARROW, DOWN ARROW, LEFT ARROW, or RIGHT ARROW

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1 • Click the Save button on the Quick

Access Toolbar to overwrite the previously saved �le (Silver Sky Hardware, in this case) in the Excel folder (Figure 91).

Figure 91

Save button

File tab

Excel saved workbook with same �le name, Silver Sky Hardware

Other Ways

1. Press CTRL+S 2. Press SHIFT+F12

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To Save a File with a New File Name

You might want to save a �le with a different �le name or to a different location. For example, you might start a homework assignment with a data �le and then save it with a �nal �le name for submission to your instructor, saving it to a location designated by your instructor. The following steps save a �le with a different �le name.

1 Click the File tab to open the Backstage view.

2 Click the Save As tab to display the Save As gallery.

3 If necessary, click This PC to display options in the right pane related to saving on your computer.

4 Click the Browse button in the left pane to display the Save As dialog box.

5 Type Silver Sky Hardware Sales Summary in the File name box (Save As dialog box) to change the �le name. Do not press the ENTER key after typing the �le name because you do not want to close the dialog box at this time.

6 If necessary, navigate to the desired save location (in this case, the Excel folder in the CIS 101 folder [or your class folder] in the Documents folder). For speci�c instructions, perform the tasks in Steps 5a through 5e in the previous section titled To Save a File in a Folder, replacing the PowerPoint folder with the Excel folder.

7 Click the Save button (Save As dialog box) to save the worksheet in the selected folder on the selected drive with the entered �le name.

To Exit an Of�ce App

You are �nished using Excel. The following steps exit Excel.

1 If you have one Of�ce document open, click the Close button on the right side of the title bar to close the document and exit the Of�ce app; or if you have multiple Of�ce documents open, right-click the app button on the taskbar and then click ‘Close all windows’ on the shortcut menu, or press ALT + F4 to close all open documents and exit the Of�ce app.

2 If a dialog box appears, click the Save button to save any changes made to the �le since the last save.

Access The term database describes a collection of data organized in a manner that

allows access, retrieval, and use of that data. Access is a database management system. A database management systemA database management systemA is software that allows you to use a computer to create a database; add, change, and delete data in the database; create queries that allow you to ask questions concerning the data in the database; and create forms and reports using the data in the database.

To Run an App

The following steps, which assume Windows is running, run the Access app based on a typical installation. You may need to ask your instructor how to run apps for your computer.

OFF 60 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

1 Type Access 2016 as the search text in the search box and watch the search results appear in the search results.

2 Click the app name, Access 2016 in this case, in the search results to run Access.

3 If the window is not maximized, click the Maximize button on its title bar to maximize the window (Figure 92).

Do I have to run Access using these steps? No. You can use any previously discussed method of running an Of�ce app to run Access.

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Figure 92

Access app button

‘Blank desktop database’ thumbnail

Unique Elements in Access You work on objects such as tables, forms, and reports in the Access work area.

Figure 93 shows a work area with multiple objects open. Object tabs for the open objects appear at the top of the work area. You select an open object by clicking its tab. In the �gure, the Customer List table is the selected object. To the left of the work area is the Navigation Pane, which contains a list of all the objects in the database. You use this pane to open an object. You also can customize the way objects are displayed in the Navigation Pane.

Because the Navigation Pane can take up space in the window, you may not have as much open space for working as you would with Word or Excel. You can use the ‘Shutter Bar Open/Close Button’ to minimize the Navigation Pane when you are not using it, which allows more space to work with tables, forms, reports, and other database elements.

Figure 93

Navigation Pane

pointer

selected object tab

Access objects

status bar View buttons

Access work area with multiple objects open

‘Shutter Bar Open/ Close Button’

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Ribbon When you run Access, the ribbon displays �ve main tabs: File, Home, Create, External Data, and Database Tools. Access has unique groupings such as Sort & Filter and Records that are designed speci�cally for working with databases. Many of the formatting options are reserved for the tool tabs that appear when you are working with forms and reports.

To Create an Access Database

Unlike the other Of�ce apps, Access saves a database when you �rst create it. When working in Access, you will add data to an Access database. As you add data to a database, Access automatically saves your changes rather than waiting until you manually save the database or exit Access. Recall that in Word and Excel, you entered the data �rst and then saved it.

Because Access automatically saves the database as you add and change data, you do not always have to click the Save button on the Quick Access Toolbar. Instead, the Save button in Access is used for saving the objects (including tables, queries, forms, reports, and other database objects) a database contains. You can use either the ‘Blank desktop database’ option or a template to create a new database. If you already know the organization of your database, you would use the ‘Blank desktop database’ option. If not, you can use a template. Templates can guide you by suggesting some commonly used database organizations.

The following steps use the ‘Blank desktop database’ option to create a database named Rimitoein Electronics in the Access folder in the class folder (CIS 101, in this case) in the Documents folder. Why? You have decided to use Microsoft Access to maintain large amounts of data.

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1 • Click the ‘Blank desktop database’ thumbnail

(shown in Figure 92) to select the database type.

• Type Rimitoein Electronics in the File Name text box (Blank desktop database dialog box) to enter the new �le name. Do not press the ENTER key after typing the �le name because you do not want to create the database at this time (Figure 94).

Figure 94

new database name entered in File Name text box

‘Browse for a location to put your database’ button

2 • Click the ‘Browse for a location to put your

database’ button to display the File New Database dialog box.

• Navigate to the location for the database, that is, the Documents folder, then to the folder identifying your class (CIS 101, in this case), and then to the Access folder (Figure 95). For speci�c instructions, perform the tasks in Steps 5a through 5e in the previous section titled To Save a File in a Folder, replacing the PowerPoint folder with the Access folder.

Why does the ‘Save as type’ box say Microsoft Access 2007-2016 Databases? Microsoft Access database formats change with some new versions of Microsoft Access. The most recent format is the Microsoft Access 2007-2016 Databases format, which was released with Access 2007.

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Figure 95

File New Database dialog box

Access folder selected

�le name displayed in File name box

OK button

OFF 62 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

3 • Click the OK button (File New

Database dialog box) to select the Access folder as the location for the database and close the dialog box (Figure 96).

4 • Click the Create button (Blank

desktop database dialog box) to create the database on the selected drive in the selected folder with the �le name, Rimitoein Electronics (Figure 97).

How do I know that the Rimitoein Electronics database is created? The �le name of the database appears on the title bar.

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A Figure 96

�le name

�le location

Create button

Figure 97

Access work area with one object (Table1) open

Access automatically creates default table

Windows taskbar displays Access app button, indicating Access is running

table appears in Datasheet view

database �le name appears on title bar

To Close an Of�ce File

Assume you need to close the Access database and return to it later. The following step closes an Of�ce �le.

1 Click File on the ribbon to open the Backstage view and then click Close in the Backstage view to close the open �le (Rimitoein Electronics, in this case) without exiting the active app.

Why is Access still on the screen? When you close a database, the app remains running.Q

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To Open an Existing Of�ce File

Assume you wish to continue working on an existing �le, that is, a �le you previously saved. Earlier in this module, you learned how to open a recently used �le through the Backstage view. The following step opens a database, speci�cally the Rimitoein Electronics database, that recently was saved. Why? Because the �le has been created already, you just need to reopen it.

1 • Click File on the ribbon to open the Backstage view and then click Open in the Backstage view to display the Open

gallery in the Backstage view.

• Click This PC to display recent folders accessed on your computer. • Click the Browse button to display the Open dialog box. • If necessary, navigate to the location of the �le to open. • Click the �le to open, Rimitoein Electronics in this case, to select the �le (Figure 98). • Click the Open button (Open dialog box) to open the �le. If necessary, click the Enable Content button.

Why did the Security Warning appear? The Security Warning appears when you open an Of�ce �le that might contain harmful content. The �les you create in this module are not harmful, but you should be cautious when opening �les from other people.

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Figure 98

Open tab selected Open gallery

Open dialog box

Open button

This PC selected

Browse button

�le name selected

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Other Ways

1. Press CTRL+O 2. Navigate to �le in File Explorer window, double-click �le name

To Exit an Of�ce App

You are �nished using Access. The following step exits Access.

1 Click the Close button on the right side of the title bar to close the �le and exit the Of�ce app.

OFF 64 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

Other Of�ce Apps In addition to the Of�ce apps discussed thus far, three other apps are useful when collaborating and communicating with others: Outlook, Publisher, and OneNote.

Outlook Outlook is a powerful communications and scheduling app that helps you Outlook is a powerful communications and scheduling app that helps you Outlook

communicate with others, keep track of contacts, and organize your calendar. Apps such as Outlook provide a way for individuals and workgroups to organize, �nd, view, and share information easily. Outlook allows you to send and receive email messages and provides a means to organize contacts. Users can track email messages, meetings, and notes related to a particular contact. Outlook’s Calendar, People, Tasks, and Notes components aid in this organization. Contact information readily is available from the Outlook Calendar, Mail, People, and Task components by accessing the Search Contacts feature.

Email is the transmission of messages and �les over a computer network. Email has become an important means of exchanging information and �les between business associates, classmates and instructors, friends, and family. Businesses �nd that using email to send documents electronically saves both time and money. Parents with students away at college or relatives who live across the country �nd that communicating by email is an inexpensive and easy way to stay in touch with their family members. Exchanging email messages is a widely used service of the Internet.

The Outlook Window Figure 99 shows an Outlook window, which is divided into three panes: the Navigation pane, the message pane to the left of center, and the Reading pane to the right of center.

Figure 99

Inbox - Outlook window

title bar

Inbox folder

selected message displays in Reading pane

Mail button

Reading pane

Navigation pane

message pane

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When an email message is open in Outlook, it is displayed in a Message window (Figure 100). When you open a message, the Message tab on the ribbon appears, which contains the more frequently used commands.

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Figure 100

Untitled - Message window

contents of message will display in message area

message header contains message subject, sender’s name and email address, recipient’s email address, and other information about message

Publisher Publisher is a powerful desktop publishing (DTP) app that assists you Publisher is a powerful desktop publishing (DTP) app that assists you Publisher

in designing and producing professional-quality documents that combine text, graphics, illustrations, and photos. DTP software provides additional tools beyond those typically found in word processing apps, including design templates, graphic manipulation tools, color schemes or libraries, advanced layout and printing tools, and web components. For large jobs, businesses use DTP software to design publications that are camera ready, which means the �les are suitable for outside commercial printing. In addition, DTP software can be used to create webpages and interactive web forms.

Publisher is used by people who regularly produce high-quality color publications, such as newsletters, brochures, ªyers, logos, signs, catalogs, cards, and business forms. Publisher has many features designed to simplify production and make publications visually appealing. Using Publisher, you easily can change the shape, size, and color of text and graphics. You can include many kinds of graphical objects, including mastheads, borders, tables, images, pictures, charts, and web objects in publications, as well as integrate spreadsheets and databases.

The Publisher Window Publisher initially displays a list of publication types. Publication types are typical publications used by desktop publishers. The more popular types are displayed in the center of the window.

Once you select a publication type, a dialog box is displayed to allow you to create the publication (Figure 101). Some templates are installed with Publisher, and others are available online. In Figure 101, the Business newsletter publication dialog box is displayed.

BTW Running Publisher When you �rst run Publisher, the New templates gallery usually is displayed in the Backstage view. If it is not displayed, click File on the ribbon, click the Options tab in the Backstage view, click General (Publisher Options dialog box), and then click ‘Show the New template gallery when starting Publisher’ to select the check box in the right pane.

OFF 66 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

Figure 101

Create button

Publisher app button displayed on taskbar

Business newsletter template

When you select the desired template, Publisher creates the publication and sets it up for you to edit. Figure 102 shows the Business newsletter publication that Publisher creates when default options are selected.

OneNote OneNote is a note taking app that assists you in entering, saving, organizing,

searching, and using notes. It enables you to create pages, which are organized in sections, just as in a physical notebook. In OneNote, you can type notes anywhere on a page and then easily move the notes around on the page. You can create lists and outlines, use handwriting to enter notes, and create drawings. If you use a tablet to add handwritten notes to a document, OneNote can convert the handwriting to text. It also can perform searches on the handwritten entries. Pictures and data from other apps easily are incorporated in your notes.

In addition to typing and handwriting, you can take audio notes. For example, you could record conversations during a meeting or lecture. As you record, you can take

Figure 102

Page Navigation pane

page layout

‘Collapse Page Navigation Pane’ button minimizes Page Navigation pane

status bar

Page Number button displays current page number and total number of pages

Expand/Collapse Section button hides or shows images of pages

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additional notes. When you play back the audio notes, you can synchronize the additional notes you took; that is, OneNote will show you during playback the exact points at which you added the notes. A variety of note ªags, which are symbols that call your attention to notes on a page, enable you to ªag notes as being important. You then can use the Note Flags summary to view the ªagged notes, which can be sorted in a variety of ways.

OneNote includes tools to assist you with organizing a notebook and navigating its contents. It also includes a search feature, making it easy to �nd the speci�c notes in which you are interested. For short notes that you always want to have available readily, you can use Side Notes, which are used much like the sticky notes that you might use in a physical notebook.

OneNote Window All activity in OneNote takes place in the notebook (Figure 103). Like a physical notebook, the OneNote notebook consists of notes that are placed on pages. The pages are grouped into sections, which can be further grouped into folders. (No folders are shown in the notebook in the �gure.) You can use the Search box to search for speci�c text in your notes.

section tabs title bar

Search box

Page Tabs pane

OneNote app button on taskbarnotebook

Figure 103

Break Point: If you wish to take a break, this is a good place to do so. To resume at a later time, continue to follow the steps from this location forward.

You can add pages to the notebook using the Add Page button in the Page Tabs pane. If page tabs are displayed, you can switch to a page by clicking its tab. Figure 103 shows the Quick Notes page being displayed for the notebook.

Renaming, Moving, and Deleting Files Earlier in this module, you learned how to organize �les in folders, which is part of a process known as �le management. The following sections cover additional �le management topics including renaming, moving, and deleting �les.

OFF 68 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

To Rename a File

In some circumstances, you may want to change the name of, or rename, a �le or a folder. Why? You may want to distinguish a �le in one folder or drive from a copy of a similar �le, or you may decide to rename a �le to better identify its contents. The following steps change the name of the National Monuments �le in the Word folder to National Monuments Flyer.

1 • If necessary, click the File Explorer

button on the taskbar to make the folder window the active window.

• Navigate to the location of the �le to be renamed (in this case, the Word folder in the CIS 101 [or your class folder] folder in the Documents folder) to display the �le(s) it contains in the �le list.

• Right-click the National Monuments icon or �le name in the �le list to select the National Monuments �le and display a shortcut menu that presents a list of commands related to �les (Figure 104).

2 • Click Rename on the shortcut

menu to place the current �le name in a text box.

• Type National Monuments Flyer in the text box and then press the ENTER key (Figure 105).

Are any risks involved in renaming �les that are located on a hard drive? If you inadvertently rename a �le that is associated with certain apps, the apps may not be able to �nd the �le and, therefore, may not run properly. Always use caution when renaming �les.

Can I rename a �le when it is open? No, a �le must be closed to change the �le name.

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Figure 104

File Explorer window opened

shortcut menu

Word folder

Rename command

Figure 105

�le name changed

Other Ways

1. Select �le, press F2, type new �le name, press ENTER 2. Select �le, click Rename (Home tab | Organize group), type new �le name, press ENTER

7 CHANGE SCREEN RESOLUTION | 8 EXIT APPS | 9 USE ADDITIONAL APPS | 10 USE HELPTo Move a File

Why? At some time, you may want to move a �le from one folder, called the source folder, to another, called the destination folder. When you move a �le, it no longer appears in the original folder. If the destination and the source folders are on the same media, you can move a �le by dragging it. If the folders are on different media, then you will need to right-drag the �le, and then click Move here on the shortcut menu. The following step moves the Silver Sky Hardware Sales Summary �le from the Excel folder to the OneNote folder.

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1 • In File Explorer, navigate to the

location of the �le to be moved (in this case, the Excel folder in the CIS 101 folder [or your class folder] in the Documents folder).

• Click the Excel folder in the navigation pane to display the �les it contains in the right pane (Figure 106).

• Drag the Silver Sky Hardware Sales Summary �le in the right pane to the OneNote folder in the navigation pane. O

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Excel folder

contents of Excel folder

OneNote folder

�le to be dragged

Other Ways

1. Right-click �le to move, click Cut on shortcut menu, right-click destination folder, click Paste on shortcut menu

2. Select �le to move, press CTRL+X, select destination folder, press CTRL+V

To Delete a File

A �nal task you may want to perform is to delete a �le. Exercise extreme caution when deleting a �le or �les. When you delete a �le from a hard drive, the deleted �le is stored in the Recycle Bin where you can recover it until you empty the Recycle Bin. If you delete a �le from removable media, such as a USB ªash drive, the �le is deleted permanently. The next steps delete the Visiting National Monuments �le from the PowerPoint folder. Why? When Why? When Why? a �le no longer is needed, you can delete it to conserve space on your storage location.

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1 • In File Explorer, navigate to the

location of the �le to be deleted (in this case, the PowerPoint folder in the CIS 101 folder [or your class folder] in the Documents folder).

• Click the Visiting National Monuments icon or �le name in the right pane to select the �le.

• Right-click the selected �le to display a shortcut menu (Figure 107).

2 • Click Delete on the shortcut menu

to delete the �le.

• If a dialog box appears, click the Yes button to delete the �le.

Can I use this same technique to delete a folder? Yes. Right-click the folder and then click Delete on the shortcut menu. When you delete a folder, all of the �les and folders contained in the folder you are deleting, together with any �les and folders on lower hierarchical levels, are deleted as well. For example, if you delete the CIS 101 folder, you will delete all folders and �les inside the CIS 101 folder.

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PowerPoint folder

shortcut menu

Delete command

�le name selected

contents of PowerPoint folder

Other Ways

1. Select �le, press DELETE

OFF 70 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

Microsoft Of�ce and Windows Help At any time while you are using one of the Of�ce apps, you can use Of�ce Help to display information about all topics associated with the app. To illustrate the use of Of�ce Help, this section uses Word. Help in other Of�ce apps operates in a similar fashion.

In Of�ce, Help is presented in a window that has browser-style navigation buttons. Each Of�ce app has its own Help home page, which is the starting Help page that is displayed in the Help window. If your computer is connected to the Internet, the contents of the Help page reªect both the local help �les installed on the computer and material from Microsoft’s website.

To Open the Help Window in an Of�ce App

The following step opens the Word Help window. Why? You might not understand how certain commands or operations work in Word, so you can obtain the necessary information using help.

Moving and Resizing Windows At times, it is useful, or even necessary, to have more than one window open and

visible on the screen at the same time. You can resize and move these open windows so that you can view different areas of and elements in the window. In the case of the Help window, for example, it could be covering document text in the Word window that you need to see.

To Move a Window by Dragging

You can move any open window that is not maximized to another location on the desktop by dragging the title bar of the window. Why? You might want to have a better view of what is behind the window or just want to move the window Why? You might want to have a better view of what is behind the window or just want to move the window Why? so that you can see it better. The following step drags the Word Help window to the upper-left corner of the desktop.

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1 • Run an Of�ce app,

in this case Word.

• Click the Blank document thumbnail to display a blank document.

• Press F1 to open the app’s Help window (Figure 108).

Figure 108

Word Help window

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1 • Drag the window

title bar (the Word Help window title bar, in this case) so that the window moves to the upper- left corner of the desktop, as shown in Figure 109.

7 CHANGE SCREEN RESOLUTION | 8 EXIT APPS | 9 USE ADDITIONAL APPS | 10 USE HELPTo Resize a Window by Dragging

A method used to change the size of the window is to drag the window borders. The following step changes the size of the Word Help window by dragging its borders. Why? Sometimes, information is not visible completely in a window, and you want to increase the size of the window.

Figure 109

Word Help window moved

drag bottom corner to resize

Figure 110

Word Help window resized

pointer indicates resizing

1 • If you are using a mouse, point

to the lower-right corner of the window (the Word Help window, in this case) until the pointer changes to a two-headed arrow.

• Drag the bottom border downward to display more of the active window (Figure 110).

Can I drag other borders on the window to enlarge or shrink the window? Yes, you can drag the left, right, and top borders and any window corner to resize a window.

Will Windows remember the new size of the window after I close it? Yes. When you reopen the window, Windows will display it at the same size it was when you closed it.

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Using Of�ce Help Once an Of�ce app’s Help window is open, several methods exist for navigating Help.

You can search for help by using any of the three following methods from the Help window: 1. Enter search text in the Search text box. 2. Click the links in the Help window. 3. Use the Table of Contents.

To Obtain Help Using the Search Text Box

Assume for the following example that you want to know more about fonts. The following steps use the ‘Search online help’ text box to obtain useful information about fonts by entering the word, fonts, as search text. Why? You may not know the exact help topic you are looking to �nd, so using keywords can help narrow your search.

1 • Type fonts in the Search text box at the

top of the Word Help window to enter the search text.

• Press the ENTER key to display the search results (Figure 111).

Why do my search results differ? If you do not have an Internet connection, your results will re�ect only the content of the Help �les on your computer. When searching for help online, results also can change as material is added, deleted, and updated on the online Help webpages maintained by Microsoft.

Why were my search results not very helpful? When initiating a search, be sure to check the spelling of the search text; also, keep your search speci�c to return the most accurate results.

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2 • Click the ‘Change

the font color (text color)’ link to display the Help information associated with the selected topic (Figure 112).

Figure 111

Back button

Forward button

Home button

‘Search online help’ button

‘Change the font color (text color)’ link

search text entered in text box

Print button

Figure 112

Home button

help information displayed in Help window

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3 • Click the Home

button in the Help window to clear the search results and redisplay the Help home page (Figure 113).

• Click the Close button in the Word 2016 Help window to close the window.

Obtaining Help while Working in an Of�ce App

Help in the Of�ce apps provides you with the ability to obtain help directly, without opening the Help window and initiating a search. For example, you may be unsure about how a particular command works, or you may be presented with a dialog box that you are not sure how to use.

Figure 114 shows one option for obtaining help while working in an Of�ce app. If you want to learn more about a command, point to its button and wait for the ScreenTip to appear. If the Help icon and ‘Tell me more’ link appear in the ScreenTip, click the ‘Tell me more’ link or press the f1 key while pointing to the button to open the Help window associated with that command.

Figure 115 shows a dialog box that contains a Help button. Clicking the Help button or pressing the f1 key while the dialog box is displayed opens a Help window. The Help window contains help about that dialog box, if available. If no help �le is available for that particular dialog box, then the main Help window opens.

As mentioned previously, the Tell Me box is available in most Of�ce apps and can perform a variety of functions. One of these functions is to provide easy access to commands by typing a description of the command.

Figure 114

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Figure 113

Home button

Close button

Format Painter button

Help button in ScreenTip

Figure 115Figure 115

Help button in dialog box

OFF 74 Of�ce 2016 and Windows 10 Module Essential Concepts and Skills

To Obtain Help Using the Tell Me Box

If you are having trouble �nding a command in an Of�ce app, you can use the Tell Me box to search for the function you are trying to perform. As you type, the Tell Me box will suggest commands that match the search text you are entering. Why? You can use the Tell Me box to quickly access commands you otherwise may be unable to �nd on the ribbon. The following step �nds information about margins.

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Using the Windows Search Box One of the more powerful Windows features is the Windows search box. The

search box is a central location from where you can type search text and quickly access related Windows commands or web search results. In addition, Cortana is a new search Cortana is a new search Cortana tool in Windows that you can access using the search box. It can act as a personal assistant by performing functions such as providing ideas; searching for apps, �les, and folders; and setting reminders. In addition to typing search text in the search box, you also can use your computer or mobile device’s microphone to give verbal commands.

To Use the Windows Search Box

The following step uses the Windows search box to search for a Windows command. Why? Using the search box Why? Using the search box Why? to locate apps, settings, folders, and �les can be faster than navigating windows and dialog boxes to search for the desired content.

1 • Type margins in the

Tell Me box and watch the search results appear.

• Point to Adjust Margins to display a submenu displaying the various margin settings (Figure 116).

• Click an empty area of the document window to close the search results.

2 • Exit Microsoft Word.

Figure 116Figure 116

commands related to search text

search text in Tell Me box

margin settings

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1 • Type notification

in the search box to display the search results. The search results include related Windows settings, Windows Store apps, and web search results (Figure 117).

• Click an empty area of the desktop to close the search results.

Figure 117

search results

search text in search box

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Summary In this module, you learned how to use the Windows interface, several touch screen and mouse operations, �le and folder management, some basic features of some Microsoft Of�ce apps (including Word, PowerPoint, Excel, and Access), and discovered the common elements that exist among these different Of�ce apps. You also were introduced to additional Of�ce apps, including Outlook, Publisher, and OneNote. Topics covered included signing in, using Windows, using apps, �le management, switching between apps, saving �les, changing screen resolution, exiting apps, using additional apps, and using help.

What guidelines should you follow to plan your projects? The process of communicating speci�c information is a learned, rational skill. Computers and software, especially Microsoft Of�ce 2016, can help you develop ideas and present detailed information to a particular audience and minimize much of the laborious work of drafting and revising projects. No matter what method you use to plan a project, it is bene�cial to follow some speci�c guidelines from the onset to arrive at a �nal product that is informative, relevant, and effective. Use some aspects of these guidelines every time you undertake a project, and others as needed in speci�c instances.

1. Determine the project’s purpose.

a) Clearly de�ne why you are undertaking this assignment.

b) Begin to draft ideas of how best to communicate information by handwriting ideas on paper; composing directly on a laptop, tablet, or mobile device; or developing a strategy that �ts your particular thinking and writing style.

2. Analyze your audience.

a) Learn about the people who will read, analyze, or view your work.

b) Determine their interests and needs so that you can present the information they need to know and omit the information they already possess.

c) Form a mental picture of these people or �nd photos of people who �t this pro�le so that you can develop a project with the audience in mind.

3. Gather possible content.

a) Locate existing information that may reside in spreadsheets, databases, or other �les.

b) Conduct a web search to �nd relevant websites.

c) Read pamphlets, magazine and newspaper articles, and books to gain insights of how others have approached your topic.

d) Conduct personal interviews to obtain perspectives not available by any other means.

e) Consider video and audio clips as potential sources for material that might complement or support the factual data you uncover.

4. Determine what content to present to your audience.

a) Write three or four major ideas you want an audience member to remember after reading or viewing your project.

b) Envision your project’s endpoint, the key fact you wish to emphasize, so that all project elements lead to this �nal element.

c) Determine relevant time factors, such as the length of time to develop the project, how long readers will spend reviewing your project, or the amount of time allocated for your speaking engagement.

d) Decide whether a graph, photo, or artistic element can express or enhance a particular concept.

e) Be mindful of the order in which you plan to present the content, and place the most important material at the top or bottom of the page, because readers and audience members generally remember the �rst and last pieces of information they see and hear.

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How should you submit solutions to questions in the assignments identi�ed with a symbol? symbol? Every assignment in this book contains one or more questions with a symbol. These questions require you to think beyond the assigned �le. Present your solutions to the question in the format required by your instructor. Possible formats may include one or more of these options: write the answer; create a document that contains the answer; present your answer to the class; discuss your answer in a group; record the answer as audio or video using a webcam, smartphone, or portable media player; or post answers on a blog, wiki, or website.

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Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Creating a Folder and a Document Instructions: You will create a PowerPoint Assignments folder and then create a PowerPoint presentation and save it in the folder.

Perform the following tasks: 1. Open the File Explorer window and then double-click to open the Documents folder.

2. Click the New folder button on the Quick Access Toolbar to display a new folder icon and text box for the folder name.

3. Type PowerPoint Assignments in the text box to name the folder. Press the enter key to create the folder in the Documents folder.

4. Run PowerPoint and create a new blank presentation.

5. Enter Technology Update in the title text placeholder (Figure 118).

6. Click the Save button on the Quick Access Toolbar. Navigate to the PowerPoint folder in the Documents folder and then save the document using the �le name, Apply 1 Presentation.

7. If your Quick Access Toolbar does not show the Quick Print button, add the Quick Print button to the Quick Access Toolbar. Print the presentation using the Quick Print button on the Quick Access Toolbar. When you are �nished printing, remove the Quick Print button from the Quick Access Toolbar.

8. Submit the printout to your instructor.

9. Exit PowerPoint.

10. What other commands might you �nd useful to include on the Quick Access Toolbar?

Figure 118

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Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You will use Help to complete the assignment.

Using Help Instructions: Use Of�ce Help to perform the following tasks.

Perform the following tasks: 1. Run Word.

2. Click the Microsoft Word Help button to open the Word Help window (Figure 119).

3. Search Word Help to answer the following questions.

a. What are the steps to create a hanging indent?

b. What is mail merge?

4. With the Word app still running, run PowerPoint.

5. Click the Microsoft PowerPoint Help button on the title bar to open the PowerPoint Help window.

6. Search PowerPoint Help to answer the following questions.

a. How can you create a Venn diagram?

b. How do you add slide numbers to each slide?

7. Exit PowerPoint.

8. Run Excel.

9. Click the Microsoft Excel Help button to open the Excel Help window.

10. Search Excel Help to answer the following questions.

a. What different types of charts are available in Excel?

b. What is Flash Fill?

11. Exit Excel.

12. Run Access.

13. Click the Microsoft Access Help button to open the Access Help window.

14. Search Access Help to answer the following questions.

a. What is a query?

b. What are data types?

15. Exit Access.

16. Type the answers from your searches in a new blank Word document. Save the document with a new �le name and then submit it in the format speci�ed by your instructor.

17. Exit Word.

18. What search text did you use to perform the searches above? Did it take multiple attempts to search and locate the exact information for which you were searching?

Figure 119

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Expand Your World Creating Of�ce Online Documents Create a solution that uses cloud or web technologies by learning and investigating on your own from general guidance.

Instructions: Create the folders shown in Figure 120. Then, using the respective Of�ce Online app, create a small �le to save in each folder (i.e., create a Word document to save in the Word folder, a PowerPoint presentation to save in the PowerPoint folder, and so on).

Perform the following tasks: 1. Sign in to OneDrive in your browser.

2. Use the New button to create the folder structure shown in Figure 120.

3. In the Word folder, use the New button to create a Word document with the �le name, Reminders, and containing the text, Lunch with Lucas on Tuesday.

4. Save the document and then exit the app.

5. Navigate to the PowerPoint folder.

6. Create a PowerPoint presentation called Widget Sales with one slide containing the title text, Online Presentation, and then exit the app.

7. Navigate to the Excel folder.

8. Create an Excel spreadsheet called Widget Sales Analysis containing the text, Sales Cost Analysis, in cell A1, and then exit the app.

9. Submit the assignment in the format speci�ed by your instructor.

10. Based on your current knowledge of OneDrive, do you think you will use it? What about the Of�ce Online apps?

In the Labs Design, create, modify, and/or use �les following the guidelines, concepts, and skills presented in this module. Labs 1 and 2, which increase in dif�culty, require you to create solutions based on what you learned in the module; Lab 3 requires you to apply your creative thinking and problem-solving skills to design and implement a solution.

Lab 1: Creating Folders for a Bookstore

Problem: Your friend works for a local bookstore. He would like to organize his �les in relation to the types of books available in the store. He has seven main categories: �ction, biography, children, humor, social science, non�ction, and medical. You are to create a folder structure similar to Figure 121.

Perform the following tasks: 1. Click the File Explorer button on the taskbar and display the contents of the Documents folder.

2. In the Documents folder, create the main folder and name it Book Categories.

3. Navigate to the Book Categories folder.

ExcelPowerPointWord

OneDrive

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4. Within the Book Categories folder, create a folder for each of the following: Fiction, Biography, Children, Humor, Social Science, Non�ction, and Medical.

5. Within the Fiction folder, create two additional folders, one for Science Fiction and the second for Western.

6. Submit the assignment in the format speci�ed by your instructor.

7. Think about how you use your computer for various tasks (consider personal, professional, and academic reasons). What folders do you think will be required on your computer to store the �les you save?

Lab 2: Creating Of�ce Documents and Saving Them in Appropriate Folders

Problem: You are taking a class that requires you to create a Word, PowerPoint, Excel, and Access �le. You will save these �les to folders named for four different Of�ce apps (Figure 122).

Perform the following tasks: 1. Create the folders shown in Figure 122.

2. Create a Word document containing the text, Week 1 Notes.

3. In the Backstage view, click Save As and then click This PC.

4. Click the Browse button to display the Save As dialog box.

Science Fiction

Western

HumorChildren Social Science

Non�ction MedicalBiographyFiction

Book Categories

Figure 121

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AccessExcelPowerPointWord

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5. Click Documents to open the Documents folder.

6. Navigate to the Word folder and then save the �le in the Word folder.

7. Create a PowerPoint presentation with one slide containing the title text, In-Class Presentation, and then save it in the PowerPoint folder.

8. Create an Excel spreadsheet containing the text, Financial Spreadsheet, in cell A1 and then save it in the Excel folder.

9. Save an Access database named, My Movie Database, in the Access folder.

10. Submit the assignment in the format speci�ed by your instructor.

11. Based on your current knowledge of Word, PowerPoint, Excel, and Access, which app do you think you will use most frequently? Why?

Lab 3: Consider This: Your Turn

Performing Research about Malware Problem: You have just installed a new computer with the Windows operating system. Because you want to be sure that it is protected from the threat of malware, you decide to research malware, malware protection, and removing malware.

Part 1: Research the following three topics: malware, malware protection, and removing malware. Use the concepts and techniques presented in this module to use the search box to �nd informa- tion regarding these topics. Create a Word document that contains steps to properly safeguard a computer from malware, ways to prevent malware, as well as the different ways to remove malware or a virus should your computer become infected. Submit your assignment in the format speci�ed by your instructor.

Part 2: You made several decisions while searching for this assignment. What decisions did you make? What was the rationale behind these decisions? How did you locate the required information about malware?

Figure 123

Microsoft Word 2016

Creating, Formatting, and Editing a Word Document with a Picture

Introduction To advertise a sale, promote a business, publicize an event, or convey a message to the community, you may want to create a flyer and hand it out in person or post it in a public location. Libraries, schools, community organizations, grocery stores, coffee shops, and other places often provide bulletin boards or windows for flyers. You also see flyers posted on webpages, on social media, or in email messages.

Flyers announce personal items for sale or rent (car, boat, apartment); events, such as garage or block sales; services being offered (animal care, housecleaning, lessons, tours); membership, sponsorship, or donation requests (club, community organization, charity); and other messages, such as a lost or found pet.

Project — Flyer with a Picture Individuals and businesses create flyers to gain public attention. Flyers, which usually are a single page in length, are an inexpensive means of reaching the community. Many flyers, however, go unnoticed because they are designed poorly.

The project in this module follows general guidelines and uses Word to create the flyer shown in Figure 1–1. This colorful, eye-catching flyer announces surfing

Objectives You will have mastered the material in this module when you can:

• Enter text in a Word document

• Check spelling as you type

• Format paragraphs

• Format text

• Undo and redo commands or actions

• Change theme colors

• Insert digital pictures in a Word document

• Resize pictures

• Format pictures

• Add a page border

• Adjust spacing

• Correct errors and revise a document

Microsoft Word 2016

Figure 1–1

lessons. The picture of the surfer riding a wave, taken with a digital camera, entices passersby or viewers to stop and look at the flyer. The headline on the flyer is large and colorful to draw attention into the text. The body copy below the picture briefly describes what is included in the lessons, along with a bulleted list that concisely highlights important information. The signature line of the flyer calls attention to the contact phone number. The word, expert, and the signature line are in a different color so that they stand apart from the rest of the text on the flyer. Finally, the graphical page border nicely frames and complements the contents of the flyer.

page border

headline

digital picture of surfer

body copy

signature line

bulleted list

WD 2

Microsoft Word 2016

In this module, you will learn how to create the flyer shown in Figure 1–1. The following roadmap identifies general activities you will perform as you progress through this module:

1. ENTER TEXT in a new document. 2. FORMAT the TEXT in the flyer. 3. INSERT a PICTURE, called Surfer, in the flyer. 4. FORMAT the PICTURE in the flyer. 5. ENHANCE the PAGE with a border and spacing. 6. CORRECT errors AND REVISE text in the flyer.

To Run Word and Specify Settings

If you are using a computer to step through the project in this module and you want your screens to match the figures in this book, you should change your screen’s resolution to 1366 × 768. For information about how to change a computer’s resolution, refer to the Office and Windows module at the beginning of this book.

1 Run Word and create a blank document in the Word window.

2 If the Word window is not maximized, click the Maximize button on its title bar to maximize the window.

3 If the Print Layout button on the status bar is not selected (shown in Figure 1–2), click it so that your screen is in Print Layout view.

What is Print Layout view? The default (preset) view in Word is Print Layout view, which shows the document on a mock sheet of paper in the document window.

4 If Normal (Home tab | Styles group) is not selected in the Styles gallery (shown in Figure 1–2), click it so that your document uses the Normal style.

What is the Normal style? When you create a document, Word formats the text using a particular style. The default style in Word is called the Normal style, which is discussed later in this book.

What if rulers appear on my screen? Click View on the ribbon to display the View tab and then remove the check mark from the View Ruler check box (View tab | Show group).

Entering Text The first step in creating a document is to enter its text. With the projects in this book, you enter text by typing on the keyboard. By default, Word positions text you type at the left margin. In a later section of this module, you will learn how to format, or change the appearance of, the entered text.

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WD 3

For an introduction to Office and instructions about how to perform basic tasks in Office apps, read the Office and Windows module at the beginning of this book, where you can learn how to run an application, use the ribbon, save a file, open a file, print a file, exit an application, use Help, and much more.

For an introduction to Windows and instructions about how to perform basic Windows tasks, read the Office and Windows module at the beginning of this book, where you can learn how to resize windows, change screen resolution, create folders, move and rename files, use Windows Help, and much more.

BTW The Word Window The modules in this book begin with the Word window appearing as it did at the initial installation of the software. Your Word window may look different depending on your screen resolution and other Word settings.

WD 4 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

To Type Text

To begin creating the flyer in this module, type the headline in the document window. Why? The headline is the first line of text in the Surf Flyer. The following steps type the first line of text in the document.

1 • Type Surf’s Up! as the headline (Figure 1–2).

What if I make an error while typing? You can press the BACKSPACE key until you have deleted the text in error and then retype the text correctly.

What is the purpose of the ‘Spelling and Grammar Check’ icon on the status bar? The ‘Spelling and Grammar Check’ icon displays either a check mark to indicate the entered text contains no spelling or grammar errors, or an X to indicate that it found potential errors. Word flags potential errors in the document with a red, green, or blue wavy underline. Later in this module, you will learn how to fix flagged errors.

2 • Press the ENTER key to move the insertion

point to the beginning of the next line (Figure 1–3).

Why did blank space appear between the headline and the insertion point? Each time you press the ENTER key, Word creates a new paragraph and inserts blank space between the two paragraphs. Later in this module, you will learn how to increase and decrease the spacing between paragraphs.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

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Figure 1–2

document window

mock sheet of paper

pointer’s shape changes depending on task you are performing in Word and pointer’s location on screen

text typed

insertion point moves to the right as you type

number of words in document ‘Spelling and Grammar Check’ icon

contains check mark, indicating entered text contains no spelling or grammar errors

Normal style automatically selected when you first install Word

Styles group

Read Mode button displays document in format for easy reading

Print Layout button automatically selected when you first install Word

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

Styles gallery

Figure 1Figure 1–33

blank space automatically inserted between paragraphs

insertion point moved to next line

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 5

To Display Formatting Marks

You may find it helpful to display formatting marks while working in a document. Why? Formatting marks indicate where in a document you pressed the enter key, spacebar, and other nonprinting characters. A formatting mark is a character that Word displays on the screen but is not visible on a printed document. For example, the mark is a character that Word displays on the screen but is not visible on a printed document. For example, the mark paragraph mark (¶) is a formatting mark that indicates where you pressed the enter key. A raised dot (·) shows where you pressed the spacebar. Formatting marks are discussed as they appear on the screen.

Depending on settings made during previous Word sessions, your Word screen already may display formatting marks (Figure 1–4). The following step displays formatting marks, if they do not show already on the screen.

1 • If the Home tab is not the active tab, click Home

on the ribbon to display the Home tab.

• If it is not selected already, click the ‘Show/Hide ¶’ button (Home tab | Paragraph group) to display formatting marks on the screen (Figure 1–4).

What if I do not want formatting marks to show on the screen? You can hide them by clicking the ‘Show/Hide ¶’ button (Home tab | Paragraph group) again. It is recommended that you display formatting marks so that you visually can identify when you press the ENTER key, SPACEBAR, and other keys associated with nonprinting characters. Most of the document windows presented in this book, therefore, show formatting marks.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

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A How do you use the touch keyboard with a touch screen? To display the on-screen touch keyboard, tap the Touch Keyboard button on the Windows taskbar as shown in the Office and Windows module at the beginning of this book. When finished using the touch keyboard, tap the X button on the touch keyboard to close the keyboard.

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Other Ways

1. Press CTRL+SHIFT+*

To Insert a Blank Line

In the flyer, the digital picture of the surfer appears between the headline and body copy. You will not insert this picture, however, until after you enter and format all text. Why? Although you can format text and insert pictures in any order, for illustration purposes, this module formats all text first before inserting the picture. Thus, you leave a blank line in the document as a placeholder for the picture.

To enter a blank line in a document, press the enter key without typing any text on the line. The following step inserts one blank line below the headline.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

Figure 1–4

Home tab is active tab

‘Show/Hide ¶’ button selected

Paragraph group

paragraph mark at end of line indicates ENTER key has been pressed

paragraph mark at end of document

WD 6 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

1 • Press the ENTER key

to insert a blank line in the document (Figure 1–5).

To Zoom Page Width

The next step in creating this flyer is to enlarge the contents that appear on the screen. Why? You would like the text on the screen to be larger so that it is easier to read. The document currently displays at 100% (shown in Figure 1–6). With Word, you can zoom page width, which zooms (enlarges or shrinks) the mock sheet of paper on the screen so that it is the width of the Word window. The following steps zoom page width.

1 • Click View on the

ribbon to display the View tab (Figure 1–6).

Why did the groups on the ribbon change? When you switch from one tab to another on the ribbon, the groups on the ribbon change to show commands related to the selected tab.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

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Figure 1–5

blank line inserted

insertion point

2 • Click the Page Width

button (View tab | Zoom group) to display the page the same width as the document window (Figure 1–7).

If I change the zoom, will the document print differently? Changing the zoom has no effect on the printed document.

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Figure 1–6

zoom currently 100% — your zoom percent may differ

groups on ribbon change to show commands related to viewing document, because View tab now is active tab

document content displays at 100%

View tab selected

Figure 1–7

zoom percentage automatically calculated by Word — your percentage may differ

Zoom group

Page Width button

document content displays at 157%

edge of mock piece of paper aligned with edge of document window

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 7

What are the other predefined zoom options? Through the View tab | Zoom group or the Zoom dialog box (Zoom button in Zoom group), you can zoom to one page (an entire single page appears in the document window), many pages (multiple pages appear at once in the document window), page width, text width, and a variety of set percentages. Whereas page width zoom places the edges of the page at the edges of the document window, text width zoom places the document contents at the edges of the document window.

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Wordwrap Wordwrap allows you to type words in a paragraph continually without pressing

the enter key at the end of each line. As you type, if a word extends beyond the right margin, Word also automatically positions that word on the next line along with the insertion point.

Word creates a new paragraph each time you press the enter key. Thus, as you type text in the document window, do not press the enter key when the insertion point reaches the right margin. Instead, press the enter key only in these circumstances:

1. To insert a blank line(s) in a document (as shown in previous steps) 2. To begin a new paragraph 3. To terminate a short line of text and advance to the next line 4. To respond to questions or prompts in Word dialog boxes, task panes,

and other on-screen objects

Other Ways

1. Click Zoom button (View tab | Zoom group), click Page width (Zoom dialog box), click OK button

To Wordwrap Text as You Type

The next step in creating the flyer is to type the body copy. Why? In many flyers, the body copy text appears below the headline. The following steps illustrate how the body copy text wordwraps as you enter it in the document, which means you will not have to press the enter key at the end of the line.

1 • Type the first sentence of the body copy: Learn to surf or improve your form and skills on the waves through expert instruction from our award-winning surf school.

Why does my document wrap on different words? The printer connected to a computer is one factor that can control where wordwrap occurs for each line in a document. Thus, it is possible that the same document could wordwrap differently if printed on different printers.

2 • Press the ENTER key to

position the insertion point on the next line in the document (Figure 1–8).

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

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Figure 1–8

first sentence of body copy entered

the word, winning, could not fit at end of previous line, so it wrapped to beginning of this line

insertion point and paragraph mark moved to next line because ENTER key was pressed

raised dot between each word indicates SPACEBAR has been pressed

ENTER key not pressed when right margin reached

BTW Zooming If text is too small for you to read on the screen, you can zoom the document by dragging the Zoom slider on the status bar or by clicking the Zoom Out or Zoom In buttons on the status bar. Changing the zoom has no effect on the printed document.

WD 8 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

Spelling and Grammar Check As you type text in a document, Word checks your typing for possible spelling

and grammar errors. If all of the words you have typed are in Word’s dictionary and your grammar is correct, as mentioned earlier, the Spelling and Grammar Check icon on the status bar displays a check mark. Otherwise, the icon shows an X. In this case, Word flags the potential error(s) in the document window with a red, green, or blue wavy underline.

• A red wavy underline means the flagged text is not in Word’s dictionary (because it is a proper name or misspelled).

• A green wavy underline indicates the text may be incorrect grammatically. • A blue wavy underline indicates the text may contain a contextual spelling error,

such as the misuse of homophones (words that are pronounced the same but that have different spellings or meanings, such as one and won). Although you can check the entire document for spelling and grammar errors at

once, you also can check flagged errors as they appear on the screen. A flagged word is not necessarily misspelled. For example, many names,

abbreviations, and specialized terms are not in Word’s main dictionary. In these cases, you can instruct Word to ignore the flagged word. As you type, Word also detects duplicate words while checking for spelling errors. For example, if your document contains the phrase, to the the store, Word places a red wavy underline below the second occurrence of the word, the.

To Check Spelling and Grammar as You Type

In the following steps, the word, group, has been misspelled intentionally as goup. Why? These steps illustrate Word’s check spelling as you type feature. If you are completing this project on a computer, your flyer may contain different or no misspelled words, depending on the accuracy of your typing.

1 • Type Private or goup and

then press the SPACEBAR, so that a red wavy line appears below the misspelled word (Figure 1–9).

What if Word does not flag my spelling and grammar errors with wavy underlines? To verify that the check spelling and grammar as you type features are enabled, click File on the ribbon to open the Backstage view and then click the Options tab in the Backstage view. When the Word Options dialog box is displayed, click Proofing in the left pane and then ensure the ‘Check spelling as you type’ and ‘Mark grammar errors as you type’ check boxes contain check marks. Also ensure the ‘Hide spelling errors in this document only’ and ‘Hide grammar errors in this document only’ check boxes do not contain check marks. Click the OK button to close the Word Options dialog box.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

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Figure 1–9

text entered with misspelled word

space between misspelled word and insertion point

misspelled word flagged with red wavy underline

insertion point

‘Spelling and Grammar Check’ icon contains X, indicating Word detected a possible spelling or grammar error

BTW Automatic Spelling Correction As you type, Word automatically corrects some misspelled words. For example, if you type recieve, Word automatically corrects the misspelling and displays the word, receive, when you press the SPACEBAR or type a punctuation mark. To see a complete list of automatically corrected words, click File on the ribbon to open the Backstage view, click the Options tab in the Backstage view, click Proofing in the left pane (Word Options dialog box), click the AutoCorrect Options button, and then scroll through the list near the bottom of the dialog box.

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 9

2 • Right-click the flagged word

(goup, in this case) to display a shortcut menu that presents a list of suggested spelling corrections for the flagged word (Figure 1–10).

What if, when I right-click the misspelled word, my desired correction is not in the list on the shortcut menu? You can click outside the shortcut menu to close the shortcut menu and then retype the correct word.

What if a flagged word actually is, for example, a proper name and spelled correctly? Right-click it and then click Ignore All on the shortcut menu to instruct Word not to flag future occurrences of the same word in this document.

3 • Click group on

the shortcut menu to replace the misspelled word in the document with a correctly spelled word (Figure 1–11).

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Figure 1–10

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insertion point

word, group, to be selectedlist of suggested

corrections for flagged word

Ignore All command

shortcut menu

To Enter More Text

In the flyer, the text yet to be entered includes the remainder of the body copy, which will be formatted as a bulleted list, and the signature line. The following steps enter the remainder of text in the flyer.

1 Press the END key to move the insertion point to the end of the current line.

2 Type lessons and then press the ENTER key.

Figure 1–11

flagged word replaced with word selected on shortcut menu

‘Spelling and Grammar Check’ icon now shows check mark because no errors are flagged in document

Other Ways

1. Click ‘Spelling and Grammar Check’ icon on status bar, click desired word in Spelling pane, click Change button, click OK button

WD 10 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

3 Type Photo and video packages available and then press the ENTER key.

4 Type Reef shoes and surfboard rental included and then press the ENTER key.

5 Type the signature line in the flyer (Figure 1–12): To sign up for a lesson, call 555-SURF! If requested by your instructor, enter your phone number instead of 555-SURF in the signature line.

Figure 1–12

three paragraphs of body copy that will be formatted as a bulleted list entered

signature line entered

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How should you organize text in a flyer? The text in a flyer typically is organized into three areas: headline, body copy, and signature line.

• The headline is the first line of text on the flyer. It conveys the product or service being offered (such as a car for sale, lessons, or sightseeing tours) or the benefit that will be gained (such as a convenience, better performance, greater security, higher earnings, or more comfort), or it can contain a message (such as a lost or found pet).

• The body copy consists of text between the headline and the signature line. This text highlights the key points of the message in as few words as possible. It should be easy to read and follow. While emphasizing the positive, the body copy must be realistic, truthful, and believable.

• The signature line, which is the last line of text on the flyer, contains contact information or identifies a call to action.

6 Save the flyer on your hard drive, OneDrive, or other storage location using Surf Flyer as the file name.

Why should I save the flyer at this time? You have performed many tasks while creating this flyer and do not want to risk losing work completed thus far. For information about how to save, refer to the Office and Windows module at the beginning of this book.

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Navigating a Document You view only a portion of a document on the screen through the document

window. At some point when you type text or insert graphics, Word probably will scroll the top or bottom portion of the document off the screen. Although you cannot see the text and graphics once they scroll off the screen, they remain in the document.

You can use touch gestures, the keyboard, or a mouse to scroll to a different location in a document and/or move the insertion point around a document. If you are using a touch screen, simply use your finger to slide the document up or down to

BTW Organizing Files and Folders You should organize and store files in folders so that you easily can find the files later. For example, if you are taking an introductory technology class called CIS 101, a good practice would be to save all Word files in a Word folder in a CIS 101 folder. For a discussion of folders and detailed examples of creating folders, refer to the Office and Windows module at the beginning of this book.

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 11

display a different location in the document and then tap to move the insertion point to a new location. When you use the keyboard, the insertion point automatically moves when you press the desired keys. For example, the previous steps used the end key to move the insertion point to the end of the current line. Table 1–1 outlines various techniques to navigate a document using the keyboard.

Table 1 – 1 Moving the Insertion Point with the Keyboard

Insertion Point Direction Key(s) to Press Insertion Point Direction Key(s) to Press

Left one character LEFT ARROW Up one paragraph CTRL+UP ARROW

Right one character RIGHT ARROW Down one paragraph CTRL+DOWN ARROW

Left one word CTRL+LEFT ARROW Up one screen PAGE UP

Right one word CTRL+RIGHT ARROW Down one screen PAGE DOWN

Up one line UP ARROW To top of document window ALT+CTRL+PAGE UP

Down one line DOWN ARROW To bottom of document window ALT+CTRL+PAGE DOWN

To end of line END To beginning of document CTRL+HOME

To beginning of line HOME To end of document CTRL+END

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With the mouse, you can use the scroll arrows or the scroll box on the scroll bar to display a different portion of the document in the document window and then click the mouse to move the insertion point to that location. Table 1–2 explains various techniques for using the scroll bar to scroll vertically with the mouse.

Table 1 – 2 Using the Scroll Bar to Scroll Vertically with the Mouse

Scroll Direction Mouse Action Scroll Direction Mouse Action

Up Drag the scroll box upward. Down one screen Click anywhere below the scroll box on the vertical scroll bar.

Down Drag the scroll box downward. Up one line Click the scroll arrow at the top of the vertical scroll bar.

Up one screen Click anywhere above the scroll box on the vertical scroll bar.

Down one line Click the scroll arrow at the bottom of the vertical scroll bar.

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Formatting Paragraphs and Characters With the text for the flyer entered, the next step is to format, or change the appearance of, its text. A paragraph encompasses the text from the first character in the paragraph up to and including its paragraph mark (¶). Paragraph formatting is Paragraph formatting is Paragraph formatting the process of changing the appearance of a paragraph. For example, you can center or add bullets to a paragraph. Characters include letters, numbers, punctuation marks, and symbols. Character formatting is the process of changing the way characters Character formatting is the process of changing the way characters Character formatting appear on the screen and in print. You use character formatting to emphasize certain words and improve readability of a document. For example, you can color, italicize, or underline characters. Often, you apply both paragraph and character formatting to the same text. For example, you may center a paragraph (paragraph formatting) and underline some of the characters in the same paragraph (character formatting).

Although you can format paragraphs and characters before you type, many Word users enter text first and then format the existing text. Figure 1–13a shows the flyer in this module before formatting its paragraphs and characters. Figure 1–13b shows the flyer after formatting. As you can see from the two figures, a document that is formatted is easier to read and looks more professional. The following sections discuss how to format the flyer so that it looks like Figure 1–13b.

BTW Minimize Wrist Injury Computer users frequently switch among the keyboard, the mouse, and touch gestures during a word processing session; such switching strains the wrist. To help prevent wrist injury, minimize switching. For instance, if your hand already is on the mouse, use the mouse to scroll. If your fingers already are on the keyboard, use keyboard keys to scroll. If your fingertips already are on the screen, use your finger to slide the document to a new location.

WD 12 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

Font, Font Sizes, and Themes Characters that appear on the screen are a specific shape and size. The font,

or typeface, defines the appearance and shape of the letters, numbers, and special characters. In Word, the default font usually is Calibri (shown in Figure 1–14). You can leave characters in the default font or change them to a different font. Font size specifies the size of the characters and is determined by a measurement system called points. A single point is about 1/72 of one inch in height. The default font size in point is about 1/72 of one inch in height. The default font size in point Word typically is 11 (Figure 1–14). Thus, a character with a font size of 11 is about 11/72 or a little less than 1/6 of one inch in height. You can increase or decrease the font size of characters in a document.

A document theme is a set of unified formats for fonts, colors, and graphics. Word includes a variety of document themes to assist you with coordinating these visual elements in a document. The default theme fonts are Calibri Light for headings and Calibri for body text. By changing the document theme, you quickly can give your document a new look. You also can define your own document themes.

How do I know which formats to use in a flyer? In a flyer, consider the following formatting suggestions.

• Increase the font size of characters. Flyers usually are posted on a bulletin board or in a window. Thus, the font size should be as large as possible so that passersby easily can read the flyer. To give the headline more impact, its font size should be larger than the font size of the text in the body copy. If possible, make the font size of the signature line larger than the body copy but smaller than the headline.

• Change the font of characters. Use fonts that are easy to read. Try to use only two different fonts in a flyer; for example, use one for the headline and the other for all other text. Too many fonts can make the flyer visually confusing.

• Change the paragraph alignment. The default alignment for paragraphs in a document is left-aligned, that is, flush at the left margin of the document with uneven right edges. Consider changing the alignment of some of the paragraphs to add interest and variety to the flyer.

• Highlight key paragraphs with bullets. A bulleted paragraph is a paragraph that begins with a dot or other symbol. Use bulleted paragraphs to highlight important points in a flyer.

• Emphasize important words. To call attention to certain words or lines, you can underline them, italicize them, or bold them. Use these formats sparingly, however, because overuse will minimize their effect and make the flyer look too busy.

• Use color. Use colors that complement each other and convey the meaning of the flyer. Vary colors in terms of hue and brightness. Headline colors, for example, can be bold and bright. Signature lines should stand out more than body copy but less than headlines. Keep in mind that too many colors can detract from the flyer and make it difficult to read.

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Figure 1–13a Unformatted Flyer

Figure 1–13b Formatted Flyer

Figure 1–13

BTW Character Widths Many word processing documents use variable character fonts, where some characters are wider than others; for example, the letter w is wider than the letter i.

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 13

To Center a Paragraph

The headline in the flyer currently is left-aligned (shown in Figure 1–14). Why? Word, by default, left- aligns text, unless you specifically change the alignment. You want the headline to be centered, that is, positioned horizontally between the left and right margins on the page. Recall that Word considers a single short line of text, such as the one-word headline, a paragraph. Thus, you will center the paragraph containing the headline. The following steps center a paragraph.

1 • Click Home on the ribbon to display

the Home tab.

• Click somewhere in the paragraph to be centered (in this case, the headline) to position the insertion point in the paragraph to be centered (Figure 1–14).

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

Figure 1–14

Align Left button currently selected

default font size is 11 points

default font for body text is Calibri

Home tab

headline currently left-aligned

insertion point in paragraph to be centered

2 • Click the Center button (Home tab |

Paragraph group) to center the paragraph containing the insertion point (Figure 1–15).

What if I want to return the paragraph to left-aligned? You would click the Center button again or click the Align Left button (Home tab | Paragraph group).

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Figure 1–15

Center button selected

Align Left button

paragraph containing headline centered horizontally on page

Paragraph group

insertion point

Home tab

To Center Another Paragraph

In the flyer, the signature line is to be centered to match the paragraph alignment of the headline. The following steps center the signature line.

1 Click somewhere in the paragraph to be centered (in this case, the signature line) to position the insertion point in the paragraph to be formatted.

2 Click the Center button (Home tab | Paragraph group) to center the paragraph containing the insertion point (shown in Figure 1–16).

Other Ways

1. Right-click paragraph (or if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Paragraph on shortcut menu, click Indents and Spacing tab (Paragraph dialog box), click Alignment arrow, click Centered, click OK button

2. Click Paragraph Settings Dialog Box Launcher (Home tab or Layout tab | Paragraph group), click Indents and Spacing tab (Paragraph dialog box), click Alignment arrow, click Centered, click OK button

3. Press CTRL+E

BTW File Type Depending on your Windows settings, the file type .docx may be displayed on the title bar immediately to the right of the file name after you save the file. The file type .docx identifies a Word 2016 document.

project name changed from Document1 to new file name, Surf Flyer

WD 14 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

Formatting Single versus Multiple Paragraphs and Characters

As shown in the previous sections, to format a single paragraph, simply position the insertion point in the paragraph to make it the current paragraph and then format the paragraph. Similarly, to format a single word, position the insertion point in the word to make it the current word, and then format the word.

To format multiple paragraphs or words, however, you first must select the paragraphs or words you want to format and then format the selection.

To Select a Line

The default font size of 11 point is too small for a headline in a flyer. To increase the font size of the characters in the headline, you first must select the line of text containing the headline. Why? If you increase the font size of text without selecting any text, Word will increase the font size only of the word containing the insertion point. The following step selects a line.

1 • Move the pointer to the left

of the line to be selected (in this case, the headline) until the pointer changes to a right-pointing block arrow (Figure 1–16).

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

2 • While the pointer is a right-

pointing block arrow, click the mouse button to select the entire line to the right of the pointer (Figure 1–17).

What if I am using a touch screen? You would double-tap to the left of the line to be selected to select the line.

Why is the selected text shaded gray? If your screen normally displays dark letters on a light background, which is the default setting in Word, then selected text is displayed with a light shading color, such as gray, on the dark letters. Note that the selection that appears on the text does not print.

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Other Ways

1. Drag pointer through line 2. With insertion point at beginning of desired line, press CRTL+SHIFT+DOWN ARROW

Figure 1–16

Home tab Center button selected

pointer changes to right-pointing block arrow when positioned to the left of paragraph

insertion point in signature line

paragraph containing signature line centered horizontally on page

Figure 1–17

line to be formatted is selected

mini toolbar appears whenever you select text

BTW The Ribbon and Screen Resolution Word may change how the groups and buttons within the groups appear on the ribbon, depending on the computer or mobile device’s screen resolution. Thus, your ribbon may look different from the ones in this book if you are using a screen resolution other than 1366 3 768.

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 15

To Change the Font Size of Selected Text

The next step is to increase the font size of the characters in the selected headline. Why? You would like the headline to be as large as possible and still fit on a single line, which in this case is 72 point. The following steps increase the font size of the headline from 11 to 72 point.

1 • With the text selected, click the

Font Size arrow (Home tab | Font group) to display the Font Size gallery (Figure 1–18).

What is the Font Size arrow? The Font Size arrow is the arrow to the right of the Font Size box, which is the text box that displays the current font size.

Why are the font sizes in my Font Size gallery different from those in Figure 1–18? Font sizes may vary depending on the current font and your printer driver.

What happened to the mini toolbar? The mini toolbar disappears if you do not use it. These steps use the Font Size arrow on the Home tab instead of the Font Size arrow on the mini toolbar.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE Q

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Figure 1–18

Home tab default font size is 11

Font group

text to be formatted is selected

current font size selected

list of available font sizes are displayed in Font Size gallery

Font Size arrow

2 • Point to 72 in the Font Size gallery

to display a live preview of the selected text at the selected point size (Figure 1–19).

What is live preview? Recall from the Office and Windows module at the beginning of this book that live preview is a feature that allows you to point to a gallery choice and see its effect in the document — without actually selecting the choice.

Can I use live preview on a touch screen? Live preview is not available on a touch screen.

Experiment

• Point to various font sizes in the Font Size gallery and watch the font size of the selected text change in the document window.

3 • Click 72 in the Font Size gallery to increase the font size of the selected text.

Q &

Figure 1–19

font size of selected text changes to 72 points, showing live preview of font size to which you are pointing in gallery

selection on text disappears temporarily while you use live preview

pointer on 72

Other Ways

1. Click Font Size arrow on mini toolbar, click desired font size in Font Size gallery

2. Right-click selected text (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Font on shortcut menu, click Font tab (Font dialog box), select desired font size in Size list, click OK button

3. Click Font Dialog Box Launcher, (Home tab | Font group) click Font tab (Font dialog box), select desired font size in Size list, click OK button

4. Press CTRL+D, click Font tab (Font dialog box), select desired font size in Size list, click OK button

WD 16 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

To Change the Font of Selected Text

The default theme font for headings is Calibri Light and for all other text, called body text in Word, is Calibri. Many other fonts are available, however, so that you can add variety to documents.

The following steps change the font of the headline from Calibri to Rockwell Extra Bold. Why? To draw more attention to the headline, you change its font so that it differs from the font of other text in the flyer.

1 • With the text

selected, click the Font arrow (Home tab | Font group) to display the Font gallery (Figure 1–20).

Will the fonts in my Font gallery be the same as those in Figure 1–20? Your list of available fonts may differ, depending on the type of printer you are using and other settings.

What if the text no longer is selected? Follow the steps described earlier to select a line.

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2 • If necessary, scroll

through the Font gallery to display Rockwell Extra Bold (or a similar font).

• Point to ‘Rockwell Extra Bold’ (or a similar font) to display a live preview of the selected text in the selected font (Figure 1–21).

Experiment

• Point to various fonts in the Font gallery and watch the font of the selected text change in the document window.

Figure 1–20

Home tab

default font is Calibri

list of available fonts is displayed in Font gallery

Font arrow Font Size box displays font size of selected text, which is 72

fonts defined in current theme for headings and body text

recently used fonts appear here — your list will differ

alphabetical list of all fonts begins here

use scroll arrow or scroll bar to display more fonts

text remains selected after font size changed to 72

Figure 1–21

font of selected text changes to ‘Rockwell Extra Bold’, showing live preview of font to which you are pointing in gallery

pointer on ‘Rockwell Extra Bold’

selection on text disappears temporarily while you use live preview

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 17

3 • Click ‘Rockwell Extra Bold’ (or a similar font) in the Font gallery to change the font of the selected text.

If the font I want to use appears in the Recently Used Fonts list in the Font gallery, could I click it there instead? Yes. Q

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To Change the Case of Selected Text

The headline currently shows the first letter in each word capitalized, which sometimes is referred to as initial cap. The following steps change the headline to uppercase. Why? To draw more attention to the headline, you would like the entire line of text to be capitalized, or in uppercase letters.

1 • With the text

selected, click the Change Case button (Home tab | Font group) to display the Change Case gallery (Figure 1–22).

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Other Ways

1. Click Font arrow on mini toolbar, click desired font in Font gallery

3. Click Font Dialog Box Launcher (Home tab | Font group), click Font tab (Font dialog box), select desired font in Font list, click OK button

4. Press CTRL+D, click Font tab (Font dialog box), select desired font in Font list, click OK button

2 • Click UPPERCASE

in the Change Case gallery to change the case of the selected text (Figure 1–23).

What if a ruler appears on the screen or the pointer shape changes? If you are using a mouse, depending on the position of your pointer and locations you click on the screen, a ruler may appear automatically or the pointer’s shape may change. Simply move the mouse and the ruler should disappear and/or the pointer shape will change.

Q &

Other Ways

1. Right-click selected text (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Font on shortcut menu, click Font tab (Font dialog box), select All caps in Effects area, click OK button

2. Click Font Dialog Box Launcher (Home tab | Font group), click Font tab (Font dialog box), select All caps in Effects area, click OK button

3. Press SHIFT+F3 repeatedly until text is desired case

Figure 1–22

Change Case gallery visually shows function of each option

Change Case buttonFont box displays font

of selected text, which is Rockwell Extra Bold

Home tab

Font group

text remains selected

UPPERCASE to be selected

Figure 1–23

text changed to uppercase

WD 18 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

To Apply a Text Effect to Selected Text

Word provides many text effects to add interest and variety to text. The following steps apply a text effect to the headline. Why? You would like the text in the headline to be even more noticeable.

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2 • Point to ‘Fill - White,

Outline - Accent 2, Hard Shadow - Accent 2’ (fourth text effect in third row) to display a live preview of the selected text with the selected text effect (Figure 1–25).

Experiment

• Point to various text effects in the Text Effects and Typography gallery and watch the text effects of the selected text change in the document window.

3 • Click ‘Fill - White, Outline - Accent 2, Hard Shadow - Accent 2’ to change the text effect of the selected text.

4 • Click anywhere in the document window to remove the selection from the selected text.

Other Ways

1. Right-click selected text (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Font on shortcut menu, click Font tab (Font dialog box), click Text Effects button, expand Text Fill or Text Outline section and then select the desired text effect(s) (Format Text Effects dialog box), click OK button, click OK button

2. Click Font Dialog Box Launcher (Home tab | Font group), click Font tab (Font dialog box), click Text Effects button, expand Text Fill or Text Outline section and then select desired text effect (Format Text Effects dialog box), click OK button, click OK button

Figure 1–25

pointer on ‘Fill - White, Outline - Accent 2, Hard Shadow - Accent 2’ text effect selected text shows

live preview of text effect to which you are pointing in gallery

selection on text disappears temporarily while you use live preview

1 • With the text

selected, click the ‘Text Effects and Typography’ button (Home tab | Font group) to display the Text Effects and Typography gallery (Figure 1–24).

Figure 1–24

Font group

commands to define unique text effects

text to be formatted is selected

Home tab ‘Text Effects and Typography’ button

Text Effects and Typography gallerypredefined

text effects

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 19

To Shade a Paragraph

When you shade text, Word colors the rectangular area behind any text or graphics. If the text to shade is a paragraph, Word shades the area from the left margin to the right margin of the current paragraph. To shade a paragraph, place the insertion point in the paragraph. To shade any other text, you must first select the text to be shaded.

This flyer uses a shading color for the headline. Why? To make the headline of the flyer more eye-catching, you shade it. The following steps shade a paragraph.

1 • Click somewhere in

the paragraph to be shaded (in this case, the headline) to position the insertion point in the paragraph to be formatted.

• Click the Shading arrow (Home tab | Paragraph group) to display the Shading gallery (Figure 1–26).

What if I click the Shading button by mistake? Click the Shading arrow and proceed with Step 2. Note that if you are using a touch screen, you may not have a separate Shading button.

Why does my Shading gallery display different colors? Your color scheme setting may display colors in a different order or may be different from Office, which is the default color scheme. To change the color scheme, click Design on the ribbon, click the Theme Colors button (Design tab | Document Formatting group), and then click Office in the Theme Colors gallery.

Experiment

• Point to various colors in the Shading gallery and watch the shading color of the current paragraph change.

2 • Click ‘Orange,

Accent 2, Darker 25%’ (sixth color in fifth row) to shade the current paragraph (Figure 1–27).

What if I apply a dark shading color to dark text? When the font color of text is Automatic, the color usually is black. If you select a dark shading color, Word automatically may change the text color to white so that the shaded text is easier to read.

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Figure 1–27

Other Ways

1. Click Borders arrow (Home tab | Paragraph group), click Borders and Shading, click Shading tab (Borders and Shading dialog box), click Fill arrow, select desired color, click OK button

Figure 1–26

Shading arrowShading button (touch screens

may not have separate Shading button and Shading arrow)`

Home tab

text effect applied to paragraph

insertion point in paragraph to be shaded

Paragraph group

Shading gallery displays list of available shading colors

‘Orange, Accent 2, Darker 25%’ color to be selected

color displayed on Shading button reflects most recently selected shading color — if you are using a mouse and want to use this color again, you simply can click the Shading button

paragraph shaded Orange, Accent 2, Darker 25%

WD 20 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

To Select Multiple Lines

The next formatting step for the flyer is to increase the font size of the characters between the headline and the signature line. Why? You want this text to be easier to read from a distance.

To change the font size of the characters in multiple lines, you first must select all the lines to be formatted. The following steps select multiple lines.

1 • Scroll, if necessary,

so that all text below the headline is displayed on the screen.

• Move the pointer to the left of the first paragraph to be selected until the pointer changes to a right-pointing block arrow (Figure 1–28).

What if I am using a touch screen? You would tap to position the insertion point in the text to select.

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Figure 1–28

2 • While the pointer

is a right-pointing block arrow, drag downward to select all lines that will be formatted (Figure 1–29).

What is a selection handle? When working on a touch screen, a selection handle (small circle) appears below the insertion point. Using a fingertip, you drag a selection handle to select text.

Q &

Other Ways

1. With insertion point at beginning of desired line, press SHIFT+DOWN ARROW repeatedly until all lines are selected

To Change the Font Size of Selected Text

The characters between the headline and the signature line in the flyer currently are 11 point. To make them easier to read from a distance, this flyer uses a 24-point font size for these characters. The following steps change the font size of the selected text.

1 With the text selected, click the Font Size arrow (Home tab | Font group) to display the Font Size gallery.

2 Click 24 in the Font Size gallery to increase the font size of the selected text.

pointer

font size of text in these lines to be changed

Figure 1–29

text to be formatted is selected

mini toolbar

pointer

BTW Formatting Marks With some fonts, the formatting marks will not be displayed properly on the screen. For example, the raised dot that signifies a blank space between words may be displayed behind a character instead of in the blank space, causing the characters to look incorrect.

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 21

3 Click anywhere in the document window to remove the selection from the text.

4 If necessary, scroll so that you can see all the resized text on the screen (Figure 1–30).

To Bullet a List of Paragraphs

A bulleted list is a series of paragraphs, each beginning with a bullet character. The next step is to format bulleted list is a series of paragraphs, each beginning with a bullet character. The next step is to format bulleted list the three paragraphs about the lessons that are above the signature line in the flyer as a bulleted list.

To format a list of paragraphs with bullets, you first must select all the lines in the paragraphs. Why? If you do not select all paragraphs, Word will place a bullet only in the paragraph containing the insertion point. The following steps bullet a list of paragraphs.

1 • Move the pointer to

the left of the first paragraph to be selected until the pointer changes to a right- pointing block arrow.

• Drag downward until all paragraphs that will be formatted with a bullet character are selected (Figure 1–31).

What if I am using a touch screen? Tap to position the insertion point in the text to select and then drag the selection handle(s) as necessary to select the text that will be formatted.

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Figure 1–30

Figure 1–31

Font Size arrow

Home tab font size changed to 24

Font group

font size changed to 24

insertion point

three paragraphs to be formatted with bullets are selected

pointer

mini toolbar automatically appears

WD 22 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

2 • Click the Bullets

button (Home tab | Paragraph group) to place a bullet character at the beginning of each selected paragraph (Figure 1–32).

Why does my screen display a Bullets gallery? If you are using a touch screen, you may not have a separate Bullets button and Bullets arrow. In this case, select the desired bullet style in the Bullets gallery.

What if I accidentally click the Bullets arrow? Press the ESCAPE key to remove the Bullets gallery from the screen and then repeat Step 2.

How do I remove bullets from a list or paragraph? Select the list or paragraph and then click the Bullets button again, or click the Bullets arrow and then click None in the Bullet Library.

Q &

Figure 1–32

To Undo and Redo an Action

Word provides a means of canceling your recent command(s) or action(s). For example, if you format text incorrectly, you can undo the format and try it again. When you point to the Undo button, Word displays the action you can undo as part of a ScreenTip.

If, after you undo an action, you decide you did not want to perform the undo, you can redo the undone action. Word does not allow you to undo or redo some actions, such as saving or printing a document. The following steps undo the bullet format just applied and then redo the bullet format. Why? These steps illustrate the undo and redo actions.

1 • Click the Undo

button on the Quick Access Toolbar to reverse your most recent action (in this case, remove the bullets from the paragraphs) (Figure 1–33).

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Other Ways

1. Right-click selected paragraphs, click Bullets button on mini toolbar

Figure 1–33

Home tab

Bullets button

Bullets arrow presents a variety of bullet styles (touch screens may not have separate Bullets button and Bullets arrow)

Paragraph group

paragraphs formatted as bulleted list

bullet character

bullet format undone

clicking Undo arrow displays a series of prior actions you can drag through to undo (touch screens may not have separate Undo button and Undo arrow)

Undo button

Redo button

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 23

2 • Click the Redo button on the Quick Access Toolbar to reverse your most recent undo (in this case, place a bullet

character on the paragraphs again) (shown in Figure 1–32).

To Italicize Text

Italic text has a slanted appearance. The next step is to italicize the word, expert, in the flyer to further emphasize it. As with a single paragraph, if you want to format a single word, you do not need to select it. Why? To format a single word, you simply position the insertion point somewhere in the word and apply the desired format. The following step italicizes a word.

1 • Click somewhere

in the word to be italicized (expert, in this case) to position the insertion point in the word to be formatted.

• Click the Italic button (Home tab | Font group) to italicize the word containing the insertion point (Figure 1–34).

How would I remove an italic format? You would click the Italic button a second time, or you immediately could click the Undo button on the Quick Access Toolbar or press CTRL+Z.

How can I tell what formatting has been applied to text? The selected buttons and boxes on the Home tab show formatting characteristics of the location of the insertion point. With the insertion point in the word, expert, the Home tab shows these formats: 24-point Calibri italic font.

Why did the appearance of the Redo button change? It changed to a Repeat button. When it is a Repeat button, you can click it to repeat your last action. For example, you can select different text and then click the Repeat button to apply (repeat) the italic format to the selected text.

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Other Ways

1. Press CTRL+Z to undo; press CTRL+Y to redo

Figure 1–34

Other Ways

1. Click Italic button on mini toolbar

2. Right-click selected text (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Font on shortcut menu, click Font tab (Font dialog box), click Italic in Font style list, click OK button

3. Click Font Dialog Box Launcher (Home tab | Font group), click Font tab (Font dialog box), click Italic in Font style list, click OK button

4. Press CTRL+I

Home tab

Repeat button

Font groupItalic button selected

insertion point in word to be formatted

WD 24 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

To Color Text

The following steps change the color of the word, expert. Why? To emphasize the word even more, you change its color.

1 • With the insertion

point in the word to format, click the Font Color arrow (Home tab | Font group) to display the Font Color gallery (Figure 1–35).

What if I click the Font Color button by mistake? Click the Font Color arrow and then proceed with Step 2. Note that you may not have a separate Font Color button if you are using a touch screen.

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Figure 1–35

Experiment

• If you are using a mouse, point to various colors in the Font Color gallery and watch the color of the current word change.

2 • Click ‘Orange,

Accent 2, Darker 25%’ (sixth color in fifth row) to change the color of the text (Figure 1–36).

How would I change the text color back to black? You would position the insertion point in the word or select the text, click the Font Color arrow (Home tab | Font group) again, and then click Automatic in the Font Color gallery.

Q &

Figure 1Figure 1–3636

Other Ways

1. Click Font Color arrow on mini toolbar, click desired color

2. Right-click selected text (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Font on shortcut menu, click Font tab (Font dialog box), click Font color arrow, click desired color, click OK button

3. Click Font Dialog Box Launcher (Home tab | Font group), click Font tab (Font dialog box), click Font color arrow, click desired color, click OK button

Home tab

Font Color button (touch screens may not have a separate Font Color button and Font Color arrow) Font Color

arrow

Font Color gallery displays list of available font colors

insertion point in word to be formatted

Font group

color of word containing insertion point to be changed to ‘Orange, Accent 2, Darker 25%’

text color changed

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 25

To Use the Mini Toolbar to Format Text

Recall from the Office and Windows module at the beginning of this book that the mini toolbar automatically appears based on certain tasks you perform. Why? Word places commonly used buttons and boxes on the mini toolbar for your convenience. If you do not use the mini toolbar, it disappears from the screen. All commands on the mini toolbar also exist on the ribbon.

The following steps use the mini toolbar to change the color and font size of text in the signature line of the flyer.

1 • Move the pointer to

the left of the line to be selected until the pointer changes to a right-pointing block arrow and then click to select the line and display the mini toolbar (Figure 1–37).

What if I am using a touch screen? Double-tap to the left of the line to be selected to select the line and then tap the selection to display the mini toolbar. If you are using a touch screen, the buttons and boxes on the mini toolbar differ. For example, it contains a ‘Show Context Menu’ button at the far-right edge, which you tap to display a shortcut menu.

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Figure 1–37

2 • Click the Font Size

arrow on the mini toolbar to display the Font Size gallery.

• Point to 28 in the Font Size gallery to display a live preview of the selected font size (Figure 1–38).

3 • Click 28 in the

Font Size gallery to increase the font size of the selected text.

Figure 1–38

mini toolbar

line selectedpointer is right-pointing block arrow

mini toolbar

selected text shows live preview of font size to which you are pointing in gallery

Font Size arrow

selected font size

WD 26 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

4 • With the text still

selected and the mini toolbar still displayed, click the Font Color arrow on the mini toolbar to display the Font Color gallery.

• Point to ‘Orange, Accent 2, Darker 25%’ (sixth color in the fifth row) to display a live preview of the selected font color (Figure 1–39).

5 • Click ‘Orange, Accent 2, Darker 25%’ to change the color of the selected text. • Click anywhere in the document window to remove the selection from the text.

To Select a Group of Words

To emphasize the contact phone number (555-SURF), this text is underlined in the flyer. Because the phone number is separated with a hyphen, Word considers it a group of words. To format a group of words, you first must select them. Why? If you underline text without selecting any text first, Word will underline only the word containing the insertion point. The following steps select a group of words.

1 • Position the pointer immediately

to the left of the first character of the text to be selected, in this case, the 5 in 555 (Figure 1–40).

Why did the shape of the pointer change? The pointer’s shape is an I-beam when positioned in unselected text in the document window.

2 • Drag the pointer through the

last character of the text to be selected, in this case, the F in the phone number (Figure 1–41).

Why did the pointer shape change again? When the pointer is positioned in selected text, its shape is a left- pointing block arrow.

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A Q

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Figure 1Figure 1–3939

Figure 1–40

Figure 1–41

Other Ways

1. With insertion point at beginning of first word in group, press CTRL+SHIFT+RIGHT ARROW repeatedly until all words are selected

Font Color gallery

selected color

mini toolbar

selected text shows live preview of font color to which you are pointing in gallery Font Color arrow

pointer (I-beam) at beginning of text to select

text color and font size changed

insertion point

mini toolbar automatically appears when you select text

text selected pointer

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 27

To Underline Text

Underlined text prints with an underscore (_ ) below each character. In the flyer, the contact phone number, 555-SURF, in the signature line is underlined. Why? Underlines are used to emphasize or draw attention to specific text. The following step formats selected text with an underline.

1 • With the text

selected, click the Underline button (Home tab | Font group) to underline the selected text (Figure 1–42).

What if my screen displays an Underline gallery? If you are using a touch screen, you may not have a separate Underline button and Underline arrow. In this case, select the desired underline style in the Underline gallery.

If a button exists on the mini toolbar, can I click that instead of using the ribbon? Yes.

How would I remove an underline? You would click the Underline button a second time, or you immediately could click the Undo button on the Quick Access Toolbar.

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Figure 1–42

To Bold Text

Bold characters appear somewhat thicker and darker than those that are not bold. The following steps format the text, award-winning, in bold characters. Why? To further emphasize this text, it is bold in the flyer. Recall that if you want to format a single word, you simply position the insertion point in the word and then format the word. To format text that consists of more than one word, as you have learned previously, you select the text first.

1 • Select the text to be formatted (the text, award-winning, in this case); that is, position the pointer immediately to

the left of the first character of the text to be selected and then drag the pointer through the last character of the text to be selected.

What if I am using a touch screen? Tap to position the insertion point in the text you want to select and then drag the selection handle(s) to select the text to be formatted.

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Q &

Other Ways

1. Click Underline button on mini toolbar

2. Right-click text (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Font on shortcut menu, click Font tab (Font dialog box), click Underline style box arrow, click desired underline style, click OK button

3. Click Font Dialog Box Launcher (Home tab | Font group), click Font tab (Font dialog box), click Underline style arrow, click desired underline style, click OK button

4. Press CTRL+U

Home tab

Underline arrow displays Underline gallery, which contains a variety of underline styles and colors (touch screens may not have separate Underline button and Underline arrow)

Underline button selected Font group

selected text underlined

WD 28 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

2 • With the text selected, click the

Bold button (Home tab | Font group) to bold the selected text (Figure 1–43).

How would I remove a bold format? You would click the Bold button a second time, or you immediately could click the Undo button on the Quick Access Toolbar.

3 • Click anywhere in the document

window to remove the selection from the screen.

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Figure 1–43

To Zoom One Page

Earlier in this module, you changed the zoom to page width so that the text on the screen was larger and easier to read. In the next set of steps, you want to see the entire page (as a mock sheet of paper) on the screen at once. Why? You want be able to see the effect of adjusting colors in the document as a whole. The next step displays a single page in its entirety in the document window as large as possible.

1 • Click View on the

ribbon to display the View tab.

• Click the One Page button (View tab | Zoom group) to display the entire page in the document window as large as possible (Figure 1–44).

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Other Ways

1. Click Bold button on mini toolbar

2. Right-click selected text (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Font on shortcut menu, click Font tab (Font dialog box), click Bold in Font style list, click OK button

3. Click Font Dialog Box Launcher (Home tab | Font group), click Font tab (Font dialog box), click Bold in Font style list, click OK button

4. Press CTRL+B

Figure 1–44 Other Ways

1. Click Zoom button (View tab | Zoom group), click Whole page (Zoom dialog box), click OK button

Home tab

selected text formatted bold

Bold button selected

Font group

text selected

One Page button selected

Zoom group

entire page is displayed in document window

View tab

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 29

To Change Theme Colors

A color scheme in Word is a document theme that identifies complementary colors for text, background, accents, and links in a document. With more than 20 predefined color schemes, Word provides a simple way to coordinate colors in a document.

The default color scheme is called Office. In the flyer, you will change the color scheme. Why? You want the colors in the flyer to represent integrity, trust, confidence, stability, healthiness, harmony, blooming, and safety, which are conveyed by shades of blues and greens. In Word, the Blue color scheme uses these colors. The following steps change theme colors.

1 • Click Design on the ribbon to display the Design tab.

• Click the Theme Colors button (Design tab | Document Formatting group) to display the Theme Colors gallery.

• Point to Blue in the Theme Colors gallery to display a live preview of the selected theme color (Figure 1–45).

Experiment

• Point to various color schemes in the Theme Colors gallery and watch the colors change in the document.

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What colors should I choose when creating documents? When choosing color, associate the meaning of the color with your message:

• Red expresses danger, power, or energy and often is associated with sports or physical exertion.

• Brown represents simplicity, honesty, and dependability.

• Orange denotes success, victory, creativity, and enthusiasm. Orange denotes success, victory, creativity, and enthusiasm. Orange denotes success, victory

• Yellow suggests sunshine, happiness, hope, liveliness, and intelligence.Yellow suggests sunshine, happiness, hope, liveliness, and intelligence.Y

• Green symbolizes growth, healthiness, harmony, and healing and often is associated with safety or money.

• Blue indicates integrity, trust, importance, confidence, and stability.Blue indicates integrity, trust, importance, confidence, and stability.Blue indicates integrity

• Purple represents wealth, power, comfort, extravagance, magic, mystery, and spirituality.

• White stands for purity, goodness, cleanliness, precision, and perfection.White stands for purity, goodness, cleanliness, precision, and perfection.White stands for purity

• Black suggests authority, strength, elegance, power, and prestige.Black suggests authority, strength, elegance, power, and prestige.Black suggests authority

• Gray conveys neutrality and, thus, often is found in backgrounds and other effects.

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Figure 1–45 2 • Click Blue in the Theme Colors gallery to change the document theme colors.

What if I want to return to the original color scheme? You would click the Theme Colors button again and then click Office in the Theme Colors gallery. Q

& A

Design tab

Document Formatting group

Theme Colors gallery

Theme Colors button

Office color scheme is default

Blue color scheme to be selected

colors in document changed to Blue theme

WD 30 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

To Zoom Page Width

Because the document contents are small when displayed on one page, the next steps zoom page width again.

1 Click View on the ribbon to display the View tab.

2 Click the Page Width button (View tab | Zoom group) to display the page the same width as the document window (shown earlier in the module in Figure 1–7).

3 Save the flyer again on the same storage location with the same file name.

Table 1–3 Techniques for Selecting Text

Item to Select

Touch

Mouse

Keyboard (where applicable)

Block of text Tap to position insertion point in text to select and then drag selection handle(s) to select text.

Click at beginning of selection, scroll to end of selection, position pointer at end of selection, hold down SHIFT key, and then click; or drag through the text.

Character(s) Tap to position insertion point in text to select and then drag selection handle(s) to select text.

Drag through character(s). SHIFT+RIGHT ARROW or SHIFT+LEFT ARROW

Document Move pointer to left of text until pointer changes to right-pointing block arrow and then triple-click.

CTRL+A

Graphic Tap the graphic. Click the graphic.

Line Double-tap to left of line to be selected.

Move pointer to left of line until pointer changes to right-pointing block arrow and then click.

HOME, then SHIFT+END or END, then SHIFT+HOME

Lines Tap to position insertion point in text to select and then drag selection handle(s) to select text.

Move pointer to left of first line until pointer changes to right-pointing block arrow and then drag up or down.

HOME, then SHIFT+DOWN ARROW or END, then SHIFT+UP ARROW

Paragraph Tap to position insertion point in text to select and then drag selection handle(s) to select text.

Triple-click paragraph; or move pointer to left of paragraph until pointer changes to right-pointing block arrow and then double-click.

CTRL+SHIFT+DOWN ARROW or CTRL+SHIFT+UP ARROW

Paragraphs Tap to position insertion point in text to select and then drag selection handle(s) to select text.

Move pointer to left of paragraph until pointer changes to right-pointing block arrow, double-click, and then drag up or down.

CTRL+SHIFT+DOWN ARROW or CTRL+SHIFT+UP ARROW repeatedly

Sentence Tap to position insertion point in text to select and then drag selection handle(s) to select text.

Press and hold down CTRL key and then click sentence.

Word Double-tap word. Double-click word. CTRL+SHIFT+RIGHT ARROW or CTRL+SHIFT+LEFT ARROW

Words Tap to position insertion point in text to select and then drag selection handle(s) to select text.

Drag through words. CTRL+SHIFT+RIGHT ARROW or CTRL+SHIFT+LEFT ARROW repeatedly

01 5

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rn in

Why should I save the flyer again? You have made several modifications to the flyer since you last saved it; thus, you should save it again.

Q &

Selecting Text In many of the previous steps, you have selected text. Table 1–3 summarizes the

techniques used to select various items.

BTW Selecting Nonadjacent Items In Word, you can use keyboard keys to select nonadjacent items, that is, items not next to each other. This is helpful when you are applying the same formatting to multiple items. To select nonadjacent items (text or graphics), select the first item, such as a word or paragraph, as usual; then, press and hold down the CTRL key. While holding down the CTRL key, select additional items.

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 31

Inserting and Formatting a Picture in a Word Document With the text formatted in the flyer, the next step is to insert a digital picture in the flyer and format the picture. Flyers usually contain a graphical image(s), such as a picture, to attract the attention of passersby. In the following sections, you will perform these tasks:

1. Insert a digital picture into the flyer. 2. Reduce the size of the picture. 3. Change the look of the picture.

Break Point: If you wish to take a break, this is a good place to do so. You can exit Word now. To resume at a later time, run Word, open the file called Surf Flyer, and continue following the steps from this location forward. For a detailed example of exiting Word, running Word, and opening a file, refer to the Office and Windows module at the beginning of the book.

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How do I locate a graphic file to use in a document? To use a graphic in a Word document, the image must be stored digitally in a file. Files containing graphics are available from a variety of sources:

• The web has images available, some of which are free, while others require a fee.

• You can take a picture with a digital camera or smartphone and download it, which is the process of copying the digital picture from the camera or phone to your computer.

• With a scanner, you can convert a printed picture, drawing, or diagram to a digital file.

If you receive a picture from a source other than yourself, do not use the file until you are certain it does not contain a virus. A virus is a computer program that can damage files and programs on your computer. Use an antivirus program to verify that any files you use are virus free.

To Center Another Paragraph

In the flyer, the digital picture of a surfer should be centered on the blank line below the headline. The blank paragraph below the headline currently is left-aligned. The following steps center this paragraph.

1 Click Home on the ribbon to display the Home tab.

2 Click somewhere in the paragraph to be centered (in this case, the blank line below the headline) to position the insertion point in the paragraph to be formatted.

3 Click the Center button (Home tab | Paragraph group) to center the paragraph containing the insertion point (shown in Figure 1–46).

To Insert a Picture

The next step in creating the flyer is to insert a digital picture of a surfer in the flyer on the blank line below the headline. The picture, which was taken with a digital camera, is available on the Data Files. Please contact your instructor for information about accessing Data Files.

The following steps insert a picture, which, in this example, is located in the Module 01 folder in the Data Files folder. Why? It is good practice to organize and store files in folders so that you easily can find the files at a later date.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

WD 32 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

1 • If necessary, position

the insertion point at the location where you want to insert the picture (in this case, on the centered blank paragraph below the headline).

• Click Insert on the ribbon to display the Insert tab (Figure 1–46).

Figure 1–46

2 • Click the From File

button (Insert tab | Illustrations group) (shown in Figure 1–46) to display the Insert Picture dialog box (shown in Figure 1–47).

3 • Navigate to the

desired picture location (in this case, the Module 01 folder in the Data Files folder). For a detailed example of this procedure, refer to Steps 4a and 4b in the To Save a File in a Folder section in the Office and Windows module at the beginning of this book.

• Click Surfing to select the file (Figure 1–47).

Figure 1–47

Insert tab

From File button

picture will be inserted on this blank line

Illustrations group

insertion point and paragraph centered

Insert Picture dialog box

Module 01 folder in Data Files folder selected

Insert button icons show pictures from Data Files (your list may differ)

Data Files folder

selected picture file

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 33

4 • Click the Insert button (Insert Picture dialog box) to insert the picture at the location of the insertion point in the

document (Figure 1–48).

What are the symbols around the picture? A selected graphic appears surrounded by a selection rectangle, which has small squares and circles, called sizing handles, at each corner and middle location.

What is the purpose of the Layout Options button? When you click the Layout Options button, Word provides options for changing how the graphic is positioned with text in the document.

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Figure 1–48

To Zoom the Document

In the steps in the following sections, you will work with the picture just inserted. The next task is to adjust the zoom percentage. Why? Currently, you can see only a small amount of text with the picture. Seeing more of the document at once helps you determine the appropriate size for the picture. The following step zooms the document.

Experiment

• Repeatedly click the Zoom Out and Zoom In buttons on the status bar and watch the size of the document change in the document window.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

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How do you know where to position a graphic on a flyer? The content, size, shape, position, and format of a graphic should capture the interest of passersby, enticing them to stop and read the flyer. Often, the graphic is the center of attention and visually the largest element on a flyer. If you use colors in the graphical image, be sure they are part of the document’s color scheme.

Layout Options button automatically appears when picture is selected

picture inserted in document at location of insertion point, which was in a centered paragraph

pointer sometimes has four-headed arrow beside it, when positioned in a selected graphic

inserted picture automatically selected and surrounded with selection rectangle

Picture Tools Format tab automatically appears when graphic is selected in document

groups on ribbon change to show commands related to formatting pictures, because Picture Tools Format tab now is active tab

sizing handles

WD 34 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

What if I am using a touch screen? Repeatedly pinch (move two fingers together on the screen) and stretch (move two fingers apart on the screen) and watch the size of the document change in the document window.

• Click the Zoom Out or Zoom In button as many times as necessary until the Zoom button on the status bar displays 40% on its face (Figure 1–49).

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Figure 1–49

To Resize a Graphic

Resizing includes both increasing and reducing the size of a graphic. The next step is to resize the picture so that it is smaller in the flyer. Why? You want the graphic and all the text on the flyer to fit on a single sheet of paper. The following steps resize a selected graphic.

1 • Be sure the graphic still is selected.

What if my graphic (picture) is not selected? To select a graphic, click it.

• Point to the lower-left corner sizing handle on the picture so that the pointer shape changes to a two-headed arrow (Figure 1–50).

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

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Other Ways

1. Drag Zoom slider on status bar

2. Click Zoom level button on status bar, select desired zoom percent or type (Zoom dialog box), click OK button

3. Click Zoom button (View tab | Zoom group), select desired zoom percent or type (Zoom dialog box), click OK button

Figure 1–50

document shown at 40% zoom

picture still selected

flyer contents spilled to a second page

Zoom In button

Zoom Out button Zoom slider

Zoom level button displays Zoom dialog box

Shape Height and Shape Width boxes show height and width of currently selected graphic

pointer shape changes to two-headed arrow when positioned on sizing handle

graphic selected

sizing handles

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 35

2 • Drag the sizing

handle diagonally inward until the lower-left corner of the picture is positioned approximately as shown in Figure 1–51. Do not release the mouse button at this point.

What if I am using a touch screen? Drag a corner of the graphic, without lifting your finger, until the graphic is the desired size.

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Figure 1–51

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To Zoom 100%

In the next series of steps, you will format the picture. Earlier in this module, you changed the zoom to 40% so that you could see more of the page while resizing the graphic. The following step zooms the screen to 100%. Why? You want the contents of the image to be enlarged a bit, while still seeing some of the text in the document.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

Other Ways

1. Enter height and width of graphic in Shape Height and Shape Width boxes (Picture Tools Format tab | Size group)

2. Click Advanced Layout: Size Dialog Box Launcher (Picture Tools Format tab | Size group), click Size tab (Layout dialog box), enter desired height and width values in boxes, click OK button

3 • Release the mouse button to resize the graphic, which, in this case, should have a height of about

3.7” and a width of about 5.06”.

How can I see the height and width measurements? Look in the Size group on the Picture Tools Format tab to see the height and width measurements of the currently selected graphic (shown in Figure 1–49).

What if the graphic is the wrong size? Repeat Steps 1, 2, and 3, or enter the desired height and width values in the Shape Height and Shape Width boxes (Picture Tools Format tab | Size group).

What if I want to return a graphic to its original size and start again? With the graphic selected, click the Size Dialog Box Launcher (Picture Tools Format tab | Size group), click the Size tab (Layout dialog box), click the Reset button, and then click the OK button.

Q &

when using a mouse to drag a corner sizing handle, Word changes pointer to a crosshair shape

as you drag, Word resizes selected graphic to show how it will look at proposed size

flyer contents fit on a single page

WD 36 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

1 • Click View on the

ribbon to display the View tab.

• Click the 100% button (View tab | Zoom group) to display the page at 100% in the document window (Figure 1–52).

To Apply a Picture Style

A style is a named group of formatting characteristics. Word provides more than 25 picture styles. Why? Picture styles enable you easily to change a picture’s look to a more visually appealing style, including a variety of shapes, angles, borders, and reflections. The flyer in this module uses a style that applies an oval shape to the picture. The following steps apply a picture style to a picture.

1 • Ensure the graphic still is selected

and then click Picture Tools Format on the ribbon to display the Picture Tools Format tab (Figure 1–53).

What if my graphic (picture) is not selected? To select a graphic, click it.

What is the white circle attached to top of the selected graphic? It is called a rotate handle. When you drag a graphic’s rotate handle, the graphic moves in either a clockwise or counterclockwise direction.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

Q &

Other Ways

1. Click Zoom button (View tab | Zoom group), click 100% (Zoom dialog box), click OK button

Figure 1–52

Figure 1–53

View tab

Zoom group 100% button

graphic resized

zoom changed to 100%

Picture Tools Format tab

More button

Picture Styles group

rotate handle

Picture Styles gallery

graphic selected

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 37

2 • Click the More button in the Picture

Styles gallery (Picture Tools Format tab | Picture Styles group) (shown in Figure 1–53) to expand the gallery.

• Point to ‘Soft Edge Oval’ in the Picture Styles gallery to display a live preview of that style applied to the picture in the document (Figure 1–54).

Experiment

• Point to various picture styles in the Picture Styles gallery and watch the style of the picture change in the document window.

3 • Click ‘Soft Edge Oval’ in the Picture Styles gallery

(sixth style in third row) to apply the style to the selected picture.

Other Ways

1. Right-click picture, click ‘Picture Styles’ on mini toolbar, select desired styleRight-click picture, click ‘Picture Styles’ on mini toolbar, select desired styleRight-click picture, click ‘Picture Styles’ on mini toolbar

To Apply Picture Effects

Word provides a variety of picture effects, such as shadows, reflections, glow, soft edges, bevel, and 3-D rotation. The difference between the effects and the styles is that each effect has several options, providing you with more control over the exact look of the image.

In this flyer, the picture has a slight lime green glow effect and beveled edges. The following steps apply picture effects to the selected picture. Why? Picture effects enable you to further customize a picture.

1 • With the picture still selected, click

the Picture Effects button (Picture Tools Format tab | Picture Styles group) to display the Picture Effects menu.

• Point to Glow on the Picture Effects menu to display the Glow gallery.

• Point to ‘Lime, 5 pt glow, Accent color 6’ in the Glow Variations area (rightmost glow in first row) to display a live preview of the selected glow effect applied to the picture in the document window (Figure 1–55).

Experiment

• If you are using a mouse, point to various glow effects in the Glow gallery and watch the picture change in the document window.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

Figure 1–55

Figure 1–54

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expanded gallery shows more options — your list may be arranged differently

picture format changes to Soft Edge Oval, showing live preview of style to which you are pointing in expanded gallery

Picture Effects button

Glow gallery

Glow Variations area

pointer on ‘Lime, 5 pt glow, Accent color 6’

Picture Tools Format tab

selected picture shows live preview of glow effect to which you are pointing in gallery

Picture Styles group

Glow command

Picture Effects menu

pointer on ‘Soft Edge Oval’ picture style

WD 38 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

2 • Click ‘Lime, 5 pt glow, Accent color 6’ in the Glow gallery to apply the selected picture effect.

What if I wanted to discard formatting applied to a picture? You would click the Reset Picture button (Picture Tools Format tab | Adjust group). To reset formatting and size, you would click the Reset Picture arrow (Picture Tools Format tab | Adjust group) and then click ‘Reset Picture & Size’ on the Reset Picture menu.

3 • Click the Picture Effects button

(Picture Tools Format tab | Picture Styles group) to display the Picture Effects menu again.

• Point to Bevel on the Picture Effects menu to display the Bevel gallery.

• Point to Angle in the Bevel area (first effect in second row) to display a live preview of the selected bevel effect applied to the picture in the document window (Figure 1–56).

Experiment

• If you are using a mouse, point to various bevel effects in the Bevel gallery and watch the picture change in the document window.

4 • Click Angle in the Bevel gallery to apply the selected picture effect.

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Figure 1–56

Enhancing the Page With the text and graphics entered and formatted, the next step is to look at the page as a whole and determine if it looks finished in its current state. As you review the page, answer these questions:

• Does it need a page border to frame its contents, or would a page border make it look too busy?

• Is the spacing between paragraphs and graphics on the page adequate? Do any sections of text or graphics look as if they are positioned too closely to the items above or below them?

• Does the flyer have too much space at the top or bottom? Should the contents be centered vertically?

You determine that a graphical, color-coordinated border would enhance the flyer. You also notice that the flyer would look better proportioned if it had a little more space above and below the picture. You also want to ensure that the contents are centered vertically. The following sections make these enhancements to the flyer.

Picture Tools Format tab

Bevel gallery

Bevel area

pointer on Angle effect

Picture Effects menu

selected picture shows live preview of Bevel effect to which you are pointing in gallery

Bevel command

Picture Styles group

Picture Effects button

Other Ways

1. Right-click picture (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Format Object or Format Picture on shortcut menu, click Effects button (Format Picture task pane), select desired options, click Close button

2. Click Format Shape Dialog Box Launcher (Picture Tools Format tab | Picture Styles group), click Effects button (Format Picture task pane), select desired options, click Close button

BTW Touch Screen Differences The Office and Windows interfaces may vary if you are using a touch screen. For this reason, you might notice that the function or appearance of your touch screen differs slightly from this module’s presentation.

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 39

To Add a Page Border

In Word, you can add a border around the perimeter of an entire page. The flyer in this module has a lime border. Why? This border color complements the color of the flyer contents. The following steps add a page border.

1 • Click Design on the

ribbon to display the Design tab.

• Click the ‘Borders and Shading’ button (Design tab | Page Background group) to display the Borders and Shading dialog box (Figure 1–57).

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

Figure 1–57

2 • Scroll to, if

necessary, and then click the sixth border style in the Style list (Borders and Shading dialog box) to select the style.

• Click the Color arrow to display a Color palette (Figure 1–58).

Figure 1–58

Design tab

Borders and Shading dialog box

‘Borders and Shading’ button

Page Background group

None removes a page border

selected style

Color palette

Style list

preview of selected border style

Color arrow

color to be selected

WD 40 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

3 • Click ‘Lime, Accent 6, Lighter 40%’ (rightmost

color in fourth row) in the Color palette to select the color for the page border.

• Click the Width arrow to display the Width list and then click 4 ½ pt to select the thickness of the page border (Figure 1–59).

4 • Click the OK button to add the border to the

page (shown in Figure 1–60).

What if I wanted to remove the border? You would click None in the Setting list in the Borders and Shading dialog box.

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Figure 1Figure 1–5959

To Zoom One Page

The next steps zoom one page so that you can see the entire page on the screen at once.

1 Click View on the ribbon to display the View tab.

2 Click the One Page button (View tab | Zoom group) to display the entire page in the document window as large as possible.

To Change Spacing before and after Paragraphs

The default spacing above (before) a paragraph in Word is 0 points and below (after) is 8 points. In the flyer, you want to increase the spacing below the paragraph containing the headline and above the signature line. Why? The flyer spacing will look more balanced with spacing increased above and below these paragraphs. The following steps change the spacing above and below a paragraph.

1 • Position the insertion point in the paragraph

to be adjusted, in this case, the paragraph containing the headline.

What happened to the Picture Tools Format tab? When you click outside of a graphic or press a key to scroll through a document, Word deselects the graphic and removes the Picture Tools Format tab from the screen. That is, this tab appears only when a graphic is selected.

• Click Layout on the ribbon to display the Layout tab.

• Click the Spacing After up arrow (Layout tab | Paragraph group) so that 12 pt is displayed in the Spacing After box to increase the space below the current paragraph (Figure 1–60).

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

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Figure 1–60

color selected

width changed to 4 ½ points

Art arrow displays a variety of predefined artistic borders

preview of page border selections

Width arrow

OK button

Layout tab

spacing below (after) paragraph containing headline increased

Paragraph group

space increased

border added to flyer

Spacing After up arrow

insertion point

Picture Tools Format tab disappears because graphic no longer is selected

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 41

2 • Position the insertion point in the paragraph

to be adjusted, in this case, the paragraph containing the signature line.

• Click the Spacing Before up arrow (Layout tab | Paragraph group) as many times as necessary so that 12 pt is displayed in the Spacing Before box to increase the space above the current paragraph (Figure 1–61).

• If the text flows to two pages, reduce the spacing above and below paragraphs as necessary.

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Figure 1–61Figure 1 61

To Center Page Contents Vertically

In Word, you can center the page contents vertically. Why? This places the same amount of space at the top and bottom of the page. The following steps center page contents vertically.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

Other Ways

1. Right-click paragraph (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Paragraph on shortcut menu, click Indents and Spacing tab (Paragraph dialog box), enter spacing before and after values, click OK button

2. Click Paragraph Settings Dialog Box Launcher (Home tab or Layout tab | Paragraph group), click Indents and Spacing tab (Paragraph dialog box), enter spacing before and after values, click OK button

Figure 1–62

Figure 1Figure 1–6363

1 • If necessary, click Layout on the ribbon to

display the Layout tab.

• Click the Page Setup Dialog Box Launcher (Layout tab | Page Setup group) to display the Page Setup dialog box.

• Click the Layout tab (Page Setup dialog box) to display the Layout sheet (Figure 1–62).

2 • Click the Vertical alignment arrow (Page Setup

dialog box) to display the list of alignment options and then click Center in the list (Figure 1–63).

3 • Click the OK button to center the page contents

vertically on the screen (shown in Figure 1–1 at the beginning of this module).

What if I wanted to change the alignment back? You would select the Top vertical alignment from the Vertical alignment list in the Layout sheet (Page Setup dialog box).

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spacing before (above) paragraph containing signature line increased

Paragraph group

Spacing Before up arrow

space increased

insertion point

Layout tab

Page Setup dialog box

Layout tab

Page Setup Dialog Box Launcher

Page Setup group

Vertical alignment arrow

OK button

alignment changed to Center

WD 42 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

TO CHANGE DOCUMENT PROPERTIES Word helps you organize and identify your files by using document properties,

which, as discussed in the Office and Windows module at the beginning of this book, are the details about a file, such as the project author, title, and subject. For example, a class name or document topic can describe the file’s purpose or content.

The more common document properties are standard and automatically updated properties. Standard properties are associated with all Microsoft Office files and include author, title, and subject. Automatically updated properties include file system properties, such as the date you create or change a file, and statistics, such as the file size.

If you wanted to change document properties, you would follow these steps. 1. Click File on the ribbon to open the Backstage view and then, if necessary, click

the Info tab in the Backstage view to display the Info gallery. 2. If the property you wish to change is displayed in the Properties list in the right

pane of the Info gallery, try to click to the right of the property. If a text box appears to the right of the property, type the text for the property in the text box and then click the Back button in the upper-left corner of the Backstage view to return to the Word window. Skip the remaining steps.

3. If the property you wish to change is not displayed in the Properties list in the right pane of the Info gallery or you cannot change it in the Info gallery, click the Properties button in the right pane to display the Properties menu and then click Advanced Properties on the Properties menu to display the Properties dialog box. If necessary, click the Summary tab (Properties dialog box) to display the Summary sheet, fill in the appropriate text boxes, and then click the OK button.

Why are some of the document properties in the dialog box already filled in? The person who installed Office 2016 on your computer or network may have set or customized the properties.

To Save the Document and Exit Word

Although you still need to make some edits to this document, you want to exit Word and resume working on the project at a later time. Thus, the following steps save the document and exit Word. For a detailed example of the procedure summarized below, refer to the Office and Windows module at the beginning of this book.

1 Save the flyer again on the same storage location with the same file name.

2 Close the open document and exit Word.

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Break Point: If you wish to take a break, this is a good place to do so. To resume at a later time, continue following the steps from this location forward.

Correcting Errors and Revising a Document After creating a document, you may need to change it. For example, the document may contain an error, or new circumstances may require you to add text to the document.

BTW Printing Document Properties To print document properties, click File on the ribbon to open the Backstage view, click the Print tab in the Backstage view to display the Print gallery, click the first button in the Settings area to display a list of options specifying what you can print, click Document Info in the list to specify you want to print the document properties instead of the actual document, and then click the Print button in the Print gallery to print the document properties on the currently selected printer.

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 43

Types of Changes Made to Documents The types of changes made to documents normally fall into one of the three

following categories: additions, deletions, or modifications.

Additions Additional words, sentences, or paragraphs may be required in a document. Additions occur when you omit text from a document and want to insert it later. For example, you may want to add your email address to the flyer.

Deletions Sometimes, text in a document is incorrect or no longer is needed. For example, you may discover that the lessons no longer include reef shoes. In this case, you would delete the words, reef shoes, from the flyer.

Modifications If an error is made in a document or changes take place that affect the document, you might have to revise a word(s) in the text. For example, the phone number may change.

To Run Word, Open a Document, and Specify Settings

Once you have created and saved a document, you may need to retrieve it from storage. For example, you might want to revise the document or distribute it. Earlier in this module you saved the flyer using the file name, Surf Flyer. The following steps run Word, open this document, and specify settings. For a detailed example of the procedures summarized below for running Word or opening a document, refer to the Office and Windows module.

1 Run Word.

2 Open the document named Surf Flyer from the Recent list or use the Open dialog box to navigate to the location of the file and then open it in the Word window.

3 If the Word window is not maximized, click the Maximize button on its title bar to maximize the window.

4 Click View on the ribbon to display the View tab and then click the 100% button (View tab | Zoom group) to display the page at 100% in the document window.

To Insert Text in an Existing Document

Word inserts text to the left of the insertion point. The text to the right of the insertion point moves to the right and downward to fit the new text. The following steps insert the word, today, to the left of the word, or, in the flyer. Why? These steps illustrate the process of inserting text.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

1 • Scroll through the document and then click to

the left of the location of text to be inserted (in this case, the o in or) to position the insertion point where text should be inserted (Figure 1–64).

Figure 1–64

insertion point

zoom is 100%

BTW Word Help At any time while using Word, you can find answers to questions and display information about various topics through Word Help. Used properly, this form of assistance can increase your productivity and reduce your frustrations by minimizing the time you spend learning how to use Word. For instructions about Word Help and exercises that will help you gain confidence in using it, read the Office and Windows module at the beginning of this book.

WD 44 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

2 • Type today and then press the SPACEBAR to

insert the word to the left of the insertion point (Figure 1–65).

Why did the text move to the right as I typed? In Word, the default typing mode is insert mode, which means as you type a character, Word moves all the characters to the right of the typed character one position to the right.

Q &

Other Ways

1. Right-click selected item, click Cut on shortcut menu

2. Select item, press BACKSPACE to delete to left of insertion point or press DELETE to delete to right of insertion point

3. Select item, press CTRL+X

Figure 1–65

To Move Text

An efficient way to move text a short distance is drag-and-drop editing. With drag-and-drop editing, you select the item to be moved, drag the selected item to the new location, and then drop, or insert, it in the new location. Another technique for moving text is the cut-and-paste technique, which is discussed in the next module.

The following steps use drag-and-drop editing to move text. Why? While proofreading the flyer, you realize that the body copy would read better if the last two bulleted paragraphs were reversed.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

To Delete Text

It is not unusual to type incorrect characters or words in a document. As discussed earlier in this module, you can click the Undo button on the Quick Access Toolbar to undo a command or action immediately — this includes typing. Word also provides other methods of correcting typing errors.

To delete an incorrect character in a document, simply click next to the incorrect character and then press the backspace key to erase to the left of the insertion point, or press the delete key to erase to the right of the insertion point.

To delete a word or phrase, you first must select the word or phrase. The following steps select the word, today, which was just added in the previous steps, and then delete the selection. Why? These steps illustrate the process of selecting a word and then deleting selected text.

1 • Double-click the word to be selected (in this

case, today) to select the word (Figure 1–66).

2 • Press the DELETE key to delete the selected text.

What if I am using a touch screen? Tap the selected text to display the mini toolbar and then tap the Cut button on the mini toolbar to delete the selected text.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

Q &

Figure 1–66Figure 1

word inserted

pointer

text to be deleted is selected

mini toolbar appears because text is selected

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 45

3 • Release the mouse button to move

the selected text to the location of the dotted insertion point (Figure 1–69).

What if I accidentally drag text to the wrong location? Click the Undo button on the Quick Access Toolbar and try again.

Can I use drag-and-drop editing to move any selected item? Yes, you can select words, sentences, phrases, and graphics and then use drag-and-drop editing to move them.

What is the purpose of the Paste Options button? If you click the Paste Options button, a menu appears that allows you to change the format of the item that was moved. The next module discusses the Paste Options menu.

• Click anywhere in the document window to remove the selection from the bulleted item.

What if I am using a touch screen? If you have a stylus, you can follow Steps 1 through 3 using the stylus. If you are using your finger, you will need to use the cut-and-paste technique: tap to position the insertion point in the text to be moved and then drag the selection handles as necessary to select the text that you want to move; tap the selection to display the mini toolbar and then tap the Cut button on the mini toolbar to remove the text; tap to position the insertion point at the location where you want to move the text; display the Home tab and then tap the Paste button on the Home tab to place the text at the location of the insertion point. The next module discusses this procedure in more depth.

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A Q

& A

1 • Position the pointer in the paragraph to be

moved (in this case, the last bulleted item) and then triple-click to select the paragraph.

• With the pointer in the selected text, press and hold down the mouse button, which displays a small dotted box with the pointer (Figure 1–67).

Figure 1–67

Figure 1–68

Figure 1–69

Other Ways

1. Click Cut button (Home tab | Clipboard group), click where text or object is to be pasted, click Paste button (Home tab | Clipboard group)

2. Right-click selected text, click Cut on mini toolbar or shortcut menu, right-click where text or object is to be pasted, click Paste on mini toolbar or ‘Keep Source Formatting’ on shortcut menu

3. Press CTRL+X, position insertion point where text or object is to be pasted, press CTRL+V

2 • Drag the insertion point to the location where

the selected text is to be moved, as shown in Figure 1–68.

To Save and Print the Document

It is a good practice to save a document before printing it, in the event you experience difficulties printing. The following steps save and print the document. For a detailed example of the procedure summarized next for saving and printing a document, refer to the Office and Windows module at the beginning of this book.

text deleted

text to be moved is selected pointer has small box below it when

you begin to drag selected text

selected text to be dropped at location of insertion point

selected text moved

Paste Options button automatically appears when you drag and drop

WD 46 Word Module 1 Creating, Formatting, and Editing a Word Document with a Picture

Figure 1Figure 1–70

1 Save the flyer again on the same storage location with the same file name.

2 If requested by your instructor, print the flyer.

What if one or more of my borders do not print? Click the Page Borders button (Design tab | Page Background group), click the Options button (Borders and Shading dialog box), click the Measure from arrow and click Text, change the four text boxes to 15 pt, and then click the OK button in each dialog box. Try printing the document again. If the borders still do not print, adjust the boxes in the dialog box to a number smaller than 15 point.

Q &

To Switch to Read Mode

Some users prefer reading a document on-screen instead of on paper. Why? If you are not composing a document, you can switch to Read mode, which hides the ribbon and other writing tools so that more content fits on the screen. Read mode is intended to make it easier to read a document. The following step switches from Print Layout view to Read mode.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

1 • Click the Read Mode button on the status

bar to switch to Read mode (Figure 1–70).

Experiment

• Click the arrows to advance forward and then move backward through the document.

Besides reading, what can I do in Read mode? You can zoom, copy text, highlight text, search, add comments, and more.

Q &

Other Ways

1. Click Read Mode button (View tab | Views group)

To Switch to Print Layout View

The next steps switch back to Print Layout view. Why? If you want to show the document on a mock sheet of paper in the document window, along with the ribbon and other writing tools, you should switch to Print Layout view. The following step switches to Print Layout view.

1 ENTER TEXT | 2 FORMAT TEXT | 3 INSERT PICTURE

4 FORMAT PICTURE | 5 ENHANCE PAGE | 6 CORRECT & REVISE

click arrow to move backward through document

document appears in Read Mode

click arrow to move forward through document

Read Mode button

BTW Conserving Ink and Toner If you want to conserve ink or toner, you can instruct Word to print draft quality documents by clicking File on the ribbon to open the Backstage view, clicking the Options tab in the Backstage view to display the Word Options dialog box, clicking Advanced in the left pane (Word Options dialog box), scrolling to the Print area in the right pane, placing a check mark in the ‘Use draft quality’ check box, and then clicking the OK button. Then, use the Backstage view to print the document as usual.

BTW Distributing a Document Instead of printing and distributing a hard copy of a document, you can distribute the document electronically. Options include sending the document via email; posting it on cloud storage (such as OneDrive) and sharing the file with others; posting it on social media, a blog, or other website; and sharing a link associated with an online location of the document. You also can create and share a PDF or XPS image of the document, so that users can view the file in Acrobat Reader or XPS Viewer instead of in Word.

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Summary In this module, you have learned how to enter text in a document, correct spelling errors as you type, format paragraphs and characters, insert and format a picture, add a page border, adjust paragraph and page spacing, and correct errors and revise a document.

1 • Click the Print Layout button on the

status bar to switch to Print Layout view (Figure 1–71).

• Because the project now is complete, you can exit Word.

Figure 1–71

Other Ways

1. Click Print Layout button (View tab | Views group) 2. Click View on the ribbon, click Edit Document

What decisions will you need to make when creating your next flyer? Use these guidelines as you complete the assignments in this module and create your own flyers outside of this class.

1. Choose the text for the headline, body copy, and signature line — using as few words as possible to make a point.

2. Format various elements of the text.

a) Select appropriate font sizes for text in the headline, body copy, and signature line.

b) Select appropriate fonts for text in the headline, body copy, and signature line.

c) Adjust paragraph alignment, as appropriate.

d) Highlight key paragraphs with bullets.

e) Emphasize important words.

f) Use color to convey meaning and add appeal.

3. Find an eye-catching graphic(s) that conveys the overall message and meaning of the flyer.

4. Establish where to position and how to format the graphical image(s) so that the image grabs the attention of passersby and draws them into reading the flyer.

5. Determine whether the flyer needs enhancements, such as a graphical, color-coordinated border, or spacing adjustments to improve readability or overall appearance.

6. Correct errors and revise the document as necessary.

a) Post the flyer on a wall and make sure all text and images are legible from a distance.

b) Ask someone else to read the flyer and give you suggestions for improvements.

7. Determine the best method for distributing the document, such as printing, sending via email, or posting on the web or social media.

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Print Layout button selected

Print Layout button

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Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Modifying Text and Formatting a Document Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run Word. Open the document, Apply 1–1 Graduation Flyer Unformatted, which is located in the Data Files. The flyer you open contains an unformatted flyer. You are to modify text, for- mat paragraphs and characters, and insert a picture in the flyer to create the flyer shown in Figure 1–72.

Figure 1–72 Perform the following tasks:

1. Correct each spelling (red wavy underline) and grammar (green and blue wavy underlines) error by right-clicking the flagged text and then clicking the appropriate correction on the shortcut menu.

headline

bulleted list

signature line

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 49

2. Delete the word, degree, in the sentence below the headline.

3. Insert the word, need, between the words, or directions (so that it reads: Questions or need directions?), in the second to last line of the flyer.

4. Change the word, on, to the word, by, in the last line so that the text reads: Please RSVP by May 18.

5. If requested by your instructor, change the phone number in the flyer to your phone number.

6. Center the headline and the last two paragraphs of the flyer.

7. Select the third, fourth, and fifth paragraphs of text in the flyer and add bullets to the selected paragraphs.

8. Change the theme colors to the Blue II color scheme.

9. Change the font and font size of the headline to 48-point Arial Rounded MT Bold, or a similar font. Change the case of the word, Celebrate, in the headline to uppercase letters. Apply the text effect called Fill - Dark Green, Accent 1, Outline - Background 1, Hard Shadow - Accent 1 to the entire headline. Change the font color of the headline text to Dark Green, Accent 5, Darker 25%.

10. Change the font size of the sentence below the headline, the bulleted list, and the last line of flyer to 26 point.

11. Use the mini toolbar to change the font size of the sentence below the bulleted list to 18 point.

12. Switch the last two bulleted paragraphs. That is, select the ‘125 Park Court in Condor’ bullet and move it so that it is the second bulleted paragraph.

13. Select the words, open house, in the paragraph below the headline and italicize these words. Undo this change and then redo the change.

14. Select the text, Saturday, May 27, in the first bulleted paragraph and bold this text. Change the font color of this same text to Dark Red.

15. Underline the word, and, in the third bulleted paragraph.

16. Bold the text, Please RSVP by May 18., in the last line of the flyer. Shade this same text Dark Green, Accent 5, Darker 50%. If the font color does not automatically change to a lighter color, change its color to White, Background 1.

17. Change the zoom so that the entire page is visible in the document window.

18. Insert the picture of the graduate centered on the blank line below the headline. The picture is called Graduation and is available on the Data Files. Resize the picture so that it is approximately 2.9" × 2.89". Apply the Simple Frame, Black picture style to the inserted picture.

19. Change the spacing before the first bulleted paragraph to 12 points and the spacing after the last bulleted paragraph to 24 points.

20. The entire flyer should fit on a single page. If it flows to two pages, resize the picture or decrease spacing before and after paragraphs until the entire flyer text fits on a single page.

21. Change the zoom to text width, then page width, then 100% and notice the differences.

22. If requested by your instructor, enter the text, Graduation Open House, as the keywords in the document properties. Change the other document properties, as specified by your instructor.

23. Click File on the ribbon and then click Save As. Save the document using the file name, Apply 1–1 Graduation Flyer Formatted.

24. Print the document. Switch to Read Mode and browse pages through the document. Switch to Print Layout view.

25. Submit the revised document, shown in Figure 1–72, in the format specified by your instructor.

26. Exit Word.

27. If this flyer were announcing a victory parade instead of a graduation, which color scheme would you apply and why?

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Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Modifying Text and Picture Formats and Adding Page Borders Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run Word. Open the document, Extend 1–1 Painting Lessons Flyer Draft, from the Data Files. You will enhance the look of the flyer shown in Figure 1–73. Hint: Remember, if you make a mistake while formatting the picture, you can reset it by using the Reset Picture button or Reset Picture arrow (Picture Tools Format tab | Adjust group).

Perform the following tasks: 1. Use Help to learn about the

following: remove bullets, grow font, shrink font, art page borders, decorative underline(s), picture bullets, picture border shading, picture border color, shadow picture effects, and color saturation and tone.

2. Remove the bullet from the last paragraph of the flyer.

3. Select the text, Painting Lessons, and use the ‘Increase Font Size’ button (Home tab | Font group) to increase its font size.

4. Add an art page border to the flyer. If the border is not in color, add color to it if the border supports color.

5. Change the solid underline below the word, all, to a decorative underline. Change the color of the underline.

6. Change the style of the bullets to picture bullet(s). Adjust the hanging indent, if necessary, to align the text in the bulleted list.

7. Change the color of the picture border. Add a shadow picture effect to the picture.

8. Change the color saturation and color tone of the picture.

9. If requested by your instructor, change the name of the art studio (Bakersfield) to your last name.

Figure 1–73

add art page border

change border color and add shadow effect; change color saturation and color tone

use ‘Increase Font Size’ button to increase font size

change underline style and color

change to picture bullets

remove bullet

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 51

10. Save the revised document with the file name, Extend 1–1 Painting Lessons Flyer Final, and then submit it in the format specified by your instructor.

11. In this assignment, you changed the bullets to picture bullets. Which bullet character did you select and why?

Expand Your World Create a solution that uses cloud or web technologies by learning and investigating on your own from general guidance.

Using Word Online to Create a Flyer with a Picture Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: You will use Word Online to prepare a flyer. The text for the unformatted flyer is shown in Figure 1–74. You will enter the text in Word Online and then use its tools to enhance the look of the flyer.

Perform the following tasks: 1. Run a browser. Search for the text, Word Online, using a search engine. Visit several websites to

learn about Word Online. Navigate to the Office Online website. You will need to sign in to your OneDrive account.

2. Create a new blank Word document using Word Online. Name the document Expand 1–1 Jukebox Flyer.

3. Notice the differences between Word Online and the Word desktop app you used to create the project in this module.

4. Enter the text in the flyer, shown in Figure 1–74, checking spelling as you type.

5. Insert the picture called Jukebox, which is located in the Data Files.

Figure 1–74

text entered

Word Online running

file saved on OneDrive

button opens document in Word desktop app

Continued >

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6. Use the features available in Word Online, along with the concepts and techniques presented in this module, to format this flyer. Be sure to change the font and font size of text, center a paragraph(s), italicize text, color text, underline text, and apply a picture style. Resize the picture. Adjust spacing above and below paragraphs as necessary. The flyer should fit on a single page.

7. If requested by your instructor, replace the phone number in the flyer with your phone number.

8. Save the document again. Click the button to open the document in the Word desktop app. If necessary, sign in to your Microsoft account when prompted. Notice how the document appears in the Word desktop app.

9. Using either Word Online or the Word desktop app, submit the document in the format requested by your instructor. Exit Word Online. If necessary, sign out of your OneDrive account and your Microsoft account in Word.

10. What is Word Online? Which features that are covered in this module are not available in Word Online? Do you prefer using Word Online or the Word desktop app? Why?

In the Labs Design, create, modify, and/or use a document following the guidelines, concepts, and skills presented in this module. Labs 1 and 2, which increase in difficulty, require you to create solutions based on what you learned in the module; Lab 3 requires you to apply your creative thinking and problem-solving skills to design and implement a solution.

Lab 1: Creating a Flyer with a Picture Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: Your boss asked you to prepare a flyer that advertises the company’s commodity trading seminars. First, you prepare the unformatted flyer shown in Figure 1–75a, and then you format it so that it looks like Figure 1–75b. Hint: Remember, if you make a mistake while formatting the flyer, you can use the Undo button on the Quick Access Toolbar to undo your last action.

Figure 1–75a Unformatted Text

Expand Your World continued

blank line

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 53

Perform the following tasks: 1. Run Word. Display formatting marks on the screen.

2. Type the flyer text, unformatted, as shown in Figure 1–75a, inserting a blank line between the headline and the body copy. If Word flags any misspelled words as you type, check their spelling and correct them.

3. Save the document using the file name, Lab 1–1 Commodity Trading Flyer.

4. Center the headline and the signature line.

5. Change the theme colors to Green.

6. Change the font size of the headline to 48 point and the font to Franklin Gothic Heavy or a similar font. Apply the text effect called Fill - Dark Teal, Accent 4, Soft Bevel.

7. Change the font size of body copy between the headline and the signature line to 24 point.

8. Change the font size of the signature line to 26 point.

9. Change the font of the body copy and signature line to Book Antiqua.

Figure 1–75b Formatted Document

Continued >

headline

border

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picture

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10. Bullet the four lines (paragraphs) of text above the signature line.

11. Italicize the word, all, in the paragraph above the bulleted list.

12. In the same paragraph, change the color of the words, Jansen Investments, to Dark Teal, Accent 4, Darker 25%.

13. Underline the word, and, in the third bulleted paragraph.

14. Bold the text in the signature line and change its color to Dark Teal, Accent 4, Darker 25%. Shade the paragraph containing the signature line in Lime, Accent 2, Lighter 80%.

15. Change the zoom so that the entire page is visible in the document window.

16. Insert the picture centered on a blank line below the headline. The picture is called Harvest, which is on the Data Files. Reduce the size of the picture to approximately 3.29" × 5.11".

17. Apply the Bevel Rectangle picture style to the inserted picture.

18. Change the spacing after the paragraph containing the headline to 0 pt. Change the spacing above (before) the paragraph below the picture to 12 pt. Change the spacing above (before) the signature line to 18 pt. The entire flyer should fit on a single page. If it flows to two pages, resize the picture or decrease spacing before and after paragraphs until the entire flyer text fits on a single page.

19. Add a ½-pt Lime, Accent 3, Lighter 40% page border, as shown in Figure 1–75b.

20. If requested by your instructor, change the street address in the flyer to your home street address.

21. Save the flyer again with the same file name. Submit the document, shown in Figure 1–75b, in the format specified by your instructor.

22. Why do you think this flyer used shades of green?

Lab 2: Creating a Flyer with Multiple Pictures Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: Your boss at Gingham Travel has asked you to prepare a flyer that promotes its business. You prepare the flyer shown in Figure 1–76. Hint: Remember, if you make a mistake while format- ting the flyer, you can use the Undo button on the Quick Access Toolbar to undo your last action.

Perform the following tasks: 1. Run Word. Type the flyer text, unformatted. If Word flags any misspelled words as you type,

check their spelling and correct them.

2. Save the document using the file name, Lab 1–2 Spring Break Flyer.

3. Change the theme colors to the Aspect color scheme.

4. Add bullets to the four paragraphs shown in the figure. Center all paragraphs, except the paragraphs containing the bulleted list.

5. Change the font size of both lines in the headline to 48 point. Change the font of the first line in the headline to Ravie, or a similar font, and the second line in the headline to Arial Rounded MT Bold, or a similar font. Apply this text effect to the first line in the headline: Fill - Dark Purple, Accent 1, Outline - Background 1, Hard Shadow - Accent 1. Shade the second line of the headline to the Dark Green, Accent 4 color, and change the font color to White, Background 1.

In the Labs continued

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Creating, Formatting, and Editing a Word Document with a Picture Word Module 1 WD 55

6. Change the font of all text below the headline to Arial Rounded MT Bold. Change the font size of the company name to 28 point, the company address to 24 point, and the bulleted list and signature line to 22 point.

7. Change the color of the company name and address to Dark Green, Accent 4, Darker 25%. Underline the company name.

8. Italicize the word, and, in the first bulleted paragraph.

9. Bold the word, Discounted, in the second bulleted paragraph. Change the color of this same word to Dark Purple, Accent 5.

10. Shade the signature line to the Dark Green, Accent 4 color, and change the font color to White, Background 1.

11. Change the zoom so that the entire page is visible in the document window.

12. Insert two pictures on the same blank line below the headline. The pictures are called Spring Break - Florida and Spring Break - New York, which are both in the Data Files.

Figure 1–76

bulleted list

signature line

body copy

page border

headline

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13. Resize the top picture so that it is approximately 2.4" × 3". Apply the Simple Frame, White picture style to both pictures. Apply the Perspective Right 3-D Rotation picture effect to the picture on the left and the Perspective Left 3-D Rotation to the picture on the right. Resize the pictures, if necessary, so that they fit on the same line. Add space as necessary between the two pictures.

14. Change the spacing before and after the paragraph containing the company name to 0 pt, the spacing after the company address to 12 pt, and the spacing before the signature line to 12 pt. The entire flyer should fit on a single page. If it flows to two pages, resize the pictures or decrease spacing before and after paragraphs until the entire flyer text fits on a single page.

15. Add the 6-point page border shown in Figure 1–76, using the color Dark Purple, Accent 5.

16. Center the page contents vertically.

17. If requested by your instructor, change the company name to your last name.

18. Save the flyer again with the same file name. Submit the document, shown in Figure 1–76, in the format specified by your instructor.

19. Why do you think this flyer used shades of purple and green?

Lab 3: Consider This: Your Turn Design and Create an Antique Store Flyer Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: Your boss at Antiques Galore has asked you to prepare a flyer that promotes its business.

Perform the following tasks:

Part 1: The flyer should contain two digital pictures appropriately resized; the Data Files contains two pictures called Vintage Phone and Vintage Scale, or you can use your own digital pictures if they are appropriate for the topic of the flyer. The flyer should contain the headline, Antiques Galore, and this signature line: Questions? Call 312-555-2000 or find us on Facebook. The body copy consists of the following text, in any order: We sell all types of vintage items and also buy items individually or as an entire estate. Bring your items in for a free appraisal!; 1,200 square foot shop; Collectibles, costume jewelry, furniture, paintings, pottery, toys, and more!; Affordable items with new inventory daily; Located at 229 Center Street in Snow Hill; Open from 9:00 a.m. to 8:00 p.m. daily.

Use the concepts and techniques presented in this module to create and format this flyer. Be sure to check spelling and grammar. Submit your assignment and answers to the Part 2 critical thinking questions in the format specified by your instructor.

Part 2: You made several decisions while creating the flyer in this assignment: where to place text, how to format the text (i.e., font, font size, paragraph alignment, bulleted paragraphs, underlines, italics, bold, color, etc.), which graphics to use, where to position the graphics, how to format the graphics, and which page enhancements to add (i.e., borders and spacing). What was the rationale behind each of these decisions? When you proofread the document, what further revisions did you make and why? How would you recommend distributing this flyer?

In the Labs continued

Microsoft Word 2016

Creating a Research Paper with References and Sources

• Describe the MLA documentation style for research papers

• Modify a style

• Change line and paragraph spacing in a document

• Use a header to number pages of a document

• Apply formatting using keyboard shortcuts

• Modify paragraph indentation

• Insert and edit citations and their sources

• Add a footnote to a document

• Insert a manual page break

• Create a bibliographical list of sources

• Cut, copy, and paste text

• Find text and replace text

• Find a synonym

• Check spelling and grammar at once

• Look up information

Objectives You will have mastered the material in this module when you can:

Introduction In both academic and business environments, you will be asked to write reports. Business reports range from proposals to cost justifications to five-year plans to research findings. Academic reports focus mostly on research findings.

A research paper is a document you can use to communicate the results of research research paper is a document you can use to communicate the results of research research paper findings. To write a research paper, you learn about a particular topic from a variety of sources (research), organize your ideas from the research results, and then present relevant facts and/or opinions that support the topic. Your final research paper combines properly credited outside information along with personal insights. Thus, no two research papers — even if they are about the same topic — will or should be the same.

Project — Research Paper When preparing a research paper, you should follow a standard documentation style that defines the rules for creating the paper and crediting sources. A variety of documentation styles exists, depending on the nature of the research paper. Each style

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requires the same basic information; the differences in styles relate to requirements for presenting the information. For example, one documentation style uses the term, bibliography, for the list of sources, whereas another uses the term, references, and yet a third prefers the term, works cited. Two popular documentation styles for research papers are the Modern Language Association of America (MLA(MLA( ) and MLA) and MLA American Psychological Association (APA(APA( ) styles. This module uses the MLA documentation APA) styles. This module uses the MLA documentation APA style because it is used in a wide range of disciplines.

The project in this module follows research paper guidelines and uses Word to create the short research paper shown in Figure 2–1. This paper, which discusses using headphones and earbuds safely, follows the MLA documentation style. Each page contains a page number. The first two pages present the name and course information (student name, instructor name, course name, and paper due date), paper title, an introduction with a thesis statement, details that support the thesis, and a conclusion. This section of the paper also includes references to research sources and a footnote. The third page contains a detailed, alphabetical list of the sources referenced in the research paper. All pages include a header at the upper-right edge of the page.

In this module, you will learn how to create the research paper shown in Figure 2–1. The following roadmap identifies general activities you will perform as you progress through this module:

1. CHANGE the DOCUMENT SETTINGS. 2. CREATE the HEADER for each page of the research paper. 3. TYPE the RESEARCH PAPER text WITH CITATIONS. 4. CREATE an ALPHABETICAL WORKS CITED page. 5. PROOFREAD AND REVISE the RESEARCH PAPER.

MLA Documentation Style The research paper in this project follows the guidelines presented by the MLA.

To follow the MLA documentation style, use a 12-point Times New Roman or similar font. Double-space text on all pages of the paper using one-inch top, bottom, left, and right margins. Indent the first word of each paragraph one-half inch from the left margin. At the right margin of each page, place a page number one-half inch from the top margin. On each page, precede the page number with your last name.

The MLA documentation style does not require a title page. Instead, place your name and course information in a block at the left margin beginning one inch from the top of the page. Center the title one double-spaced line below your name and course information.

In the text of the paper, place author references in parentheses with the page number(s) of the referenced information. The MLA documentation style uses in-text parenthetical references instead of noting each source at the bottom of the page or at the end of the paper. In the MLA documentation style, notes are used only for optional content or bibliographic notes.

If used, content notes elaborate on points discussed in the paper, and bibliographic notes direct the reader to evaluations of statements in a source or provide a means for identifying multiple sources. Use a superscript (raised number) both to signal that a note exists and to sequence the notes (shown in Figure 2–1). Position notes at the bottom of the page as footnotes or at the end of the paper as endnotes. Indent the first line of each note one-half inch from the left margin. Place one space following the superscripted number before beginning the note text. Double-space the note text (shown in Figure 2–1).

BTW APA Appendix If you are required to create a research paper that uses APA style instead of MLA style, you can visit www.cengagebrain.com for the steps required to create this module’s research paper. Alternately, you can utilize any number of APA guidelines available in print or online, or ask your instructor.

BTW APA Documentation Style In the APA style, a separate title page is required instead of placing name and course information on the paper’s first page. Double-space all pages of the paper with one-inch top, bottom, left, and right margins. Indent the first word of each paragraph one-half inch from the left margin. In the upper- right margin of each page, including the title page, place a running head that consists of the page number preceded by a brief summary of the paper title.

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Figure 2–1

alphabetical list of sources

header contains last name followed by page number

parenthetical reference

superscripted note reference mark

content note positioned as footnote

WD 60 Word Module 2 Creating a Research Paper with References and Sources

The MLA documentation style uses the term, works cited, to refer to the bibliographic list of sources at the end of the paper. The works cited page alphabetically lists sources that are referenced directly in the paper. Place the list of sources on a separate numbered page. Center the title, Works Cited, one inch from the top margin. Double-space all lines. Begin the first line of each source at the left margin, indenting subsequent lines of the same source one-half inch from the left margin. List each source by the author’s last name or, if the author’s name is not available, by the title of the source.

Changing Document Settings The MLA documentation style defines some global formats that apply to the entire research paper. Some of these formats are the default in Word. For example, the default left, right, top, and bottom margin settings in Word are one inch, which meets the MLA documentation style. You will modify, however, the font, font size, and line and paragraph spacing.

To Run Word and Specify Settings

1 Run Word and create a blank document in the Word window.

2 If the Word window is not maximized, click the Maximize button on its title bar to maximize the window.

3 If the Print Layout button on the status bar is not selected (shown in Figure 2–2), click it so that your screen is in Print Layout view.

4 If Normal (Home tab | Styles group) is not selected in the Styles gallery (shown in Figure 2–2), click it so that your document uses the Normal style.

5 Display the View tab. To display the page the same width as the document window, if necessary, click the Page Width button (View tab | Zoom group).

6 Display the Home tab. If the ‘Show/Hide ¶’ button (Home tab | Paragraph group) is not selected already, click it to display formatting marks on the screen.

Styles When you create a document, Word formats the text using a particular style. A

style is a named group of formatting characteristics, including font and font size. The default style in Word is called the Normal style, which most likely uses an 11-point Calibri font. If you do not specify a style for text you type, Word applies the Normal style to the text. In addition to the Normal style, Word has many other built-in, or predefined, styles that you can use to format text. Styles make it easy to apply many formats at once to text. You can modify existing styles and create your own styles. Styles are discussed as they are used in this book.

For an introduction to Windows and instruc- tions about how to perform basic Win- dows tasks, read the Office and Windows module at the begin- ning of this book, where you can learn how to resize win- dows, change screen resolution, create fold- ers, move and rename files, use Windows Help, and much more.

BTW Style Formats To see the formats assigned to a particular style in a document, click the Styles Dialog Box Launcher (Home tab | Styles group) and then click the Style Inspector button in the Styles task pane. Position the insertion point in the style in the document and then point to the Paragraph formatting or Text level formatting areas in the Style Inspector task pane to display a ScreenTip describing formats assigned to the location of the insertion point. You also can click the Reveal Formatting button in the Style Inspector task pane or press SHIFT+F1 to display the Reveal Formatting task pane.

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Creating a Research Paper with References and Sources Word Module 2 WD 61

To Modify a Style

The MLA documentation style requires that all text in the research paper use a 12-point Times New Roman or similar font. If you change the font and font size using buttons on the ribbon, you will need to make the change many times during the course of creating the paper. Why? Word formats various areas of a document based on the Normal style, which uses an 11-point Calibri font. For example, body text, headers, and bibliographies all display text based on the Normal style.

Thus, instead of changing the font and font size for various document elements, a more efficient technique is to change the Normal style for this document to use a 12-point Times New Roman font. Why? By changing the Normal style, you ensure that all text in the document will use the format required by the MLA. The following steps change the Normal style.

1 • Right-click Normal in the Styles gallery (Home tab | Styles group) to display a shortcut menu related to styles

(Figure 2–2).

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

2 • Click Modify on the

shortcut menu to display the Modify Style dialog box (Figure 2–3).

Figure 2–2

Home tab ‘Show/Hide ¶’ button selected Normal style

selected and right-clicked

Styles gallery

Modify command

Styles group

Paragraph group

shortcut menu

Print Layout button

zoom setting — your percent may differ

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

Figure 2–3

current font for Normal style is Calibri

style name

Modify Style dialog box

current font size for Normal style is 11 point

WD 62 Word Module 2 Creating a Research Paper with References and Sources

3 • Click the Font arrow

(Modify Style dialog box) to display the Font list. Scroll to and then click Times New Roman in the list to change the font for the style being modified.

• Click the Font Size arrow (Modify Style dialog box) and then click 12 in the Font Size list to change the font size for the style being modified.

• Ensure that the ‘Only in this document’ option button is selected (Figure 2–4).

Will all future documents use the new font and font size? No, because the ‘Only in this document’ option button is selected. If you wanted all future documents to use a new setting, you would select the ‘New documents based on this template’ option button.

4 • Click the OK button (Modify Style dialog box) to update the Normal style to the specified settings.

Q &

Figure 2–4

Other Ways

1. Click Styles Dialog Box Launcher, click arrow next to style name, click Modify on menu, change settings (Modify Style dialog box), click OK button

2. Press ALT+CTRL+SHIFT+S, click arrow next to style name, click Modify on menu, change settings (Modify Style dialog box), click OK button

Adjusting Line and Paragraph Spacing Line spacing is the amount of vertical space between lines of text in a paragraph. Line spacing is the amount of vertical space between lines of text in a paragraph. Line spacing

Paragraph spacing is the amount of space above and below a paragraph. By default, Paragraph spacing is the amount of space above and below a paragraph. By default, Paragraph spacing the Normal style places 8 points of blank space after each paragraph and inserts a vertical space equal to 1.08 lines between each line of text. It also automatically adjusts line height to accommodate various font sizes and graphics.

The MLA documentation style requires that you double-space the entire research paper. That is, specifying a document use double-space means that the amount of vertical space between each line of text and above and below paragraphs should be equal to one blank line. The next sets of steps adjust line spacing and paragraph spacing according to the MLA documentation style.

To Change Line Spacing

The following steps change the line spacing to 2.0 to double-space lines in a paragraph. Why? The lines of the research paper should be double-spaced, according to the MLA documentation style.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

Font arrow

style being modified

font size changed

OK button

option button selected

font changed

Font Size arrow

BTW Line Spacing If the top of a set of characters or a graphical image is chopped off, then line spacing may be set to Exactly. To remedy the problem, change line spacing to 1.0, 1.15, 1.5, 2.0, 2.5, 3.0, or At least (in the Paragraph dialog box), all of which accommodate the largest font or image.

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Creating a Research Paper with References and Sources Word Module 2 WD 63

1 • Click the ‘Line and Paragraph

Spacing’ button (Home tab | Paragraph group) to display the Line and Paragraph Spacing gallery (Figure 2–5).

What do the numbers in the Line and Paragraph Spacing gallery represent? The options 1.0, 2.0, and 3.0 set line spacing to single, double, and triple, respectively. Similarly, the 1.15, 1.5, and 2.5 options set line spacing to 1.15, 1.5, and 2.5 lines. All of these options adjust line spacing automatically to accommodate the largest font or graphic on a line.

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Figure 2–5Figure 2–5

2 • Click 2.0 in the Line and Paragraph Spacing gallery to change the line spacing at the location of the insertion point.

Can I change the line spacing of existing text? Yes. Select the text first and then change the line spacing as described in these steps. Q

& A

To Remove Space after a Paragraph

The following steps remove space after a paragraph. Why? The research paper should not have additional blank space after each paragraph, according to the MLA documentation style.

1 • Click the ‘Line and Paragraph

Spacing’ button (Home tab | Paragraph group) to display the Line and Paragraph Spacing gallery (Figure 2–6).

Why does a check mark appear to the left of 2.0 in the gallery? The check mark indicates the currently selected line spacing.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

Q &

Other Ways

1. Right-click paragraph (or, if using touch, tap ‘Show Context Menu’ on mini toolbar), click Paragraph on shortcut menu, or click Indents and Spacing tab (Paragraph dialog box), click Line spacing arrow, select desired spacing, click OK button

2. Click Paragraph Settings Dialog Box Launcher (Home tab or Layout tab | Paragraph group), click Indents and Spacing tab (Paragraph dialog box), click Line spacing arrow, select desired spacing, click OK button

3. Press CTRL+2 for double-spacing

Figure 2–6Figure 2–6

Home tab ‘Line and Paragraph Spacing’ button

Line and Paragraph Spacing gallery displays list of line spacing options

line spacing to be changed to 2.0

Paragraph group

displays a dialog box with additional line spacing options

insertion point

Home tab ‘Line and Paragraph Spacing’ button

after you select ‘Remove Space After Paragraph’ command, it changes to ‘Add Space After Paragraph’ command

Paragraph group

line spacing changed to doubleinsertion

point

Line and Paragraph Spacing gallery

WD 64 Word Module 2 Creating a Research Paper with References and Sources

2 • Click ‘Remove Space After Paragraph’ in the Line and Paragraph Spacing gallery so that no blank space appears

after paragraphs.

Can I remove space after existing paragraphs? Yes. Select the paragraphs first and then remove the space as described in these steps. Q

& A

To Update a Style to Match a Selection

To ensure that all paragraphs in the paper will be double-spaced and do not have space after the paragraphs, you want the Normal style to include the line and paragraph spacing changes made in the previous two sets of steps. The following steps update the Normal style. Why? You can update a style to reflect the settings of the location of the insertion point or selected text. Because no text has been typed in the research paper yet, you do not need to select text prior to updating the Normal style.

1 • Right-click Normal in the Styles

gallery (Home tab | Styles group) to display a shortcut menu (Figure 2–7).

2 • Click ‘Update Normal to

Match Selection’ on the shortcut menu to update the selected (or current) style to reflect the settings at the location of the insertion point.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

Other Ways

1. Adjust Spacing After arrows (Layout tab | Paragraph group) until 0 pt is displayed

2. Right-click paragraph (or, if using touch, tap ‘Show Context Menu’ on mini toolbar), click Paragraph on shortcut menu, click Indents and Spacing tab (Paragraph dialog box), adjust After arrows until 0 pt is displayed, click OK button

3. Click Paragraph Settings Dialog Box Launcher (Home tab or Layout tab | Paragraph group), click Indents and Spacing tab (Paragraph dialog box), adjust After arrows until 0 pt is displayed, click OK button

Figure 2–7

Creating a Header A header is text and/or graphics that print at the top of each page in a document. header is text and/or graphics that print at the top of each page in a document. header Similarly, a footer is text and/or graphics that print at the bottom of every page. In footer is text and/or graphics that print at the bottom of every page. In footer Word, headers print in the top margin one-half inch from the top of every page, and footers print in the bottom margin one-half inch from the bottom of each page, which meets the MLA documentation style. In addition to text and graphics, headers and footers can include document information, such as the page number, current date, current time, and author’s name.

In this research paper, you are to precede the page number with your last name placed one-half inch from the upper-right edge of each page. The procedures in the following sections enter your name and the page number in the header, as specified by the MLA documentation style.

Other Ways

1. Click Styles Dialog Box Launcher, click arrow next to style name, click ‘Update Normal to Match Selection’

2. Press ALT+CTRL+SHIFT+S, click arrow next to style name in Styles pane, click ‘Update Normal to Match Selection’

Home tab

Styles group

insertion point

Normal style right-clicked

Styles gallery

‘Update Normal to Match Selection’ command

shortcut menu

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Creating a Research Paper with References and Sources Word Module 2 WD 65

2 • Click Edit Header in the Add a

Header gallery to switch from the document text to the header, which allows you to edit the contents of the header (Figure 2–9).

How do I remove the Header & Footer Tools Design tab from the ribbon? When you are finished editing the header, you will close it, which removes the Header & Footer Tools Design tab.

Q &

A To Switch to the Header

The following steps switch from editing the document text to editing the header. Why? To enter text in the header, you instruct Word to edit the header.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

Figure 2–8

Figure 2–9

Other Ways

1. Double-click dimmed header 2. Right-click header in document, click Edit Header button that appears

‘Add a Header’ button

Header & Footer group

Add a Header gallery

list of built-in (predefined) headers

Remove Header command deletes header contents from entire document

Edit Header command enables you to define your own header contents

clicking down scroll arrow displays more built-in headers

Header & Footer Tools Design tab automatically appears because you are editing header

paragraph left-aligned

indicates header is being edited

header

document text is dimmed while you edit header bottom of header

1 • Click Insert on the ribbon to

display the Insert tab.

• Click the ‘Add a Header’ button (Insert tab | Header & Footer group) to display the Add a Header gallery (Figure 2–8)

Experiment

• Click the down scroll arrow in the Add a Header gallery to see the available built-in headers.

Can I use a built-in header for this research paper? None of the built-in headers adheres to the MLA documentation style; thus, you should enter your own header content instead of using a built-in header for this research paper.

Q &

How would I remove a header from a document? You would click Remove Header in the Add a Header gallery. Similarly, to remove a footer, you would click Remove Footer in the Add a Footer gallery.

Insert tab

WD 66 Word Module 2 Creating a Research Paper with References and Sources

To Right-Align a Paragraph

The paragraph in the header currently is left-aligned (shown in Figure 2–9). The following steps right- align this paragraph. Why? Your last name and the page number should print right-aligned;right-aligned;right-aligned that is, they should print at the right margin, according to the MLA documentation style.

1 • Click Home on the ribbon to display the Home tab.

2 • Click the Align Right

button (Home tab | Paragraph group) to right-align the current paragraph (Figure 2–10).

What if I wanted to return the paragraph to left-aligned? You would click the Align Right button again, or click the Align Left button (Home tab | Paragraph group).

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

Q &

Figure 2–10

Other Ways

1. Right-click paragraph (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Paragraph on shortcut menu, click Indents and Spacing tab (Paragraph dialog box), click Alignment arrow, click Right, click OK button

2. Click Paragraph Settings Dialog Box Launcher (Home tab or Layout tab | Paragraph group), click Indents and Spacing tab (Paragraph dialog box), click Alignment arrow, click Right, click OK button

3. Press CTRL+R

To Insert a Page Number

The following steps insert a page number at the location of the insertion point. Why? The MLA documentation style requires a page number following the last name in the header.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

To Enter Text

The following step enters the last name right-aligned in the header area.

1 Type Carter and then press the SPACEBAR to enter the last name in the header.

If requested by your instructor, enter your last name instead of Carter in the header.

Align Right button

Paragraph group

paragraph right- aligned in header

Header & Footer Tools Design tab remains on ribbon because you still are editing header

Home tab

BTW Footers If you wanted to create a footer, you would click the ‘Add a Footer’ button (Insert tab | Header & Footer group) and then select the desired built-in footer or click Edit Footer in the Add a Footer gallery to create a customized footer; or, you could double- click the dimmed footer.

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Creating a Research Paper with References and Sources Word Module 2 WD 67

1 • Click Header & Footer Tools Design on the ribbon to display the Header & Footer Tools Design tab. • Click the ‘Add Page Numbers’ button (Header & Footer Tools Design tab | Header & Footer group) to display the

Add Page Numbers menu.

Why does the button name in the step differ from the name on the face of the button in the figure? The text that appears on the face of the button may vary, depending on screen resolution. The name that appears in the ScreenTip (when you point to the button), however, never changes. For this reason, this book uses the name that appears in the ScreenTip to identify buttons, boxes, and other on-screen elements.

• Point to Current Position on the Add Page Numbers menu to display the Current Position gallery (Figure 2–11).

Experiment

• Click the down scroll arrow in the Current Position gallery to see the available page number formats.

Q &

Figure 2–12

Other Ways

1. Click ‘Add Page Numbers’ button (Insert tab | Header & Footer group)

2. Click ‘Explore Quick Parts’ button (Insert tab | Text group or Header & Footer Tools Design tab | Insert group), click Field on Explore Quick Parts menu, select Page in Field names list (Field dialog box), select desired format in Format list, click OK button

Figure 2–11

Add Page Numbers menu

Plain Number to be selected

Current Position command

Header & Footer group

clicking down scroll arrow displays more page number formats

Current Position gallery

last name entered

insertion point

‘Add Page Numbers’ button

Header & Footer Tools Design tab

‘Close Header and Footer’ button

Close group

page number inserted to left of insertion point

2 • If necessary, scroll to the top of

the Current Position gallery.

• Click Plain Number in the Current Position gallery to insert an unformatted page number at the location of the insertion point (Figure 2–12).

WD 68 Word Module 2 Creating a Research Paper with References and Sources

To Close the Header

The next task is to switch back to the document text. Why? You are finished entering text in the header. The following step closes the header.

1 • Click the ‘Close Header

and Footer’ button (Header & Footer Tools Design tab | Close group) (shown in Figure 2–12) to close the header and switch back to the document text (Figure 2–13).

How do I make changes to existing header text? Switch to the header using the steps described previously in the section titled To Switch to the Header, edit the header as you would edit text in the document window, and then switch back to the document text.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

Q &

A How do I make changes to existing header text?

document window, and then switch back to the

Figure 2–13

Typing the Research Paper Text The text of the research paper in this module encompasses the first two pages of the paper. You will type the text of the research paper and then modify it later in the module, so that it matches Figure 2–1 shown at the beginning of this module.

Other Ways

1. Double-click dimmed document text

What should you consider when writing the first draft of a research paper? As you write the first draft of a research paper, be sure it includes the proper components, uses credible sources, and does not contain any plagiarized material.

• Include an introduction, body, and conclusion. The first paragraph of the paper introduces the topic and captures the reader’s attention. The body, which follows the introduction, consists of several paragraphs that support the topic. The conclusion summarizes the main points in the body and restates the topic.

• Evaluate sources for authority, currency, and accuracy. Be especially wary of information obtained on the web. Any person, company, or organization can publish a webpage on the Internet. When considering the source, consider the following:

• Authority: Does a reputable institution or group support the source? Is the information presented without bias? Are the author’s credentials listed and verifiable?

• Currency: Is the information up to date? Are dates of sources listed? What is the last date revised or updated?

• Accuracy: Is the information free of errors? Is it verifiable? Are the sources clearly identified?

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H IS

Header & Footer Tools Design tab disappears from ribbon when you switch back to document text

document text is bright when you switch back to document text

header is dim when you switch back to document text

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Creating a Research Paper with References and Sources Word Module 2 WD 69

To Enter Name and Course Information

As discussed earlier in this module, the MLA documentation style does not require a separate title page for research papers. Instead, place your name and course information in a block at the top of the page, below the header, at the left margin. The following steps enter the name and course information in the research paper.

1 Type Oswald Carter as the student name and then press the ENTER key.

2 Type Ms. Ruiz as the instructor name and then press the ENTER key.

3 Type English 104 as the course name and then press the ENTER key.

4 Type October 10, 2017 as the paper’s due date and then press the ENTER key (Figure 2–14).

If requested by your instructor, enter your name and course information instead of the information shown above.

Why did the word, October, appear on the screen as I began typing the month name? Word has an AutoComplete feature, where it predicts some words or phrases as you are typing and displays its prediction in a ScreenTip. If the AutoComplete prediction is correct, you can press the ENTER key (or, if using touch, tap the ScreenTip) to instruct Word to finish your typing with the word or phrase that appears in the ScreenTip.

Q &

• Acknowledge all sources of information; do not plagiarize. Sources of research include books, magazines, newspapers, and the Internet. As you record facts and ideas, list details about the source: title, author, place of publication, publisher, date of publication, etc. When taking notes, be careful not to plagiarize. That is, do not use someone else’s work and claim it to be your own. If you copy information directly, place it in quotation marks and identify its source. Not only is plagiarism unethical, but it is considered an academic crime that can have severe punishments, such as failing a course or being expelled from school.

When you summarize, paraphrase (rewrite information in your own words), present facts, give statistics, quote exact words, or show a map, chart, or other graphic, you must acknowledge the source. Information that commonly is known or accessible to the audience constitutes common knowledge and does not need to be acknowledged. If, however, you question whether certain information is common knowledge, you should document it — just to be safe.

Figure 2–14

student name entered on line 1

instructor name entered on line 2

course name entered on line 3

paper due date entered on line 4

insertion point

one blank line is displayed each time you press ENTER key because text is double-spaced

BTW Date Formats The MLA style prefers the day-month-year (10 October 2017) or month-day-year (October 10, 2017) format.

WD 70 Word Module 2 Creating a Research Paper with References and Sources

To Click and Type

The next task is to enter the title of the research paper centered between the page margins. In Module 1, you used the Center button (Home tab | Paragraph group) to center text and graphics. As an alternative, if you are using a mouse, you can use Word’s Click and Type feature to format and enter text, graphics, and other items. Why? With Click and Type, you can double-click a blank area of the document window and Word automatically formats the item you type or insert according to the location where you double-clicked. The following steps use Click and Type to center and then type the title of the research paper.

Experiment

• Move the pointer around the document below the entered name and course information and observe the various icons that appear with the I-beam.

• Position the pointer in the center of the document at the approximate location for the research paper title until a center icon appears below the I-beam (Figure 2–15).

What are the other icons that appear in the Click and Type pointer? A left-align icon appears to the right of the I-beam when the Click and Type pointer is in certain locations on the left side of the document window. A right-align icon appears to the left of the I-beam when the Click and Type pointer is in certain locations on the right side of the document window.

What if I am using a touch screen? Tap the Center button (Home tab | Paragraph group) and then proceed to Step 3 because the Click and Type feature does not work with a touch screen.

2 • Double-click to center the paragraph mark and insertion point between the left and right margins.

3 • Type Safely Using Headphones and Earbuds as the paper title and then press the ENTER key to position the insertion point on the next line (Figure 2–16).

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

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Figure 2–15

Figure 2–16

Center button

Home tab

center icon

as you move Click and Type pointer around document below entered name and course information, icon changes to represent formatting that will be applied if you double- click at that location

Paragraph group

paragraph mark and insertion point centered because formatting specified in previous paragraph carried forward when you pressed ENTER key

paper title centered between left and right margins

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Creating a Research Paper with References and Sources Word Module 2 WD 71

Keyboard Shortcuts Word has many keyboard shortcuts, sometimes called shortcut keys or

keyboard key combinations, for your convenience while typing. Table 2–1 lists the common keyboard shortcuts for formatting characters. Table 2–2 lists common keyboard shortcuts for formatting paragraphs.

Table 2–1 Keyboard Shortcuts for Formatting Characters

Character Formatting Task Keyboard Shortcut Character Formatting Task Keyboard Shortcut

All capital letters CTRL+SHIFT+A Italic CTRL+I

Bold CTRL+B Remove character formatting (plain text) CTRL+SPACEBAR

Case of letters SHIFT+F3 Small uppercase letters CTRL+SHIFT+K

Decrease font size CTRL+SHIFT+< Subscript CTRL+EQUAL SIGN

Decrease font size 1 point CTRL+[ Superscript CTRL+SHIFT+PLUS SIGN

Double-underline CTRL+SHIFT+D Underline CTRL+U

Increase font size CTRL+SHIFT+> Underline words, not spaces CTRL+SHIFT+W

Increase font size 1 point CTRL+]

01 5

C en

g ag

e Le

ar n

in g

Table 2–2 Keyboard Shortcuts for Formatting Paragraphs

Paragraph Formatting Keyboard Shortcut Paragraph Formatting Keyboard Shortcut

1.5 line spacing CTRL+5 Justify paragraph CTRL+J

Add/remove one line above paragraph

CTRL+0 (ZERO) Left-align paragraph CTRL+L

Center paragraph CTRL+E Remove hanging indent CTRL+SHIFT+T

Decrease paragraph indent CTRL+SHIFT+M Remove paragraph formatting CTRL+Q

Double-space lines CTRL+2 Right-align paragraph CTRL+R

Hanging indent CTRL+T Single-space lines CTRL+1

Increase paragraph indent CTRL+M

01 5

C en

ga ge

L ea

rn in

To Format Text Using a Keyboard Shortcut

The paragraphs below the paper title should be left-aligned, instead of centered. Thus, the next step is to left-align the paragraph below the paper title. When your fingers already are on the keyboard, you may prefer using keyboard shortcuts to format text as you type it.

The following step left-aligns a paragraph using the keyboard shortcut ctrl+l. (Recall from Module 1 that a notation such as ctrl+l means to press the letter L on the keyboard while holding down the ctrl key.)

1 Press CTRL+L to left-align the current paragraph, that is, the paragraph containing the insertion point (shown in Figure 2–17).

Why would I use a keyboard shortcut instead of the ribbon to format text? Switching between the mouse and the keyboard takes time. If your hands are already on the keyboard, use a keyboard shortcut. If your hand is on the mouse, use the ribbon.

2 Save the research paper on your hard drive, OneDrive, or other storage location using the file name, Headphones and Earbuds Paper.

Why should I save the research paper at this time? You have performed many tasks while creating this flyer and do not want to risk losing work completed thus far.

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BTW Keyboard Shortcuts To print a complete list of keyboard shortcuts in Word, press F1 to display the Word Help window, type keyboard shortcuts in the Search box in the Word Help window, press the ENTER key, click the Keyboard shortcuts for Microsoft Word link, click the Print button in the Help window, and then click the Print button in the Print dialog box.

WD 72 Word Module 2 Creating a Research Paper with References and Sources

To Display the Rulers

According to the MLA documentation style, the first line of each paragraph in the research paper is to be indented one-half inch from the left margin. Although you can use a dialog box to indent paragraphs, Word provides a quicker way through the horizontal ruler. This ruler is displayed at the top edge of the document window just below the ribbon. Word also provides a vertical ruler that is displayed along the left edge of the vertical ruler that is displayed along the left edge of the vertical ruler Word window. The following step displays the rulers. Why? You want to use the horizontal ruler to indent paragraphs.

1 • If necessary, scroll the document so that the research paper title is at the top of the document window. • Click View on the ribbon to display the View tab. • If the rulers are not displayed, click the View Ruler check box (View tab | Show group) to place a check mark in the

check box and display the horizontal and vertical rulers on the screen (Figure 2–17).

What tasks can I accomplish using the rulers? You can use the rulers to indent paragraphs, set tab stops, change page margins, and adjust column widths.

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Figure 2–17

To First-Line Indent Paragraphs

If you are using a mouse, you can use the horizontal ruler, usually simply called the ruler, to indent just the first line of a paragraph, which is called a first-line indent. The left margin on the ruler contains two triangles above a square. The ‘First Line Indent’ marker is the top triangle at the 0” mark on the ruler (shown First Line Indent’ marker is the top triangle at the 0” mark on the ruler (shown First Line Indent’ marker in Figure 2–18). The bottom triangle is discussed later in this module. The small square at the 0” mark is the Left Indent marker. The Left Indent marker allows you to change the entire left margin, whereas the ‘First Left Indent marker allows you to change the entire left margin, whereas the ‘First Left Indent marker Line Indent’ marker indents only the first line of the paragraph.

The following steps first-line indent paragraphs in the research paper. Why? The first line of each paragraph in the research paper is to be indented one-half inch from the left margin, according to the MLA documentation style.

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View Ruler check box

document saved with file name, Headphones and Earbuds Paper

horizontal ruler

ruler shows edge of right margin

paragraph mark and insertion point left-aligned

ruler shows edge of left margin

vertical ruler

Show group

View tab

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Creating a Research Paper with References and Sources Word Module 2 WD 73

1 • With the insertion

point on the paragraph mark below the research paper title, point to the ‘First Line Indent’ marker on the ruler (Figure 2–18).

Figure 2–18

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2 • Drag the ‘First Line

Indent’ marker to the .5” mark on the ruler to display a vertical dotted line in the document window, which indicates the proposed indent location of the first line of the paragraph (Figure 2–19).

Figure 2–19

3 • Release the mouse

button to place the ‘First Line Indent’ marker at the .5” mark on the ruler, or one-half inch from the left margin (Figure 2–20).

What if I am using a touch screen? If you are using a touch screen, you cannot drag the ‘First Line Indent’ marker and must follow these steps instead: tap the Paragraph Settings Dialog Box Launcher (Home tab or Layout tab | Paragraph group) to display the Paragraph dialog box, tap the Indents and Spacing tab (Paragraph dialog box), tap the Special arrow, tap First line, and then tap the OK button.

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Figure 2–20

Left Indent marker

‘First Line Indent’ marker

insertion point

‘First Line Indent’ marker at .5” mark on ruler

as you drag marker on ruler, vertical dotted line indicates proposed indent location

paragraph mark containing insertion point indented one- half inch from left margin

‘First Line Indent’ marker .5” from left margin

WD 74 Word Module 2 Creating a Research Paper with References and Sources

2 • Press the SPACEBAR and watch

Word automatically correct the misspelled word.

• Type the rest of the sentence (Figure 2–23): ear, whereas earbuds rest inside the ear canal.

4 • Type People often listen to sound from their computers or portable devices through headphones or earbuds. and notice that Word automatically indents the first line of the paragraph by one-half inch (Figure 2–21).

Will I have to set a first-line indent for each paragraph in the paper? No. Each time you press the ENTER key, paragraph formatting in the previous paragraph carries forward to the next paragraph. Thus, once you set the first-line indent, its format carries forward automatically to each subsequent paragraph you type.

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Figure 2–21

To AutoCorrect as You Type

Word has predefined many commonly misspelled words, which it automatically corrects for you. Why? As you type, you may make typing, spelling, capitalization, or grammar errors. Word’s AutoCorrect feature automatically AutoCorrect feature automatically AutoCorrect corrects these kinds of errors as you type them in the document. For example, if you type the characters, ahve, Word automatically changes it to the correct spelling, have, when you press the spacebar or a punctuation mark key, such as a period or comma.

The following steps intentionally misspell the word, the, as teh to illustrate the AutoCorrect feature.

1 • Press the SPACEBAR. • Type the beginning of the next

sentence, misspelling the word, the, as follows: Headphones cover or are placed outside of teh (Figure 2–22).teh (Figure 2–22).teh

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Other Ways

1. Right-click paragraph (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Paragraph on shortcut menu, click Indents and Spacing tab (Paragraph dialog box), click Special arrow, click First line, click OK button

2. Click Paragraph Settings Dialog Box Launcher (Home tab or Layout tab | Paragraph group), click Indents and Spacing tab (Paragraph dialog box), click Special arrow, click First line, click OK button

Figure 2–22

Figure 2–23

first line of paragraph indented one-half inch from left margin

first sentence in first paragraph entered

insertion point

beginning of sentence entered

misspelled word insertion point

immediately follows last character in misspelled word

as soon as you press SPACEBAR, Word detects misspelling and corrects misspelled word rest of sentence

entered

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Creating a Research Paper with References and Sources Word Module 2 WD 75

To Use the AutoCorrect Options Button

The following steps illustrate the AutoCorrect Options button and menu. Why? If you are using a mouse, when you position the pointer on text that Word automatically corrected, a small blue box appears below the text. If you point to the small blue box, Word displays the AutoCorrect Options button. When you click the AutoCorrect Options button, Word displays a menu that allows you to undo a correction or change how Word handles future automatic corrections of this type.

1 • Position the pointer in the text

automatically corrected by Word (the word, the, in this case) to display a small blue box below the automatically corrected word (Figure 2–24).

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Figure 2–24

2 • Point to the small blue box to

display the AutoCorrect Options button.

• Click the AutoCorrect Options button to display the AutoCorrect Options menu (Figure 2–25).

• Press the ESC key to remove the AutoCorrect Options menu from the screen.

Do I need to remove the AutoCorrect Options button from the screen? No. When you move the pointer, the AutoCorrect Options button will disappear from the screen. If, for some reason, you wanted to remove the AutoCorrect Options button from the screen, you could press the ESC key a second time.

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Figure 2–25

To Create an AutoCorrect Entry

The next steps create an AutoCorrect entry. Why? In addition to the predefined list of AutoCorrect spelling, capitalization, and grammar errors, you can create your own AutoCorrect entries to add to the list. For example, if you tend to mistype the word computer as comptuer, you should create an AutoCorrect entry for it.

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pointer in automatically corrected text

pointing to small blue box will display AutoCorrect Options button

AutoCorrect Options menu

clicking this command displays AutoCorrect dialog box

Auto Correct Options button

insertion point

File tab

WD 76 Word Module 2 Creating a Research Paper with References and Sources

1 • Click File on the

ribbon (shown in Figure 2–25) to open the Backstage view (Figure 2–26).

Figure 2–26

2 • Click the Options tab in the

Backstage view to display the Word Options dialog box.

• Click Proofing in the left pane (Word Options dialog box) to display proofing options in the right pane.

• Click the AutoCorrect Options button in the right pane to display the AutoCorrect dialog box.

• When Word displays the AutoCorrect dialog box, type comptuer in the Replace text box.

• Press the TAB key and then type computer in the With text box (Figure 2–27).

How would I delete an existing AutoCorrect entry? You would select the entry to be deleted in the list of defined entries in the AutoCorrect dialog box and then click the Delete button (AutoCorrect dialog box).

3 • Click the Add button (AutoCorrect dialog box) to add the entry alphabetically to the list of words to correct

automatically as you type. (If your dialog box displays a Replace button instead, click it and then click the Yes button in the Microsoft Word dialog box to replace the previously defined entry.)

• Click the OK button (AutoCorrect dialog box) to close the dialog box. • Click the OK button (Word Options dialog box) to close the dialog box.

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Figure 2–27

Backstage view

Options tab

Word Options dialog box

Proofing command

left pane

AutoCorrect dialog box

‘Replace text as you type’ check box

AutoCorrect tab

misspelled word entered in Replace text box

right pane displays options related to command selected in left pane

AutoCorrect Options button

Exceptions button

correct spelling entered in With text box

alphabetical list of currently defined AutoCorrect entries

Delete button

Add button

OK button

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Creating a Research Paper with References and Sources Word Module 2 WD 77

The AutoCorrect Dialog Box In addition to creating AutoCorrect entries for words you commonly misspell or

mistype, you can create entries for abbreviations, codes, and so on. For example, you could create an AutoCorrect entry for asap, indicating that Word should replace this text with the phrase, as soon as possible.

If, for some reason, you do not want Word to correct automatically as you type, you can turn off the Replace text as you type feature by clicking the Options tab in the Backstage view, clicking Proofing in the left pane (Word Options dialog box), clicking the AutoCorrect Options button in the right pane (shown in Figure 2–27), removing the check mark from the ‘Replace text as you type’ check box, and then clicking the OK button in each open dialog box.

The AutoCorrect sheet in the AutoCorrect dialog box (Figure 2–27) contains other check boxes that correct capitalization errors if the check boxes are selected:

• If you type two capital letters in a row, such as TH, Word makes the second letter lowercase, Th.

• If you begin a sentence with a lowercase letter, Word capitalizes the first letter of the sentence.

• If you type the name of a day in lowercase letters, such as tuesday, Word capitalizes the first letter in the name of the day, Tuesday.

• If you leave the caps lock key on and begin a new sentence, such as after, Word corrects the typing, After, and turns off the caps lock key.

If you do not want Word to perform any of these corrections automatically, simply remove the check mark from the appropriate check box in the AutoCorrect dialog box.

Sometimes, you do not want Word to AutoCorrect a particular word or phrase. For example, you may use the code, WD., in your documents. Because Word automatically capitalizes the first letter of a sentence, the character you enter following the period will be capitalized (in the previous sentence, it would capitalize the letter i in the word, in). To allow the code, WD., to be entered into a document and still leave the AutoCorrect feature turned on, you would set an exception. To set an exception to an AutoCorrect rule, click the Options tab in the Backstage view, click Proofing in the left pane (Word Options dialog box), click the AutoCorrect Options button in the right pane, click the Exceptions button (Figure 2–27), click the appropriate tab in the AutoCorrect Exceptions dialog box, type the exception entry in the text box, click the Add button, click the Close button (AutoCorrect Exceptions dialog box), and then click the OK button in each of the remaining dialog boxes.

To Enter More Text

The next task is to continue typing text in the research paper up to the location of the in-text parenthetical reference. The following steps enter this text.

1 With the insertion point positioned at the end of the first paragraph in the paper, as shown in Figure 2–25, press the SPACEBAR and then type these three sentences, intentionally misspelling the word sound as sould: With these listening devices, only the individual wearing the device hears the sould. Using headphones or earbuds improperly can lead to permanent hearing loss. Items that may protect hearing include quality of these devices and volume levels.

Why is the word, sound, misspelled? Later in this module, you will use Word’s check spelling and grammar at once feature to check the entire document for errors.

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BTW Automatic Corrections If you do not want to keep a change made automatically by Word and you immediately notice the automatic correction, you can undo the change by clicking the Undo button on the Quick Access Toolbar or pressing CTRL+Z. You also can undo a correction through the AutoCorrect Options button (Word Options dialog box) (shown in Figure 2–27).

BTW Spacing after Punctuation Because word processing documents use variable character fonts, it often is difficult to determine in a printed document how many times someone has pressed the SPACEBAR between sentences. Thus, the rule is to press the SPACEBAR only once after periods, colons, and other punctuation marks.

WD 78 Word Module 2 Creating a Research Paper with References and Sources

2 Press the ENTER key to start a new paragraph.

3 Type The features of certain headphones and earbuds can help to prevent hearing loss. Higher-quality headphones and earbuds tend to produce a clearer sound, enabling wearers to listen at a lower volume and then press the SPACEBAR (Figure 2–28).

Figure 2–28

To Change the Bibliography Style

The first step in inserting a citation is to be sure the citations and sources will be formatted using the correct documentation style, called the bibliography style in Word. Why? You want to ensure that Word is using the MLA documentation style for this paper. The following steps change the specified documentation style.

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Citations Both the MLA and APA guidelines suggest the use of in-text parenthetical

references (placed at the end of a sentence), instead of footnoting each source of material in a paper. These parenthetical references, called citations in Word, guide the reader to the end of the paper for complete information about the source.

Word provides tools to assist you with inserting citations in a paper and later generating a list of sources from the citations. With a documentation style selected, Word automatically formats the citations and list of sources according to that style. The process for adding citations in Word is as follows:

1. Modify the documentation style, if necessary. 2. Insert a citation placeholder. 3. Enter the source information for the citation.

You can combine Steps 2 and 3, where you insert the citation placeholder and enter the source information at once. Or, you can insert the citation placeholder as you write and then enter the source information for the citation at a later time. While creating the research paper in this module, you will use both methods.

first line of subsequent paragraph indented automatically when you pressed ENTER key

insertion point

word intentionally misspelled

text entered

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Creating a Research Paper with References and Sources Word Module 2 WD 79

1 • Click References on the ribbon to

display the References tab.

• Click the Bibliography Style arrow (References tab | Citations & Bibliography group) to display the Bibliography Style gallery, which lists predefined documentation styles (Figure 2–29).

2 • Click ‘MLA Seventh Edition’ in the

Bibliography Style gallery to change the documentation style to MLA.

What if I am using a different edition of a documentation style shown in the Bibliography Style gallery? Select the closest one and then, if necessary, perform necessary edits before submitting the paper.

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Figure 2–29

To Insert a Citation and Create Its Source

With the documentation style selected, the next task is to insert a citation at the location of the insertion point and enter the source information for the citation. You can accomplish these steps at once by instructing Word to add a new source. The following steps add a new source for a magazine (periodical) article on the web. Why? The material preceding the insertion point was summarized from an online magazine article.

1 • With the insertion point at the

location for the citation (as shown in Figure 2–28), click the Insert Citation button (References tab | Citations & Bibliography group) to display the Insert Citation menu (Figure 2–30).

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What details are required for sources? During your research, be sure to record essential publication information about each of your sources. Following is a sample list of types of required information for the MLA documentation style.

• Book: full name of author(s), complete title of book, edition (if available), volume (if available), publication city, publisher name, publication year, and publication medium

• Magazine: full name of author(s), complete title of article, magazine title, issue number (if available), date of magazine, page numbers of article, publication medium, and date viewed (if medium is a website)

• Website: full name of author(s), title of website, website publisher or sponsor (if none, write N.p.), publication date (if none, write n.d.), publication medium, and date viewed

Figure 2–30

References tab

Bibliography Style arrow

‘MLA Seventh Edition’ to be selected

Citations & Bibliography group

Bibliography Style gallery lists predefined documentation styles

References tab

Insert Citation button

Citations & Bibliography group

style changed to MLA

‘Add New Source’ command

Insert Citation menu

WD 80 Word Module 2 Creating a Research Paper with References and Sources

2 • Click ‘Add New

Source’ on the Insert Citation menu to display the Create Source dialog box (Figure 2–31).

What are the Bibliography Fields in the Create Source dialog box? A field is a placeholder for data whose contents can change. You enter data in some fields; Word supplies data for others. In this case, you enter the contents of the fields for a particular source, for example, the author name in the Author field.

Experiment

• Click the ‘Type of Source’ arrow and then click one of the source types in the list, so that you can see how the list of fields changes to reflect the type of source you selected.

3 • If necessary, click the ‘Type of Source’ arrow (Create Source dialog box) and then click ‘Article in a Periodical’, so that

the list shows fields required for a magazine (periodical).

• Click the Author text box. Type Tu, Mingzhu Lin as the author.

• Click the Title text box. Type Headphones and Earbuds as the article title.

• Press the TAB key and then type Technology and Trends Today as the periodical title.

• Press the TAB key and then type 2017 as the year.

• Press the TAB key and then type Aug. as the month.

• Press the TAB key twice and then type n. pag. as the number of pages.

• Press the TAB key and then type Web as the medium (Figure 2–32).

Why is the month abbreviated? The MLA documentation style abbreviates all months, except May, June, and July, when they appear in a source.

What does the n. pag. entry mean in the Pages text box? The MLA documentation style uses the abbreviation n. pag. for no pagination, which indicates the source has no page references. This is common for web sources.

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Figure 2–31

Figure 2–32

list of Bibliography Fields for MLA changes, depending on source selected in Type of Source box

source displayed in Type of Source box controls which fields are displayed in dialog box — your source may differ

Create Source dialog box

‘Type of Source’ arrow

list changed to reflect fields required for a periodical

source changed to Article in a Periodical ‘Type of

Source’ arrow

source information entered in text boxes

indicates that source has no page references

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Creating a Research Paper with References and Sources Word Module 2 WD 81

4 • Place a check mark in the ‘Show All Bibliography Fields’ check box so that Word displays all fields available for the

selected source, including the date viewed (accessed) fields.

• If necessary, scroll to the bottom of the Bibliography Fields list to display the date viewed (accessed) fields.

• Click the Year Accessed text box. Type 2017 as the year.

• Press the TAB key and then type Oct. as the month accessed.

• Press the TAB key and then type 3 as the day accessed (Figure 2–33).

What if some of the text boxes disappear as I enter the fields? With the ‘Show All Bibliography Fields’ check box selected, the dialog box may not be able to display all fields at the same time. In this case, some may scroll up off the screen.

5 • Click the OK button to close the dialog box,

create the source, and insert the citation in the document at the location of the insertion point.

• Press the END key to move the insertion point to the end of the line, if necessary, which also deselects the citation.

• Press the PERIOD key to end the sentence (Figure 2–34).

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Figure 2–33

Figure 2–34

To Enter More Text

The next task is to continue typing text in the research paper up to the location of the footnote. The following steps enter this text.

1 Press the SPACEBAR.

2 Type the next sentences (Figure 2–35): Properly designed headphones

date viewed information entered in text boxes

OK button

‘Show All Bibliography Fields’ check box

scroll bar

citation inserted in text

insertion point

Figure 2–35 insertion point

text entered

WD 82 Word Module 2 Creating a Research Paper with References and Sources

should have a close fit for optimal listening. Similarly, earbuds should seal tightly in the ear canal of the person wearing the device. Headphones and earbuds also should include noise-cancelling technology.

3 Save the research paper again on the same storage location with the same file name.

To Insert a Footnote Reference Mark

The following step inserts a footnote reference mark in the document at the location of the insertion point and at the location where the footnote text will be typed. Why? You will insert a content note elaborating on noise- cancelling technology, which you want to position as a footnote.

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1 • With the insertion

point positioned as shown in Figure 2–35, click the Insert Footnote button (References tab | Footnotes group) to display a note reference mark (a superscripted 1) in two places: (1) in the document window at the location of the insertion point and (2) at the bottom of the page where the footnote will be positioned, just below a separator line (Figure 2–36).

Figure 2–36

Insert Endnote button

Insert Footnote button

Footnotes group

References tab

footnote text will be typed here

separator line, which automatically is inserted, divides document text from note text

note reference mark is displayed, by default, superscripted in document window and in note text area

Why should I save the research paper again? You have made several modifications to the research paper since you last saved it; thus, you should save it again.

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Footnotes As discussed earlier in this module, notes are optional in the MLA

documentation style. If used, content notes elaborate on points discussed in the paper, and bibliographic notes direct the reader to evaluations of statements in a source or provide a means for identifying multiple sources. The MLA documentation style specifies that a superscript (raised number) be used for a note reference mark to note reference mark to note reference mark signal that a note exists either at the bottom of the page as a footnote or at the end of the document as an endnote.

In Word, note text can be any length and format. Word automatically numbers note text can be any length and format. Word automatically numbers note text notes sequentially by placing a note reference mark both in the body of the document and to the left of the note text. If you insert, rearrange, or remove notes, Word renumbers any subsequent note reference marks according to their new sequence in the document.

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Creating a Research Paper with References and Sources Word Module 2 WD 83

What if I wanted notes to be positioned as endnotes instead of as footnotes? You would click the Insert Endnote button (References tab | Footnotes group), which places the separator line and the endnote text at the end of the document, instead of the bottom of the page containing the reference.

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To Enter Footnote Text

The following step types the footnote text to the right of the note reference mark below the separator line.

1 Type the footnote text up to the citation (shown in Figure 2–37): Gupta and Padro state that effective noise-cancelling technology reduces the interference of sounds from the surrounding environment, reducing the volume level required by headphones and earbuds and then press the SPACEBAR.

Other Ways

1. Press ALT+CTRL+F

To Insert a Citation Placeholder

Earlier in this module, you inserted a citation and its source at once. In Word, you also can insert a citation without entering the source information. Why? Sometimes, you may not have the source information readily available and would prefer to enter it at a later time.

The following steps insert a citation placeholder in the footnote, so that you can enter the source information later.

1 • With the insertion point positioned as shown in Figure 2–37, click the Insert Citation button (References tab |

Citations & Bibliography group) to display the Insert Citation menu (Figure 2–37).

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Figure 2–37

References tab Citations & Bibliography group

Insert Citation button Insert Citation menu

includes previously inserted source

‘Add New Placeholder’ command

footnote text entered

insertion point

WD 84 Word Module 2 Creating a Research Paper with References and Sources

2 • Click ‘Add New Placeholder’ on the Insert Citation menu to

display the Placeholder Name dialog box.

• Type Gupta as the tag name for the source (Figure 2–38).

What is a tag name? A tag name is an identifier that links a citation to a source. Word automatically creates a tag name when you enter a source. When you create a citation placeholder, enter a meaningful tag name, which will appear in the citation placeholder until you edit the source.

3 • Click the OK button (Placeholder Name dialog box) to close the dialog box and insert the entered tag name in the

citation placeholder in the document (shown in Figure 2–39).

• Press the PERIOD key to end the sentence.

What if the citation is in the wrong location? Click the citation to select it and then drag the citation tab (on the upper-left corner of the selected citation) to any location in the document.

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Figure 2–38

Footnote Text Style When you insert a footnote, Word formats it using the Footnote Text style,

which does not adhere to the MLA documentation style. For example, notice in Figure 2–37 that the footnote text is single-spaced, left-aligned, and a smaller font size than the text in the research paper. According to the MLA documentation style, notes should be formatted like all other paragraphs in the paper.

You could change the paragraph formatting of the footnote text to first-line indent and double-spacing and then change the font size from 10 to 12 point. If you use this technique, however, you will need to change the format of the footnote text for each footnote you enter into the document.

A more efficient technique is to modify the format of the Footnote Text style so that every footnote you enter in the document will use the formats defined in this style.

Figure 2–39

To Modify a Style Using a Shortcut Menu

The Footnote Text style specifies left-aligned single-spaced paragraphs with a 10-point font size for text. The following steps modify the Footnote Text style. Why? To meet MLA documentation style, the footnotes should be double-spaced with a first-line indent and a 12-point font size for text.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

1 • Right-click the

note text in the footnote to display a shortcut menu related to footnotes (Figure 2–39).

Placeholder Name dialog box

tag name entered

shortcut menu

Style command

citation placeholder inserted

insertion point

footnote paragraphs should be formatted the same as other paragraphs in research paper

OK button

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Creating a Research Paper with References and Sources Word Module 2 WD 85

2 • Click Style on the shortcut menu to display the Style dialog box. If necessary, click the Category arrow, click All styles

in the Category list, and then click Footnote Text in the Styles list to select the style to modify.

• Click the Modify button (Style dialog box) to display the Modify Style dialog box.

• Click the Font Size arrow (Modify Style dialog box) to display the Font Size list and then click 12 in the Font Size list to change the font size.

• Click the Double Space button to change the line spacing.

• Click the Format button to display the Format menu (Figure 2–40).

Figure 2–40

3 • Click Paragraph on

the Format menu (Modify Style dialog box) to display the Paragraph dialog box.

• Click the Special arrow in the Indentation area (Paragraph dialog box) and then click First line (Figure 2–41).

Figure 2–41

Style dialog box Modify Style dialog box

Styles list

Footnote Text style selected

Category arrow

changed to 12

Font Size arrow

Double Space button

Format menu

Format button

Paragraph command

Modify button

Indentation area

Special arrow

changed to First line

OK button

Apply button

Paragraph dialog box

WD 86 Word Module 2 Creating a Research Paper with References and Sources

4 • Click the OK button (Paragraph dialog box) to close the dialog box.

• Click the OK button (Modify Style dialog box) to close the dialog box.

• Click the Apply button (Style dialog box) to apply the style changes to the footnote text (Figure 2–42).

Will all footnotes use this modified style? Yes. Any future footnotes entered in the document will use a 12-point font with the paragraphs first-line indented and double-spaced.

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Figure 2–42

To Edit a Source

When you typed the footnote text for this research paper, you inserted a citation placeholder for the source. The following steps edit a source. Why? Assume you now have the source information and are ready to enter it.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

Other Ways

1. Click Styles Dialog Box Launcher (Home tab | Styles group), point to style name in list, click style name arrow, click Modify, change settings (Modify Style dialog box), click OK button

2. Click Styles Dialog Box Launcher (Home tab | Styles group), click Manage Styles button in task pane, select style name in list, click Modify button (Manage Styles dialog box), change settings (Modify Style dialog box), click OK button in each dialog box

1 • Click somewhere in the citation

placeholder to be edited, in this case (Gupta), to select the citation placeholder.

• Click the Citation Options arrow to display the Citation Options menu (Figure 2–43).

What is the purpose of the tab to the left of the selected citation? If, for some reason, you wanted to move a citation to a different location in the document, you would select the citation and then drag the citation tab to the desired location.

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Figure 2–43

Footnote Text style modified to match research paper paragraphs

citation tab is used to move citation to different location in document

citation placeholder selected

Citation Options arrow

Edit Source command

Citation Options menu

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Creating a Research Paper with References and Sources Word Module 2 WD 87

2 • Click Edit Source on the Citation Options menu to display the Edit Source dialog box.

• If necessary, click the ‘Type of Source’ arrow (Edit Source dialog box) and then click Book, so that the list shows fields required for a book.

• Because this source has two authors, click the Edit button to display the Edit Name dialog box, which assists you with entering multiple author names.

• Type Gupta as the first author’s last name; press the TAB key and then type Elena as the first name; press the TAB key and then type Maia as the middle name (Figure 2–44).

What if I already know how to punctuate the author entry properly? You can enter the name directly in the Author box.

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Figure 2–44

Figure 2–45

3 • Click the Add button

(Edit Name dialog box) to add the first author name to the Names list.

• Type Padro as the second author’s last name; press the TAB key and then type Adelbert as the first name; press the TAB key and then type Luis as the middle name.

• Click the Add button (Edit Name dialog box) to add the second author name to the Names list (Figure 2–45).

Edit Source dialog box

‘Type of Source’ arrow

changed to Book

Edit button

first author name in text boxes

Add button

Edit Name dialog box

author names added to Names list

OK button

Add button

buttons rearrange or delete selected name in Names list

WD 88 Word Module 2 Creating a Research Paper with References and Sources

4 • Click the OK button (Edit Name dialog box) to add the author names that appear in the Names list to the Author

box in the Edit Source dialog box.

• Click the Title text box (Edit Source dialog box). Type Hearing Protection Methods as the book title.

• Press the TAB key and then type 2017 as the year.

• Press the TAB key and then type Orlando as the city.

• Press the TAB key and then type Palm Press as the publisher.

• Press the TAB key and then type Print as the medium (Figure 2–46).

5 • Click the OK button to close the dialog box, create the source, and update the citation to display both author last

names (shown in Figure 2–47).

Figure 2–46

Other Ways

1. Click Manage Sources button (References tab | Citations & Bibliography group), click placeholder source in Current List, click Edit button (Source Manager dialog box)

To Edit a Citation

In the MLA documentation style, if a source has page numbers, you should include them in the citation. Thus, Word provides a means to enter the page numbers to be displayed in the citation. Also, if you reference the author’s name in the text, you should not list it again in the parenthetical citation. Instead, just list the page number(s) in the citation. To do this, you instruct Word to suppress author and title. Why? If you suppress the author, Word automatically displays the title, so you need to suppress both the author and title if you want just the page number(s) to be displayed. The following steps edit the citation, suppressing the author and title but displaying the page numbers.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

1 • If necessary, click somewhere in

the citation to be edited, in this case somewhere in (Gupta and Padro), which selects the citation and displays the Citation Options arrow.

• Click the Citation Options arrow to display the Citation Options menu (Figure 2–47).

Figure 2–47

author names entered

source information entered in text boxes

OK button

citation selected

Citation Options menu

Edit Citation command

Citation Options arrow

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Creating a Research Paper with References and Sources Word Module 2 WD 89

Figure 2–49

2 • Click Edit Citation on the Citation

Options menu to display the Edit Citation dialog box.

• Type 75–78 in the Pages text box (Edit Citation dialog box).

• Click the Author check box to place a check mark in it.

• Click the Title check box to place a check mark in it (Figure 2–48).

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Figure 2–483 • Click the OK button to close the

dialog box, remove the author names from the citation in the footnote, suppress the title from showing, and add page numbers to the citation.

• Press the END key to move the insertion point to the end of the line, which also deselects the citation (Figure 2–49).

Working with Footnotes and Endnotes You edit footnote text just as you edit any other text in the document. To delete

or move a note reference mark, however, the insertion point must be in the document text (not in the footnote text).

To delete a note, select the note reference mark in the document text (not in the footnote text) by dragging through the note reference mark and then click the Cut button (Home tab | Clipboard group). Or, click immediately to the right of the note reference mark in the document text and then press the backspace key twice, or click immediately to the left of the note reference mark in the document text and then press the delete key twice.

To move a note to a different location in a document, select the note reference mark in the document text (not in the footnote text), click the Cut button (Home tab | Clipboard group), click the location where you want to move the note, and then click the Paste button (Home tab | Clipboard group). When you move or delete notes, Word automatically renumbers any remaining notes in the correct sequence.

If you are using a mouse and position the pointer on the note reference mark in the document text, the note text is displayed above the note reference mark as a ScreenTip. To remove the ScreenTip, move the pointer.

If, for some reason, you wanted to change the format of note reference marks in footnotes or endnotes (i.e., from 1, 2, 3 to A, B, C), you would click the Footnote & Endnote Dialog Box Launcher (References tab | Footnotes group) to display the Footnote and Endnote dialog box, click the Number format arrow (Footnote and Endnote dialog box), click the desired number format in the list, and then click the Apply button.

Edit Citation dialog box

pages entered

OK button

check boxes selected so that author name and title do not appear in citation

author names removed from citation and page numbers added

BTW Footnote and Endnote Location You can change the location of footnotes from the bottom of the page to the end of the text by clicking the Footnote & Endnote Dialog Box Launcher (References tab | Footnotes group), clicking the Footnotes arrow (Footnote and Endnote dialog box), and then clicking Below text. Similarly, clicking the Endnotes arrow (Footnote and Endnote dialog box) enables you to change the location of endnotes from the end of the document to the end of a section.

insertion point

WD 90 Word Module 2 Creating a Research Paper with References and Sources

If, for some reason, you wanted to change a footnote number, you would click the Footnote & Endnote Dialog Box Launcher (References tab | Footnotes group) to display the Footnote and Endnote dialog box, enter the desired number in the Start at box, and then click the Apply button (Footnote and Endnote dialog box).

If, for some reason, you wanted to convert footnotes to endnotes, you would click the Footnote & Endnote Dialog Box Launcher (References tab | Footnotes group) to display the Footnote and Endnote dialog box, click the Convert button (Footnote and Endnote dialog box), select the ‘Convert all footnotes to endnotes’ option button (Convert Notes dialog box), click the OK button (Convert Notes dialog box), and then click the Close button (Footnote and Endnote dialog box).

To Enter More Text

The next task is to continue typing text in the body of the research paper. The following steps enter this text.

1 Position the insertion point after the note reference mark in the document and then press the ENTER key.

2 Type the first three sentences in the third paragraph of the research paper (shown in Figure 2–50): The volume level of the sound that transmits from headphones or earbuds into the ear of a person wearing this type of device has been linked to hearing loss. The volume should be set low enough that other people nearby cannot hear the sound being transmitted. The quieter the sounds, the less possibility of hearing damage.

To Count Words

Often when you write papers, you are required to compose the papers with a minimum number of words. The minimum requirement for the research paper in this module is 275 words. You can look on the status bar and see the total number of words thus far in a document. For example, Figure 2–50 shows the research paper has 231 words, but you are not sure if that count includes the words in your footnote. The following steps display the Word Count dialog box. Why? You want to verify that the footnote text is included in the count.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

1 • Click the Word

Count indicator on the status bar to display the Word Count dialog box.

• If necessary, place a check mark in the ‘Include textboxes, footnotes and endnotes’ check box (Word Count dialog box) (Figure 2–50).

Why do the statistics in my Word Count dialog box differ from those in Figure 2–50? Depending on the accuracy of your typing, your statistics may differ.

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Figure 2–50

text entered

insertion point

statistics about current document

Word Count dialog box

be sure check box is selected

Close button

ENTER key pressed after note reference mark

Word Count indicator shows current word count is 231 — your count may differ depending on the accuracy of your typing

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Creating a Research Paper with References and Sources Word Module 2 WD 91

2 • Click the Close button (Word Count dialog box) to close the dialog box.

Can I display statistics for just a section of the document? Yes. Select the section and then click the Word Count indicator on the status bar to display statistics about the selected text.

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Automatic Page Breaks As you type documents that exceed one page, Word automatically inserts page

breaks, called automatic page breaks or soft page breaks, when it determines the text has filled one page according to paper size, margin settings, line spacing, and other settings. If you add text, delete text, or modify text on a page, Word recalculates the location of automatic page breaks and adjusts them accordingly.

Word performs page recalculation between the keystrokes, that is, in between the pauses in your typing. Thus, Word refers to the automatic page break task as background repagination. An automatic page break will occur in the next set of steps.

To Enter More Text and Insert a Citation Placeholder

The next task is to type the remainder of the third paragraph in the body of the research paper. The following steps enter this text and a citation placeholder at the end of the paragraph.

1 With the insertion point positioned at the end of the third sentence in the third paragraph, as shown in Figure 2–50, press the SPACEBAR.

2 Type the rest of the third paragraph: Further, listening at a higher volume for extended periods of time could be unsafe. One expert suggests people should listen at only 30 percent maximum and then press the maximum and then press the maximum SPACEBAR.

Why does the text move from the second page to the first page as I am typing? Word, by default, will not allow the first line of a paragraph to be by itself at the bottom of a page (an orphan) or the last line of a paragraph to be by itself at the top of a page (a widow). As you type, Word adjusts the placement of the paragraph to avoid orphans and widows.

3 Click the Insert Citation button (References tab | Citations & Bibliography group) to display the Insert Citation menu. Click ‘Add New Placeholder’ on the Insert Citation menu to display the Placeholder Name dialog box.

4 Type Chamberlain as the tag name for the source.

5 Click the OK button (Placeholder Name dialog box) to close the dialog box and insert the tag name in the citation placeholder (shown in Figure 2–51).

6 Press the PERIOD key to end the sentence.

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Other Ways

1. Click Word Count button (Review tab | Proofing group) 2. Press CTRL+SHIFT+G

BTW Page Break Locations As you type, your page break may occur at different locations depending on Word settings and the type of printer connected to the computer.

WD 92 Word Module 2 Creating a Research Paper with References and Sources

To Hide and Show White Space

With the page break and header, it is difficult to see the entire third paragraph at once on the screen. With the screen in Print Layout view, you can hide white space, which is the space that is displayed at the top and bottom of pages (including headers and footers) and also the space between pages. The following steps hide white space, if your screen displays it, and then shows white space. Why? You want to see as much of the third paragraph as possible at once, which spans the bottom of the first page and the top of the second page.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

1 • Position the

pointer in the document window in the space between pages so that the pointer changes to a ‘Hide White Space’ button (Figure 2–51).

What if I am using a touch screen? Proceed to step 2.

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Figure 2–51 2 • Double-click while the pointer is a ‘Hide White Space’ button to hide white space.

What if I am using a touch screen? Double-tap in the space between pages.

Does hiding white space have any effect on the printed document? No.

3 • Position the pointer in the document window on the page break between pages so that the pointer changes to a

‘Show White Space’ button (Figure 2–52).

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Figure 2–52

‘Hide White Space’ button

placeholder citation entered

page break

footnote remains at bottom of first page

correct page number automatically appears in header

entered paragraph spans two pages

page break ‘Show White Space’ button

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Creating a Research Paper with References and Sources Word Module 2 WD 93

4 • Double-click while the pointer is a ‘Show White Space’ button to show white space.

What if I am using a touch screen? Double-tap the page break. Q

& A

To Edit a Source

When you typed the third paragraph of the research paper, you inserted a citation placeholder, Chamberlain, for the source. You now have the source information, which is for a website, and are ready to enter it. The following steps edit the source for the Chamberlain citation placeholder.

1 Click somewhere in the citation placeholder to be edited, in this case (Chamberlain), to select the citation placeholder.

2 Click the Citation Options arrow to display the Citation Options menu.

3 Click Edit Source on the Citation Options menu to display the Edit Source dialog box.

4 If necessary, click the ‘Type of Source’ arrow (Edit Source dialog box); scroll to and then click Web site, so that the list shows fields required for a Web site.

5 Place a check mark in the ‘Show All Bibliography Fields’ check box to display more fields related to Web sites.

6 Click the Author text box. Type Chamberlain, Megan Lynn as the author.

7 Click the ‘Name of Web Page’ text box. Type Understanding How Volume Levels Affect Hearing as the webpage name.

8 Click the Production Company text box. Type Course Technology as the production company.

9 Click the Year Accessed text box. Type 2017 as the year accessed (Figure 2–53).

Other Ways

1. Click File on ribbon, click Options tab in Backstage view, click Display in left pane (Word Options dialog box), remove or select check mark from ‘Show white space between pages in Print Layout view’ check box, click OK button

Figure 2–53Figure 2–53

OK button

source fields entered

‘Type of Source’ arrow

changed to Web site

Edit Source dialog box

displayed fields relate to Web site source

citation selected

Citation Options arrow

‘Show All Bibliography Fields’ check box is selected

WD 94 Word Module 2 Creating a Research Paper with References and Sources

10 Press the TAB key and then type Sept. as the month accessed.

11 Press the TAB key and then type 16 as the day accessed.

12 Press the TAB key as many times as necessary to move the insertion point to the Medium text box and then type Web as the Medium.

Do I need to enter a web address (URL)? The latest MLA documentation style update does not require the web address in the source.

13 Click the OK button to close the dialog box and create the source.

To Enter More Text

The next task is to type the last paragraph of text in the research paper. The following steps enter this text.

1 Press the END key to position the insertion point at the end of the third paragraph and then press the ENTER key.

2 Type the last paragraph of the research paper (Figure 2–54): More and more people are using headphones and earbuds with their computers and portable devices. Using high-quality listening devices and lowering the volume can help to lessen potential hearing loss from the use of headphones and earbuds.

3 Save the research paper again on the same storage location with the same file name.

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Figure 2–54

Break Point: If you wish to take a break, this is a good place to do so. You can exit Word now. To resume at a later time, run Word, open the file called Headphones and Earbuds Paper, and continue following the steps from this location forward. For a detailed example of exiting Word, running Word, and opening a file, refer to the Office and Windows module at the beginning of the book.

last paragraph entered

word count now meets minimum required

insertion point

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Creating a Research Paper with References and Sources Word Module 2 WD 95

1 • Verify that the

insertion point is positioned at the end of the text of the research paper, as shown in Figure 2–54.

• Click Insert on the ribbon to display the Insert tab.

• Click the ‘Insert a Page Break’ button (Insert tab | Pages group) to insert a manual page break immediately to the left of the insertion point and position the insertion point immediately below the manual page break (Figure 2–55).

Creating an Alphabetical Works Cited Page According to the MLA documentation style, the works cited page is a list of sources that are referenced directly in a research paper. You place the list on a separate numbered page with the title, Works Cited, centered one inch from the top margin. The works are to be alphabetized by the author’s last name or, if the work has no author, by the work’s title. The first line of each entry begins at the left margin. Indent subsequent lines of the same entry one-half inch from the left margin.

To Page Break Manually

The next step is to insert a manual page break following the body of the research paper. Why? According to the MLA documentation style, the works cited are to be displayed on a separate numbered page.

A manual page break, or hard page break, is one that you force into the document at a specific location. Word never moves or adjusts manual page breaks. Word, however, does adjust any automatic page breaks that follow a manual page break. Word inserts manual page breaks immediately above or to the left of the location of the insertion point. The following step inserts a manual page break after the text of the research paper.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

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What is a bibliography? A bibliography is an alphabetical list of sources referenced in a paper. Whereas the text of the research paper contains brief references to the source (the citations), the bibliography lists all publication information about the source. Documentation styles differ significantly in their guidelines for preparing a bibliography. Each style identifies formats for various sources, including books, magazines, pamphlets, newspapers, websites, television programs, paintings, maps, advertisements, letters, memos, and much more. You can find information about various styles and their guidelines in printed style guides and on the web.

Other Ways

1. Press CTRL+ENTER

Figure 2–55

paragraph indented one-half inch

‘Insert a Page Break’ button

Pages group

page break

insertion point on page 3

correct page number automatically appears in header

Insert tab

bottom of page 2

WD 96 Word Module 2 Creating a Research Paper with References and Sources

To Apply a Style

The works cited title is to be centered between the margins of the paper. If you simply issue the Center command, the title will not be centered properly. Why? It will be to the right of the center point because earlier you set the first-line indent for paragraphs to one-half inch.

To properly center the title of the works cited page, you could drag the ‘First Line Indent’ marker back to the left margin before centering the paragraph, or you could apply the Normal style to the location of the insertion point. Recall that you modified the Normal style for this document to 12-point Times New Roman with double-spaced, left-aligned paragraphs that have no space after the paragraphs.

To apply a style to a paragraph, first position the insertion point in the paragraph and then apply the style. The following step applies the modified Normal style to the location of the insertion point.

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

1 • Click Home on the ribbon to display the Home tab.

• With the insertion point on the paragraph mark at the top of page 3 (as shown in Figure 2–55) even if Normal is selected, click Normal in the Styles gallery (Home tab | Styles group) to apply the Normal style to the paragraph containing the insertion point (Figure 2–56).

To Center Text

The next task is to enter the title, Works Cited, centered between the margins of the paper. The following steps use a keyboard shortcut to format the title.

1 Press CTRL+E to center the paragraph mark.

2 Type Works Cited as the title.

3 Press the ENTER key.

4 Press CTRL+L to left-align the paragraph mark (shown in Figure 2–57).

Other Ways

1. Click Styles Dialog Box Launcher (Home tab | Styles group), select desired style in Styles task pane

2. Press CTRL+SHIFT+S, click Style Name arrow in Apply Styles task pane, select desired style in list

To Create a Bibliographical List

While typing the research paper, you created several citations and their sources. The next task is to use Word to format the list of sources and alphabetize them in a bibliographical list. Why? Word can create a bibliographical list with each element of the source placed in its correct position with proper punctuation, according to the specified style, saving you time looking up style guidelines. For example, in this research paper, the book source will list, in

1 CHANGE DOCUMENT SETTINGS | 2 CREATE HEADER | 3 TYPE RESEARCH PAPER WITH CITATIONS

4 CREATE ALPHABETICAL WORKS CITED | 5 PROOFREAD & REVISE RESEARCH PAPER

Figure 2–56

Home tab

‘First Line Indent’ marker returned to left margin Normal

selected Styles group

Styles gallery

Normal style applied to paragraph, removing first-line indent

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Creating a Research Paper with References and Sources Word Module 2 WD 97

this order, the author name(s), book title, publisher city, publishing company name, and publication year with the correct punctuation between each element according to the MLA documentation style. The following steps create an MLA-styled bibliographical list from the sources previously entered.

1 • Click References on

the ribbon to display the References tab.

• With the insertion point positioned as shown in Figure 2–57, click the Bibliography button (References tab | Citations & Bibliography group) to display the Bibliography gallery (Figure 2–57).

Will I select the Works Cited option from the Bibliography gallery? No. The title it inserts is not formatted according to the MLA documentation style. Thus, you will use the Insert Bibliography command instead.

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Figure 2–57

2 • Click Insert

Bibliography in the Bibliography gallery to insert a list of sources at the location of the insertion point.

• If necessary, scroll to display the entire list of sources in the document window (Figure 2–58).

What is the n.d. in the first work? The MLA documentation style uses the abbreviation n.d. for no date (for example, no date appears on the webpage).

• Save the research paper again on the same storage location with the same file name.

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Figure 2–58

References tab

Bibliography button

Citations & Bibliography group

Bibliography gallery

title centered and typed

insertion point

Insert Bibliography command

Hanging Indent marker

stands for no date

alphabetical list of sources automatically generated by Word

second line in paragraphs indented one-half inch from left margin, called a hanging indent

WD 98 Word Module 2 Creating a Research Paper with References and Sources

TO FORMAT PARAGRAPHS WITH A HANGING INDENT

Notice in Figure 2–58 that the first line of each source entry begins at the left margin, and subsequent lines in the same paragraph are indented one-half inch from the left margin. In essence, the first line hangs to the left of the rest of the paragraph; thus, this type of paragraph formatting is called a hanging indent. The Bibliography style in Word automatically formats the works cited paragraphs with a hanging indent.

If you wanted to format paragraphs with a hanging indent, you would use one of the following techniques.

• With the insertion point in the paragraph to format, drag the Hanging Indent marker (the bottom triangle) on the ruler to the desired mark on the ruler marker (the bottom triangle) on the ruler to the desired mark on the ruler marker (i.e., .5”) to set the hanging indent at that location from the left margin. or

• Right-click the paragraph to format (or, if using a touch screen, tap the ‘Show Context Menu’ button on the mini toolbar), click Paragraph on the shortcut menu, click the Indents and Spacing tab (Paragraph dialog box), click the Special arrow, click Hanging, and then click the OK button. or

• Click the Paragraph Dialog Box Launcher (Home tab or Layout tab | Paragraph group), click the Indents and Spacing tab (Paragraph dialog box), click the Special arrow, click Hanging, and then click the OK button. or

• With the insertion point in the paragraph to format, press ctrl+t.

Proofreading and Revising the Research Paper As discussed in Module 1, once you complete a document, you might find it necessary to make changes to it. Before submitting a paper to be graded, you should proofread it. While proofreading, ensure all the source information is correct and look for grammatical, typographical, and spelling errors. Also ensure that transitions between sentences flow smoothly and the sentences themselves make sense.

To assist you with the proofreading effort, Word provides several tools. You can go to a page, copy text, find text, replace text, insert a synonym, check spelling and grammar, and look up information. The following pages discuss these tools.

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What should you consider when proofreading and revising a paper? As you proofread the paper, look for ways to improve it. Check all grammar, spelling, and punctuation. Be sure the text is logical and transitions are smooth. Where necessary, add text, delete text, reword text, and move text to different locations. Ask yourself these questions:

• Does the title suggest the topic?

• Is the thesis clear?

• Is the purpose of the paper clear?

• Does the paper have an introduction, body, and conclusion?

• Does each paragraph in the body relate to the thesis?

• Is the conclusion effective?

• Are sources acknowledged correctly?

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Creating a Research Paper with References and Sources Word Module 2 WD 99

To Modify a Source

While proofreading the paper, you notice an error in the magazine title; specifically, the word, and, should be removed. If you modify the contents of any source, the list of sources automatically updates. Why? Word automatically updates the contents of fields, and the bibliography is a field. The following steps delete a word from the title of the magazine article.

1 • Click the Manage Sources button (References tab | Citations & Bibliography group) to display the Source Manager

dialog box.

• Click the source you wish to edit in the Current List, in this case the article by Tu, to select the source. • Click the Edit button (Source Manager dialog box) to display the Edit Source dialog box. • In the Periodical Title text box, delete the word, and, from the title (Figure 2–59).

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2 • Click the OK button (Edit Source dialog box) to close the dialog box. • If a Microsoft Word dialog box appears, click its Yes button to update all occurrences of the source. • Click the Close button (Source Manager dialog box) to update the list of sources and close the dialog box.

To Update a Field

Depending on settings, the bibliography field may not automatically reflect the edited magazine title. Thus, the following steps update the bibliography field. Why? Because the bibliography is a field, you may need to instruct Word to update its contents.

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Figure 2–59

Source Manager dialog box

References tab Manage Sources button

Current List displays sources in document

Edit button

Close button

word deleted

OK button

source selected

Edit Source dialog box

Master List displays all available sources — your list may differ

WD 100 Word Module 2 Creating a Research Paper with References and Sources

1 • Right-click anywhere

in the bibliography text to display a shortcut menu related to fields (Figure 2–60).

What if I am using a touch screen? Press and hold anywhere in the bibliography text and then tap the ‘Show Context Menu’ button on the mini toolbar.

Why are all the words in the bibliography shaded gray? By default, Word shades selected fields gray.

What if the bibliography field is not shaded gray? Click File on the ribbon to open the Backstage view, click the Options tab in the Backstage view, click Advanced in the left pane (Word Options dialog box), scroll to the ‘Show document content’ area, click the Field shading arrow, click When selected, and then click the OK button.

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Figure 2–60

Figure 2–61

2 • Click Update Field

on the shortcut menu to update the selected field (Figure 2–61).

Can I update all fields in a document at once? Yes. Select the entire document and then follow these steps.

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Other Ways

1. Select the field, press F9

TO CONVERT A FIELD TO REGULAR TEXT

If, for some reason, you wanted to convert a field, such as the bibliography field, to regular text, you would perform the following steps. Keep in mind, though, once you convert the field to regular text, it no longer is a field that can be updated.

1. Click somewhere in the field to select it, in this case, somewhere in the bibliography.

2. Press ctrl+shift+f9 to convert the selected field to regular text.

Update Field command

shortcut menu

bibliography field shaded gray because field is selected

bibliography field updated — word removed

current page

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Creating a Research Paper with References and Sources Word Module 2 WD 101

To Go to a Page

The next task in revising the paper is to modify text on the second page of the document. Why? You want to copy text from one location to another on the second page. You could scroll to the desired location in the document, or you can use the Navigation Pane to browse through pages in a document. The following steps display the top of the second page in the document window and position the insertion point at the beginning of that page.

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1 • Click View on the ribbon to

display the View tab.

• Place a check mark in the ‘Open the Navigation Pane’ check box (View tab | Show group) to open the Navigation Pane on the left side of the Word window.

• If necessary, click the Pages tab in the Navigation Pane to display thumbnails of the pages in the document.

• Scroll to, if necessary, and then click the thumbnail of the second page to display the top of the selected page in the top of the document window (Figure 2–62).

What is the Navigation Pane? The Navigation Pane is a window that enables you to browse through headings in a document, browse through pages in a document, or search for text in a document.

2 • Click the Close button in the Navigation Pane to close the pane.

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Figure 2–62

Other Ways

1. Click Find arrow (Home tab | Editing group), click Go To on Find menu, click Go To tab (Find and Replace dialog box), enter page number, click Go To button

2. Click Page Number indicator on status bar, click Pages tab in Navigation Pane, click thumbnail of desired page (Navigation Pane)

3. Press CTRL+G, enter page number (Find and Replace dialog box), click Go To button

Copying, Cutting, and Pasting While proofreading the research paper, you decide it would read better if the

word, volume, in the second sentence of the last paragraph also appeared after the word, maximum, in the last sentence of the previous paragraph. You could type the word at the desired location, but you decide to use the Office Clipboard. The Office Clipboard is a temporary storage area that holds up to 24 items (text or graphics) copied from any Office program. The Office Clipboard works with the copy, cut, and paste commands:

• Copying is the process of placing items on the Office Clipboard, leaving the item Copying is the process of placing items on the Office Clipboard, leaving the item Copying in the document.

• Cutting removes the item from the document before placing it on the Office Cutting removes the item from the document before placing it on the Office Cutting Clipboard.

• Pasting is the process of copying an item from the Office Clipboard into the Pasting is the process of copying an item from the Office Clipboard into the Pasting document at the location of the insertion point.

‘Open the Navigation Pane’ check box

Show group

View tab

insertion point at top of second page

Close button

thumbnail of second page selected

Navigation Pane displays thumbnails of all pages in document — clicking any thumbnail displays that page in document window

Pages tab selected

Navigation Pane

WD 102 Word Module 2 Creating a Research Paper with References and Sources

To Copy and Paste

In the research paper, you copy a word from one location to another. Why? The sentence reads better with the word, volume, inserted after the word, maximum. The following steps copy and paste a word.

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1 • Select the item to be copied (the

word, volume, in this case).

• Click Home on the ribbon to display the Home tab.

• Click the Copy button (Home tab | Clipboard group) to copy the selected item in the document to the Office Clipboard (Figure 2–63).

Figure 2–63 2 • Position the insertion point at the

location where the item should be pasted (immediately following the space to the right of the word, maximum, in this case) (Figure 2–64).

Figure 2–64 3 • Click the

Paste button (Home tab | Clipboard group) to paste the copied item in the document at the location of the insertion point (Figure 2–65).

What if I click the Paste arrow by mistake? Click the Paste arrow again to remove the Paste menu and repeat Step 3.

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Figure 2–65

Other Ways

1. Click Copy on shortcut menu (or, if using touch, tap Copy on mini toolbar), right-click where item is to be pasted, click ‘Keep Source Formatting’ in Paste Options area on shortcut menu (or, if using touch, tap Paste on mini toolbar)

2. Select item, press CTRL+C, position insertion point at paste location, press CTRL+V

Home tab

Copy button

Clipboard group

insertion point located where item is to be pasted

Home tab

Paste button

Clipboard group

pasted word Paste Options

button

copied word remains in document

clicking Paste arrow displays a variety of options for pasting the item

text to be copied is selected

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Creating a Research Paper with References and Sources Word Module 2 WD 103

To Display the Paste Options Menu

When you paste an item or move an item using drag-and-drop editing, which was discussed in the previous module, Word automatically displays a Paste Options button near the pasted or moved text (shown in Figure 2–65). Why? The Paste Options button allows you to change the format of a pasted item. For example, you can instruct Word to format the pasted item the same way as where it was copied (the source) or format it the same way as where it is being pasted (the destination). The following steps display the Paste Options menu.

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1 • Click the Paste Options button to display the Paste Options

menu (Figure 2–66).

What are the functions of the buttons on the Paste Options menu? In general, the left button indicates the pasted item should look the same as it did in its original location (the source). The second button formats the pasted text to match the rest of the item where it was pasted (the destination). The third button removes all formatting from the pasted item. The ‘Set Default Paste’ command displays the Word Options dialog box. Keep in mind that the buttons shown on a Paste Options menu will vary, depending on the item being pasted.

2 • Click anywhere to remove the Paste Options menu from the

window.

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To Find Text

While proofreading the paper, you would like to locate all occurrences of the word, portable. Why? You are contemplating changing occurrences of this word to the word, mobile. The following steps find all occurrences of specific text in a document.

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Figure 2–66

Other Ways

1. CTRL or ESC (to remove the Paste Options menu)

1 • Click the Find button (Home tab |

Editing group) to display the Navigation Pane.

What if I am using a touch screen? Tap the Find button (Home tab | Editing group) and then tap Find on the menu.

• If necessary, click the Results tab in the Navigation Pane, which displays a Search box where you can type text for which you want to search (Figure 2–67).

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Figure 2–67

Paste Options menu contains buttons that control how item is pasted

Paste Options button

Navigation Pane appears at left edge of Word window

Search box

Results tab selected

Home tab Find button

Editing group

WD 104 Word Module 2 Creating a Research Paper with References and Sources

2 • Type portable

in the Navigation Pane Search box to display all occurrences of the typed text, called the search text, in the Navigation Pane and to highlight the occurrences of the search text in the document window (Figure 2–68).

Experiment

• Click both occurrences in the Navigation Pane and watch Word display the associated text in the document window.

Experiment

• Type various search text in the Navigation Pane Search box, and watch Word both list matches in the Navigation Pane and highlight matches in the document window.

• Click the Close button in the Navigation Pane to close the pane.

Figure 2–68

Other Ways

1. Click Find arrow (Home tab | Editing group), click Find on Find menu, enter search text in Navigation Pane

2. Click Page Number indicator on status bar, enter search text in Navigation Pane

3. Press CTRL+F, enter search text in Navigation Pane

To Replace Text

You decide to change all occurrences of the word, portable, to the word, mobile. Why? The term, mobile devices, is more commonly used than portable devices. Word’s find and replace feature locates each occurrence of a word or phrase and then replaces it with text you specify. The following steps find and replace text.

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• Click the Replace button (Home tab | Editing group) to display the Replace sheet in the Find and Replace dialog box.

• If necessary, type portable in the Find what box (Find and Replace dialog box).

• Type mobile in the Replace with box (Figure 2–69).

Figure 2–69

Close button

use arrows to scroll through results

two occurrences of search text located

occurrences of search text listed in Navigation Pane and highlighted in document

search text entered

text to be replaced

new text to replace current text

More button

Replace tab

Find and Replace dialog box

Replace button

Editing group

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Creating a Research Paper with References and Sources Word Module 2 WD 105

2 • Click the Replace All

button to instruct Word to replace all occurrences of the Find what text with the Replace with text (Figure 2–70). If Word displays a dialog box asking if you want to continue searching from the beginning of the document, click the Yes button.

Does Word search the entire document? If the insertion point is at the beginning of the document, Word searches the entire document; otherwise, Word may search from the location of the insertion point to the end of the document and then display a dialog box asking if you want to continue searching from the beginning. You also can search a section of text by selecting the text before clicking the Replace or Replace All button.

3 • Click the OK button (Microsoft Word dialog box) to close the dialog box. • Click the Close button (Find and Replace dialog box) to close the dialog box.

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Figure 2–70

Other Ways

1. Press CTRL+H

Find and Replace Dialog Box The Replace All button (Find and Replace dialog box) replaces all occurrences of

the Find what text with the Replace with text. In some cases, you may want to replace only certain occurrences of a word or phrase, not all of them. To instruct Word to confirm each change, click the Find Next button (Find and Replace dialog box) (shown in Figure 2–70), instead of the Replace All button. When Word locates an occurrence of the text, it pauses and waits for you to click either the Replace button or the Find Next button. Clicking the Replace button changes the text; clicking the Find Next button instructs Word to disregard the replacement and look for the next occurrence of the Find what text.

If you accidentally replace the wrong text, you can undo a replacement by clicking the Undo button on the Quick Access Toolbar. If you used the Replace All button, Word undoes all replacements. If you used the Replace button, Word undoes only the most recent replacement.

To Find and Insert a Synonym

In this project, you would like a synonym for the word, lessen, in the last paragraph of the research paper. Why? When writing, you may discover that you used the same word in multiple locations or that a word you used was not quite appropriate, which is the case here. In these instances, you will want to look up a synonym, or a word similar in meaning, to the duplicate or inappropriate word. A thesaurus is a book of synonyms. Word provides synonyms and a thesaurus for your convenience. The following steps find a suitable synonym.

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portable changed to mobile

dialog box indicates 2 replacements were made

OK button

Replace All button Find Next

button after clicking OK button (Microsoft Word dialog box), Cancel button changes to Close button

BTW Finding Formatting To search for formatting or a special character, click the More button in the Find and Replace dialog box (shown in Figure 2–69). To find formatting, use the Format button in the Find dialog box. To find a special character, use the Special button.

WD 106 Word Module 2 Creating a Research Paper with References and Sources

1 • Right-click the word for which you

want to find a synonym (in this case, lessen) to display a shortcut menu.

• Point to Synonyms on the shortcut menu to display a list of synonyms for the word you right-clicked (Figure 2–71).

What if I am using a touch screen? Press and hold the word for which you want a synonym, tap the ‘Show Context Menu’ button on the mini toolbar, and then tap Synonyms on the shortcut menu.

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Figure 2–71 2 • Click the synonym you want

(in this case, minimize) on the Synonyms submenu to replace the selected word in the document with the selected synonym (Figure 2–72).

What if the synonyms list on the shortcut menu does not display a suitable word? You can display the thesaurus in the Thesaurus task pane by clicking Thesaurus on the Synonyms submenu. The Thesaurus task pane displays a complete thesaurus, in which you can look up synonyms for various meanings of a word. You also can look up an antonym, or word with an opposite meaning.

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Figure 2–72

Other Ways

1. Click Thesaurus button (Review tab | Proofing group)

2. Press SHIFT+F7

To Check Spelling and Grammar at Once

As discussed in Module 1, Word checks spelling and grammar as you type and places a wavy underline below possible spelling or grammar errors. Module 1 illustrated how to check these flagged words immediately. The next steps check spelling and grammar at once. Why? Some users prefer to wait and check their entire document for spelling and grammar errors at once.

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Note: In the following steps, the word, sound, has been misspelled intentionally as sould to illustrate the use of Word’s check spelling and grammar at once feature. If you are completing this project on a computer or mobile device, your research paper may contain different misspelled words, depending on the accuracy of your typing.

word to be looked up

Synonyms submenu

synonym to be selected

Synonyms command

Thesaurus command displays Thesaurus task pane

shortcut menu

list of synonyms

word, lessen, changed to minimize

1 • Press CTRL+HOME because you want the spelling and grammar check to begin from the top of the document.

• Click Review on the ribbon to display the Review tab.

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Creating a Research Paper with References and Sources Word Module 2 WD 107

2 • With the word, sound, selected in the list of

suggestions, click the Change button (Spelling task pane) to change the flagged word to the selected suggestion and then continue the spelling and grammar check until the next error is identified or the end of the document is reached (Figure 2–74).

3 • Because the flagged word is a proper noun and spelled

correctly, click the Ignore All button (Spelling task pane) to ignore this and future occurrences of the flagged proper noun and then continue the spelling and grammar check until the next error is identified or the end of the document is reached.

4 • When the spelling and grammar check is finished and Word displays a dialog box, click its OK button.

Can I check spelling of just a section of a document? Yes, select the text before starting the spelling and grammar check. Q

& A

• Click the ‘Spelling & Grammar’ button (Review tab | Proofing group) to begin the spelling and grammar check at the location of the insertion point, which, in this case, is at the beginning of the document.

• Click the desired word in the list of suggestions in the Spelling task pane (sound, in this case) (Figure 2–73).

Other Ways

1. Click ‘Spelling and Grammar Check’ icon on status bar 2. Press F7

Figure 2–73

Proofing group

‘Spelling & Grammar’ button

Review tab

Spelling task pane appears when spelling or grammar error is detected

word, sould, not found in dictionary

list of suggestions for flagged word

misspelled word

sound selected

Change button

Figure 2–74

flagged word is a proper noun

proper noun, Padro, not found in dictionary

Add button adds word to dictionary

Ignore All button

The Main and Custom Dictionaries As shown in the previous steps, Word may flag a proper noun as an error because

the proper noun is not in its main dictionary. You may want to add some proper nouns that you use repeatedly, such as a company name or employee names, to Word’s dictionary. To prevent Word from flagging proper nouns as errors, you can add the proper nouns to the custom dictionary. To add a correctly spelled word to the custom dictionary, click the Add button (Spelling task pane) or right-click the flagged word

WD 108 Word Module 2 Creating a Research Paper with References and Sources

(or, if using touch, press and hold and then tap ‘Show Context Menu’ button on the mini toolbar) and then click ‘Add to Dictionary’ on the shortcut menu. Once you have added a word to the custom dictionary, Word no longer will flag it as an error.

TO VIEW OR MODIFY ENTRIES IN A CUSTOM DICTIONARY To view or modify the list of words in a custom dictionary, you would follow

these steps.

1. Click File on the ribbon and then click the Options tab in the Backstage view. 2. Click Proofing in the left pane (Word Options dialog box). 3. Click the Custom Dictionaries button. 4. When Word displays the Custom Dictionaries dialog box, if necessary, place a

check mark next to the dictionary name to view or modify. Click the ‘Edit Word List’ button (Custom Dictionaries dialog box). (In this dialog box, you can add or delete entries to and from the selected custom dictionary.)

5. When finished viewing and/or modifying the list, click the OK button in the dialog box.

6. Click the OK button (Custom Dictionaries dialog box). 7. If the ‘Suggest from main dictionary only’ check box is selected in the Word

Options dialog box, remove the check mark. Click the OK button (Word Options dialog box).

TO SET THE DEFAULT CUSTOM DICTIONARY If you have multiple custom dictionaries, you can specify which one Word

should use when checking spelling. To set the default custom dictionary, you would follow these steps.

1. Click File on the ribbon and then click the Options tab in the Backstage view. 2. Click Proofing in the left pane (Word Options dialog box). 3. Click the Custom Dictionaries button. 4. When the Custom Dictionaries dialog box is displayed, place a check mark

next to the desired dictionary name. Click the Change Default button (Custom Dictionaries dialog box).

5. Click the OK button (Custom Dictionaries dialog box). 6. If the ‘Suggest from main dictionary only’ check box is selected in the Word

Options dialog box, remove the check mark. Click the OK button (Word Options dialog box).

To Look Up Information

If you are connected to the Internet, you can use the Insights task pane to search through various forms of reference information, including images, on the web and/or look up a definition of a word. The following steps use the Insights task pane to look up a definition of a word. Why? Assume you want to see some images and know more about the word, headphones.

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BTW Readability Statistics You can instruct Word to display readability statistics when it has finished a spelling and grammar check on a document. Three readability statistics presented are the percent of passive sentences, the Flesch Reading Ease score, and the Flesch- Kincaid Grade Level score. The Flesch Reading Ease score uses a 100-point scale to rate the ease with which a reader can understand the text in a document. A higher score means the document is easier to understand. The Flesch-Kincaid Grade Level score rates the text in a document on a U.S. school grade level. For example, a score of 10.0 indicates a student in the tenth grade can understand the material. To show readability statistics when the spelling check is complete, open the Backstage view, click the Options tab in the Backstage view, click Proofing in the left pane (Word Options dialog box), place a check mark in the ‘Show readability statistics’ check box, and then click the OK button. Readability statistics will be displayed the next time you check spelling and grammar at once in the document.

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Creating a Research Paper with References and Sources Word Module 2 WD 109

1 • Position the

insertion point in the word you want to look up (in this case, headphones).

• Click the Smart Lookup button (Review tab | Insights group) to open the Insights task pane (Figure 2–75).

Why does my Insights task pane look different? Depending on your settings, your Insights task pane may appear different from the figure shown here.

2 Experiment

• With the Explore tab selected in the Insights task pane, scroll through the information and images that appear in the Insights task pane. Click the Define tab in the Insights task pane to see a definition of the current word. Click the Explore tab to redisplay information from the web and images of the current word. Click one of the More links in the Insights task pane to view additional information. Click the Back button at the top of the Insights task pane to return to the previous display.

Can I copy information from the Insights task pane into my document? Yes, you can use the Copy and Paste commands. When using Word to insert material from the Insights task pane or any other online reference, however, be careful not to plagiarize.

2 • Click the Close button in the Insights task pane.

Is the Research task pane from previous Word editions still available? Yes. While holding down the ALT key, you can click the word you want to look up (such as headphones) to open the Research task pane and display a dictionary entry for the ALT+clicked word.

To Zoom Multiple Pages

The next steps display multiple pages in the document window at once. Why? You want to be able to see all pages in the research paper on the screen at the same time. You also hide formatting marks and the rulers so that the display is easier to view.

1 • Click Home on the ribbon to display the Home tab.

• If the ‘Show/Hide ¶’ button (Home tab | Paragraph group) is selected, click it to hide formatting marks.

• Click View on the ribbon to display the View tab.

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Figure 2–75

Smart Lookup button

Insights group

X changed to check mark because document contains no spelling or grammar errors

Insights task pane

Explore tab selected

information about current word — your screen may differ

images for current word — your screen may differ

Insights task pane Close button

Define tab displays definition

Review tab

insertion point in word to look up

More links display additional information

WD 110 Word Module 2 Creating a Research Paper with References and Sources

• If the rulers are displayed, click the View Ruler check box (View tab | Show group) to remove the check mark from the check box and remove the horizontal and vertical rulers from the screen.

• Click the Multiple Pages button (View tab | Zoom group) to display all three pages at once in the document window (Figure 2–76).

Why do the pages appear differently on my screen? Depending on settings, Word may display all the pages as shown in Figure 2–76 or may show the pages differently.

2 • When finished, click the Page Width button (View tab | Zoom group) to return to the page width zoom.

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To Change Read Mode Color

You would like to read the entire research paper using Read mode but would like to change the background color of the Read mode screen. Why? You prefer a different background color for reading on the screen. The following steps change the color of the screen in Read mode.

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1 • Click the Read Mode

button on the status bar to switch to Read mode.

• Click the View tab to display the View menu.

• Point to Page Color on the View menu to display the Page Color submenu (Figure 2–77).

Figure 2–77

Figure 2–76

Zoom group Page Width button

View tabMultiple Pages button

all three pages appear on screen at once in reduced size — your pages may be arranged differently, depending on settings

Show group

View tab

View menu

Page Color submenu

Inverse command

preview of first page in document

Read Mode button

Page Color command

Print Layout button

View Ruler check box

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Creating a Research Paper with References and Sources Word Module 2 WD 111

2 • Click Inverse on the

Page Color submenu to change the color of the Read mode screen to inverse (Figure 2–78).

3 • When finished, click

the Print Layout button (shown in Figure 2–77) on the status bar to return to Print Layout view.

To Save and Print the Document and Exit Word

The following steps save and print the document and then exit Word. For a detailed example of the procedure summarized below, refer to the Office and Windows module at the beginning of this book.

1 Save the research paper again on the same storage location with the same file name.

2 If requested by your instructor, print the research paper.

3 Exit Word.

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DWhat decisions will you need to make when creating your next research paper? Use these guidelines as you complete the assignments in this module and create your own research papers outside of this class.

1. Select a topic.

a) Spend time brainstorming ideas for a topic.

b) Choose a topic you find interesting.

c) For shorter papers, narrow the scope of the topic; for longer papers, broaden the scope.

d) Identify a tentative thesis statement, which is a sentence describing the paper’s subject matter.

2. Research the topic and take notes, being careful not to plagiarize.

3. Organize your notes into related concepts, identifying all main ideas and supporting details in an outline.

4. Write the first draft from the outline, referencing all sources of information and following the guidelines identified in the required documentation style.

5. Create the list of sources, using the formats specified in the required documentation style.

6. Proofread and revise the paper.

Summary In this module, you have learned how to modify styles, adjust line and paragraph spacing, use headers to number pages, insert and edit citations and their sources, add footnotes, create a bibliographical list of sources, update a field, go to a page, copy and paste text, find and replace text, check spelling and grammar, and look up information.

Figure 2–78

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Figure 2–78

Read Mode page color changed to inverse

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T S WD 112 Word Module 2 Creating a Research Paper with References and Sources

Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Revising Text and Paragraphs in a Document Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run Word. Open the document, Apply 2-1 3-D Printers Paragraph Draft, which is located in the Data Files. The document you open contains a paragraph of text. You are to revise the document as follows: move a word, move another word and change the format of the moved word, change paragraph indentation, change line spacing, find all occurrences of a word, replace all occurrences of a word with another word, locate a synonym, and edit the header. The modified paragraph is shown in Figure 2–79.

Perform the following tasks: 1. Copy the text, printers, from the second sentence and paste it in the third sentence after the

underlined word, liquid.

2. Select the underlined word, liquid, in the third sentence. Use drag-and-drop editing to move the selected word, liquid, so that it is before the word, polymer, in the last sentence. (If you are using a touch screen, use the cut and paste commands to move the word.) Click the Paste Options button that displays to the right of the moved word, liquid. Remove the underline format from the moved word by clicking ‘Keep Text Only’ on the Paste Options menu.

3. Display the ruler, if necessary. Use the ruler to indent the first line of the paragraph one-half inch. (If you are using a touch screen, use the Paragraph dialog box.)

4. Change the line spacing of the paragraph to double.

5. Use the Navigation Pane to find all occurrences of the word, printer. How many are there?

6. Use the Find and Replace dialog box to replace all occurrences of the word, 3D, with the word, 3-D. How many replacements were made?

7. Use the Navigation Pane to find the word, finished. Use Word’s thesaurus to change the word, finished, to the word, complete. What other words are in the list of synonyms?

Figure 2–79

first line of paragraph indented one-half inch

word moved word changed

header paragraphs right-aligned

page number inserted

paragraph double-spaced

word copied

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Creating a Research Paper with References and Sources Word Module 2 WD 113

8. Switch to the header so that you can edit it. In the first line of the header, change the word, Draft, to the word, Modified, so that it reads: 3-D Printers Paragraph Modified.

9. In the second line of the header, insert a page number (a plain number with no formatting) one space after the word, Page.

10. Change the alignment of both lines of text in the header from left-aligned to right-aligned. Switch back to the document text.

11. If requested by your instructor, enter your first and last name on a separate line below the page number in the header.

12. Click File on the ribbon and then click Save As. Save the document using the file name, Apply 2-1 3-D Printers Paragraph Modified.

13. Submit the modified document, shown in Figure 2–79, in the format specified by your instructor.

14. Use the Insights task pane to look up the word prosthetics. Click the Explore tab in the Insights task pane. Which web articles appeared? What images appeared? Click the Define tab in the Insights task pane. Which dictionary was used?

15. Answer the questions posed in #5, #6, #7, and #14. How would you find and replace a special character, such as a paragraph mark?

Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Working with References and Proofing Tools Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run Word. Open the document, Extend 2-1 Databases Paper Draft, from the Data Files. You will add another footnote to the paper, convert the footnotes to endnotes, modify the Endnote Text style, change the format of the note reference marks, use Word’s readability statistics, translate the document to another language (Figure 2–80), and convert the document from MLA to APA documentation style.

Perform the following tasks: 1. Use Help to learn more about footers, footnotes and endnotes, readability statistics,

bibliography styles, AutoCorrect, and Word’s translation features.

2. Delete the footer from the document.

3. Insert a second footnote at an appropriate place in the research paper. Use the following footnote text: A data warehouse is a huge database that stores and manages the data required to analyze past and current transactions.

4. Change the location of the footnotes from bottom of page to below text. How did the placement of the footnotes change?

5. Convert the footnotes to endnotes. Where are the endnotes positioned?

6. Modify the Endnote Text style to 12-point Times New Roman font, double-spaced text with a hanging-line indent.

7. Change the format of the note reference marks to capital letters (A, B, etc.).

Continued >

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8. Add an AutoCorrect entry that replaces the word, buziness, with the word, business. Type the following sentence as the first sentence in the last paragraph of the paper, misspelling the word, business, as buziness to test the AutoCorrect entry: Organizations often use a database to manage buziness or other functions. Delete the AutoCorrect entry that replaces buziness with the word, business.

9. Display the Word Count dialog box. How many words, characters without spaces, characters with spaces, paragraphs, and lines are in the document? Be sure to include footnote and endnote text in the statistics.

10. Check spelling of the document, displaying readability statistics. What are the Flesch-Kincaid Grade Level and the Flesch Reading Ease score? Modify the paper to increase the reading ease score. How did you modify the paper? What are the new statistics?

11. If requested by your instructor, change the student name at the top of the paper to your name, including the last name in the header.

12. Save the revised document with the file name, Extend 2-1 Databases Paper Modified, and then submit it in the format specified by your instructor.

13. If you have an Internet connection, translate the research paper into a language of your choice using the Translate button (Review tab | Language group), as shown in Figure 2–80. Submit the translated document in the format specified by your instructor. Use the Mini Translator to hear how to pronounce three words in your paper.

14. Select the entire document and then change the documentation style from MLA to APA. Save the APA version of the document with a new file name. Compare the APA version to the MLA version. If you have a hard copy of each and your instructor requests it, circle the differences between the two documents.

15. Answer the questions posed in #4, #5, #9, and #10. Where did you insert the second footnote and why?

Figure 2–80

research paper translated from English to Italian

Extend Your Knowledge continued

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Creating a Research Paper with References and Sources Word Module 2 WD 115

Expand Your World Create a solution that uses cloud or web technologies by learning and investigating on your own from general guidance.

Using an Online Bibliography Tool to Create a List of Sources

Instructions: Assume you are using a computer or mobile device that does not have Word but has Internet access. To make use of time between classes, you use an online bibliography tool to create a list of sources that you can copy and paste into the Works Cited pages of a research paper that is due tomorrow.

Perform the following tasks: 1. Run a browser. Search for the text, online bibliography tool, using a search engine. Visit several

of the online bibliography tools and determine which you would like to use to create a list of sources. Navigate to the desired online bibliography tool.

2. Use the online bibliography tool to enter list of sources shown below (Figure 2–81):

Alverez, Juan and Tracy Marie Wilson. Radon in the Home. Chicago: Martin Publishing, 2017. Print.

Buchalski, Leonard Adam. Radon and Your Health. Los Angeles: Coastal Works, 2017. Print.

Johnson, Shantair Jada. “Radon Facts.” Environment Danger Aug. 2017. Web. 31 Aug. 2017.Environment Danger Aug. 2017. Web. 31 Aug. 2017.Environment Danger

Slobovnik, Vincent Alexander. The Radon Guide. Aug. 2017. Course Technology. Web. 18 Sept. 2017.

Wakefield, Ginger Lynn and Bethany Olivia Ames. “Radon Removal Systems.” Living Well Today Aug. 2017. Web. 3 Oct. 2017.

Zhao, Shen Li. Radon Testing Procedures. Sept. 2017. Course Technology. Web. 8 Sept. 2017.

3. If requested by your instructor, replace the name in one of the sources above with your name.

4. Search for another source that discusses radon issues in the home. Add that source.

5. Copy and paste the list of sources into a Word document.

6. Save the document with the file name, Expand 2-1 Radon Issues Sources. Submit the document in the format specified by your instructor.

7. Which online bibliography tools did you evaluate? Which one did you select to use and why? Do you prefer using the online bibliography tool or Word to create sources? Why? What differences, if any, did you notice between the list of sources created with the online bibliography tool and the lists created when you use Word?

Figure 2–81

online bibliography tool

MLA selected

source information entered

publication type

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T S WD 116 Word Module 2 Creating a Research Paper with References and Sources

Lab 1: Preparing a Short Research Paper

Problem: You are a college student currently enrolled in an introductory English class. Your assignment is to prepare a short research paper (300–350 words) in any area of interest to you. The requirements are that the paper be presented according to the MLA documentation style and have three references. At least one of the three references must be from the web. You prepare the paper shown in Figure 2–82, which discusses wearable devices.

Perform the following tasks: 1. Run Word. If necessary, display formatting marks on the screen.

2. Modify the Normal style to the 12-point Times New Roman font.

3. Adjust line spacing to double.

4. Remove space below (after) paragraphs.

5. Update the Normal style to reflect the adjusted line and paragraph spacing.

6. Create a header to number pages.

7. Type the name and course information at the left margin. If requested by your instructor, use Type the name and course information at the left margin. If requested by your instructor, use your name and course information instead of the information shown in Figure 2–82a. Center and type the title.

8. Set a first-line indent to one-half inch for paragraphs in the body of the research paper.

9. Type the research paper as shown in Figures 2–82a and 2–82b. Change the bibliography style to MLA. As you insert citations, enter their source information (shown in Figure 2–82c). Edit the citations so that they are displayed according to Figures 2–82a and 2–82b.

10. At the end of the research paper text, press the enter key and then insert a manual page break so that the Works Cited page begins on a new page. Enter and format the works cited title (Figure 2–82c). Use Word to insert the bibliographical list (bibliography).

11. Check the spelling and grammar of the paper at once.

12. Save the document using the file name, Lab 2–1 Wearable Devices Paper. Submit the document, shown in Figure 2–82, in the format specified by your instructor.

13. Read the paper in Print Layout view. Switch to Read mode and scroll through the pages. Do you prefer reading in Print Layout view or Read mode? Why? In Read mode, which of the page colors do you like best and why?

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Creating a Research Paper with References and Sources Word Module 2 WD 117

Continued >

Figure 2–82a

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Lab 2: Preparing a Research Report with a Footnote

Problem: You are a college student enrolled in an introductory technology class. Your assignment is to prepare a short research paper (350–400 words) in any area of interest to you. The requirements are that the paper be presented according to the MLA documentation style, contain at least one note positioned as a footnote, and have three references. At least one of the three references must be from the web. You prepare a paper about two-step verification (Figure 2–83).

Perform the following tasks: 1. Run Word. Modify the Normal style to the 12-point Times New Roman font. Adjust line spacing

to double and remove space below (after) paragraphs. Update the Normal style to include the adjusted line and paragraph spacing. Create a header to number pages. Type the name and course information at the left margin. If requested by your instructor, use your name and course information instead of the information shown in Figure 2–83a. Center and type the title. Set a first-line indent for paragraphs in the body of the research paper.

2. Type the research paper as shown in Figures 2–83a and 2–83b. Insert the footnote as shown in Figure 2–83a. Change the Footnote Text style to the format specified in the MLA documentation

Figure 2–82b

Figure 2–82c

In the Labs continued

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Creating a Research Paper with References and Sources Word Module 2 WD 119

Figure 2–83a

Continued >Figure 2–83b

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style. Change the bibliography style to MLA. As you insert citations, use the following source information, entering it according to the MLA style: a. Type of Source: Article

in a Periodical Author: Hana Kei

Tanaka Article Title: Safeguards

against Unauthorized Access and Use

Periodical Title: Technology Today

Year: 2017 Month: Sept. Pages: no pages used Medium: Web Year Accessed: 2017 Month Accessed: Oct. Day Accessed: 3

b. Type of Source: Web site Author: Fredrick Lee

Marcy Name of webpage:

Two-Step Verification Year/Month/Date: none

given Production Company:

Course Technology Medium: Web Year Accessed: 2017 Month Accessed: Sept. Day Accessed: 18

c. Type of Source: Book Author: Aaron Bradley

Moore and Brianna Clare O’Sullivan

Title: Authentication Techniques

Year: 2017 City: Detroit Publisher: Great Lakes

Press Medium: Print

3. At the end of the research paper text, press the enter key once and insert a manual page break so that the Works Cited page begins on a new page. Enter and format the works cited title. Use Word to insert the bibliographical list.

4. Check the spelling and grammar of the paper.

5. Save the document using the file name, Lab 2–2 Two-Step Verification Paper. Submit the document, shown in Figure 2–83, in the format specified by your instructor.

6. This paper uses web sources. What factors should you consider when selecting web sources?

Lab 3: Consider This: Your Turn Create a Research Paper about Wireless Communications Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: As a student in an introductory computer class, your instructor has assigned a brief research paper that discusses wireless communications.

Perform the following tasks: Part 1: The source for the text in your research paper is in a file called Lab 2–3 Consider This Your Turn Wireless Communications Notes, which is located in the Data Files. If your instructor requests, use the Insights task pane to obtain information from another source and include that information as a note positioned as a footnote in the paper, along with entering its corresponding source information as appropriate. Add an AutoCorrect entry to correct a word you commonly mistype. If necessary, set the default dictionary. Add one of the source last names to the dictionary.

Using the concepts and techniques presented in this module, organize the notes in the text in the file on the Data Files, rewording as necessary, and then create and format this research paper according to the MLA documentation style. Be sure to check spelling and grammar of the finished paper. Submit your assignment and answers to the critical thinking questions in the format specified by your instructor.

Part 2: You made several decisions while creating the research paper in this assignment: how to organize the notes, where to place citations, how to format sources, and which source on the web to use for the footnote text (if requested by your instructor). What was the rationale behind each of these decisions? When you proofread the document, what further revisions did you make and why?

In the Labs continued

Microsoft Word 2016

Creating a Business Letter with a Letterhead and Table

Introduction In a business environment, people use documents to communicate with others. Business documents can include letters, memos, newsletters, proposals, and resumes. An effective business document clearly and concisely conveys its message and has a professional, organized appearance. You can use your own creative skills to design and compose business documents. Using Word, for example, you can develop the content and decide on the location of each item in a business document.

Project — Business Letter with a Letterhead and Table At some time, you more than likely will prepare a business letter. Contents of business letters include requests, inquiries, confirmations, acknowledgements, recommendations, notifications, responses, thank you letters, invitations, offers, referrals, complaints, and more.

Objectives You will have mastered the material in this module when you can:

• Change margins

• Insert and format a shape

• Change text wrapping

• Insert an online picture and format it

• Insert a symbol

• Add a border to a paragraph

• Clear formatting

• Convert a hyperlink to regular text

• Apply a style

• Set and use tab stops

• Insert the current date

• Create, modify, and insert a building block

• Insert a Word table, enter data in the table, and format the table

• Address and print an envelope

Microsoft Word 2016

The project in this module follows generally accepted guidelines for writing letters and uses Word to create the business letter shown in Figure 3–1. This business

Figure 3–1

business letter

date line

inside address

table

complimentary close

signature block

letterhead

salutation

bulleted list

body, or message

WD 122

Microsoft Word 2016

letter is a letter from the park district events coordinator at the Village of Apple Park that confirms a vendor application to participate in its community event. The letter includes a custom letterhead, as well as all essential business letter components: date line, inside address, salutation, body, complimentary close, and signature block. To easily present the vendor timetable during the event, the letter shows this information in a table. The vendor guidelines appear in a bulleted list.

In this module, you will learn how to create the letter shown in Figure 3–1. The following roadmap identifies general activities you will perform as you progress through this module:

1. CREATE AND FORMAT a LETTERHEAD WITH GRAPHICS. 2. SPECIFY the LETTER FORMATS according to business letter guidelines. 3. INSERT a TABLE in the letter. 4. FORMAT the TABLE in the letter. 5. INSERT a BULLETED LIST in the letter. 6. ADDRESS an ENVELOPE for the letter.

To Run Word and Change Word Settings

The following steps run Word, display formatting marks, and change the zoom to page width.

1 Run Word and create a blank document in the Word window. If necessary, maximize the Word window.

2 If the Print Layout button on the status bar is not selected (shown in Figure 3–2), click it so that your screen is in Print Layout view.

3 If the ‘Show/Hide ¶’ button (Home tab | Paragraph group) is not selected already, click it to display formatting marks on the screen.

4 To display the page the same width as the document window, if necessary, click the Page Width button (View tab | Zoom group).

To Change Margin Settings

Word is preset to use standard 8.5-by-11-inch paper, with 1-inch top, bottom, left, and right margins. The business letter in this module uses .75-inch left and right margins and 1-inch top and bottom margins. Why? You would like more text to fit from left to right on the page.

When you change the default (preset) margin settings, the new margin settings affect every page in the document. If you wanted the margins to affect just a portion of the document, you would divide the document into sections (discussed in a later module), which enables you to specify different margin settings for each section. The following steps change margin settings.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

WD 123

WD 124 Word Module 3 Creating a Business Letter with a Letterhead and Table

1 • Display the Layout tab.

• Click the Adjust Margins button (Layout tab | Page Setup group) to display the Adjust Margins gallery (Figure 3–2).

2 • Click Moderate in the Adjust

Margins gallery to change the margins to the specified settings.

What if the margin settings I want are not in the Adjust Margins gallery? You can click Custom Margins in the Adjust Margins gallery and then enter your desired margin values in the top, bottom, left, and right boxes in the Page Setup dialog box.

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Figure 3–2

Creating a Letterhead The cost of preprinted letterhead can be high. An alternative is to create your own letterhead and save it in a file. When you want to create a letter at a later time, you can start by using the letterhead file. The following sections create a letterhead and then save it in a file for future use.

Other Ways

1. Position pointer on margin boundary on ruler; when pointer changes to two-headed arrow, drag margin boundary on ruler

What is a letterhead? A letterhead is the section of a letter that identifies an organization or individual. Often, the letterhead appears at the top of a letter. Although you can design and print a letterhead yourself, many businesses pay an outside firm to design and print their letterhead, usually on higher-quality paper. They then use the professionally preprinted paper for external business communications.

If you do not have preprinted letterhead paper, you can design a creative letterhead. It is important the letterhead appropriately represent the essence of the organization or individual (i.e., formal, technical, creative, etc.). That is, it should use text, graphics, formats, and colors that reflect the organization or individual. The letterhead should leave ample room for the contents of the letter.

When designing a letterhead, consider its contents, placement, and appearance.

• Contents of letterhead. A letterhead should contain these elements: – Complete legal name of the individual, group, or company

– Complete mailing address: street address including building, room, suite number, or post office box, along with city, state, and postal code

– Phone number(s) and fax number, if applicable

– Email address

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Page Setup group Layout tab

depending on previous margin usage, your gallery may not have this setting

current margin setting

Custom Margins command displays Margins tab in Page Setup dialog box

Moderate margin setting

Adjust Margins gallery

Adjust Margins button

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

Print Layout button

Zoom level button

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 125

The letterhead for the letter in this module consists of the organization’s name, appropriate graphics, postal address, phone number, and email address. The name and graphics are enclosed in a rectangular shape (shown in Figure 3–1), and the contact information is below the shape. You will follow these general steps to create the letterhead in this module:

1. Insert and format a shape. 2. Enter and format the organization name in the shape. 3. Insert, format, and position the images in the shape. 4. Enter the contact information below the shape. 5. Add a border below the contact information.

– Website address, if applicable

– Many letterheads also include a logo or other image; if an image is used, it should express the organization or individual’s personality or goals

• Placement of elements in the letterhead. Many letterheads center their elements across the top of the page. Others align some or all of the elements with the left or right margins. Sometimes, the elements are split between the top and bottom of the page. For example, a name and logo may be at the top of the page with the address at the bottom of the page.

• Appearance of letterhead elements. Use fonts that are easy to read. Give the organization or individual name impact by making its font size larger than the rest of the text in the letterhead. For additional emphasis, consider formatting the name in bold, italic, or a different color. Choose colors that complement each other and convey the goals of the organization or individual.

When finished designing the letterhead, determine if a divider line would help to visually separate the letterhead from the remainder of the letter.

To Insert a Shape

Word has a variety of predefined shapes, which are a type of drawing object, that you can insert in documents. A drawing object is a graphic that you create using Word. Examples of shape drawing objects drawing object is a graphic that you create using Word. Examples of shape drawing objects drawing object include rectangles, circles, triangles, arrows, flowcharting symbols, stars, banners, and callouts. The following steps insert a rectangle shape in the letterhead. Why? The organization’s name is placed in a rectangle for emphasis and visual appeal.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

1 • Display the Insert tab.

• Click the ‘Draw a Shape’ button (Insert tab | Illustrations group) to display the Draw a Shape gallery (Figure 3–3).

Figure 3–3

Rectangles area

Draw a Shape gallery

Illustrations group

Rectangle shape

Insert tab ‘Draw a Shape’ button

WD 126 Word Module 3 Creating a Business Letter with a Letterhead and Table

2 • Click the Rectangle shape in the Rectangles area

in the Draw a Shape gallery, which removes the gallery.

What if I am using a touch screen? The shape is inserted in the document window. Skip Steps 3 and 4, and proceed to Step 5.

• Position the pointer (a crosshair) in the approximate location for the upper-left corner of the desired shape (Figure 3–4).

What is the purpose of the crosshair pointer? You drag the crosshair pointer from the upper- left corner to the lower-right corner to form the desired location and size of the shape.

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3 • Drag the mouse

to the right and downward to form the boundaries of the shape, as shown in Figure 3–5. Do not release the mouse button.

Figure 3–4

4 • Release the mouse button so that Word draws the shape according to your drawing in the document window.

5 • Verify your shape is the same approximate height and width as the one in this project by reviewing, and if

necessary changing, the values in the Shape Height box and Shape Width boxes (Drawing Tools Format tab | Size group) to 0.53” and 5.7” by typing each value in the respective box and then pressing the ENTER key (Figure 3–6).

What is the purpose of the rotate handle? When you drag an object’s rotate handle, which is the white circle on the top of the object, Word rotates the object in the direction you drag the mouse.

What if I wanted to delete a shape and start over? With the shape selected, you would press the DELETE key.

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Figure 3–5

Figure 3–6

pointer changes to crosshair while you draw shape with mouse

insertion point

paragraph mark is displayed because formatting marks are showing

pointer remains as crosshair until you release mouse button

proposed location and size of rectangle shape

shape inserted and selected

Layout Options button

Size group

Shape Width box

Shape Height box

Drawing Tools Format tab automatically appears when shape is selected in document

rotate handle

sizing handles placed at each corner and middle location on selected shape

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 127

Floating versus Inline Objects When you insert an object in a document, Word inserts it as either an inline

object or a floating object. An inline object is an object that is part of a paragraph. inline object is an object that is part of a paragraph. inline object With inline objects, you change the location of the object by setting paragraph options, such as centered, right-aligned, and so on. For example, when you inserted the picture of the surfer in Module 1, Word inserted it as an inline object. A floating object, by contrast, is an object that can be positioned at a specific location in a document or in a layer over or behind text in a document. The shape you just inserted is a floating object. You have more flexibility with floating objects because you can position a floating object anywhere on the page.

In addition to changing an object from inline to floating and vice versa, Word provides several floating options, which (along with inline) are called text wrapping options because they affect how text wraps with or around the object. Table 3–1 presents the various text wrapping options.

Table 3 – 1 Text Wrapping Options

Text Wrapping Option Object Type How It Works

In Line with Text Inline Object positioned according to paragraph formatting; for example, if paragraph is centered, object will be centered with any text in the paragraph.

Square Floating Text wraps around object, with text forming a box around the object.

Tight Floating Text wraps around object, with text forming to shape of the object.

Through Floating Object appears at beginning, middle, or end of text. Moving object changes location of text.

Top and Bottom Floating Object appears above or below text. Moving object changes location of text.

Behind Text Floating Object appears behind text.

In Front of Text Floating Object appears in front of text and may cover the text.

To Change an Object’s Position

You can specify an object’s vertical position on a page (top, middle, bottom) and its horizontal position (left, center, right). The following steps change the position of an object, specifically, the rectangle shape. Why? You want the shape to be centered at the top of the page in the letterhead.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

1 • With the shape

still selected, click the Position Object button (Drawing Tools Format tab | Arrange group) to display the Position Object gallery (Figure 3–7).

What if the shape is not still selected? Click the shape to select it.

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Figure 3–7

Position Object gallery

‘Position in Top Center with Square Text Wrapping’ option

Arrange group

Position Object buttonDrawing Tools

Format tab

shape selected

WD 128 Word Module 3 Creating a Business Letter with a Letterhead and Table

Experiment

• Point to various options in the Position Object gallery and watch the shape move to the selected position option.

2 • Click ‘Position in Top Center with Square Text Wrapping’ in the Position Object gallery so that the object does not

cover the document and is centered at the top of the document.

Other Ways

1. Click Layout Options button attached to graphic (shown in Figure 3–8), click See more link in Layout Options gallery, click Horizontal Alignment arrow and select alignment (Layout dialog box), click Vertical Alignment arrow and select alignment, click OK button

2. Click Advanced Layout: Size Dialog Box Launcher (Drawing Tools Format tab | Size group), click Position tab (Layout dialog box), click Horizontal Alignment arrow and select alignment, click Vertical Alignment arrow and select alignment, click OK button

To Change an Object’s Text Wrapping

When you insert a shape in a Word document, the default text wrapping is In Front of Text, which means the object will cover any text behind it. The previous steps, which changed the shape’s position, changed the text wrapping to Square. In the letterhead, you want the shape’s text wrapping to be Top and Bottom. Why? You want the letterhead above the contents of the letter when you type it, instead of covering the contents of the letter. The following steps change an object’s text wrapping.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

1 • With the shape still

selected, click the Layout Options button attached to the graphic to display the Layout Options gallery (Figure 3–8).

2 • Click ‘Top and Bottom’

in the Layout Options gallery so that the object does not cover the document text (shown in Figure 3–9).

How can I tell that the text wrapping has changed? Because the letter has no text, you need to look at the paragraph mark, which now is positioned below the shape instead of to its left.

• Click the Close button in the Layout Options gallery to close the gallery.

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Figure 3–8

Other Ways

1. Right-click object (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), point to Wrap Text on shortcut menu, click desired wrapping option

2. Click Wrap Text button (Drawing Tools Format tab | Arrange group), select desired wrapping option

Drawing Tools Format tab

Shape Styles gallery

Shape Styles group

More button

shape centered at top of page

current wrapping option

‘Top and Bottom’ option

Layout Options gallery

Close button

Layout Options button

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 129

To Apply a Shape Style

Why apply a shape style? Word provides a Shape Styles gallery so that you easily can change the appearance of the shape. The following steps apply a shape style to the rectangle shape.

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1 • With the shape still selected,

click the More button (shown in Figure 3–8) in the Shape Styles gallery (Drawing Tools Format tab | Shape Styles group) to expand the gallery.

What if the shape no longer is selected? Click the shape to select it.

• Point to ‘Moderate Effect - Gray-50%, Accent 3’ (fourth effect in fifth row) in the Shape Styles gallery to display a live preview of that style applied to the shape in the document (Figure 3–9).

Experiment

• Point to various styles in the Shape Styles gallery and watch the style of the shape change in the document.

2 • Click ‘Moderate Effect - Gray-50%, Accent 3’ in the Shape Styles gallery to apply the selected style to the shape.

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Figure 3–9

Other Ways

1. Right-click shape, click ‘Shape Quick Styles’ button on mini toolbar, select desired style

2. Click Format Shape Dialog Box Launcher (Drawing Tools Format tab | Shape Styles group), click ‘Fill & Line’ button (Format Shape task pane), expand Fill section, select desired colors, click Close button

To Add Text to a Shape

The following steps add text (the organization name) to a shape. Why? In the letterhead for this module, the name is in the shape. Similarly, an individual could put his or her name in a shape on a letterhead in order to create personalized letterhead.

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1 • Right-click the shape to display a

mini toolbar and/or shortcut menu (Figure 3–10).

Figure 3–10

style format changes to ‘Moderate Effect - Gray- 50%, Accent 3’, showing live preview of style to which you are pointing in expanded gallery

paragraph mark below shape because wrapping set to Top and Bottom

pointer on ‘Moderate Effect - Gray-50%, Accent 3’

expanded gallery

mini toolbar

shortcut menu

Add Text command

WD 130 Word Module 3 Creating a Business Letter with a Letterhead and Table

2 • Click Add Text on the shortcut menu to place an insertion point in the shape.

What if I am using a touch screen? Tap the Edit Text button on the mini toolbar.

Why do the buttons on my mini toolbar differ? If you are using a mouse in Mouse mode, the buttons on your mini toolbar will differ from those that appear when you use a touch screen in Touch mode.

• If the insertion point and paragraph mark are not centered in the shape, click the Center button (Home tab | Paragraph group) to center them.

• Type Village of Apple Park as the name in the shape (Figure 3–11).

If requested by your instructor, enter your name instead of the name shown in Figure 3–11.

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Figure 3–11

To Use the ‘Increase Font Size’ Button

In previous modules, you used the Font Size arrow (Home tab | Font group) to change the font size of text. Word also provides an ‘Increase Font Size’ button (Home tab | Font group), which increases the font size of selected text each time you click the button. The following steps use the ‘Increase Font Size’ button to increase the font size of the name in the shape to 26 point. Why? You want the name to be as large as possible in the shape.

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1 • Drag through the text to be

formatted (in this case, the name in the shape).

2 • If necessary, display the Home tab.

• Repeatedly click the ‘Increase Font Size’ button (Home tab | Font group) until the Font Size box displays 26 to increase the font size of the selected text (Figure 3–12).

What if I click the ‘Increase Font Size’ button (Home tab | Font group) too many times, causing the font size to be too big? Click the ‘Decrease Font Size’ button (Home tab | Font group) until the desired font size is displayed.

Experiment

• Repeatedly click the ‘Increase Font Size’ and ‘Decrease Font Size’ buttons (Home tab | Font group) and watch the font size of the selected text change in the document window. When you are finished experimenting with these two buttons, set the font size to 26.

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Figure 3–12

Other Ways

1. Press CTRL+SHIFT+>

text entered and centered

selected text changed to 26 point

Font group

Font Size box displays 26

‘Decrease Font Size’ button

Home tab ‘Increase Font Size’ button

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 131

To Bold Selected Text

To make the name stand out even more, bold it. The following steps bold the selected text.

1 With the text selected, click the Bold button (Home tab | Font group) to bold the selected text (shown in Figure 3–13).

2 Click anywhere in the text in the shape to remove the selection and place the insertion point in the shape.

To Change the Document Theme

A document theme is a coordinated combination of colors, fonts, and effects. The current default document theme is Office, which uses Calibri and Calibri Light as its font and shades of grays and blues primarily. The following steps change the document theme to Circuit for the letter in this module. Why? You want to use shades of reds and oranges in the letterhead because those colors are associated with energy, success, creativity, and enthusiasm.

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1 • Display the

Design tab.

• Click the Themes button (Design tab | Document Formatting group) to display the Themes gallery.

• Point to Circuit in the Themes gallery to display a live preview of that theme applied to the document (Figure 3–13).

Experiment

• Point to various themes in the Themes gallery and watch the color scheme and font set change in the document window.

2 • Click Circuit in the Themes gallery to change the document theme.

Figure 3–13

To Insert an Online Picture

Files containing graphics are available from a variety of sources. In the Module 1 flyer, you inserted a digital picture taken with a camera. In this project, you insert a picture from the web. Microsoft Office applications can access a collection of royalty-free photos and animations.

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Design tab

Themes button

pointer on Circuit theme

Themes gallery (order of themes in your gallery may differ)

theme changes to Circuit, showing live preview of theme to which you are pointing in expanded gallery

organization name bold

Document Formatting group

WD 132 Word Module 3 Creating a Business Letter with a Letterhead and Table

The letterhead in this project contains a picture of an apple (shown in Figure 3–1). Why? Because the name of the organization is Village of Apple Park, an apple is an appropriate image for this letterhead. The following steps insert an online picture in the document.

1 • If necessary, click the

paragraph mark below the shape to position the insertion point where you want to insert the picture.

• Display the Insert tab.

• Click the Online Pictures button (Insert tab | Illustrations group) to display the Insert Pictures dialog box.

• Type apple in the Search box (Insert Pictures dialog box) to specify the search text, which indicates the type of image you want to locate (Figure 3–14).

Figure 3–14

2 • Click the Search

button to display a list of online pictures that matches the entered search text.

• Scroll through the list of pictures to locate the one shown in Figure 3–15, or a similar image.

Why is my list of pictures different from Figure 3–15? The online images are continually updated.

What is Creative Commons? Creative Commons is a nonprofit organization that provides several standard licensing options that owners of creative works may specify when granting permission for others to use their digital content, such as the online pictures that appear in the Bing Image Search. Be sure to follow an image’s guidelines when using it in a document.

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Figure 3–15

Search button search text entered

Insert Pictures dialog box

Online Pictures button

Insert tab

Illustrations group

picture to be inserted at location of insertion point

list of pictures that matches description (your list may differ)

message about Creative Commons license

‘Show all web results’ button

picture to be selected

scroll bar allows you to scroll through matches

Insert button

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 133

What if I cannot locate the image in Figure 3 –15, and I would like to use that exact image? The image is located in the Data Files. You can click the Cancel button and then click the From File button (Insert tab | Illustrations group), navigate to the file called apple-02.wmf in the Data Files, and then click the Insert button (Insert Picture dialog box).

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3 • If necessary, click the

‘Show all web results’ button to display more images that match the search text.

• Click the desired picture to select it.

• Click the Insert button to insert the selected image in the document at the location of the insertion point. If necessary, scroll to display the image (picture) in the document window (Figure 3–16).

Figure 3–16

To Resize a Graphic to a Percent of the Original Size

Instead of dragging a sizing handle to change the graphic’s size, as you learned in Module 1, you can specify that the graphic be resized to a percent of its original size. In this module, the graphic is resized to 8 percent of its original size. Why? The original size of the picture is too large for the letterhead. The following steps resize a graphic to a percent of the original.

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1 • With the graphic still selected, click the Advanced Layout: Size Dialog Box Launcher (Picture Tools Format tab | Size

group) to display the Size sheet in the Layout dialog box.

What if the graphic is not selected or the Picture Tools Format tab is not on the ribbon? Click the graphic to select it or double-click the graphic to make the Picture Tools Format tab the active tab.

2 • In the Scale area (Layout

dialog box), double-click the current value in the Height box to select it.

• Type 8 in the Height box and then press the TAB key to display the same percent value in the Width box (Figure 3–17).

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Figure 3Figure 3–1717

Picture Tools Format tab automatically appears because picture is selected in document window

picture inserted and selected — needs to be resized

Picture Tools Format tab

graphic selected

Scale area

Layout dialog box

‘Lock aspect ratio’ causes height and width to match proportionally

OK button

Width box automatically changed to 8% when you pressed TAB key

value entered in Height box

Size group

Advanced Layout: Size Dialog Box Launcher

Size tab automatically selected in dialog box

WD 134 Word Module 3 Creating a Business Letter with a Letterhead and Table

Why did Word automatically fill in the value in the Width box? When the ‘Lock aspect ratio’ check box (Layout dialog box) is selected, Word automatically maintains the size proportions of the graphic.

How do I know to use 8 percent for the resized graphic? The larger graphic consumed too much room on the page. Try various percentages to determine the size that works best in the letterhead design.

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3 • Click the OK button to

close the dialog box and resize the selected graphic.

• If necessary, scroll to display the top of the document

• Verify that the Shape Height and Shape Width boxes (Picture Tools Format tab | Size group) display 0.53”. If they do not, change their values to 0.53” (Figure 3–18).

Figure 3–18

To Change the Color of a Graphic

In Word, you can change the color of a graphic. The apple image (graphic) currently is a bright red color. The following steps change the color of the graphic. Why? Because the image in this project will be placed beside the rectangle shape, you prefer to use lighter colors.

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Other Ways

1. Click Layout Options button attached to graphic, click See more link in the Layout Options gallery, click Size tab (Layout dialog box), enter height and width values, click OK button

2. Right-click graphic, click ‘Size and Position’ on shortcut menu, enter height and width values (Layout dialog box), click OK button

1 • With the graphic still

selected (shown in Figure 3–18), click the Color button (Picture Tools Format tab | Adjust group) to display the Color gallery.

• Point to Washout in the Color gallery (fourth color in first row) to display a live preview of that color applied to the selected graphic in the document (Figure 3–19).

Figure 3–19

graphic selected and resized to 8% of its original size

Size group

Shape Width box

Shape Height box Picture Tools Format tab

color changes to Washout, showing live preview of color to which you are pointing in gallery

More Variations displays additional color choices

Washout to be selected

Color gallery

Picture Tools Format tab

Color button

Adjust group

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 135

To Set a Transparent Color in a Graphic

In Word, you can make one color in a graphic transparent; that is, you remove the color. You would make a color transparent if you wanted to remove part of a graphic or see text or colors behind a graphic. The following steps set the light green background around the apple in a transparent color. Why? You prefer the light green color to be transparent.

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Experiment

• Point to various colors in the Color gallery and watch the color of the graphic change in the document.

2 • Click Washout in the Color gallery to change the color of the selected graphic.

How would I change a graphic back to its original colors? With the graphic selected, you would click No Recolor, which is the upper-left color in the Color gallery. Q

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Other Ways

1. Click Format Shape Dialog Box Launcher (Picture Tools Format tab | Picture Styles group), click Picture button (Format Picture task pane), expand Picture Color section, select desired options

2. Right-click graphic (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Format Picture on shortcut menu (or, if using touch, tap Format Object), click Picture button (Format Picture task pane), expand Picture Color section, select desired options

1 • With the graphic still

selected, click the Color button (Picture Tools Format tab | Adjust group) to display the Color gallery (Figure 3–20).

Figure 3–20 2 • Click ‘Set Transparent Color’ in the Color gallery to display a

pen pointer in the document window.

What if I am using a touch screen? You may need to use a stylus or mouse to perform these steps.

• Position the pen pointer in the graphic where you want to make the color transparent (Figure 3–21).

Can I make multiple colors in a graphic transparent? No, you can make only one color transparent.

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Figure 3–21

Color button

Adjust group

graphic selected

‘Set Transparent Color’ command

Color gallery

pen pointer positioned where color should be transparent

light shade of green around apple to be transparent

Picture Tools Format tab

WD 136 Word Module 3 Creating a Business Letter with a Letterhead and Table

3 • Click the location in the graphic where you

want the color to be transparent (Figure 3–22).

What if I make the wrong color transparent? Click the Undo button on the Quick Access Toolbar, or press CTRL+Z, and then repeat these steps.

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Figure 3–22

To Adjust the Brightness and Contrast of a Graphic

In Word, you can adjust the brightness, or lightness, of a graphic and also the contrast, or the difference between the lightest and darkest areas of the graphic. The following steps decrease the brightness and contrast of the apple graphic, each by 20%. Why? You want to darken the graphic slightly to increase its emphasis on the page and, at the same time, decrease the difference between the light and dark areas of the graphic.

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1 • If necessary, display the Picture

Tools Format tab.

• With the graphic still selected (shown in Figure 3–22), click the Corrections button (Picture Tools Format tab | Adjust group) to display the Corrections gallery.

• Point to ‘Brightness: -20% Contrast: -20%’ (second image in second row) in the Corrections gallery to display a live preview of that correction applied to the graphic in the document (Figure 3–23).

Experiment

• Point to various corrections in the Corrections gallery and watch the brightness and contrast of the graphic change in the document.

2 • Click ‘Brightness: -20% Contrast: -20%’ in the Corrections gallery to change the brightness and contrast of the

selected graphic.

Figure 3–23

Other Ways

1. Click Format Shape Dialog Box Launcher (Picture Tools Format tab | Picture Styles group), click Picture button (Format Picture task pane), expand Picture Corrections section, select desired options

2. Right-click graphic (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Format Picture on shortcut menu (or, if using touch, tap Format Object on shortcut menu), click Picture button (Format Picture task pane), expand Picture Corrections section, select desired options

graphic selected

light shade of green around apple made transparent, showing white here because page color behind graphic is white

Corrections button

Adjust group

Corrections gallery

graphic changes to Brightness: -20% Contrast: -20%, showing live preview of correction to which you are pointing in gallery

pointer on ‘Brightness: -20% Contrast: -20%’

Picture Tools Format tab

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 137

To Change the Border Color on a Graphic

The apple graphic currently has no border (outline). The following steps change the border color on the graphic. Why? You would like the graphic to have a lime border so that it is in the same color family as the leaf on the apple.Why? You would like the graphic to have a lime border so that it is in the same color family as the leaf on the apple.Why?

1 • Click the Picture Border arrow (Picture Tools Format tab | Picture Styles group) to display the Picture Border gallery. • Point to ‘Lime, Accent 1, Darker 25%’ (fifth theme color in fifth row) in the Picture Border gallery to display a live

preview of that border color around the picture (Figure 3–24).

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Figure 3–24

What if I click the Picture Border button by mistake? Click the Picture Border arrow and proceed with Step 2.

Experiment

• Point to various colors in the Picture Border gallery and watch the border color on the graphic change in the document window.

2 • Click ‘Lime, Accent 1, Darker 25%’ in the Picture Border gallery to change the picture border color.

How would I remove a border from a graphic? With the graphic selected, you would click No Outline in the Picture Border gallery.

Can I remove all formatting applied to a graphic and start over? Yes. With the graphic selected, you would click the Reset Picture button (Picture Tools Format tab | Adjust group).

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To Change an Object’s Text Wrapping

The apple graphic is to be positioned to the left of the shape. By default, when you insert a picture, it is formatted as an inline graphic. Inline graphics cannot be moved to a precise location on a page. Recall that inline graphics are part of a paragraph and, thus, can be positioned according to paragraph formatting, such as centered or left-aligned. To move the graphic to the left of the shape, you format it as a

Picture Tools Format tab

Picture Border button (touch screens may not have separate Picture Border button and Picture Border arrow)

Picture Border arrow

pointer on ‘Lime, Accent 1, Darker 25%’

No Outline removes border from graphic

Picture Border gallery

border changes to ‘Lime, Accent 1, Darker 25%’, showing live preview of color to which you are pointing in gallery

brightness and contrast adjusted

Reset Picture button

Picture Styles group

WD 138 Word Module 3 Creating a Business Letter with a Letterhead and Table

floating object with In Front of Text wrapping. The following steps change a graphic’s text wrapping.

1 If necessary, click the graphic to select it.

2 Click the Layout Options button attached to the graphic to display the Layout Options gallery.

3 Click ‘In Front of Text’ in the Layout Options gallery so that you can position the object on top of any item in the document, in this case, on top of the rectangular shape.

4 Click the Close button to close the gallery.

To Move a Graphic

The following steps move a graphic. Why? In this letterhead, the first apple graphic is positioned to the left of the shape.

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Figure 3–25

2 • Drag the graphic to the left of the shape, as shown in

Figure 3–26.

What if I moved the graphic to the wrong location? Repeat these steps. You can drag a floating graphic to any location in a document.

Why do green lines appear on my screen as I drag a graphic? You have alignment guides set, which help you line up graphics. To set alignment guides, click the Align Objects button (Picture Tools Format tab | Arrange group) and then click ‘Use Alignment Guides’.

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Figure 3–26

1 • Position the pointer

in the graphic so that the pointer has a four-headed arrow attached to it (Figure 3–25).

To Copy a Graphic

In this project, the same apple graphic is to be placed to the right of the shape. Instead of performing the same steps to insert and format a second identical apple graphic, you can copy the graphic to the Office Clipboard, paste the graphic from the Office Clipboard, and then move the graphic to the desired location.

when pointer has four-headed arrow attached to it, you can drag floating graphic to any location in document

graphic moved to left of the shape

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 139

You use the same steps to copy a graphic as you used in Module 2 to copy text. The following steps copy a graphic.

1 If necessary, click the graphic to select it.

2 Display the Home tab.

3 Click the Copy button, shown in Figure 3–27 (Home tab | Clipboard group), to copy the selected item to the Office Clipboard.

To Use Paste Options

The following steps paste a graphic using the Paste Options gallery. Why? Recall from Module 2 that you can specify the format of a pasted item using Paste Options.

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1 • Click the Paste arrow (Home tab |

Clipboard group) to display the Paste gallery.

What if I accidentally click the Paste button? Click the Paste Options button below the graphic pasted in the document to display a Paste Options gallery.

• Point to the ‘Keep Source Formatting’ button in the Paste gallery to display a live preview of that paste option (Figure 3–27).

Experiment

• Point to the two buttons in the Paste gallery and watch the appearance of the pasted graphic change.

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Figure 3–27

To Move a Graphic

The next step is to move the second apple graphic so that it is positioned to the right of the rectangle shape. The following steps move a graphic.

Paste button (touch screens may not have separate Paste button and Paste arrow)

Home tab

Clipboard group

Copy button

live preview of pasted graphic, showing paste options to which you are pointing in gallery

Paste gallery

‘Keep Source Formatting’ button to be selected

Paste arrow

What do the buttons in the Paste gallery mean? The ‘Keep Source Formatting’ button indicates the pasted graphic should have the same formats as it did in its original location. The Picture button removes some formatting from the graphic.

Why are these paste buttons different from the ones in Module 2? The buttons that appear in the Paste gallery differ depending on the item you are pasting. Use live preview to see how the pasted object will look in the document.

2 • Click the ‘Keep Source Formatting’ button in the Paste gallery to paste the object using the same formatting as the

original.

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WD 140 Word Module 3 Creating a Business Letter with a Letterhead and Table

1 If you are using a mouse, position the pointer in the graphic so that the pointer has a four-headed arrow attached to it.

2 Drag the graphic to the location shown in Figure 3–28.

To Flip a Graphic

The following steps flip a graphic horizontally. Why? In this letterhead, you want the leaves on the apple graphics to point toward the edge of the paper.

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1 • If necessary, display the Picture

Tools Format tab.

• With the graphic still selected, click the Rotate Objects button (Picture Tools Format tab | Arrange group) to display the Rotate Objects gallery (Figure 3–28).

Experiment

• Point to the various rotate options in the Rotate Options gallery and watch the picture rotate in the document window.

2 • Click Flip Horizontal in the Rotate

Options gallery, so that Word flips the graphic to display its mirror image (shown in Figure 3–29).

Can I flip a graphic vertically? Yes, you would click Flip Vertical in the Rotate Options gallery. You also can rotate a graphic clockwise or counterclockwise by clicking ‘Rotate Right 90°’ and ‘Rotate Left 90°’, respectively, in the Rotate Options gallery.

• Save the letterhead on your hard drive, OneDrive, or other storage location using the file name, Apple Park Letterhead.

Why should I save the letterhead at this time? You have performed many tasks while creating this letterhead and do not want to risk losing work completed thus far.

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Figure 3–28

To Format and Enter Text

The contact information for the letterhead in this project is located on the line below the shape containing the name. The following steps format and then enter the mailing address in the letterhead.

1 Position the insertion point on the line below the shape containing the name.

2 If necessary, display the Home tab. Click the Center button (Home tab | Paragraph group) to center the paragraph.

3 Click the ‘Increase Font Size’ button (Home tab | Font group) to increase the font size to 12 point.

4 Type 15 Center Street, Horizon, MT 33568 and then press the SPACEBAR (shown in Figure 3–29).

Rotate Objects button

Arrange group

Rotate Objects gallery

Flip Horizontal command

graphic moved to right of shape

Picture Tools Format tab

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 141

To Insert a Symbol from the Symbol Dialog Box

Word provides a method of inserting dots and other symbols, such as letters in the Greek alphabet and mathematical characters, that are not on the keyboard. The following steps insert a dot symbol, sometimes called a bullet symbol, in the letterhead. Why? You want a visual separator between the mailing address and phone number in the letterhead and also between the phone number and email address.

1 • If necessary, position the insertion point as shown in Figure 3–29.

• Display the Insert tab.

• Click the ‘Insert a Symbol’ button (Insert tab | Symbols group) to display the Insert a Symbol gallery (Figure 3–29).

What if the symbol I want to insert already appears in the Insert a Symbol gallery? You can click any symbol shown in the Insert a Symbol gallery to insert it in the document.

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Figure 3–29

2 • Click More Symbols in the Insert a Symbol gallery to display the Symbol dialog box. • If the font in the Font box is not (normal text), click the Font arrow (Symbol dialog box) and then scroll to and click

(normal text) to select this font.

• If the subset in the Subset box is not General Punctuation, click the Subset arrow and then scroll and click General Punctuation to select this subset.

• In the list of symbols, if necessary, scroll to the dot symbol shown in Figure 3–30 and then click the symbol to select it.

• Click the Insert button (Symbol dialog box) to place the selected symbol in the document to the left of the insertion point (Figure 3–30).

Insert tab

text formatted and entered

insertion point

graphic flipped

More Symbols command

Symbols group‘Insert a Symbol’ button

Insert a Symbol gallery shows recently used symbols — your list may differ

letterhead file name

WD 142 Word Module 3 Creating a Business Letter with a Letterhead and Table

Insert tab

Figure 3–30

Why is the Symbol dialog box still open? The Symbol dialog box remains open, allowing you to insert additional symbols.

3 • Click the Close button (Symbol dialog box) to close the dialog box.

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To Insert a Symbol from the Insert a Symbol Gallery

In the letterhead, another dot symbol separates the phone number from the email address. The following steps use the Insert a Symbol gallery to insert a dot symbol between the phone number and email address. Why? Once you insert a symbol using the Symbol dialog box, Word adds that symbol to the Insert a Symbol gallery so that it is more readily available.

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1 • Press the SPACEBAR, type Phone: (870) 555- 4400 and then press the SPACEBAR.

2 • Click the ‘Insert a Symbol’

button (Insert tab | Symbols group) to display the Insert a Symbol gallery (Figure 3–31).

Figure 3–31

Symbol dialog box

list of symbols

numeric value assigned to selected symbol Insert button Close button

dot symbol inserted

dot symbol selected

Subset arrow Font arrow

Special Characters tab

when you insert a symbol, Word places it in Recently used symbols list — your list may differ

insertion point

Insert a Symbol gallery

dot symbol to be selected

‘Insert a Symbol’ button

text entered

Symbols group

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 143

Why is the dot symbol now in the Insert a Symbol gallery? When you insert a symbol from the Symbol dialog box, Word automatically adds the symbol to the Insert a Symbol gallery.

3 • Click the dot symbol in the Insert a Symbol gallery to insert the symbol at the location of the insertion point (shown

in Figure 3–32).

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Figure 3–32

To Enter Text

The following steps enter the email address in the letterhead.

1 Press the SPACEBAR.

2 Type Email: [email protected] to finish the text in the letterhead Email: [email protected] to finish the text in the letterhead Email: [email protected] (Figure 3–32).

Figure 3–33

To Bottom Border a Paragraph

In Word, you can draw a solid line, called a border, at any edge of a paragraph. That is, borders may be added above or below a paragraph, to the left or right of a paragraph, or in any combination of these sides.

The letterhead in this project has a border that extends from the left margin to the right margin immediately below the mailing address, phone, and email address information. Why? The horizontal line separates the letterhead from the rest of the letter. The following steps add a bottom border to a paragraph.

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1 • Display the Home

tab.

• With the insertion point in the paragraph to border, click the Borders arrow (Home tab | Paragraph group) to display the Borders gallery (Figure 3–33).

symbol inserted

text entered insertion point

Home tab

Borders arrow Borders button (touch screens may not have separate Borders button and Borders arrow)

Borders gallery

Bottom Border to be selected

No Border command

insertion point in paragraph to border

BTW Inserting Special Characters In addition to symbols, you can insert a variety of special characters, including dashes, hyphens, spaces, apostrophes, and quotation marks. Click the Special Characters tab in the Symbol dialog box (shown in Figure 3–30), click the desired character in the Character list, click the Insert button, and then click the Close button (Symbol dialog box).

WD 144 Word Module 3 Creating a Business Letter with a Letterhead and Table

2 • Click Bottom Border in the Borders gallery to place a border below the paragraph containing the insertion point

(Figure 3–34).

Figure 3–34

If the face of the Borders button displays the border icon I want to use, can I click the Borders button instead of using the Borders arrow? Yes.

How would I remove an existing border from a paragraph? If, for some reason, you wanted to remove a border from a paragraph, you would position the insertion point in the paragraph, click the Borders arrow (Home tab | Paragraph group), and then click No Border in the Borders gallery.

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Other Ways

1. Click ‘Borders and Shading’ button (Design tab | Page Background group), click Borders tab (Borders and Shading dialog box), select desired border options, click OK button

To Clear Formatting

The next step is to position the insertion point below the letterhead, so that you can type the contents of the letter. When you press the enter key at the end of a paragraph containing a border, Word moves the border forward to the next paragraph. The paragraph also retains all current settings, such as the center format. Instead, you want the paragraph and characters on the new line to use the Normal style: black font with no border.

Word uses the term, clear formatting, to refer to returning the formats to the Normal style. The following steps clear formatting at the location of the insertion point. Why? You do not want to retain the current formatting in the new paragraph.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

1 • With the insertion point between the email

address and paragraph mark at the end of the contact information line (as shown in Figure 3–34), press the ENTER key to move the insertion point and paragraph to the next line (Figure 3–35).

Figure 3–35

bottom border icon displays on face of Borders button

bottom border added to current paragraph

insertion point

email address automatically formatted as hyperlink because you pressed ENTER key

insertion point paragraph mark is centered and border moved down — you want to clear paragraph and border formats

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 145

2 • Click the ‘Clear All

Formatting’ button (Home tab | Font group) to apply the Normal style to the location of the insertion point (Figure 3–36).

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Figure 3–36

AutoFormat As You Type As you type text in a document, Word automatically formats some of it for you.

For example, when you press the enter key or spacebar after typing an email address or web address, Word automatically formats the address as a hyperlink, that is, in a different color and underlined. In Figure 3–35, for example, Word formatted the email address as a hyperlink because you pressed the enter key at the end of the line. Table 3–2 outlines commonly used AutoFormat As You Type options and their results.

Other Ways

1. Click More button in Styles gallery (Home tab | Styles group), click Clear Formatting

2. Click Styles Dialog Box Launcher (Home tab | Styles group), click Clear All in Styles task pane

3. Select text, press CTRL+SPACEBAR, press CTRL+Q

Table 3 – 2 Commonly Used AutoFormat As You Type Options

Typed Text AutoFormat As You Type Feature Example Quotation marks or apostrophes Changes straight quotation marks or

apostrophes to curly ones “the” becomes “the”

Text, a space, one hyphen, one or no spaces, text, space

Changes the hyphen to an en dash ages 20-45 becomes ages 20–45

Text, two hyphens, text, space Changes the two hyphens to an em dash

Two types--yellow and red becomes Two types—yellow and red

Web or email address followed by SPACEBAR or ENTER key

Formats web or email address as a hyperlink www.cengagebrain.com becomes www.cengagebrain.com

Number followed by a period, hyphen, right parenthesis, or greater than sign and then a space or tab followed by text

Creates a numbered list 1. Word 2. PowerPoint becomes

1. Word 2. PowerPoint

Asterisk, hyphen, or greater than sign and then a space or tab followed by text

Creates a bulleted list * Home tab * Insert tab becomes • Home tab • Insert tab

Fraction and then a space or hyphen Condenses the fraction entry so that it consumes one space instead of three

1/2 becomes ½

Ordinal and then a space or hyphen Makes part of the ordinal a superscript 3rd becomes 3rd

Home tab ‘Clear All Formatting’ button

Font group

border moved up to original location

paragraph returned to Normal style

WD 146 Word Module 3 Creating a Business Letter with a Letterhead and Table

To Convert a Hyperlink to Regular Text

The email address in the letterhead should be formatted as regular text; that is, it should not be a different color or underlined. Why? Hyperlinks are useful only in online documents, and this letter will be printed instead of distributed electronically. The following steps remove a hyperlink format.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

1 • Right-click the hyperlink (in this

case, the email address) to display a shortcut menu (or, if using a touch screen, press and hold the hyperlink and then tap the ‘Show Context Menu’ button on the mini toolbar) (Figure 3–37).

Figure 3–37

2 • Click Remove Hyperlink on the shortcut menu to remove the hyperlink format from the text. • Position the insertion point on the paragraph mark below the border because you are finished

with the letterhead (Figure 3–38).

Could I have used the AutoCorrect Options button instead of the Remove Hyperlink command? Yes. Alternatively, you could have pointed to the small blue box at the beginning of the hyperlink, clicked the AutoCorrect Options button, and then clicked Undo Hyperlink on the AutoCorrect Options menu.

• Save the letterhead again on the same storage location with the same file name.

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Figure 3–38

Other Ways

1. With insertion point in hyperlink, click ‘Add a Hyperlink’ button (Insert tab | Links group), click Remove Link button

Break Point: If you wish to take a break, this is a good place to do so. You can exit Word now. To resume at a later time, run Word, open the file called Apple Park Letterhead, and continue following the steps from this location forward.

shortcut menu

Remove Hyperlink command

insertion point — yours may be in a different location

clicking blue box would display AutoCorrect Options button

email address formatted as hyperlink

insertion point

hyperlink format removed from email address

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 147

To Apply a Style

Recall that the Normal style in Word places 8 points of blank space after each paragraph and inserts a vertical space equal to 1.08 lines between each line of text. You will need to modify the spacing used for the paragraphs in the business letter. Why? Business letters should use single spacing for paragraphs and double spacing between paragraphs.

Word has many built-in, or predefined, styles that you can use to format text. The No Spacing style, for example, defines line spacing as single and does not insert any additional blank space between lines when you press the enter key. To apply a style to a paragraph, you first position the insertion point in the paragraph. The following step applies the No Spacing style to a paragraph.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

To Save a Document with a New File Name

The current open file has the name Apple Park Letterhead, which is the name of the organization letterhead. Because you want the letterhead file to remain intact so that you can reuse it, you save the document with a new file name. The following step saves a document with a new file name. For a detailed example of the procedure summarized below, refer to the Office and Windows module at the beginning of this book.

1 Save the letter on your hard drive, OneDrive, or other storage location using a new file name, Lee Vendor Letter.

Creating a Business Letter With the letterhead for the business letter complete, the next task is to create the remainder of the content in the letter. The following sections use Word to create a business letter that contains a table and a bulleted list.

What should you consider when writing a business letter? A finished business letter should look like a symmetrically framed picture with evenly spaced margins, all balanced below an attractive letterhead. The letter should be well written, properly formatted, logically organized, and use visuals where appropriate. The content of a letter should contain proper grammar, correct spelling, logically constructed sentences, flowing paragraphs, and sound ideas.

Be sure to include all essential elements, use proper spacing and formats, and determine which letter style to use.

• Include all essential letter elements. All business letters contain the same basic elements, including the date line, inside address, message, and signature block (shown in Figure 3–1 at the beginning of this module). If a business letter does not use a letterhead, then the top of the letter should include return address information in a heading.

• Use proper spacing and formats for the contents of the letter below the letterhead. Use a font that is easy to read, in a size between 8 and 12 point. Add emphasis with bold, italic, and bullets where appropriate, and use tables to present numeric information. Paragraphs should be single-spaced, with double-spacing between paragraphs.

• Determine which letter style to use. You can follow many different styles when creating business letters. A letter style specifies guidelines for the alignment and spacing of elements in the business letter.

If possible, keep the length of a business letter to one page. Be sure to proofread the finished letter carefully.

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WD 148 Word Module 3 Creating a Business Letter with a Letterhead and Table

1 • With the insertion

point positioned in the paragraph to be formatted, click No Spacing in the Styles gallery (Home tab | Styles group) to apply the selected style to the current paragraph (Figure 3–39).

Will this style be used in the rest of the document? Yes. The paragraph formatting, which includes the style, will carry forward to subsequent paragraphs each time you press the ENTER key.

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Other Ways

1. Click Styles Dialog Box Launcher (Home tab | Styles group), click desired style in Styles task pane

2. Press CTRL+SHIFT+S, click Style Name arrow in Apply Styles task pane, click desired style in list

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What elements should a business letter contain? Be sure to include all essential business letter elements, properly spaced, in your letter:

• The date line, which consists of the month, day, and year, is positioned two to six lines below the letterhead.

• The inside address, placed three to eight lines below the date line, usually contains the addressee’s courtesy title plus full name, job title, business affiliation, and full geographical address.

• The salutation, if present, begins two lines below the last line of the inside address. If you do not know the recipient’s name, avoid using the salutation “To whom it may concern” — it is impersonal. Instead, use the recipient’s title in the saluta- tion, e.g., Dear Personnel Director. In a business letter, use a colon (:) at the end of the salutation; in a personal letter, use a comma.

• The body of the letter, the message, begins two lines below the salutation. Within the message, paragraphs are single- spaced with one blank line between paragraphs.

• Two lines below the last line of the message, the complimentary close is displayed. Capitalize only the first word in a complimentary close.

• Type the signature block at least four blank lines below the complimentary close, allowing room for the author to sign his or her name.

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What are the common styles of business letters? Three common business letter styles are the block, the modified block, and the modified semi-block. Each style specifies different alignments and indentations.

• In the block letter style, all components of the letter begin flush with the left margin.

• In the modified block letter style, the date, complimentary close, and signature block are positioned approximately one-half inch to the right of center or at the right margin. All other components of the letter begin flush with the left margin.

• In the modified semi-block letter style, the date, complimentary close, and signature block are centered, positioned approximately one-half inch to the right of center or at the right margin. The first line of each paragraph in the body of the letter is indented one-half to one inch from the left margin. All other components of the letter begin flush with the left margin.

The business letter in this project follows the modified block style.

Figure 3–39

Home tab document saved with file name, Lee Vendor Letter

default style is Normal pointer on No

Spacing style Styles group

insertion point

Styles gallery

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 149

Using Tab Stops to Align Text A tab stop is a location on the horizontal ruler that tells Word where to position

the insertion point when you press the tab key on the keyboard. Word, by default, places a tab stop at every one-half inch mark on the ruler. You also can set your own custom tab stops. Tab settings are a paragraph format. Thus, each time you press the enter key, any custom tab stops are carried forward to the next paragraph.

To move the insertion point from one tab stop to another, press the tab key on the keyboard. When you press the tab key, a tab character formatting mark appears tab character formatting mark appears tab character in the empty space between the tab stops.

When you set a custom tab stop, you specify how the text will align at a tab stop. The tab marker on the ruler reflects the alignment of the characters at the location of the tab stop. Table 3–3 shows types of tab stop alignments in Word and their corresponding tab markers.

Table 3– 3 Types of Tab Stop Alignments

Tab Stop Alignment Tab Marker Result of Pressing TAB Key Example

Left Tab Left-aligns text at the location of the tab stop toolbar ruler

Center Tab Centers text at the location of the tab stop toolbar ruler

Right Tab Right-aligns text at the location of the tab stop toolbar ruler

Decimal Tab Aligns text on decimal point at the location of the tab stop

45.72 223.75

Bar Tab Aligns text at a bar character at the location of the tab stop

toolbar ruler

To Display the Ruler

One way to set custom tab stops is by using the horizontal ruler. Thus, the following steps display the ruler in the document window.

1 If the rulers are not showing, display the View tab.

2 Click the View Ruler check box (View tab | Show group) to place a check mark in the check box and display the horizontal and vertical rulers on the screen (shown in Figure 3–40).

To Set Custom Tab Stops

The first required element of the business letter is the date line, which in this letter is positioned two lines below the letterhead. The date line contains the month, day, and year, and begins four inches from the left margin. Why? Business letter guidelines specify to begin the date line approximately one-half inch to the right of center. Thus, you should set a custom tab stop at the 4" mark on the ruler. The following steps set a left-aligned tab stop.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

WD 150 Word Module 3 Creating a Business Letter with a Letterhead and Table

• With the insertion point on the paragraph mark below the border (shown in Figure 3–39), press the ENTER key so that a blank line appears above the insertion point.

• If necessary, click the tab selector at the left edge of the horizontal ruler until it displays the type of tab you wish to use, which is the Left Tab icon in this case.

• Position the pointer on the 4” mark on the ruler, which is the location of the desired custom tab stop (Figure 3–40).

What is the purpose of the tab selector? Before using the ruler to set a tab stop, ensure the correct tab stop icon appears in the tab selector. Each time you click the tab selector, its icon changes. The Left Tab icon is the default. For a list of the types of tab stops, see Table 3–3.

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2 • Click the 4” mark on

the ruler to place a tab marker at that location (Figure 3–41).

What if I click the wrong location on the ruler? You can move a custom tab stop by dragging the tab marker to the desired location on the ruler. Or, you can remove an existing custom tab stop by pointing to the tab marker on the ruler and then dragging the tab marker down and out of the ruler.

What if I am using a touch screen? Display the Home tab, tap the Paragraph Settings Dialog Box Launcher (Home tab | Paragraph group), tap the Tabs button (Paragraph dialog box), type 4 in the Tab stop position box (Tabs dialog box), tap the Set button, and then tap the OK button to set a custom tab stop and place a corresponding tab marker on the ruler.

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Other Ways

1. Click Paragraph Dialog Box Launcher (Home tab or Layout tab | Paragraph group), click Tabs button (Paragraph dialog box), type tab stop position (Tabs dialog box), click Set button, click OK button

Figure 3–40

View Ruler check box

View tab

tip of pointer at 4” mark on ruler

left margin

rulers

Left Tab icon appears in tab selector

default tab stops

one blank line

insertion point

Figure 3–41

default tab stops to left of custom tab removed

left tab marker indicates text you type will be left- aligned at this tab stop

clicking mouse on ruler causes Word to place tab type identified in tab selector at location clicked on ruler

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 151

To Insert the Current Date in a Document

The next step is to enter the current date at the 4" tab stop in the document. Why? The date in this letter will be positioned according to the guidelines for a modified block style letter. In Word, you can insert a computer’s system date in a document. The following steps insert the current date in the letter.

1 • Press the TAB key to position the insertion point at the location of the tab stop in the current paragraph.

• Display the Insert tab.

• Click the ‘Insert Date and Time’ button (Insert tab | Text group) to display the Date and Time dialog box.

• Select the desired format (Date and Time dialog box), in this case October 2, 2017.

• If the Update automatically check box is selected, click the check box to remove the check mark (Figure 3–42).

Why should the Update automatically check box not be selected? In this project, the date at the top of the letter always should show today’s date (for example, October 2, 2017). If, however, you wanted the date always to change to reflect the current computer date (for example, showing the date you open or print the letter), then you would place a check mark in this check box.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | INSERT BULLETED LIST | ADDRESS ENVELOPE Q

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Figure 3–42

Figure 3–43

2 • Click the OK button to insert the

current date at the location of the insertion point (Figure 3–43).

Insert tab

OK button

Date and Time dialog box

’Insert Date and Time‘ button

check box not selected

Text group

list of date and time formats — your list will show current system date and time stored on your computer

insertion point formatting mark indicates TAB key pressed

selected date format

current date inserted — your date will differ

insertion point

date left-aligned at 4” mark on ruler because you pressed TAB key

WD 152 Word Module 3 Creating a Business Letter with a Letterhead and Table

To Enter the Inside Address and Salutation

The next step in composing the business letter is to type the inside address and salutation. The following steps enter this text.

1 With the insertion point at the end of the date (shown in Figure 3–43), press the ENTER key three times.

2 Type Ms. Tamara Lee and then press the ENTER key.

3 Type Tam’s Artistic Designs and then press the ENTER key.

4 Type 1587 Willow Road and then press the ENTER key.

5 Type Juniper, MT 33522 and then press the ENTER key twice.

6 Type Dear Ms. Lee: to complete the inside address and salutation entries. Scroll up, if necessary (Figure 3–44).

Figure 3–44

To Create a Building Block

If you use the same text or graphic frequently, you can store the text or graphic as a building block and building block and building block then insert the stored building block entry in the open document, as well as in future documents. That is, you can create the entry once as a building block and then insert the building block when you need it. In this way, you avoid entering text or graphics inconsistently or incorrectly in different locations throughout the same or multiple documents.

The following steps create a building block for the vendor business name, Tam’s Artistic Designs. Why? Later, you will insert the building block in the document instead of typing the vendor business name again.

1 • Select the text to be a building block, in this case Tam’s Artistic Designs. Do not select the paragraph mark at the

end of the text because you do not want the paragraph to be part of the building block.

Why is the paragraph mark not part of the building block? Select the paragraph mark only if you want to store paragraph formatting, such as indentation and line spacing, as part of the building block.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

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salutation entered

inside address entered

BTW Tabs Dialog Box You can use the Tabs dialog box to set, change the alignment of, and remove custom tab stops. To display the Tabs dialog box, click the Paragraph Settings Dialog Box Launcher (Home tab or Layout tab | Paragraph group) and then click the Tabs button (Paragraph dialog box). To set a custom tab stop, enter the desired tab position (Tabs dialog box) and then click the Set button. To change the alignment of a custom tab stop, click the tab stop position to be changed, click the new alignment, and then click the Set button. To remove an existing tab stop, click the tab stop position to be removed and then click the Clear button. To remove all tab stops, click the Clear All button in the Tabs dialog box.

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 153

• Click the ‘Explore Quick Parts’ button (Insert tab | Text group) to display the Explore Quick Parts gallery (Figure 3–45). W

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Figure 3–45

2 • Click ‘Save Selection to Quick Part

Gallery’ in the Explore Quick Parts gallery to display the Create New Building Block dialog box.

• Type tad in the Name text box (Create New Building Block dialog box) to replace the proposed building block name (Tam’s Artistic, in this case) with a shorter building block name (Figure 3–46).

3 • Click the OK button to store the

building block entry and close the dialog box.

• If Word displays another dialog box, click the Yes button to save changes to the building blocks.

Will this building block be available in future documents? When you exit Word, a dialog box may appear asking if you want to save changes to the building blocks. Click the Save button if you want to use the new building block in future documents.

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Figure 3–46

To Modify a Building Block

When you save a building block in the Explore Quick Parts gallery, the building block is displayed at the top of the Explore Quick Parts gallery. When you point to the building block in the Explore Quick Parts gallery, a ScreenTip displays the building block name. If you want to display more information when the user points to the building block, you can include a description in the ScreenTip.

The following steps modify a building block to include a description and change its category to AutoText. Why? Because you want to reuse this text, you place it in the AutoText gallery, which also is accessible through the Explore Quick Parts gallery.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

Insert tab ‘Explore Quick Parts‘ button

‘Save Selection to Quick Part Gallery‘ command

Explore Quick Parts gallery

Text group

paragraph mark not selected

vendor name selected

Create New Building Block dialog box

building block to be saved in Quick Parts gallery

name of building block entered in text box

OK button

WD 154 Word Module 3 Creating a Business Letter with a Letterhead and Table

1 • Click the ‘Explore

Quick Parts’ button (Insert tab | Text group) to display the Explore Quick Parts gallery.

• Right-click the Tam’s Artistic Design building block to display a shortcut menu (Figure 3–47).

Figure 3–47

2 • Click Edit Properties on the shortcut menu

to display the Modify Building Block dialog box, filled in with information related to the selected building block.

• Click the Gallery arrow (Modify Building Block dialog box) and then click AutoText to change the gallery in which the building block will be placed.

• Type Event Vendor in the Description text box (Figure 3–48).

3 • Click the OK button to store the building

block entry and close the dialog box.

• Click the Yes button when asked if you want to redefine the building block entry.

Figure 3–48

To Insert a Building Block

The vendor business name, Tam’s Artistic Designs, appears in the first sentence in the body of the letter. You will type the building block name, tad, and then instruct Word to replace this building block name with the stored building block entry, Tam’s Artistic Designs. The following steps insert a building block. Why? Instead of typing the name, you will insert the stored building block.

1 • Click to the right of the colon in the salutation and then press the ENTER key twice to position the insertion point

one blank line below the salutation.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

Insert tab

‘Explore Quick Parts‘ button

Text group

Explore Quick Parts gallery

shortcut menu

Edit Properties command

Tam‘s Artistic Designs building block entry appears at top of gallery

clicking any of these commands positions the selected building block in document

Modify Building Block dialog box

Gallery arrow

OK button

description entered will show as part of ScreenTip

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 155

• Type the beginning of the first sentence as follows, entering the building block name as shown: The park district board has approved the vendor application for your business, tad (Figure 3–49).

2 • Press the F3 key to

instruct Word to replace the building block name (tad) with the stored building block entry (Tam’s Artistic Designs).

• Press the PERIOD key (Figure 3–50).

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Figure 3–49

Figure 3–50

Building Blocks versus AutoCorrect In Module 2, you learned how to use the AutoCorrect feature, which enables

you to insert and create AutoCorrect entries, similarly to how you created and inserted building blocks in this module. The difference between an AutoCorrect entry and a building block entry is that the AutoCorrect feature makes corrections for you automatically as soon as you press the spacebar or type a punctuation mark, whereas you must instruct Word to insert a building block. That is, you enter the building block name and then press the f3 key, or click the Explore Quick Parts button and select the building block from one of the galleries or the Building Blocks Organizer.

Other Ways

1. Click ‘Explore Quick Parts’ button (Insert tab | Text group), if necessary point to AutoText, select desired building block

2. Click ‘Explore Quick Parts’ button (Insert tab | Text group), click Building Blocks Organizer, select desired building block, click Insert button

To Insert a Nonbreaking Space

Some compound words, such as proper nouns, dates, units of time and measure, abbreviations, and geographic destinations, should not be divided at the end of a line. These words either should fit as a unit at the end of a line or be wrapped together to the next line.

Word provides two special characters to assist with this task: the nonbreaking space and the nonbreaking hyphen. A nonbreaking space is a special space character that prevents two words from splitting if the first word falls at the end of a line. Similarly, a nonbreaking hyphen is a special type of hyphen that prevents two words separated by a hyphen from splitting at the end of a line.

The following steps insert a nonbreaking space between the two words, Fall Festival. Why? You want these two words to appear on the same physical line.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

blank line

beginning of first sentence entered

building block name for Tam‘s Artistic Designs

stored building block entry inserted in document

insertion point

WD 156 Word Module 3 Creating a Business Letter with a Letterhead and Table

1 • With the insertion point at the end of the first sentence in the body of the letter (as shown in Figure 3–50), press

the SPACEBAR.

• Type Your check for $150 for a 10 x 20 booth has been deposited, and we are excited that you will be participating in our Fall and then press CTRL+SHIFT+SPACEBAR to insert a nonbreaking space after the entered word (Figure 3–51).

2 • Type Festival

and then press PERIOD key (Figure 3–52).

To Enter Text

The next step in creating the letter is to enter the rest of the text in the first paragraph. The following steps enter this text.

1 Press the SPACEBAR.

2 Type this sentence: The table below outlines the timetable for vendors:

3 Press the ENTER key twice to place a blank line between paragraphs (shown in Figure 3–53).

Why does my document wrap on different words? Differences in wordwrap may relate to the printer connected to your computer. Thus, it is possible that the same document could wordwrap differently if associated with a different printer.

4 Save the letterhead again on the same storage location with the same file name.

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Other Ways

1. Click ‘Insert a Symbol’ button (Insert tab | Symbols group), click More Symbols, click Special Characters tab (Symbol dialog box), click Nonbreaking Space in Character list, click Insert button, click Close button

Figure 3–52

Break Point: If you wish to take a break, this is a good place to do so. You can exit Word now. To resume at a later time, run Word, open the file called Lee Vendor Letter, and continue following the steps from this location forward.

Figure 3–51text entered

nonbreaking space character inserted

nonbreaking space character

both words wrapped to next line

BTW Nonbreaking Hyphen If you wanted to insert a nonbreaking hyphen, you would press CTRL+SHIFT+HYPHEN.

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 157

Tables The next step in composing the business letter is to place a table listing the vendor

timetable (shown in Figure 3–1). A Word table is a collection of rows and columns. The intersection of a row and a column is called a cell, and cells are filled with data.

The first step in creating a table is to insert an empty table in the document. When inserting a table, you must specify the total number of rows and columns required, which is called the dimension of the table. The table in this project has three columns. You dimension of the table. The table in this project has three columns. You dimension often do not know the total number of rows in a table. Thus, many Word users create one row initially and then add more rows as needed. In Word, the first number in a dimension is the number of columns, and the second is the number of rows. For example, in Word, a 3 × 1 (pronounced “three by one”) table consists of three columns and one row.

To Insert an Empty Table

The next step is to insert an empty table in the letter. The following steps insert a table with three columns and one row at the location of the insertion point. Why? The first column will identify the activity, the second will identify the event dates, and the third will identify the activity times. You will start with one row and add them as needed.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

1 • Scroll the document so that you

will be able to see the table in the document window.

• Display the Insert tab.

• With the insertion point positioned as shown in Figure 3–53, click the ‘Add a Table’ button (Insert tab | Tables group) to display the Add a Table gallery (Figure 3–53).

Experiment

• Point to various cells on the grid to see a preview of various table dimensions in the document window.

Figure 3–53

2 • Position the pointer

on the cell in the first row and third column of the grid to preview the desired table dimension in the document (Figure 3–54).

Figure 3–54

Insert tab

‘Add a Table‘ button

Tables group

Add a Table gallery

pointing to a cell on grid allows you to select desired table dimension

blank line

pointer

dimension of selected cells in grid

insertion point

live preview of 3 × 1 table appears at location of insertion point

sentence entered

WD 158 Word Module 3 Creating a Business Letter with a Letterhead and Table

3 • Click the cell in the first row and third column of the grid to insert an empty table with one row and three columns

in the document.

• If necessary, scroll the document so that the table is visible (Figure 3–55).

Figure 3–55

What are the small circles in the table cells? Each table cell has an end-of-cell mark, which is a formatting mark that assists you with selecting and formatting cells. Similarly, each row has an end-of-row mark, which you can use to add columns to the right of a table. Recall that formatting marks do not print on a hard copy. The end-of-cell marks currently are left-aligned, that is, positioned at the left edge of each cell.

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Other Ways

1. Click ‘Add a Table’ button (Insert tab | Tables group), click Insert Table in Add a Table gallery, enter number of columns and rows (Insert Table dialog box), click OK button

To Enter Data in a Table

The next step is to enter data in the cells of the empty table. The data you enter in a cell wordwraps just as text wordwraps between the margins of a document. To place data in a cell, you click the cell and then type.

To advance rightward from one cell to the next, press the tab key. When you are at the rightmost cell in a row, press the tab key to move to the first cell in the next row; do not press the enter key. Why? The enter key is used to begin a new paragraph within a cell. One way to add new rows to a table is to press the tab key when the insertion point is positioned in the bottom-right corner cell of the table. The following step enters data in the first row of the table and then inserts a blank second row.

1 • With the insertion point in the left cell of the table, type Activity and then press the TAB key to advance the

insertion point to the next cell.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

Table Tools tab, which has two subordinate tabs, automatically appears because a table is selected in document window

when insertion point is in table, ruler shows boundaries and width of each column in table

end-of- row mark

cellsinsertion point in first cell (row 1 and column 1)

empty table inserted

end-of-cell marks

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 159

How do I edit cell contents if I make a mistake? Click in the cell and then correct the entry. Q

& A

• Type Event Dates and then press the TAB key to advance the insertion point to the next cell.

• Type Times and then press the TAB key to add a second row at the end of the table and position the insertion point in the first column of the new row (Figure 3–56).

Figure 3–56

To Enter More Data in a Table

The following steps enter the remaining data in the table.

1 Type Booth Setup and then press the TAB key to advance the insertion point to the next cell. Type Friday, October 27 and then press the TAB key to advance the insertion point to the next cell. Type 5:00 to 9:00 p.m. and then press the TAB key to add a row at the end of the table and position the insertion point in the first column of the new row.

2 In the third row, type Booth Sales in the first column, Saturday, October 28 in the second column, and 9:00 a.m. to 6:00 p.m. in the third column. Press the TAB key to position the insertion point in the first column of a new row.

3 In the fourth row, type Booth Sales in the first column, Sunday, October 29 in the second column, and 9:00 a.m. to 3:00 p.m. in the third column. Press the TAB key.

4 In the fifth row, type Booth Takedown in the first column, Sunday, October 29 in the second column, and 3:00 to 7:00 p.m. in the third column (Figure 3–57).

Figure 3–57

insertion point

blank row added to table

row 1 data entered

Table Tools Design tab

Table Styles group More button

table data entered

insertion point

BTW Tables For simple tables, such as the one just created, Word users often select the table dimension in the Add a Table gallery to create the table. For a more complex table, such as one with a varying number of columns per row, Word has a Draw Table feature that allows users to draw a table in the document using a pencil pointer. To use this feature, click the ‘Add a Table’ button (Insert tab | Tables group) and then click Draw Table on the Add a Table menu.

Table Styles gallery

WD 160 Word Module 3 Creating a Business Letter with a Letterhead and Table

To Apply a Table Style

Word provides a gallery of more than 90 table styles, which include a variety of colors and shading. Why? Table styles allow you to change the basic table format to a more visually appealing style. The following steps apply a table style to the table in the letter.

1 • If the First Column check box in the Table Style Options group (Table Tools Design tab) contains a check mark,

click the check box to remove the check mark because you do not want the first column in the table formatted differently from the rest of the table. Be sure the remaining check marks match those in the Table Style Options group (Table Tools Design tab) as shown in Figure 3–58.

What if the Table Tools Design tab no longer is the active tab? Click in the table and then display the Table Tools Design tab.

What do the options in the Table Style Options group mean? When you apply table styles, if you want the top row of the table (header row), a row containing totals (total row), first column, or last column to be formatted differently, select those check boxes. If you want the rows or columns to alternate with colors, select Banded Rows or Banded Columns, respectively.

2 • With the insertion point in the table, click the More button in the Table Styles gallery (Table Tools Design tab | Table

Styles group), shown in Figure 3–57, to expand the gallery.

• Scroll and then point to ‘Grid Table 6 Colorful - Accent 3’ in the Table Styles gallery to display a live preview of that style applied to the table in the document (Figure 3–58).

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

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Figure 3–58

Experiment

• Point to various styles in the Table Styles gallery and watch the format of the table change in the document window.

expanded gallery

check mark removed

Table Style Options group

table format changes to show live preview of style to which you are pointing in gallery

pointer on ‘Grid Table 6 Colorful - Accent 3‘ table style

Table Tools Design tab

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 161

3 • Click ‘Grid Table 6

Colorful - Accent 3’ in the Table Styles gallery to apply the selected style to the table. Scroll up, if necessary (Figure 3–59).

Experiment

• Select and remove check marks from various check boxes in the Table Style Options group and watch the format of the table change in the document window. When finished experimenting, be sure the check marks match those shown in Figure 3–58.

To Resize Table Columns to Fit Table Contents

The table in this project currently extends from the left margin to the right margin of the document. The following steps instruct Word to fit the width of the columns to the contents of the table automatically. Why? You want each column to be only as wide as the longest entry in the table. That is, the first column must be wide enough to accommodate the words, Booth Takedown, and the second column should be only as wide as the words, Saturday, October 28, and so on.

Figure 3–59

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

1 • With the insertion

point in the table, display the Table Tools Layout tab.

• Click the AutoFit button (Table Tools Layout tab | Cell Size group) to display the AutoFit menu (Figure 3–60).

Figure 3–60

2 • Click AutoFit Contents

on the AutoFit menu, so that Word automatically adjusts the widths of the columns based on the text in the table (Figure 3–61).

Figure 3–61

Grid Table 6 Colorful - Accent 3 table style applied to table

table style selected and applied to table

AutoFit button Table Tools Layout tab

Cell Size group

AutoFit menu

insertion point

AutoFit Contents command

table move handle

columns resized to table contents

row boundary

table resize handle

column boundary

WD 162 Word Module 3 Creating a Business Letter with a Letterhead and Table

Can I resize columns manually? Yes, you can drag a column boundary, the border to the right of a column, until the column is the desired width. Similarly, you can resize a row by dragging the row boundary, the border at the bottom of a row, until the row is the desired height. You also can resize the entire table by dragging the table resize handle, which is a small square that appears when you point to a corner of the table.

What causes the table move handle and table resize handle to appear and disappear from the table? They appear whenever you position the pointer in the table.

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Other Ways

1. Double-click column boundary

To Select a Column

The next task is to change the alignment of the data in cells in the third column of the table. To do this, you first must select the column. Why? If you want to format the contents of a single cell, simply position the insertion point in the cell. To format a series of cells, you first must select them. The following step selects a column.

1 • Position the pointer at the boundary above the column to be selected, the third column in this case, so that the

pointer changes to a downward pointing arrow and then click to select the column (Figure 3–62).

What if I am using a touch screen? Position the insertion point in the third column, tap the Select Table button (Table Tools Layout tab | Table group), and then tap Select Column on the Select Table menu.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

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Figure 3–62

Other Ways

1. Click Select Table button (Table Tools Layout tab | Table group), click Select Column in Select Table gallery

Select Table button

Table group

Table Tools Layout tab

pointer

column selected

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 163

Selecting Table Contents When working with tables, you may need to select the contents of cells, rows,

columns, or the entire table. Table 3–4 identifies ways to select various items in a table.

Table 3 – 4 Selecting Items in a Table

Item to Select Action

Cell Point to left edge of cell and then click when the pointer changes to a small solid upward angled pointing arrow. Or Position insertion point in cell, click Select Table button (Table Tools Layout tab | Table group), and then click Select Cell on the Select Table menu.

Column Point to border at top of column and then click when the pointer changes to a small solid downward-pointing arrow. Or Position insertion point in column, click Select Table button (Table Tools Layout tab | Table group), and then click Select Column on the Select Table menu.

Row Point to the left of the row and then click when pointer changes to a right-pointing block arrow. Or Position insertion point in row, click Select Table button (Table Tools Layout tab | Table group), and then click Select Row on the Select Table menu.

Multiple cells, rows, or columns adjacent to one another

Drag through cells, rows, or columns.

Multiple cells, rows, or columns not adjacent to one another

Select first cell, row, or column (as described above) and then hold down CTRL key while selecting next cell, row, or column.

Next cell Press TAB key.

Previous cell Press SHIFT+TAB

Table Point somewhere in table and then click table move handle that appears in upper-left corner of table (shown in Figure 3-63). Or Position insertion point in table, click Select Table button (Table Tools Layout tab | Table group), and then click Select Table on the Select Table menu.

To Align Data in Cells

The next step is to change the alignment of the data in cells in the third column of the table. In addition to aligning text horizontally in a cell (left, center, or right), you can align it vertically within a cell (top, center, bottom). When the height of the cell is close to the same height as the text, however, differences in vertical alignment are not readily apparent, which is the case for this table. The following step centers data in cells. Why? The column containing the times would look better if its contents are centered.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

WD 164 Word Module 3 Creating a Business Letter with a Letterhead and Table

1 • With the cells (column) selected, as shown in Figure 3–62, click the desired alignment, in this case the ‘Align Top

Center’ button (Table Tools Layout tab | Alignment group) to center the contents of the selected cells (Figure 3–63).

To Center a Table

When you first create a table, it is left-aligned; that is, it is flush with the left margin. In this letter, the entire table should be centered between the margins of the page. To center a table, you first select the entire table. The following steps select and center a table using the mini toolbar. Why? Recall that you can use buttons and boxes on the mini toolbar instead of those on the ribbon.

1 • Position the pointer in the table so that the table move handle appears (shown in Figure 3–63).

What if the table move handle does not appear? You also can select a table by clicking the Select Table button (Table Tools Layout tab | Table group) and then clicking Select Table on the menu.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

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Figure 3–64

Figure 3–63

2 • Click the table move

handle to select the entire table (Figure 3–64).

Table Tools Layout tab

‘Align Top Center‘ button

table move handle

cell contents in selected column centered

Alignment group

table move handle behind pointer

mini toolbar appears when table is selected

entire table selected

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 165

What if I am using a touch screen? Tap the Select Table button (Table Tools Layout tab | Table group) and then tap Select Table on the Select Table menu to select the table.

3 • Click the Center button on the mini toolbar to center the selected table between the left and right page margins

(Figure 3–65).

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Figure 3–65

To Insert a Row in a Table

The next step is to insert a row at the top of the table. Why? You want to place a title on the table. As discussed earlier, you can insert a row at the end of a table by positioning the insertion point in the bottom-right corner cell and then pressing the tab key. You cannot use the tab key to insert a row at the beginning or middle of a table. Instead, you use the ‘Insert Rows Above’ or ‘Insert Rows Below’ command (Table Tools Layout tab | Rows & Columns group) or the Insert Control (shown in Figure 3–70). The following steps insert a row at the top of a table.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

Could I have clicked the Center button on the Home tab? Yes. If the command you want to use is not on the currently displayed tab on the ribbon and it is available on the mini toolbar, use the mini toolbar instead of switching to a different tab. This technique minimizes mouse movement.

What if I am using a touch screen? Display the Home tab and then tap the Center button (Home tab | Paragraph group) to center the table.

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mini toolbar

Center button selected

table centered between page margins

WD 166 Word Module 3 Creating a Business Letter with a Letterhead and Table

1 • Position the insertion point somewhere in the

first row of the table because you want to insert a row above this row (Figure 3–66).

2 • Click the ‘Insert Rows Above’ button (Table Tools Layout tab | Rows & Columns group) to insert a row above the

row containing the insertion point and then select the newly inserted row (Figure 3–67).

Do I have to insert rows above the row containing the insertion point? No. You can insert below the row containing the insertion point by clicking the ‘Insert Rows Below’ button (Table Tools Layout tab | Rows & Columns group).

Why did the colors in the second row change? The table style specifies to format the header row differently, which is the first row.

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Figure 3–66

Figure 3–67

Other Ways

1. Point to the left of the table and click the desired Insert Control

2. Right-click row, point to Insert on shortcut menu (or, if using touch, tap Insert Table button on mini toolbar), click desired option on Insert submenu

insertion point in first row

‘Insert Rows Above‘ button

Delete Table button contains commands for deleting table elements

Rows & Columns group

row with three columns inserted and selected

‘Insert Columns to the Right‘ button

‘Insert Columns to the Left‘ button

‘Insert Rows Below‘ button

Table Tools Layout tab

column headings in this row no longer are bold because they no longer are in first row of table

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 167

TO INSERT A COLUMN IN A TABLE

If you wanted to insert a column in a table, instead of inserting rows, you would perform the following steps.

1. Point above the table and then click the desired Insert Control. or

1. Position the insertion point in the column to the left or right of where you want to insert the column.

2. Click the ‘Insert Columns to the Left’ button (Table Tools Layout tab | Rows & Columns group) to insert a column to the left of the current column, or click the ‘Insert Columns to the Right’ button (Table Tools Layout tab | Rows & Columns group) to insert a column to the right of the current column.

or 1. Right-click the table, point to Insert on the shortcut menu (or, if using touch, tap

Insert Table button on the mini toolbar), and then click ‘Insert Columns to the Left’ or ‘Insert Columns to the Right’ on the Insert submenu (or, if using touch, tap Insert Left or Insert Right).

Figure 3–68

To Merge Cells

The row just inserted has one cell for each column, in this case, three cells (shown in Figure 3–67). The top row of the table, however, is to be a single cell that spans all rows. Why? The top row contains the table title, which should be centered above the columns of the table. Thus, the following steps merge the three cells into a single cell.

1 • With the cells to merge selected (as shown in Figure 3–67), click the Merge Cells button (Table Tools Layout tab |

Merge group) to merge the selected cells into a single cell (Figure 3–68).

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

Merge Cells button

Merge group

three cells merged into one cell

Split Cells button

cell now has only one end-of- cell mark (instead of three)

Table Tools Layout tab

BTW Resizing Table Columns and Rows To change the width of a column or height of a row to an exact measurement, hold down the ALT key while dragging markers on the ruler. Or, enter values in the ‘Table Column Width’ or ‘Table Row Height’ boxes (Table Tools Layout tab | Cell Size group).

WD 168 Word Module 3 Creating a Business Letter with a Letterhead and Table

2 • Position the insertion point

in the first row and then type Vendor Timetable as the table title (Figure 3–69).

TO SPLIT TABLE CELLS

Instead of merging multiple cells into a single cell, sometimes you want to split a single cell into multiple cells. If you wanted to split cells, you would perform the following steps.

1. Position the insertion point in the cell to split. 2. Click the Split Cells button (Table Tools Layout tab | Merge group) (or, if using

touch, tap ‘Show Context Menu’ button on mini toolbar), or right-click the cell and then click Split Cells on the shortcut menu, to display the Split Cells dialog box.

3. Enter the number of columns and rows into which you want the cell split (Split Cells dialog box).

4. Click the OK button.

TO SPLIT A TABLE

Instead of splitting table cells into multiple cells, sometimes you want to split a single table into multiple cells. If you wanted to split a table, you would perform the following steps.

1. Position the insertion point in the cell where you want the table to be split. 2. Click the Split Table button (Table Tools Layout tab | Merge group) to split the

table into two tables at the location of the insertion point.

Figure 3–70

Other Ways

1. Right-click selected cells (or, if using touch, tap ‘Show Context Menu’ button on mini toolbar), click Merge Cells on shortcut menu

Figure 3–69

To Change the Font of Text in a Table Row

When you added a row to the top of the table for the title, Word moved the bold format from the column headings (which originally were in the first row of the table) to the title row (which now is the first row). Because you would like the columns headings bold also, the following steps select a table row and bold its contents.

1 Select the row containing the column headings (Figure 3–70).

table title entered

Insert Control

row selected

table move handle

BTW Moving Tables If you wanted to move a table to a new location, you would point to the upper-left corner of the table until the table move handle appears (shown in Figure 3–69), point to the table move handle, and then drag it to move the entire table to a new location.

BTW Tab Character in Tables In a table, the TAB key advances the insertion point from one cell to the next. To insert a tab character in a cell, you must press CTRL+TAB.

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 169

2 With the text selected, click the Bold button (Home tab | Font group) to bold the selected text.

What is the symbol that appeared to the left of the table? When you select a row or column in a table, Word displays an Insert Control. You can click the Insert Control to add a row or column to the table at that location.

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Figure 3–71

Deleting Table Data If you want to delete row(s) or delete column(s) from a table, position the

insertion point in the row(s) or column(s) to delete, click the Delete Table button (Table Tools Layout tab | Rows & Columns group), and then click Delete Rows or Delete Columns on the Delete Table menu. Or, select the row or column to delete, right-click the selection, and then click Delete Rows or Delete Columns on the mini toolbar or shortcut menu.

To delete the contents of a cell, select the cell contents and then press the delete or backspace key. You also can drag and drop or cut and paste the contents of cells. To delete an entire table, select the table, click the Delete Table button (Table Tools Layout tab | Rows & Columns group), and then click Delete Table on the Delete Table menu. To delete the contents of a table and leave an empty table, you would select the table and then press the delete key.

To Add More Text

The table now is complete. The next step is to enter text below the table. The following steps enter text.

1 Position the insertion point on the paragraph mark below the table and then press the ENTER key.

2 Type Please note the following vendor guidelines: and then press the ENTER key (shown in Figure 3–71).

To Bullet a List as You Type

In Module 1, you learned how to apply bullets to existing paragraphs. If you know before you type that a list should be bulleted, you can use Word’s AutoFormat As You Type feature to bullet the paragraphs as you type them (see Table 3–2 shown earlier in this module). Why? The AutoFormat As You Type feature saves you time because it applies formats automatically. The following steps add bullets to a list as you type.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

1 • Press the ASTERISK key (*) as

the first character on the line (Figure 3–71).

2 • Press the SPACEBAR to

convert the asterisk to a bullet character.

bold text

blank line

text entered asterisk entered at beginning of line

BTW AutoFormat Options Before you can use them, AutoFormat options must be enabled. To check if an AutoFormat option is enabled, click File on the ribbon to open the Backstage view, click the Options tab in the Backstage view, click Proofing in the left pane (Word Options dialog box), click the AutoCorrect Options button, click the AutoFormat As You Type tab, select the appropriate check boxes, and then click the OK button in each open dialog box.

WD 170 Word Module 3 Creating a Business Letter with a Letterhead and Table

What if I did not want the asterisk converted to a bullet character? You could undo the AutoFormat by clicking the Undo button; pressing CTRL+Z; clicking the AutoCorrect Options button that appears to the left of the bullet character as soon as you press the SPACEBAR and then clicking Undo Automatic Bullets on the AutoCorrect Options menu; or clicking the Bullets button (Home tab | Paragraph group).

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3 • Type Vendors must bring their own tables and chairs. as the first bulleted item.

• Press the ENTER key to place another bullet character at the beginning of the next line (Figure 3–72).

4 • Type Vendors must supply their own electrical cords. and then press the ENTER key.

• Type Vendors shall comply with fire, safety, and health regulations. and then press the ENTER key.

• Press the ENTER key to turn off automatic bullets as you type (Figure 3–73).

Why did automatic bullets stop? When you press the ENTER key without entering any text after the automatic bullet character, Word turns off the automatic bullets feature.

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Figure 3Figure 3–7272

Figure 3–73

Other Ways

1. Click Bullets arrow (Home tab | Paragraph group), click desired bullet style

2. Right-click paragraph to be bulleted, click Bullets button on mini toolbar, click desired bullet style, if necessary

Bullets button selected

asterisk converted to bullet automatically

bullet automatically inserted when you press ENTER key

text entered

Bullets button no longer selected

automatic bullets turned off

insertion point

bulleted list

text entered

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 171

To Enter More Text and then Save and Print the Letter

The following steps enter the remainder of text in the letter.

1 With the insertion point positioned on the paragraph below the bulleted list, press the ENTER key and then type the paragraph shown in Figure 3–74, making certain you use the building block name, tad, to insert the organization name.

2 Press the ENTER key twice. Press the TAB key to position the insertion point at the tab stop set at the 4” mark on the ruler. Type Sincerely, and then press the ENTER key four times.

3 Press the TAB key to position the insertion point at the tab stop set at the 4” mark on the ruler. Type Camden Ackerman and then press the ENTER key.

If requested by your instructor, enter your name instead of the name stated above.

4 Press the TAB key to position the insertion point at the tab stop set at the 4” mark on the ruler. Type Park District Events Coordinator to finish the letter. Scroll up, if necessary (Figure 3–74).

5 Save the letter again on the same storage location with the same file name.

6 If requested by your instructor, print the letter.

Figure 3–74

building block inserted

remainder of cover letter entered

paragraph entered

WD 172 Word Module 3 Creating a Business Letter with a Letterhead and Table

1 • Scroll through the letter to display the inside address in the

document window.

• Drag through the inside address to select it (Figure 3–75).

Figure 3Figure 3–7575 2 • Display the Mailings

tab.

• Click the Create Envelopes button (Mailings tab | Create group) to display the Envelopes and Labels dialog box.

• If necessary, click the Envelopes tab (Envelopes and Labels dialog box), which automatically displays the selected delivery address in the dialog box.

• Type the return address as shown in Figure 3–76.

3 • Insert an envelope in your printer, as shown in the Feed area of the dialog box (your Feed area may be different

depending on your printer).

• If your printer can print envelopes, click the Print button (Envelopes and Labels dialog box) to print the envelope; otherwise, click the Cancel button to close the dialog box.

• Because the project now is complete, you can exit Word.

Figure 3–76

inside address selected

Create Envelopes button

Labels button

Mailings tab

Envelopes and Labels dialog box

Labels tab

delivery address copied from selected text

Feed area

Cancel button

Options button

‘Add to Document‘ button

return address entered

Create group

Envelopes tab

Print button

Addressing and Printing Envelopes and Mailing Labels With Word, you can print mailing address information on an envelope or on a mailing label. Computer-printed addresses look more professional than handwritten ones.

To Address and Print an Envelope

The following steps address and print an envelope. If you are in a lab environment, check with your instructor before performing these steps. Why? Some printers may not accommodate printing envelopes; others may stop printing until an envelope is inserted.

1 CREATE & FORMAT LETTERHEAD WITH GRAPHICS | 2 SPECIFY LETTER FORMATS

3 INSERT TABLE | 4 FORMAT TABLE | 5 INSERT BULLETED LIST | 6 ADDRESS ENVELOPE

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 173

Envelopes and Labels Instead of printing the envelope immediately, you can add it to the document by

clicking the ‘Add to Document’ button (Envelopes and Labels dialog box) (shown in Figure 3–76). To specify a different envelope or label type (identified by a number on the box of envelopes or labels), click the Options button (Envelopes and Labels dialog box) (shown in Figure 3–76).

Instead of printing an envelope, you can print a mailing label. To do this, click the Labels button (Mailings tab | Create group) (shown in Figure 3–76) and then type the delivery address in the Delivery address box. To print the same address on all labels on the page, select the ‘Full page of the same label’ option button in the Print area. Click the Print button (Envelopes and Labels dialog box) to print the label(s).

Summary In this module, you have learned how to use Word to change margins, insert and format a shape, change text wrapping, insert and format a picture, move and copy graphics, insert symbols, add a border, clear formatting, convert a hyperlink to regular text, set and use tab stops, insert the current date, create and insert building blocks, insert and format tables, and address and print envelopes and mailing labels.

What decisions will you need to make when creating your next business letter? Use these guidelines as you complete the assignments in this module and create your own business letters outside of this class.

1. Create a letterhead.

a) Ensure that the letterhead contains a complete legal name, mailing address, phone number, and if applicable, fax number, email address, web address, logo, or other image.

b) Place elements in the letterhead in a visually appealing location.

c) Format the letterhead with appropriate fonts, font sizes, font styles, and color.

2. Compose an effective business letter.

a) Include a date line, inside address, message, and signature block.

b) Use proper spacing and formats for letter contents.

c) Follow the alignment and spacing guidelines based on the letter style used (i.e., block, modified block, or modified semi-block).

d) Ensure the message is well written, properly formatted, and logically organized.

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BTW Saving a Template As an alternative to saving the letterhead as a Word document, you could save it as a template. To do so, click File on the ribbon to open the Backstage view, click the Export tab to display the Export gallery, click ‘Change File Type’, click Template in the right pane, click the Save As button, enter the template file name (Save As dialog box), if necessary select the Templates folder, and then click the Save button in the dialog box. To use the template, tap or click File on the ribbon to open the Backstage view, click the New tab to display the New gallery, click the PERSONAL tab in the New gallery, and then click the template icon or file name.

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Perform the following tasks: 1. Change the document theme to Organic.

2. In the line containing the table title, Fall Semester Schedule, remove the tab stop at the 1" mark on the ruler.

3. Set a centered tab at the 3" mark on the ruler. Move the centered tab stop to the 3.5" mark on the ruler.

4. Bold the characters in the title. Use the ‘Increase Font Size’ button to increase their font size to 14. Change their color to Red, Accent 4, Darker 25%.

5. In the table, delete the row containing the HIS 107 class.

6. In the table, delete the Sunday column.

Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Working with Tabs and a Table Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run Word. Open the document called Apply 3–1 Fall Semester Schedule Draft located on the Data Files. The document is a Word table that you are to edit and format. The revised table is shown in Figure 3–77.

Figure 3–77

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 175

7. Insert a column between the Monday and Wednesday columns. Fill in the column as follows:

Column Title – Tuesday

COM 110 – 12:30-2:00 p.m.

MUS 152 – 9:30-11:00 a.m.

If the column heading, Tuesday, is not bold, apply the bold format to the text in this cell.

8. Insert a new row at the bottom of the table. In the first cell of the new row, enter the word, Work, in the cell. If this cell’s contents are bold, remove the bold format. Fill in the cells in the remainder of the row as follows:

Tuesday – 4:00-8:00 p.m.

Friday – 8:00-11:00 a.m.

Saturday – 1:00-4:00 p.m.

9. In the Table Style Options group (Table Tools Design tab), ensure that these check boxes have check marks: Header Row, Banded Rows, and First Column. The Total Row, Last Column, and Banded Columns check boxes should not have check marks.

10. Apply the Grid Table 5 Dark - Accent 4 style to the table.

11. Select the entire table. Click the ‘Decrease Font Size’ button once to decrease the font size of all characters in the table to 10 point.

12. Make all columns as wide as their contents (AutoFit Contents). Note that you may need to perform this step a couple of times to achieve the desired results.

13. Align center left all cells in the first column.

14. Align center the column headings containing the weekday names.

15. Align center right all cells containing times.

16. Center the table between the left and right margins of the page.

17. If requested by your instructor, enter your name on the line below the table.

18. Save the document using the file name, Apply 3–1 Fall Semester Schedule Modified, and submit the document (shown in Figure 3–77) in the format specified by your instructor.

19. If you wanted to add a row to the middle of the table, how would you add the row?

Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Working with Formulas, Graphics, Sorting, Picture Bullets, and Mailing Labels Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run Word. Open the document called Extend 3–1 Donation Letter Draft located on the Data Files. You will use the Format Picture task pane, group objects, enter formulas in the table, change the table style, sort paragraphs, use picture bullets, move tabs, and print mailing labels.

Perform the following tasks: 1. Use Help to learn about grouping objects, entering formulas, sorting, picture bullets, and

printing mailing labels.

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3. Select the shape around the Volunteer Club of Western College title and then use the Edit Shape button (Drawing Tools Format tab | Insert Shapes group) to change the shape to your preference. Position the globe in the hand graphic in the desired location to the right of the shape.

4. Copy and paste the modified globe in the hand graphic, flip it horizontally, and then position it on the opposite site of the shape. Group the two globe in hand graphics with the shape at the top of the letterhead. Change the text wrapping of the grouped shape to Top and Bottom.

5. Add a row to the bottom of the table. Insert the word, Total, in the first column of the new row. In the cell to contain the total for September, use the Formula dialog box to insert a formula that adds the cells in the column so that the total amount is displayed; in the dialog box, select a number format so that the total displays with dollar signs. Hint: Click the Formula button (Table Tools Format tab | Data group). Repeat this process for the August and July totals. Which formula did you use? Which number format?

6. Add a column to the right of the table. Insert the word, Total, as the column heading for the new column. Use the Formula dialog box to insert a formula that adds the cells each row so that the total amount is displayed. Use the same number format as you used in the previous step. Which formula did you use? What is the grand total for the quarter?

2. Select the graphic of the globe in the hand, click the Format Shape Dialog Box Launcher (Picture Tools Format tab | Picture Styles group) to display the Format Picture task pane, and then click the Picture button in the task pane (Figure 3–78). Experiment with all the buttons in the task pane and modify the look of the graphic to your preferences.

Figure 3–78

shape to be changed and grouped with graphics

use Format Picture task pane to modify graphic

bullets to be replaced with picture bullets and list to be sorted

row with formulas to be added

column with formulas to be added

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 177

7. Position the insertion point in the table and one at a time, select and deselect each check box in the Table Style Options group. What are the functions of each check box: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns? Select the check boxes you prefer for the table.

8. Sort the paragraphs in the bulleted list.

9. Change the bullets in the bulleted list to picture bullets.

10. Set a tab stop for the date line at the 4" mark on the ruler. Move the tab stops in the complimentary close and signature block from the 3.5" mark to the 4" mark on the ruler.

11. If requested by your instructor, change the name in the signature block to your name.

12. Save the revised document using the file name, Extend 3–1 Donation Letter Modified, and then submit it in the format specified by your instructor.

13. If requested by your instructor, print a single mailing label for the letter and then a full page of mailing labels, each containing the address shown in Figure 3–78.

14. Answer the questions posed in #5, #6, and #7. Why would you group objects? Which picture bullet did you use and why?

Expand Your World Create a solution that uses cloud or web technologies by learning and investigating on your own from general guidance.

Using Google Docs to Upload and Edit Files Notes: • To complete this assignment, you will be required to use the Data Files. Please contact your

instructor for information about accessing the Data Files.

• To complete this assignment, you will use a Google account, which you can create at no cost. If you do not have a Google account and do not want to create one, read this assignment without performing the instructions.

Instructions: You have created a letter in Word at your office and want to proofread and edit it at home. The problem is that you do not have Word at home. You do, however, have an Internet con- nection at home. Because you have a Google account, you upload your Word document to Google Drive so that you can view and edit it later from a computer that does not have Word installed.

Perform the following tasks: 1. In Word, open the document, Expand 3–1 Inquiry Letter in Word, from the Data Files. Look

through the letter so that you are familiar with its contents and formats. If desired, print the letter so that you easily can compare it to the Google Docs converted file. Close the document.

2. Run a browser. Search for the text, google docs, using a search engine. Visit several websites to learn about Google Docs and Google Drive. Navigate to the Google website. Read about how to create files in Google Docs and upload files to Google Drive. If you do not have a Google account and you want to create one, follow the instructions to create an account. If you do not have a Google account and you do not want to create one, read the remaining instructions without performing them. If you have a Google account, sign in to your account.

3. If necessary, display Google Drive. Upload the file, Expand 3–1 Inquiry Letter in Word, to Google Drive.

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5. Fix the document in Google Docs so that it looks appealing, based on the concepts and techniques learned in this module. Add another item to the bulleted list: Fully-stocked camp store with attached laundry facilities. Add a row to the table: Pavilion, $20.00, $40.00. Insert a horizontal line below the line containing the mailing address.

6. If requested by your instructor, change the name in the signature block to your name.

7. Download the revised document to your local storage media, changing its format to Microsoft Word. Submit the document in the format requested by your instructor.

8. What is Google Drive? What is Google Docs? Answer the question posed in #4. Do you prefer using Google Docs or Word? Why?

4. Rename the file on Google Drive to Expand 3–1 Inquiry Letter in Google. Open the file in Google Docs (Figure 3–79). What differences do you see between the Word document and the Google Docs converted document?

Figure 3–79

file opened in Google Docs and saved on Google Drive

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 179

Lab 1: Creating a Letter with a Letterhead Problem: As a junior at your school, you are seeking a summer internship. One letter you prepare is shown in Figure 3–80.

Figure 3–80

Perform the following tasks: 1. Run Word. Create a new blank document. Change the theme to Slate.

2. Create the letterhead shown at the top of Figure 3–80, following these guidelines:

a. Insert the Rounded Same Side Corner Rectangle shape at an approximate height of 0.53" and width of 5.4". Change position of the shape to ‘Position in Top Center with Square Text

26-point Copperplate Gothic Bold font; centered; color: Red, Accent 5, Darker 50%

shape style: ’Intense Effect - Brown, Accent 4‘

centered

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Wrapping’. Change the text wrapping for the shape to Top and Bottom. Add the student name, Juan Padilla, to the shape. Format the shape and its text as indicated in the figure.

b. Insert the dot symbols as shown in the contact information. Remove the hyperlink format from the email address. If necessary, clear formatting after entering the bottom border.

c. Save the letterhead with the file name, Lab 3–1 Padilla Letterhead.

3. Create the letter shown in Figure 3–80 using the modified block letter style, following these guidelines:

a. Apply the No Spacing Quick Style to the document text (below the letterhead).

b. Set a left-aligned tab stop at the 3.5" mark on the ruler for the date line, complimentary close, and signature block. Insert the current date.

c. Bullet the list as you type it.

d. If requested by your instructor, change the name in the shape and the signature block to your name.

e. Check the spelling of the letter. Save the letter with Lab 3–1 Internship Letter as the file name and then submit it in the format specified by your instructor.

4. If your instructor permits, address and print an envelope or a mailing label for the letter.

5. The letter in this assignment uses the modified block letter style. If you wanted to use the modified semi-block letter style, what changes would you make to this letter?

Lab 2: Creating a Letter with a Letterhead and Table Note: To complete this assignment, you may be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: As the community education class coordinator, you are responsible for sending class registration confirmation letters. You prepare the letter shown in Figure 3–81.

Perform the following tasks: 1. Run Word. Create a new blank document. Change the theme to Berlin. Change the margins to

1" top and bottom and .75" left and right (Moderate).

2. Create the letterhead shown at the top of Figure 3–81, following these guidelines:

a. Insert the Horizontal Scroll shape at an approximate height of 0.74" and width of 6.32". Change the position of the shape to ‘Position in Top Center with Square Text Wrapping’. Change the text wrapping for the shape to Top and Bottom. Add the name to the shape. Format the shape and its text as indicated in the figure.

b. Insert a picture of a rose, similar to the one shown in the figure (the exact figure, if required, is located in the Data Files). Resize the picture, change its text wrapping to In Front of Text, and move it to the left on the shape. Change its color tone to Temperature: 4700K. Copy the picture and move the copy of the image to the right on the shape, as shown in the figure. Flip the copied image horizontally.

c. Insert the small open diamond symbols as shown in the contact information. Remove the hyperlink format from the email address. If necessary, clear formatting after entering the bottom border.

d. Save the letterhead with the file name, Lab 3–2 Rosewood Letterhead.

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 181

3. Create the letter shown in Figure 3–81, following these guidelines:

a. Apply the No Spacing Quick Style to the document text (below the letterhead).

b. Set a left-aligned tab stop at the 4" mark on the ruler for the date line, complimentary close, and signature block. Insert the current date.

Continued > Figure 3–81

28-point Script MT Bold font, centered; color: Aqua, Accent 4, Darker 50%

shape style: Subtle Effect - Rose, Accent 6

11-point font; color: Aqua, Accent 4, Darker 50%; centered

bold text

table style: Grid Table 5 Dark - Accent 4; table style options: Header Row and Banded Rows

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c. If requested by your instructor, change the name in the inside address and salutation to your name.

d. Insert and center the table. Format the table as specified in the figure. Make all columns as wide as their contents (AutoFit Contents). Left-align the Class, Date, and Location columns. Center the Time column.

e. Bullet the list as you type it.

f. Convert the email address to regular text.

g. Use nonbreaking hyphens in the phone number.

h. Check the spelling of the letter. Save the letter with Lab 3–2 Confirmation Letter as the file name and then submit it in the format specified by your instructor.

4. If your instructor permits, address and print an envelope or a mailing label for the letter.

5. What is the purpose of the nonbreaking hyphens in this letter? Why do you think the picture in this letter used a text wrapping of In Front of Text? If the table used banded columns instead of banded rows, how would its appearance change?

Lab 3: Consider This: Your Turn

Create a Letter to a Potential Employer Note: To complete this assignment, you may be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: As an intern in the career development office at your school, your boss has asked you to prepare a sample letter to a potential employer. Students seeking employment will use this letter as a reference document when creating their own letters.

Perform the following tasks:

Part 1: Using your name, mailing address, phone number, and email address, create a letterhead for the letter. Once the letterhead is designed, write the letter to this potential employer: Ms. Latisha Adams, Personnel Director, Cedar Plank Hotels, 85 College Grove Lane, P.O. Box 582, Gartner, TX 74812.

The draft wording for the letter is as follows:

First paragraph: I am responding to your advertisement in the Texas Post for the Assistant Manager position. I have the credentials you are seeking and believe I can be a valuable asset to Cedar Plank Hotels.

Second paragraph: In May, I will be earning my bachelor’s degree in Hospitality Management from Greenville College. My relevant coursework includes the following:

Below the second paragraph, insert the following table: Restaurant management 18 hours Nutrition 15 hours Tourism managementTourism management 12 hours Hotel management 12 hours

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Creating a Business Letter with a Letterhead and Table Word Module 3 WD 183

Third paragraph: In addition to my college coursework, I have the following experience:

Below the third paragraph, insert the following items as a bulleted list: Assistant to school cafeteria director; Volunteer in Hope Mission kitchen; Developed website and Facebook page for local cafe.

Last paragraph: I look forward to hearing from you to schedule an interview and to discuss my career opportunities at Cedar Plank Hotels.

The letter should contain a letterhead that uses a shape and picture(s); a table with an appropriate table title, column headings, and table style applied (unformatted table shown above); and a bulleted list (to present the experience). Insert nonbreaking spaces in the company name. Create a building block for the company name, edit the building block so that it has a ScreenTip, and insert the building block whenever you have to enter the company name.

Use the concepts and techniques presented in this module to create and format a letter according to a letter style, creating appropriate paragraph breaks and rewording the draft as necessary. The unformatted paragraphs in the letter are in a file called Lab 3–1 Letter Paragraphs, which is located on the Data Files. If you prefer, you can copy and paste this text into your letter instead of typing the paragraphs yourself. Use your name in the signature line in the letter. Be sure to check the spelling and grammar of the finished letter. Submit your assignment in the format specified by your instructor.

Part 2: You made several decisions while creating the letter in this assignment: where to position elements in the letterhead, how to format elements in the letterhead, which graphics to use in the letterhead, which theme to use in the letter, which font size to use for the letter text, which table style to use, and which letter style to use. What was the rationale behind each of these decisions?

Microsoft PowerPoint 2016

Introduction A PowerPoint presentation, also called a slide show, can help you deliver a dynamic, professional-looking message to an audience. PowerPoint allows you to produce slides to use in an academic, business, or other environment. The collection of slides in a presentation is called a deck, resembling a deck of cards that are stacked on top of each other. A common use of slide decks is to enhance an oral presentation. A speaker might desire to convey information, such as urging students to volunteer at a fund-raising event, explaining changes in employee compensation packages, or describing a new laboratory procedure. The PowerPoint slides should reinforce the speaker’s message and help the audience retain the information presented. Custom slides can fit your specific needs and contain diagrams, charts, tables, pictures, shapes, video, sound, and animation effects to make your presentation more effective. An accompanying handout gives audience members reference notes and review material for your presentation.

Objectives You will have mastered the material in this module when you can:

Creating and Editing a Presentation with Pictures

• Select and change a document theme and variant

• Create a title slide and a text slide with a multilevel bulleted list

• Add new slides and change slide layouts

• Insert pictures into slides with and without content placeholders

• Move and resize pictures

• Change font size and color

• Bold and italicize text

• Duplicate a slide

• Arrange slides

• Select slide transitions

• View a presentation in Slide Show view

PPT 2

Microsoft PowerPoint 2016

Project — Presentation with a Bulleted List and Pictures In this module’s project, you will follow proper design guidelines and learn to use PowerPoint to create, save, and view the slides shown in Figures 1–1a through 1–1e. The objective is to produce a presentation, titled Tall Oaks, to promote three programs at the nature center. This slide show has a variety of pictures and visual elements to add interest and give facts about the events. Some of the text has formatting and color enhancements. Transitions help one slide flow gracefully into the next during a slide show.

(a) Slide 1 (Title Slide with Picture)

(b) Slide 2 (Multilevel Bulleted List with Picture)

(d) Slide 4 (Title and Illustration)

Figure 1–1

(e) Slide 5 (Closing Slide)

font color changed

picture inserted and sized

text italicized

picture inserted and sized

text bolded and size increased

pictures inserted

illustration inserted and sized

text edited

Microsoft PowerPoint 2016

In this module, you will learn how to perform basic tasks using PowerPoint. The following roadmap identifies general activities you will perform as you progress through this module:

1. INSERT the four PRESENTATION SLIDES, using various layouts. 2. ENTER the TEXT for the slides. 3. FORMAT the TEXT on each slide. 4. INSERT GRAPHICAL ELEMENTS, including pictures. 5. SIZE AND POSITION the graphical elements. 6. ENHANCE the SLIDE SHOW by adding a closing slide and transition. 7. DISPLAY the SLIDES.

Choosing a Document Theme and Variant You easily can give the slides in a presentation a professional and integrated appearance by using a theme. A document theme is a specific design with coordinating colors, fonts, and special effects such as shadows and reflections. Several themes are available when you run PowerPoint, each with a specific name. Using one of the formatted themes makes creating a professional-looking presentation easier and quicker than using the Blank Presentation template, where you would need to make all design decisions.

Each theme has a set of four alternate designs, called variants. Each variant has the same overall composition, but the colors, fonts, and design elements differ. Once you select a theme, you then can select a variation that best fits your overall design needs. If you later decide that another theme or variant would better fit the presentation’s general theme, you can change these elements while you are developing slides.

To Choose a Document Theme and Variant

When you begin creating a new PowerPoint presentation, you need to select a theme. You either can start with no design elements by using the Blank Presentation, or you can select one of the available professionally designed themes. The following steps apply the Berlin theme and then change the variant. Why? The title slide will have text and a picture, so you want to select a theme, like Berlin, with an uncluttered background. The presentation discusses three events occurring at the nature center, and green is the color commonly associated with nature’s forests and grasslands. The default Berlin theme is predominantly orange and black, but one of its variants is green and is an appropriate choice to relate to the nature concept.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

PPT 3

For an introduction to Windows and instruc- tions about how to perform basic Win- dows tasks, read the Of�ce and Windows module at the begin- ning of this book, where you can learn how to resize win- dows, change screen resolution, create fold- ers, move and rename �les, use Windows Help, and much more.

For an introduction to Of�ce and instructions about how to perform basic tasks in Of�ce apps, read the Of�ce and Windows module at the beginning of this book, where you can learn how to run an application, use the ribbon, save a �le, open a �le, print a �le, exit an application, use Help, and much more.

BTW The PowerPoint Window The modules in this book begin with the PowerPoint window appearing as it did at the initial installation of the software. Your PowerPoint window may look different depending on your screen resolution and other PowerPoint settings.

PPT 4 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

1 • Run PowerPoint and point to the Berlin theme on the Recent screen (Figure 1–2).

I do not see the Berlin theme. What should I do? Your list of available templates may differ from those shown in the �gure. You may need to scroll down to locate the Berlin theme or enter “Berlin” in the Search box.

Q &

2 • Click the Berlin theme to display a theme preview dialog box with a thumbnail view of the theme and its variants

(Figure 1–3).

Can I see previews of other themes? Yes. Click the right or left arrows on the sides of the theme preview dialog box.Q

& A

Figure 1–2

Recent screen

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

Berlin theme

your list of templates may differ

Figure 1–3

clicking right and left arrows will display images of various slide layouts with Berlin theme

thumbnail view of Berlin theme

theme preview dialog box

clicking left arrow will display thumbnail of another theme

Create button

desired green variant

four Berlin theme variants

clicking right arrow will display thumbnail of another theme

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 5

3 • Click the lower-left (green) variant to view a preview of that style applied to the thumbnail.

Can I see previews of the Berlin theme and green variant applied to layouts other than the title slide? Yes. Click the right or left arrows beside the words, More Images, below the thumbnail. Three other layouts will be displayed: Title and Content, Two Content, and Photo.

• Click the Create button to apply the Berlin theme and green variant to the presentation and to display Slide 1 (Figure 1–4).

Q &

Figure 1–4

Creating a Title Slide When you open a new presentation, the default Title Slide layout appears. The purpose of this layout is to introduce the presentation to the audience. PowerPoint includes other standard layouts for each of the themes. The slide layouts are set up in landscape orientation, where the slide width is greater than its height. In landscape orientation, the slide size is preset to 10 inches wide and 7.5 inches high when printed on a standard sheet of paper measuring 11 inches wide and 8.5 inches high.

Placeholders are boxes with dotted or hatch-marked borders that are displayed when you create a new slide. Most layouts have both a title text placeholder and at least one content placeholder. Depending on the particular slide layout selected, title and subtitle placeholders are displayed for the slide title and subtitle; a content text placeholder is displayed for text, art, or a table, chart, picture, graphic, or movie. The title slide has two text placeholders where you can type the main heading, or title, of a new slide and the subtitle.

With the exception of the Blank slide layout, PowerPoint assumes every new slide has a title. To make creating a presentation easier, any text you type after a new slide appears becomes title text in the title text placeholder. The following steps create the title slide for this presentation.

title text placeholder label

title text placeholder border

subtitle text placeholder border

Berlin theme and green variant applied to Slide 1

BTW PowerPoint Screen Resolution If you are using a computer or mobile device to step through the project in this module and you want your screens to match the figures in this book, you should change your screen’s resolution to 1366 x 768. For information about how to change a computer’s resolution, refer to the Office and Windows module at the beginning of this book.

PPT 6 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Enter the Presentation Title

The presentation title for Project 1 is Autumn Family Programs. Why? The presentation discusses three programs that will be held during the fall months. The following steps create the slide show’s title.

1 • Click the label, ‘Click

to add title’, located inside the title text placeholder to select the placeholder (Figure 1–5).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

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How do I choose the words for the slide? All presentations should follow the 7 3 7 rule, which states that each slide should have a maximum of seven lines, and each line should have a maximum of seven words. PowerPoint designers must choose their words carefully and, in turn, help viewers read the slides easily.

Avoid line wraps. Your audience’s eyes want to stop at the end of a line. Thus, you must plan your words carefully or adjust the font size so that each point displays on only one line.

2 • Type Autumn Family Programs in the title text placeholder. Do not press the ENTER key (Figure 1–6).

Figure 1–5

Figure 1–6

sizing handles and dashed lines around border indicate placeholder is selected

label disappears when placeholder is selected

I-beam mouse pointer

sizing handles

subtitle text placeholder label

title text entered in placeholder

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 7

Correcting a Mistake When Typing If you type the wrong letter, press the backspace key to erase all the characters

back to and including the one that is incorrect. If you mistakenly press the enter key after typing the title and the insertion point is on the new line, simply press the backspace key to return the insertion point to the right of the last letter in the word, Programs.

By default, PowerPoint allows you to reverse up to the last 20 changes by clicking the Undo button on the Quick Access Toolbar. The ScreenTip that appears when you point to the Undo button changes to indicate the type of change just made. For example, if you type text in the title text placeholder and then point to the Undo button, the ScreenTip that appears is Undo Typing. For clarity, when referencing the Undo button in this project, the name displaying in the ScreenTip is used. You can reapply a change that you reversed with the Undo button by clicking the Redo button on the Quick Access Toolbar. Clicking the Redo button reverses the last undo action. The ScreenTip name reflects the type of reversal last performed.

Paragraphs Text in the subtitle text placeholder supports the title text. It can appear on

one or more lines in the placeholder. To create more than one subtitle line, you press the enter key after typing some words. PowerPoint creates a new line, which is the second paragraph in the placeholder. A paragraph is a segment of text with the same format that begins when you press the enter key and ends when you press the enter key again. This new paragraph is the same level as the previous paragraph. A level is a position within a structure, such as an outline, that indicates the magnitude of importance. PowerPoint allows for five paragraph levels.

Figure 1–7

C O

N S

ID E

R T

H IS

How do you use the touch keyboard with a touch screen? To display the on-screen keyboard, tap the Touch Keyboard button on the Windows taskbar. When �nished using the touch keyboard, tap the X button on the touch keyboard to close the keyboard.

To Enter the Presentation Subtitle Paragraph

The first subtitle paragraph is related to the title. Why? The subtitle gives an additional detail, the nature center’s name. The following steps enter the presentation subtitle.

1 • Click the label, ‘Click to add

subtitle’, located inside the subtitle text placeholder to select the placeholder (Figure 1–7).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

sizing handles and dashed lines around border indicate placeholder is selected

label disappears when placeholder is selected

PPT 8 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Zoom a Slide

You can zoom the view of the slide on the screen so that the text or other content is enlarged or shrunk. When you zoom in, you get a close-up view of your slide; when you zoom out, you see more of the slide at a reduced size. You will be modifying the text and other slide components as you create the presentation, so you can enlarge the slide on the screen. Why? Zooming the slide can help you see slide elements more clearly so that you can position them precisely where desired. The following step changes the zoom to 70 percent.

Experiment

• Repeatedly click the Zoom In and Zoom Out buttons on the status bar and watch the size of the slide change in the Slide pane.

• Click the Zoom In or Zoom Out button as many times as necessary until the Zoom button on the status bar displays 70% on its face (Figure 1–9).

If I change the zoom percentage, will the slide display differently when I run the presentation? No. Changing the zoom helps you develop the slide content and does not affect the slide show.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Q &

2 • Type Tall Oaks Nature Center but do not press the ENTER key (Figure 1–8).

Figure 1–8

Figure 1–9

Other Ways

1. Drag Zoom slider on status bar

2. Click Zoom level button on status bar, select desired zoom percent or type (Zoom dialog box), click OK button

3. Click Zoom button (View tab | Zoom group), select desired zoom percent or type (Zoom dialog box), click OK button

4. For touch screens: Pinch two �ngers together in Slide pane (zoom out) or stretch two �ngers apart (zoom in)

subtitle text entered in placeholder

slide shown at 70% zoom

Zoom slider

Zoom Out button

Zoom In button

clicking Zoom button would display Zoom dialog box

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 9

Formatting Characters in a Presentation Recall that each document theme determines the color scheme, font set, and layout of a presentation. You can use a specific document theme and then change the characters’ formats any time before, during, or after you type the text.

Fonts and Font Styles Characters that appear on the screen are a specific shape and size. Examples of

how you can modify the appearance, or format, of these typed characters on the screen and in print include changing the font, style, size, and color. The font, or typeface, defines the appearance and shape of the letters, numbers, punctuation marks, and symbols. Style indicates how the characters are formatted. PowerPoint’s text font styles include regular, italic, bold, and bold italic. Size specifies the height of the characters and is gauged by a measurement system that uses points. A point is 1/72 of an inch in point is 1/72 of an inch in point height. Thus, a character with a font size of 36 is 36/72 (or 1/2) of an inch in height. Color defines the hue of the characters.Color defines the hue of the characters.Color

This presentation uses the Berlin document theme, which has particular font styles and font sizes. The Berlin document theme default title text font is named Trebuchet MS. It has no special effects, and its size is 54 point. The Berlin default subtitle text font also is Trebuchet MS with a font size of 20 point.

Figure 1–10

Other Ways

1. Position pointer to left of �rst paragraph and drag to end of line

To Select a Paragraph

You can use many techniques to format characters. When you want to apply the same formats to multiple words or paragraphs, it is helpful to select these words. Why? It is efficient to select the desired text and then make the desired changes to all the characters simultaneously. The first formatting change you will make will apply to the title slide subtitle. The following step selects this paragraph.

1 • Triple-click the paragraph, Tall Oaks Nature Center, in

the subtitle text placeholder to select the paragraph (Figure 1–10).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

mini toolbar appears whenever you select text

subtitle text paragraph to be formatted is selected

PPT 10 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Italicize Text

Different font styles often are used on slides. Why? These style changes make the words more appealing to the reader and emphasize particular text. Italic text has a slanted appearance. Used sparingly, it draws the readers’ eyes to these characters. The following step adds emphasis to the line of the subtitle text by changing regular text to italic text.

1 • With the subtitle text still selected, click the

Italic button on the mini toolbar to italicize that text on the slide (Figure 1–11).

If I change my mind and decide not to italicize the text, how can I remove this style? Immediately click the Undo button on the Quick Access Toolbar, click the Italic button a second time, or press CTRL+Z.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Q &

To Increase Font Size

Why? To add emphasis, you increase the font size for the subtitle text. The ‘Increase Font Size’ button on the mini toolbar increases the font size in preset increments. The following step uses this button to increase the font size.

1 • With the text, Tall Oaks Nature Center, selected,

click the ‘Increase Font Size’ button on the mini toolbar four times to increase the font size of the selected text from 20 to 36 point (Figure 1–12).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Figure 1–11

Figure 1–12

Other Ways

1. Right-click selected text, click Italic button in mini toolbar near shortcut menu

2. Select text, click Italic button (Home tab | Font group)

3. Click Font dialog box launcher (Home tab | Font group), click Font tab (Font dialog box), click Italic in Font style list, click OK button

4. Select text, press CTRL+I

Other Ways

1. Click Font Size arrow on mini toolbar, click desired font size in Font Size gallery

2. Click ‘Increase Font Size’ button (Home tab | Font group)

3. Click Font Size arrow (Home tab | Font group), click desired font size in Font size gallery

4. Press CTRL+SHIFT+>

Italic button selected

selected paragraph has italic font style applied

‘Increase Font Size’ button selected

new font size is 36 point

default font size is 20 point

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 11

To Change the Text Color

PowerPoint allows you to use one or more text colors in a presentation. You decide to change the color of the word you selected, Autumn. Why? The color, orange, is associated with that season, and you want to add more emphasis, subtly, to this word in your title slide text. The following steps add emphasis to this word by changing the font color from white to orange.

1 • With the word, Autumn, selected,

click the Font Color arrow on the mini toolbar to display the Font Color gallery, which includes Theme Colors and Standard Colors (Figure 1–14).

If the mini toolbar disappears from the screen, how can I display it once again? Right-click the text, and the mini toolbar should appear.

Experiment

• Point to various colors in the gallery and watch the word’s font color change.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Q &

A To Select a Word

PowerPoint designers use many techniques to emphasize words and characters on a slide. To accentuate the word, Autumn, on your slide, you want to increase the font size and change the font color to orange for this word in the title text. To make these changes, you should begin by selecting the word, Autumn. Why? You could perform these actions separately, but it is more efficient to select the word and then change the font attributes. The following step selects a word.

1 • Position the pointer somewhere in the word to

be selected (in this case, in the word, Autumn).

• Double-click the word to select it (Figure 1–13).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Other Ways

1. Position pointer before �rst character, press CTRL+SHIFT+RIGHT ARROW 2. Position pointer before �rst character, drag right to select word

Figure 1–13

Figure 1–14

pointer in word, Autumn

word is selected

Theme Colors row shows Berlin theme colors

orange border indicates current white font color

Standard Colors row has colors associated with every theme

Orange button

Font Color arrow

Color gallery

PPT 12 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

2 • Click Orange in the Standard Colors row on the

mini toolbar (third color from left) to change the font color to Orange (Figure 1–15).

Why did I select the color Orange? Orange is one of the 10 standard colors associated with every document theme, and it is a universal color representing the fall colors. The new color will emphasize the fact that the presentation focuses on programs suited for this time of year.

What is the difference between the colors shown in the Theme Colors area and the Standard Colors? The 10 colors in the top row of the Theme Colors area are two text, two background, and six accent colors in the Berlin theme; the �ve colors in each column under the top row display different transparencies. The Standard Colors are available in every document theme.

3 • Click outside the selected area to deselect the word.

4 • Save the presentation on your hard disk, OneDrive, or other storage location using Tall Oaks as the �le name.

Why should I save the presentation at this time? You have performed many tasks while creating this presentation and do not want to risk losing work completed thus far.

Q &

A Q

& A

Figure 1–15

Adding a New Slide to a Presentation With the text for the title slide for the presentation created, the next step is to add the first text slide immediately after the title slide. Usually, when you create a presentation, you add slides with text, pictures, graphics, or charts. Some placeholders allow you to double-click the placeholder and then access other objects, such as videos, charts, diagrams, and organization charts. You can change the layout for a slide at any time during the creation of a presentation.

To Add a New Text Slide with a Bulleted List

When you add a new slide, PowerPoint uses the Title and Content slide layout. This layout provides a title placeholder and a content area for text, art, charts, and other graphics. A vertical scroll bar appears in the Slide pane when you add the second slide. Why? The scroll bar allows you to move from slide to slide easily. A small image of this slide also appears in the Slides tab. The following step adds a new slide with the Title and Content slide layout.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Other Ways

1. Right-click selected text, click Font on shortcut menu, click Font Color button, click desired color

2. Click Font Color arrow (Home tab | Font group), click desired color

Font Color button indicates current text color

title text font color changed to Orange

BTW Organizing Files and Folders You should organize and store files in folders so that you easily can find the files later. For example, if you are taking an introductory technology class called CIS 101, a good practice would be to save all PowerPoint files in a PowerPoint folder in a CIS 101 folder. For a discussion of folders and detailed examples of creating folders, refer to the Office and Windows module at the beginning of this book.

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 13

1 • Click the New Slide button (Home tab | Slides group) to insert a new slide with the Title and Content layout

(Figure 1–16).

Why does the bullet character display a white dot? The Berlin document theme determines the bullet characters. Each paragraph level has an associated bullet character.

I clicked the New Slide arrow instead of the New Slide button. What should I do? Click the Title and Content slide thumbnail in the Berlin layout gallery.

How do I know which slide number I am viewing? The left edge of the status bar shows the current slide number followed by the total number of slides in the document. In addition, the slide number is displayed to the left of the slide thumbnail.

What are those six icons grouped in the middle of the Slide pane? You can click one of the icons to insert a speci�c type of content: table, chart, SmartArt graphic, pictures, online pictures, or video.

Q &

Figure 1–16

Other Ways

1. Click New Slide button (Insert tab | Slides group) 2. Press CTRL+M

Creating a Text Slide with a Multilevel Bulleted List The information in the Slide 2 text placeholder is presented in a bulleted list with three levels. A bulleted list is a list of paragraphs, each of which may be preceded by bulleted list is a list of paragraphs, each of which may be preceded by bulleted list a bullet character, such as a dot, arrow, or checkmark. Most themes display a bullet character at the start of a paragraph by default. A slide that consists of more than one

orange border indicates current slide is displayed

vertical scroll bar appears when second slide is added to presentation

scroll box

Next Slide button

Previous Slide button

default bullet character

New Slide button

Up scroll arrow

Slide 2 added to presentation

icon group

Title and Content layout has two placeholders

BTW The Ribbon and Screen Resolution PowerPoint may change how the groups and buttons within the groups appear on the ribbon, depending on the computer or mobile device’s screen resolution. Thus, your ribbon may look different from the ones in this book if you are using a screen resolution other than 1366 x 768.

PPT 14 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

level of bulleted text is called a multilevel bulleted list slide. In a multilevel bulleted list, a lower-level paragraph is a subset of a higher-level paragraph. It usually contains information that supports the topic in the paragraph immediately above it.

As you can see in Figure 1–1b, two of the Slide 2 paragraphs appear at the same level, called the first level: Enjoy a hike on natural surface trails, and 9 a.m. every Saturday. Beginning with the second level, each paragraph indents to the right of the preceding level and is pushed down to a lower level. For example, if you increase the indent of a first-level paragraph, it becomes a second-level paragraph. The second and fourth paragraphs on Slide 2 are second-level paragraphs. The last paragraph, Extra supplies will be available, is a third-level paragraph.

Creating a text slide with a multilevel bulleted list requires several steps. Initially, you enter a slide title in the title text placeholder. Next, you select the content text placeholder. Then, you type the text for the multilevel bulleted list, increasing and decreasing the indents as needed. The next several sections add a slide with a multilevel bulleted list.

To Enter a Slide Title

PowerPoint assumes every new slide has a title. Why? The audience members read the title and then can begin to focus their attention on the information being presented on that slide. The title for Slide 2 is Morning Bird Walks. The following step enters this title.

1 • If necessary, click the Up scroll arrow several times until the entire title text placeholder is visible.

• Click the label ‘Click to add title’, to select it and then type Morning Bird Walks in the title text placeholder. Do not press the ENTER key (Figure 1–17).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Figure 1–17

bulleted paragraph text label in text placeholder

Slide 2 title text appears in title text placeholder and Slide 2 thumbnail

BTW File Type Depending on your Windows settings, the file type .pptx may be displayed on the title bar immediately to the right of the file name after you save the file. The file type .pptx identifies a PowerPoint document.

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 15

To Select a Text Placeholder

Why? Before you can type text into a content placeholder, you first must select it. The following step selects the text placeholder on Slide 2.

1 • Click the label,

‘Click to add text’, to select the content placeholder (Figure 1–18).

Why does my pointer have a different shape? If you move the pointer away from the bullet, it will change shape.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES Q

& A

Figure 1–18

Figure 1–19

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Other Ways

1. Press CTRL+ENTER

To Type a Multilevel Bulleted List

The content placeholder provides an area for the text characters. When you click inside a placeholder, you then can type or paste text. As discussed previously, a bulleted list is a list of paragraphs, each of which is preceded by a bullet. A paragraph is a segment of text ended by pressing the enter key. The theme determines the bullets for each level. Why? The bullet variations are determined by the specific paragraph levels, and they generally vary in size, shape, and color.

The content text placeholder is selected, so the next step is to type the multilevel bulleted list that consists of six paragraphs, as shown in Figure 1–1b. Creating a lower-level paragraph is called demoting text; creating a demoting text; creating a demoting higher-level paragraph is called promoting text. The following steps create a multilevel bulleted list consisting promoting text. The following steps create a multilevel bulleted list consisting promoting of three levels.

1 • Type Enjoy a hike on natural surface trails and then press the ENTER key (Figure 1–19).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

I-beam mouse pointer

dashed-line border is selected

bulleted paragraph label disappears when placeholder is selected

first-level paragraph text

PPT 16 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

2 • Click the ‘Increase

List Level’ button (Home tab | Paragraph group) to indent the second paragraph below the �rst and create a second- level paragraph (Figure 1–20).

Why does the bullet for this paragraph have a different size? A different bullet is assigned to each paragraph level.

Q &

3 • Type Approximately 1.5 miles and then press the ENTER key (Figure 1–21).

Figure 1–20

Figure 1–21

4 • Click the ‘Decrease

List Level’ button (Home tab | Paragraph group) so that the second- level paragraph becomes a �rst- level paragraph (Figure 1–22).

Can I delete bullets on a slide? Yes. If you do not want bullets to display in a particular paragraph, click the Bullets button (Home tab | Paragraph group) or right-click the paragraph and then click the Bullets button on the shortcut menu.

Q &

Figure 1–22

Other Ways

1. Press TAB to promote paragraph; press SHIFT+TAB to demote paragraph

‘Increase List Level’ button

second-level paragraph bullet

new second-level paragraph

second-level paragraph text entered

‘Decrease List Level’ button not available because paragraph level cannot be decreased

first-level bullets

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 17

To Type the Remaining Text for Slide 2

The following steps complete the text for Slide 2.

1 Type 9 a.m. every Saturday and then press the ENTER key.

2 Click the ‘Increase List Level’ button (Home tab | Paragraph group) to demote the paragraph to the second level.

3 Type Bring binoculars and a field guide and then press the ENTER key to add a new paragraph at the same level as the previous paragraph.

4 Click the ‘Increase List Level’ button (Home tab | Paragraph group) to demote the paragraph to the third level.

5 Type Extra supplies will be available but do not press the ENTER key (Figure 1–23).

I pressed the ENTER key in error, and now a new bullet appears after the last entry on this slide. How can I remove this extra bullet? Press the BACKSPACE key twice.

Q &

To Select a Group of Words

PowerPoint designers use many techniques to emphasize words and characters on a slide. To highlight the day of the week when the walks are held, you want to bold and increase the font size of the words, every Saturday, in the body text. The following steps select two words. Why? You could perform these actions separately, but it is more efficient to select the words and then change the font attributes.

1 • Position the pointer

immediately to the left of the �rst character of the text to be selected (in this case, the e in the word, every) (Figure 1–24).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Figure 1–23

Figure 1–24

remaining text for slide

pointer

words to select

BTW Automatic Spelling Correction As you type, PowerPoint automatically corrects some misspelled words. For example, if you type availalbe, PowerPoint automatically corrects the misspelling and displays the word, available, when you press the SPACEBAR or type a punctuation mark. To see a complete list of automatically corrected words, click File on the ribbon to open the Backstage view, click the Options tab in the Backstage view, click Proofing in the left pane (PowerPoint Options dialog box), click the AutoCorrect Options button, and then scroll through the list near the bottom of the dialog box.

PPT 18 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

2 • Drag the pointer

through the last character of the text to be selected (in this case, the y in the word, Saturday) (Figure 1–25).

Figure 1–25

To Bold Text

Why? Bold characters display somewhat thicker and darker than those that display in a regular font style. Clicking the Bold button on the mini toolbar is an efficient method of bolding text. To add more emphasis to the fact that the body needs nature for cooling purposes, you want to bold the words, every Saturday. The following step bolds this text.

1 • With the words,

every Saturday, selected, click the Bold button on the mini toolbar to bold the two words (Figure 1–26).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Other Ways

1. Press CTRL+SHIFT+RIGHT ARROW repeatedly until desired words are selected

Figure 1–26

To Increase Font Size

The following steps increase the font size from 24 to 28 point. Why? To add emphasis, you increase the font size for the words, every Saturday.

1 With the words, every Saturday, still selected, click the ‘Increase Font Size’ button on the mini toolbar once (Figure 1–27).

2 Click outside the selected area to deselect the two words.

Other Ways

1. Right-click selected text, click Font on shortcut menu, click Font tab (Font dialog box), click Bold in Font style list, click OK button

2. Select text, click Bold button (Home tab | Font group)

3. Click Font dialog box launcher (Home tab | Font group), click Font tab (Font dialog box), click Bold in Font style list, click OK button

4. Select text, press CTRL+B

text to be formatted is selected

selected words are bolded

default font size is 24 point

Bold button selected

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 19

Adding New Slides, Changing Slide Layouts, and Changing the Theme Slide 3 in Figure 1–1c contains two pictures: a grasshopper and a dragonfly. Slide 4 in Figure 1–1d contains an illustration of a firefly and does not contain a bulleted list. When you add a new slide, PowerPoint applies the Title and Content layout. This layout and the Title Slide layout for Slide 1 are the default styles. A layout specifies layout specifies layout the arrangement of placeholders on a slide. These placeholders are arranged in various configurations and can contain text, such as the slide title or a bulleted list, or they can contain content, such as SmartArt graphics, pictures, charts, tables, and shapes. The placement of the text, in relationship to content, depends on the slide layout. You can specify a particular slide layout when you add a new slide to a presentation or after you have created the slide.

Using the layout gallery, you can choose a slide layout. The nine layouts in this gallery have a variety of placeholders to define text and content positioning and formatting. Three layouts are for text: Title Slide, Section Header, and Title Only. Five are for text and content: Title and Content, Two Content, Comparison, Content with Caption, and Picture with Caption. The Blank layout has no placeholders. If none of these standard layouts meets your design needs, you can create a custom layout. A custom layout specifies the number, size, and location of placeholders, background content, and optional slide and placeholder-level properties.

When you change the layout of a slide, PowerPoint retains the text and objects and repositions them into the appropriate placeholders. Using slide layouts eliminates the need to resize objects and the font size because PowerPoint automatically sizes the objects and text to fit the placeholders. At any time when creating the slide content, you can change the theme and variant to give the presentation a different look and feel.

Figure 1–27

To Add a New Slide and Enter a Slide Title and Headings

The text on Slide 3 in Figure 1–1c consists of a title and two headings. The appropriate layout for this slide is named Comparison. Why? The Comparison layout has two headings and two text placeholders adjacent to each other, so an audience member easily can compare and contrast the items shown side by side. The following steps add Slide 3 to the presentation with the Comparison layout and then enter the title and heading text for this slide.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

‘Increase Font Size’ button

new font size is 28 point

BTW Customizing a Slide Layout PowerPoint provides a wide variety of slide layouts for each theme, but you can customize the layouts to make your deck unique. Display the View tab, click Slide Master (View tab | Master Views group), select the thumbnail below the slide master in the left pane that you would like to customize, and then make the desired modifications.

PPT 20 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

1 • Click the New Slide

arrow in the Slides group to display the Berlin layout gallery (Figure 1–28).

2 • Click Comparison to

add Slide 3 and apply that layout (Figure 1–29).

Figure 1–28

Figure 1–29

New Slide arrow

layout gallery

Comparison layout desired for Slide 3

Home tab

Slide 3 added to presentation with Comparison layout

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 21

3 • Type Afternoon Insect Identification in the title text placeholder.

• Click the left heading placeholder with the label, ‘Click to add text’, to select this placeholder (Figure 1–30).

4 • Type Grasshoppers and then press the ENTER key.

• Type (also known as locusts) but do not press the ENTER key.

• Select the right heading placeholder and then type Dragonflies and press the ENTER key.

• Type (often mistaken for damselflies) but do not press the ENTER key (Figure 1–31).

What is the white box with the arrow between the placeholders? The text is too large to �t in the placeholder using the default font and paragraph attributes, so PowerPoint adjusts the text so it displays properly. That icon informs you that the font was altered.

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To Add a Slide with the Title Only Layout

The following steps add Slide 4 to the presentation with the Title Only slide layout style. Why? The only text on the slide is the title, and the majority of the slide content is the illustration.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

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Figure 1–30

Figure 1–31

Slide 3 title text

left heading placeholder selected

heading text entered in left and right heading placeholders

icon indicates heading font was changed to fit placeholder

PPT 22 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

1 • If necessary, click

Home on the ribbon to display the Home tab.

• Click the New Slide arrow (Home tab | Slides group) to display the Berlin layout gallery (Figure 1–32).

Figure 1–32

2 • Click Title Only to add a new slide and apply that layout to Slide 4 (Figure 1–33).

Figure 1–33Figure 1–33

New Slide arrow

Title Only layout desired for Slide 4

Slide 4 added to presentation with Title Only layout

Title Only layout applied to Slide 4 has title placeholder

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 23

To Enter a Slide Title

The only text on Slide 4 is the title. The following step enters the title text for this slide.

1 Type Twilight Firefly Hikes as the title text but do not press the ENTER key (Figure 1–34).

To Change the Theme

A theme provides consistency in design and color throughout the entire presentation by setting the color scheme, font set, and layout of a presentation. This collection of formatting choices includes a set of colors (the Theme Colors group), a set of heading and content text fonts (the Theme Fonts group), and a set of lines and fill effects (the Theme Effects group). These groups allow you to choose and change the appearance of all the slides or individual slides in your presentation. Why? At any time while creating the slide deck, you may decide to switch the theme so that the slides have a totally different appearance. The following steps change the theme for this presentation from Berlin to Main Event.

1 • Click Design on the

ribbon to display the Design tab (Figure 1–35).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Figure 1–34

Figure 1–35

Slide 4 title text

Design tab

clicking More button in Themes group will show more design themes

Themes group

PPT 24 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

3 • Click the Main Event theme to apply this theme to all four slides (Figure 1–37).

If I decide at some future time that this design does not fit the theme of my presentation, can I apply a different design? Yes. You can repeat these steps at any time while creating your presentation.

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2 • Click the More

button (Design tab | Themes group) to expand the gallery, which shows more theme gallery options. If necessary, scroll down to the bottom of the gallery to view the Main Event thumbnail (Figure 1–36).

Experiment

• Point to various document themes in the Themes gallery and watch the colors and fonts change on the title slide.

Are the themes displayed in a specific order? No. Your themes might be in a different order than shown here.

How can I determine the theme names? If you point to a theme, a ScreenTip with the theme’s name appears on the screen.

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Figure 1–37

Figure 1–36

expanded gallery

scroll box moved to bottom of vertical scroll bar

Main Event theme

gray borders indicate Main Event theme applied with red variant

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 25

To Change the Variant

When you began creating this presentation, you selected the Berlin theme and then chose a green variant. You can change the color variation at any time for any theme. Why? The new Main Event theme has a default red color, but you want to emphasize the green color associated with nature, just like you initially did when you chose the green variant for the Berlin theme. The following steps change the variant from red to green.

1 • Point to the green

variant (Design tab | Variants group) to see a preview of the green variant on Slide 4 (Figure 1–38).

Experiment

• Point to the orange, green, and blue variants and watch the colors change on the slide.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

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Figure 1–38

Figure 1–39

2 • Click the green

variant to apply this color to all four slides (Figure 1–39).

If I decide at some future time that this color variation does not fit the theme of my presentation, can I apply a different variant? Yes. You can repeat these steps at any time.

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Break Point: If you wish to take a break, this is a good place to do so. You can exit PowerPoint now. To resume at a later time, run PowerPoint, open the file called Tall Oaks, and continue following the steps from this location forward. For a detailed example of exiting PowerPoint, running PowerPoint, and opening a file, refer to the Office and Windows module at the beginning of the book.

red variant retained on thumbnails green variant

previewed on Slide 4

desired green variant

gray border indicates green variant is applied

3 • Save the presentation again on the same storage location with the same �le name.

Why should I save the presentation again? You have made several modi�cations to the presentation since you last saved it. Thus, you should save it again.Q

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PPT 26 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Move to Another Slide in Normal View

Why? When creating or editing a presentation in Normal view (the view you are currently using), you often want to display a slide other than the current one. Before continuing with developing this project, you want to display the title slide. You can click the desired slide in the Slides tab or drag the scroll box on the vertical scroll bar; if you are using a touch screen, you can tap the desired slide in the Slides tab. When you drag the scroll box, the slide indicator shows the number and title of the slide you are about to display. Releasing shows the slide. The slide indicator shows the number and title of the slide you are about to display. Releasing shows the slide. The slide indicator following steps move from Slide 4 to Slide 1 using the scroll box in the Slide pane.

1 • Position the pointer on the scroll box.

• Press and hold down the mouse button so that Slide: 4 of 4 Twilight Firefly Hikes appears in the slide indicator (Figure 1–40).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

PowerPoint Views The PowerPoint window display varies depending on the view. A view is the mode in view is the mode in view which the presentation appears on the screen. You will use some views when you are developing slides and others when you are delivering your presentation. When creating a presentation, you most likely will use Normal, Slide Sorter, Notes Pane, and Outline views. When presenting your slides to an audience, you most likely will use Slide Sorter, Presenter, and Reading views.

The default view is Normal view, which is composed of three areas that allow you to work on various aspects of a presentation simultaneously. The large area in the middle, called the Slide pane, displays the slide you currently are developing and allows you to enter text, tables, charts, graphics, pictures, video, and other elements. As you create the slides, miniature views of the individual slides, called thumbnails, are displayed in the Slides tab on the left of the screen. You can rearrange the thumbnails in this pane. The Notes pane, by default, is hidden at the bottom of the window. If you want to type notes to yourself or remarks to share with your audience, you can click the Notes button in the status bar to open the Notes pane. After you have created at least two slides, a scroll bar containing scroll bar containing scroll bar scroll arrows and scroll boxes will appear on the right edge of the window.

Figure 1–40

Slide 4 thumbnail has orange border

vertical scroll bar

slide indicator

Previous Slide button

Next Slide button

scroll box

BTW Welcome Back! If you are designing a slide in your deck other than Slide 1 and then save and close the document, PowerPoint’s Welcome back! feature allows you to continue where you left off at the last save when you open the document. You may need to adjust the zoom if you are working at a different level than the default setting.

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 27

2 • Drag the scroll box up the vertical scroll bar

until Slide: 1 of 4 Autumn Family Programs appears in the slide indicator (Figure 1–41).

Figure 1–42

Figure 1–41

3 • Release so that Slide 1 appears in the Slide pane and the Slide 1 thumbnail has an orange border in the Slides tab

(Figure 1–42).

Other Ways

1. Click Next Slide button or Previous Slide button to move forward or back one slide

2. Click slide in Slides tab 3. Press PAGE DOWN or PAGE UP to move forward or back one slide

drag scroll box up

slide indicator

orange border surrounds Slide 1 thumbnail

Slide 1 is displayed

PPT 28 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Insert a Picture into the Title Slide

Slide 1 uses the Title Slide layout, which has two placeholders for text but none for graphical content. You desire to place a graphic on Slide 1. Why? It is likely that your viewers will see an image on this slide before they read any text, so you want to include a picture to create interest in the presentation and introduce your audience to the topic. For this presentation, you will insert a photograph of several leaves that have changed colors. Later in this module, you will resize and position the picture in an appropriate location. The following steps add a picture to Slide 1.

1 • Click Insert on the ribbon to display the Insert tab.

• Click the Pictures button (Insert tab | Images group) to display the Insert Picture dialog box.

What should I do if no pictures are displayed when I click the Pictures button? You may need to click the Online Pictures button instead of the Pictures button.

2 • Navigate to the Data

Files and the Module 01 folder. Click the Autumn Leaves picture to select that �le (Figure 1–43).

Why do I see only a list of file names and not thumbnails of the pictures in my folder? Your view is different from the view shown in Figure 1–43.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

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Inserting Pictures into Slides Adding pictures can help increase the visual and audio appeal of many slides. These images may include photographs, illustrations, and other artwork. If you have a Microsoft account, you can add pictures from websites, including Flickr and OneDrive.

You can add pictures to your presentation in two ways. One way is by selecting one of the slide layouts that includes a content placeholder with a Pictures button. A second method is by clicking the Pictures button in the Images area on the Insert tab. Clicking the Pictures button opens the Insert Picture dialog box. The Insert Picture dialog box allows you to search for picture files that are stored on your computer or a storage box allows you to search for picture files that are stored on your computer or a storage box device. Contact your instructor if you need the pictures used in the following steps.

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How can you design a title slide that holds your audience’s attention? Develop a slide that re�ects the content of your presentation but does so in a thought-provoking way. A title, at the very least, should prepare your audience for the material they are about to see and hear. Look for ways to focus attention on your theme and the method in which you plan to present this theme. A unique photograph or graphic can help generate interest. You may decide to introduce your topic with a startling fact, a rhetorical question, or a quotation. The device you choose depends upon your audience, the occasion, and the presentation’s purpose.

Figure 1–43

Insert button

desired picture selected

Insert Picture dialog box

icons show names of pictures from Data Files (your list may differ)

BTW Microsoft Clip Organizer Previous versions of Microsoft Office stored photos, illustrations, animations, videos, and other media in the Clip Organizer. Office 2016 has replaced this feature with the Insert Pictures dialog box, which is displayed when you click the Online Pictures button (Insert tab | Images group). You then can search for and insert files using Bing Image Search.

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 29

3 • Click the Insert button (Insert

Picture dialog box) to insert the picture into Slide 1 (Figure 1–44).

Can I double-click the picture or file name instead of selecting it and clicking the Insert button? Yes. Either method inserts the picture.

Why is this picture displayed in this location on the slide? The slide layout does not have a content placeholder, so PowerPoint inserts the �le in an area of the slide. You will move and resize the picture later in this module.

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Figure 1–44

To Insert a Picture into a Slide without a Content Placeholder

The next step is to add an owl picture to Slide 2. This slide has a bulleted list in the text placeholder, so the icon group does not display in the center of the placeholder. Later in this module, you will resize the inserted picture. The following steps add one picture to Slide 2.

1 Click the Slide 2 thumbnail in the Slides tab to display Slide 2.

2 Click Insert on the ribbon to display the Insert tab and then click the Pictures button (Insert tab | Images group) to display the Insert Picture dialog box.

3 If necessary, scroll down the list of �les, click Owl to select the �le, and then click the Insert button to insert the picture into Slide 2 (Figure 1–45).

Why is my picture a different size from the one shown in Figure1-1b? The clip was inserted into the slide and not into a content placeholder. You will resize the picture later in this module.

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Figure 1–45

Picture Tools Format tab appears when picture is selected

desired picture inserted into Slide 1

desired picture inserted into Slide 2

BTW Wrapping Text around a Photo PowerPoint does not allow you to wrap text around a picture or other graphics, such as tables, shapes, and charts. This feature, however, is available in Word.

PPT 30 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Insert a Picture into a Content Placeholder

Slide 3 uses the Comparison layout, which has a content placeholder below each of the two headings. You desire to insert pictures into both content placeholders. Why? You want to display two insects that participants likely will identify during the program at the nature center. The following steps insert a picture of a grasshopper into the left content placeholder and a dragonfly into the right content placeholder on Slide 3.

1 • Click the Slide 3

thumbnail in the Slides tab to display Slide 3 (Figure 1–46).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Figure 1–46

2 • Click the Pictures

icon in the left content placeholder to select that placeholder and to open the Insert Picture dialog box.

• If necessary, scroll down the list of files, click Grasshopper to select the file, and then double- click to insert the picture into the left content placeholder (Figure 1–47).

Do I need to select the file name before double-clicking to insert the picture? No. You just can double-click the �le name.

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Figure 1–47

Slide 3 thumbnail

Pictures icon in left content placeholder

Pictures icon in right content placeholder

desired Grasshopper picture inserted into left content placeholder

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 31

3 • Click the Pictures

icon in the right content placeholder to select that placeholder and to open the Insert Picture dialog box.

• If necessary, scroll down the list to display the Dragonfly file name and then insert this picture into the right content placeholder (Figure 1–48).

Figure 1–48

Figure 1–49

To Insert a Picture into a Slide without a Content Placeholder

Next, you will add a picture to Slide 4. This picture is an illustration, not an actual photograph, of a firefly. You will not insert this file into a content placeholder, so it will display in the center of the slide. Later in this module, you will resize this picture. You locate and insert illustrations in the same manner you used to insert photos. The following steps add an illustration picture to Slide 4.

1 Click the Slide 4 thumbnail in the Slides tab.

2 Display the Insert tab, click the Pictures button, and then insert the Fire�y �le into Slide 4 (Figure 1–49).

desired Dragonfly picture inserted into right content placeholder

desired Firefly illustration inserted into Slide 4

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PPT 32 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Proportionally Resize Pictures

Why? On Slides 1, 2, and 4, the picture and illustration sizes are too large to display aesthetically on the slides. At times it is important to maintain the proportions of a picture, such as when a person is featured prominently. To change the size of a picture and keep the width and height in proportion to each other, drag the corner sizing handles to view how the image will look on the slide. Using these corner handles maintains the graphic’s original proportions. If, however, the proportions do not need to be maintained precisely, as with the owl picture on Slide 2, drag the side sizing handles to alter the proportions so that the graphic’s height and width become larger or smaller. The following steps proportionally decrease the size of the Slide 1 picture using a corner sizing handle.

1 • Click the Slide 1

thumbnail in the Slides tab to display Slide 1.

• Click the leaves picture to select it and display the selection rectangle.

• Point to the lower- right corner sizing handle on the picture so that the pointer changes to a two-headed arrow (Figure 1–50).

I am using a touch screen and do not see a two-headed arrow when I press and hold the lower- right sizing handle. Why? Touch screens may not display pointers; you can just press and slide sizing handles to resize.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

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Break Point: If you wish to take a break, this is a good place to do so. You can save your presentation and then exit PowerPoint now. To resume at a later time, run PowerPoint, open the file called Tall Oaks, and continue following the steps from this location forward.

Resizing Photos and Illustrations Sometimes it is necessary to change the size of pictures and illustrations. Resizing includes enlarging or reducing the size of a graphic. You can resize these images using a variety of techniques. One method involves changing the size of a picture by specifying exact dimensions in a dialog box. Another method involves sliding or dragging one of the graphic’s sizing handles to the desired location. A selected graphic appears surrounded by a selection rectangle, which has small circles, called sizing handles or move handles, at each corner and middle location.

Figure 1–50

mouse pointer is two-headed arrow

sizing handles

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 33

2 • Drag the sizing handle diagonally

toward the upper-left corner of the slide until the lower-right sizing handle or the crosshair is positioned approximately as shown in Figure 1–51.

What if the picture is not the same size as the one shown in Figure 1–51? Repeat Steps 1 and 2.

Can I drag any corner sizing handle diagonally inward toward the opposite corner to resize the picture? Yes.

3 • Release to resize the

picture.

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Figure 1–51

Figure 1–52

To Nonproportionally Resize the Photograph on Slide 2

Why? The height of the owl picture in Slide 2 extends from the top to the bottom of the slide. The width, however, will cover some of the text when the picture is positioned on the right side of the slide. The width of this picture can be decreased slightly without negatively distorting the original image. You can decrease the width of a picture by sliding or dragging one of the sizing handles on the sides of the image. The following steps resize the width of the nature bottle picture using a sizing handle along the side of the image.

1 • Display Slide 2 and

then click the owl picture to select it and display the selection rectangle.

• Click the Zoom Out button as many times as necessary until the Zoom level is 50%.

• Point to the middle sizing handle on the bottom edge of the picture so that the pointer changes to a two-headed arrow (Figure 1–52).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

new picture size

Picture Tools Format tab

pointer changes shape to crosshair

Zoom Out button

Zoom level is 50%

middle sizing handle

pointer changes to two-headed arrow

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PPT 34 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

2 • Drag the sizing

handle upward until the sizing handle or crosshair is positioned on the top of the green bar, as shown in Figure 1–53.

What if the picture is not the same size as the one shown in Figure 1–53? Repeat Steps 1 and 2.

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3 • Release to resize the

picture.

• Click outside the picture to deselect it (Figure 1–54).

What if I want to return the picture to its original size and start again? With the picture selected, click the Reset Picture arrow (Picture Tools Format tab | Adjust group) and then click Reset Picture & Size in the Reset Picture gallery.

What happened to the Picture Tools Format tab? When you click outside the picture, PowerPoint deselects the object and removes the Picture Tools Format tab from the screen.

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Figure 1–53

Figure 1–54

To Resize the Illustration on Slide 4

The firefly picture illustration on Slide 4 can be reduced slightly to fit entirely on the slide. You resize an illustration in the same manner that you resize a photograph. You want to maintain the proportions of the character and nature in this illustration, so you will drag one of the corner sizing handles. The following steps resize this illustration using a corner sizing handle.

picture resized on Slide 2

sizing handle becomes crosshair when moved and positioned on top of green bar

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 35

To Move Pictures

Why? After you insert a photo or an illustration on a slide, you might want to reposition it. The leaves picture on Slide 1 could be moved to the lower-left side of the slide, the owl on Slide 2 could be moved to the right side of the slide, and the illustration on Slide 4 could be positioned in the center of the slide. PowerPoint displays Smart Guides automatically when a picture, shape, or other object is moved and is close to lining up with another slide element. These layout guides, which display as dashed lines, help you align slide elements vertically and horizontally. They display when aligning to the left, right, top, bottom, and middle of placeholders and other objects on a slide. For example, a Smart Guide will display to help you align the right or left edge of a picture in relation to a text placeholder or to another picture. The following steps center the illustration on Slide 4 and move the pictures on Slides 2 and 1.

1 • If necessary, click the �re�y illustration on

Slide 4 to select it.

• With the four-headed arrow displaying, drag the illustration downward and toward the left until the horizontal Smart Guide is displayed under the title text placeholder and the vertical Smart Guide is displayed through the center of the slide, as shown in Figure 1–56, and then release.

• If necessary, select the illustration and then use the ARROW keys to position it precisely as shown in Figure 1–56.

The firefly still is not located exactly where I want it to display. What can I do to align the image? Press the CTRL key while you press the ARROW keys. This key combination moves the illustration in smaller increments than when you press only an ARROW key.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

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A 1 Display Slide 4 and then click the �re�y illustration to select it.

2 Drag any corner sizing handle on the illustration diagonally inward until the illustration is positioned and resized approximately as shown in Figure 1–55.

Figure 1–55

Figure 1–56

illustration resized on Slide 4

pointer changes to four-headed arrow

horizontal Smart Guide

vertical Smart Guide

PPT 36 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

3 • Display Slide 1 and

then click the leaves picture to select it.

• Drag the picture downward until the horizontal Smart Guide is displayed under the title text placeholder and the vertical Smart Guide is displayed near the left side of the slide, as shown in Figure 1–58, and then release.

Can I move the picture in small increments? Yes. To move or nudge the picture in very small increments, hold down the CTRL key with the picture selected while pressing the ARROW keys. You cannot perform this action using a touch screen.

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2 • Display Slide 2 and

then click the owl picture to select it.

• Drag the picture downward and to the right until the horizontal Smart Guide is displayed above the title text placeholder and the right edge is aligned with the vertical gray bar on the right side of the slide (Figure 1–57).

Figure 1–57

Figure 1–58

To Rotate a Picture

Why? The Main Event Title Slide layout is angled, so the picture would complement the design by being angled, too. Dragging the rotation handle above a selected object allows you to rotate an object in any direction. The following steps rotate the leaves picture.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

picture moved to desired location

horizontal Smart Guide

vertical gray bar

picture moved to desired location

horizontal Smart Guide

vertical Smart Guide

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 37

1 • With the leaves

picture selected, position the mouse pointer over the rotation handle so that it changes to a Free Rotate pointer (Figure 1–59).

2 • Drag the

rotation handle counterclockwise and then move the picture so that it is displayed as shown in Figure 1–60.

Figure 1–59

Figure 1–60

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Ending a Slide Show with a Closing Slide All the text for the slides in the Tall Oaks slide show has been entered. This presentation thus far consists of a title slide, one text slide with a multilevel bulleted list, a third slide with a Comparison layout, and a fourth slide for an illustration. A closing slide that resembles the title slide is the final slide to create.

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What factors should you consider when developing a closing slide for the presentation? After the last slide appears during a slide show, the default PowerPoint setting is to end the presentation with a black slide. This black slide appears only when the slide show is running and concludes the slide show, so your audience never sees the PowerPoint window. It is a good idea, however, to end your presentation with a �nal closing slide to display at the end of the presentation. This slide ends the presentation gracefully and should be an exact copy, or a very similar copy, of your title slide. The audience will recognize that the presentation is drawing to a close when this slide appears. It can remain on the screen when the audience asks questions, approaches the speaker for further information, or exits the room.

rotation handle changes to Free Rotate pointer

sizing handles indicate Autumn Leaves picture selected

rotation handle dragged counterclockwise and picture moved

PPT 38 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Duplicate a Slide

Why? When two slides contain similar information and have the same format, duplicating one slide and then making minor modifications to the new slide saves time and increases consistency. Slide 5 will have the same layout and design as Slide 1. The most expedient method of creating this slide is to copy Slide 1 and then make minor modifications to the new slide. The following steps duplicate the title slide.

1 • With Slide 1

selected, click the New Slide arrow (Home tab | Slides group) to display the Main Event layout gallery (Figure 1–61).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

2 • Click ‘Duplicate

Selected Slides’ in the Main Event layout gallery to create a new Slide 2, which is a duplicate of Slide 1 (Figure 1–62).

Figure 1–61

Figure 1–62

New Slide arrow

clicking ‘Duplicate Selected Slides’ creates copy of Slide 1

Main Event layout gallery

new Slide 2 selected and is duplicate of Slide 1

presentation consists of 5 slides

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 39

To Arrange a Slide

The new Slide 2 was inserted directly below Slide 1 because Slide 1 was the selected slide. This duplicate slide needs to display at the end of the presentation directly after the final title and content slide. Why? It is a closing slide that reinforces the concept presented in Slide 1 and indicates to your audiences that your presentation is ending.

Changing slide order is an easy process and is best performed in the Slides tab. When you click the thumbnail and begin to drag it to a new location, the remaining thumbnails realign to show the new sequence. When you release, the slide drops into the desired location. Hence, this process of sliding or dragging and then dropping the thumbnail in a new location is called drag and drop. You can use the drag-and-drop method to move any selected item, including text and graphics. The following step moves the new Slide 2 to the end of the presentation so that it becomes a closing slide.

1 • With Slide 2

selected, drag the Slide 2 slide thumbnail below the last slide in the Slides tab so that it becomes the new Slide 5 (Figure 1–63).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

Figure 1–63

Making Changes to Slide Text Content After creating slides in a presentation, you may find that you want to make changes to the text. Changes may be required because a slide contains an error, the scope of the presentation shifts, or the style is inconsistent. This section explains the types of changes that commonly occur when creating a presentation.

You generally make three types of changes to text in a presentation: additions, replacements, and deletions.

• Additions are necessary when you omit text from a slide and need to add it later. You may need to insert text in the form of a sentence, word, or single character. For example, you may want to add the presenter’s middle name on the title slide.

• Replacements are needed when you want to revise the text in a presentation. For example, you may want to substitute the word, their, for the word, there.

Other Ways

1. Click Slide Sorter button on status bar, drag thumbnail to new location

2. Click Slide Sorter button (View tab | Presentation Views group), click slide thumbnail, drag thumbnail to new location

Break Point: If you wish to take a break, this is a good place to do so. Be sure to save the Tall Oaks file again and then you can exit PowerPoint. To resume at a later time, run PowerPoint, open the file called Tall Oaks, and continue following the steps from this location forward.

cursor shape indicates drag-and-drop method

PPT 40 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Delete Text in a Placeholder

Why? To keep the ending slide clean and simple, you want to edit a few words in the slide title and subtitle text. The following steps change Autumn to Register For and then change Tall Oaks Nature Center to Call 555-8928 today! in the placeholders.

1 • With Slide 5 selected, position

the pointer immediately to the left of the �rst character of the text to be selected in the title text placeholder (in this case, the A in the word, Autumn).

• Drag the pointer through the last character of the text to be selected (in this case, the n in the word, Autumn) (Figure 1–64).

Can I drag from left to right or right to left? Yes. Either direction will select the letters.

Could I also have selected the word, Autumn, by double-clicking it? Yes. Either method works to select a word.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

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• Deletions are required when text on a slide is incorrect or no longer is relevant to the presentation. For example, a slide may look cluttered. Therefore, you may want to remove one of the bulleted paragraphs to add more space.

Editing text in PowerPoint basically is the same as editing text in a word processing program. The following sections illustrate the most common changes made to text in a presentation.

Replacing Text in an Existing Slide When you need to correct a word or phrase, you can replace the text by selecting

the text to be replaced and then typing the new text. As soon as you press any key on the keyboard, the selected text is deleted and the new text is displayed.

PowerPoint inserts text to the left of the insertion point. The text to the right of the insertion point moves to the right (and shifts downward if necessary) to accommodate the added text.

Deleting Text You can delete text using one of many methods. One is to use the backspace

key to remove text just typed. The second is to position the insertion point to the left of the text you want to delete and then press the delete key. The third method is to drag through the text you want to delete and then click the Cut button on the mini toolbar, press delete or backspace key, or press ctrl+x. Use the third method when deleting large sections of text.

Figure 1–64

Cut button available because text is selected

selected text will be deleted

duplicate slide in new location at end of presentation

BTW Selecting Nonadjacent Text In PowerPoint, you can use keyboard keys to select letters, numbers, or special characters not next to each other. This is especially helpful when you are applying the same formatting to multiple words. To select nonadjacent text, select the first item, such as a word or paragraph, as usual; then, press and hold down the CTRL key. While holding down the CTRL key, select additional items.

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 41

4 • Type Call 816-555-8928 today! as the new subtitle text (Figure 1-67).

• If requested by your instructor, change the last four digits of the phone number in the subtitle text placeholder, 8928, to the last four digits of your phone number.

• Press the DELETE key to delete the selected text.

• Type Register for as the first words in the title text placeholder (Figure 1–65).

Could I have typed these words while the word, Autumn, was selected without cutting the text first? Yes. Either method works to replace words. You will use this alternate method in the next step.

Why does the text display with all capital letters despite the fact that I am typing uppercase and lowercase letters? The Main Event theme uses the All Caps effect for the title and subtitle text. This effect converts lowercase letters to uppercase letters.

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Figure 1–65

Figure 1–67

Figure 1–66

3 • Position the

pointer anywhere in the subtitle text placeholder other than on the picture and then triple-click to select all the text, Tall Oaks Nature Center (Figure 1–66).

Other Ways

1. Right-click selected text, click Cut on shortcut menu 2. Select text, press DELETE or BACKSPACE key 3. Select text, press CTRL+X

revised text

selected text will be deleted

revised text

PPT 42 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Add a Transition between Slides

Why? Transitions add interest when you advance the slides in a presentation and make a slide show presentation look professional. In this presentation, you apply the Wind transition in the Exciting category to all slides and change the transition speed from 2 seconds to 3 seconds. The following steps apply this transition to the presentation.

1 • Click the Transitions

tab on the ribbon and then point to the More button (Transitions tab | Transition to This Slide group) in the Transition to This Slide gallery (Figure 1–68).

Is a transition applied now? No. None, the �rst slide icon in the Transition to This Slide group, is selected, which indicates no transition has been applied.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

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Adding a Transition PowerPoint includes a wide variety of visual and sound effects that can be applied to text or content. A slide transition is a special effect used to progress from one slide to the next in a slide show. You can control the speed of the transition effect and add a sound.

Figure 1–68

Figure 1–69

2 • Click the More button to expand the Transitions gallery.

• Point to the Wind transition in the Exciting category in the Transitions gallery (Figure 1–69).

gray border indicates no transition applied

Transition to This Slide group

More button

Transitions tab

Transitions gallery

Exciting category

no star under slide number indicates no transition is applied

desired transition

default duration is 02.00 seconds

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 43

3 • Click Wind in the

Exciting category in the Transitions gallery to view a preview of this transition and to apply this transition to the closing slide.

Why does a star appear next to Slide 5 in the Slides tab? The star indicates that a transition animation effect is applied to that slide.

• Click the Duration up arrow (Transitions tab | Timing group) four times to change the transition speed from 02.00 seconds to 03.00 seconds (Figure 1–70).

Why did the time change from the default 02.00 to 03.00? Each transition has a default duration time. The default Wind transition time is 02.00 seconds.

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Figure 1–70

Figure 1–71

4 • Click the Preview

Transitions button (Transitions tab | Preview area) to view the transition and the new transition time (Figure 1–71).

Can I adjust the duration time I just set? Yes. Click the Duration up or down arrows or type a speed in the Duration box and preview the transition until you �nd the time that best �ts your presentation.

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Preview Transitions button

Wind transition is previewed

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star under slide number indicates transition is applied

Wind transition applied

new duration is 03.00 seconds

Duration up arrow

PPT 44 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

Document Properties PowerPoint helps you organize and identify your files by using document

properties, which are the details about a file such as the project author, title, and subject. For example, a class name or presentation topic can describe the file’s purpose or content.

5 • Click the ‘Apply

To All’ button (Transitions tab | Timing group) to apply the Wind transition and the increased transition time to Slides 1 through 4 in the presentation (Figure 1–72).

What if I want to apply a different transition and duration to each slide in the presentation? Repeat Steps 2 and 3 for each slide individually.

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Figure 1–72

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• Users can save time locating a particular �le because they can view a �le’s document properties without opening the presentation.

• By creating consistent properties for �les having similar content, users can better organize their presentations.

• Some organizations require PowerPoint users to add document properties so that other employees can view details about these files.

TO CHANGE DOCUMENT PROPERTIES To change document properties, you would follow these steps.

1. Click File on the ribbon to open the Backstage view and then, if necessary, click the Info tab in the Backstage view to display the Info gallery.

2. If the property you wish to change is displayed in the Properties list in the right pane of the Info gallery, try to click that property. If a text box with that property is displayed, type the text for the property in the box, and then click the Back button in the upper-left corner of the Backstage view to return to the PowerPoint window. Skip the remaining steps.

BTW Printing Document Properties PowerPoint 2016 does not allow you to print document properties. This feature, however, is available in other Office 2016 apps, including Word and Excel.

‘Apply To All’ button

stars under slide numbers indicate transition is applied to all slides in presentation

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 45

3. If the property you wish to change is not displayed in the Properties list in the right pane of the Info gallery or you cannot change it in the Info gallery, click the Properties button in the right pane to display the Properties menu, and then click Advanced Properties on the Properties menu to display the Summary tab in the Properties dialog box.

Why are some of the document properties in my Document Information Panel already filled in? The person who installed Of�ce 2016 on your computer or network may have set or customized the properties.

4. Type the desired text in the appropriate property boxes.

5. Click the OK button (Properties dialog box) to close the dialog box

6. Click the Back button in the upper-left corner of the Backstage view to return to the PowerPoint presentation window.

Viewing the Presentation in Slide Show View The ‘Start From Beginning’ button, located in the Quick Access Toolbar, allows you to show a presentation using a computer. As the name implies, the first slide to be displayed always will be Slide 1. You also can run a presentation starting with the slide currently displaying when you click the Slide Show button on the status bar. In either case, PowerPoint displays the slides on the full screen without any of the PowerPoint window objects, such as the ribbon. The full-screen slide hides the toolbars, menus, and other PowerPoint window elements.

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To Start Slide Show View

Why? You run a presentation for your audience so they can see the slides in their entirety and view any transitions or other effects added to the slides. When making a presentation, you use Slide Show view. You can start Slide Show view from Normal view or Slide Sorter view. Slide Show view begins when you click the ‘Start From Beginning’ button or the Slide Show button. The following steps start Slide Show view starting with Slide 1.

1 • Point to the ‘Start

From Beginning’ button (Figure 1–73).

What would have displayed if I had clicked the Slide Show button instead of the ‘Start From Beginning’ button? When you click the Slide Show button to start the presentation, PowerPoint begins the show with the currently displayed slide, which in this case is Slide 5. Only Slide 5 would display during the slide show.

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

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Figure 1–73

BTW PowerPoint Help At any time while using PowerPoint, you can find answers to questions and display information about various topics through PowerPoint Help. Used properly, this form of assistance can increase your productivity and reduce your frustrations by minimizing the time you spend learning how to use PowerPoint. For instructions about PowerPoint Help and exercises that will help you gain confidence in using it, read the Office and Windows module at the beginning of this book.

‘Start From Beginning’ button

Normal view button is selected

Slide Show button

PPT 46 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

To Move Manually through Slides in a Slide Show

After you begin Slide Show view, you can move forward or backward through the slides. PowerPoint allows you to advance through the slides manually or automatically. During a slide show, each slide in the presentation shows on the screen, one slide at a time. Each time you click, the next slide appears. The following steps move manually through the slides. Why? You can control the length of time each slide is displayed and change the preset order if you need to review a slide already shown or jump ahead to another slide designed to display later in the presentation.

1 • Click each slide until Slide 5

(Register for Family Programs) is displayed (Figure 1–75).

1 INSERT PRESENTATION SLIDES | 2 ENTER TEXT | 3 FORMAT TEXT | 4 INSERT GRAPHICAL ELEMENTS

5 SIZE & POSITION | 6 ENHANCE SLIDE SHOW | 7 DISPLAY SLIDES

2 • Click the ‘Start From Beginning’

button to display the transition and the title slide (Figure 1–74).

Where is the PowerPoint window? When you run a slide show, the PowerPoint window is hidden. It will reappear once you end your slide show.

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Figure 1–74

Figure 1–75

Other Ways

1. Display Slide 1, click Slide Show button on status bar

2. Click ‘Start From Beginning’ button (Slide Show tab | Start Slide Show group)

3. Press F5

transition displayed as title slide appears in Slide Show view

transition and Slide 5 displayed in Slide Show view

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 47

2 • Click Slide 5 so that the black

slide appears with a message announcing the end of the slide show (Figure 1–76).

I see a small toolbar in the lower- left corner of my slide. What is this toolbar? You may see the Slide Show toolbar when you begin running a slide show and then click a slide or move the pointer. The buttons on this toolbar allow you to navigate to the next slide or the previous slide, to mark up the current slide, or to change the current display. If you do not see the toolbar, hover the mouse near the lower-left corner of the screen.

3 • Click the black slide to return to Normal view in the PowerPoint window.

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Figure 1–76

Other Ways

1. Press PAGE DOWN to advance one slide at a time, or press PAGE UP to go back one slide at a time

2. Press RIGHT ARROW or DOWN ARROW to advance one slide at a time, or press LEFT ARROW or UP ARROW to go back one slide at a time

3. If Slide Show toolbar is displayed, click Next Slide or Previous Slide button on toolbar

To Save and Print the Presentation

It is a good practice to save a presentation before printing it, in the event you experience difficulties printing. For a detailed example of the procedure summarized below for saving and printing a presentation, refer to the Office and Windows module at the beginning of this book.

1 Save the presentation again on the same storage location with the same �le name.

2 Print the presentation.

Do I have to wait until my presentation is complete to print it? No, you can print a presentation at any time while you are creating it.

3 Because the project now is complete, you can exit PowerPoint.

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BTW Conserving Ink and Toner If you want to conserve ink or toner, you can instruct PowerPoint to print draft quality documents by clicking File on the ribbon to open the Backstage view, clicking the Options tab in the Backstage view to display the PowerPoint Options dialog box, clicking Advanced in the left pane (PowerPoint Options dialog box), scrolling to the Print area in the right pane, not placing a check mark in the High quality check box, and then clicking the OK button. Then, use the Backstage view to print the document as usual.

message announces end of slide show

Slide Show toolbar

PPT 48 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

Summary In this module, you learned how to use PowerPoint to create and enhance a presentation. Topics covered included applying and changing a document theme and variant, creating a title slide and text slides with a bulleted list, inserting pictures and then resizing and moving them on a slide, formatting and editing text, adding a slide transition, and viewing the presentation in Slide Show view.

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What decisions will you need to make when creating your next presentation? Use these guidelines as you complete the assignments in this module and create your own slide show decks outside of this class.

1. Determine the content you want to include on your slides.

2. Determine which theme and variant are appropriate.

3. Identify the slide layouts that best communicate your message.

4. Format various text elements to emphasize important points.

a) Select appropriate font sizes.

b) Emphasize important words with bold or italic type and color.

5. Locate graphical elements, such as pictures, that reinforce your message.

a) Size and position them aesthetically on slides.

6. Determine a storage location for the presentation.

7. Determine the best method for distributing the presentation.

Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 49

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Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Modifying Character Formats and Paragraph Levels and Moving an Illustration Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run PowerPoint. Open the presentation called Apply 1-1 Email Fraud, which is located in the Data Files.

The two slides in the presentation discuss phishing, which is a scam in which a perpetrator attempts to obtain an individual’s personal and/or ·nancial information. The document you open is an unformatted presentation. You are to modify the document theme, indent the paragraphs, resize and move the image, and format the text so the slides look like Figure 1–77.

Perform the following tasks: 1. Change the document theme to Droplet. Select the blue (third) variant. 2. On the title slide, use your name in place of Student Name and bold and italicize your name. 3. If requested by your instructor, change your first name to your grandmother’s first name on the

title slide. 4. Increase the title text font size to 60 point and then bold this text. Resize and position

the illustration using the Smart Guides to align the image with the bottom of the subtitle placeholder and the right edge of the placeholders, as shown in Figure 1–77a.

5. On Slide 2, increase the indent of the second, third, and fourth paragraphs to second-level paragraphs. Then combine paragraphs six and seven (Work related and Personal) to read, Work and personal messages can contain threats, as shown in Figure 1–77b. Increase the indent of this paragraph to second level.

(a) Slide 1 (Title Slide with a Picture)

Figure 1–77

(b) Slide 2 (Multilevel Bulleted List)

resize and position illustration60 point

font size

bold and italicize name

substitute your name

Droplet document theme and blue variant

second-level paragraphs

combined paragraph

Continued >

6. Apply the Ripple transition in the Exciting category to both slides. Change the duration to 3.00 seconds. Click the ‘Start From Beginning’ button to start the show from the first slide. Then click to display each slide and again to end the presentation.

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7. Save the presentation using the file name, Apply 1-1 Phishing. 8. Submit the revised document in the format specified by your instructor. 9. In Step 5 you combined two paragraphs and added text. How did this action improve the

slide content?

Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Changing Slide Theme, Layout, and Text Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run PowerPoint. Open the presentation called Extend 1-1 Waterfalls, which is located in the Data Files. Slide 1 is shown in Figure 1-78. You are aware that geologists have classified many types of waterfalls, including cascade and cataract, and the three slides in this file are part of a presentation you are developing for your geology class on this topic. Choose a theme, format the slides, and create a closing slide.

Perform the following tasks: 1. Change the document theme to Slice and the variant to green. 2. On Slide 1, format the text using techniques you learned in this module, such as changing the

font size and color and bolding and italicizing words. 3. Replace the text, Student Name, with your name. In addition, delete the bullet preceding your

name because, in most cases, a bullet is displayed as the first character in a list consisting of several paragraphs, not just one line of text. To delete the bullet, position the insertion point in the paragraph and then click the Bullets button (Home tab | Paragraph group).

4. Resize the picture and move it to an appropriate area on the slide. 5. On Slide 2, add bullets to the three paragraphs. To add bullets, select the paragraphs and then

click the Bullets button (Home tab | Paragraph group). Insert the picture called Cascade, which is located in the Data Files, resize it, and then move it to an appropriate area on the slide.

6. On Slide 3, add bullets to the two paragraphs. Insert the picture called Cataract, which is located in the Data Files, resize it, and then move it to an appropriate area on the slide.

7. Create a closing slide using the title slide as a guide. Change the subtitle text to Natural Wonders and then underline this text. Insert the two waterfall pictures, Cascade and Cataract, and then size and move all three pictures to appropriate places on the slide. Figure 1–78

resize and move picture

change theme and variant

delete bullet

substitute your name

format title text

Apply Your Knowledge continued

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 51

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8. Apply the Drape transition in the Exciting category to all slides and then change the duration for Slide 1 to 3.50 seconds. Click the ‘Start From Beginning’ button to start the show from the first slide. Then click to display each slide and again to end the presentation.

9. Save the presentation using the file name, Extend 1-1 Natural Wonders. 10. Submit the revised document in the format specified by your instructor. 11. If requested by your instructor, replace your last name on Slide 1 with the name of your

hometown. 12. How did you determine the appropriate size and location of the three pictures on the

closing slide?

Expand Your World Create a solution that uses cloud and web technologies by learning and investigating on your own from general guidance.

Modifying and Exporting a Presentation Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run PowerPoint. Open the presentation called Expand 1-1 Youth Group, which is located in the Data Files. The local youth group in your community is sponsoring a talent show, and you are part of a committee to publicize the event. You want to share the one slide you developed with some of the participants, so you have decided to store the file on OneDrive. You are going to modify the slide you have created, shown in Figure 1–79, and save it to OneDrive.

Perform the following tasks: 1. Insert the pictures called Musician and Singers, which are located in the Data Files. Size and

then move them to the areas indicated in Figure 1–79. Use the guides to help you position the pictures.

2. If requested to do so by your instructor, change the words, Phoenix, AZ, to the town and state where you were born.

3. Save the presentation using the file name, Expand 1-1 Talent Show. 4. Export the file to your OneDrive account. 5. Submit the assignment in the format specified by your instructor. 6. When would you save one of your files for school or your job to OneDrive? Do you think

using OneDrive enhances collaboration efforts? Why?

Figure 1–79

insert and size Musician and Singers pictures

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In the Labs Design, create, modify, and/or use a presentation following the guidelines, concepts, and skills presented in this module. Labs 1 and 2, which increase in difficulty, require you to create solutions based on what you learned in the module; Lab 3 requires you to apply your creative thinking and problem-solving skills to design and implement a solution.

Lab 1: Creating a Presentation with Pictures Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: Your friend, Bobby, has expanded her Bake Shoppe and wants to publicize new offerings. She has asked you to help her create a presentation that showcases pastries and breads. You prepare the PowerPoint presentation shown in Figure 1–80.

Perform the following tasks: 1. Run PowerPoint. Create a new presentation using the Retrospect document theme. Do not

change the variant. 2. Using Figure 1–80a, create the title slide. Type the title text and subtitle text shown in the

figure. Decrease the font size of the title text to 60 point and bold this text. Change the font color to Orange, Accent 1 (in Theme Colors row).

Figure 1–80

(a) Slide 1 (Title Slide)

(b) Slide 2

(d) Slide 4 (Closing Slide)

format title text

replace text with your hometown city and state

insert and resize Bakery illustration

Retrospect document theme with default variant

change font color and bold title text

insert and resize Doughnut and Muffin pictures

insert Bread picture

format title and subtitle text

add closing slide by duplicating and editing Slide 1

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Creating and Editing a Presentation with Pictures PowerPoint Module 1 PPT 53

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3. On Slide 1, insert the illustration called Bakery, which is located in the Data Files. Move the illustration up to the top of the slide and then use the Smart Guides to align its left and right edges with the sides of the text placeholders. Use the lower-center sizing handle to resize this illustration so that it fits above the title text.

4. Replace the words, Anytown, USA, with your hometown city and state. 5. Create Slide 2 using the Title Only layout. Type the title text, Fresh Daily, bold this text, and

then change the font color to Orange, Accent 1 (in Theme Colors row). Insert the picture called Doughnut, which is located in the Data Files, resize it as shown in Figure 1–80b, and then move it to the left side of the slide. Insert the picture called Muffin, which is located in the Data Files, and then resize and move it to the right side of the slide, as shown in the figure.

6. Using Figure 1–80c as a guide, create Slide 3 using the Picture with Caption layout. Insert the picture called Bread, which is located in the Data Files. Type the title text, Artisan Breads, increase the font size to 48 point, and then bold this text. Type All natural ingredients as the subtitle text, press the Tab key four times, and then type No preservatives in the placeholder. Increase this subtitle text size to 28 point.

7. Create a closing slide by duplicating Slide 1. Change the subtitle text using Figure 1–80d as a guide. 8. Apply the Clock transition in the Exciting category to all slides. Change the duration to 2.00

seconds. 9. Click the ‘Start From Beginning’ button to start the show from the first slide. Then click to

display each slide and again to end the presentation. 10. Save the presentation using the file name, Lab 1-1 Bake. Submit the document in the format

specified by your instructor. 11. What is the significance of changing the font color on Slides 1 and 2 but not Slide 3?

Lab 2: Creating a Presentation with Bulleted Lists and Pictures Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: The history museum in your town is a popular destination for residents, tourists, and researchers. Among the more popular exhibits are the dinosaurs, mummies, and antiques. You want to highlight these three attractions, so you create the presentation shown in Figure 1–81.

Perform the following tasks: 1. Run PowerPoint. Create a new presentation using the Quotable document theme. 2. Using Figure 1–81, create the title slide. Use your name in place of Student Name. 3. If requested by your instructor, substitute the name of your hometown in place of your last name. 4. On Slide 1 (Figure 1–81a), italicize the text, History Museum. Increase the font size of the

subtitle text, Popular Exhibits, to 32 point and the font size of your name to 24 point. Change the font color of the title text to Dark Blue (in Standard Colors row).

5. Create the three slides shown in Figures 1-81b, 1-81c, and 1-81d. Use the Comparison layout for Slide 2, the Section Header layout for Slide 3, and the Two Content layout for Slide 4. Change the color of the title text on these three text slides to Dark Blue. Increase the font size of the subtitle text on Slides 2 and 3 to 24 point.

Continued >

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T S PPT 54 PowerPoint Module 1 Creating and Editing a Presentation with Pictures

6. Add the pictures shown in Figures 1-81a through 1-81d using the guides on Slides 1 and 3 to help align them. The pictures to be inserted are called Museum Icon, Girls in Museum, T-rex Skeleton, T-rex 3D, Pharaoh, Car, and Typewriter, and they are located in the Data Files. Zoom the slides and then resize the pictures when necessary.

7. Apply the Gallery transition in the Exciting category to all slides. Change the duration to 2.25 seconds.

8. Click the ‘Start From Beginning’ button to start the show from the first slide. Then click to display each slide and again to end the presentation.

9. Save the presentation using the file name, Lab 1-2 History Museum. 10. Submit the revised document in the format specified by your instructor. 11. How does changing the title text font color to Dark Blue complement the theme color?

Lab 3: Consider This: Your Turn Design and Create a Presentation about the Building Construction Technology Program Note: To complete this assignment, you will be required to use the Data Files. Please contact your To complete this assignment, you will be required to use the Data Files. Please contact your T instructor for information about accessing the Data Files.

Part 1: Your school is expanding the courses offered in the Building Construction Technology Your school is expanding the courses offered in the Building Construction Technology Y Program, and the department chair has asked you to help promote the program. He informs you that students obtain hands-on experience using the latest methods of construction, and they

(a) Slide 1 (Title Slide)

Figure 1–81

(b) Slide 2

(d) Slide 4

In the Labs continued

Quotable document theme

insert both illustrations from Data Files

format text

title font color is Dark Blue

insert pictures from Data Files

insert picture from Data Files

title font color is Dark Blue

resize subtitle text

substitute your name

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receive instruction in the classroom and in the lab. The capstone courses are held in the field, where students build an actual energy-efficient home from the ground up. The skills learned and experience gained prepare students for careers in carpentry, masonry, plumbing, electrical, project supervision, cost estimating, and drafting. Use the concepts and techniques presented in this module to prepare a presentation with a minimum of four slides that showcase the Building Construction Technology program. Select a suitable theme, and include a title slide, bulleted list, closing slide, and transition. The presentation should contain pictures and illustrations resized appropriately. Several pictures are available in the Data Files: Backhoe, Concrete, Hammer, Hard Hat, Measuring Tape, Nail, and Tool Belt. Review and revise your presentation as needed. Submit your assignment in the format specified by your instructor.

Part 2: You made several decisions while creating the presentation in this assignment: what theme to use, where to place text, how to format the text (font, font size, paragraph alignment, bulleted paragraphs, italics, bold, color). You decided which images to use and where to position them. You also chose a transition. What was the rationale behind each of these decisions? When you reviewed the slides, what further revisions did you make and why? Where would you recommend showing this slide show?

Microsoft PowerPoint 2016

2 Enhancing a Presentation with Pictures, Shapes, and WordArt

• Search for and download an online theme

• Insert and format pictures

• Insert and size a shape

• Apply effects to a shape

• Add text to a shape

• Change the text font

• Insert a picture to create a background

• Insert and format WordArt

• Format slide backgrounds

• Find and replace text and check spelling

• Add and print speaker notes

Objectives You will have mastered the material in this module when you can:

Introduction In our visually oriented culture, audience members enjoy viewing effective graphics. Whether reading a document or viewing a PowerPoint presentation, people increasingly want to see photographs, artwork, graphics, and a variety of typefaces. Researchers have known for decades that documents with visual elements are more effective than those that consist of only text because the illustrations motivate audiences to study the material. People remember at least one-third more information when the document they are seeing or reading contains visual elements. These graphics help clarify and emphasize details, so they appeal to audience members with differing backgrounds, reading levels, attention spans, and motivations.

Project — Presentation with Pictures, Shapes, and WordArt The project in this module focuses on publicizing a basketball camp held each summer for children living in the park district. Professionals teach boys and girls a variety of offensive and defensive skills during this fun and educational event. The presentation shown in Figure 2–1 follows

Microsoft PowerPoint 2016

PPT 58

graphical guidelines and has a variety of illustrations and visual elements that are colorful and appealing to child athletes and their parents. For example, the pictures have particular shapes and effects. The enhanced type has a style that blends well with the formatted background and illustrations. Pictures and type are formatted using picture styles and WordArt, which give the presentation a professional look. You plan to present the material during winter and spring sports tournaments, so you want to add notes explaining concepts you will be discussing during these events.

(a) Slide 1 (Title Slide)

(b) Slide 2 (Formatted Picture)

(d) Slide 4 (Picture Background)

Figure 2–1

In this module, you will learn how to create the slides shown in Figure 2–1. The following roadmap identifies general activities you will perform as you progress through this module:

1. DOWNLOAD a theme and SELECT SLIDES for the presentation. 2. INSERT and FORMAT PICTURES for the slides. 3. INSERT and FORMAT SHAPES on one slide. 4. FORMAT SLIDE BACKGROUNDS with a gradient, texture, and picture fill. 5. INSERT and FORMAT WORDART by changing the shape, fill, and outline. 6. REVIEW, REVISE, and PRINT SLIDES by finding a synonym, checking spelling, and

adding speaker notes.

presentation theme downloaded

illustration inserted

photo formatted

background formatted

shapes inserted and formatted

illustration inserted to create background

WordArt inserted and formatted

Microsoft PowerPoint 2016

PPT 59

Downloading a Theme and Editing Slides In Module 1, you selected a theme and then typed the content for the title and text slides. In this module, you will type the slide content for the title and text slides, select a background, insert and format pictures and shapes, and then insert and format WordArt. To begin creating the four slides in this presentation, you will download a theme, delete unneeded slides in this downloaded presentation, and then enter text in three of the four slides.

To Search for and Download an Online Theme

PowerPoint displays many themes that are varied and appealing and give you an excellent start at designing a presentation. At times, however, you may have a specific topic and design concept and could use some assistance in starting to develop the presentation. Microsoft offers hundreds of predesigned themes and templates that could provide you with an excellent starting point. Why? You can search for one of these ready-made presentations, or you can browse one of the predefined categories, such as business and education. The themes and templates can save you time and help you develop content. The following steps search for a theme with a basketball concept.

1 • Run PowerPoint and then type basketball in the ‘Search for online templates and themes’ box (Figure 2–2).

Why are my theme thumbnails displaying in a different order? The order changes as you choose themes for presentations. In addition, Microsoft occasionally adds and modifies the themes, so the order may change.

Can I choose one of the keywords listed below the ‘Search for online templates and themes’ box? Yes. Click one of the terms in the Suggested searches list to display a variety of templates and themes relating to those topics.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2–2

desired search topic

Start searching button

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

PPT 60 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

2 • Click the Start

searching button (the magnifying glass) or press the ENTER key to search for and display all themes with the keyword, basketball.

• Click the ‘Basketball presentation (widescreen)’ theme to display a theme preview dialog box with a thumbnail view of the theme (Figure 2–3).

Can I see previews of the slides in this theme? Yes. Click the right or left arrows beside the words, More Images, below the thumbnail. On some devices, a preview of all slides starts automatically after you tap the theme.

3 • Click the Create button to download the theme and open a presentation with that theme in PowerPoint.

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Figure 2–3

To Delete a Slide

The downloaded theme has nine slides with a variety of layouts. You will use four different layouts in your Basketball Camp presentation, so you can delete the slides you downloaded that you will not need. Why? Deleting the extra slides now helps reduce clutter and helps you focus on the layouts you will use. The following steps delete the extra slides.

1 • Click the Slide 3 thumbnail in the

Slides tab to select this slide.

• Press and hold the SHIFT key, scroll down, and then click the thumbnail for Slide 7 to select slides 3 through 7 (Figure 2–4).

Do I need to select consecutive slides? No. You can select an individual slide to delete. You also can select nonconsecutive slides by pressing and holding the CTRL key down and then clicking the thumbnails of the slides you want to delete.

Why did I press and hold down the SHIFT key instead of the CTRL key? Holding down the SHIFT key selects consecutive slides between the first and last selected slides, whereas holding the CTRL key selects only the slides you click.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2Figure 2–44

desired theme

Create button

theme preview dialog box

suggested search topic

�ve slides selected

Slide 3 thumbnail

Slide 7 thumbnail

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Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 61

2 • Right-click any

selected slide to display the shortcut menu (Figure 2–5).

3 • Click Delete Slide to

delete the selected slides from the presentation (Figure 2–6).

Figure 2–5

To Create a Title Slide

Recall from Module 1 that the title slide introduces the presentation to the audience. In addition to introducing the presentation, this project uses the title slide to capture the audience’s attention by using title text and an illustration. Why? The presentation focuses on basketball, so the picture of a ball and court on the title slide can be supplemented with a backboard illustration that you will insert later on this slide. The following steps create the slide show’s title slide.

1 Display Slide 1, select the text in the title text placeholder, and then type Basketball Camp for Kids as the title text.

Why do I have to select the text in the placeholder before typing? This downloaded template includes text in some of the placeholders that must be replaced with your own text.

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Other Ways

1. Select slide(s), press DELETE 2. Select slide(s), press BACKSPACE

Delete Slide command

shortcut menu

Figure 2–6

four desired slides for presentation

slides deleted

PPT 62 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

2 Click the subtitle text placeholder, select the text in that placeholder, and then type Gilbert Park District as the subtitle text (Figure 2–7).

• If requested by your instructor, type the name of the city or county in which you were born instead of the word, Gilbert.

Figure 2–7

To Create the First Text Slide

The first text slide you create in Module 2 emphasizes two benefits of attending the weekly camp: receiving professional instruction and developing friendships. The following steps create the Slide 2 text slide using the Picture with Caption layout.

1 Display Slide 2, select the text in the title text placeholder, and then type Learn from pros and make acquaintances in the placeholder.

2 Select the text in the caption placeholder and then type Classes meet weekday mornings throughout the summer in this placeholder (Figure 2–8).

Figure 2–8

title and subtitle text entered in placeholders

Slide 2 displayed

title and caption text entered in placeholders

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To Create the Second Text Slide

The second text slide you create shows three skills that will be taught: ball handling, offensive moves, and defensive strategies. The following steps add a title to Slide 3, which uses the Title Only layout, and save the presentation.

1 Display Slide 3 and then type You will lern… in the title text placeholder. The word, lern, is misspelled intentionally; the red wavy line indicates the misspelling (Figure 2 -9).

2 Save the presentation using Basketball Camp as the file name.

Figure 2–9

Inserting and Formatting Pictures in a Presentation With the text entered in three of the four slides, the next step is to insert pictures into Slides 1 and 2 and then format the pictures. These graphical images draw the viewers’ eyes to the slides and help them retain the information presented.

In the following pages, you will perform these tasks: 1. Insert an illustration into Slide 1. 2. Resize the illustration. 3. Change the Slide 2 photo. 4. Change the photo’s brightness and contrast. 5. Change the photo’s style and effect. 6. Add and modify the photo’s border.

To Insert a Picture into a Slide without a Content Placeholder

In Module 1, you inserted photos and an illustration into slides without a content placeholder. Why? Some slide layouts do not have a content placeholder, so you must insert and move the pictures to appropriate locations on the slide. The illustration for Slide 1 is available in the Data Files. Contact your instructor if you need the pictures used in the following steps. The instructions in this module show the required files in the Module 02 folder in the Data Files folder. The following steps insert an illustration into the title slide.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

title text entered in placeholder

word misspelled

BTW Organizing Files and Folders You should organize and store files in folders so that you easily can find the files later. For example, if you are taking an introductory technology class called CIS 101, a good practice would be to save all PowerPoint files in a PowerPoint folder in a CIS 101 folder. For a discussion of folders and detailed examples of creating folders, refer to the Office and Windows module at the beginning of this book.

PPT 64 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

1 • Display Slide 1 and then click Insert on the ribbon to display the Insert tab. • Click the Pictures button (Insert tab | Images group) to display the Insert Picture dialog box.

2 • If necessary, navigate to the

PowerPoint Module 02 folder and then click Backboard to select the file name (Figure 2–10).

What if Backboard is not displayed in the navigation pane? Drag the navigation pane scroll bar (Insert Picture dialog box) until Backboard appears. If this file is not in the list, see your instructor.

Why do I see just file names and not thumbnails of the pictures in my folder? Your view is different from the view shown in Figure 2–10.

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Figure 2–10

Figure 2–11

Figure 2–12

3 • Click the Insert

button (Insert Picture dialog box) to insert the illustration into Slide 1.

• Drag the upper- left sizing handle diagonally toward the lower-right corner of the slide until the crosshair is positioned approximately as shown in Figure 2–11.

4 • Release to resize the

illustration.

• Drag the illustration to the right until the vertical Smart Guide is displayed near the right side of the slide, as shown in Figure 2–12, and then release.

Insert button

desired illustration

partial contents of Module 02 folder

Module 02 folder selected

Insert Picture dialog box

crosshair indicates desired location for upper-left illustration corner

vertical Smart Guide

desired illustration location

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To Change a Picture

Why? The downloaded theme included the photo of several team members on Slide 2. You need to change the photo because those players are wearing green uniforms, which are not the clothes your camp participants will wear. The next task in the presentation is to change the default picture on Slide 2 to one of the pictures in the Data Files. The following steps change the Slide 2 photo to the Teamwork photo, which, in this example, is located in the Module 02 folder in the Data Files folder.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

1 • Display Slide 2 and then

right-click the picture to display the shortcut menu (Figure 2–13).

Why are the Style and Crop buttons displayed near the shortcut menu on my screen? These two buttons display either above or below the shortcut menu depending upon where you right-click on the screen.

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Figure 2–13

2 • Click Change Picture

to display the Insert Pictures dialog box (Figure 2–14).

Figure 2–14

3 • Click the Browse

button in the ‘From a file’ area to display the Insert Picture dialog box.

• If necessary, navigate to the PowerPoint Module 02 folder, scroll down, and then click Teamwork to select the file (Figure 2–15).

Figure 2–15

Crop button Style button

Change Picture command

shortcut menu

sizing handles indicate picture is selected

Insert Pictures dialog box

Browse buttonFrom a file area

Insert Picture dialog box

desired photo

Insert button

Slide 2 picture placeholder selected

PPT 66 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

4 • Click the Insert button (Insert Picture dialog box) to insert the photo into the Slide 2 picture placeholder. • Click the gray text box on the right side of the slide to select this object (Figure 2–16).

Why should I select and then delete this gray text box? When you delete the box, the slide will expand to the right to fill that space and you will be able to view a larger slide image.

5 • Press the DELETE key to delete this text box.

Could I have followed the directions in the gray box on the right to change the image? Yes, either method works. You also could have selected the gray box and then clicked the Cut button (Home tab | Clipboard group) button to delete the text box.

Other Ways

1. Click Change Picture button (Picture Tools Format tab | Adjust group)

To Correct a Picture

A photo’s color intensity can be modified by changing the brightness and contrast. Brightness determines the overall lightness or darkness of the entire image, whereas contrast is the difference between the darkest contrast is the difference between the darkest contrast and lightest areas of the image. The brightness and contrast are changed in predefined percentage increments. The following step decreases the brightness and increases the contrast. Why? Altering the photo’s brightness will coordinate with the dark colors on the basketball court while increasing the contrast will sharpen the image. It is important for the audience to recognize the basketball and the players’ overlapping hands but not focus on each aspect of this photo.

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1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–16

gray text box selected

photo inserted into picture placeholder

Cut button

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1 • Select the

Teamwork photo on Slide 2 and then click Format on the ribbon to display the Picture Tools Format tab.

• Click the Corrections button (Picture Tools Format tab | Adjust group) to display the Corrections gallery.

• Scroll down to display the last row of images in the Corrections gallery and then point to Brightness: −20% Contrast: +40% (second picture in last Brightness/Contrast row) to display a live preview of these corrections on the picture (Figure 2–17).

Can I use live preview on a touch screen? Live preview is not available on a touch screen.

Why is a gray border surrounding the pictures in the center of the Sharpen/Soften and Brightness/Contrast areas of the gallery? The image on Slide 2 currently has normal sharpness, brightness, and contrast (0%), which is represented by these center images in the gallery.

Experiment

• Point to various pictures in the Brightness/Contrast area and watch the brightness and contrast change on the picture in Slide 2.

• Click Brightness: −20% Contrast: +40% to apply this correction to the Teamwork photo.

How can I remove all effects from the picture? Click the Reset Picture button (Picture Tools Format tab | Adjust group).

Other Ways

1. Click Picture Corrections Options (Corrections gallery), move Brightness or Contrast sliders or enter number in box next to slider (Format Picture pane)

To Apply a Picture Style

A style is a named group of formatting characteristics. The picture on Slide 2 emphasizes the concept of teamwork in this sport, and you can increase its visual appeal by applying a style. Why? PowerPoint provides more than 25 picture styles that enable you easily to change a picture’s look to a more visually appealing style, including a variety of shapes, angles, borders, and reflections. You want to use a style that applies a shadow to the Teamwork photo. The following steps apply a picture style to the Slide 2 photo.

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1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–17

Picture Tools Format tab

More button

original sharpness and softness

Corrections button

original brightness and contrast

preview with brightness and contrast adjusted

PPT 68 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

1 • With the Slide 2 picture selected and the Picture Tools Format tab displaying, click the More button in the Picture

Styles gallery (Picture Tools Format tab | Picture Styles group) (shown in Figure 2–17) to expand the gallery.

• Point to Bevel Rectangle in the Picture Styles gallery (last style in third row) to display a live preview of that style applied to the picture in the document (Figure 2–18).

Experiment

• Point to various picture styles in the Picture Styles gallery and watch the style of the picture change in the document window.

2 • Click Bevel Rectangle in the Picture Styles gallery to apply the style to the selected picture.

To Add a Picture Border

The next step is to add a border to the Slide 2 picture. Why? Some picture styles do not have a border; others, such as the Bevel Rectangle style you applied to this picture, do have this edging. This border is small, and you want a larger edge around the photo to draw attention to the graphic. The following steps add a border to the Teamwork picture.

1 • With the Slide 2 picture still selected, click the Picture Border arrow (Picture Tools Format tab | Picture Styles group)

to display the Picture Border gallery.

What if the Picture Tools Format tab no longer is displayed on my ribbon? Click the picture to display the Picture Tools Format tab.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2–18

Picture Styles gallery

desired picture style

photo brightness and contrast changed

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2 • Point to Weight on

the Picture Border gallery to display the Weight gallery.

• Point to 6 pt to display a live preview of this line weight on the picture (Figure 2–19).

Can I make the line width more than 6 pt? Yes. Click More Lines, Click Solid line in the Line section of the Format Picture pane, and then increase the amount in the Width box.

Experiment

• Point to various line weights in the Weight gallery and watch the line thickness change.

3 • Click 6 pt to add this line weight to the picture.

To Change a Picture Border Color

The default color for the border you added to the Slide 2 picture is white, but you will change the border color to black. Why? The black color coordinates with other elements on the slide, especially the lines on the basketball and the court. The following steps change the Slide 2 picture border color.

1 • With the Slide 2

photo still selected, click the Picture Border arrow (Picture Tools Format tab | Picture Styles group) to display the Picture Border gallery again.

2 • Point to Black,

Background 1 (first color in first row) in the Picture Border gallery to display a live preview of that border color on the picture (Figure 2–20).

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1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–20

Figure 2Figure 2–1919

Picture Border arrow

Picture Border gallery

Weight command

Weight gallery

Bevel Rectangle picture style applied

desired border line weight

6 pt border is previewed with white border color

new 6 pt border is previewed with black border color

Picture Border arrow

desired picture border color

PPT 70 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

Experiment

• Point to various colors in the Picture Border gallery and watch the border on the picture change in the slide.

3 • Click Black, Background 1 in the Picture Border gallery to change the picture border color.

To Apply Picture Effects

Why? Picture effects allow you to further customize a picture. PowerPoint provides a variety of picture effects, including shadows, reflections, glow, soft edges, bevel, and 3-D rotation. The difference between the effects and the styles is that each effect has several options, providing you with more control over the exact look of the image.

In this presentation, the photo on Slide 2 has a brown glow effect and a bevel applied to its edges. The following steps apply picture effects to the selected picture.

1 • With the Slide 2 picture still selected, click the Picture Effects button (Picture Tools Format tab | Picture Styles group)

to display the Picture Effects menu.

What if the Picture Tools Format tab no longer is displayed on my ribbon? Click the picture to display the Picture Tools Format tab.

• Point to Glow on the Picture Effects menu to display the Glow gallery. • Point to Brown, 18 pt glow, Accent color 3 in the Glow Variations area (third glow in last row) to display a live

preview of the selected glow effect applied to the picture in the document window (Figure 2–21).

Experiment

• Point to various glow effects in the Glow gallery and watch the picture change in the document window.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2–21

Picture Effects button

Glow command

glow effect selected for live preview

Picture Effects menuglow effect

previewed

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2 • Click Brown, 18 pt glow, Accent color 3 in the Glow gallery to apply the selected picture effect.

3 • Click the Picture

Effects button (Picture Tools Format tab | Picture Styles group) to display the Picture Effects menu again.

• Point to Bevel on the Picture Effects menu to display the Bevel gallery.

• Point to Angle (first bevel in second Bevel row) to display a live preview of the selected bevel effect applied to the Slide 2 picture (Figure 2–22).

Experiment

• Point to various bevel effects in the Bevel gallery and watch the picture change in the slide.

4 • Click Angle in the Bevel gallery to apply the selected picture effect.

Other Ways

1. Right-click picture, click Format Picture on shortcut menu, select desired options (Format Picture pane), click Close button

2. Click Format Shape pane launcher (Picture Tools Format tab | Picture Styles group), select desired options (Format Picture pane), click Close button

Inserting and Formatting a Shape One method of getting the audience’s attention and reinforcing the major concepts being presented is to have graphical elements on the slide. PowerPoint provides a wide variety of predefined shapes that can add visual interest to a slide. Shape elements include lines, basic geometrical shapes, arrows, equation shapes, flowchart symbols, stars, banners, and callouts. After adding a shape to a slide, you can change its default characteristics by adding text, bullets, numbers, and styles. You also can combine multiple shapes to create a more complex graphic.

The predefined shapes are found in the Shapes gallery. This collection is found on the Home tab | Drawing group and the Insert tab | Illustrations group. Once you have inserted and selected a shape, the Drawing Tools Format tab is displayed, and the Shapes gallery also is displayed in the Insert Shapes group.

Figure 2–22

Picture Effects menu

Bevel gallery

Bevel command

bevel effect previewed

Angle effect selected for live preview

Picture Effects button

BTW Inserting Special Characters Along with adding shapes to a slide, you can insert characters not found on your keyboard, such as the section sign (§), the copyright sign (©), and Greek capital letters (e.g., ∆, Ω, and ß). To insert these characters, click the Insert tab and then click the Symbol button (Insert tab | Symbols group). When the Symbol dialog box is displayed, you can use the same font you currently are using in your presentation, or you can select another font. The Webdings, Wingdings, Wingdings 2, and Wingdings 3 fonts have a variety of symbols.

Break Point: If you wish to take a break, this is a good place to do so. Be sure to save the Basketball Camp file again and then you can exit PowerPoint. To resume at a later time, run PowerPoint, open the file called Basketball Camp, and continue following the steps from this location forward.

PPT 72 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

Slide 3 in this presentation is enhanced in a variety of ways. First, an oval, an arrow, and a pentagon shape are inserted on the slide and formatted. Then, text is added to the oval and pentagon and formatted. The pentagon is copied, and the text is modified in this new shape. Finally, the arrow shape is duplicated twice and moved into position.

To Add a Shape

Many of the shapes included in the Shapes gallery can direct the viewer to important aspects of the presentation. The following steps add an oval shape, which displays as a circle, to Slide 3. Why? A circle shape complements the basketball photo on Slide 1 and helps reinforce the presentation’s basketball theme.

1 • Display Slide 3 and then, if necessary, click the Home tab (Figure 2–23).

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–23

Figure 2–24

2 • Click the Shapes More

button (Home tab | Drawing group) shown in Figure 2–23 to display the Shapes gallery (Figure 2–24).

I do not see a Shapes More button and the three rows of the shapes shown in Figure 2 – 24. Instead, I have a Shapes button. Why? Monitor dimensions and resolution affect how buttons display on the ribbon. Click the Shapes button to display the entire Shapes gallery.

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Home tab

Shapes More button

Basic Shapes area

Oval shape

Shapes gallery

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3 • Click the Oval shape in the

Basic Shapes area of the Shapes gallery.

Why did my pointer change shape? The pointer changed to a plus shape to indicate the Oval shape has been added to the Clipboard.

• Position the pointer (a crosshair) near the center of the slide, as shown in Figure 2–25.

4 • Click Slide 3 to insert the Oval shape.

Other Ways

1. Click Shapes button (Insert tab | Illustrations group)

To Resize a Shape

The next step is to resize the Oval shape. Why? The oval should be enlarged so that it is a focal point in the middle area of the slide. The following steps resize the selected shape.

1 • Press and hold down the SHIFT key and then drag the upper-left corner sizing handle until the shape is resized

approximately as shown in Figure 2–26 and the top is aligned with a horizontal Smart Guide.

Why did I need to press the SHIFT key while enlarging the shape? Holding down the SHIFT key while dragging keeps the proportions of the original shape.

What if my shape is not selected? To select a shape, click it.

If I am using a touch screen, how can I maintain the shape’s original proportion? If you drag one of the corner sizing handles, the object should stay in proportion.

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1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2–25

Figure 2–26

Oval shape highlighted

crosshair mouse pointer

crosshair indicates desired shape size

horizontal Smart Guide

PPT 74 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

2 • Release to resize the shape. • Drag the shape until the vertical

Smart Guide is displayed in the middle of the oval and the horizontal Smart Guide is displayed at the top of the oval, as shown in Figure 2–27, and then release.

What if I want to move the shape to a precise location on the slide? With the shape selected, press the ARROW keys or the CTRL+ARROW keys to move the shape to the desired location.

Other Ways

1. Enter shape height and width in Height and Width boxes (Drawing Tools Format tab | Size group)

2. Click Size and Position pane launcher (Drawing Tools Format tab | Size group), click Size tab, enter desired height and width values in boxes, click Close button

To Add Other Shapes

Ovals, squares, arrows, stars, and equation shapes are among the items included in the Shapes gallery. These shapes can be combined to show relationships among the elements, and they can help illustrate the basic concepts presented in your slide show. Why? Arrows are especially useful in showing the relationship among slide elements and guiding the viewer’s eyes to move from one shape to the next. More than two dozen arrow shapes are displayed in the Block Arrows section of the Shapes gallery. The following steps add one of these arrows and the pentagon shapes to Slide 3.

1 • Click the Shapes

More button (Drawing Tools Format tab | Insert Shapes group) shown in Figure 2–27 to display the Shapes gallery (Figure 2–28).

When I inserted the Oval shape, I selected it on the Home tab. Is the same Shapes gallery also displayed on the Drawing Tools Format tab? Yes. The Shapes gallery is displayed on this tab once an object is inserted and selected on the slide.

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1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2–27

Figure 2–28

recently used shapes are displayed in the Shapes gallery Shapes

More button

vertical and horizontal Smart Guides intersect at the top of the oval

Shapes gallery

Basic Shapes area

Regular Pentagon shape

Block Arrows area

Curved Left Arrow shape

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2 • Click the Curved Left Arrow shape in the Block Arrows area of the Shapes gallery. • Position the pointer to the right of the oval shape in Slide 3 and then click to insert the

Curved Left Arrow shape.

3 • Press and hold down the SHIFT

key and then drag a corner sizing handle until the arrow shape is approximately the size shown in Figure 2–29.

If I am using a touch screen, how can I maintain the Oval shape’s original proportion? The object should stay in proportion when you drag one of the corner sizing handles.

• If necessary, drag the Curved Left Arrow shape to the right side of the oval, as shown in Figure 2–29, and then release.

4 • Display the Shapes gallery and then click the Regular Pentagon shape in the Basic Shapes

area of the gallery (shown in Figure 2–28).

• Position the pointer toward the lower-left side of the Curved Left Arrow shape and then click to insert the Regular Pentagon shape.

5 • Press and hold down the

SHIFT key and then drag a corner sizing handle to resize the pentagon shape so that it is the size shown in Figure 2–30.

• Drag the pentagon shape so that its tip is placed at the intersection of the horizontal Smart Guide above the pentagon and the vertical Smart Guide in the middle of the shape, as shown in Figure 2–30, and then release.

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Figure 2–29

Figure 2–30

To Apply a Shape Style

Formatting text in a shape follows the same techniques as formatting text in a placeholder. You can change font, font color and size, and alignment. You later will add information about a skill to the Oval shape, but first you want to apply a shape style. Why? The style will give depth and dimension to the object. The Quick Styles gallery has a variety of styles that change depending upon the theme applied to the presentation. The following steps apply a style to the oval.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

corner sizing handle dragged to create desired Curved Left Arrow shape

pentagon shape dragged to vertical and horizontal Smart Guide intersection

pentagon shape sized and moved to desired location

PPT 76 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

1 • Display the Home tab, click the oval to select it, and then click the Quick Styles button (Home tab | Drawing group)

(Figure 2–31).

2 • Point to Light 1 Outline, Colored Fill – Black, Dark 1 in the Quick Styles gallery (first shape in third Theme Styles

row) to display a live preview of that style applied to the oval in the slide (Figure 2–32).

Figure 2–31

Figure 2–32

Quick Styles buttonHome tab

Quick Styles gallery

oval selected

Quick Styles button

Quick Styles gallery

default style

desired style for oval shape

desired style for pentagon shape

desired style previewed in oval shape

desired style for arrow shape

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Experiment

• Point to various styles in the Quick Styles gallery and watch the style of the shape change.

3 • Click Light 1 Outline, Colored Fill – Black, Dark 1 in the Quick Styles gallery to apply the selected style to the oval.

Other Ways

1. Click Shape Styles More button (Drawing Tools Format tab | Shape Styles group), select style

2. Right-click shape, click Style button on mini toolbar, select desired style

To Apply Another Style

You later will add text to the oval and pentagon about particular skills taught at the camp, but now you want to format the arrow and pentagon shapes. Why? You can apply shape styles to the arrow and pentagon that will coordinate with the oval’s style. A light style color in the arrow shape will help join darker style colors of the oval and rectangle. This formatting will add interest and emphasize the relationship between basketball playing skills. The following steps apply styles to the arrow and pentagon shapes.

1 Click the arrow shape to select it.

2 Click the Quick Styles button (Home tab | Drawing group) to display the Quick Styles gallery and then apply the Colored Outline – Black, Dark 1 style (first style in first Theme Styles row) to the arrow shape.

3 Click the pentagon shape to select it and then click the Quick Styles button.

4 Click Subtle Effect – Black, Dark 1 (first style in fourth Theme Styles row) to apply that style to the pentagon shape (Figure 2–33).

Figure 2–33

styles applied to oval, arrow, and pentagon shapes

BTW Deleting a Shape If you want to delete a shape you have added to a slide, click that shape to select it and then press the delete key. If you want to DELETE multiple shapes, press the CTRL key while clicking the undesired shapes and then press the DELETE key.

PPT 78 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

To Add Text to a Shape

The three shapes on Slide 3 help call attention to the key aspects of your presentation. Why? Your goal is to emphasize key skills the campers will learn. The next step is to add this information to Slide 3. The following steps add text to the oval and pentagon shapes.

1 • With the pentagon selected, type Offensive moves to add the text in the shape.

2 • Click the oval to

select it and then type Ball handling skills to add the text in the shape (Figure 2–34).

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–34

To Change the Font

The default theme font is Franklin Gothic Medium. To draw more attention to text in the shapes and to help differentiate these slide elements from the title text, you want to change the font to Century Schoolbook. Why? Century Schoolbook is a serif typeface, meaning the ends of some of the letter are adorned with small decorations, called serifs. These adornments slow down the viewer’s reading speed, which might help them retain the information they saw. To change the font, you must select the letters you want to format. In Module 1, you selected a paragraph and then formatted the characters, and you follow the same procedure to change the font. The following steps change the text font in the shape.

1 • With the oval selected, triple-click

the text to select all the characters and display the mini toolbar (Figure 2–35).

2 • Click the Font arrow to display the

Font gallery (Figure 2–36).

Will the fonts in my Font gallery be the same as those shown in Figure 2 – 36? Your list of available fonts may differ, depending on what fonts you have installed and the type of printer you are using.

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Figure 2Figure 2–3636

Figure 2–35

text added to shapes

text selected

Font gallery

Font arrow

Franklin Gothic Medium is current font

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3 • Drag or scroll through the Font

gallery and then point to Century Schoolbook (or a similar font) to display a live preview of the title text in the Century Schoolbook font (Figure 2–37).

Experiment

• Point to various fonts in the Font gallery and watch the subtitle text font change in the slide.

• Click Century Schoolbook (or a similar font) to change the font of the selected text to Century Schoolbook.

Other Ways

1. Click Font arrow (Home tab | Font group), click desired font in Font gallery

2. Right-click selected text, click Font on shortcut menu (Font dialog box), click Font tab, select desired font in Font list, click OK button

3. Click Font dialog box launcher (Home tab | Font group), click Font tab (Font dialog box), select desired font in Font list, click OK button

4. Press CTRL+SHIFT+F, click Font tab (Font dialog box), select desired font in the Font list, click OK button

5. Right-click selected text, click Font arrow on mini toolbar, select desired font

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Figure 2Figure 2–3737

To Format the Text

To increase readability, you can format the oval text by increasing the font size, bolding the characters, and changing the font color to orange. The following steps format the oval text.

1 With the oval text selected, click the Increase Font Size button (Home tab | Font group) two times to increase the font size to 24 pt.

2 Click the Bold button (Home tab | Font group) to bold the text.

3 Click the Font Color arrow and change the color to Orange (third color in Standard Colors row) (Figure 2–38).

What should I do if one or more letters of the word, handling, wrap to the third line in the shape? Press and hold down the SHIFT key and then drag a corner sizing handle outward slightly to resize the oval shape.

Could I also add a shadow behind the text to add depth and help the letters display prominently? Yes. Select the text and then click the Text Shadow button (Home tab | Font group).

Other Ways

1. Right-click selected text, click desired text format button on mini toolbar

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Figure 2–38

Century Schoolbook font previewed

desired font

text formatted

bold text

font size increased

font color changed to Orange

BTW Text in a Shape When you add text to a shape, it becomes part of the shape. If you rotate or flip the shape, the text also rotates or flips.

PPT 80 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

Format Painter To save time and avoid formatting errors, you can use the Format Painter to

apply custom formatting to other places in your presentation quickly and easily. You can use this feature in three ways:

• To copy only character attributes, such as font and font effects, select text that has these qualities.

• To copy both character attributes and paragraph attributes, such as alignment and indentation, select the entire paragraph.

• To apply the same formatting to multiple words, phrases, or paragraphs, double- click the Format Painter button and then select each item you want to format. You then can press the esc key or click the Format Painter button to turn off this feature.

To Format Text Using the Format Painter

Why? To save time and duplicated effort, you quickly can use the Format Painter to copy formatting attributes from the oval shape text and apply them to pentagon shape text. The following steps use the Format Painter to copy formatting features.

1 • With the oval text still selected, double-click the Format Painter button (Home tab | Clipboard group). • Move the pointer off the ribbon (Figure 2–39).

Why does the Format Painter button on my screen display only a paint brush and not the words, Format Painter? Monitor dimensions and resolution affect how buttons display on the ribbon.

Why did my pointer change shape? The pointer changed shape by adding a paintbrush to indicate that the Format Painter function is active.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2Figure 2–3939

Format Painter button

pointer moved off ribbon

BTW Shadowing Text Adding a shadow to text gives depth and helps the letters display prominently by adding a shadow behind them. To add a shadow, select the text and then click the Text Shadow button (Home tab | Font group).

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2 • Triple-click the pentagon text to apply the format to all characters (Figure 2–40). • Click the Format Painter button or press the ESC key to turn off the Format Painter feature.

What should I do if one or more letters of the word, Offensive, wrap to a second line in the shape? Press and hold down the SHIFT key and then drag a corner sizing handle outward slightly to resize the pentagon shape.

Other Ways

1. Select text, double-click Format Painter button on mini toolbar

To Copy and Paste a Shape

Good basketball players have both offensive and defensive skills. You already have created the shape stating the campers will work on refining their offensive talents. You now need to create a second shape with information about defensive instruction that will be provided at the camp. The following steps copy the pentagon shape and then change the text. Why? You could repeat all the steps you performed to create the first pentagon, but it is much more efficient to duplicate the shape and then edit the text.

1 • With the pentagon

shape selected, click the Copy button (Home tab | Clipboard group) (Figure 2–41).

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4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2–40

Format Painter button

text formatted

Figure 2–41

Copy button

PPT 82 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

2 • Click the Paste button (Home tab | Clipboard group) to insert a duplicate Regular Pentagon shape on Slide 3. • Drag the new pentagon shape to the left of the original pentagon shape, as shown in Figure 2–42. • In the left pentagon shape, select the text, Offensive moves, and then type Defensive mindset as the

replacement text (Figure 2–42).

What should I do if one or more letters of the word, Defensive, wrap to a second line in the shape? Press and hold down the SHIFT key and then drag a corner sizing handle outward slightly to resize the pentagon shape.

3 • Select the arrow shape and then click the Copy button (Home tab | Clipboard group) (Figure 2–43).

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Figure 2–42

Figure 2–43

Paste button

pentagon shape duplicated and moved

text replaced

Copy button

arrow selected

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4 • Click the Paste

button (Home tab | Clipboard group) two times to insert two duplicate arrow shapes on Slide 3.

• Drag one of the duplicate arrow shapes between the two pentagon shapes and then drag the other duplicate arrow shape between the left pentagon shape and the oval shape (Figure 2–44).

5 • With the left

arrow selected, drag its rotation handle clockwise or counterclockwise so that it is displayed as shown in Figure 2–45. Repeat this procedure for the other two arrows, and then adjust the shapes’ locations on Slide 3 so that the arrows touch their adjacent shapes (Figure 2–45).

• If the end of an arrow is underneath an oval or a pentagon shape, select the arrow, click the Drawing Tools Format tab, and then click the Bring Forward button (Drawing Tools Format tab | Arrange group) to bring the arrow on top of the shape.

Other Ways

1. Right-click selected shape, click Copy on shortcut menu, right-click blank area, click Paste on shortcut menu

2. Select shape, press CTRL+C, press CTRL+V

Formatting Slide Backgrounds A slide’s background is an integral part of a presentation because it can generate audience interest. Every slide can have the same background, or different backgrounds can be used in a presentation. This background is considered fill, which is the content

Figure 2–44

Figure 2–45

Paste button

arrow duplicated twice and moved

arrow rotated and moved

rotation handle dragged to adjust arrow location

PPT 84 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

that makes up the interior of a shape, line, or character. Four fills are available: solid, gradient, picture or texture, and pattern. Solid fill is one color used throughout the entire slide. Gradient fill is one color shade gradually progressing to another shade of the same color or one color progressing to another color. Picture or texture fill uses a specific file or an image that simulates a material, such as cork, granite, marble, or canvas. Pattern fill adds designs, such as dots or dashes, which repeat in rows across the slide.

Once you add a fill, you can adjust its appearance. For example, you can adjust its transparency, which allows you to see through the background, so that any text on the slide is visible. You also can select a color that is part of the theme or a custom color. You can use an offset, another background feature, to move the background away from the slide borders in varying distances by percentage. A tiling option repeats the background image many times vertically and horizontally on the slide; the smaller the tiling percentage, the greater the number of times the image is repeated.

To Insert a Texture Fill

Why? Various texture fills are available to give your background a unique look. The 24 pictures in the Texture gallery give the appearance of a physical object, such as water drops, sand, tissue paper, and a paper bag. You also can use your own texture pictures for custom backgrounds. The following steps insert the Brown marble texture fill on Slide 2 in the presentation.

1 • Display Slide 2. Click the Design tab and then click the Format Background button (Design tab | Customize group)

to display the Format Background pane (Figure 2–46).

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–46

Format Background button

Format Background pane

Fill section

‘Picture or texture fill’ option

BTW Undo Text Formatting Changes To remove a formatting change you have made to text, such as an underline or bolding, select the text and then click the button that originally applied the format. For example, to undo bolding, select the text and then click the Bold button. If you apply a format and then immediately decide to remove this effect, click the Undo button on the Quick Access Toolbar.

Design tab

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2 • With the Fill section displaying (Format Background pane), if necessary, click ‘Picture or texture fill’ and then click

the Texture button to display the Texture gallery (Figure 2–47).

3 • Click the Brown

marble texture (first texture in third row) to insert this texture fill as the background on Slide 2 (Figure 2–48).

Is a live preview available to see the various textures on this slide? No. Live preview is not an option with the background textures and fills.

Could I insert this background on all four slides simultaneously? Yes. You would click the ‘Apply to All’ button to insert the Brown marble background on all slides.

Other Ways

1. Right-click background, click Format Background on shortcut menu, select desired options (Format Background pane)

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Figure 2–47

Figure 2–48

Texture gallery

Brown marble texture

Texture button

‘Apply to All’ button

Brown marble texture inserted as background

PPT 86 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

To Format the Background Texture Fill Transparency

Why? The Brown marble texture on Slide 2 is dark, and its pattern may detract from the photo and text. One method of reducing this darkness is to change the transparency. The Transparency slider indicates the amount Transparency slider indicates the amount Transparency slider of opaqueness. The default setting is 0, which is fully opaque. The opposite extreme is 100%, which is fully transparent. To change the transparency, you can move the Transparency slider or enter a number in the box next to the slider. The following step adjusts the texture transparency to 15%.

1 • Click the

Transparency slider (Format Background pane) and drag it to the right until 15% is displayed in the Transparency box (Figure 2–49).

Can I move the slider in small increments so that I can get a precise percentage easily? Yes. Click the up or down arrows in the Transparency box to move the slider in 1% increments.

To Insert a Gradient Fill

Although you selected Brown marble texture fill on Slide 2 and changed the transparency, you decide that another type of background may be more suitable for Slide 3. Why? The Brown marble texture does not offer sufficient contrast with the oval symbol and may detract from the messages presented in the three symbols. For each theme, PowerPoint provides 30 preset gradient fills with five designs for each of the six major theme colors. Each fill has one dark color shade that gradually lightens to either another shade of the same color or another color. The following steps replace the background on Slide 3 to a preset gradient fill.

1 • Display Slide 3. With the Fill section displaying (Format

Background pane), click Gradient fill in the Format Background pane (shown in Figure 2–49) and then click the Preset gradients button to display the Preset gradients gallery (Figure 2–50).

Are the backgrounds displayed in a specific order? Yes. The first row has light colors at the top of the background; the middle rows have darker fills at the bottom; the bottom row has overall dark fills on all edges.

Is a live preview available to see the various gradients on this slide? No. Live preview is not an option with the background textures and fills.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

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Figure 2–49

Figure 2–50

Transparency box indicates 15%

Transparency slider

Brown marble texture transparency increased

Gradient fill option

desired Bottom Spotlight – Accent 3 gradient fill

Preset gradients button

Preset gradients gallery

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2 • Click Bottom

Spotlight – Accent 3 (third fill in fourth row) to apply that style to Slide 3 (Figure 2–51).

If I decide later that this background gradient does not fit the theme of my presentation, can I apply a different background? Yes. You can repeat these steps at any time while creating your presentation.

Other Ways

1. Click Design tab on ribbon, click Format Background button (Customize group), select desired options (Format Background pane)

2. Right-click background, click Format Background on shortcut menu, select desired options (Format Background pane)

To Insert a Picture to Create a Background

Why? For variety and interest, you want to use an illustration as the Slide 4 background. This picture is stored in the Data Files folder. PowerPoint will stretch the height and width of this picture to fill the slide area. The following steps insert the illustration, Basketball Boy, on Slide 4 only.

1 • Display Slide 4.

With the Fill section displaying (Format Background pane), if necessary, click ‘Picture or texture fill’ and then click the File button (Format Background pane) to display the Insert Picture dialog box. If necessary, navigate to the Module 02 folder in the Data Files folder or the location where your data files are located.

• Click Basketball Boy to select the file name (Figure 2–52).

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Figure 2–51

Figure 2–52

gradient applied to slide background

Insert Picture dialog box

desired file

File button

Insert button

Insert picture from area

Fill section

‘Picture or texture fill’ selected

partial contents of Module 02 folder

Format Background pane

PPT 88 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

2 • Click the Insert

button (Insert Picture dialog box) to insert the Basketball Boy illustration as the Slide 4 background (Figure 2–53).

What if I do not want to use this picture? Click the Undo button on the Quick Access Toolbar or click the Reset Background button at the bottom of the Format Background pane.

To Format the Background Picture Fill Transparency

Why? The Basketball Boy illustration on Slide 4 has vibrant colors that will conflict with the WordArt you will add later in this project. You can adjust the transparency of picture in the same manner that you change the transparency of a slide texture. The following steps adjust the transparency of the background picture to 30% and then close the Format Background pane.

1 • Click the

Transparency slider and drag it to the right until 30% is displayed in the Transparency box (Figure 2–54).

2 • Click the Close

button (Format Background pane) to close the pane and return to Slide 4.

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4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–53

Figure 2–54

Undo button

illustration inserted in slide background

Reset Background button

Close button

Transparency slider

Transparency box indicates 30%

Inserting and Formatting WordArt One method of adding appealing visual elements to a presentation is by using WordArt styles. This feature is found in other Microsoft Office applications, including Word and Excel. This gallery of decorative effects allows you to type new text or convert existing text to WordArt. You then can add elements such as fills, outlines, and effects.

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To Insert WordArt

The basketball camp is a very popular event among boys and girls in the community, and the sessions fill every year. Parents need to register their student early to reserve a place. You want to emphasize this concept, and the last slide in the presentation is an excellent location to urge your audience to take action. Why? Audience members remember the first and last things they see and hear. You quickly can add a visual element to the slide by selecting a WordArt style from the WordArt Styles gallery and then applying it to some text. The following steps insert WordArt.

1 • Display the Insert

tab and then click the WordArt button (Insert tab | Text group) to display the WordArt gallery (Figure 2–55).

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4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–55

2 • Click ‘Fill – Red,

Accent 2, Outline – Accent 2’ (third style in first row) to insert the WordArt object (Figure 2–56).

Figure 2–56

3 • Type Register today! in the object as the WordArt text (Figure 2–57).

Why did the Drawing Tools Format tab appear automatically in the ribbon? It appears when you select text to which you could add a WordArt style or other effect.

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Figure 2Figure 2–5757

Insert tab WordArt button

WordArt gallery

desired WordArt style (‘Fill – Red, Accent 2, Outline – Accent 2’)

WordArt object inserted

WordArt style applied

WordArt text typed

WordArt fill in the interior of a letter can consist of a solid color, texture, picture, or gradient. The WordArt outline is the exterior border surrounding each letter or symbol. PowerPoint allows you to change the outline color, weight, and style. You also can add an effect, which helps add emphasis or depth to the characters. Some effects are shadows, reflections, glows, bevels, and 3-D rotations.

PPT 90 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

To Change the WordArt Shape

Why? The WordArt text is useful to emphasize the need to register children early for camp. You further can emphasize this text by changing its shape. PowerPoint provides a variety of graphical shapes that add interest to WordArt text. The following steps change the WordArt shape to Chevron Up.

1 • With the WordArt

object still selected, click the Text Effects button (Drawing Tools Format tab | WordArt Styles group) to display the Text Effects menu (Figure 2–58).

2 • Point to Transform

in the Text Effects menu to display the WordArt Transform gallery (Figure 2–59).

3 • Point to the Chevron

Up effect in the Warp area (first effect in second row in Warp area) to display a live preview of that text effect applied to the WordArt object (Figure 2–60).

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–58

Figure 2–60

Figure 2–59

Text Effects button

Text Effects menu

Transform command

Chevron Up effect

Warp area

Transform gallery

Chevron Up effect previewed

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Experiment

• Point to various effects in the Transform gallery and watch the format of the text and borders change.

How can I see the preview of a Transform effect if the gallery overlays the WordArt letters? Move the WordArt box to the left or right side of the slide and then repeat Steps 1 and 2.

4 • Click the Chevron Up shape to apply this text effect to the WordArt object.

Can I change the shape I applied to the WordArt? Yes. Position the insertion point in the box and then repeat Steps 1 and 2.

5 • Drag the lower-

right sizing handle diagonally toward the lower-right corner of the slide until the crosshair is positioned approximately as shown in Figure 2–61.

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Figure 2–61

6 • Release to resize the

WordArt object.

• Drag the WordArt object toward the right side of the slide until it is positioned approximately as shown in Figure 2–62.

Figure 2–62

To Apply a WordArt Text Fill

Various texture fills are available to give your WordArt characters a unique look. You used a texture fill to add interest to the Slide 3 background. The following steps add the Medium wood texture as a fill for the WordArt characters. Why? The brown fill coordinates well with the red WordArt outline and is similar to the color of the basketball court in the Slide 1 and Slide 2 backgrounds.

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4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

crosshair indicates lower-right WordArt location

WordArt object moved to desired location

PPT 92 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

1 • With the WordArt object selected, click the Text Fill arrow (Drawing Tools Format tab | WordArt Styles group) to

display the Text Fill gallery.

• Point to Texture in the Text Fill gallery to display the Texture gallery.

2 • If necessary, scroll down and then point to the Medium wood texture (last texture in last row) to display a live

preview of that texture applied to the WordArt object (Figure 2–63).

Experiment

• Point to various styles in the Texture gallery and watch the fill change.

3 • Click the Medium wood texture to apply this texture as the fill for the WordArt object.

Can I apply this texture simultaneously to text that appears in more than one place on my slide? Yes. You can select one area of text, press and then hold the CTRL key while you select the other text, and then apply the texture.

To Change the Weight of the WordArt Outline

The letters in the WordArt style applied have an outline around the edges. You can increase the width of the outlines. Why? The thicker line will emphasize this characteristic and add another visual element. As with fonts, lines also are measured in points, and PowerPoint gives you the option to change the line weight, or thickness, starting with ¼ point (pt) and increasing in ¼-point increments. Other outline options include modifying the color and the line style, such as changing to dots or dashes or a combination of dots and dashes. The following steps change the WordArt outline weight to 6 pt.

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1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–63

Text Fill arrow

Text Fill gallery

Texture gallery

desired texture Medium

wood texture previewed

Texture command

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Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 93

1 • With the WordArt

object still selected, click the Text Outline arrow (Drawing Tools Format tab | WordArt Styles group) to display the Text Outline gallery.

• Point to Weight in the gallery to display the Weight list.

• Point to 6 pt to display a live preview of this line weight on the WordArt text outline (Figure 2–64).

Can I make the line width more than 6 pt? Yes. Click More Lines and increase the amount in the Width box.

Experiment

• Point to various line weights in the Weight list and watch the line thickness change.

2 • Click 6 pt to apply this line weight to the WordArt text outline.

Must my text have an outline? No. To delete the outline, click No Outline in the Text Outline gallery.

To Change the Color of the WordArt Outline

Why? The WordArt outline color and the boy’s shorts are similar, so you can add contrast by changing one of these slide elements. The following steps change the WordArt outline color.

1 • With the WordArt

object still selected, display the Text Outline gallery.

• Point to Black, Background 1 (first color in Theme Colors row) to display a live preview of this outline color (Figure 2–65).

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1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–64

Figure 2–65

desired outline weight

Weight list

Weight command

outline weight previewed

Text Outline arrow

desired outline color

Text Outline gallery

outline color previewed

Text Outline gallery

PPT 94 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

Experiment

• Point to various colors in the gallery and watch the outline colors change.

2 • Click Black,

Background 1 to apply this color to the WordArt outline.

• Click outside of the WordArt box to deselect this slide element (Figure 2–66).

Figure 2–66

Reviewing and Revising Individual Slides The text, pictures, and shapes for all slides in the Basketball Camp presentation have been entered. Once you complete a slide show, you might decide to change elements. PowerPoint provides several tools to assist you with making changes. They include finding and replacing text, inserting a synonym, checking spelling, and printing speaker notes. The following pages discuss these tools.

Replace Dialog Box At times, you might want to change all occurrences of a word or phrase to

another word or phrase. For example, an instructor may have one slide show to accompany a lecture for several introductory classes, and he wants to update slides with the particular class name and section that appear on several slides. He manually could change the characters, but PowerPoint includes an efficient method of replacing one word with another. The Find and Replace feature automatically locates specific text and then replaces it with desired text.

In some cases, you may want to replace only certain occurrences of a word or phrase, not all of them. To instruct PowerPoint to confirm each change, click the Find Next button in the Replace dialog box instead of the Replace All button. When PowerPoint locates an occurrence of the text, it pauses and waits for you to click either the Replace button or the Find Next button. Clicking the Replace button changes the text; clicking the Find Next button instructs PowerPoint to disregard that particular instance and look for the next occurrence of the Find what text.

To Find and Insert a Synonym

Why? When reviewing your slide show, you may decide that a particular word does not express the exact usage you intended or that you used the same word on multiple slides. In these cases, you could find a synonym, or word similar in meaning, to replace the inappropriate or duplicate word. PowerPoint provides a thesaurus, which is a list of synonyms and antonyms, to help you find a replacement word.

In this project, you want to find a synonym to replace the word, acquaintances, on Slide 2. The following steps locate an appropriate synonym and replace the word.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

WordArt object formatted

BTW Finding and Replacing Text When finding and replacing text, you do not need to display the slide that contains the word for which you are searching. You can perform this action when any slide is displayed. To see the results of the search and replace action, however, you need to display the slide where the change occurred.

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Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 95

1 • Display Slide 2 and then place

the insertion point in the word, acquaintances.

• Right-click to display a shortcut menu related to the word, acquaintances. Then, point to Synonyms on the shortcut menu to display a list of synonyms for this word (Figure 2–67).

How do I locate a synonym for multiple words? You need to select all the words and then right-click to display the shortcut menu.

If I am using a touch screen, how do I find a synonym? Tap the Thesaurus button (Review tab | Proofing group) to display the Thesaurus pane for the selected word. Then, in the pane, tap the arrow next to the word to display a shortcut menu.

2 • Click the synonym you want

(friends) on the Synonyms submenu to replace the word, acquaintances, in the presentation with the word, friends (Figure 2–68).

What if a suitable word does not display in the Synonyms submenu? You can display the Thesaurus pane by clicking Thesaurus on the Synonyms submenu. A complete thesaurus with synonyms displays in the pane along with an antonym, which is a word with an opposite meaning.

Other Ways

1. Click Thesaurus (Review tab | Proofing group) 2. Press SHIFT+F7

To Add Notes

Why? As you create slides, you may find material you want to state verbally and do not want to include on the slide. After adding these comments, you can print a set of speaker notes that will print below a small image of the slide. You can type and format comments in the Notes pane as you work in Normal view and then print this information as notes pages. The Notes pane is hidden until you click the Notes button on the status bar to open the pane. If you want to close the Notes pane, click the Notes button again. Charts, tables, and pictures added to the Notes pane also print on these pages. The following steps add text to the Notes pane on Slides 2, 3, and 4.

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1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2–67

Figure 2–68

acquaintances is word to replace

Synonyms command

friends is synonym to select

list of synonyms in Synonyms submenu

clicking Thesaurus command displays Thesaurus task pane

word, acquaintances, changed to synonym, friends

Note: In the following step, the word, skills, has been misspelled intentionally as skils to illustrate the use of PowerPoint’s spell check feature. Your slides may contain different misspelled words, depending upon the accuracy of your typing.

PPT 96 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

1 • If necessary, click the Notes button on the status bar to display the Notes pane for Slide 2.

Why might I need to click the Notes button? By default, the Notes pane is closed when you begin a new presentation. Once you display the Notes pane for any slide, the Notes pane will remain open unless you click the Notes button to close it.

• Click the Notes pane and then type Every morning begins with a group session that covers the day’s agenda. The coaches then separate the campers into groups to cover fundamental skils. Each morning ends with a contest designed to be fun and competitive. (Figure 2–69).

What if I cannot see all the lines I typed? You can drag the splitter bar up to enlarge the Notes pane. Clicking the Notes pane scroll arrows or swiping up or down on the Notes pane allows you to view the entire text.

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2 • Display Slide 3,

click the Notes pane, and then type Campers will gain confidence while learning sportsmanship and strategies. (Figure 2–70).

Figure 2–70

3 • Display Slide 4 and

then type Space is limited. Every camper will receive a t-shirt, snacks, and water. Parents are encouraged to attend the awards ceremony at the end of the camp session. in the Notes pane (Figure 2–71).

Figure 2–71

To Find and Replace Text

While reviewing your slides, you realize that the camp will be held in the afternoon, not in the morning. To change this word throughout a presentation, you could view each slide, look for the word, morning, delete the word, and then type the replacement word, afternoon. A more efficient and effective method of performing this action is to use PowerPoint’s Find and Replace feature. Why? This method locates each occurrence of a word or phrase automatically and then replaces it with specified text. The word, morning, displays three times in the slides and notes. The following steps use Find and Replace to replace all occurrences of the word, morning, with the word, afternoon.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

Figure 2Figure 2–6969

Slide 2 notes

Notes pane

dragging splitter bar up will enlarge Notes pane Notes pane

scroll arrows

Notes buttonred, wavy line indicates misspelled word

Slide 3 notes

Slide 4 notes

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Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 97

1 • If necessary, display

the Home tab and then click the Replace button (Home tab | Editing group) to display the Replace dialog box.

• Type morning in the Find what box (Replace dialog box).

• Click the Replace with box and then type afternoon in the box (Figure 2–72).

Figure 2–72

2 • Click the Replace All button (Replace dialog

box) to instruct PowerPoint to replace all occurrences of the Find what word, morning, with the Replace with word, afternoon (Figure 2–73).

If I accidentally replaced the wrong text, can I undo this replacement? Yes. Press CTRL+Z or click the Undo button on the Quick Access Toolbar to undo all replacements. If you had clicked the Replace button instead of the Replace All button, PowerPoint would undo only the most recent replacement.

3 • Click the OK button (Microsoft PowerPoint dialog box).

• Click the Close button (Replace dialog box).

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Figure 2–73

Checking Spelling After you create a presentation, you should check it visually for spelling errors

and style consistency. In addition, you can use PowerPoint’s Spelling tool to identify possible misspellings on the slides and in the notes. You should proofread your presentation carefully by pointing to each word and saying it aloud as you point to it. Be mindful of commonly misused words such as its and it’s, through and though, and to and too.

PowerPoint checks the entire presentation for spelling mistakes using a standard dictionary contained in the Microsoft Office group. This dictionary is shared with the other Microsoft Office applications such as Word and Excel. A custom dictionary is available if you want to add special words such as proper names, cities, and acronyms.

Other Ways

1. Press CTRL+H

Replace button

Close button

Replace All button

replacement word

word to replace

Replace dialog box

Find what box

Replace with box

OK button

number of replacements

Microsoft PowerPoint dialog box

BTW Formatting Notes Pane Text You can format text in the Notes pane in the same manner you format text on a slide. To add emphasis, for example, you can italicize key words or change the font color and size.

PPT 98 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

When checking a presentation for spelling errors, PowerPoint opens the standard dictionary and the custom dictionary file, if one exists. When a word appears in the Spelling pane, you can perform one of several actions, as described in Table 2–1.

The standard dictionary contains commonly used English words. It does not, however, contain many proper names, abbreviations, technical terms, poetic contractions, or antiquated terms. PowerPoint treats words not found in the dictionaries as misspellings.

Table 2–1 Spelling Pane Buttons and Actions

Button Name/Action When to Use Action

Ignore Word is spelled correctly but not found in dictionaries

PowerPoint continues checking rest of the presentation but will flag that word again if it appears later in document.

Ignore All Word is spelled correctly but not found in dictionaries

PowerPoint ignores all occurrences of the word and continues checking rest of presentation.

Add Add word to custom dictionary PowerPoint opens custom dictionary, adds word, and continues checking rest of presentation.

Change Word is misspelled Click proper spelling of the word in Suggestions list. PowerPoint corrects word, continues checking rest of presentation, but will flag that word again if it appears later in document.

Change All Word is misspelled Click proper spelling of word in Suggestions list. PowerPoint changes all occurrences of misspelled word and continues checking rest of presentation.

Listen to the pronunciation To hear the pronunciation of a word

Click the audio speaker icon next to the properly spelled word near the bottom of the Spelling pane.

View synonyms See some synonyms for the correctly spelled word

View the bullet list of synonyms below the correctly spelled word near the bottom of the Spelling pane.

Close Stop spelling checker PowerPoint closes spelling checker and returns to PowerPoint window.

To Check Spelling

Why? Although PowerPoint’s spelling checker is a valuable tool, it is not infallible. You should not rely on the spelling checker to catch all your mistakes. The following steps check the spelling on all slides in the Basketball Camp presentation.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES

1 • Click Review on the

ribbon to display the Review tab.

• Click the Spelling button (Review Tab | Proofing group) to start the spelling checker and display the Spelling pane (Figure 2–74).

Figure 2–74

flagged word

clicking Spell Check icon also starts spelling checker

Change button

skills selected in suggestions list

flagged word

Spelling pane

Review tab

Spelling button

BTW Detecting Spelling Errors The x in the Spell Check icon indicates PowerPoint detected a possible spelling error. A check mark in the icon indicates the entered text contains no spelling errors.

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Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 99

2 • With the word,

skils, selected in the list and in the Notes pane, click the Change button (Spelling pane) to replace the misspelled flagged word, skils, with the selected correctly spelled word, skills, and then continue the spelling check (Figure 2–75).

Could I have clicked the Change All button instead of the Change button? Yes. When you click the Change All button, you change the current and future occurrences of the misspelled word. The misspelled word, skils, appears only once in the presentation, so clicking the Change or the Change All button in this instance produces identical results.

Occasionally a correctly spelled word is flagged as a possible misspelled word. Why? Your custom dictionary does not contain the word, so it is seen as spelled incorrectly. You can add this word to a custom dictionary to prevent the spelling checker from flagging it as a mistake.

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Figure 2–75

3 • Replace the misspelled word, lern, with the word, learn. • Continue checking all flagged words in the presentation. When the Microsoft PowerPoint dialog box appears,

click the OK button (Microsoft PowerPoint dialog box) to close the spelling checker and return to the slide where a possible misspelled word appeared.

Other Ways

1. Click Spell Check icon on status bar 2. Right-click flagged word, click correct word 3. Press F7

TO INSERT A SLIDE NUMBER PowerPoint can insert the slide number on your slides automatically to indicate

where the slide is positioned within the presentation. The number location on the slide is determined by the presentation theme. You have the option to not display this slide number on the title slide. To insert a slide number on all slides except the title slide, you would follow these steps.

1. Display the Insert tab and then click the Slide Number button (Insert tab | Text group) to display the Header and Footer dialog box.

2. Click the Slide number check box (Header and Footer dialog box) to place a check mark in it.

Can I prevent the slide number from being displayed on the title slide? Yes. Click the ‘Don’t show on title slide’ check box (Header and Footer dialog box) to place a check mark in it.

3. Click the ‘Apply to All’ button (Header and Footer dialog box) to close the dialog box and insert the slide number.

How does clicking the ‘Apply to All’ button differ from clicking the Apply button? The Apply button inserts the slide number only on the currently displayed slide, whereas the ‘Apply to All’ button inserts the slide number on every slide.

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learn selected in suggestions list

Change button

flagged word

PPT 100 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

Other Ways

1. Click ‘Header & Footer’ button (Insert tab | Text group), click Slide tab, if necessary (Header and Footer dialog box), click Slide number and ‘Don’t show on title slide’ check boxes, click ‘Apply to All’ button

To Add a Transition between Slides

A final enhancement you will make in this presentation is to change the transition from Fade to Wipe for all slides and increase the transition duration. The following steps apply this transition to the presentation.

1 Click Transitions on the ribbon and then click the Wipe transition (Transitions tab | Transition to This Slide group) to apply this transition.

2 Click the Duration up arrow in the Timing group four times to change the transition speed from 01.00 to 02.00.

3 Click the Preview Transitions button (Transitions tab | Preview area) to view the new transition and time.

4 Click the ‘Apply To All’ button (Transitions tab | Timing group) to apply this transition and speed to all four slides in the presentation (Figure 2–76).

Can I apply a particular transition or duration to one slide and then change the transition or timing for a different slide in the presentation? Yes. Select a slide and then select a transition and duration. Do not click the ‘Apply To All’ button. Repeat this process to apply the transition and duration to individual slides.

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How can I use handouts to organize my speech? As you develop a lengthy presentation with many visuals, handouts can help you organize your material. Print handouts with the maximum number of slides per page. Use scissors to cut each thumbnail and then place these miniature slide images adja- cent to each other on a flat surface. Any type on the thumbnails will be too small to read, so the images will need to work with only the support of the verbal message you provide. You can rearrange these thumbnails as you organize your speech. When you return to your computer, you can rearrange the slides on your screen to match the order of your thumbnail printouts. Begin speaking the actual words you want to incorporate in the body of the talk. This process of glancing at the thumbnails and hear- ing yourself say the key ideas of the speech is one of the best methods of organizing and preparing for the actual presentation. Ultimately, when you deliver your speech in front of an audience, the images on the slides or on your note cards should be suf- ficient to remind you of the accompanying verbal message.

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Figure 2–76

Preview transitions button

Transitions tab

Wipe transition

misspelled word corrected

‘Apply To All’ button

duration increased

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Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 101

To Print Speaker Notes

Why? Comments added to slides in the Notes pane give the speaker information that supplements the text on the slide. They will print with a small image of the slide at the top and the comments below the slide. The following steps print the speaker notes.

1 • Display Slide 1,

click File on the ribbon to open the Backstage view, and then click the Print tab in the Backstage view to display Slide 1 in the Print gallery.

• Click ‘Full Page Slides’ in the Settings area to display the Print gallery (Figure 2–77).

Why does the preview of my slide appear in black and white? Your printer determines how the preview appears. If your printer is not capable of printing color images, the preview will not appear in color.

1 DOWNLOAD & SELECT SLIDES | 2 INSERT & FORMAT PICTURES | 3 INSERT & FORMAT SHAPES

4 FORMAT SLIDE BACKGROUNDS | 5 INSERT & FORMAT WORDART | 6 REVIEW, REVISE, & PRINT SLIDES Q

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Figure 2–77

2 • Click Notes Pages

in the Print Layout area to select this option and then click the Next Page button three times to display a preview of Slide 4 (Figure 2–78).

Can I preview Slides 1, 2, or 3 now? Yes. Click the Previous Page button to preview the other slides.

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Figure 2–78

Print gallery

Print tab

Print Layout area

Notes Pages layout preview of how Slide 1 will look as full page slide printout

‘Full Page Slides’ setting

Print button

preview of how Slide 4 will look as Notes Pages handout

Next Page button

Previous Page button

Notes Pages selected

PPT 102 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

3 • Verify that the printer listed on the Printer Status button will print a hard copy of the presentation. If necessary,

click the Printer Status button to display a list of available printer options and then click the desired printer to change the currently selected printer.

• Click the Print button in the Print gallery to print the notes pages on the currently selected printer.

• When the printer stops, retrieve the hard copy.

I am not using a color printer, so why do the background images display in the figures but not in my printout? Graphics are displayed depending upon the settings in the Print gallery. For example, the background will print if Color is specified whereas it will not with a Grayscale or Pure Black and White setting.

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Other Ways

1. Press CTRL+P, select desired options

To Save and Print the Presentation

1 Save the presentation again on the same storage location with the same file name.

2 Print the presentation.

Do I have to wait until my presentation is complete to print it? No, you can follow these steps to print a presentation at any time while you are creating it.

3 Because the project now is complete, you can exit PowerPoint.

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BTW Printing Document Properties PowerPoint 2016 does not allow you to print document properties. This feature, however, is available in other Office 2016 apps, including Word and Excel.

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Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 103

Summary In this module, you have learned how to insert and format pictures, add and format shapes, insert and format WordArt, add and format slide backgrounds, find and replace text, check spelling, add notes, and print speaker notes.

1. Determine if an online theme can help you design and develop the presentation efficiently and effectively.

2. Identify personal pictures that would create interest and promote the message being presented.

3. Consider modifying pictures.

a) Add corrections.

b) Add styles.

c) Add effects.

d) Add and format borders.

4. Locate shapes that supplement the verbal and written message.

a) Size and position them aesthetically on slides.

b) Add styles.

5. Develop WordArt that emphasizes major presentation messages.

a) Modify the shape.

b) Change the weight and color to coordinate with slide elements.

6. Format individual slide backgrounds.

a) Add and modify fills.

b) Insert a picture background.

7. Change fonts to emphasize particular slide components.

8. Search for synonyms that help express your thoughts.

9. Create speaker notes.

10. Check spelling.

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T S PPT 104 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

Perform the following tasks: 1. On the title slide, use your name in place of Student Name and then bold and italicize this text

(Figure 2–79a).

2. If requested to do so by your instructor, change your first name to your mother’s first name on the title slide.

3. Increase the title text font size to 96 point and change the font to Bernard MT Condensed. Apply the WordArt style, Fill – White, Outline – Accent 1, Shadow (in first row). Change text fill color to Yellow (in Standard Colors row). Change text outline to Black, Text 1 (in first Theme Colors row) and then change the outline weight to 2¼ pt. Apply the Transform text effect, Arch Up (in Follow Path row) to this text.

4. Apply the Beveled Oval, Black picture style to the picture on Slide 1 and then move the picture to the center of the slide as shown in Figure 2–79a. Use the vertical Smart Guide to align the picture in this location.

5. Create a background on Slide 1 by inserting the photo, Spring, which is located in the Data Files.

Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Changing the Background and Adding Photos and WordArt Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run PowerPoint. Open the presentation called Apply 2–1 Bees, which is located in the Data Files. The four slides in the presentation discuss bee stings. The document you open is an unformatted presentation. You are to add pictures, apply picture styles, add WordArt, change slide layouts, and apply a transition so the slides look like Figure 2–79.

(a) Slide 1

Figure 2–79

photo inserted as background

substitute your name and format text

picture style applied

text formatted and WordArt style applied

Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 105

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(b) Slide 2

Figure 2–79

6. On Slide 2, change the layout to Title and Content. Increase the title text font to 54 point, change the font color to Green (in Standard Colors row), and then bold this text. Increase the list font size to 32 point, as shown in Figure 2–79b.

7. Create a background on Slides 2 and 3 by inserting the Light Gradient – Accent 4 gradient fill (in first Preset gradients row).

8. On Slide 2, insert the picture, Bee2, move it to the right side of the slide, and then apply the Soft Edge Rectangle picture style to the picture.

9. On Slide 2, type Wear long pants and a long-sleeved shirt when hiking or working outside. in the Notes pane.

10. Replace the word, proper, with the synonym, appropriate.

11. On Slide 3 (Figure 2–79c), increase the title text font to 54 point, change the font color to Green (in Standard Colors row), and then bold this text. Increase the list font size to 24 point. Insert the photo, Bee3, and then apply the Reflected Bevel, Black picture style and change the picture brightness to Brightness: +20% Contrast: 0% (Normal) (in Brightness/Contrast area).

12. Type Apply ice to control swelling. in the Notes pane.

13. Create a new Slide 4 with the blank layout. Create a background on Slide 4 by inserting the photo, Hiking. Insert the illustration, Bee4. Resize this illustration and move it to the woman’s right arm, as shown in Figure 2–79d.

14. On Slide 4, insert the Oval Callout shape (in first row in Callouts area) and then move it to the right side of the woman’s head. Apply the Subtle Effect – Gold, Accent 4 (in fourth row) shape style to the callout. Size the shape as shown in the figure. Type I am glad I have insect repellent in my backpack in the shape. Bold and italicize this text and then change the font size to 20 point, as shown in Figure 2–79d.

15. Apply the Wind transition in the Exciting category to all slides. Change the duration to 2.50 seconds.

fonts changed and formatted

synonym

Title and Content layout background

gradient background applied

photo inserted and picture style applied

Continued >

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T S PPT 106 PowerPoint Module 2 Enhancing a Presentation with Pictures, Shapes, and WordArt

(d) Slide 4

Blank layout background

photo inserted as background

text added to shape and formatted

shape inserted and formatted

illustration inserted

Figure 2–79

16. Save the presentation using the file name, Apply 2–1 Bee Stings.

17. Submit the revised document in the format specified by your instructor.

18. In Step 4 you applied the Beveled Oval, Black picture style to the photo on Slide 1. How did this style enhance the photo and the slide?

photo inserted, picture style applied, and brightness changedgradient

background applied

fonts changed and formatted

Apply Your Knowledge continued

Figure 2–79

Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 107

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Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Changing Slide Backgrounds, Inserting Shapes and WordArt, and Finding and Replacing Text Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run PowerPoint. Open the presentation, Extend 2–1 Monarch, which is located in the Data Files. You will create backgrounds including inserting a photo to create a back- ground, apply a WordArt Style and effect, add shapes, and find and replace text to create the presentation.

Perform the following tasks: 1. Change the document theme to Basis and choose the orange variant (third variant).

2. Find and replace the words, stay alive, with the word, survive, on all slides.

3. On all slides, create a background by inserting the photo, Sky. Change the transparency to 25%.

4. On the title slide (Figure 2–80a), apply the WordArt style, Fill - Black, Text 1, Outline – Background 1, Hard Shadow – Accent 1 (second style in third row), to the title text, and then increase the font size to 72 point. Apply the WordArt Glow text effect, Red, 18 pt glow, Accent color 3 (in Glow Variations area), and then italicize this text. Also, align the text in the middle of the text box by clicking the Align Text button (Home tab | Paragraph group) and then selecting Middle in the Align Text gallery. You may need to use Help for assistance in aligning this text.

(a) Slide 1

Figure 2–80

insert photo background and change transparency

apply WordArt style and effect

align WordArt in middle of text box

change document theme and variant color

change butterfly illustration to Monarch2 and then size and move picture

substitute your name

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Figure 2–80

5. If requested to do so by your instructor, add your current or previous pet’s name as the Slide 1 subtitle text in place of Student Name.

(b) Slide 2

change title text size and color

find synonym

increase size of illustration and move under title text

increase font size and change font color

change variant color

increase font size and change font color

increase size of illustration, apply effect, and move

change title text size and color

Extend Your Knowledge continued

Figure 2–80

Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 109

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6. On Slide 1, move the butterfly illustration in the upper-left corner to the lower-left corner of the slide. Change the butterfly illustration in the upper-right corner of the slide to the illustration, Monarch2. Increase the size of this illustration to approximately 6.26" × 5.44" and move it to the lower-right side of the slide as shown in Figure 2–80a. Hint: Use the Size group on the Picture Tools Format tab to enter these measurements for the illustration.

7. On Slides 2 and 3, increase the font size of the first-level paragraphs to 20 point and the one second-level paragraph on Slide 3 to 16 point. Also, change the color of this text to Black, Text 1 (in first Theme Colors row) and then bold this text.

8. On Slide 2 (Figure 2–80b), increase the size of the illustration to approximately 4.14" × 5.53", apply the Reflected Bevel, Black picture style, and then move it under the title text.

9. On Slide 3 (Figure 2–80c), increase the size of the illustration to approximately 4.35" × 5.2", apply the Half Reflection, 8 pt offset reflection picture effect (Reflection Variations area), and then move this illustration to the upper-right corner of the slide.

10. On Slides 2, 3, and 4, decrease the size of the title text to 40 point and then bold this text.

11. On Slide 4 (Figure 2–80d), insert the Right Arrow shape (in Block Arrows area) and position it on the globe illustration near the Canada–United States border. Size the shape as shown in the figure. Type Canada to Mexico in the shape. Bold this text and then change the font size to 24 point. Apply the Light 1 Outline, Colored Fill – Orange, Accent 4 shape style (in third Theme Styles row) to the shape.

12. On Slide 4, insert a Curved Arrow Connector shape by displaying the Shapes gallery, clicking this shape (in Lines area), and then positioning the pointer over central Canada in the globe illustration. Then, click and drag the pointer to central Mexico. Size this arrow so it is approximately 0.84" × 1.91". Hint: You can size a shape in the same manner as you size a picture or illustration.

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(d) Slide 4

insert and format arrow connector shape and move to globe

insert and format arrow shape and move to globe

change title text size and color

Figure 2–80

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13. With the Curved Arrow Connector selected, click the Shape Outline button (Drawing Tools Format tab | Shape Styles group) to display the Shape Outline gallery and then click the Red, Accent 1 style (in first Theme Styles row) to apply this style to this arrow shape. Change the shape outline weight to 6 pt.

14. Apply an appropriate transition to all slides.

15. Save the presentation using the file name, Extend 2–1 Monarch Migration.

16. Submit the revised document in the format specified by your instructor.

17. In this assignment, you changed the transparency of the inserted background picture on all the slides to 25%. How did this transparency change enhance your slides?

Expand Your World Create a solution that uses cloud and web technologies by learning and investigating on your own from general guidance.

Modifying a Presentation Using PowerPoint Online Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: The park district director in your community is planning a basketball camp for next summer. He has asked you to help him promote this event, and he wants to focus on the skills boys and girls will learn and develop. You inform him that you have created a Basketball Camp presenta- tion for your computer class, and he would like you to customize the content of these slides slightly to promote the summer camp.

Perform the following tasks: 1. Run a browser. Search for the text, PowerPoint Online, using a search engine. Visit several

websites to learn about PowerPoint Online. Navigate to the Office Online website. You will need to sign in to your Microsoft account. Run PowerPoint Online.

2. Locate the Basketball Camp presentation in the Recent list and then click the file name to open the file. Click the Edit Presentation button and then click ‘Edit in PowerPoint Online’ and display the ribbon. Modify the presentation you created for the Basketball Camp presentation by adding the name and address of the nearest park district headquarters on the title slide. In addition, add the date that is the first Saturday in June next year and a starting time of 1 p.m.

3. If requested by your instructor, add the name of one of your high school teachers as the park district director’s name on the title slide.

4. Save the presentation using the file name, Expand 2–1 Basketball Camp.

5. Submit the assignment in the format specified by your instructor.

6. Other than the content the director asked you to include on the title slide, how does the presentation you created using PowerPoint Online differ from the presentation you created in the Module 2 project? Which tabs are not available in PowerPoint Online? View the Home, Design, and Transitions tabs. Do you think the formatting functions, themes, and transitions are adequate to develop effective presentations? Why or why not?

Extend Your Knowledge continued

Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 111

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Lab 1: Creating a Presentation, Inserting Photos, Applying Picture Styles, and Inserting Shapes

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: Your astronomy class is studying the dwarf planet, Pluto, and the New Horizon probe that has been taking photographs of this planet. Prepare the PowerPoint presentation shown in Figure 2–81.

Perform the following tasks: 1. Run PowerPoint. Create a new presentation using the Celestial theme.

2. On Slide 1, insert the photo, Pluto1, as shown in Figure 2–81a. Apply the Metal Oval picture style to the picture, decrease the size of the picture slightly, and then move it to the left side of the slide as shown in the figure.

3. Type Pluto Up Close as the Slide 1 title text. Press the enter key after the words, PLUTO and UP, so the text is displayed on three lines. Change the font to Britannic Bold and increase the font size to 88 point. Apply the WordArt style Gradient Fill – Gray (first style in

(a) Slide 1

Figure 2–81

Celestial theme

photo inserted, sized, and picture style applied

subtitle text formatted

WordArt style applied to title text

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second row). Change the text outline color to Black, Background 1 (in Theme Colors row) and the text outline weight to 3 pt. Also, apply the Perspective Heroic Extreme Left 3-D Rotation (in Perspective area) to this text. Type New Horizons Probe as the subtitle text. Change the font to Arial, decrease the font size to 16 point, and then bold this text.

4. Insert four new slides. Create Slides 2 and 5 with the Two Content layout, Slide 3 with the Panoramic Picture with Caption layout, and Slide 4 with the Title Only layout.

5. Using Figures 2–81b through 2–81e as a guide, type the title and content text. On Slide 2, change the title font to Arial, increase the font size to 44 point, and then change the font color to Red (in Standard Colors row). Use the Format Painter to apply these formatting changes to the title text on Slides 4 and 5.

6. On Slide 3, change the font size of the two paragraphs to 24 point and then bold this text.

7. On Slide 5, change the bulleted list font size to 28 point and then bold this text.

8. Using Figures 2–81b through 2–81e as a guide, insert all illustrations on Slides 2 through 5. The pictures and illustration to be inserted, which are available in the Data Files, are called Pluto2 (for Slide 2), Solar System (for Slide 3), Pluto3 (for Slide 4), and Solar System2 (for Slide 5).

9. Size the pictures and then use the Smart Guides to position these images. You may want to zoom the slides to help you align these graphic elements.

10. On Slide 2, apply the Bevel Perspective picture style to the picture, change the picture border color to Red, and then change the border weight to 3 pt, as shown in Figure 2–81b.

(b) Slide 2

Two Content layout

formatted text attributes copied to Slides 4 and 5 using Format Painter

shapes inserted and formatted

picture style applied and border color and weight changed

Figure 2–81

In the Labs continued

Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 113

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11. On Slide 2, insert the Diamond shape located in the Basic Shapes area to the right of the title text. Apply the Subtle Effect – Olive Green, Accent 4 shape style (in Theme Styles area) to the shape, type Found in 1930 in the shape, and then bold this text. Insert the 5-Point Star shape located in the Stars and Banners area in the lower-right corner of the slide. Apply the Subtle Effect – Blue, Accent 2 shape style (in Theme Styles area) to the shape, type Named after Roman god in the shape, and then bold this text. Adjust the size and position of these two shapes, as shown in the figure.

12. On Slide 3, insert the Sun shape located in the Basic Shapes area on the lower-right corner of the slide. Apply the Intense Effect – Gold, Accent 5 shape style (in Theme Styles area) to the shape. Size the shape as shown in the figure. Type the text, Pluto takes 248 earth years to orbit the sun in the shape and then bold this text, as shown in Figure 2–81c.

13. On Slide 4, insert the Oval shape. Select this shape, hold down the shift key, and then draw a circle .75" × .75", as shown in Figure 2–81d. Hint: Use the Size group in the Drawing Tools Format tab to enter the exact measurement of the shape. Change the shape fill gradient to Linear Down (in first Light Variations area). Then copy and paste this shape four times. Move the five shapes around the Pluto illustration, as shown in the figure.

14. On Slide 5, apply the Simple Frame, White picture style to the illustration. Insert the Left Arrow shape located in the Block Arrows area to the right of the illustration. Change the shape fill to Red. Size the shape as shown in the figure. Type Pluto in the shape and then bold this text, as shown in Figure 2–81e.

15. On Slide 2, type Pluto was discovered on February 18, 1930, by Clyde Tombaugh of the Lowell Observatory. in the Notes pane.

16. On Slide 3, type It takes five hours for the sun’s rays to reach Pluto. It takes only eight minutes for the sun’s rays to reach Earth. in the Notes pane.

font size changed and bolded

Sun shape inserted and formatted

Panoramic Picture with Caption layout

Figure 2–81

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17. If requested by your instructor, type the name of the city or county in which you were born into the title placeholder on Slide 3.

18. Apply the Vortex transition in the Exciting category to all slides. Change the duration to 3.0 seconds.

(d) Slide 4

(e) Slide 5

Content with Caption layout

Oval shape inserted, formatted, and copied

Two Content layout

font formatted

picture style applied and border color changed

arrow shape inserted and formatted

In the Labs continued

Figure 2–81

Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 115

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19. Check the spelling and correct any errors. Save the presentation using the file name, Lab 2–1 Pluto Up Close.

20. Print the notes pages.

21. Submit the document in the format specified by your instructor.

22. In Step 2, you applied the Metal Oval picture style to the picture. How did this improve the design of the slide? Why did you put a 3 pt red border on the picture on Slide 2?

Lab 2: Creating a Presentation Using an Online Theme Template, Shapes, and WordArt

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: Your local library has hired a singer for the summer reading program. Her weekly show is centered around music and art, and one of her songs is about the colors of the rainbow. In addi- tion to her backdrop of rainbow colors, you decide to develop a presentation to teach the children more about rainbows. You create the presentation shown in Figure 2–82.

Perform the following tasks: 1. Run PowerPoint and then search for an online template by typing nature in the ‘Search for

online templates and themes’ box. Choose the template called Nature presentation, illustrated landscape design (widescreen).

2. Delete Slides 12 and 13, delete Slides 6 through 10, and then delete Slides 3 and 4. Duplicate Slide 2 and then move Slide 4 to the end of the presentation.

3. Type the title and text content for all slides, as shown in Figures 2–82a through 2–82e.

(a) Slide 1

Figure 2–82

Nature presentation, illustrated landscape design (widescreen) theme downloaded

WordArt style applied to formatted title text

Rainbow1 illustration inserted and sized

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4. Insert the illustrations shown in Figures 2–82b through 2–82d from the Data Files. The illustrations are called Rainbow1 (for Slide 1), Rainbow2 (for Slide 2), Rainbow3 (for Slide 3), and People (for Slide 4). Size the illustrations using Figure 2–82 as a guide.

(b) Slide 2

font colors changed

title text formatted and color changed

Rainbow2 illustration inserted, sized, and formatted

font formatted

title font size increased, color changed, and bolded

Rainbow3 illustration inserted and sized and brightness changed

In the Labs continued

Figure 2–82

Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 117

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5. On the title slide, select the title text and then apply the WordArt style Fill – White, Outline – Accent 1, Shadow (fourth style in first row). Increase the font size to 72 point. Change the text fill to Red (in Standard Colors row), the text outline color to Purple (in Standard Colors row),

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(d) Slide 4

title font size increased, color changed, and bolded

Sun shape inserted,sized, and formatted

Arrow shape inserted, copied, and formatted

Oval shape inserted, sized, and formatted

Text Box shape inserted, text added, and copied

People illustration inserted and sized

Figure 2–82

Continued >

(e) Slide 5

picture style and effect applied and border added

font color changed and bolded

Figure 2–82

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and the text outline weight to 3 pt. Also, apply the Arch Up transform effect (Follow Path area), to this text. Position this WordArt, as shown in Figure 2–82a.

6. If requested by your instructor, add the name of your hometown in the subtitle placeholder.

7. On Slide 2, increase the font size of the title to 40 point, change the font color to Black, Text 2 (in first Theme Colors row), and then bold this text. Increase the font size of the bulleted list to 28 point. Change the font color for each bulleted paragraph to the color that is named. For example, the first bulleted paragraph is Red, so change the font color to Red. Use Blue for the Blue text and Dark Blue for the Indigo text, as shown in Figure 2–82b.

8. On Slide 2, insert the Cloud shape, located in the Basic Shapes area, at the bottom of the rainbow illustration. Change the shape style to Light 1, Outline, Colored Fill – Light Blue, Accent 2 (in third Theme Styles row). Size the shape as shown in the figure. Type Always appear in this order in the shape, increase the font size to 20 point, and then bold this text, as shown in Figure 2–82b.

9. On Slide 3, increase the font size of the title text to 40 point, change the font color to Red, and then bold this text. Change the font color of the bulleted list text to Dark Blue (in Standard Colors row). For the illustration, apply the Brightness: +20% Contrast: +40% (in Brightness/ Contrast area), as shown in Figure 2–82c.

10. On Slide 4, increase the font size of the title text to 40 point, change the font color to Red, and then bold this text, as shown in Figure 2–82d. Insert the Sun shape, located in the Basic Shapes area, in the upper left area of the slide below the title text. Change the shape fill color to Yellow (in Standard Colors row) and then apply the From Top Left Corner gradient (in Dark Variations area) to the shape. Size and position the shape as shown in the figure.

11. On Slide 4, insert the Oval shape located in the Basic Shapes area, resize the shape so that it is approximately 3" × 3", and then change the Shape Fill color to Light Blue, Accent 2 (in Theme Colors row). Move this shape to the area shown in the figure. Type Raindrops in the shape, increase the font size to 24 point, and then bold this text.

12. On Slide 4, insert the Arrow shape, located in the Lines area, from the edge of the sun shape to the right side of the blue shape, as shown in Figure 2–82d. Change the weight to 6 pt. Copy and paste this arrow two times and use the sizing handles to position the arrows, as shown in the figure. Change the upper Arrow shape outline color to Yellow, the middle Arrow shape to Red, and the lower Arrow shape to Purple.

13. On Slide 4, insert the Text Box shape, located in the Basic Shapes area, type Red in the shape, change the font color to Red, increase the font size to 24 point, and then bold this text. Copy and paste this shape one time, change the text to Violet, and then change the font color to Purple. Move these two text box shapes to the areas shown in the figure.

14. On Slide 5, change the title text font color to Red and then bold this text, as shown in Figure 2–82e. Change the font color of the text to Purple and then bold this text. Apply the Simple Frame, White picture style to the picture. Add a 3 pt Purple border and then apply the Offset Left shadow (in Outer area) picture effect.

15. Change the transition to Origami in the Exciting category to all slides. Change the duration to 2.5 seconds.

16. Check spelling and correct all errors. Save the presentation using the file name, Lab 2–2 About Rainbows.

In the Labs continued

Enhancing a Presentation with Pictures, Shapes, and WordArt PowerPoint Module 2 PPT 119

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17. Submit the revised document in the format specified by your instructor.

18. You searched for an online rainbow theme. Do you think any of the other themes would have worked well for your presentation? Does choosing specific slide layouts while beginning the exercise help save time creating the presentation?

Lab 3: Consider This: Your Turn Design and Create a Presentation about Learning to Knit and Crochet Note: To complete this assignment, you will be required to use the Data Files. Please contact your To complete this assignment, you will be required to use the Data Files. Please contact your T instructor for information about accessing the Data Files.

Part 1: More than 50 million people knit or crochet to create fun and useful items, to relax, or to exchange ideas with fellow hobbyists at a regional guild or group. The local craft store in your community is offering a series of classes on knitting and crocheting techniques, and the manager has asked you to help promote the event. The introductory course includes instruction on select- ing yarn, hooks, and needles; reading patterns; and making basic stitches. The intermediate and advanced courses include knitting in the round; making sleeves, button holes, and cables; and bead and filet crocheting. Classes are scheduled for four weeks on consecutive Saturdays beginning the first week of every month. All students will learn new skills and complete a fashionable project, which could include creating afghans, hats, and scarves for community residents in need. Use the concepts and techniques presented in this module to prepare a presentation to promote the classes. Select a suitable theme, and include a title slide, bulleted lists, shapes, and WordArt. The presenta- tion should contain photos and illustrations appropriately resized. Six photos and illustrations are available in the Data Files: Green Yarn, Mitten, Two Mittens, Penguin, Quilt, and Scarf. Apply pic- ture styles and effects. Add a title slide and closing slide to complete your presentation. Format the title slide with a shape. Format the background with at least one picture and apply a background texture to at least one slide. Review and revise your presentation as needed. Submit your assignment in the format specified by your instructor.

Part 2: You made several decisions while creating the presentation in this assignment: where to place text, how to format the text (such as font, font size, and where to use WordArt), which graphi- cal image(s) to use, what styles and effects to apply, where to position the graphical images, how to format the graphical images, and which shapes to use to add interest to the presentation. What was the rationale behind each of these decisions? When you reviewed the document, what further revi- sions did you make and why? Where would you recommend showing this slide show?

Microsoft PowerPoint 2016

3 Reusing a Presentation and Adding Media and Animation

• Color a photo

• Add an artistic effect to a photo

• Align paragraph text

• Change views

• Ungroup, change the color of, and regroup an illustration

• Copy a slide element from one slide to another

• Insert and edit a video clip

• Insert an audio clip

• Control audio and video clips

• Insert entrance, emphasis, and exit effects

• Control animation timing

• Change theme colors

• Change a theme and variant on one slide

• Print handouts

Objectives You will have mastered the material in this module when you can:

Introduction At times, you will need to revise a PowerPoint presentation. Changes may include inserting and adding effects to photos, altering the colors of photos and illustrations, and updating visual elements displayed on a slide. Applying a different theme, changing fonts, and substituting graphical elements can give a slide show an entirely new look. Adding media, including sounds, video, and music, can enhance a presentation and help audience members retain the information being presented. Adding animation can reinforce important points and enliven a presentation.

Project — Presentation with Video, Audio, Animation, and Photos with Effects The project in this module follows graphical guidelines and uses PowerPoint to create the presentation shown in Figure 3–1. The slides in this revised presentation, which

BTW Media in Presentations Well-produced video and audio clips add value to a presentation when they help explain a concept that cannot be captured in a photo or illustration. Before you insert these files on a slide, however, consider whether they really add any value to your overall slide show. Audiences quickly tire of extraneous movement and sounds on slides, and they will find such media clips annoying. The audience’s attention should focus primarily on the presenter; extraneous or inappropriate media files may divert their attention and, in turn, decrease the quality of the presentation.

Microsoft PowerPoint 2016

PPT 122

Overall, the slides have myriad media elements and effects that are exciting for your audience to watch and hear.

In this module, you will learn how to create the slides shown in Figure 3–1. The following roadmap identifies general activities you will perform as you progress through this module:

1. INSERT and ADD EFFECTS to photos, including changing colors and styles. 2. MODIFY PLACEHOLDERS on the slides by moving and changing sizes.

discusses the Spokes Bike Club, have a variety of audio and visual elements. For example, the photos in the slides’ backgrounds have artistic effects applied that soften the images and help the audience focus on other elements on the slides. The bicycle wheel photo has colors that blend well with the background. The bullet list is animated with entrance, emphasis, and exit effects. The video has been edited to play only one portion and has effects to add audience interest. Bicycle riding sounds integrate with the visual elements.

(a) Slide 1 (Title Slide with Picture Background, Modified Clip, and Animated Clip)

(b) Slide 2 (Bulleted List)

(d) Slide 4 (Video Playing Full Screen)

Figure 3–1

title placeholder moved

modified clip is animated

animated placeholder

clip copied to Slide 1

video plays full screen

video inserted and formatted

artistic effect applied to picture background

Microsoft PowerPoint 2016

PPT 123

3. MODIFY and COPY an ILLUSTRATION to customize its appearance. 4. ADD MEDIA files to slides. 5. ANIMATE SLIDE CONTENT with entrance, emphasis, and exit effects. 6. CUSTOMIZE SLIDE ELEMENTS by changing a theme and variant on one slide and

changing the theme colors.

Inserting Photos and Adding Effects The Spokes Bike Club presentation consists of three slides that have some text, a clip art image, a formatted background, and a transition applied to all slides. You will insert a photo into one slide and then modify it and another photo by adding artistic effects and recoloring. You also will copy the clip art from Slide 2 to Slide 1 and modify the objects in this clip. In Module 2, you inserted photos, made corrections, and added styles and effects; the new effects you apply in this module will add to your repertoire of photo enhancements that increase interest in your presentation.

In the following pages, you will perform these tasks: 1. Insert the first photo into Slide 1. 2. Recolor the Slide 1 photo. 3. Add an artistic effect to the Slide 3 photo. 4. Send the Slide 1 photo back behind all other slide objects.

To Insert and Resize a Photo into a Slide without Content Placeholders

The first step is to insert a photo into Slide 1. This photo is available in the Data Files. Please contact your instructor for information about accessing the required file. The following steps insert a photo into Slide 1.

1 Run PowerPoint and then open the presentation, Spokes, from the Data Files.

2 Save the presentation using the file name, Spokes Bike Club.

3 With Slide 1 displaying, click Insert on the ribbon to display the Insert tab and then click the Pictures button (Insert tab | Images group) to display the Insert Picture dialog box.

4 If necessary, navigate to the photo location (in this case, the Module 03 folder in the Data Files folder).

5 Click Hidden Bike to select the file.

6 Click the Insert button (Insert Picture dialog box) to insert the photo into Slide 1.

7 Drag the sizing handles to resize the photo so that it covers the entire slide. You can click the Height and Width arrows (Picture Tools Format tab | Size group) to adjust the picture size so that it is approximately 7.5” x 13.33” (Figure 3–2).

BTW Organizing Files and Folders You should organize and store files in folders so that you easily can find the files later. For example, if you are taking an introductory technology class called CIS 101, a good practice would be to save all PowerPoint files in a PowerPoint folder in a CIS 101 folder. For a discussion of folders and detailed examples of creating folders, refer to the Office and Windows module at the beginning of this book.

PPT 124 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

Adjusting Photo Colors PowerPoint allows you to adjust colors to match or add contrast to slide

elements by coloring photos. The Color gallery has a wide variety of preset formatting combinations. The thumbnails in the gallery display the more common color saturation, color tone, and recolor adjustments. Color saturation changes the intensity of colors. High saturation produces vivid colors; low saturation produces gray tones. Color tone affects the coolness, called blue, or the warmness, called orange, of photos. When a digital camera does not measure the tone correctly, a color cast occurs, and, color cast occurs, and, color cast as a result, one color dominates the photo. Recolor effects convert the photo into a Recolor effects convert the photo into a Recolor wide variety of hues. The more common are grayscale, which changes the color photo into black, white, and shades of gray, and sepia, which changes the photo colors into brown, gold, and yellow, reminiscent of a faded photo. You also can fine-tune the color adjustments by clicking the Picture Color Options and More Variations commands in the Color gallery.

Figure 3–2

To Color a Photo

The Office theme and text on Slides 1 and 2 are simple and fulfill the need to communicate the presentation’s bicycling message. The photos on Slides 1 and 3 help set the tone of riding on an open road and enjoying the freedom that biking brings. You may want to add an effect to photos. Why? An effect adds variety to the presentation and helps enhance ordinary photos. The following steps recolor the Slide 1 photo to intensify the bright colors.

1 INSERT & ADD EFFECTS | 2 MODIFY PLACEHOLDERS | 3 MODIFY & COPY ILLUSTRATIONS

4 ADD MEDIA | 5 ANIMATE SLIDE CONTENT | 6 CUSTOMIZE SLIDE ELEMENTS

dimensions of resized photo

photo inserted and sized to cover entire slide

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 125

1 • With Slide 1 displaying and the Hidden

Bike photo selected, click the Color button (Picture Tools Format tab | Adjust group) to display the Color gallery (Figure 3–3).

Why does the Adjust group look different on my screen? Your monitor is set to a different resolution. See the Office 2016 and Windows 10 module for an explanation of screen resolution and the appearance of the ribbon.

Why are gray borders surrounding the thumbnails in the Color Saturation, Color Tone, and Recolor areas in the gallery? The gray borders show the color saturation, tone, and recolor settings currently in effect for the image on Slide 1.

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Figure 3Figure 3–33

Figure 3–4

2 • Point to Saturation: 400% (last thumbnail

in Color Saturation row) to display a live preview of this adjustment on the photo.

Experiment

• Point to various thumbnails in the Color Saturation area and watch the saturation change on the photo in Slide 1.

• Click Saturation: 400% to apply this saturation to the Hidden Bike photo (Figure 3–4).

Could I have applied this recoloring to the photo if it had been a background instead of a file inserted into the slide? No. Artistic effects and recoloring cannot be applied to backgrounds.

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Other Ways

1. Click Format Picture on shortcut menu, click Picture icon, click Picture Color, use Saturation slider (Format Picture pane)

To Add an Artistic Effect to a Photo

Artists use a variety of techniques to create effects in their paintings. They can vary the amount of paint on their brushstroke, use fine bristles to add details, mix colors to increase or decrease intensity, and smooth their paints together to blend the colors. You, likewise, can add similar effects to your photos using PowerPoint’s built-in artistic effects. Why? The completed Slide 3 will have both a photo and a video, so applying an artistic effect to the photo will provide a contrast between the two images. The following steps add an artistic effect to the Slide 3 photo.

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Color button

Color Saturation area

Color gallery

desired Saturation 400% color for Slide 1

Saturation 400% color applied

gray borders indicate current color saturation, color tone, and recolor option

PPT 126 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

2 • Point to Cement (first

thumbnail in fourth row) to display a live preview of this effect on the photo.

Experiment

• Point to various artistic effects and watch the hues change on the photo in Slide 3.

• Click Cement to apply this artistic effect to the photo (Figure 3–6).

1 • Display Slide 3

and select the photo.

• Click the Artistic Effects button (Picture Tools Format tab | Adjust group) to display the Artistic Effects gallery (Figure 3–5).

Figure 3Figure 3–55

Figure 3–6

Can I adjust a photo by recoloring and applying an artistic effect? Yes. You can apply both a color and an effect. You may prefer at times to mix these adjustments to create a unique image.

Other Ways

1. Click Format Picture on shortcut menu, click Effects icon, click Artistic Effects

To Change the Stacking Order

The objects on a slide stack on top of each other, much like individual cards in a deck. To change the order of these objects, you use the Bring Forward and Send Backward commands. Bring Forward moves an object toward the top of the stack, and Send Backward moves an object underneath another object. When you click the Bring Forward arrow, PowerPoint displays a menu with an additional command, Bring to Front, which moves a selected object to the top of the stack. Likewise, when you click the Send Backward arrow, the Send to Back command moves the selected object underneath all objects on the slide. The following steps arrange the Back command moves the selected object underneath all objects on the slide. The following steps arrange the Back Slide 1 photo. Why? On this slide, the photo is on top of the placeholders, so you no longer can see the text. If you send the photo to the bottom of the stack on the slide, the letters will become visible.

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Artistic Effects button

no effect currently applied

Artistic Effects gallery

Cement artistic effect will be applied to Slide 3

Cement artistic effect applied

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 127

Other Ways

1. Click Send Backward arrow (Picture Tools Format tab | Arrange group), press K

2. Right-click photo, point to ‘Send to Back’ on shortcut menu, click ‘Send to Back’

Modifying Placeholders You have become familiar with inserting text and graphical content in the three types of placeholders: title, subtitle, and content. These placeholders can be moved, resized, and deleted to meet desired design requirements. In addition, placeholders can be added to a slide when needed. After you have modified the placeholder locations, you can view thumbnails of all your slides simultaneously by changing views.

In the following pages, you will perform these tasks: 1. Resize the Slide 1 title text placeholder. 2. Align the Slide 1 title text. 3. Move the Slide 1 title text placeholder. 4. Delete the Slide 1 subtitle text placeholder. 5. Change views.

Figure 3–8

1 • Display Slide 1 and then select

the Hidden Bike photo.

• Click the Picture Tools Format tab and then click the Send Backward arrow (Picture Tools Format tab | Arrange group) to display the Send Backward menu (Figure 3–7).

How can I see objects that are not on the top of the stack? Press TAB or SHIFT + TAB to display each slide object.

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Figure 3–7

2 • Click ‘Send to

Back’ to move the photo underneath all slide objects (Figure 3–8).

Picture Tools Format tab

Send Backward arrow

‘Send to Back’ command

Send Backward menu

title text does not display because picture covers placeholder

title text displays because photo is moved underneath placeholder

PPT 128 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

Can I drag other sizing handles to enlarge or shrink the placeholder? Yes, you also can drag the left, right, top, and corner sizing handles to resize a placeholder. When you drag a corner sizing handle, the box keeps the same proportion and simply enlarges or shrinks the overall shape.

To Align Paragraph Text

The presentation theme determines the formatting characteristics of fonts and colors. It also establishes paragraph formatting, including the alignment of text. Some themes center the text paragraphs between the center the text paragraphs between the center left and right placeholder borders, while others left-align the paragraph so that the first character of a text line is near the left border or right-align the paragraph so that the last character of a text line is near the right border. The paragraph also can be justified so that the text is aligned to both the left and right borders. When PowerPoint justifies text, it adds extras spaces between the words to fill the entire line.

The words, Spokes Bike Club, are left-aligned in the Slide 1 title text placeholder. Later, you will add an illustration on the right side of the slide below this text, so you desire to right-align the paragraph. Why? Both the text and the picture will be located on the right side of the slide, so the alignments complement each other. The following steps change the alignment of the Slide 1 title text placeholder.

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To Resize a Placeholder

When the Slide 1 title placeholder is selected, the AutoFit button displays on the left side of the placeholder because the two lines of text exceed the placeholder’s borders. PowerPoint attempts to reduce the font size when the text does not fit, and you can click this button to resize the existing text in the placeholder so the spillover text will fit within the borders. The following step increases the Slide 1 title text placeholder size. Why? The two lines of text exceed the placeholder’s borders, so you can resize the placeholder and fit the letters within the rectangle.

1 • With Slide 1

displaying, click somewhere in the title text paragraphs to position the insertion point in the placeholder. Click the border of the title text placeholder to select it and then point to the top-middle sizing handle.

• Drag the top title text placeholder border upward to enlarge the placeholder (Figure 3–9). Figure 3–9

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top border dragged upward to enlarge title text placeholder

pointer changes to cross hair

title text placeholder border is solid line

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 129

Other Ways

1. Right-click paragraph, click Align Right button on mini toolbar

2. Right-click paragraph, click Paragraph on shortcut menu, click Alignment arrow (Paragraph dialog box), click Right, click OK button

3. Click Paragraph dialog box launcher (Home tab | Paragraph group), click Alignment arrow (Paragraph dialog box), click Right, click OK button

4. Press CTRL+R

To Move a Placeholder

Why? If you desire to have a placeholder appear in a different area of the slide, you can move it to a new location. The theme layouts determine where the text and content placeholders display on the slide. The Slide 1 title text placeholder currently displays in the middle third of the slide, but the text in this placeholder would be more aesthetically pleasing if it were moved to the upper-right corner of the slide. The following step moves the Slide 1 title text placeholder.

Figure 3–10

Figure 3–11

1 • With the

Home tab displayed, click somewhere in the title text paragraph of Slide 1 to position the insertion point in the text to be formatted (Figure 3–10).

2 • Click the Align Right

button (Home tab | Paragraph group) to move the text to the right side of the title text placeholder (Figure 3–11).

What if I want to return the paragraph to left-alignment? Click the Align Left button (Home tab | Paragraph group).

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Align Left button is selected, indicating text left aligned in placeholder

left-aligned text in title text placeholder

Align Right button is selected, indicating text is positioned in right side of placeholder

right-aligned text in placeholder

insertion point in text to be formatted

PPT 130 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

1 • Click the border

of the Slide 1 title text placeholder to select it.

• With the title text placeholder border displaying as a solid line or fine dots, point to an area of the left border between the middle and lower sizing handles so that the pointer changes to a four-headed arrow.

Can I click any part of the border to select it? Yes. You can click any of the four border lines.

How do I know if the placeholder is selected? The selection handles are displayed.

• Drag the placeholder upward and to the right, as shown in Figure 3–12. • If requested by your instructor, replace with word, Spokes, with the name of the city in which you were born.

To Delete a Placeholder

When you run a slide show, empty placeholders do not display. You may desire to delete unused placeholders from a slide. Why? So they are not a distraction when you are designing slide content. The subtitle text placeholder on Slide 1 is not required for this presentation, so you can remove it. The following steps remove the Slide 1 subtitle text placeholder.

1 • Click a border of

the subtitle text placeholder so that it displays as a solid or finely dotted line (Figure 3–13).

2 • Press the DELETE

key to remove the subtitle text placeholder.

Can I also click the Cut button to delete the placeholder? Yes. Generally, however, the Cut button is used when you desire to remove a selected slide element, place it on the Clipboard, and then paste it in another area. The DELETE key is used when you do not want to reuse that particular slide element.

Other Ways

1. Select placeholder, press BACKSPACE 2. Right-click placeholder border, click Cut on shortcut menu

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Figure 3–12

Figure 3–13

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title text placeholder dragged to desired location

pointer is four- headed arrow

subtitle text placeholder

subtitle text placeholder is selected

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 131

TO ADD A TEXT BOX You occasionally may need to insert a small amount of text in an area of a slide

where no content placeholder is located. A text box allows you to emphasize or set off text that you consider important for your audience to read. To add a text box to a slide, you would perform the following steps.

1. Click the Text Box button (Insert tab | Text group), click the slide, and then drag the object to the desired location on the slide.

2. Click inside the text box to add or paste text. 3. If necessary, change the look and style of the text box characters by using

formatting features (Home tab | Font group).

Changing Views You have been using Normal view to create and edit your slides. Once you view to create and edit your slides. Once you view

completed your slides in projects for previous modules, you reviewed the final products by displaying each slide in Slide Show view, which occupies the full computer screen. You were able to view how the transitions, graphics, and effects will display in an actual presentation before an audience.

PowerPoint has other views to help review a presentation for content, organization, and overall appearance. Slide Sorter view allows you to look at several view allows you to look at several view slides at one time. Reading view is similar to Slide Show view because each slide Reading view is similar to Slide Show view because each slide Reading view displays individually, but the slides do not fill the entire screen. Using this view, you easily can progress through the slides forward or backward with simple controls at the bottom of the window. Switching between Slide Sorter, Reading, and Normal views helps you review your presentation, assess whether the slides have an attractive design and adequate content, and make sure they are organized for the most impact. After reviewing the slides, you can change the view to Normal so that you may continue working on the presentation.

To Change Views

Why? You have made several modifications to the slides, so you should check for balance and consistency.Why? You have made several modifications to the slides, so you should check for balance and consistency.Why? The following steps change the view from Normal view to Slide Sorter view, then Reading view, and back to Normal view.

1 • Click the Slide Sorter

view button on the right side of the status bar to display the presentation in Slide Sorter view (Figure 3–14).

Why is Slide 1 selected? It is the current slide in the Slides tab.

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Figure 3–14

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colored border indicates Slide 1 is selected Slide Sorter

view button Reading View button

PPT 132 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

3 • Click the Next button two times to advance through the

presentation.

• Click the Previous button two times to display Slide 2 and then Slide 1.

• Click the Menu button to display commonly used commands (Figure 3–16).

4 • Click End Show to return to Slide Sorter view, which is the

view you were using before Reading view.

• Click the Normal view button to display the presentation in Normal view.

2 • Click the Reading

View button on the right side of the status bar to display Slide 1 of the presentation in Reading view (Figure 3–15).

Figure 3–15

Figure 3–16

Modifying and Copying an Illustration Slides 1 and 2 (shown in Figures 3–1a and 3–1b) contain an illustration of a biker that was inserted and then modified. You may want to modify an illustration for various reasons. Many times, you cannot find an illustration that precisely represents your topic. For example, you want a picture of a red flower with red petals, but the only available picture has yellow petals.

Occasionally, you may want to remove or change a portion of an illustration or you might want to combine two or more illustrations. For example, you can use one illustration for the background and another photo as the foreground. Other times, you may want to combine an illustration with another type of object. In this presentation, the biker has a brown shirt, and you want to change the color to yellow. In addition, the bike hubs are black, and you want to change them to yellow. The illustration has a blue background, which is not required to display on the slide. You will ungroup the illustration, change the color of the shirt and hubs, and remove the blue background.

Modifying the clip on Slide 2 and then copying it to Slide 1 requires several steps. In the following pages, you will perform these tasks:

1. Zoom Slide 2 to examine the illustration. 2. Ungroup the illustration.

Slide 1 does not fill entire screen in Reading view

Previous button

Menu button Next

button

menu of commonly used commands

End Show command

Normal view button

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 133

3. Change objects’ color. 4. Delete objects. 5. Regroup the illustration. 6. Copy the illustration from Slide 2 to Slide 1.

Figure 3–17

To Ungroup an Illustration

The next step is to ungroup the biker illustration, also called a clip, on Slide 2. When you ungroup an illustration, PowerPoint breaks it into its component objects. A clip may be composed of a few individual objects or several complex groups of objects. These groups can be ungrouped repeatedly until they decompose into individual objects. Why? Because an illustration is a collection of complex groups of objects, you may need to ungroup a complex object into less complex objects before being able to modify a specific object. When you ungroup a clip and click the Yes button in the Microsoft PowerPoint dialog box, PowerPoint converts the clip to a PowerPoint object. The following steps ungroup an illustration.

1 • Click the biker clip to select it and

then click Format on the ribbon to display the Picture Tools Format tab.

• Click the Group Objects button (Picture Tools Format tab | Arrange group) to display the Group Objects menu (Figure 3–18).

Why does the Group Objects button look different on my screen? Your monitor is set to a different resolution. See the Office 2016 and Windows 10 module for an explanation of screen resolution and the appearance of the ribbon.

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Figure 3–18

To Zoom a Slide

You will be modifying small areas of the illustration, so it will help you select the relevant pieces if the graphic is enlarged. The following step changes the zoom to 90 percent.

1 Display Slide 2 and then drag the Zoom slider or click the Zoom level button or the Zoom In button to change the zoom level to 90%. If necessary, click the Down scroll arrow several times so that the entire graphic is visible (Figure 3–17).

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Zoom Out button

Down scroll arrow

Zoom slider slide shown at 90% zoom

Zoom In button Zoom level button

Picture Tools Format tab

Group Objects button

Ungroup command

Group Objects menu

sizing handles indicate biker clip is selected

PPT 134 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

Why does the ribbon change from the Picture Tools Drawing tab to the Drawing Tools Format tab and show different options this time? The illustration has become a drawing object, so tools related to drawing now display.

Why do all those circles display in the clip? The circles are sizing handles for each of the clip’s objects, which resemble pieces of a jigsaw puzzle.

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3 • Click the Yes button (Microsoft PowerPoint dialog box) to convert the clip to a Microsoft Office drawing.

What happens if I click the No button? The clip will remain displayed on the slide as an illustration and will not ungroup.

• Click Format on the ribbon to display the Drawing Tools Format tab. Click the Group Objects button (Drawing Tools Format tab | Arrange group) and then click Ungroup again to display the objects that form the biker clip (Figure 3–20).

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2 • Click Ungroup on

the Group Objects menu to display the Microsoft PowerPoint dialog box (Figure 3–19).

Figure 3–19

Figure 3Figure 3–2020

To Change the Color of a Clip Object

Now that the biker illustration is ungrouped, you can change the color of the objects. You must exercise care when selecting the correct object to modify. Why? A clip might be composed of hundreds of objects. The following steps change the color of the biker’s shirt from brown to yellow.

Other Ways

1. Right-click clip, point to Group on shortcut menu, click Ungroup 2. Press CTRL+SHIFT+G

Figure 3–21Figure 3 21

1 • Click an area of the slide that is

not part of the clip to deselect all the clip pieces.

• Click the biker’s shirt to display sizing handles around the brown colored area (Figure 3–21).

What if I selected a different area by mistake? Click outside the clip and retry.

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Microsoft PowerPoint dialog box

clicking Yes button converts picture to drawing object

sizing handles indicate objects that form the biker clip are selected

Drawing Tools Format tab

Group Objects button

sizing handles for shirt

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 135

2 • Click the Shape Fill arrow

(Drawing Tools Format tab | Shape Styles group) to display the Shape Fill gallery.

• Point to Yellow (fourth color in Standard Colors row) to display a live preview of the shirt color (Figure 3–22).

Experiment

• Point to various colors and watch the biker’s shirt color change.

Figure 3–22

Figure 3–23

Figure 3–24

3 • Click the color

Yellow to change the biker’s shirt color (Figure 3–23).

Why is the bar under the Shape Fill button now yellow? The button displays the last fill color selected.

Q &

4 • Click the rear wheel hub to

select it.

• Click the Shape Fill button (Drawing Tools Format tab | Shape Styles group) to change the wheel hub color to Yellow (Figure 3–24).

Why did I not need to click the Shape Fill arrow to select this color? PowerPoint uses the last fill color selected. This color displays in the bar under the bucket icon on the button.

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Shape Fill bar displays last fill color selected

Shape Fill gallery

Yellow shirt color is previewed

Shape Fill arrow

desired shirt color

Shape Fill bar displays new Yellow fill color selected

Yellow shirt color is applied

rear wheel hub will be recolored

Shape Fill button

front wheel hub will be recoloredYellow

hub color is applied

PPT 136 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

Other Ways

1. Click Shape Fill arrow (Home tab | Drawing group) 2. Right-click object, click Fill button below shortcut menu

3. Right-click object, click Format Shape on shortcut menu, click ‘Fill & Line’ icon

Figure 3 25Figure 3–25

5 • Change the front wheel hub color to

Yellow (Figure 3–25).

Can I select multiple objects so I can color them simultaneously? Yes. While pressing the SHIFT key, click the desired elements to select them.

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To Delete a Clip Object

With the biker’s shirt and hub colors changed, you want to delete the blue background object. Why? This object clutters the slide and is not a necessary element of the clip. The following steps delete this object.

Figure 3–26Figure 3 26

2 • Press the DELETE

key to delete this object (Figure 3–27).

Figure 3–27

1 • Click the background in

any area where the blue color displays to select this object (Figure 3–26).

Can I select multiple objects so I can delete them simultaneously? Yes. While pressing the SHIFT key, click the unwanted elements to select them.

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Yellow front wheel hub color is applied

solid border and sizing handles indicate background object is selected

blue background color

six sweat droplets will be deleted

blue background is removed

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 137

To Regroup Objects

When you ungrouped the biker clip, you eliminated the embedding data or linking information that tied all the individual pieces together. If you attempt to move or size this clip now, you might encounter difficulties because it consists of multiple objects and is no longer one unified piece. Dragging or sizing affects only a selected object, not the entire collection of objects, so you must use caution when objects are not completely regrouped. You can regroup all of the ungrouped objects so they are reassembled into a single unit. The individual pieces of the biker clip now will be regrouped. Why? When they are regrouped, they cannot be accidentally moved or manipulated. The following steps regroup these objects into one object.

Figure 3–28

Figure 3–29

3 • Click one black sweat

droplet, press the SHIFT key, and then click the other five sweat droplets to select all six objects (Figure 3–28).

What can I do if I am having difficulty selecting just these six objects? Try increasing the zoom, or select a few objects at a time and then delete them.

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1 • Position the selection pointer

(the left-pointing arrow) in the lower-left corner of the biker illustration and then drag diagonally to the upper- right corner of the illustration so that the entire illustration is covered with a gray box (Figure 3–29).

Must I drag diagonally from left to right? No. You can drag in any direction as long as the gray box covers all the clip.

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• Press the DELETE key to delete these objects.

six sweat droplets are selected and will be deleted

gray box covers entire biker clip

six sweat droplets are deleted

PPT 138 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

2 • Release the mouse

to display all the selected pieces of the illustration.

• Click the Drawing Tools Format tab, and then click the Group Objects button (Drawing Tools Format tab | Arrange group) to display the Group Objects menu (Figure 3–30).

3 • Click Regroup to

recombine all the clip objects.

4 • Use the Zoom slider to change the zoom level to 60%.

Other Ways

1. Right-click selected clip, point to Group on shortcut menu, click Regroup

To Copy a Clip from One Slide to Another

The biker clip on Slide 2 also can display in its modified form on the title slide. You first must copy it using the Office Clipboard and then paste it in the desired location. The Office Clipboard is a temporary storage location that can hold a maximum of 24 text or graphics items copied from any Office program. Why? You have made modifications to the illustration that you would like to duplicate on the title slide. The same procedure of copying and pasting objects works for copying and pasting text from one placeholder to another. The following steps copy this slide element from Slide 2 to Slide 1.

Figure 3–30

1 • With the biker

illustration on Slide 2 selected, display the Home tab and then click the Copy button (Home tab | Clipboard group) (Figure 3–31).

2 • Display Slide 1 and

then click the Paste button (Home tab | Clipboard group), shown in Figure 3–31, to insert the biker illustration into the title slide.

Is the clip deleted from the Office Clipboard when I paste it into the slide? No.Q

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Drawing Tools Format tab

Group Objects button

Regroup command

Group Objects menu

sizing handles indicate all objects that form the biker clip are selected

Figure 3–31

Copy button puts duplicate copy of clip on Office Clipboard

sizing handles indicate clip is selected

clicking Paste button inserts copy of clip from Office Clipboard

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 139

Adding Media to Slides Media files can enrich a presentation if they are used correctly. Video files can be produced with a camera and editing software, and sound files can come from the Internet, files stored on your computer, or an audio track on a CD. To hear the sounds, you need a sound card and speakers or headphones on your system.

Once an audio or video clip is inserted into a slide, you can specify options that affect how the file is displayed and played. For example, you can have the video play automatically when the slide is displayed, or you can click the video frame when you are ready to start the playback. You also can have the video fill the entire slide, which is referred to as full screen. If you decide to play the slide show automatically and have it display full screen, you can drag the video frame to the gray area off the slide so that it does not display briefly before going to full screen. You can select the ‘Loop until Stopped’ option to have the video repeat until you click the next slide, or you can choose to not have the video frame display on the slide until you click the slide.

If your video clip has recorded sounds, the volume controls give you the option to set how loudly this audio will play. They also allow you to mute the sound so that your audience will hear no background noise or music.

In the following pages, you will perform these tasks: 1. Insert a video file into Slide 3. 2. Trim the video file to shorten the play time. 3. Add video options that determine the clip’s appearance and playback. 4. Insert an audio file into Slide 1. 5. Add audio options that determine the clip’s appearance and playback. 6. Resize the Slide 3 video clip. 7. Add a video style to the Slide 3 clip. 8. Add a border to the Slide 3 clip and then change the border weight and color.

3 • Increase the biker

illustration size by dragging one of the corner sizing handles outward until the biker is the size shown in Figure 3–32 (approximately 5.24” x 6.55” as indicated on the Drawing Tools Format tab). Drag the biker to the location shown in this figure.

Break Point: If you wish to take a break, this is a good place to do so. Be sure to save the Spokes Bike Club file again and then you can quit PowerPoint. To resume at a later time, start PowerPoint, open the file called Spokes Bike Club, and continue following the steps from this location forward.

Figure 3–32

BTW Using Codecs Video and audio content developers use a codec (compressor/decompressor) to reduce the file size of digital media. The reduced file size helps transfer files across the Internet quickly and smoothly and helps save space on storage media. Your computer can play any compressed file if the specific codec used to compress the file is available on your computer. If the codec is not installed or is not recognized, your computer attempts to download this file from the Internet. Many codec files are available to download from the Internet at no cost.

clip resized and moved to desired location

PPT 140 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

To Insert a Video File

Slide 3 has another photo of a biker, and you have a video clip of a person riding a bike through a wooded area. You want to use a majority of the clip and eliminate a few seconds from the beginning and end. PowerPoint allows you to insert this clip into your slide and then trim the file. Why? You want to play just a portion of the video when you preview the clip or run the slide show. This clip is available in the Data Files. The following steps insert this video clip into Slide 3.

Figure 3–33

2 • Click ‘Video on My PC’

on the Insert Video menu to display the Insert Video dialog box.

• If the list of files for Module 03 is not displayed in the Insert Video dialog box, navigate to the location where the files are located.

• Click Mountain Bike Video to select the file (Figure 3–34).

Figure 3–34

Figure 3–35

3 • Click the Insert

button (Insert Video dialog box) to insert the video clip into Slide 3 (Figure 3–35).

Can I adjust the color of a video clip? Yes. You can correct the brightness and contrast, and you also can recolor a video clip using the same methods you learned in this module to color a photo.

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1 • Display Slide 3 and then

display the Insert tab. Click the Insert Video button (Insert tab | Media group) to display the Insert Video menu (Figure 3–33).

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Insert Video button

Insert Video menu

‘Video on My PC’ command

Insert Video dialog box

Mountain Bike Video file is selected

icons show frames of videos from Data Files (your list may differ)

Insert button

Video Tools Format tab

Video Tools Playback tab

Play button

sizing handle indicates video is selected

Play/Pause button video progress

bar

video controls

video elapsed time

‘Move Back 0.25 Seconds’ button

‘Move Forward 0.25 Seconds’ button

Mute/Unmute button

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 141

To Trim a Video File

Why? The Mountain Bike Video file has a running time of slightly more than 32 seconds. Much of the video is the same view of the bike path through the woods, so you decide to delete a few seconds from the beginning and the end to shorten the duration. PowerPoint’s Trim Video feature allows you to trim the beginning and end of your clip by designating your desired Start Time and End Time. These precise time measurements are accurate to one- thousandth of a second. The start point is indicated by a green marker, and the end point is indicated by a red marker. The following steps trim the Mountain Bike Video clip.

1 • With the video clip

selected on Slide 3, click the Play/Pause button in the video controls underneath the video to play the entire video.

Can I play the video by clicking the Play button in the Preview group? Yes. This Play button plays the entire clip. You may prefer to click the Play/Pause button displayed in the video controls to stop the video and examine one of the frames.

• Click Playback on the ribbon to display the Video Tools Playback tab. • Click the Trim Video button (Video Tools Playback tab | Editing group) to display the Trim Video dialog box

(Figure 3–36).

2 • Point to the start point,

which is indicated by the green marker on the right side, so that the pointer changes to a two-headed arrow.

• Slide or drag the green marker to the right until the Start Time is approximately 00:05.991 (Figure 3–37).

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Figure 3–36

Figure 3–37

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Play/Pause button

Trim Video button Trim Video dialog box

green marker indicates start point

video frame that displays at new start time

new start time

green marker dragged to new location

total length of video

red marker indicates end point

PPT 142 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

4 • Click the Play/Pause button (Trim Video dialog box) to review the shortened video clip. • Click the OK button (Trim Video dialog box) to set the Start Time and End Time and to close the Trim Video

dialog box.

Other Ways

1. Right-click clip, click Trim on shortcut menu

To Add Video Options

Once the video clip is inserted into Slide 3, you can specify that the video plays automatically when the slide is displayed. Why? When you are giving your presentation, you do not want to click the mouse to start the video. You also can adjust the volume of the sound recorded on the file. The following steps add the option of playing the video full screen automatically and also decrease the volume of the clip.

1 • With the Video Tools Playback

tab displaying, click the Start arrow (Video Tools Playback tab | Video Options group) to display the Start menu (Figure 3–39).

What does the On Click option do? The video clip would begin playing when a presenter clicks the frame during the slide show.

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3 • Point to the end point,

which is indicated by the red marker on the right side, so that the pointer changes to a two-headed arrow.

• Slide or drag the red marker to the left until the End Time is 00:29.100 (Figure 3–38).

Can I specify the start or end times without dragging the markers? Yes. You can enter the time in the Start Time or End Time boxes, or you can click the Start Time or End Time box arrows. You also can click the Next Frame and Previous Frame buttons (Trim Video dialog box).

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Figure 3–38

Figure 3–39

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video frame that displays at new end time

Next Frame button

red marker dragged to new location

OK button Play/Pause button

Previous Frame button

Start arrow Video Tools Playback tab

Automatically commandStart menu

On Click is default Start setting

new end time

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 143

2 • Click Automatically in the

Start menu to run the video clip automatically when the slide is displayed.

3 • Click the ‘Play Full Screen’

check box (Video Tools Playback tab | Video Options group) to place a check mark in it.

• Click the Volume button (Video Tools Playback tab | Video Options group) to display the Volume menu (Figure 3–40).

4 • Click Medium on the

Volume menu to set the audio volume.

Will the Mute option silence the video’s background sounds? Yes. Click Mute if you do not want your audience to hear any recorded sounds.

To Insert an Audio File

If you have a digital audio recorder or an app on your smartphone or mobile device, you can record sounds to insert into your presentation. The following steps insert an audio clip into Slide 1. Why? An audio clip of pedaling sounds adds interest to the start of your presentation when Slide 1 is displayed.

1 • Display Slide 1 and then

click Insert on the ribbon to display the Insert tab.

• Click the Insert Audio button (Insert tab | Media group) to display the Insert Audio menu (Figure 3–41).

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Figure 3–40

Figure 3–41

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Volume button

Volume menu

High is default volume setting

Medium is desired volume setting

‘Play Full Screen’ check box is checked

Automatically Start setting is selected

Insert Audio button

‘Audio on My PC’ command

Insert Audio menu

PPT 144 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

2 • Click ‘Audio on My PC’ on

the Insert Audio menu to open the Insert Audio dialog box.

• If the list of files for Module 03 is not displayed in the Insert Audio dialog box, navigate to the location where the files are located.

• Click Pedaling Sounds to select the file (Figure 3–42).

3 • Click the Insert button (Insert Audio dialog box) to insert the audio clip into Slide 1 (Figure 3–43).

Why does a sound icon display on the slide? The icon indicates an audio file is inserted.

Do the audio control buttons have the same functions as the video control buttons that displayed when I inserted the Mountain Bike Video clip? Yes. The controls include playing and pausing the sound, moving back or forward 0.25 seconds, audio progress, elapsed time, and muting or unmuting the sound.

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Figure 3–42

Figure 3–43

Insert Audio dialog box

icons show names of sounds from Data Files (your list may differ)

Pedaling Sounds file is selected

Insert button

desired audio clip inserted into slide

audio elapsed time

Mute/Unmute button

‘Move Forward 0.25 Seconds’ button

‘Move Back 0.25 Seconds’ button

audio progress bar

Play/Pause button

audio controls

sound icon

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 145

4 • Drag the sound icon to the

lower-left corner of the slide (Figure 3–44).

Must I move the icon on the slide? No. Although your audience will not see the icon when you run the slide show, it is easier for you to see the audio controls in this area of this slide.

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Figure 3–44

To Add Audio Options

Once an audio clip is inserted into a slide, you can specify options that control playback and appearance. As with the video options you applied to the Mountain Bike Video clip, the audio clip can play either automatically or when clicked, it can repeat the clip while a particular slide is displayed, and you can drag the sound icon off the slide and set the volume. The following steps add the options of starting automatically, playing until the slide no longer is displayed, and hiding the sound icon on the slide. Why? You do not want to click the screen to start the sound, so you do not need to see the icon. In addition, you want the pedaling sound to repeat while the slide is displayed to coordinate with the bicycle picture prominently shown and to keep the audience’s attention focused on the topic of riding a bike.

1 • If necessary, click

Playback on the ribbon to display the Audio Tools Playback tab. Click the Start arrow (Audio Tools Playback tab | Audio Options group) to display the Start menu (Figure 3–45).

2 • Click Automatically in

the Start menu.

Does the On Click option function the same way for an audio clip as On Click does for a video clip? Yes. If you were to select On Click, the sound would begin playing only after the presenter clicks Slide 1 during a presentation.

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Figure 3–45

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sound icon moved to desired location

Start arrow

‘Hide During Show’ check box is not checked Audio Tools

Playback tab

Automatically command

On Click command is default option

Start menu

PPT 146 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

3 • Click the ‘Loop until Stopped’ check box (Audio Tools Playback tab | Audio Options group) to place a check

mark in it.

What is the difference between the ‘Loop until Stopped’ option and the ‘Play Across Slides’ option? The audio clip in the ‘Loop until Stopped’ option repeats for as long as one slide is displayed. In contrast, the ‘Play Across Slides’ option would play the clip only once, but it would continue to play while other slides in the presentation are displayed. Once the end of the clip is reached, the sound would end and not repeat.

4 • Click the ‘Hide During

Show’ check box (Audio Tools Playback tab | Audio Options group) to place a check mark in it (Figure 3–46).

Why would I want the icon to display during the show? If you had selected the On Click option, you would need to find this icon on the slide and click it to start playing the clip.

Can I adjust the sound’s volume? Yes. You can adjust the volume or mute the sound by clicking the Volume button (Audio Tools Playback tab | Audio Options group) or by clicking the Mute/Unmute button on the Media Controls bar and using the volume slider.

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Figure 3–46

TO TRIM AN AUDIO FILE PowerPoint’s Trim Audio feature allows you to set the beginning and end of a

clip. You select the desired sound to play by designating a Start Time and End Time, which are accurate to one-thousandth of a second. As with the video file markers, the Start Time is indicated by a green marker and the End Time is indicated by a red marker. To trim an audio file, you would perform the following steps.

1. Select the sound icon on the slide and then click the Trim Audio button (Audio Tools Playback tab | Editing group).

2. Drag the green marker to the right until the desired Start Time is displayed. 3. Drag the red marker to the left until the desired End Time is displayed. 4. Click the Play/Pause button (Trim Audio dialog box) to review the shortened

audio clip. 5. Click the OK button to set the Start Time and End Time and to close the Trim

Audio dialog box.

BTW Ideal Decibels for Creativity When you need to be creative, move to an environment filled with moderate background noise, such as a coffee shop. Researchers at the University of British Columbia state that a noise level of approximately 70 decibels, which is the sound of a quiet conversation or highway noise from afar, fosters original ideas. Anything louder than this ambient noise level decreases the thought process.

‘Loop until Stopped’ check box is checked ‘Hide During

Show’ check box is checked

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 147

To Resize a Video

The default Mountain Bike Video frame size can be changed. You resize a video clip in the same manner that you resize photos and illustrations. The following steps will decrease the Mountain Bike Video frame using a sizing handle. Why? You want to fit the video near the center of the slide.

1 • Display Slide 3 and

select the video frame. Click Format on the ribbon to display the Video Tools Format tab (Figure 3–47).

2 • With the video selected,

drag any corner sizing handle diagonally inward until the frame is resized to approximately 5.5” x 9.78”.

• Drag the clip to the location shown in Figure 3–48.

Figure 3–48

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Figure 3–47

To Add a Video Style

The video styles are similar to the photo styles you applied in Module 2 and include various shapes, angles, borders, and reflections. The following steps apply a video style to the Mountain Bike Video clip on Slide 3. Why? The Mountain Bike Video clip on Slide 3 displays full screen when it is playing, but you decide to increase the visual appeal of the clip when it is not playing by applying a video style.

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default video frame dimensions

Video Tools Format tab

sizing handle indicates video is selected

Video Styles group

video sized and moved to desired location

More button

Revised video frame dimensions

PPT 148 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

1 • With the video selected and

the Video Tools Format tab displaying, click the More button in the Video Styles gallery (Video Tools Format tab | Video Styles group) (shown in Figure 3–48) to expand the gallery.

• Point to Reflected Perspective Right in the Intense area of the Video Styles gallery (sixth style in first row) to display a live preview of that style applied to the video frame on the slide (Figure 3–49).

Experiment

• Point to various photo styles in the Video Styles gallery and watch the style of the video frame change in the document window.

3 • Click Reflected Perspective

Right in the Video Styles gallery to apply the style to the selected video and then move the video to the location displayed in Figure 3–50.

Can I preview the movie clip? Yes. Point to the clip and then click the Play button on the ribbon (Preview group) or the Play/Pause button on the video controls below the video.

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Figure 3–49

Figure 3–50

To Add a Video Border

You have added borders to photos, and this design element can be added to video frames. The following steps apply a border to the Mountain Bike Video clip. Why? A border adds visual interest and distinguishes the video frame from the photo background.

1 • With the video clip selected, click the Video Border button (Video Tools Format tab | Video Styles group) and then

point to Weight on the Video Border gallery to display the Weight gallery.

Video Styles gallery

Intense area

desired video effect

Reflected Perspective Right video effect is applied to video

clicking Play/ Pause button previews video

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 149

2 • Point to 2¼ pt to display

a live preview of this line weight on the video frame (Figure 3–51).

Experiment

• Point to various line weights in the Weight gallery and watch the line thickness change.

3 • Click 2¼ pt to add this line

weight to the video.

Figure 3–51

To Change a Video Border Color

Once you have added a border to a video, you can modify the default color. The following steps change the video border color to yellow. Why? Yellow is used as an accent color in many components of the Spokes Bike Club slides.

1 • With the video clip selected,

click the Video Border button (Video Tools Format tab | Video Styles group) and then point to Yellow (fourth color in Standard Colors row) to display a live preview of this border color on the video frame (Figure 3–52).

Experiment

• Point to various colors in the gallery and watch the line colors change.

3 • Click Yellow to change the

video border color.

Other Ways

1. Click Format Video on shortcut menu, click Fill & Line icon, click Color button

Figure 3–52

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Video Border button

desired border line weightWeight gallery

Weight command

2¼ pt weight border is previewed

Video Border button

Color gallery

desired border color

Yellow border is previewed

PPT 150 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

Animating Slide Content Animation includes special visual and sound effects applied to text or other content. You already are familiar with one form of animation: transitions between slides. To add visual interest and clarity to a presentation, you can animate various parts of an individual slide, including pictures, shapes, text, and other slide elements. For example, each paragraph on the slide can spin as it is displayed. Individual letters and shapes also can spin or move in various motions. PowerPoint has a variety of built-in animations that will fade, wipe, or fly-in text and graphics.

Custom Animations You can create your own custom animations to meet your unique needs.

Custom animation effects are grouped in categories: entrance, exit, emphasis, and motion paths. Entrance effects, as the name implies, determine how slide elements first appear on a slide. Exit effects work in the opposite manner as entrance effects: They determine how slide elements disappear. Emphasis effects modify text and objects displayed on the screen. For example, letters may darken or increase in font size. The entrance, exit, and emphasis animations are grouped into categories: Basic, Subtle, Moderate, and Exciting. You can set the animation speed to Very Fast, Fast, Medium, Slow, or Very Slow.

The Slide 2 illustration shows a person riding a bike. When the slide is displayed, the audience will see this biker enter from the lower-left corner, move across the slide, stop beside the bicycle picture, rock slightly, and then continue across the slide toward the right corner.

In the following pages, you will perform these tasks: 1. Apply an entrance effect to the biker illustration and then change the direction. 2. Apply emphasis and exit effects. 3. Change the exit effect direction. 4. Preview the animation sequence. 5. Modify the entrance, emphasis, and exit effects’ timing. 6. Animate text paragraphs.

To Animate an Illustration Using an Entrance Effect

The biker you modified will not appear on Slide 2 when you display the slide. Instead, it will enter the slide from the lower-left corner. Why? The biker is facing right, so he will appear to be pedaling forward. It will then continue across the slide until it reaches the lower-right side of the photo. Entrance effects are colored green in the Animation gallery. The following step applies an entrance effect to the biker illustration in Slide 2.

1 • Display Slide 2, select the biker clip, and then click Animations on the ribbon to display the Animations tab. • Click the Fly In animation in the Animation gallery (Animations tab | Animation group) to display a live preview of

this animation and to apply this entrance animation to the biker illustration (Figure 3–53).

Are more entrance animations available? Yes. Click the More button in the Animation gallery to see additional animations. You can select one of the 13 entrance animations that are displayed, or you can click the ‘More Entrance Effects’ command to expand the selection. You can click any animation to see a preview of the effect.

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BTW Animation Effect Icon Colors Animation effects allow you to control how objects enter, move on, and exit slides. Using a traffic signal analogy may help you remember the sequence of events. Green icons indicate when the animation effect starts on the slide. Yellow icons represent the object’s motion; use them with caution so they do not distract from the message you are conveying to your audience. Red icons indicate when the object stops appearing on a slide.

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 151

To Change Animation Direction

Why? By default, the illustration appears on the slide by entering from the bottom edge, and you want it to enter from the left. You can modify this direction and specify that it enters from another side or from a corner. The following steps change the biker entrance animation to enter from the left.

1 • Click the Effect Options

button (Animations tab | Animation group) to display the Direction gallery (Figure 3–54).

Why does a pink box appear around the From Bottom arrow? From Bottom is the default entrance direction applied to the animation.

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Figure 3–53

Figure 3–54

Why does the number 1 appear in a box on the left side of the clip? The 1 is a sequence number and indicates Fly In is the first animation that will appear on the slide when you click the slide.

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2 • Click the From Left arrow to see a preview of this animation and apply this direction to the entrance animation.

Can I change this entrance effect? Yes. Repeat Step 1 to select another direction.Q &

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desired entrance effect

Animations tab

Fly In entrance effect applied as first animation in sequence

Animation group

Effect Options button

default direction effect

Direction gallery

desired entrance direction

PPT 152 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

To Animate an Illustration Using an Emphasis Effect

Why? The biker will enter the slide from the left corner and stop beside the bicycle photo. You then want it to rock slightly. PowerPoint provides several effects that you can apply to a picture once it appears on a slide. These movements are categorized as emphasis effects, and they are colored yellow in the Animation gallery. You already have applied an entrance effect to the biker, so you want to add another animation to this illustration. The following steps apply an emphasis effect to the biker after the entrance effect.

1 • Select the biker illustration

and then click the Add Animation button (Animations tab | Advanced Animation group) to display the Animation gallery (Figure 3–55).

Are more emphasis effects available in addition to those shown in the Animation gallery? Yes. To see additional emphasis effects, click ‘More Emphasis Effects’ in the lower portion of the Animation gallery. The effects are arranged in the Basic, Subtle, Moderate, and Exciting categories.

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Figure 3–55

Figure 3–56

2 • Click Teeter (third effect

in the first Emphasis row) to see a preview of this animation and to apply this emphasis effect to the biker illustration (Figure 3–56).

Do I need to use both an entrance and an emphasis effect, or can I use only an emphasis effect? You can use one or the other effect, or both effects.

Why does the number 2 appear in a box below the number 1 on the left side of the illustration? The 2 in the numbered tag indicates a second animation is applied in the animation sequence.

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Teeter emphasis effect applied as second animation in sequence

Add Animation button

Animation gallery

Emphasis area

desired emphasis effect

More Emphasis Effects

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 153

To Animate an Illustration Using an Exit Effect

The animated biker will enter the slide from the lower-left corner, stop beside the bicycle photo, and then teeter. It then will continue across the slide and exit in the lower-right corner. To continue this animation sequence, you first need to apply an exit effect. As with the entrance and emphasis effects, PowerPoint provides a wide variety of effects that you can apply to remove an illustration from a slide. These exit effects are colored red in the Animation gallery. You already have applied the Fly In entrance effect, so you will apply the Fly Out exit effect. Why? It would give continuity to the animation sequence. The following steps add this exit effect to the biker illustration after the emphasis effect.

1 • Select the biker illustration

and then click the Add Animation button (Animations tab | Advanced Animation group) again to display the Animation gallery.

• Scroll down to display all the exit effects in the gallery (Figure 3–57).

Are more exit effects available in addition to those shown in the Animation gallery? Yes. To see additional exit effects, click ‘More Exit Effects’ in the lower portion of the Animation gallery. The effects are arranged in the Basic, Subtle, Moderate, and Exciting categories.

2 • Click Fly Out to see a

preview of this animation and to add this exit effect to the sequence of biker illustration animations (Figure 3–58).

How can I tell that this exit effect has been applied? The Fly Out effect is displayed in the Animation gallery (Animations tab | Animation group), and the number 3 is displayed to the left of the biker illustration.

How can I delete an animation effect? Click the number associated with the animation you wish to delete and then press the DELETE key.

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Figure 3–57

Figure 3–58

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Add Animation button

desired exit effect

Exit area in Animation gallery

More Exit Effects

Fly Out exit effect applied as third animation in sequence

PPT 154 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

To Change Exit Animation Direction

The default direction for a picture to exit a slide is To Bottom. In this presentation, you want the biker to exit in the lower-right corner. Why? To give the impression it is continuing down a bike path across the slide. The following steps change the exit animation direction from To Bottom to To Right.

1 Click the Effect Options button (Animations tab | Animation group) to display the Direction gallery (Figure 3–59).

2 Click the To Right arrow to apply this direction to the exit animation effect.

Figure 3–59

To Preview an Animation Sequence

Why? Although you have not completed developing the presentation, you should view the animation you have added to check for continuity and verify that the animation is displaying as you expected. By default, the entrance, emphasis, and exit animations will be displayed when you run the presentation and click the slide. The following step runs the presentation and displays the three animations.

Figure 3–60

1 • Click the Preview button

(Animations tab | Preview group) to view all the Slide 2 animations (Figure 3–60).

Why does a red square appear in the middle of the circle on the Preview button when I click that button? The red square indicates the animation sequence is in progress. Ordinarily, a green arrow is displayed in the circle.

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Effect Options button

default direction effect

Direction gallery

desired direction

Preview button

biker animations previewed

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 155

To Modify Entrance Animation Timing

The three animation effects are displayed quickly. To create a dramatic effect, you can change the timing. The default setting is to start each animation with a click, but you can change this setting so that the entrance effect is delayed until a specified number of seconds has passed. The following steps modify the start, delay, and duration settings for the entrance animation. Why? You want the slide title text to display and then, a few seconds later, the biker to start to move across the slide slowly.

1 • Click the tag numbered 1

on the left side of the biker illustration and then click the Start arrow (Animations tab | Timing group) to display the Start menu (Figure 3–61).

2 • Click After Previous to

change the start option.

Why did the numbered tags change from 1, 2, 3 to 0, 1, 2? The first animation now occurs automatically without a click. The first and second clicks now will apply the emphasis and exit animations.

What is the difference between the With Previous and After Previous settings? The With Previous setting starts the effect simultaneously with any prior animation; the After Previous setting starts the animation after a prior animation has ended. If the prior animation is fast or a short duration, it may be difficult for a viewer to discern the difference between these two settings.

3 • Click the Duration up arrow (Animations tab | Timing group) several times to increase the time from 00.50 second

to 02.00 seconds (Figure 3–62).

• Click the Preview button to view the animations.

What is the difference between the duration time and the delay time? The duration time is the length of time in which the animation occurs; the delay time is the length of time that passes before the animation begins.

Can I type the speed in the Duration box instead of clicking the arrow to adjust the speed? Yes. Typing the numbers allows you to set a precise timing.

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Figure 3–61

Figure 3–62

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Default start timing setting

Start arrow

desired start timing option

tag numbered 1

Preview button

Duration up arrow

desired timing

PPT 156 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

To Modify Emphasis and Exit Timings

Now that the entrance animation settings have been modified, you can change the emphasis and exit effects for the biker illustration. The emphasis effect can occur once the entrance effect has concluded, and then the exit effect can commence. The biker will start moving slowly, but he will increase his speed after he pauses briefly. You, consequently, will shorten the duration of the exit effect compared with the duration of the entrance effect. The animation sequence should flow without stopping, so you will not change the default delay timing of 00.00 seconds for the emphasis and exit effects. The following steps modify the start and duration settings for the emphasis and exit animations.

1 Click the tag numbered 1, which represents the emphasis effect, on the left side of the biker illustration.

2 Click the Start arrow (Animations tab | Timing group) to display the Start menu and then click After Previous to change the start option.

3 Click the Duration up arrow (Animations tab | Timing group) several times to increase the time to 02.00 seconds.

4 Click the tag numbered 1, which now represents the exit effect, click the Start arrow, and then click After Previous.

5 Click the Duration up arrow twice to increase the time to 01.00 seconds.

6 Preview the Slide 2 animation (Figure 3–64).

4 • Click the Delay up arrow (Animations

tab | Timing group) several times to increase the delay time from 00.00 seconds to 03.00 seconds (Figure 3–63).

• Click the Preview button to view the animations.

Can I adjust the delay time I just set? Yes. Click the Delay up or down arrows and run the slide show to display Slide 2 until you find the time that best fits your presentation.

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Figure 3–63

Figure 3Figure 3–64

Preview button

Delay up arrow

desired timing

tag numbered 1

Preview button desired start timing option

Duration up arrow

desired timing

biker animation previewed

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 157

To Animate Content Placeholder Paragraphs

The biker illustration on Slide 2 has one entrance, one emphasis, and one exit animation. You decide to add similar animations to the five bulleted paragraphs in the Slide 2 content placeholder. Why? For a special effect, you can add several emphasis animations to one slide element. The following steps add one entrance and two emphasis animations to the bulleted list paragraphs.

1 • Double-click the Slide

2 content placeholder border so that it displays as a solid line (Figure 3–65).

Figure 3–65

Figure 3–66

Figure 3–67

2 • Click the More

button (shown in Figure 3–65) in the Animation group (Animations tab | Animation group) to expand the Animation gallery (Figure 3–66).

3 • Click the Fade entrance

effect in the Animation gallery (second effect in first row) to add and preview this animation.

• Change the Start option to With Previous.

• Change the Duration time to 02.00 seconds (Figure 3–67).

Do I need to change the delay time? No. The paragraphs can start appearing on the slide when the biker exit effect is beginning.

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1 INSERT & ADD EFFECTS | 2 MODIFY PLACEHOLDERS | 3 MODIFY & COPY ILLUSTRATIONS

4 ADD MEDIA | 5 ANIMATE SLIDE CONTENT | 6 CUSTOMIZE SLIDE ELEMENTS

More button

placeholder border displays as a solid line

desired entrance effect

Animation gallery

two desired emphasis effects are located in Emphasis area

Add Animation button

desired start timing option

desired duration

sequence numbered 0 indicates animations are related to same start action

PPT 158 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

4 • Click the Add Animation

button (Animations tab | Advanced Animation group), scroll down to display the entire Emphasis area, and then click the Font Color emphasis animation effect (last effect in third row).

• Change the Start option to After Previous (Figure 3–68).

• Preview the Slide 2 animation.

5 • Click the Add Animation button, scroll down to display the entire Emphasis area again, and then click the Underline

emphasis animation effect (first effect in the fourth row).

Why do the animation effects display differently in the Animation gallery on my screen? The width of the Animation gallery and the order of the animations may vary, especially if you are using a tablet.

• Change the Start option to With Previous (Figure 3–69).

Why is a second set of animation numbered tags starting with 0 displaying on the left side of the content placeholder? They represent the three animations associated with the paragraphs in that placeholder.

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Figure 3–68

Figure 3–69

Customizing Slide Elements PowerPoint’s varied themes and layouts help give presentations a unified and aesthetically pleasing look. You may, however, desire to modify the default settings to give your slides a unique quality. One of the easier methods of developing a custom show is to change a theme for one or more slides, not an entire presentation. Similarly, you can change the variant for one or more slides to give a coordinating look to the slides in your deck. One other method of altering your slides slightly is to change the default colors associated with a particular theme.

The animated elements on Slide 2 help emphasize the events and tours that members of the Spokes Bike Club can experience. Changing the theme colors for that slide to yellow coordinates with the yellow slide elements.

desired emphasis effect

Add Animation button

desired start timing option

animation sequence numbered 0 indicates bulleted list has two animation series

desired emphasis effect

Add Animation button

desired start timing option

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 159

To Change the Theme and Variant on One Slide

The Office theme applied to the presentation is appropriate for this topic. The font and placeholder locations are simple and add variety without calling attention to the design elements. The following steps change the theme and variant for Slide 2. Why? To call attention to the material in the bulleted list on Slide 2, you can apply an equally effective theme that has a design element on the bottom that resembles a bike path. You then can modify this new theme by changing the variant on one slide.

1 • With Slide 2 displaying, display

the Design tab and then click the More button (Design tab | Themes group) to expand the Theme gallery.

• Point to the Retrospect theme to see a preview of that theme on Slide 2 (Figure 3–70).

Experiment

• Point to various document themes in the Themes gallery and watch the colors and fonts change on Slide 2.

2 • Right-click the Retrospect theme

to display a shortcut menu (Figure 3–71).

Figure 3Figure 3–70

Figure 3–71

Figure 3–72

3 • Click ‘Apply to

Selected Slides’ to apply the Retrospect theme to Slide 2.

• Right-click the green variant (second variant in row) to display a shortcut menu (Figure 3–72).

1 INSERT & ADD EFFECTS | 2 MODIFY PLACEHOLDERS | 3 MODIFY & COPY ILLUSTRATIONS

4 ADD MEDIA | 5 ANIMATE SLIDE CONTENT | 6 CUSTOMIZE SLIDE ELEMENTS

Theme gallery

Design tab

desired theme for Slide 2

‘Apply to Selected Slides’ command

desired variant for Slide 2

‘Apply to Selected Slides’ command

Retrospect theme applied to Slide 2

PPT 160 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

To Change the Theme Colors

Every theme has 10 standard colors: two for text, two for backgrounds, and six for accents. The following steps change the theme colors for the Spokes Bike Club slides. Why? You can change the look of your presentation and add variety by applying the colors from one theme to another theme.

1 • Click the More button (shown

in Figure 3–73) in the Variants group to expand the gallery.

• Point to Colors in the menu to display the Colors gallery (Figure 3–74).

Experiment

• Point to various color rows in the gallery and watch the colors change on Slide 2.

Figure 3–73

4 • Click ‘Apply to

Selected Slides’ to apply the green variant to Slide 2 (Figure 3–73).

Figure 3–74

Figure 3–75

2 • Click Green in the gallery

to change the Slide 2 theme colors (Figure 3–75).

1 INSERT & ADD EFFECTS | 2 MODIFY PLACEHOLDERS | 3 MODIFY & COPY ILLUSTRATIONS

4 ADD MEDIA | 5 ANIMATE SLIDE CONTENT | 6 CUSTOMIZE SLIDE ELEMENTS

BTW Printing Document Properties PowerPoint 2016 does not allow you to print document properties. This feature, however, is available in other Office 2016 apps, including Word and Excel.

More button

green variant applied to Slide 2

Colors command

desired colors

Colors gallery

Green colors applied to Slide 2

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Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 161

To Run a Slide Show with Media

All changes are complete, so you now can view the Spokes Bike Club presentation. The following steps start Slide Show view.

1 Click the ‘Start From Beginning’ button on the Show tab to display the title slide and listen to the bicycle engine sound. Allow the audio clip to repeat several times.

2 Press the SPACEBAR to display Slide 2. Watch the biker and bulleted list animations.

3 Press the SPACEBAR to display Slide 3. Watch the video clip.

4 Press the SPACEBAR to end the slide show and then press the SPACEBAR again to exit the slide show.

Figure 3–76

To Preview and Print a Handout

Printing handouts is useful for reviewing a presentation. You can analyze several slides displayed simultaneously on one page. Additionally, many businesses distribute handouts of the slide show before or after a presentation so attendees can refer to a copy. Each page of the handout can contain reduced images of one, two, three, four, six, or nine slides. The three-slides-per-page handout includes lines beside each slide so that your audience can write notes conveniently. The following steps preview and print a presentation handout with two slides per page. Why? Two of the slides are predominantly pictures, so your audience does not need full pages of those images. The five bulleted paragraphs on Slide 2 can be read easily on one-half of a sheet of paper.

1 • Click File on the ribbon to

open the Backstage view and then click the Print tab.

• Click the Previous Page button to display Slide 1 in the Print gallery.

• Click ‘Full Page Slides’ in the Settings area to display the Full Page Slides gallery (Figure 3–76).

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1 INSERT & ADD EFFECTS | 2 MODIFY PLACEHOLDERS | 3 MODIFY & COPY ILLUSTRATIONS

4 ADD MEDIA | 5 ANIMATE SLIDE CONTENT | 6 CUSTOMIZE SLIDE ELEMENTS

preview of how Slide 1 will look as full page slide

Handouts area

Print gallery

‘Full Page Slides’ setting

desired handouts layout

PPT 162 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

2 • Click 2 Slides in the Handouts area to select this option and display a preview of the handout (Figure 3–77).

The current date displays in the upper-right corner of the handout, and the page number displays in the lower- right corner of the footer. Can I change their location or add other information to the header and footer? Yes. Click the ‘Edit Header & Footer’ link at the bottom of the Print gallery, click the Notes and Handouts tab (Header and Footer dialog box), and then decide what content to include on the handout page.

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Figure 3–77

3 • Click the Next Page and Previous Page buttons to display previews of the two pages in the handout. • Click the Print button in the Print gallery to print the handout. • When the printer stops, retrieve the printed handout. • Save the presentation again in the same storage location with the same file name. • Because the project now is complete, you can exit PowerPoint.

Summary In this module, you have learned how to adjust photo colors and effects, modify placeholders, modify and copy illustrations, add and format media, animate slide content, customize slides, and print a handout.

Print button

preview of how Slides 1 and 2 will look as 2 Slides Handout

current date

page number

2 Slides Handouts setting

Previous Page button

Next Page button

Edit Header & Footer link displays below Settings area

Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 163

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1. Determine if adjusting photo colors and effects can increase visual appeal.

a) Change color saturation.

b) Change tones.

c) Recolor the image.

2. Vary paragraph alignment.

a) Themes dictate whether paragraph text is aligned left, center, or right in a placeholder, but you can modify these design decisions when necessary. Moving placeholders and changing paragraph alignment can help create a unique slide.

b) Different effects are achieved when text alignment shifts in a presentation.

3. Use multimedia selectively.

a) Locate video, music, and sound files that are appropriate for your audience and that you have permission to use.

b) Use media files only when necessary, however, because they draw the audience’s attention away from the presenter and toward the slides.

c) Using too many multimedia files can be overwhelming.

4. Use animation sparingly.

a) PowerPoint audience members usually take notice the first time an animation is displayed on the screen, so be certain the animation will help focus on the precise points being presented during a particular time of the presentation.

b) Avoid using animation for the sake of using animation. Use animation only when necessary to add emphasis.

c) Animation overuse annoys and desensitizes audience members.

d) Carefully decide how text or a slide element enters and exits a slide and how it is displayed once it is present on the slide.

5. Use handouts to organize your speech and to distribute to audiences.

a) Determine if a handout with two slides per page will help unify your message when you distribute copies to an audience.

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Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Resizing a Photo by Entering Exact Measurements, Formatting a Video Border, Trimming a Video File, Resizing and Moving a Placeholder, and Animating a Photo and Title

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run PowerPoint. Open the presentation called Apply 3-1 Cats, which is located in the Data Files. The four slides in the presentation, shown in Figure 3–78, discuss the factors you should consider when adopting a cat. The local pet store is holding a special event for cat adoptions. The document you open is composed of slides containing pictures and a video. You will apply artistic effects or modify some of these graphic elements. You also will move placeholders. In addition, you will animate photos and a title using an entrance effect.

Continued >

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Perform the following tasks: 1. On Slide 1 (Figure 3–78a), move the title text placeholder to the upper area of the slide, the

subtitle text placeholder to the lower area of the slide, and the green-eyed cat picture to the bottom left corner of the slide, as shown in the figure. Color the green-eyed cat picture by selecting Saturation: 200% from the Color Saturation area, and apply the Paint Brush artistic effect to the picture, as shown in figure. Decrease the picture size to 3.35"×3.88" and apply the Metal Oval picture style to the picture. Apply the Float In animation entrance effect, change the duration to 2.50, and then change the Start timing setting to With Previous.

2. On Slide 1, change the title font to Eras Bold ITC, increase the font size to 72 point, and then change the font color to Dark Blue, Background 2 (in Theme Colors row). Change the size of the title text placeholder to 3.73"×3.75" and then move it to the left area of the slide using the Smart Guides to line it up with the left edge of the picture, as shown in the figure. Apply the Fly In animation and then change the direction to From Right to the title text font and change the duration to 2.00. Change the Start timing setting to After Previous.

3. On Slide 1, change the subtitle font to Arial, increase the font size to 36 point, change the font color to Dark Blue (in Standard Colors row), and then bold and italicize this text.

4. On Slide 2 (Figure 3–78b), change the title text font to Arial, increase the font size to 44 point, bold this text, and then change the font color to Light Green (in Standard Colors row). Align this text left. Use the Format Painter to format the title text font on Slides 3 and 4 with the same features as the title text font on Slide 2.

5. Increase the size of the bulleted list font on Slide 2 to 24 point and then bold this text. Apply the Grow & Turn entrance effect to the bulleted list and then change the duration to 1.75. Change the Start timing setting to After Previous.

6. On Slide 2, increase the size of the right cat picture to approximately 4.12"×4.29" and then apply the Bevel Rectangle picture style to the cat picture. Decrease the size of the kitten picture in the center of the slide to approximately 4.24"×4.98" and then apply the Soft Edge Oval picture style to the kitten picture. Move the cat and kitten pictures to the locations shown in the figure.

7. On Slide 3 (Figure 3–78c), increase the size of the video to 5"×8.88". Apply the Rotated, Gradient video style in the Moderate area to the video, change the border weight to 6 pt, and

(a) Slide 1

Figure 3–78a

Apply Your Knowledge continued

title text placeholder moved and font formatted

photo colored, artistic effect and picture style applied

subtitle text placeholder moved and font formatted

Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 165

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(b) Slide 2

Figure 3–78b

Figure 3–78c

then change the border color to Dark Blue (in Standard Colors row). Move the video to the location shown in the figure. Trim the video so that the Start Time is 00:15.073. Start this video automatically.

8. Increase the size of the picture to approximately 3.1"×3.51" on Slide 3. Apply the Soft Edge Rectangle picture style to the picture.

9. On Slide 4 (Figure 3–78d), reset the picture to its original color and style by clicking the Reset Picture button (Picture Tools Format tab | Adjust group). Increase the size of the picture to approximately 5.75"×10.21", apply the Beveled Oval, Black picture style, and then move the picture to the location shown in the figure. Continued >

list font changed and entrance effect applied

title text font changed and formatted; Format Painter used to copy attributes to Slides 3 and 4 titles

photos resized and moved to new locations; picture styles applied

photo enlarged and picture style applied

video border color and width changed; effect applied

video resized and moved to new location

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(d) Slide 4

Figure 3–78d

10. If requested by your instructor, add your mother’s first name as a second line under the subtitle on Slide 1.

11. Apply the Clock transition in the Exciting category to all the slides. Change the duration to 3.00 seconds.

12. View the presentation and then save the file using the file name, Apply 3–1 Adopt a Cat.

13. Submit the revised document in the format specified by your instructor.

14. In Step 2, you changed the size of the title text placeholder and then moved it to the upper left area of the slide. How did this style improve the slide? On Slide 3, you trimmed the start time of the video. Why?

Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Changing Theme Colors, Coloring a Picture, Inserting and Trimming a Video File, Adding a Text Box, and Animating an Illustration

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Run PowerPoint. Open the presentation called Extend 3-1 Swimming, which is located in the Data Files. You will change theme colors, insert a video file, trim a video file, and insert a text box to create the presentation shown in Figure 3–79.

Perform the following tasks: 1. Change the theme variant to Black on Slide 1 only. Change the theme color to Blue II on

Slide 3 only.

2. On Slide 1 (Figure 3–79a), change the title text font to Britannic Bold, increase the font size to 48 point, change the font color to Yellow (in Standard Colors row), and then center the text.

Apply Your Knowledge continued

photo enlarged, picture style applied, color changed, and moved to new location

Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 167

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Change the font case to UPPERCASE. (HintChange the font case to UPPERCASE. (HintChange the font case to UPPERCASE. ( : The Change Case button is located in the Font group (Home tab | Font group).) Move the title text placeholder to the top of the slide, as shown in the figure. Delete the subtitle text placeholder.

3. Increase the size of the picture on Slide 1 to approximately 6.19" × 11", apply the Moderate Frame, White picture style, and then move the picture to the center of the slide, using the vertical Smart Guide to help you align this picture. Recolor the picture using the Blue, Accent color 3 Dark color (in Recolor area). Adjust the title text placeholder so that the text is below the picture border.

4. On Slide 1, apply the Grow/Shrink Emphasis effect to the Teardrop shape and then change the duration to 3.00. Change the Start timing setting to After Previous.

5. On Slide 2 (Figure 3–79b), change the title text font to Franklin Gothic Heavy, increase the font size to 40 point, change the font color to Dark Blue (in Standard Colors row), and then center the text. Use the Format Painter to apply these attributes to the title text font on Slide 4.

6. Apply the Bevel Perspective picture style to the picture. Increase the size of the picture to approximately 5.01" × 7.63" and then position it on the right side of the slide.

7. On Slide 2, apply the Zoom Entrance effect to the bulleted list, change the duration to 2:00, and then change the Start timing setting to After Previous.

8. On Slide 3 (Figure 3–79c), insert the video file called Swim, which is located in the Data Files. Increase the size of the video to approximately 6.41" × 8.74" and move the video to the location shown in the figure. Apply the Simple Frame, White video style and then change the Video Border color to Yellow (in Standard Colors row). Trim the video so that the End Time is 00:14.151. Start this video automatically.

9. Insert a text box on the left side of Slide 3 and type Video highlights from one of our swim meets in the text box, change the font to Arial, change font size to 24 point, and then bold and italicize this text. Adjust the size of the text box so that it measures approximately 2.52" × 2.01", and then use the horizontal Smart Guide to center the text box between the left end of the slide and the left edge of the video file.

(a) Slide 1

Figure 3–79a

Continued >

title text font and font color changed and placeholders moved

variant changed to Black and texture fill background applied to all slides

enlarge, recolor, and move to new location; apply picture effect

apply animation effect to shape

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10. On Slide 4 (Figure 3–79d), increase the size of the swimmer picture to approximately 3.88" × 6.29" and apply the Beveled Oval, Black picture style to the picture. Change the border color to Light Green (in Standard Colors row) and then change the border weight to 6 pt. Position this picture on the left side of the slide under the title using the Smart Guides to align the picture with the left, right, and bottom edges of the placeholder.

11. On Slide 4, apply the Float Out exit effect to the flippers illustration and then change the duration to 5.00. Change the Start timing setting to After Previous.

12. If requested by your instructor, insert a text box on Slide 3 under the text box and add the time of day you were born.

(b) Slide 2

Figure 3–79b

Figure 3–79c

Extend Your Knowledge continued

animate bulleted list

change and format title text font; use Format Painter to copy attributes to Slide 4 title

enlarge photo and apply picture style

change theme color to Blue II

Insert text box and then type and format text

video file inserted, resized, trimmed, video style applied, and video border color and weight changed

Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 169

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13. Apply an appropriate transition to all slides.

14. View the presentation and then save the file using the file name, Extend 3-1 Galaxy Aquatic Center.

15. Submit the revised document in the format specified by your instructor.

16. In this assignment, you inserted a video file and trimmed it. How did this enhance the presentation?

Expand Your World Create a solution that uses cloud or web technologies by learning and investigating on your own from general guidance.

Inserting Video Files from the Web Instructions: The Spokes Bike Club presentation you created in the module has a video you in- serted from the Data Files. The bicyclist in this video mounted a camera on his helmet and recorded his ride through the forest. Using a helmet can help reduce head and brain injury risk and increase rider visibility to motorists and other cyclists. Many organizations promoting bicycling safety have created videos describing how to select and fit a bicycle helmet, and these videos are posted to online websites. PowerPoint allows you to insert online videos easily in a manner similar to how you inserted the Mountain Bike Video clip. You are going to search for and then insert one of these online videos into the Spokes Bike Club presentation.

Perform the following tasks: 1. In PowerPoint, open the Spokes Bike Club file, insert a new Slide 4 with the Title and Content

layout, and then type Helmet Safety Tips as the title text. Use the Format Painter to copy the title text font formatting from Slide 2 to the new Slide 4 title. Center this title text.

2. Format the Slide 4 background with a gradient or texture fill.

3. Click the Insert Video icon in the content placeholder to display the Insert Video dialog box. Click the YouTube button in the dialog box and then type bicycling helmet safety as the search text in the Search YouTube search box.

(d) Slide 4

Figure 3–79d

Continued >

change and format title text font with attributes from Slide 2

enlarge photo, apply picture style, change border, and move to new location

animate flipper illustration

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T S PPT 170 PowerPoint Module 3 Reusing a Presentation and Adding Media and Animation

4. When the search results are displayed, browse the video frames and click one that appears to fit the theme of this presentation. View the title of the video and its source in the lower-left corner of the dialog box. Then, click the View Larger (magnifying glass) icon in the lower-right corner of the video frame to view a preview of the video.

5. Click the Insert button to insert the video on Slide 4.

6. Add a style to the video and then resize the frame. Start this file automatically during the presentation and have it play full screen, if possible. If necessary, trim the video to the length you desire.

7. If requested to do so by your instructor, add the city where you were born to the Slide 4 title text.

8. View the presentation and then save the file using the file name, Expand 3-1 Spokes.

9. Submit the assignment in the format specified by your instructor.

10. What criteria did you use to select a particular YouTube video? What decisions did you make to choose a background and video style?

Lab 1: Changing the Stacking Order, Inserting an Audio File, and Animating a Photo, Illustration, and Title

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: Your local library is featuring information about national parks. Your travel club is plan- ning to visit Yellowstone National Park next year, and you decide to gather some general informa- tion to present to the club. You create the slides shown in Figure 3–80.

Perform the following tasks: 1. Run PowerPoint. Open the presentation called Lab 3-1 Yellowstone, which is located in the

Data Files. On Slide 1, increase the size of the waterfall picture to 7.5" × 11.54" and then move the picture to the left side of the slide, as shown in Figure 3–80a.

2. On Slide 1, select the title text placeholder. Display the Animation gallery, click ‘More Entrance Effects,’ and then apply the Expand entrance effect (in Subtle area) to the title text. Change the Start timing option to With Previous and the duration to 03.00 seconds. Bring the title text Forward so that the eagle’s wings do not block the title.

3. On Slide 1, decrease the size of the eagle illustration to approximately 4.43" × 5.3" and then move it to the position shown in the figure. Apply the Fly In entrance effect with the From Bottom-Right direction to the illustration and then change the start timing option to After Previous and the duration to 02.50 seconds. Add the Fly Out exit animation with the To Left direction to the eagle illustration and then change the Start timing option to After Previous and the duration to 3.00 seconds.

Expand Your World continued

Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 171

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(a) Slide 1

Figure 3–80a

4. On Slide 2 (Figure 3–80b), change the size of the video so that it measures approximately 5.93" × 8.9". Change the video style to the Canvas, White style (in Intense area) and then change the border weight to 6 pt. Have the video start Automatically. Trim the video by changing the Start Time to 00:28.008 and changing the End Time to 00:50.55. Move the video to the location shown in the figure.

5. On Slide 3 (Figure 3–80c), increase the size of the picture to approximately 6.26" × 8.23" and then apply the Moderate Frame, Black picture style to the picture. Move the picture to the location shown in the figure. Start the audio file Automatically and hide this file during the show. Trim the audio file so that the Start Time is at 01:00 and the End Time is at 02:00.

(b) Slide 2

Figure 3–80b Continued >

entrance effect applied to title text

photo size increased and picture style applied

illustration size decreased, moved to front of photo, and entrance effect applied

Video trimmed and size, style, and border weight changed

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6. On Slide 4 (Figure 3–80d), apply the Moderate Frame, Black picture style to the bear picture. Apply the Metal Oval picture style to the wolf picture. Move the two pictures to the locations shown, and bring the wolf picture forward, as shown in the figure.

7. Apply the Fade entrance effect to the two pictures. Change the Start timing option to After Previous and the duration to 02.50.

8. Insert the audio file called Wolves, which is located in the Data Files. Change the volume to Medium, start Automatically, and hide the audio file during the show.

9. On Slide 5 (Figure 3–80e) apply the Metal Oval picture style to the four fish pictures. Apply the Bounce entrance effect to the upper left picture and then change the Start timing option to After Previous and the duration to 5.25. Apply these same animation effects to the remaining three pictures in a clockwise order.

Figure 3–80c

(d) Slide 4

Figure 3–80d

In the Labs continued

picture style applied to resized photo

audio file trimmed, volume changed, and sound icon hidden during show

audio file inserted and hidden during show

picture styles applied to photos and entrance effects added

Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 173

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10. Apply the Wind transition in the Exciting category to all the slides. Change the duration to 2.50 seconds.

11. If requested by your instructor, insert a text box on Slide 2 and add the name of the street where you lived as a child.

12. View the presentation and then save the file using the file name, Lab 3–1 Visiting Yellowstone.

13. Submit the document in the format specified by your instructor.

14. On Slide 1, why did you bring the title text to the front of the eagle illustration? Why did you choose the Bounce entrance effect with a 05.25 duration on the four fish pictures on Slide 5?

Lab 2: Adding Audio Options, Ungrouping a Clip, Changing the Color of a Clip Object, Deleting a Clip Object, and Regrouping Objects

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Problem: You work at a nature center and are asked to do a PowerPoint presentation on how to at- tract hummingbirds to your yard. You create the presentation shown in Figure 3–81.

Perform the following tasks: 1. Run PowerPoint. Open the presentation called Lab 3-2 Hummingbirds, which is located in the

Data Files. On Slide 1 (Figure 3–81a), change the volume of the audio file to High and then select Start Automatically, ‘Play Across Slides’, ‘Loop until Stopped’, ‘Rewind after Playing’, and ‘Hide During Show’.

2. Copy the hummingbird illustration from Slide 2 (Figure 3–81b) to Slide 1 and then delete it from Slide 2. Decrease the size of this illustration so that it measures approximately

(e) Slide 5

Figure 3–80e

Continued >

picture styles applied to photos and entrance effects added

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1.71" × 1.87” and then move it to the location shown in Figure 3–81a. Apply the Fly In ‘From Top–Right’ entrance effect to the illustration, change the Start timing setting to After Previous, and then change the duration to 02.50.

3. Increase the title text font on Slide 1 to 72 point, bold the text, and then change the color of the title text font to Red (in Standard Colors). Decrease the size of the title text placeholder to approximately 1.65" × 7.62" and then position the title on top of the red rectangle. Apply the Fly In entrance effect with the From Top direction to the title, change the Start timing option to After Previous, and then change the duration to 02.50.

4. On Slide 1, change the shape fill color of the red rectangle to Lime, Accent 1 (in first Theme Colors row). Decrease the size of the rectangle shape to approximately 1.7" × 6.96", as shown in the figure. Increase the font size of the three paragraphs in the rectangle shape to 28 point and then bold this text.

5. On Slide 1, apply the Appear entrance effect to the first paragraph in the list and then change the start timing option to After Previous and the duration to 02.50. Apply the same animation settings for the second and third paragraphs in the list.

6. On Slide 2 (Figure 3–81b), move the video to the right side of the slide, increase the size to approximately 5.84" × 8.2", apply the Beveled Oval, Black video style (in Moderate area) to the video, change the video border color to Red (in Standard Colors), and then change the border weight to 3 pt. Trim the video so that the End Time is 00:17.88. Change the volume to High and then start the video automatically.

7. On Slide 2 (Figure 3–81b), apply the Float In entrance effect to the title text and then change the direction to Float Down. Change the start timing option to With Previous and the duration to 03.00.

8. On Slide 3 (Figure 3–81c), apply the Shape entrance effect to the title text and then change the Start timing option to With Previous and the duration to 3.00.

9. On Slide 3, select the hummingbird and flowers illustration and zoom in to view the three pink flowers. Ungroup this illustration. Select the three pink flowers and change their fill color to Red (in Standard Colors). Delete the three green leaves in the middle of the dark green stem.

(a) Slide 1

Figure 3–81a

In the Labs continued

shape color changed

picture style applied to photo

title text font increased, color changed, placeholder resized and moved to new location, and entrance effect added

font changed, placeholder resized and moved to new location, and entrance effect added

hummingbird illustration copied from Slide 2 and animation effects added

audio file volume changed and sound icon hidden during show

Reusing a Presentation and Adding Media and Animation PowerPoint Module 3 PPT 175

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(b) Slide 2

Figure 3–81b

Figure 3–81c

Regroup the illustration, increase the size to approximately 3.14" × 4.85", and then zoom out and move it to the area shown in the figure.

10. On Slide 3, apply the Reflected Bevel, White picture style to the flower picture. Resize the picture to approximately 3.1" × 4.17" and then move it to the right side of the slide, as shown in the figure. Apply the Zoom entrance effect to this picture. Change the Start timing option to On Click and the duration to 2.00.

11. If requested by your instructor, insert a text box at the lower-right corner of Slide 2 and type the color of your eyes in the text box.

12. Change the transition to None for all slides. Continued >

entrance effects applied to title text

video style applied, video trimmed, and video border color and width changed

illustration ungrouped and flowers recolored

picture style and entrance effect applied

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13. View the presentation and then save the file using the file name, Lab 3–2 Attracting Hummingbirds.

14. Submit the revised document in the format specified by your instructor.

15. In Step 9, you changed the color of the three flowers from pink to red. Why? Why did you change the volume of the audio file to High?

Lab 3: Consider This: Your Turn Design and Create a Presentation about Winter Bird Feeding Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Part 1: Winter storms in cold climates can affect wild birds. Ice and deep snow reduce the natural food supply, and birds, consequently, have a difficult time surviving and thriving. People can help the birds by buying or making feeders, hanging them in the backyard, and keeping them clean and full. Nutritious winter seed foods include mixes of black oil sunflowers, hulled peanuts, and white millet. Suet and peanut butter are high-energy foods that help the birds stay warm. Providing water also helps the birds from becoming dehydrated. Place the feeders at least 10 feet from shrubs and compact the snow beneath them. Use the concepts and techniques presented in this module to cre- ate a presentation with this information to show at your local garden center. Select a suitable theme, change the theme colors, and then include a title slide, photos, and illustration. The Data Files contain a video called Birds in Winter and photos and illustrations called Bird Feeder, Red Jay, and Birds in Tree. Trim the video file and add a style. The illustration can be ungrouped, and you can change the color of it and the photos to add some visual interest to the presentation. Add animation to the slide content using effects and timing. Review and revise your presentation as needed and then save the file using the file name, Lab 3-3 Winter Bird Feeding. Submit your assignment in the format specified by your instructor.

Part 2: You made several decisions while creating the presentation in this assignment: selecting a theme and changing the theme colors, coloring and adding effects to the illustration and photos, trimming the video and adding a style, and adding animation. What was the rationale behind each of these decisions? When you reviewed the document, what further revisions did you make and why? Where would you recommend showing this slide show?

In the Labs continued

Creating a Worksheet and a Chart 1

• Describe the Excel worksheet

• Enter text and numbers

• Use the Sum button to sum a range of cells

• Enter a simple function

• Copy the contents of a cell to a range of cells using the �ll handle

• Apply cell styles

• Format cells in a worksheet

• Create a 3-D pie chart

• Change a worksheet name and sheet tab color

• Change document properties

• Preview and print a worksheet

• Use the AutoCalculate area to display statistics

• Correct errors on a worksheet

Objectives You will have mastered the material in this module when you can:

Introduction Almost every organization collects vast amounts of data. Often, data is consolidated into a summary so that people in the organization better understand the meaning of the data. An Excel worksheet allows data to be summarized and charted easily. A chart conveys a visual representation of data. In this module, you will create a worksheet that includes a chart. The data in the worksheet and chart comprise a personal budget that contains monthly estimates for each income and expense category.

Project — Personal Budget Worksheet and Chart The project in this module follows proper design guidelines and uses Excel to create the worksheet and chart shown in Figure 1– 1a and Figure 1– 1b. The worksheet contains budget data for Linda Fox. She has compiled a list of her expenses and sources of income and wants to use this information to create an easy-to-read worksheet to see how much she will be ahead or behind each month. In addition, she would like a 3-D pie chart to show her estimated expenses by category for each of the 12 months.

Microsoft Excel 2016

EX 2

Microsoft Excel 2016

Figure 1–1(a) Personal Budget Worksheet

Figure 1–1(b) Pie Chart Showing Monthly Expenses by Category

The …rst step in creating an effective worksheet is to make sure you understand what is required. The person or persons requesting the worksheet may supply their requirements in a requirements document, or you can create one. A requirements document includes a needs statement, a source of data, a summary of calculations, and any other special requirements for the worksheet, such as charting and web support. Figure 1–2 shows the requirements document for the new workbook to be created in this module.

Microsoft Excel 2016

In this module, you will learn how to perform basic workbook tasks using Excel. The following roadmap identi…es general activities you will perform as you progress through this module:

1. ENTER TEXT in a blank worksheet. 2. CALCULATE SUMS AND USE FORMULAS in the worksheet. 3. FORMAT TEXT in the worksheet. 4. INSERT a pie CHART into the worksheet. 5. Assign a NAME to the sheet TAB. 6. PREVIEW AND PRINT the WORKSHEET.

After carefully reviewing the requirements document (Figure 1–2) and making the necessary decisions, the next step is to design a solution or draw a sketch of the worksheet based on the requirements, including titles, column and row headings, the location of data values, and the 3-D pie chart, as shown in Figure 1–3. The dollar signs and commas that you see in the sketch of the worksheet indicate formatted numeric values.

Figure 1–2

Worksheet Title Personal Budget Worksheet

Word A yearly projection of Linda Fox’s personal budget

Source of data Data supplied by Linda Fox includes monthly estimates for income and expenses

Calculations The following calculations must be made: 1. For each month, a total for income and expenses 2. For each budget item, a total for the item 3. For the year, total all income and expenses 4. Net = income − expenses

EX 3

For an introduction to Windows and instructions about how to perform basic Windows tasks, read the Of�ce and Windows module at the beginning of this book, where you can learn how to resize windows, change screen resolution, create folders, move and rename �les, use Windows Help, and much more.

Why is it important to plan a worksheet? The key to developing a useful worksheet is careful planning. Careful planning can reduce your effort signi�cantly and result in a worksheet that is accurate, easy to read, �exible, and useful. When analyzing a problem and designing a worksheet solution, what steps should you follow?

• De�ne the problem, including need, source of data, calculations, charting, and web or special requirements.

• Design the worksheet.

• Enter the data and formulas.

• Test the worksheet.

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EX 4 Excel Module 1 Creating a Worksheet and a Chart

sketch of worksheet and chart

Personal Budget Worksheet

Income

Wages

Dividend

January

$99,999.99

December

$99,999.99

Total

$99,999.99

Total

Expenses

$99,999.99

JanuaryJanuaryJanuar

$99,999.99

December

$99,999.99

Total

Rent

FoodFoodF

TuitionTuitionT

Books

Entertainment

Car payment

Gas

Miscellaneous

$99,999.99 $99,999.99 $99,999.99

Total

Net

Monthly Expenses

Legend of Expenses

$99,999.99

Figure 1–3

With a good understanding of the requirements document, an understanding of the necessary decisions, and a sketch of the worksheet, the next step is to use Excel to create the worksheet and chart.

Selecting a Cell To enter data into a cell, you …rst must select it. The easiest way to select a cell (make it select a cell (make it select active) is to use the mouse to move the block plus sign pointer to the cell and then click.

An alternative method is to use the arrow keys that are located just to the right of the alphanumeric keys on a standard keyboard. An arrow key selects the cell adjacent to the active cell in the direction of the arrow on the key.

You know a cell is selected, or active, when a heavy border surrounds the cell and the active cell reference appears in the Name box on the left side of the formula bar. Excel also changes the color of the active cell’s column and row headings to a darker shade.

Entering Text In Excel, any set of characters containing a letter, hyphen (as in a telephone number), or space is considered text. Text is used for titles, such as column and row titles, on the worksheet.

Worksheet titles and subtitles should be as brief and meaningful as possible. A worksheet title could include the name of the organization, department, or a

BTW Touch Screen Differences The Of�ce and Windows interfaces may vary if you are using a touch screen. For this reason, you might notice that the function or appearance of your touch screen differs slightly from this module’s presentation.

Creating a Worksheet and a Chart Excel Module 1 EX 5

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description of the content of the worksheet. A worksheet subtitle, if included, could include a more detailed description of the content of the worksheet. Examples of worksheet titles are January 2018 Payroll and Year 2018 Projected Budget, and examples of subtitles are Finance Department and Monthly Projections, respectively.

As shown in Figure 1–4, data in a worksheet is identi…ed by row and column titles so that the meaning of each entry is clear. Rows typically contain information such as categories of data. Columns typically describe how data is grouped in the worksheet, such as by month or by department.

worksheet title

worksheet subtitle

column titles

block plus sign

row button is shaded to indicate it contains active cell

column button shaded to indicate it contains active cell

Figure 1–4

row titles active cell, F21, appears

in the Name box and has heavy border

BTW Excel Screen Resolution If you are using a computer to step through the project in this module and you want your screens to match the �gures in this book, you should change your screen’s resolution to 1366 x 768. For information about how to change a computer’s resolution, refer to the Of�ce and Windows module at the beginning of this book.

To Enter the Worksheet Titles

As shown in Figure 1–4, the worksheet title, Personal Budget Worksheet, identi…es the purpose of the worksheet. The worksheet subtitle, Monthly Estimates, identi…es the type of data contained in the worksheet. Why? A title and subtitle help the reader to understand clearly what the worksheet contains. The following steps enter the worksheet titles in cells A1 and A2. Later in this module, the worksheet titles will be formatted so that they appear as shown in Figure 1–4.

1 • Run Excel and create

a blank workbook in the Excel window.

• If necessary, click cell A1 to make cell A1 the active cell (Figure 1–5).

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–5

heavy border indicates cell A1 is selected

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.

EX 6 Excel Module 1 Creating a Worksheet and a Chart

Figure 1–6

Figure 1–8

2 • Type Personal Budget Worksheet in cell A1 (Figure 1–6).

Why did the appearance of the formula bar change? Excel displays the title in the formula bar and in cell A1. When you begin typing a cell entry, Excel enables two additional boxes in the formula bar: the Cancel button and the Enter button. Clicking the Enter button completes an entry. Clicking the Cancel button cancels an entry.

3 • Click the Enter button to complete

the entry and enter the worksheet title (Figure 1–7).

Why does the entered text appear in three cells? When the text is longer than the width of a cell, Excel displays the over�ow characters in adjacent cells to the right as long as those adjacent cells contain no data. If the adjacent cells contain data, Excel hides the over�ow characters. The over�ow characters are visible in the formula bar whenever that cell is active.

4 • Click cell A2 to select it.

• Type Monthly Estimates as the cell entry.

• Click the Enter button to complete the entry and enter the worksheet subtitle (Figure 1–8).

What happens when I click the Enter button? When you complete an entry by clicking the Enter button, the insertion point disappears and the cell in which the text is entered remains the active cell.

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Figure 1–7

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text in active cell over�ows into adjacent cells to the right

formula bar

text entered in cell A1

Enter button

worksheet subtitle entered in cell A2

zoom slider

Other Ways

1. To complete entry, click any cell other than active cell

2. To complete entry, press ENTER

3. To complete entry, press HOME, PAGE UP, PAGE DOWN, END, UP ARROW, DOWN ARROW, LEFT ARROW, or RIGHT ARROW

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AutoCorrect The AutoCorrect feature of Excel works behind the scenes, correcting common AutoCorrect feature of Excel works behind the scenes, correcting common AutoCorrect

mistakes when you complete a text entry in a cell. AutoCorrect makes three types of corrections for you:

1. Corrects two initial uppercase letters by changing the second letter to lowercase. 2. Capitalizes the …rst letter in the names of days. 3. Replaces commonly misspelled words with their correct spelling. For example,

it will change the misspelled word recieve to receive when you complete the entry. AutoCorrect will correct the spelling of hundreds of commonly misspelled words automatically.

To Enter Column Titles

The worksheet is divided into two parts, income and expense, as shown in Figure 1–4. Grouping income and expense data by month is a common method for organizing budget data. The column titles shown in row 3 identify the income section of the worksheet and indicate that the income values will be grouped by month. Likewise, row 8 is clearly identi…ed as the expense section and similarly indicates that the expense values will be estimated on a per month basis. The following steps enter the column titles in row 3. Why? Data entered in columns should be identi�ed using column titles to identify what the column contains.

1 • Click cell A3 to make

it the active cell.

• Type Income to begin entry of a column title in the active cell (Figure 1–9).

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

active cell reference in Name box changes to A3

Income displayed in formula bar and cell A3cell A3 is

active cell

Figure 1–9

Why is it dif�cult to read the text on my screen? If you are having trouble reading the cell values in your spreadsheet, you can zoom in to make the cells larger. When you zoom in, fewer columns and rows display on your screen, and you might have to scroll more often. To zoom in, drag the zoom slider on the right of the status bar, or click the plus button on the zoom slider, until you reach your desired zoom level. In addition to the zoom slider, you also can zoom by clicking the Zoom button (View tab | Zoom group), selecting a desired zoom percentage (Zoom dialog box), and then clicking the OK button (Zoom dialog box).

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BTW The Ribbon and Screen Resolution Excel may change how the groups and buttons within the groups appear on the ribbon, depending on the computer’s screen resolution. Thus, your ribbon may look different from the ones in this book if you are using a screen resolution other than 1366 x 768.

EX 8 Excel Module 1 Creating a Worksheet and a Chart

2 • Press the RIGHT ARROW key to enter the column title and make

the cell to the right the active cell (Figure 1–10).

Why is the RIGHT ARROW key used to complete the entry in the cell? Pressing an arrow key to complete an entry makes the adjacent cell in the direction of the arrow (up, down, left, or right) the next active cell. However, if your next entry is in a nonadjacent cell, you can complete your current entry by clicking the next cell in which you plan to enter data. You also can press the ENTER key and then click the appropriate cell for the next entry.

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Figure 1–10

column title entered

cell B3 is active cell

3 • Repeat Steps 1 and 2 to enter the remaining column titles; that is, enter January in cell B3, February in

cell C3, March in cell D3, April in cell E3, May in cell F3, June in cell G3, July in cell H3, August in cell I3, September in cell J3, October in cell K3, November in cell L3, December in cell M3, and Total in cell N3 (complete the last entry in cell N3 by clicking the Enter button in the formula bar).

• Click cell A8 to select it.

• Repeat Steps 1 and 2 to enter the remaining column titles; that is, enter Expenses in cell A8, January in cell B8, February in cell C8, March in cell D8, April in cell E8, May in cell F8, June in cell G8, July in cell H8, August in cell I8, September in cell J8, October in cell K8, November in cell L8, December in cell M8, and Total in cell N8 (complete the last entry in cell N8 by clicking the Enter button in the formula bar) (Figure 1–11).

Figure 1–11

column titles left-aligned in cells

Enter button

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To Enter Row Titles

The next step in developing the worksheet for this project is to enter the row titles in column A. For the Personal Budget Worksheet data, the row titles contain a list of income types and expense types. Each income or expense item should be placed in its own row. Why? Entering one item per row allows for maximum �exibility, in case more income or expense items are added in the future. The following steps enter the row titles in the worksheet.

1 • Click cell A4 to select

it.

• Type Wages and then click cell A5 or press the DOWN ARROW key to enter a row title (Figure 1–12).

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–12

Figure 1–13

row titles entered

2 • Repeat Step 1 to enter the remaining row titles

in column A; that is, enter Dividends in cell A5, Total in cell A6, Rent in cell A9, Food in cell A10, Tuition in cell A11, Books in cell A12, Entertainment in cell A13, Car Payment in cell A14, Gas in cell A15, Miscellaneous in cell A16, Total in cell A17, and Net in cell A19 (Figure 1–13).

Why is the text left-aligned in the cells? Excel automatically left-aligns the text in the cell. Excel treats any combination of numbers, spaces, and nonnumeric characters as text. For example, Excel would recognize the following entries as text: 401AX21, 921–231, 619 321, 883XTY. How to change the text alignment in a cell is discussed later in this module.

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Entering Numbers In Excel, you enter a number into a cell to represent an amount or value. A number number into a cell to represent an amount or value. A number number can contain only the following characters:

0 1 2 3 4 5 6 7 8 9 + – ( ) , / . $ % E e If a cell entry contains any other keyboard character (including spaces), Excel

interprets the entry as text and treats it accordingly. The use of special characters is explained when they are used in this book.

row title, Wages, entered in cell A4

cell A5 is active cell

EX 10 Excel Module 1 Creating a Worksheet and a Chart

To Enter Numbers

The Personal Budget Worksheet numbers used in Module 1 are summarized in Table 1– 1. These numbers, which represent yearly income and expense amounts, are entered in rows 4–5 and 9–16. Why? One of the most powerful features of Excel is the ability to perform calculations on numeric data. Before you can perform calculations, you �rst must enter the data. The following steps enter the numbers in Table 1– 1 one row at a time.

Table 1 – 1 Personal Budget Worksheet

Income January February March April May June July August September October November December

Wages 1417.12 1417.12 1417.12 1417.12 1417.12 1417.12 1417.12 1417.12 1417.12 1417.12 1417.12 1417.12

Dividends 4029.71 0 0 0 0 0 4029.71 0 0 0 0 0

Expenses January February March April May June July August September October November December

Rent 410 410 410 410 410 410 410 410 410 410 410 410

Food 280 280 280 280 280 280 280 280 280 280 280 280

Tuition 1500 0 0 0 300 0 0 1500 0 0 0 0

Books 500 0 0 0 100 0 0 500 0 0 0 0

Entertainment 100 100 100 100 100 100 100 100 100 100 100 100

Car Payment 215.47 215.47 215.47 215.47 215.47 215.47 215.47 215.47 215.47 215.47 215.47 215.47

Gas 100 100 100 100 100 100 100 100 100 100 100 100

Miscellaneous 100 100 100 100 100 100 100 100 100 100 100 100

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

1 • Click cell B4 to select

it.

• Type 1417.12 and then press the RIGHT ARROW key to enter the data in the selected cell and make the cell to the right (cell C4) the active cell (Figure 1–14).

Do I need to enter dollar signs, commas, or trailing zeros for the amounts? You are not required to type dollar signs, commas, or trailing zeros. When you enter a dollar value that has cents, however, you must add the decimal point and the numbers representing the cents. Later in this module, you will learn how to format numbers with dollar signs, commas, and trailing zeros to improve their appearance and readability.

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Figure 1–14

cell C4 is active cell

1417.12 entered in cell B4

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2 • Enter 1417.12 in cells C4, D4, E4, F4, G4, H4, I4, J4, K4, L4, and M4 to complete the �rst row of numbers in the

worksheet (Figure 1–15).

Why are the numbers right-aligned? When you enter numeric data in a cell, Excel recognizes the values as numbers and automatically right-aligns the values in order to vertically align decimal and integer values.

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numbers right- aligned in cells

wage amounts entered in row 4

3 • Click cell B5 to select it and complete the entry in the previously selected cell.

• Enter the remaining numbers provided in Table 1–1 for each of the nine remaining budget items in row 5 and rows 9–16 (Figure 1–16).

Figure 1–16

data entered in worksheet

some row titles only partially visible

Figure 1–15

EX 12 Excel Module 1 Creating a Worksheet and a Chart

Figure 1–17

Calculating a Sum The next step in creating the worksheet is to perform any necessary calculations, such as calculating the column and row totals. In Excel, you easily can perform calculations using a function, or a prede…ned formula. When you use functions, Excel performs the calculations for you, which helps to prevent errors and allows you to work more ef…ciently.

To Sum a Column of Numbers

As stated in the requirements document in Figure 1–2, totals are required for each month and each budget item. The …rst calculation is to determine the total income for Wages and Dividends in the month of January (column B). To calculate this value in cell B6, Excel must add, or sum, the numbers in cells B4 and B5. The SUM function adds all the numbers in a range of cells. function adds all the numbers in a range of cells. function Why? Excel’s SUM functionWhy? Excel’s SUM functionWhy? is an ef�cient means to accomplish this task.

A range is a series of two or more adjacent cells in a column, row or rectangular group of cells. For example, the group of adjacent cells B4 and B5 is a range. Many Excel operations are performed on a range of cells.

After calculating the total income for January, the monthly totals for income and expenses and the yearly total for each budget item will be calculated. The following steps sum the numbers in column B.

1 • Click cell B6 to make it the active cell.

• Click the Sum button (Home tab | Editing group) to enter a formula in the formula bar and in the active cell (Figure 1–17).

What if my screen displays the Sum menu? If you are using a touch screen, you may not have a separate Sum button and Sum arrow. In this case, select the desired option (Sum) on the Sum menu.

How does Excel know which cells to sum? Excel automatically selects what it considers to be your choice of the range to sum. When proposing the range, Excel �rst looks for a range of cells with numbers above the active cell and then to the left. If Excel proposes the wrong range, you can correct it by dragging through the correct range before pressing the ENTER key. You also can enter the correct range by typing the beginning cell reference, a colon (:), and the ending cell reference.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

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Sum button

Editing group

SUM function in formula bar

B4:B5 in parentheses indicates range to be summed

proposed range to sum surrounded by moving border called a marquee

SUM function displayed in active cell

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2 • Click the Enter button in the formula bar to enter the sum in the active cell.

What is the purpose of the arrow next to the Sum button on the ribbon? The Sum arrow (shown in Figure 1 – 17) displays a list of functions that allow you to easily determine the average of a range of numbers, the number of items in a selected range, or the maximum or minimum value of a range.

3 • Repeat Steps 1 and 2 to enter the SUM function in cell B17 (Figure 1–18).

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Using the Fill Handle to Copy a Cell to Adjacent Cells You want to calculate the totals for income during each month in cells C6:M6. Table 1– 2 illustrates the similarities between the function and range used in cell B6 and the function and ranges required to sum the totals in cells C6, D6, E6, F6, G6, H6, I6, J6, K6, L6, and M6.

To calculate each total for each range across the worksheet, you could follow the same steps shown previously in Figure 1–17 and Figure 1–18. A more ef…cient method, however, would be to copy the SUM function from cell B6 to the range C6:M6. The cell being copied is called the source area or copy area. The range of cells receiving the copy is called the destination area or paste area.

Other Ways

1. Click Insert Function button in formula bar, select SUM in Select a function list, click OK button (Insert Function dialog box), click OK button

(Function Arguments dialog box)

2. Click Sum arrow (Home tab | Editing group), click More Functions in list, scroll to and

then click SUM (Insert Function dialog box), click OK button, select range (Function Arguments dialog box), click OK button

3. Type =s in cell, select SUM in list, select range, click Enter button

4. Press ALT+EQUAL SIGN (=) twice

Figure 1Figure 1–1818

Enter button

SUM function assigned to cell B6

SUM function entered in cell B17

EX 14 Excel Module 1 Creating a Worksheet and a Chart

Table 1– 2 Sum Function Entries in Row 6

Cell SUM Function Entries Result

B6 =SUM(B4:B5) Sums cells B4 and B5

C6 =SUM(C4:C5) Sums cells C4 and C5

D6 =SUM(D4:D5) Sums cells D4 and D5

E6 =SUM(E4:E5) Sums cells E4 and E5

F6 =SUM(F4:F5) Sums cells F4 and F5

G6 =SUM(G4:G5) Sums cells G4 and G5

H6 =SUM(H4:H5) Sums cells H4 and H5

I6 =SUM(I4:I5) Sums cells I4 and I5

J6 =SUM(J4:J5) Sums cells J4 and J5

K6 =SUM(K4:K5) Sums cells K4 and K5

L6 =SUM(L4:L5) Sums cells L4 and L5

M6 =SUM(M4:M5) Sums cells M4 and M5

Although the SUM function entries in Table 1–2 are similar to each other, they are not exact copies. The range in each SUM function entry uses cell references that are one column to the right of the previous column. When you copy formulas that include cell references, Excel automatically adjusts them for each new position, resulting in the SUM function entries illustrated in Table 1–2. Each adjusted cell reference is called a relative reference.

To Copy a Cell to Adjacent Cells in a Row

The easiest way to copy the SUM formula from cell B6 to cells C6:M6 is to use the …ll handle. Why? Using the �ll handle copies content to adjacent cells more ef�ciently. The �ll handle is the small green square located in the lower-right corner of the heavy border around the active cell. The following steps use the …ll handle to copy cell B6 to the adjacent cells C6:M6.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–19

pointer changes to crosshair indicating �ll handle is selected

1 • With cell B6

active, point to the �ll handle to activate it. Your pointer changes to a crosshair (Figure 1–19).

Why is my �ll handle not a green square? If you are using a touch screen, the �ll handle appears as a black and white rectangle with a blue down arrow in it.

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2 • Drag the �ll handle

to select the destination area, range C6:M6, which will draw a heavy green border around the source area and the destination area (Figure 1–20). Do not release the mouse button.

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source area

Figure 1–20

SUM function in range C17:M17

Figure 1–22

Other Ways

1. Select source area, click Copy button (Home tab | Clipboard group), select destination area, click Paste button (Home tab | Clipboard group)

2. Right-click source area, click Copy on shortcut menu, select and right- click destination area, click Paste on shortcut menu

as dragging takes place, Excel displays border around destination and source area

destination area

Figure 1–21

SUM function entered in range C6:M6

‘Auto Fill Options’ button remains on screen until you begin next activity

heavy border and transparent gray background indicates B6:M6 remain selected

4 • Repeat Steps 1–3

to copy the SUM function from cell B17 to the range C17:M17 (Figure 1–22).

3 • Release the mouse

button to copy the SUM function from the active cell to the destination area and calculate the sums (Figure 1–21).

What is the purpose of the ‘Auto Fill Options’ button? The ‘Auto Fill Options’ button allows you to choose whether you want to copy the values from the source area to the destination area with the existing formatting, without the formatting, or with the formatting but without the functions.

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EX 16 Excel Module 1 Creating a Worksheet and a Chart

To Calculate Multiple Totals at the Same Time

The next step in building the worksheet is to determine the total income, total expenses, and total for each budget item in column N. To calculate these totals, you use the SUM function similar to how you used it to total the income and expenses for each month in rows 6 and 17.

In this example, however, Excel will determine totals for all of the rows at the same time. Why? By determining multiple totals at the same time, the number of steps to add totals is reduced. The following steps sum multiple totals at once.

1 • Click cell N4 to make it the active cell (Figure 1–23).

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–23

pointer is block plus sign

cell N4 is active cell

2 • With the pointer in cell N4 and in the shape of a block plus sign, drag the pointer down to cell N6 to highlight the

range with a transparent view (Figure 1–24).

Figure 1–24

range N4:N6 selected

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3 • Click the Sum button (Home tab | Editing group) to calculate the sums of the corresponding rows (Figure 1–25).

How does Excel create unique totals for each row? If each cell in a selected range is adjacent to a row of numbers, Excel assigns the SUM function to each cell when you click the Sum button.

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Figure 1–25

SUM button

SUM function entered in range N4:N6

Figure 1Figure 1–2626

SUM button

SUM function entered in range N9:N17

4 • Repeat Steps 1–3 to select cells N9 to N17 and calculate the sums of the corresponding rows (Figure 1–26).

EX 18 Excel Module 1 Creating a Worksheet and a Chart

To Enter a Formula Using the Keyboard

The net for each month, which will appear in row 19, is equal to the income total in row 6 minus the expense total in row 17. The formula needed in the worksheet is noted in the requirements document as follows:

Net (row 19) = Income (row 6) – Expenses (row 17)

The following steps enter the net formula in cell B19 using the keyboard. Why? Sometimes a prede�ned function does not �t your needs; therefore, you enter a formula of your own.

1 • Select cell B19 to deselect the selected range.

• Type =b6-b17 in the cell. The formula is displayed in the formula bar and the current cell, and colored borders are drawn around the cells referenced in the formula (Figure 1–27).

What occurs on the worksheet as I enter the formula? The equal sign (=) preceding b6–b17 in the formula alerts Excel that you are entering a formula or function and not text. Because the most common error when entering a formula is to reference the wrong cell, Excel highlights the cell references in the formula in color, and uses same colors to highlight the borders of the cells to help you ensure that your cell references are correct. The minus sign (–) following b6 in the formula is the arithmetic operator that directs Excel to perform the subtraction operation.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

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Figure 1–27

2 • Click cell C19 to complete the arithmetic operation, display the result in the worksheet, and select the cell to the

right (Figure 1– 28).

Figure 1–28

cell C19 selected

sum displayed

formula entered in B19 (green outline), which will display B6 (blue highlight) minus B17 (red highlight)

formula displayed in formula bar

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To Copy a Cell to Adjacent Cells in a Row

The easiest way to copy the SUM formula from cell B19 to cells C19, D19, E19, F19, G19, H19, I19, J19, K19, L19, M19, and N19 is to use the …ll handle. The following steps use the …ll handle to copy the formula in cell B19 to the adjacent cells C19:N19.

1 Select cell B19.

2 Drag the �ll handle to select the destination area, range C19:N19, which draws a shaded border around the source area and the destination area. Release the mouse button to copy the simple formula function from the active cell to the destination area and calculate the results.

3 Save the worksheet on your hard drive, OneDrive, or other storage location using Linda Fox Budget as the �le name.

Why should I save the workbook at this time? You have performed many tasks while creating this workbook and do not want to risk losing work completed thus far.

Break Point: If you wish to take a break, this is a good place to do so. You can exit Excel. To resume at a later time, run Excel, open the �le called Linda Fox Budget, and continue following the steps from this location forward.

Formatting the Worksheet The text, numeric entries, and functions for the worksheet now are complete. The next step is to format the worksheet. You format a worksheet to emphasize certain entries format a worksheet to emphasize certain entries format and make the worksheet easier to read and understand.

Figure 1–29a shows the worksheet before formatting. Figure 1–29b shows the worksheet after formatting. As you can see from the two …gures, a worksheet that is formatted not only is easier to read but also looks more professional.

To change the unformatted worksheet in Figure 1–29a so that it looks like the formatted worksheet in Figure 1–29b, the following tasks must be completed:

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BTW Organizing Files and Folders You should organize and store �les in folders so that you easily can �nd the �les later. For example, if you are taking an introductory technology class called CIS 101, a good practice would be to save all Excel �les in an Excel folder in a CIS 101 folder. For a discussion of folders and detailed examples of creating folders, refer to the Of�ce and Windows module at the beginning of this book.

What steps should I consider when formatting a worksheet? The key to formatting a worksheet is to consider the ways you can enhance the worksheet so that it appears professional. When formatting a worksheet, consider the following steps:

• Identify in what ways you want to emphasize various elements of the worksheet.

• Increase the font size of cells.

• Change the font color of cells.

• Center the worksheet titles, subtitles, and column headings.

• Modify column widths to best �t text in cells.

• Change the font style of cells.

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EX 20 Excel Module 1 Creating a Worksheet and a Chart

1. Change the font, change the font style, increase the font size, and change the font color of the worksheet titles in cells A1 and A2.

2. Center the worksheet titles in cells A1 and A2 across columns A through N. 3. Format the body of the worksheet. The body of the worksheet, range A3:N19,

includes the column titles, row titles, and numbers. Formatting the body of the worksheet changes the numbers to use a dollars-and-cents format, with dollar signs in rows 4 and 9 and in the total rows (row 6 and 17); changes the styles of some rows; adds underlining that emphasizes portions of the worksheet; and modi…es the column widths to …t the text in the columns and make the text and numbers readable.

Although the formatting procedures are explained in the order described above, you could make these format changes in any order. Modifying the column widths, however, usually is done last because other formatting changes may affect the size of data in the cells in the column.

Figure 1–29

(b) Formatted Worksheet

(a) Unformatted Worksheet

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Font Style, Size, and Color The characters that Excel displays on the screen are a speci…c font, style, size,

and color. The font, or font face, de…nes the appearance and shape of the letters, numbers, and special characters. Examples of fonts include Calibri, Cambria, Times New Roman, Arial, and Courier. Font style indicates how the characters are emphasized. Common font styles include regular, bold, underline, and italic. The font size speci…es the size of the characters. Font size is gauged by a measurement system called points. A single point is 1/72 of one inch in height. Thus, a character with a point size of 10 is 10/72 of one inch in height. Finally, Excel has a wide variety of font colors from which to choose to de…ne the color of the characters.

When Excel …rst runs, the default font for the entire workbook is Calibri, with a font size, font style, and font color of 11-point regular black. You can change the font characteristics in a single cell, a range of cells, the entire worksheet, or the entire workbook.

To Change a Cell Style

You can change several characteristics of a cell, such as the font, font size, and font color, all at once by assigning a prede…ned cell style to a cell. A cell style is a prede…ned font, font size, and font color that you can apply to a cell. Why? Using the prede�ned styles provides a consistent appearance to common portions of your worksheets, such as worksheet titles, worksheet subtitles, column headings, and total rows. The following steps assign the Title cell style to the worksheet title in cell A1.

1 • Click cell A1 to make cell A1 the active cell.

• Click the Cell Styles button (Home tab | Styles group) to display the Cell Styles gallery (Figure 1–30).

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–30

Cell Styles gallery

cell A1 selected

Cell Styles button

EX 22 Excel Module 1 Creating a Worksheet and a Chart

2 • Point to the Title cell style in the Titles and Headings area of the Cell Styles gallery to see a live preview of the cell

style in the active cell (Figure 1–31).

Can I use live preview on a touch screen? Live preview is not available on a touch screen.

Experiment

• Point to other cell styles in the Cell Styles gallery to see a live preview of those cell styles in cell A1.

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Figure 1–31

Title cell style

live preview of Title cell style in cell A1

Title and Headings area

3 • Click the Title cell

style to apply the cell style to the active cell (Figure 1–32).

Why do settings in the Font group on the ribbon change? The font and font size change to re�ect the font changes applied to the active cell, cell A1, as a result of applying the Title cell style.

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Figure 1Figure 1–3232

To Change the Font

Why? Different fonts often are used in a worksheet to make it more appealing to the reader and to relate or distinguish data in the worksheet. The following steps change the worksheet subtitle’s font to Calibri Light.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

cell A1 formatted using Title cell style

Creating a Worksheet and a Chart Excel Module 1 EX 23

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1 • Click cell A2 to make it the active

cell.

• Click the Font arrow (Home tab | Font group) to display the Font gallery. If necessary, scroll to Calibri Light.

• Point to Calibri Light in the Font gallery to see a live preview of the selected font in the active cell (Figure 1–33).

Experiment

• Point to several other fonts in the Font gallery to see a live preview of the other fonts in the selected cell.

Figure 1–33 2 • Click Calibri Light in the Font gallery to change the font of the worksheet subtitle to Calibri Light (Figure 1–34).

Other Ways

1. Click Font Settings Dialog Box Launcher, click Font tab (Format Cells dialog box), click desired font in Font list, click OK button

2. Right-click cell to display mini toolbar, click Font box arrow on mini toolbar, click desired font in Font gallery

3. Right-click selected cell, click Format Cells on shortcut menu, click Font tab (Format Cells dialog box), click desired font, click OK button

To Apply Bold Style to a Cell

Bold, or boldface, text has a darker appearance than normal text. Why? You apply bold style to a cell to emphasize it or make it stand out from the rest of the worksheet. The following steps apply bold style to the worksheet title and subtitle.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–34

Calibri Light font applied to cell A2

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Font gallery

Calibri Light font

Font arrow

live preview of Calibri Light font in cell A2

EX 24 Excel Module 1 Creating a Worksheet and a Chart

1 • Click cell A1 to make it active and then click

the Bold button (Home tab | Font group) to change the font style of the active cell to bold (Figure 1–35).

What if a cell already has the bold style applied? If the active cell contains bold text, then Excel displays the Bold button with a darker gray background.

How do I remove the bold style from a cell? Clicking the Bold button (Home tab | Font group) a second time removes the bold style.

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Figure 1–35

bold applied to cell A1

Bold button

• Repeat Step 1 to bold cell A2.

Other Ways

1. Click Font Settings Dialog Box Launcher, click Font tab (Format Cells dialog box), click Bold in Font style list, click OK button

2. Right-click selected cell, click Bold button on mini toolbar

3. Right-click selected cell, click Format Cells on shortcut menu, click Font tab (Format Cells dialog box), click Bold, click OK button

4. Press CTRL+B

Figure 1Figure 1–3636

Font Size arrow

font size 14

Font Size gallery

1 • With cell A2 selected,

click the Font Size arrow (Home tab | Font group) to display the Font Size gallery.

• Point to 14 in the Font Size gallery to see a live preview of the active cell with the selected font size (Figure 1– 36).

Experiment

• If you are using a mouse, point to several other font sizes in the Font Size list to see a live preview of those font sizes in the selected cell.

To Increase the Font Size of a Cell Entry

Increasing the font size is the next step in formatting the worksheet subtitle. Why? You increase the font size of a cell so that the entry stands out and is easier to read. The following steps increase the font size of the worksheet subtitle in cell A2.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

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1 • Click 14 in the Font Size

gallery to change the font size in the active cell (Figure 1–37).

Can I choose a font size that is not in the Font Size gallery? Yes. An alternative to selecting a font size in the Font Size gallery is to click the Font Size box (Home tab | Font group), type the font size you want, and then press the ENTER key.

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Figure 1–37

Other Ways

1. Click ‘Increase Font Size’ button (Home tab | Font group) or ‘Decrease Font Size’ button (Home tab | Font group)

2. Click Font Settings Dialog box Launcher, click Font tab (Format Cells dialog box), click desired size in Size list, click OK button

3. Right-click cell to display mini toolbar, click Font Size arrow on mini toolbar, click desired font size in Font Size gallery

4. Right-click selected cell, click Format Cells on shortcut menu, click Font tab (Format Cells dialog box), select font size in Size box, click OK button

To Change the Font Color of a Cell Entry

The next step is to change the color of the font in cells A1 and A2 to orange. Why? Changing the font color of cell entries can help the text stand out more. You also can change the font colors to match the company or product’s brand colors. The following steps change the font color of a cell entry.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

font size changed

1 • Click cell A1 and then click the Font Color arrow

(Home tab | Font group) to display the Font Color gallery.

• Point to ‘Orange, Accent 2’ (column 6, row 1) in the Theme Colors area of the Font Color gallery to see a live preview of the font color in the active cell (Figure 1–38).

Experiment

• Point to several other colors in the Font Color gallery to see a live preview of other font colors in the active cell.

How many colors are in the Font Color gallery? You can choose from approximately 70 different font colors in the Font Color gallery. Your Font Color gallery may have more or fewer colors, depending on the color settings of your operating system. The Theme Colors area contains colors that are included in the current workbook’s theme.

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Figure 1–38

live preview of color

Font Color gallery

Font Color arrow

‘Orange, Accent 2’

EX 26 Excel Module 1 Creating a Worksheet and a Chart

2 • Click ‘Orange, Accent 2’ (column 6, row 1) in the Font Color gallery

to change the font color of the worksheet title in the active cell (Figure 1– 39).

Why does the Font Color button change after I select the new font color? When you choose a color on the Font Color gallery, Excel changes the Font Color button (Home tab | Font group) to your chosen color. Then when you want to change the font color of another cell to the same color, you need only to select the cell and then click the Font Color button (Home tab | Font group).

3 • Click the Font Color button to apply Orange, Accent 2 (column 6, row 1) to cell A2.

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Figure 1–39

font color changed

Figure 1Figure 1–40

range A1:N1 selected for merging

Font Color button shows font color for cell currently selected

Other Ways

1. Click Font Settings Dialog Box Launcher, click Font tab (Format Cells dialog box), click desired color in Color list, click OK button

2. Right-click the cell to display mini toolbar, click Font Color arrow on mini toolbar, click desired font color in Font Color gallery

3. Right-click selected cell, click Format Cells on shortcut menu, click Font tab (Format Cells dialog box), select color in Font Color gallery, click OK button

To Center Cell Entries across Columns by Merging Cells

The …nal step in formatting the worksheet title and subtitle is to center them across columns A through N. Why? Centering a title across the columns used in the body of the worksheet improves the worksheet’s appearance.Why? Centering a title across the columns used in the body of the worksheet improves the worksheet’s appearance.Why? To do this, the 14 cells in the range A1:N1 are combined, or merged, into a single cell that is the width of the columns in the body of the worksheet. The 14 cells in the range A2:N2 are merged in a similar manner. Merging cells involves creating a single cell by combining two or more selected cells. The following steps center the worksheet title and subtitle across columns by merging cells.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

1 • Select cell A1 and

then drag to cell N1 to highlight the range to be merged and centered (Figure 1–40).

What if a cell in the range B1:N1 contains data? For the ‘Merge & Center’ button (Home tab | Alignment group) to work properly, all the cells except the leftmost cell in the selected range must be empty.

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2 • Click the ‘Merge

& Center’ button (Home tab | Alignment group) to merge cells A1 through N1 and center the contents of the leftmost cell across the selected columns (Figure 1– 41).

What if my screen displays a Merge & Center menu? Select the desired option on the Merge & Center menu if you do not have a separate ‘Merge & Center’ button and ‘Merge & Center’ arrow.

What happened to cells B1 through N1? After the merge, cells B1 through N1 no longer exist. The new cell A1 now extends across columns A through N.

3 • Repeat Steps 1 and 2

to merge and center the worksheet subtitle across cells A2 through N2 (Figure 1–42).

Are cells B1 through N1 and B2 through N2 lost forever? No. The opposite of merging cells is splitting a merged cell. After you have merged multiple cells into one cell, you can unmerge, or split, the cell to display the original range of cells. You split a merged cell by selecting it and clicking the ‘Merge & Center’ button. For example, if you click the ‘Merge & Center’ button a second time in Step 2, it will split the merged cell A1 into cells A1, B1, C1, D1, E1, F1, G1, H1, I1, J1, K1, L1, M1, and N1, and move the title to it’s original location in cell A1.

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‘Merge & Center’ button

cell range merged and text centered in one cell (A1)

Figure 1Figure 1–42

cells merged and centered

Other Ways

1. Right-click selection, click ‘Merge & Center’ button on mini toolbar

2. Right-click selected cell, click Format Cells on shortcut menu, click Alignment tab (Format Cells dialog box), select ‘Center Across Selection’ in Horizontal list, click OK button

To Format Rows Using Cell Styles

The next step to format the worksheet is to format the rows. Why? Row titles and the total row should be formatted so that the column titles and total row can be distinguished from the data in the body of the worksheet. Data rows can be formatted to make them easier to read as well. The following steps format the column titles and total row using cell styles in the default worksheet theme.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

EX 28 Excel Module 1 Creating a Worksheet and a Chart

1 • Click cell A3 and then drag to cell N3 to select the range.

• Click the Cell Styles button (Home tab | Styles group) to display the Cell Styles gallery.

• Point to the Heading 1 cell style in the Titles and Headings area of the Cell Styles gallery to see a live preview of the cell style in the selected range (Figure 1–43).

Experiment

• Point to other cell styles in the Titles and Headings area of the Cell Styles gallery to see a live preview of other styles.

Figure 1Figure 1–4343

Cell Styles gallerylive preview

of cell style

Cell Styles button

Heading 1 cell style

2 • Click the Heading 1

cell style to apply the cell style to the selected range.

• Click the Center button (Home tab | Alignment group) to center the column headings in the selected range.

• Select the range A8 to N8 (Figure 1–44).

Center button

range A8:N8 selected

Heading 1 style applied and column headings centered

Figure 1–44

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3 • Apply the Heading 1

cell style format and then center the headings (Figure 1–45).

Figure 1–45

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Heading 1 style applied and column headings centered

4 • Format the range

A6:N6 and A17:N17 with the Total cell style format.

• Format the range A19:N19 with the Accent2 cell style format.

• Format the range A4:N4, A9:N9, A11:N11, A13:N13, A15:N15 with the 20% - Accent2 cell style format.

• Format the range A5:N5, A10:N10, A12:N12, A14:N14, A16:N16 with the 40% - Accent2 cell style format. Deselect the selected ranges

Figure 1–46

styles applied to all rows

To Format Numbers in the Worksheet

The requirements document requested that numbers in the …rst row and last row of each section should be formatted to use a dollar-and-cents format, while other numbers receive a comma format. Why? Using a dollar-and-cents format for selected cells makes it clear to users of the worksheet that the numbers represent dollar values without cluttering the entire worksheet with dollar signs, and applying the comma format makes larger numbers easier to read. Excel allows you to apply various number formats, many of which are discussed in later modules. The following steps use buttons on the ribbon to format the numbers in the worksheet.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

EX 30 Excel Module 1 Creating a Worksheet and a Chart

1 • Select the range

B4:N4.

• Click the ‘Accounting Number Format’ button (Home tab | Number group) to apply the accounting number format to the cells in the selected range.

What if my screen displays an Accounting Number Format menu? If you are using a touch screen, you may not have a separate ‘Accounting Number Format’ button and ‘Accounting Number Format’ arrow. In this case, select the desired option on the Accounting Number Format menu.

What effect does the accounting number format have on the selected cells? The accounting number format causes numbers to be displayed with two decimal places and to align vertically. Cell widths are adjusted automatically to accommodate the new formatting.

• Select the range B5:N5 (Figure 1–47).

2 • Click the Comma Style button (Home tab | Number group) to apply the comma style format to the selected

range.

What effect does the comma style format have on the selected cells? The comma style format formats numbers to have two decimal places and commas as thousands separators.

• Select the range B6:N6 to make it the active range (Figure 1–48).

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Figure 1–47

accounting number format applied to range B4:N4

‘Accounting Number Format’ button

range B5:N5 selected

Figure 1–48

Comma Style button

range B6:N6 selected

comma style format applied to range B5:N5

3 • Click the ‘Accounting Number Format’ button (Home tab | Number group) to apply the accounting number format

to the cells in the selected range.

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4 • Format the ranges B9:N9, B17:N17, and B19:N19 with the accounting number format.

• Format the range B10:N16 with the comma style format. Click cell A1 to deselect the selected ranges (Figure 1– 49).

How do I select the range B10:N16? Select this range the same way as you select a range of cells in a column or row; that is, click the �rst cell in the range (B10, in this case) and drag to the last cell in the range (N16, in this case).

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Figure 1–49

Other Ways

1. Click ‘Accounting Number Format’ or Comma Style button on mini toolbar

2. Right-click selected cell, click Format Cells on shortcut menu, click Number tab (Format Cells dialog box), select Accounting in Category list or select Number and click ‘Use 1000 Separator’, click OK button

accounting number format applied

formats applied to remaining rows

To Adjust the Column Width

The last step in formatting the worksheet is to adjust the width of the columns so that each title is visible. Why? To make a worksheet easy to read, the column widths should be adjusted appropriately. Excel offers other methods for adjusting cell widths and row heights, which are discussed later in this book. The following steps adjust the width of columns A through N so that the contents of the columns are visible.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

1 • Point to the

boundary on the right side of the column A heading above row 1 to change the pointer to a split double arrow (Figure 1–50).

Figure 1–50Figure 1 50

pointer changes to split double arrow

EX 32 Excel Module 1 Creating a Worksheet and a Chart

2 • Double-click the boundary to

adjust the width of the column to accommodate the width of the longest item in the column (Figure 1–51).

What if all of the items in the column are already visible? If all of the items are shorter in length than the width of the column and you double-click the column boundary, Excel will reduce the width of the column.

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Figure 1–51

3 • Repeat Steps 1 and 2 to adjust the column width of columns B through N (Figure 1–52).

Figure 1–52

columns B through N resized

To Use the Name Box to Select a Cell

The next step is to chart the monthly expenses. To create the chart, you need to identify the range of the data you want to feature on the chart and then select it. In this case you want to start with cell A3. Rather than clicking cell A3 to select it, you will select the cell by using the Name box, which is located to the left of the formula bar. Why? You might want to use the Name box to select a cell if you are working with a large worksheet and it is Why? You might want to use the Name box to select a cell if you are working with a large worksheet and it is Why? faster to type the cell name rather than scrolling to and clicking it. The following steps select cell A3 using the Name box.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

column A resized

1 • Click the Name

box in the formula bar and then type a3 as the cell you want to select (Figure 1–53).

Figure 1–53

a3 entered in Name box

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2 • Press the ENTER key

to change the active cell in the Name box and make cell A3 the active cell (Figure 1–54).

Other Ways to Select Cells As you will see in later modules, in addition to using the Name box to select any

cell in a worksheet, you also can use it to assign names to a cell or range of cells. Excel supports several additional ways to select a cell, as summarized in Table 1–3.

Table 1 – 3 Selecting Cells in Excel

Key, Box, or Command Function

ALT+PAGE DOWN Selects the cell one worksheet window to the right and moves the worksheet window accordingly.

ALT+PAGE UP Selects the cell one worksheet window to the left and moves the worksheet window accordingly.

ARROW Selects the adjacent cell in the direction of the arrow on the key.

CTRL+ARROW Selects the border cell of the worksheet in combination with the arrow keys and moves the worksheet window accordingly. For example, to select the rightmost cell in the row that contains the active cell, press CTRL+RIGHT ARROW. You also can press the END key, release it, and then press the appropriate arrow key to accomplish the same task.

CTRL+HOME Selects cell A1 or the cell one column and one row below and to the right of frozen titles and moves the worksheet window accordingly.

Find command on Find & Select menu (Home tab | Editing group) or SHIFT+F5

Finds and selects a cell that contains speci�c contents that you enter in the Find and Replace dialog box. If necessary, Excel moves the worksheet window to display the cell. You also can press CTRL+F to display the Find and Replace dialog box.

Go To command on Find & Select menu (Home tab | Editing group) or F5

Selects the cell that corresponds to the cell reference you enter in the Go To dialog box and moves the worksheet window accordingly. You also can press CTRL+G to display the Go To dialog box.

HOME Selects the cell at the beginning of the row that contains the active cell and moves the worksheet window accordingly.

Name box Selects the cell in the workbook that corresponds to the cell reference you enter in the Name box.

PAGE DOWN Selects the cell down one worksheet window from the active cell and moves the worksheet window accordingly.

PAGE UP Selects the cell up one worksheet window from the active cell and moves the worksheet window accordingly.

Break Point: If you wish to take a break, this is a good place to do so. Be sure to save the Linda Fox Budget �le again and then you can exit Excel. To resume at a later time, run Excel, open the �le called Linda Fox Budget, and continue following the steps from this location forward.

Adding a Pie Chart to the Worksheet Excel includes 15 chart types from which you can choose, including column, line, pie, bar, area, X Y (scatter), stock, surface, radar, treemap, sunburst,

Figure 1–54

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Figure 1 54

cell A3 is active cell

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EX 34 Excel Module 1 Creating a Worksheet and a Chart

histogram, box & whisker, waterfall, and combo. The type of chart you choose depends on the type and quantity of data you have and the message or analysis you want to convey.

A column or cylinder chart is a good way to compare values side by side. A line chart often is used to illustrate changes in data over time. Pie charts show the contribution of each piece of data to the whole, or total, of the data. A pie chart can go even further in comparing values across categories by showing each pie piece in comparison with the others. Area charts, like line charts, illustrate changes over time, but often are used to compare more than one set of data, and the area below the lines is …lled in with a different color for each set of data. An X Y (scatter) chart is used much like a line chart, but each piece of data is represented by a dot and is not connected with a line. Scatter charts are typically used for viewing scienti…c, statistical, and engineering data. A stock chart provides a number of methods commonly used in the …nancial industry to show ¬uctuations in stock market data. A surface chart compares data from three columns and/or rows in a 3-D manner. A radar chart can compare aggregate values of several sets of data in a manner that resembles a radar screen, with each set of data represented by a different color. A combo chart allows you to combine multiple types of charts.

Excel 2016 includes …ve new charts. Treemap and sunburst charts are hierarchy charts, used to compare parts to a whole. A treemap chart uses nested rectangles to show data in a hierarchy. A sunburst chart stacks multiple pie charts on one another to illustrate related data. New statistical charts include histogram and box & whisker charts. A histogram chart shows the distribution of data. A box & whisker chart, or box plot, is used to display variation within a set of data. The new waterfall chart is used to visualize increases and decreases within a set of data and is grouped with stock charts.

As outlined in the requirements document in Figure 1–2, the budget worksheet should include a pie chart to graphically represent the yearly expense totals for each item in Linda Fox’s budget. The pie chart shown in Figure 1–55 is on its own sheet in the workbook. The pie chart resides on a separate sheet, called a chart sheet, which contains only the chart.

Figure 1–55

BTW Excel Help At any time while using Excel, you can �nd answers to questions and display information about various topics through Excel Help. Used properly, this form of assistance can increase your productivity and reduce your frustrations by minimizing the time you spend learning how to use Excel. For instructions about Excel Help and exercises that will help you gain con�dence in using it, read the Of�ce and Windows module at the beginning of this book.

chart title

chart sheet

chart legend

3‐D pie chart

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In this worksheet, the ranges you want to chart are the nonadjacent ranges A9:A16 (expense titles) and N9:N16 (yearly expense totals). The expense titles in the range A9:A16 will identify the slices of the pie chart; these entries are called category names. The range N9:N16 contains the data that determines the size of the slices in the pie; these entries are called the data series. Because eight budget items are being charted, the 3-D pie chart contains eight slices.

To Add a 3-D Pie Chart

Why? When you want to see how each part relates to the whole, you use a pie chart. The following steps draw the 3-D pie chart.

1 • Select the range A9:A16 to identify the range of the category names for the 3-D pie chart.

• While holding down the CTRL key, select the nonadjacent range N9:N16.

• Click Insert on the ribbon to display the Insert tab.

• Click the ‘Insert Pie or Doughnut Chart’ button (Insert tab | Charts group) to display the Insert Pie or Doughnut Chart gallery (Figure 1–56).

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–56

3‐D Pie

Insert tab

‘Insert Pie or Doughnut Chart’ button

‘Insert Pie or Doughnut Chart’ gallery

ranges A9:A16 and N9:N16 selected

EX 36 Excel Module 1 Creating a Worksheet and a Chart

2 • Click 3-D Pie in

the Insert Pie or Doughnut Chart gallery to insert the chart in the worksheet (Figure 1–57).

Why have new tabs appeared on the ribbon? The new tabs provide additional options and functionality when you are working with certain objects, such as charts, and only display when you are working with those objects.

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Figure 1–57

3‐D pie chart created

3 • Click and drag to

select all the text in the chart title.

• Type Monthly Expenses to specify the title.

• Deselect the chart title to view the new title (Figure 1–58).

To Apply a Style to a Chart

Why? If you want to enhance the appearance of a chart, you can apply a chart style. The following steps apply Style 5 to the 3-D pie chart.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–58Figure 1

chart title

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1 • Click the Chart

Styles button to display the Chart Styles gallery.

• Scroll in the Chart Style gallery to display the Style 5 chart style (Figure 1–59).

Figure 1–59

Chart Styles button

Chart Styles gallery

scroll box

Style 5

2 • Click Style 5 in the

Chart Styles gallery to change the chart style to Style 5 (Figure 1–60).

Figure 1– 60

Chart Styles button

Style 5 selected

3 • Click the Chart Styles button to close the Chart Styles gallery.

Changing the Sheet Tab Names The sheet tabs at the bottom of the window allow you to navigate between any worksheet in the workbook. You click the sheet tab of the worksheet you want to view in the Excel window. By default, the worksheets are named Sheet1, Sheet2, and so on. The worksheet names become increasingly important as you move toward more sophisticated workbooks, especially workbooks in which you reference cells between worksheets.

BTW Exploding a Pie Chart If you want to draw attention to a particular slice in a pie chart, you can offset the slice so that it stands out from the rest. A pie chart with one or more slices offset is referred to as an exploded pie chart. To offset a slice, click the slice two times to select it (do not double-click) and then drag the slice outward.

EX 38 Excel Module 1 Creating a Worksheet and a Chart

To Move a Chart to a New Sheet

Why? By moving a chart to its own sheet, the size of the chart will increase, which can improve readability. The following steps move the 3-D pie chart to a chart sheet named, Monthly Expenses.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–61

Move Chart dialog box

OK button

New sheet option button

New sheet text box

2 • Click New sheet to select it (Move Chart dialog box) and then type Monthly Expense Chart in the

New sheet text box to enter a sheet tab name for the worksheet that will contain the chart.

• Click the OK button (Move Chart dialog box) to move the chart to a new chart sheet with the sheet tab name, Monthly Expense Chart (Figure 1–62).

Move Chart button

Figure 1–62

chart moved to Monthly Expense Chart sheet

Sheet1 tab

1 • Click the Move

Chart button (Chart Tools Design tab | Location group) to display the Move Chart dialog box (Figure 1–61).

Creating a Worksheet and a Chart Excel Module 1 EX 39

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To Change the Sheet Tab Name

You decide to change the name of the Sheet1 tab to Monthly Finances. Why? Use simple, meaningful names for each sheet tab. Sheet tab names often match the worksheet title. If a worksheet includes multiple titles in multiple sections of the worksheet, use a sheet tab name that encompasses the meaning of all of the sections. The following steps rename the sheet tab.

1 • Double-click the sheet tab labeled Sheet1 in the

lower-left corner of the window.

• Type Monthly Finances as the sheet tab name and then press the ENTER key to assign the new name to the sheet tab (Figure 1–63).

What is the maximum length for a sheet tab name? Sheet tab names can be up to 31 characters (including spaces) in length. Longer worksheet names, however, mean that fewer sheet tabs will display on your screen. If you have multiple worksheets with long sheet tab names, you may have to scroll through sheet tabs.

2 • Right-click the sheet tab labeled,

Monthly Finances, in the lower- left corner of the window to display a shortcut menu.

• Point to Tab Color on the shortcut menu to display the Tab Color gallery (Figure 1–64).

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET Q

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Figure 1–63

Figure 1–64

Tab Color command

Blue

shortcut menu

3 • Click a color that matches your

shirt in the Theme Colors area to change the color of the tab (Figure 1–65).

• If necessary, click Home on the ribbon to display the Home tab.

• Save the workbook again on the same storage location with the same �le name.

Why should I save the workbook again? You have made several modi�cations to the workbook since you last saved it. Thus, you should save it again.

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Figure 1–65

tab color changed to Blue (your sheet tab may be a different color)

Home tab

Tab Color gallery

Monthly Finances entered as new tab name

EX 40 Excel Module 1 Creating a Worksheet and a Chart

Document Properties Excel helps you organize and identify your …les by using document properties,

which are the details about a …le such as the project author, title, and subject. For example, you could use the class name or topic to describe the workbook’s purpose or content in the document properties.

Why would you want to assign document properties to a workbook? Document properties are valuable for a variety of reasons:

• Users can save time locating a particular �le because they can view a �le’s document properties without opening the workbook.

• By creating consistent properties for �les having similar content, users can better organize their workbooks.

• Some organizations require Excel users to add document properties so that other employees can view details about these �les.

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Common document properties include standard properties and those that are automatically updated. Standard properties are associated with all Microsoft Of…ce …les and include author, title, and subject. Automatically updated properties include …le system properties, such as the date you create or change a …le, and statistics, such as the …le size.

TO CHANGE DOCUMENT PROPERTIES To change document properties, you would follow these steps. 1. Click File on the ribbon to open the Backstage view and then, if necessary, click

the Info tab in the Backstage view to display the Info gallery. The Properties list is found in the right pane of the Info gallery.

2. If the property you wish to change is in the Properties list, click to the right of the property category to display a text box. (Note that not all properties are editable.) Type the desired text for the property and then click anywhere in the Info gallery to enter the data, or press TAB to navigate to the next property. Click the Back button in the upper-left corner of the Backstage view to return to the Excel window.

3. If the property you wish to change is not in the Properties list or you cannot edit it, click the Properties button to display the Properties menu, and then click Advanced Properties to display the Summary tab in the Properties dialog box. Type your desired text in the appropriate property text boxes. Click the OK button (Properties dialog box) to close the dialog box and then click the Back button in the upper-left corner of the Backstage view to return to the workbook.

Why do some of the document properties in my Properties dialog box contain data? Depending on where you are using Of�ce 2016, your school, university, or place of employment may have customized the properties.

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To Preview and Print a Worksheet in Landscape Orientation

Pages printed in portrait orientation have the short (8½”) edge at the top of the printout; the printed page portrait orientation have the short (8½”) edge at the top of the printout; the printed page portrait orientation is taller than it is wide. Landscape orientation prints the long (11”) edge at the top of the paper; the printed page Landscape orientation prints the long (11”) edge at the top of the paper; the printed page Landscape orientation is wider than it is tall. With the completed workbook saved, you may want to print it. Why? Because the worksheet is Why? Because the worksheet is Why? included in a report delivered in person, you will print a hard copy on a printer. The following steps print a hard copy of the contents of the worksheet.

1 • Click File on the ribbon to open the Backstage view.

• Click the Print tab in the Backstage view to display the Print gallery (Figure 1–66).

How can I print multiple copies of my worksheet? Increase the number in the Copies box in the Print gallery.

What if I decide not to print the worksheet at this time? Click the Back button in the upper-left corner of the Backstage view to return to the workbook window.

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT

4 INSERT CHART | 5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

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What is the best method for distributing a workbook? The traditional method of distributing a workbook uses a printer to produce a hard copy. A hard copy or printout is informa- tion that exists on paper. Hard copies can be useful for the following reasons:

• Some people prefer proofreading a hard copy of a workbook rather than viewing it on the screen to check for errors and readability.

• Hard copies can serve as a backup reference if your storage medium is lost or becomes corrupted and you need to recreate the workbook.

Instead of distributing a hard copy of a workbook, users can distribute the workbook as an electronic image that mirrors the original workbook’s appearance. An electronic image of a workbook is not an editable �le; it simply displays a picture of the workbook. The electronic image of the workbook can be sent as an email attachment, posted on a website, or copied to a por- table storage medium such as a USB �ash drive. Two popular electronic image formats, sometimes called �xed formats, are PDF by Adobe Systems and XPS by Microsoft. In Excel, you can create electronic image �les through the Save As dialog box and the Export, Share, and Print tabs in the Backstage view. Electronic images of workbooks, such as PDF and XPS, can be useful for the following reasons:

• Users can view electronic images of workbooks without the software that created the original workbook (e.g., Excel). Speci�- cally, to view a PDF �le, you use a program called Adobe Reader, which can be downloaded free from Adobe’s website. Simi- larly, to view an XPS �le, you use a program called XPS Viewer, which is included in the latest version of Windows.

• Sending electronic workbooks saves paper and printer supplies. Society encourages users to contribute to green computing, which involves reducing the electricity consumed and environmental waste generated when using computers, mobile devices, and related technologies.

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Printing a Worksheet After creating a worksheet, you may want to print it. Printing a worksheet enables you to distribute the worksheet to others in a form that can be read or viewed but not edited. It is a good practice to save a workbook before printing a worksheet, in the event you experience dif…culties printing.

EX 42 Excel Module 1 Creating a Worksheet and a Chart

2 • Verify that the printer listed on the Printer Status button will print a hard copy of the workbook. If necessary, click

the Printer Status button to display a list of available printer options and then click the desired printer to change the currently selected printer.

3 • Click the Portrait Orientation button in the Settings area and then select Landscape Orientation to change the

orientation of the page to landscape.

• Click the No Scaling button and then select ‘Fit Sheet on One Page’ to print the entire worksheet on one page (Figure 1–67).

Figure 1–66

Portrait Orientation button

Print tab

No Scaling button

Copies box Print gallery presents several print options and shows preview of how workbook will print

Next Page button scrolls forward through workbooks with multiple pages

Previous Page button scrolls backward through workbooks with multiple pages

options in your Settings area may differ, depending on type of printer you are using

Figure 1–67

Print button

name of currently selected printer — your printer name will differ

‘Fit Sheet on One Page’ selected

preview of how workbook will look when printed

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4 • Click the Print button in the Print gallery to print the worksheet in landscape orientation on the currently selected

printer.

• When the printer stops, retrieve the hard copy (Figure 1–68).

Do I have to wait until my worksheet is complete to print it? No, you can print a document at any time while you are creating it.Q

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Other Ways

1. Press CTRL+P to open Print Gallery, press ENTER

Figure 1–68

Autocalculate You easily can obtain a total, an average, or other information about the numbers in a range by using the AutoCalculate area on the status bar. First, select the range of cells containing the numbers you want to check. Next, right-click the AutoCalculate area to display the Customize Status Bar shortcut menu (Figure 1–69). The check marks indicate that the calculations are displayed in the status bar; more than one may be selected. The functions of the AutoCalculate commands on the Customize Status Bar shortcut menu are described in Table 1–4.

Table 1 – 4 Commonly Used Status Bar Commands

Command Function

Average AutoCalculate area displays the average of the numbers in the selected range

Count AutoCalculate area displays the number of non-empty cells in the selected range

Numerical Count AutoCalculate area displays the number of cells containing numbers in the selected range

Minimum AutoCalculate area displays the lowest value in the selected range

Maximum AutoCalculate area displays the highest value in the selected range

Sum AutoCalculate area displays the sum of the numbers in the selected range

BTW Distributing a Workbook Instead of printing and distributing a hard copy of a workbook, you can distribute the workbook electronically. Options include sending the workbook via email; posting it on cloud storage (such as OneDrive) and sharing the �le with others; posting it on social media, a blog, or other website; and sharing a link associated with an online location of the workbook. You also can create and share a PDF or XPS image of the workbook, so that users can view the �le in Acrobat Reader or XPS Viewer instead of in Excel.

EX 44 Excel Module 1 Creating a Worksheet and a Chart

To Use the AutoCalculate Area to Determine a Maximum

The following steps determine the largest monthly total in the budget. Why? Sometimes, you want a quick analysis, which can be especially helpful when your worksheet contains a lot of data.

• Select the range B19:M19. Right-click the status bar to display the Customize Status Bar shortcut menu (Figure 1–69).

1 ENTER TEXT | 2 CALCULATE SUMS & USE FORMULAS | 3 FORMAT TEXT | 4 INSERT CHART

5 NAME TAB | 6 PREVIEW & PRINT WORKSHEET

Figure 1–69

2 • Click Maximum on the shortcut menu to display the Maximum value in the range B19:M19 in the AutoCalculate

area of the status bar.

• Click anywhere on the worksheet to close the shortcut menu (Figure 1–70).

status bar

Maximum command

Customize Status Bar shortcut menu

check mark indicates calculation appears on status bar

Figure 1–70

maximum value displayed in AutoCalculate area

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Correcting Errors You can correct data entry errors on a worksheet using one of several methods. The method you choose will depend on the extent of the error and whether you notice it while entering the data or after you have entered the incorrect data into the cell.

Correcting Errors while Entering Data into a Cell If you notice an error while you are entering data into a cell, press the

backspace key to erase the incorrect character(s) and then enter the correct character(s). If the error is a major one, click the Cancel box in the formula bar or press the esc key to erase the entire entry and then reenter the data.

Correcting Errors after Entering Data into a Cell If you …nd an error in the worksheet after entering the data, you can correct the

error in one of two ways: 1. If the entry is short, select the cell, retype the entry correctly, and then click the

Enter button or press the enter key. The new entry will replace the old entry. 2. If the entry in the cell is long and the errors are minor, using Edit mode may be a

better choice than retyping the cell entry. In Edit mode, Excel displays the active cell entry in the formula bar and a ¬ashing insertion point in the active cell, and you can edit the contents directly in the cell — a procedure called in-cell editing. a. Double-click the cell containing the error to switch Excel to Edit mode

(Figure 1–71). b. Make corrections using the following in-cell editing methods.

(1) To insert new characters between two characters, place the insertion point between the two characters and begin typing. Excel inserts the new characters to the left of the insertion point.

3 • Right-click the AutoCalculate area and then click Maximum on the shortcut menu to deselect it.

The Maximum value will no longer appear on the status bar.

• Close the shortcut menu.

4 • Save the workbook using the same �le name in the same storage location.

• If desired, sign out of your Microsoft account.

• Exit Excel.

Figure 1–71

in-cell editing

EX 46 Excel Module 1 Creating a Worksheet and a Chart

(2) To delete a character in the cell, move the insertion point to the left of To delete a character in the cell, move the insertion point to the left of the character you want to delete and then press the delete key, or place the insertion point to the right of the character you want to delete and then press the backspace key. You also can drag to select the character or adjacent characters you want to delete and then press the delete key or ctrl+x, or click the Cut button (Home tab | Clipboard group).

(3) When you are …nished editing an entry, click the Enter button or press the When you are …nished editing an entry, click the Enter button or press the enter key.

There are two ways for entering data in Edit mode: Insert mode and Overtype mode. In the default Insert mode, as you type a character, Excel inserts the character and moves all characters to the right of the typed character one position to the right. You can change to Overtype mode by pressing the insert key. In Overtype mode, Excel replaces, or overtypes, the character to the right of the insertion point. The insert key toggles the keyboard between Insert mode and Overtype mode.

While in Edit mode, you may have reason to move the insertion point to various points in the cell, select portions of the data in the cell, or switch from inserting characters to overtyping characters. Table 1–5 summarizes the more common tasks performed during in-cell editing.

Table 1 – 5 Summary of In-Cell Editing Tasks

Task Mouse Operation Keyboard

1. Move the insertion point to the beginning of data in a cell.

Point to the left of the �rst character and click.

Press HOME

2. Move the insertion point to the end of data in a cell.

Point to the right of the last character and click.

Press END

3. Move the insertion point anywhere in a cell. Point to the appropriate position and click the character.

Press RIGHT ARROW or LEFT ARROW

4. Highlight one or more adjacent characters. Drag through adjacent characters.

Press SHIFT+RIGHT ARROW or SHIFT+LEFT ARROW

5. Select all data in a cell. Double-click the cell with the insertion point in the cell if the data in the cell contains no spaces.

6. Delete selected characters. Click the Cut button (Home tab | Clipboard group).

Press DELETE

7. Delete characters to the left of the insertion point.

Press BACKSPACE

8. Delete characters to the right of the insertion point.

Press DELETE

9. Toggle between Insert and Overtype modes. Press INSERT

Undoing the Last Cell Entry The Undo button on the Quick Access Toolbar (Figure 1–72) allows you

to erase recent cell entries. Thus, if you enter incorrect data in a cell and notice it immediately, click the Undo button and Excel changes the cell entry to what it was prior to the incorrect data entry.

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Excel remembers the last 100 actions you have completed. Thus, you can undo up to 100 previous actions by clicking the Undo arrow to display the Undo list and then clicking the action to be undone (Figure 1– 72). You can drag through several actions in the Undo list to undo all of them at once. If no actions are available for Excel to undo, then the dimmed appearance of the Undo button indicates that it is unavailable.

The Redo button, next to the Undo button on the Quick Access Toolbar, allows you to repeat previous actions; that is, if you accidentally undo an action, you can use the Redo button to perform the action again.

Clearing a Cell or Range of Cells If you enter data into the wrong cell or range of cells, you can erase, or clear,

the data using one of the …rst four methods listed below. The …fth method clears the formatting from the selected cells. To clear a cell or range of cells, you would perform the following steps:

TO CLEAR CELL ENTRIES USING THE FILL HANDLE

1. Select the cell or range of cells and then point to the …ll handle so that the pointer changes to a crosshair.

2. Drag the …ll handle back into the selected cell or range until a shadow covers the cell or cells you want to erase.

Figure 1–72

Undo button

Undo list

EX 48 Excel Module 1 Creating a Worksheet and a Chart

TO CLEAR CELL ENTRIES USING THE SHORTCUT MENU

1. Select the cell or range of cells to be cleared. 2. Right-click the selection. 3. Click Clear Contents on the shortcut menu.

TO CLEAR CELL ENTRIES USING THE BACKSPACE KEY

1. Select the cell or range of cells to be cleared. 2. Press the backspace key.

TO CLEAR CELL ENTRIES AND FORMATTING USING THE CLEAR BUTTON

1. Select the cell or range of cells to be cleared. 2. Click the Clear button (Home tab | Editing group). 3. Click Clear Contents on the Clear menu.

Note that the Clear All command on the Clear menu is the only command that clears both the cell entry and the cell formatting.

TO CLEAR FORMATTING USING THE CELL STYLES BUTTON

1. Select the cell or range of cells from which you want to remove the formatting. 2. Click the Cell Styles button (Home tab | Styles group) and then click Normal in

the Cell Styles gallery.

As you are clearing cell entries, always remember that you should never press the SPACEBAR to clear a cell. Pressing the spacebar enters a blank character. A blank character is interpreted by Excel as text and is different from an empty cell, even though the cell may appear empty.

Clearing the Entire Worksheet If the required worksheet edits are extremely extensive or if the requirements

drastically change, you may want to clear the entire worksheet and start over. To clear the worksheet or delete an embedded chart, you would use the following steps.

TO CLEAR THE ENTIRE WORKSHEET

1. Click the Select All button on the worksheet. The Select All button is located above the row 1 identi…er and to the left of the column A heading.

2. Click the Clear button (Home tab | Editing group) and then click Clear All on the menu to delete both the entries and formats.

The Select All button selects the entire worksheet. Instead of clicking the Select All button, you can press ctrl+a. To clear an unsaved workbook, click the Close Window button on the workbook’s title bar or click the Close button in the Backstage view. Click the No button if the Microsoft Excel dialog box asks if you want to save changes. To start a new, blank workbook, click the New button in the Backstage view.

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Summary In this module you have learned how to create a personal budget worksheet and chart. Topics covered included selecting a cell, entering text, entering numbers, calculating a sum, using the …ll handle, formatting a worksheet, adding a pie chart, changing sheet tab names, printing a worksheet, AutoCalculate, and correcting errors.

What decisions will you need to make when creating workbooks and charts in the future? 1. Determine the workbook structure.

a) Determine the data you will need for your workbook.

b) Sketch a layout of your data and your chart.

2. Create the worksheet.

a) Enter titles, subtitles, and headings.

b) Enter data, functions, and formulas.

3. Format the worksheet.

a) Format the titles, subtitles, and headings using styles.

b) Format the totals.

c) Format the numbers.

d) Format the text.

e) Adjust column widths.

4. Create the chart.

a) Determine the type of chart to use.

b) Determine the chart title and data.

c) Format the chart.

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Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Changing the Values in a Worksheet Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the required …les.

Instructions: Run Excel. Open the workbook Apply 1–1 Lima Wholesale (Figure 1–73a). The workbook you open contains sales data for Lima Wholesale. You are to apply formatting to the worksheet and move the chart to a new sheet tab.

Table 1 – 6 New Worksheet Data

Cell Change Cell Contents To

A2 Monthly Departmental Sales

B5 15242.36

C7 114538.23

D5 25747.85

E6 39851.44

F7 29663.77

G6 19885.41

Perform the following tasks: 1. Make the changes to the worksheet described in Table 1–6 so that the worksheet appears as

shown in Figure 1–73b. As you edit the values in the cells containing numeric data, watch the totals in row 8, the totals in column H, and the chart change.

2. Change the worksheet title in cell A1 to the Title cell style and then merge and center it across columns A through H.

3. Use buttons in the Font group on the Home tab on the ribbon to change the worksheet subtitle in cell A2 to 16-point font and then center it across columns A through H. Change the font color of cell A2 to Dark Blue, Text 2, Darker 25%.

4. Apply the worksheet name, Monthly Sales, and the Dark Blue, Text 2, Darker 25% color to the sheet tab.

5. Move the chart to a new sheet called Sales Analysis Chart (Figure 1–73c). Change the chart title to SALES TOTALS.

6. If requested by your instructor, replace Lima in cell A1 with your last name.

7. Save the workbook using the …le name, Apply 1–1 Lima Wholesale Sales Analysis.

8. Submit the revised workbook as speci…ed by your instructor and exit Excel.

9. Besides the styles used in the worksheet, what other changes could you make to enhance the worksheet?

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(a) Worksheet before Formatting

Figure 1–73

(b) Worksheet after Formatting

(a) Worksheet before Formatting

(b) Worksheet after

EX 52 Excel Module 1 Creating a Worksheet and a Chart

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Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Creating Styles and Formatting a Worksheet Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the required …les.

Instructions: Run Excel. Open the workbook Extend 1–1 Dasminne Grocery (Figure 1–74). The workbook you open contains sales data for Dasminne Grocery. You are to create styles and format a worksheet using them.

Perform the following tasks: 1. Select cell A4. Use the New Cell Style command in the Cell Styles gallery to create a style that

uses the Blue, Accent 1, Darker 50% font color (row 6, column 5). Name the style, MyHeadings.

2. Select cell A5. Use the New Cell style dialog box to create a style that uses the Blue, Accent 1, Darker 25% (row 5, column 5) font color. Name the style, MyRows.

3. Select cell ranges B4:G4 and A5:A8. Apply the MyHeadings style to the cell ranges.

4. Select the cell range B5:G7. Apply the MyRows style to the cell range.

5. Apply a worksheet name to the sheet tab and apply a color of your choice to the sheet tab.

6. If requested by your instructor, change the font color for the text in cells A1 and A2 to the color of your eyes, if available.

7. Save the workbook using the …le name, Extend 1–1 Dasminne Grocery Third Quarter.

8. Submit the revised workbook as speci…ed by your instructor and exit Excel.

9. What other styles would you create to improve the worksheet’s appearance?

Figure 1–74

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Expand Your World Create a solution that uses cloud or web technologies by learning and investigating on your own from general guidance.

College Loan Calculator

Instructions: You are tasked with determining how long it will take you to pay back your college loans. You decide to download and use one of Excel’s templates to create your worksheet.

Perform the following tasks: 1. Click the New tab in the Backstage view and then search for and click the College loan

calculator template to download it.

2. Enter data for your estimated salary after graduation, the date you will begin paying back loans, as well as …ctitious (but realistic) information for four loans, including loan number, lender, loan amount, annual interest rate, beginning date, and length (in years).

3. Save the …le as Expand 1-1: College Loans. Print the worksheet.

4. Submit the assignment as speci…ed by your instructor.

5. Which template would you use if you wanted to plan and keep track of a budget for a wedding? Which template would you use if you wanted to plan and keep track of a budget for a wedding?

In the Labs Design, create, modify, and/or use a workbook following the guidelines, concepts, and skills presented in this module. Labs 1 and 2, which increase in dif�culty, require you to create solutions based on what you learned in the module; Lab 3 requires you to apply your creative thinking and problem-solving skills to design and implement a solution.

Lab 1: First Quarter Revenue Analysis Worksheet Problem: You work as a spreadsheet specialist for Katie’s Kicks, which has four regional shops in the state of Florida. Your manager has asked you to develop a …rst quarter revenue analysis similar to the one shown in Figure 1–75.

Perform the following tasks: 1. Run Excel and create a new blank workbook. Enter the worksheet title, Katie’s Kicks, in cell

A1 and the worksheet subtitle, First Quarter Revenue Analysis, in cell A2. Beginning in row 4, enter the region data shown in Table 1–7.

2. Create totals for each region, product, and company grand total.

3. Format the worksheet title with the Title cell style. Center the title across columns A through F.

Table 1 – 7 Katie’s Kicks

North South East West

Sneakers 72714.58 77627.29 76607.31 49008.32

Shoes 45052.23 69165.66 76243.41 84844.01

Sandals 77630.94 78684.24 56601.25 72716.68

Accessories 65423.73 77690.69 58383.67 54433.07

Miscellaneous 55666.92 78618.97 47317.09 68594.40

Continued >

EX 54 Excel Module 1 Creating a Worksheet and a Chart

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4. Format the worksheet subtitle to 16-point Calibri Light, and change the font color to Blue- Gray, Text 2. Center the subtitle across columns A through F.

5. Use Cell Styles to format the range A4:F4 with the Heading 3 cell style, the range B4:F4 with the Accent1 cell style, and the range A10:F10 with the Total cell style.

6. Center the column titles in row 4. Apply the accounting number format to the ranges B5:F5 and B10:F10. Apply the comma style format to the range B6:F9. Adjust any column widths to the widest text entry in each column.

7. Select the ranges B4:E4 and B10:E10 and then insert a 3-D pie chart. Apply the Style 3 chart style to the chart. Move the chart to a new worksheet named Revenue Analysis Chart. Change the chart title to First Quarter Revenue Analysis.

8. Rename the Sheet1 tab, First Quarter, and apply the Green color to the sheet tab.

9. If requested by your instructor, change the font color of the text in cells A1 and A2 to the color of the shirt you currently are wearing.

10. Save the workbook using the …le name, Lab 1-1 Katie’s Kicks.

11. Preview and print the worksheet in landscape orientation.

12. If you wanted to chart the item totals instead of the regions, which ranges would you use to create the chart?

13. Submit the assignment as speci…ed by your instructor.

(a) Worksheet(a) Worksheet

(b) Pie Chart

Figure 1–75

In the Labs continued

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Perform the following tasks: 1. Create the worksheet shown in Figure 1–76a using the data in Table 1–8.

(a) Worksheet(a) Worksheet

(b) Pie Chart

Figure 1–76

Lab 2: Sales Analysis Worksheet

Problem: As the chief accountant for Davis Mobile Concepts, a leading car audio dealer serving four states, you have been asked by the vice president to create a worksheet to analyze the yearly sales for each state (Figure 1–76). The packages and corresponding sales by state for the year are shown in Table 1–8.

Table 1 – 8 Davis Mobile Concepts

Alarm Audio Light Ultimate

California 860358.71 431758.35 375708.22 247826.28

Nevada 345024.13 863814.87 786253.39 511277.11

Oregon 396157.67 326159.07 500255.40 383514.73

Washington 395428.36 804908.29 279091.37 342965.38

Continued >

EX 56 Excel Module 1 Creating a Worksheet and a Chart

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2. Use the SUM function to determine total revenue for each of the four packages, the totals for each state, and the company total. Add column and row headings for the totals row and totals column, as appropriate.

3. Format the worksheet title and subtitle with the Title cell style and center them across columns A through F. Use the Font group on the ribbon to format the worksheet title and subtitle as 18-point Arial Black. Format the title and subtitle with Green, Accent 6 font color. Center the titles across columns A through F.

4. Format the range B4:F4 with the Heading 2 cell style and center the text in the cells. Format the range A5:F8 with the 20% - Accent6 cell style and the range A9:F9 with the Total cell style. Format cells B5:F5 and B9:F9 with the accounting number format and cells B6:F8 with the comma style format. If necessary, resize all columns to …t the data.

5. Create a 3-D pie chart on its own sheet that shows the total sales contributions of each state. Chart the state names (A5:A8) and corresponding totals (F5:F8). Use the sheet tab name, Yearly Sales Chart. Apply a chart style of your choosing. Change the chart title to Yearly Sales by State.

6. Change the Sheet1 tab name to Yearly Sales and apply the Orange color to the sheet tab.

7. If requested by your instructor, change the state in cell A8 to the state in which you were born. If your state already is listed in the spreadsheet, choose a different state.

8. Save the workbook using the …le name, Lab 1-2 Davis Mobile Concepts. Print the worksheet in landscape orientation.

9. If you wanted to make a distinction between the rows in the table, what could you do?

10. Submit the assignment as speci…ed by your instructor.

Lab 3: Consider This: Your Turn Apply your creative thinking and problem-solving skills to design and implement a solution.

Comparing Televisions

Part 1: You are shopping for a new television and want to compare the prices of three televisions. Research new televisions. Create a worksheet that compares the type, size, and the price for each television, as well as the costs to add an extended warranty. Use the concepts and techniques pre- sented in this module to calculate the average price of a television and average cost of an extended warranty and to format the worksheet. Submit your assignment in the format speci…ed by your instructor.

Part 2: Based upon the data you found, how could you chart the information to show the compari- sons? Which chart would be the best to use? Include a chart to compare the different television costs.

In the Labs continued

Microsoft Excel 2016

Formulas, Functions, and Formatting 2

• Use Flash Fill

• Enter formulas using the keyboard

• Enter formulas using Point mode

• Apply the MAX, MIN, and AVERAGE functions

• Verify a formula using Range Finder

• Apply a theme to a workbook

• Apply a date format to a cell or range

• Add conditional formatting to cells

• Change column width and row height

• Check the spelling on a worksheet

• Change margins and headers in Page Layout view

• Preview and print versions and sections of a worksheet

Objectives You will have mastered the material in this module when you can:

Introduction In Module 1, you learned how to enter data, sum values, format a worksheet to make it easier to read, and draw a chart. This module continues to illustrate these topics and presents some new ones.

The new topics covered in this module include using formulas and functions to create a worksheet. Recall from Module 1 that a function is a prewritten formula that is built into Excel. Other new topics include using option buttons, verifying formulas, applying a theme to a worksheet, adding borders, formatting numbers and text, using conditional formatting, changing the widths of columns and heights of rows, checking spelling, generating alternative worksheet displays and printouts, and adding page headers and footers to a worksheet. One alternative worksheet display and printout shows the formulas in the worksheet instead of the values. When you display the formulas in the worksheet, you see exactly what text, data, formulas, and functions you have entered into it.

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Project — Worksheet with Formulas and Functions The project in this module follows proper design guidelines and uses Excel to create the worksheet shown in Figure 2–1. Every two weeks, the owners of Olivia’s Art Supply create a salary report by hand, where they keep track of employee payroll data. Before paying employees, the owners must summarize the hours worked, pay rate, and tax information for each employee to ensure that the business properly compensates its employees. This report also includes the following information for each employee: name, email address, number of dependents, hours worked, hourly pay rate, tax information, net pay, and hire date. As the complexity of creating the salary report increases, the owners want to use Excel to make the process easier.

Recall that the ‡rst step in creating an effective worksheet is to make sure you understand what is required. The people who request the worksheet usually provide the requirements. The requirements document for the Olivia’s Art Supply Salary Report worksheet includes the following needs: source of data, summary of calculations, and other facts about its development (Figure 2–2).

Figure 2–1

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In addition, using a sketch of the worksheet can help you visualize its design. The sketch for the Olivia’s Art Supply Salary Report worksheet includes a title, a subtitle, column and row headings, and the location of data values (Figure 2 – 3). It also uses speci‡c characters to de‡ne the desired formatting for the worksheet, as follows:

1. The row of Xs below the leftmost column heading de‡nes the cell entries as text, such as employee names.

Figure 2–2

Worksheet Title Olivia’s Art Supply Salary Report

Needs An easy-to-read worksheet that summarizes the company’s salary report (Figure 2–3). For each employee, the worksheet is to include the employee’s name, email address, number of dependents, hours worked, hourly pay rate, gross pay, federal tax, state tax, total tax percent, net pay, and hire date. The worksheet also should include the total pay for all employees, as well as the highest value, lowest value, and average for each category of data.

Source of Data Supplied data includes employee names, number of dependents, hours worked, hourly pay rate, and hire dates.

Calculations The following calculations must be made for each of the employees: 1. Gross Pay = Hours Worked * Hourly Pay Rate 2. Federal Tax = 0.22 * (Gross Pay * Number of Dependents * 24.32) 3. State Tax = 0.04 * Gross Pay 4. Tax % = (Federal Tax + State Tax) / Gross Pay 5. Net Pay = Gross Pay * (Federal Tax + State Tax) 6. Compute the totals for hours worked, gross pay, federal tax, state tax, and net pay 7. Compute the total tax percent 8. Use the MAX and MIN functions to determine the highest and lowest values for number of dependents,

hours worked, hourly pay rate, gross pay, federal tax, state tax, total tax percent, and net pay 9. Use the AVERAGE function to determine the average for hours worked, number of dependents, hourly

pay rate, gross pay, federal tax, state tax, and net pay

Olivia’s Art Supply Salary Report

Hours Worked

99.99

Employee

xxxxxxxx

Dependents

Gross Pay

$ZZ,ZZ9.99

Federal Tax

$ZZ9.99

State Tax

$ZZ,ZZ9.99

Net Pay

$ZZ,ZZ9.99

Hire Date

99/99/99

Tax%

Z9.99

Hourly Pay Rate

$ZZ9.99

999.99Totals $ZZZ,ZZ9.99 $ZZZ,ZZ9.99 $ZZZ,ZZ9.99 $ZZZ,ZZ9.99Z9.99%

99 99.99Highest $ZZZ,ZZ9.99 $ZZZ,ZZ9.99 $ZZZ,ZZ9.99 $ZZZ,ZZ9.99Z9.99%

99Lowest

99Average

Email Address

xxxxxxxx

Figure 2–3

sketch of worksheet

EX 60 Excel Module 2 Formulas, Functions, and Formatting

2. The rows of Zs and 9s with slashes, dollar signs, decimal points, commas, and percent signs in the remaining columns de‡ne the cell entries as numbers. The Zs indicate that the selected format should instruct Excel to suppress leading 0s. The 9s indicate that the selected format should instruct Excel to display any digits, including 0s.

3. The decimal point means that a decimal point should appear in the cell entry and indicates the number of decimal places to use.

4. The slashes in the last column identify the cell entry as a date. 5. The dollar signs that are adjacent to the Zs below the totals row signify a

•oating dollar sign, or one that appears next to the ‡rst signi‡cant digit. 6. The commas indicate that the selected format should instruct Excel to display

a comma separator only if the number has suf‡cient digits (values in the thousandths) to the left of the decimal point.

7. The percent sign (%) in the Tax % column indicates a percent sign should appear after the number.

In this module, you will learn how to use functions and create formulas. The following roadmap identi‡es general activities you will perform as you progress through this module:

1. ENTER FORMULAS in the worksheet. 2. ENTER FUNCTIONS in the worksheet. 3. VERIFY FORMULAS in the worksheet. 4. FORMAT the WORKSHEET. 5. CHECK SPELLING. 6. PRINT the WORKSHEET.

What is the function of an Excel worksheet? The function, or purpose, of a worksheet is to provide a user with direct ways to accomplish tasks. In designing a worksheet, functional considerations should supersede visual aesthetics. Consider the following when designing your worksheet:

• Avoid the temptation to use �ashy or confusing visual elements within the worksheet.

• Understand the requirements document.

• Choose the proper functions and formulas.

• Build the worksheet.

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To Enter the Worksheet Title and Subtitle

With a good comprehension of the requirements document, an understanding of the necessary decisions, and a sketch of the worksheet, the next step is to use Excel to create the worksheet. The following steps enter the worksheet title and subtitle into cells A1 and A2.

1 Run Excel and create a blank workbook in the Excel window.

2 If necessary, select cell A1. Type Olivia’s Art Supply in the selected cell and then press the DOWN ARROW key to enter the worksheet title.

3 Type Salary Report in cell A2 and then press the DOWN ARROW key to enter the worksheet subtitle.

To Enter the Column Titles

The column titles in row 3 begin in cell A3 and extend through cell K3. The employee names and the row titles begin in cell A4 and continue down to cell A16. The employee data is entered into rows 4 through 12 of the worksheet. The remainder of this section explains the steps required to enter the column titles, payroll data, and row titles, as shown in Figure 2–4, and then to save the workbook. The following steps enter the column titles.

1 With cell A3 selected, type Employee and then press the RIGHT ARROW key to enter the column heading.

2 Type Email Address in cell B3 and then press the RIGHT ARROW key.

3 In cell C3, type Dependents and then press the RIGHT ARROW key.

4 In cell D3, type Hours and then press the ALT+ENTER keys to enter the �rst line of the column heading. Type Worked and then press the RIGHT ARROW key to enter the column heading.

Why do I use the ALT+ENTER keys? You press ALT+ENTER in order to start a new line in a cell. The �nal line can be completed by clicking the Enter button, pressing the ENTER key, or pressing one of the arrow keys. When you see ALT+ENTER in a step, press the ENTER key while holding down the ALT key and then release both keys.

5 Type Hourly in cell E3, press the ALT+ENTER keys, type Pay Rate, and then press the RIGHT ARROW key.

6 Type Gross Pay in cell F3 and then press the RIGHT ARROW key.

7 Type Federal Tax in cell G3 and then press the RIGHT ARROW key.

8 Type State Tax in cell H3 and then press the RIGHT ARROW key.

9 Type Tax % in cell I3 and then press the RIGHT ARROW key.

10 Type Net Pay in cell J3 and then press the RIGHT ARROW key.

11 Type Hire Date in cell K3 and then press the RIGHT ARROW key.

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BTW Wrapping Text If you have a long text entry, such as a paragraph, you can instruct Excel to wrap the text in a cell. This method is easier than your pressing ALT+ENTER to end each line of text within the paragraph. To wrap text, right-click in the cell, click Format Cells on a shortcut menu, click the Alignment tab, and then click Wrap text. Excel will increase the height of the cell automatically so that the additional lines will �t. If you want to control where each line ends in the cell, rather than letting Excel wrap the text based on the cell width, you must end each line with ALT+ENTER.

BTW Screen Resolution If you are using a computer or mobile device to step through the project in this module and you want your screens to match the �gures in this book, you should change your screen’s resolution to 1366 x 768. For information about how to change a computer’s resolution, refer to the Of�ce and Windows module at the beginning of this book.

EX 62 Excel Module 2 Formulas, Functions, and Formatting

To Enter the Salary Data

The salary data in Table 2-1 includes a hire date for each employee. Excel considers a date to be a number and, therefore, it displays the date right-aligned in the cell. The following steps enter the data for each employee, except their email addresses, which will be entered later in this module.

1 Select cell A4. Type Bennett, Joanne and then press the RIGHT ARROW key two times to enter the employee name and make cell C4 the active cell.

2 Type 2 in cell C4 and then press the RIGHT ARROW key.

3 Type 64.25 in cell D4 and then press the RIGHT ARROW key.

4 Type 19.75 in cell E4.

5 Click cell K4 and then type 4/5/12.

6 Enter the payroll data in Table 2–1 for the eight remaining employees in rows 5 through 12.

In Step 5, why did the date change from 4/5/12 to 4/5/2012? When Excel recognizes a date in mm/dd/yy format, it formats the date as mm/dd/yyyy. Most professionals prefer to view dates in mm/dd/yyyy format as opposed to mm/dd/yy format to avoid confusion regarding the intended year. For example, a date displayed as 3/3/50 could imply a date of 3/3/1950 or 3/3/2050.

Table 2 –1 Olivia’s Art Supply Salary Report Data

Employee Email

Address Dependents Hours

Worked Hourly

Pay Rate Hire Date

Bennett, Joanne 2 64.25 19.75 4/5/12

Fred, Michael 1 80.00 23.10 5/7/13

Emmanuel, Celine

0 72.50 18.65 12/1/11

Khan, Theresa 3 60.00 18.00 1/3/14

Mant, Samuel 2 46.00 15.90 12/3/10

Otterman, Faye 0 75.75 21.05 3/7/11

Rice, James 0 80.00 22.50 2/5/11

Villanova, Susan 2 74.25 21.02 5/6/04

Xiao, Jun 1 68.00 18.43 9/12/15

Flash Fill When you are entering data in a spreadsheet, occasionally Excel will recognize a pattern in the data you are entering. Flash Fill is an Excel feature that looks for patterns in the data and automatically ‡lls or formats data in remaining cells. For example if column A contains a list of 10 phone numbers without parentheses around the area code or dashes after the pre‡x, Flash Fill can help create formatted phone numbers with relative ease. To use Flash Fill, simply start entering formatted phone numbers in cells next to the unformatted numbers. After entering a few formatted phone numbers, Flash Fill will suggest similarly formatted phone numbers for the remaining cells in the column. If you do not want to wait for Excel to offer suggestions, type one or two examples and then click the Flash Fill button (Data tab | Data Tools group). Flash ‡ll will autocomplete the remaining cells. If Flash Fill makes

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A BTW Two-Digit Years When you enter a two-digit year value (xx) that is less than 30, Excel changes that value to 20xx; when you enter a value that is 30 or greater (zz), Excel changes the value to 19zz. Use four- digit years, if necessary, to ensure that Excel interprets year values the way you intend.

BTW The Ribbon and Screen Resolution Excel may change how the groups and buttons within the groups appear on the ribbon, depending on the computer or mobile device’s screen resolution. Thus, your ribbon may look different from the ones in this book if you are using a screen resolution other than 1366 x 768.

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a mistake, simply click the Undo button, enter a few more examples, and try again. In addition to formatting data, Flash Fill can perform tasks such as concatenating data from multiple cells and separating data from one cell into multiple cells.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEETTo Use Flash Fill

In the Olivia’s Art Supply Salary Report worksheet, you can use Flash Fill to generate email addresses using ‡rst and last names from another column in the worksheet. Why? The Flash Fill feature is a convenient way to avoid entering a lot of data manually. The following steps use Flash Fill to generate employee email addresses using the names entered in column A.

1 • Click cell B4 to

select it.

• Type jbennett@ email.com and email.com and email.com then press the DOWN ARROW key to select cell B5.

• Type mfred@ email.com and email.com and email.com then click the Enter button to enter Michael Fred’s email address in cell B5 (Figure 2–4).

2 • Click Data on the

ribbon to select the Data tab.

• Click Flash Fill (Data tab | Data Tools group) to enter similarly formatted email addresses in the range B6:B12.

• Remove the entries from cells B1 and B2 (Figure 2–5).

Why was I unable to click the Flash Fill button after entering the �rst email address? One entry might not have been enough for Excel to recognize a pattern. For instance, Flash Fill might have used the letter j before each last name in the email address, instead of using the �rst initial and last name.

What would have happened if I kept typing examples without clicking the Flash Fill button? As soon as Excel recognized a pattern, it would have displayed suggestions for the remaining cells. Pressing the ENTER key when the suggestions appear will populate the remaining cells.

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Figure 2–5

Data Tools group

remaining email address are added, following same pattern as two entered email addresses

Data tab

Flash Fill button

two email addresses entered

dates entered with two-digit year are displayed with four-digit year automatically

height of row 3 automatically increased to �t multiple lines of text

column titles on two lines

Figure 2–4

EX 64 Excel Module 2 Formulas, Functions, and Formatting

To Enter the Row Titles

The following steps add row titles for the rows that will contain the totals, highest, lowest, and average amounts.

1 Select cell A13. Type Totals and then press the DOWN ARROW key to enter a row header.

2 Type Highest in cell A14 and then press the DOWN ARROW key.

3 Type Lowest in cell A15 and then press the DOWN ARROW key.

4 Type Average in cell A16 and then press the DOWN ARROW key (Figure 2–6).

Figure 2–6

row titles entered

To Change the Sheet Tab Name and Color

The following steps change the sheet tab name, change the tab color, and save the workbook in the Excel folder (for your assignments).

1 Double-click the Sheet1 tab and then enter Salary Report as the sheet tab name and then press the ENTER key.

2 Right-click the sheet tab to display the shortcut menu.

3 Point to Tab Color on the shortcut menu to display the Tab Color gallery. Click Green (column 6, row 7) in the Standard Colors area to apply the color to the sheet tab.

4 Save the workbook in your hard drive, OneDrive, or other storage location using Olivia’s Art Supply Salary Report as the �le name.

Why should I save the workbook at this time? You have performed many tasks while creating this workbook and do not want to risk losing work completed thus far.

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BTW Formatting Worksheets With early worksheet programs, users often skipped rows to improve the appearance of the worksheet. With Excel it is not necessary to skip rows because you can increase row heights to add white space between information.

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Entering Formulas One of the reasons Excel is such a valuable tool is that you can assign a formula to a cell, and Excel will calculate the result. A formula consists of cell references, numbers, and arithmetic operators that instruct Excel to perform a calculation. Consider, for example, what would happen if you had to multiply 64.25 by 19.75 and then manually enter the product for Gross Pay, 1,268.94, in cell F4. Every time the values in cells D4 or E4 changed, you would have to recalculate the product and enter the new value in cell F4. By contrast, if you enter a formula in cell F4 to multiply the values in cells D4 and E4, Excel recalculates the product whenever new values are entered into those cells and displays the result in cell F4.

A formula in a cell that contains a reference back to itself is called a circular reference. Excel warns you when you create circular references. In almost all cases, circular references are the result of an incorrect formula. A circular reference can be direct or indirect. For example, placing the formula =A1 in cell A1 results in a direct circular reference. A direct circular reference occurs when a formula refers to the same cell in which it is entered. An indirect circular reference occurs when a formula in a cell refers to another cell or cells that include a formula that refers back to the original cell.

To Enter a Formula Using the Keyboard

The formulas needed in the worksheet are noted in the requirements document as follows: 1. Gross Pay (column F) 5 Hours Worked 3 Hourly Pay Rate 2. Federal Tax (column G) 5 0.22 3 (Gross Pay 2 Dependents 3 24.32) 3. State Tax (column H) 5 0.04 3 Gross Pay 4. Tax % (column I) 5 (Federal Tax 1 State Tax) / Gross Pay / Gross Pay / 5. Net Pay (column J) 5 Gross Pay 2 (Federal Tax 1 State Tax)

The gross pay for each employee, which appears in column F, is equal to hours worked in column D times hourly pay rate in column E. Thus, the gross pay for Joanne Bennett in cell F4 is obtained by multiplying 64.25 (cell D4) by 19.75 (cell E4) or 5 C4 3 D4. The following steps enter the initial gross pay formula in cell F4 using the keyboard. Why? In order for Excel to perform the calculations, you must �rst enter the formulas.

1 • With cell F4 selected, type =d4*e4 in the cell

to display the formula in the formula bar and the current cell and to display colored borders around the cells referenced in the formula (Figure 2–7).

What happens when I enter the formula? The equal sign (=) preceding d4*e4 alerts Excel that you are entering a formula or function — not text. Because the most common error when entering a formula is to reference the wrong cell, Excel colors the cells referenced in the formula. The colored cells help you determine whether the cell references are correct. The asterisk (*) following d4 is the arithmetic operator for multiplication.

Is there a function, similar to the SUM function, that calculates the product of two or more numbers? Yes. The PRODUCT function calculates the product of two or more numbers. For example, the function, =PRODUCT(D4,E4) will calculate the product of cells D4 and E4.

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1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Figure 2–7

as formula is typed, it appears in formula bar and in active cell F4

colored cell borders indicate which cells are included in formula in active cell

formula begins with equal sign

BTW Entering Numbers in a Range An ef�cient way to enter data into a range of cells is to select a range and then enter the �rst number in the upper-left cell of the range. Excel responds by accepting the value and moving the active cell selection down one cell. When you enter the last value in the �rst column, Excel moves the active cell selection to the top of the next column.

EX 66 Excel Module 2 Formulas, Functions, and Formatting

2 • Press the RIGHT

ARROW key to complete the arithmetic operation indicated by the formula, display the result in the worksheet, and select the cell to the right (Figure 2–8). The number of decimal places on your screen may be different than shown in Figure 2–8, but these values will be adjusted later in this module.

Figure 2–8

active cell is G4 after pressing RIGHT ARROW key

result of formula

Arithmetic Operations Excel provides powerful functions and capabilities that allow you to perform

arithmetic operations easily and ef‡ciently. Table 2–2 describes multiplication and other valid Excel arithmetic operators.

Table 2 –2 Arithmetic Operations Listed in Order of Operations

Arithmetic Operator

Meaning Example of Usage

Result

– Negation –78 Negative 78

% Percentage =23% Multiplies 23 by 0.01

^ Exponentiation =3 ^ 4 Raises 3 to the fourth power

* Multiplication =61.5 * C5 Multiplies the contents of cell C5 by 61.5

/ Division =H3 / H11 Divides the contents of cell H3 by the contents of cell H11

+ Addition =11 + 9 Adds 11 and 9

– Subtraction =22 – F15 Subtracts the contents of cell F15 from 22

Order of Operations When more than one arithmetic operator is involved in a formula, Excel follows

the same basic order of operations that you use in algebra. The order of operations is the collection of rules that de‡ne which mathematical operations take precedence over the others in expressions with multiple operations. Moving from left to right in a formula, the order of operations is as follows: ‡rst negation (–), then all percentages (%), then all exponentiations (^), then all multiplications (*) and divisions (/), and, ‡nally, all additions (+) and subtractions (–).

As in algebra, you can use parentheses to override the order of operations. For example, if Excel follows the order of operations, 8 * 3 + 2 equals 26. If you use parentheses, however, to change the formula to 8 * (3 + 2), the result is 40, because the parentheses instruct Excel to add 3 and 2 before multiplying by 8. Table 2–3 illustrates several examples of valid Excel formulas and explains the order of operations.

BTW Automatic Recalculation Every time you enter a value into a cell in the worksheet, Excel automatically recalculates all formulas. You can change to manual recalculation by clicking the Calculation Options button (Formulas tab | Calculation group) and then clicking Manual. In manual calculation mode, pressing the F9 key instructs Excel to recalculate all formulas.

BTW Troubling Formulas If Excel does not accept a formula, remove the equal sign from the left side and complete the entry as text. Later, after you have entered additional data in the cells reliant on the formula or determined the error, reinsert the equal sign to change the text back to a formula and edit the formula as needed.

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Table 2 –3 Examples of Excel Formulas

Formula Result

=G15 Assigns the value in cell G15 to the active cell.

=2^4 + 7 Assigns the sum of 16 + 7 (or 23) to the active cell.

=100 + D2 or =D2 +100 or =(100 + D2)

Assigns 100 plus the contents of cell D2 to the active cell.

=25% * 40 Assigns the product of 0.25 times 40 (or 10) to the active cell.

– (K15 * X45) Assigns the negative value of the product of the values contained in cells K15 and X45 to the active cell. Tip: You do not need to type an equal sign before an expression that begins with a minus sign, which indicates a negation.

=(U8 – B8) * 6 Assigns the difference between the values contained in cells U8 and B8 times 6 to the active cell.

=J7 / A5 + G9 * M6 – Z2 ^ L7 Completes the following operations, from left to right: exponentiation (Z2 ^ L7), then division (J7 / A5), then multiplication (G9 * M6), then addition (J7 / A5) + (G9 * M6), and �nally subtraction (J7 / A5 + G9 * M6) – (Z2 ^ L7). If cells A5 = 6, G9 = 2, J7 = 6, L7 = 4, M6 = 5, and Z2 = 2, then Excel assigns the active cell the value –5; that is, 6 / 6 + 2 * 5 – 2 ^ 4 = –5.

To Enter Formulas Using Point Mode

The sketch of the worksheet in Figure 2–3 calls for the federal tax, state tax, tax percentage, and net pay for each employee to appear in columns G, H, I, and J, respectively. All four of these values are calculated using formulas in row 4:

Federal Tax (cell G4) 5 0.22 3 (Gross Pay 2 Dependents 3 24.32) or 5 0.22 * (F4 2 C4 * 24.32) State Tax (cell H4) 5 0.04 3 Gross Pay or 5 0.04 * F4 Tax % (cell I4) 5 (Federal Tax 1 State Tax) / Gross Pay or 5 (G4 + H4) / F4 Net Pay (cell J4) 5 Gross Pay 2 (Federal Tax 1 State Tax) or 5 F4 2 (G4 1 H4)

An alternative to entering the formulas in cells G4, H4, I4, and J4 using the keyboard is to enter the formulas using the pointer and Point mode. Point mode allows you to select cells for use in a formula by using the pointer. The following steps enter formulas using Point mode. Why? Using Point mode makes it easier to create formulas without worrying about typographical errors when entering cell references.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Figure 2–9

marquee surrounds selected cell F4

cell reference F4 appended to formula

BTW Parentheses Remember that you can use parentheses to override the order of operations. You cannot use brackets or braces in place of parentheses in arithmetic operations.

1 • With cell G4

selected, type =0.22*( to begin the formula and then click cell F4 to add a cell reference in the formula (Figure 2–9).

EX 68 Excel Module 2 Formulas, Functions, and Formatting

2 • Type – (minus

sign) and then click cell C4 to add a subtraction operator and a reference to another cell to the formula.

• Type *24.32) to complete the formula (Figure 2–10).

Figure 2–10

cell C4

cell reference C4 added to formula

3 • Click the Enter button in the

formula bar and then select cell H4 to prepare to enter the next formula.

• Type =0.04* and then click cell F4 to add a cell reference to the formula (Figure 2–11).

Why should I use Point mode to enter formulas? Using Point mode to enter formulas often is faster and more accurate than using the keyboard, but only when the cell you want to select does not require you to scroll. In many instances, as in these steps, you may want to use both the keyboard and pointer when entering a formula in a cell. You can use the keyboard to begin the formula, for example, and then use the pointer to select a range of cells.

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Figure 2–11

marquee surrounds selected cell F4

Enter button cell reference F4 added to formula

4 • Click the Enter button in the

formula bar to enter the formula in cell H4.

• Select cell I4. Type =( (equal sign followed by an open parenthesis) and then click cell G4 to add a reference to the formula.

• Type + (plus sign) and then click cell H4 to add a cell reference to the formula.

• Type )/ (close parenthesis followed by a forward slash), and then click cell F4 to add a cell reference to the formula.

• Click the Enter button in the formula bar to enter the formula in cell I4 (Figure 2–12).

Figure 2–12

formula appears in formula bar

Enter button

result of calculation

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5 • Click cell J4, type = (equal sign) and then click

cell F4.

• Type –( (minus sign followed by an open parenthesis) and then click cell G4.

• Type + (plus sign), click cell H4, and then type ) (close parenthesis) to complete the formula (Figure 2–13).

• Click the Enter button.

Figure 2–13

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formula displayed in cell J4formula assigned

in cell J4

To Copy Formulas Using the Fill Handle

The ‡ve formulas for Joanne Bennett in cells F4, G4, H4, I4, and J4 now are complete. The next step is to copy them to the range F5:J12. When copying formulas in Excel, the source area is the cell, or range, from which data or formulas are being copied. When a range is used as a source, it sometimes is called the source range. The destination area is the cell, or range, to which data or formulas are being copied. When a range is used as a destination, it sometimes is called the destination range. Recall from Module 1 that the ‡ll handle is a small square in the lower-right corner of the active cell or active range. The following steps copy the formulas using the ‡ll handle.

1 Select the source range, F4:J4 in this case, activate the �ll handle, drag the �ll handle down through cell J12, and then continue to hold the mouse button to select the destination range.

2 Release the mouse button to copy the formulas to the destination range (Figure 2–14).

How does Excel adjust the cell references in the formulas in the destination area? Recall that when you copy a formula, Excel adjusts the cell references so that the new formulas contain new cell references corresponding to the new locations and perform calculations using the appropriate values. Thus, if you copy downward, Excel adjusts the row portion of cell references relative to the source cell. If you copy across, then Excel adjusts the column portion of cell references relative to the source cell. Cell references that adjust relative to the location of the source cell are called relative cell references.

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Figure 2–14

formulas copied to range F5:J12

‘Auto Fill Options’ button appears

EX 70 Excel Module 2 Formulas, Functions, and Formatting

Option Buttons Excel displays option buttons in a worksheet to indicate that you can complete an operation using automatic features such as AutoCorrect, Auto Fill, error checking, and others. For example, the ‘Auto Fill Options’ button shown in Figure 2–14 appears after a ‡ll operation, such as dragging the ‡ll handle. When an error occurs in a formula in a cell, Excel displays the Trace Error button next to the cell and identi‡es the cell with the error by placing a green triangle in the upper left of the cell.

Table 2–4 summarizes the option buttons available in Excel. When one of these buttons appears on your worksheet, click its arrow to produce the list of options for modifying the operation or to obtain additional information.

C O

N S

ID E

R T

H IS

Why is the Paste Options button important? The Paste Options button provides powerful functionality. When performing copy and paste operations, the button allows you great freedom in specifying what it is you want to paste. You can choose from the following options:

• Paste an exact copy of what you copied, including the cell contents and formatting.

• Copy only formulas.

• Copy only formatting.

• Copy only values.

• Copy a combination of these options.

• Copy a picture of what you copied.

To Determine Totals Using the Sum Button

The next step is to determine the totals in row 13 for the hours worked in column D, gross pay in column F, federal tax in column G, state tax in column H, and net pay in column J. To determine the total hours worked in column D, the values in the range D4 through D12 must be summed using the SUM function. Recall that a function is a prewritten formula that is built into Excel. Similar SUM functions can be used in cells F13, G13, H13, and J13 to total gross pay, federal tax, state tax, and net pay, respectively. The following steps determine totals in cell D13, the range F13:H13, and cell J13.

1 Select the cell to contain the sum, cell D13 in this case. Click the Sum button (Home tab | Editing group) to sum the contents of the range D4:D12 in cell D13 and then click the Enter button to display a total in the selected cell.

2 Select the range to contain the sums, range F13:H13 in this case. Click the Sum button (Home tab | Editing group) to display totals in the selected range.

Table 2 –4 Option Buttons in Excel

Name Menu Function

Auto Fill Options Provides options for how to �ll cells following a �ll operation, such as dragging the �ll handle

AutoCorrect Options Undoes an automatic correction, stops future automatic corrections of this type, or causes Excel to display the AutoCorrect Options dialog box

Insert Options Lists formatting options following an insertion of cells, rows, or columns

Paste Options Speci�es how moved or pasted items should appear (for example, with original formatting, without formatting, or with different formatting)

Trace Error Lists error-checking options following the assignment of an invalid formula to a cell

BTW Selecting a Range You can select a range using the keyboard. Press the F8 key and then use the arrow keys to select the desired range. After you are �nished, make sure to press the F8 key to turn off the selection process or you will continue to select ranges.

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3 Select the cell to contain the sum, cell J13 in this case. Click the Sum button (Home tab | Editing group) to sum the contents of the range J4:J12 in cell J13 and then click the Enter button to display a total in the selected cell (Figure 2–15).

Why did I have to click the Enter button? When calculating a sum for a single column, you click the Enter button. If you are calculating the sum for multiple ranges, you click the Sum button.

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Figure 2–15

Figure 2–16

To Determine the Total Tax Percentage

With the totals in row 13 determined, the next step is to copy the tax percentage formula in cell I12 to cell I13. The following step copies the tax percentage formula.

1 Select the cell to be copied, I12 in this case, and then drag the �ll handle down through cell I13 to copy the formula (Figure 2–16).

Why was the SUM function not used for tax percentage in I13? The total tax percentage is calculated using the totals of the Gross Pay, Federal Tax and State Tax columns, not by summing the tax percentage column.

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Sum button

Enter button

totals calculated

formula copied from I12 to I13

EX 72 Excel Module 2 Formulas, Functions, and Formatting

Using the AVERAGE, MAX, and MIN Functions The next step in creating the Olivia’s Art Supply Salary Report worksheet is to compute the highest value, lowest value, and average value for the number of dependents listed in the range C4:C12 using the MAX, MIN, and AVERAGE functions in the range C14:C16. Once the values are determined for column C, the entries can be copied across to the other columns.

With Excel, you can enter functions using one of ‡ve methods: (1) keyboard, touch gesture, or pointer; (2) the Insert Function button in the formula bar; (3) the Sum menu; (4) the Sum button (Formulas tab | Function Library group); and (5) the Name box area in the formula bar. The method you choose will depend on your typing skills and whether you can recall the function name and required arguments.

In the following sections, three of these methods will be used. The Insert Function button in the formula bar method will be used to determine the highest number of dependents (cell C14). The Sum menu will be used to determine the lowest number of dependents (cell C15). The keyboard and pointer will be used to determine the average number of dependents (cell C16).

To Determine the Highest Number in a Range of Numbers Using the Insert Function Dialog Box

The next step is to select cell C14 and determine the highest (maximum) number in the range C4:C12. Excel includes a function called the MAX function that displays the highest value in a range. The following steps use the Insert Function dialog box to enter the MAX function. Why? Although you could enter the MAX function using the keyboard and Point mode as described previously, an alternative method to entering the function is to use the Insert Function button in the formula bar to open the Insert Function dialog box. The Insert Function dialog box is helpful if you do not remember the name of a function or need to search for a particular function by what it does.

1 • Select the cell

to contain the maximum number, cell C14 in this case.

• Click the Insert Function button in the formula bar to display the Insert Function dialog box.

• Click MAX in the Select a function list (Insert Function dialog box; Figure 2–17). You may need to scroll.

What if the MAX function is not in the Select a function list? Click the ‘Or select a category’ arrow to display the list of function categories, select All, and then scroll down and select the MAX function in the Select a function list.

How can I learn about other functions? Excel has more than 400 functions that perform nearly every type of calculation you can imagine. These functions are categorized in the Insert Function dialog box shown in Figure 2 – 17. To view the categories, click the ‘Or select a category’ arrow. Click the name of a function in the Select a function list to display a description of the function.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

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A Figure 2–17

Insert Function button

MAX selected in Select a function list

OK button

‘Or select a category’ arrow

equal sign automatically inserted in active cell and formula bar

Insert Function dialog box

BTW Statistical Functions Excel usually considers a blank cell to be equal to 0. The statistical functions, however, ignore blank cells. Excel thus calculates the average of three cells with values of 10, blank, and 8 to be 9 [(10 + 8) / 2] and not 6 [(10 + 0 + 8) / 3].

cell C14

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2 • Click the OK button (Insert

Function dialog box) to display the Function Arguments dialog box.

• Replace the text in the Number1 box with the text, c4:c12 (Function Arguments dialog box) to enter the �rst argument of the function (Figure 2–18).

What are the numbers that appear to the right of the Number1 box in the Function Arguments dialog box? The numbers shown to the right of the Number1 box are the values in the selected range (or if the range is large, the �rst few numbers only). Excel also displays the value the MAX function will return to cell C14 in the Function Arguments dialog box, shown in Figure 2 – 18.

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3 • Click the OK button (Function

Arguments dialog box) to display the highest value in the chosen range in cell C14 (Figure 2–19).

Why should I not just enter the highest value that I see in the range C4:C12 in cell C14? In this example, rather than entering the MAX function, you could examine the range C4:C12, determine that the highest number of dependents is 3, and manually enter the number 3 as a constant in cell C14. Excel would display the number similar to how it appears in Figure 2 – 19. However, because C14 would then contain a constant, Excel would continue to display 3 in cell C14 even if the values in the range change. If you use the MAX function, Excel will recalculate the highest value in the range each time a new value is entered.

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Figure 2–18

Figure 2–19

Other Ways

1. Click Sum arrow (Home tab | Editing group), click Max

2. Click Sum arrow (Formulas tab | Function Library group), click Max

3. Type =MAX( in cell, specify range, type )

range typed in Number1 box

OK button

Function Arguments dialog box

�rst few numbers in range

result of function

MAX function determines highest value in range C4:C12

highest value in range C4:C12

EX 74 Excel Module 2 Formulas, Functions, and Formatting

To Determine the Lowest Number in a Range of Numbers Using the Sum Menu

The next step is to enter the MIN function in cell C15 to determine the lowest (minimum) number in the range C4:C12. Although you can enter the MIN function using the method used to enter the MAX function, the following steps illustrate an alternative method using the Sum button (Home tab | Editing group). Why? Using the Sum menu allows you quick access to �ve commonly used functions, without having to memorize their names or required arguments.

1 • Select cell C15 and then click the Sum arrow (Home tab | Editing group) to display the Sum menu (Figure 2–20).

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Figure 2–20

• Click Min to display the MIN function in the formula bar and in the active cell (Figure 2–21).

Why does Excel select the incorrect range? The range selected by Excel is not always the right one. Excel attempts to guess which cells you want to include in the function by looking for ranges containing numeric data that are adjacent to the selected cell.

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Figure 2–21

Sum menu

MIN function displays in formula bar

Excel automatically selects cell C14 because it includes numbers and is adjacent to cell C15

Min function

Sum arrow

C15 is active cell

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3 • Click cell C4 and

then drag through cell C12 to update the function with the new range (Figure 2–22).

4 • Click the Enter

button to determine the lowest value in the range C4:C12 and display the result in cell C15 (Figure 2–23).

Figure 2–22

Figure 2–23

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Other Ways

1. Click Insert Function button in formula bar, select Statistical category if necessary, click MIN, specify arguments

2. Click Sum arrow (Formulas tab | Function Library group), click Min

3. Type =MIN( in cell, �ll in arguments, type )

MIN function determines lowest value in C4:C12

result of MIN function

selected range appears in formula bar and active cell

Enter button

EX 76 Excel Module 2 Formulas, Functions, and Formatting

To Determine the Average of a Range of Numbers Using the Keyboard

The AVERAGE function sums the numbers in a speci‡ed range and then divides the sum by the number of AVERAGE function sums the numbers in a speci‡ed range and then divides the sum by the number of AVERAGE function cells with numeric values in the range. The following steps use the AVERAGE function to determine the average of the numbers in the range C4:C12. Why? The AVERAGE function calculates the average of a range of numbers.Why? The AVERAGE function calculates the average of a range of numbers.Why?

1 • Select the cell to contain the

average, cell C16 in this case.

• Type =av in the cell to display the Formula AutoComplete list. Press the DOWN ARROW key to highlight the AVERAGE function (Figure 2–24).

What is happening as I type? As you type the equal sign followed by the characters in the name of a function, Excel displays the Formula AutoComplete list. This list contains those functions whose names match the letters you have typed.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

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Figure 2–24

2 • Double-click AVERAGE in the

Formula AutoComplete list to select the function.

• Select the range to be averaged, C4:C12 in this case, to insert the range as the argument to the function (Figure 2–25).

As I drag, why does the function in cell C16 change? When you click cell C4, Excel surrounds cell C4 with a marquee and appends C4 to the left parenthesis in the formula bar. When you begin dragging, Excel appends to the argument a colon (:) and the cell reference of the cell where the pointer is located.

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Figure 2–25

=av entered in cell and formula bar

AVERAGE function displays in active cell and formula bar

Formula AutoComplete list

AVERAGE function name

cell C16

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3 • Click the Enter button to compute the

average of the numbers in the selected range and display the result in the selected cell (Figure 2–26).

Can I use the arrow keys to complete the entry instead? No. While in Point mode, the arrow keys change the selected cell reference in the range you are selecting instead of completing the entry.

What is the purpose of the parentheses in the function? Most Excel functions require that the argument (in this case, the range C4:C12) be included within parentheses following the function name. In this case, Excel appended the right parenthesis to complete the AVERAGE function when you clicked the Enter button.

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Figure 2–26

To Copy a Range of Cells across Columns to an Adjacent Range Using the Fill Handle

The next step is to copy the AVERAGE, MAX, and MIN functions in the range C14:C16 to the adjacent range D14:J16. The following steps use the ‡ll handle to copy the functions.

1 Select the source range from which to copy the functions, in this case C14:C16.

2 Drag the �ll handle in the lower-right corner of the selected range through cell J16 to copy the three functions to the selected range.

3 Select cell I16 and then press the DELETE key to delete the average of the Tax % (Figure 2–27).

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Figure 2–27

Enter button

Save button

mathematically invalid average (of percentages in range I4:I12) deleted

average number of dependents in cell C16

right parenthesis automatically appended when Enter button is clicked or ENTER key is pressed

EX 78 Excel Module 2 Formulas, Functions, and Formatting

4 Save the workbook again on the same storage location with the same �le name.

Why delete the formula in cell I16? You deleted the average in cell I16 because averaging this type of percentage is mathematically invalid.

How can I be sure that the function arguments are correct for the cells in range D14:J16? Remember that Excel adjusts the cell references in the copied functions so that each function refers to the range of numbers above it in the same column. Review the functions in rows 14 through 16 by clicking on individual cells and examining the function as it appears in the formula bar. You should see that the functions in each column reference the appropriate ranges.

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Verifying Formulas Using Range Finder One of the more common mistakes made with Excel is to include an incorrect cell reference in a formula. An easy way to verify that a formula references the cells you want it to reference is to use Range Finder. Range Finder checks which cells are Range Finder checks which cells are Range Finder referenced in the formula assigned to the active cell.

To use Range Finder to verify that a formula contains the intended cell references, double-click the cell with the formula you want to check. Excel responds by highlighting the cells referenced in the formula so that you can verify that the cell references are correct.

Other Ways

1. Select source area, click Copy button (Home tab | Clipboard group), select destination area, click Paste button (Home tab | Clipboard group)

2. Right-click source area, click Copy on shortcut menu; right-click destination area, click Paste icon on shortcut menu

3. Select source area and then point to border of range; while holding down CTRL, drag source area to destination area

4. Select source area, press CTRL+C, select destination area, press CTRL+V

Break Point: If you wish to take a break, this is a good place to do so. You can exit Excel now. To resume at a later time, run Excel, open the file called Olivia’s Art Supply Salary Report, and continue following the steps from this location forward.

To Verify a Formula Using Range Finder

Why? Range Finder allows you to correct mistakes by making immediate changes to the cells referenced in a formula. The following steps use Range Finder to check the formula in cell I4.

1 • Double-click cell I4

to activate Range Finder (Figure 2–28).

2 • Press the ESC key to

quit Range Finder and then click anywhere in the worksheet, such as cell A18, to deselect the current cell.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Figure 2–28

cells referenced in formula in active cell are highlighted with corresponding colors

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Formatting the Worksheet Although the worksheet contains the appropriate data, formulas, and functions, the text and numbers need to be formatted to improve their appearance and readability.

In Module 1, cell styles were used to format much of the worksheet. This section describes how to change the unformatted worksheet in Figure 2–29a to the formatted worksheet in Figure 2–29b using a theme and other commands on the ribbon. A theme formats a worksheet by applying a collection of fonts, font styles, colors, and effects to give it a consistent appearance.

(a) Unformatted Worksheet

(b) Formatted Worksheet

EX 80 Excel Module 2 Formulas, Functions, and Formatting

To Change the Workbook Theme

Why? A company or department may choose a speci�c theme as their standard theme so that all of their documents have a similar appearance. Similarly, you may want to have a theme that sets your work apart from the work of others. Other Of�ce programs, such as Word and PowerPoint, include the same themes so that all of your Microsoft Of�ce documents can share a common look. The following steps change the workbook theme to the Ion theme.

1 • Click Page Layout

to display the Page Layout tab.

• Click the Themes button (Page Layout tab | Themes group) to display the Themes gallery (Figure 2–30).

Experiment

• Point to several themes in the Themes gallery to preview the themes.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Figure 2–30

2 • Click Ion in the

Themes gallery to change the workbook theme (Figure 2–31).

Why did the cells in the worksheet change? Originally, the cells in the worksheet were formatted with the default font of the default Of�ce theme. The Ion theme has a different default font than the Of�ce theme, so when you changed the theme, the font changed. If you had modi�ed the font for any cells, those cells would not have changed to the default font of the Ion theme.

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Figure 2–31

Themes button Page Layout tab

Ion theme

Themes gallery

font color changes for email address links

font of worksheet cells re�ects theme’s default font

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To Format the Worksheet Titles

The following steps merge and center the worksheet titles, apply the Title cells style to the worksheet titles, and decrease the font of the worksheet subtitle.

1 Display the Home tab.

2 Select the range to be merged, A1:K1 in this case, and then click the ‘Merge & Center’ button (Home tab | Alignment group) to merge and center the text in the selected range.

3 Select the range A2:K2 and then click the ‘Merge & Center’ button (Home tab | Alignment group) to merge and center the text.

4 Select the range to contain the Title cell style, in this case A1:A2, click the Cell Styles button (Home tab | Styles group) to display the Cell Styles gallery, and then click the Title cell style in the Cell Styles gallery to apply the Title cell style to the selected range.

5 Select cell A2 and then click the ‘Decrease Font Size’ button (Home tab | Font group) to decrease the font size of the selected cell to the next lower font size (Figure 2–32).

Figure 2–32

What happens when I click the ‘Decrease Font Size’ button? When you click the ‘Decrease Font Size’ button, Excel assigns the next smaller font size in the Font Size gallery to the selected range. The ‘Increase Font Size’ button works in a similar manner, assigning the next larger font size in the Font Size gallery to the selected range.

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Which colors work best when formatting your worksheet? Knowing how people perceive colors can help you focus attention on parts of your worksheet. Warmer colors (red and orange) tend to reach toward the reader. Cooler colors (blue, green, and violet) tend to pull away from the reader.

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Home tab

‘Decrease Font Size’ button ‘Merge &

Center’ button

Cell Styles button

‘Increase Font Size’ button

font size of worksheet subtitle decreased

title and subtitle merged

EX 82 Excel Module 2 Formulas, Functions, and Formatting

To Change the Background Color and Apply a Box Border to the Worksheet Title and Subtitle

Why? A background color and border can draw attention to the title of a worksheet. The ‡nal formats assigned to the worksheet title and subtitle are the blue-gray background color and thick outside border. The following steps complete the formatting of the worksheet titles.

1 • Select the range A1:A2 and then

click the Fill Color arrow (Home tab | Font group) to display the Fill Color gallery (Figure 2–33).

Experiment

• Point to a variety of colors in the Fill Color gallery to preview the selected colors in the range A1:A2.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Figure 2–332 • Click Blue-Gray, Accent 5, Lighter

60% (column 9, row 3) in the Theme Colors area to change the background color of the range of cells (Figure 2–34).

Figure 2–34 3 • Click the Borders arrow (Home tab | Font group) to display the Borders gallery (Figure 2–35).

Figure 2–35

Borders arrow

desired border

desired background color

Fill color arrow

Fill Color gallery

background color changed

Borders gallery

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4 • Click ‘Thick Outside

Borders’ in the Borders gallery to create a thick outside border around the selected range.

• Click anywhere in the worksheet, such as cell A18, to deselect the current range (Figure 2–36). Figure 2–36

To Apply a Cell Style to the Column Headings and Format the Total Rows

As shown in Figure 2–29b, the column titles (row 3) should have the Heading 3 cell style and the totals row (row 13) should have the Total cell style. The headings in the range A14:A16 should be bold. The following steps assign these styles and formats to row 3, row 13, and the range A14:A16.

1 Select the range to be formatted, cells A3:K3 in this case.

2 Use the Cell Styles gallery to apply the Heading 3 cell style to the range A3:K3.

3 Click the Center button (Home tab | Alignment group) to center the column headings.

4 Apply the Total cell style to the range A13:K13.

5 Bold the range A14:A16 (Figure 2–37).

Other Ways

1. Click Font Settings Dialog Box Launcher (Home tab | Font group), click Fill tab (Format Cells dialog box), click desired �ll, click OK button

2. Right-click range, click Format Cells on shortcut menu, click Fill tab (Format Cells dialog box), click desired �ll, click OK button

3. Press CTRL+1, click Fill tab (Format Cells dialog box), click desired �ll, click OK button

Figure 2–37

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Center button

Bold button

Format Cells: Number Dialog Box Launcher

Cell Styles button

column headings centered and Heading 3 style applied to row 3

range A14:A16

thick outside borders surround worksheet title and subtitle

BTW Color Selection Bright colors jump out of a dark background and are easiest to see. White or yellow text on a dark blue, green, purple, or black background is ideal for highlighting.

BTW Background Colors The most popular background color is blue. Research shows that the color blue is used most often because this color connotes serenity, re�ection, and pro�ciency. Use color in spreadsheets to highlight data or to format worksheet elements such as titles. In most cases, colors should not be used for data presentation.

EX 84 Excel Module 2 Formulas, Functions, and Formatting

To Format Dates and Center Data in Cells

Why? You may want to change the format of the dates to better suit your needs. In addition, numbers that are not used in calculations often are centered instead of right-aligned. The following steps format the dates in the range K4:K12 and center the data in the range C4:C16.

1 • Select the range to contain the

new date format, cells K4:K12 in this case.

• Click the Format Cells: Number Format Dialog Box Launcher (Home tab | Number group) (shown in Figure 2–37) to display the Format Cells dialog box.

• If necessary, click the Number tab (Format Cells dialog box), click Date in the Category list, and then click 03/14/12 in the Type list to choose the format for the selected range (Figure 2–38).

2 • Click the OK button (Format Cells

dialog box) to format the dates in the current column using the selected date format style.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Figure 2–38

3 • Select the range C4:C16 and then

click the Center button (Home tab | Alignment group) to center the data in the selected range.

• Select cell E4 to deselect the selected range (Figure 2–39).

How can I format an entire column at once? Instead of selecting the range C4:C16 in Step 3, you could have clicked the column C heading immediately above cell C1, and then clicked the Center button (Home tab | Alignment group). In this case, all cells in column C down to the last cell in the worksheet would have been formatted to use center alignment. This same procedure could have been used to format the dates in column K.

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Figure 2–39

Other Ways

1. Right-click range, click Format Cells on shortcut menu, click Number tab (Format Cells dialog box), click desired number format, click OK button

2. Press CTRL+1, click Number tab (Format Cells dialog box), click desired number format, click OK button

OK button

Date selected

Number tab

desired date type selected

Format Cells dialog box

numbers centered

Center button

cell E4 selected

date style applied

column C heading

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To Apply an Accounting Number Format and Comma Style Format Using the Ribbon

As shown in Figure 2–29b, the worksheet is formatted to resemble an accounting report. In columns E through H and J, the numbers in the ‡rst row (row 4), the totals row (row 13), and the rows below the totals (rows 14 through 16) have dollar signs, while the remaining numbers (rows 5 through 12) in columns E through H and column J do not. The following steps assign formats using the ‘Accounting Number Format’ button and the Comma Style button. Why? This gives the worksheet a more professional look.

1 Select the range to contain the accounting number format, cells E4:H4 in this case.

2 While holding down the CTRL key, select cell J4, the range F13:H13, and cell J13 to select the nonadjacent ranges and cells.

3 Click the ‘Accounting Number Format’ button (Home tab | Number group) to apply the accounting number format with �xed dollar signs to the selected nonadjacent ranges.

What is the effect of applying the accounting number format? The ‘Accounting Number Format’ button assigns a �xed dollar sign to the numbers in the ranges and rounds the �gure to the nearest 100th. A �xed dollar sign is one that appears to the far left of the cell, with multiple spaces between it and the �rst digit in the cell.

4 Select the ranges to contain the comma style format, cells E5:H12 and J5:J12 in this case.

5 Click the Comma Style button (Home tab | Number group) to assign the comma style format to the selected ranges.

6 Select the range D4:D16 and then click the Comma Style button (Home tab | Number group) to assign the comma style format to the selected range (Figure 2–40).

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Figure 2–40

comma style applied to range

‘Comma Style’ button

‘Accounting Number Format’ button

accounting number format applied

EX 86 Excel Module 2 Formulas, Functions, and Formatting

To Apply a Currency Style Format with a Floating Dollar Sign Using the Format Cells Dialog Box

Why? The Currency format places dollar signs immediately to the left of the number (known as �oating dollar signs, as they change position depending on the number of digits in the cell) and displays a zero for cells that have a value of zero. The following steps use the Format Cells dialog box to apply the currency style format with a •oating dollar sign to the numbers in the ranges E14:H16 and J14:J16.

1 • Select the ranges (E14:H16

and J14:J16) and then click the Number Format Dialog Box Launcher (Home tab | Number group) to display the Format Cells dialog box.

• If necessary, click the Number tab to display the Number sheet (Format Cells dialog box).

• Click Currency in the Category list to select the necessary number format category and then click the third style ($1,234.10) in the Negative numbers list to select the desired currency format for negative numbers (Figure 2–41).

How do I decide which number format to use? Excel offers many ways to format numbers. Once you select a number category, you can select the number of decimal places, whether to include a dollar sign (or a symbol of another currency), and how negative numbers should appear. Selecting the appropriate negative numbers format is important, because some formats add a space to the right of the number in order to align numbers in the worksheet on the decimal points and some do not.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

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Figure 2–41

Currency style selected

number format selected

Number tab

OK button

Format Cells dialog box

2 • Click the OK button (Format Cells

dialog box) to assign the currency style format with a �oating dollar sign to the selected ranges (Figure 2–42).

What is the difference between using the accounting number style and currency style? When using the currency style, recall that a �oating dollar sign always appears immediately to the left of the �rst digit. With the accounting number style, the �xed dollar sign always appears on the left side of the cell.

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Other Ways

1. Press CTRL + 1, click Number tab (Format Cells dialog box), click Currency in Category list, select format, click OK button

2. Press CTRL + SHIFT + DOLLAR SIGN ($)

Figure 2–42

currency style applied to selected ranges

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To Apply a Percent Style Format and Use the Increase Decimal Button

The next step is to format the tax percentage in column I. Why? Currently, Excel displays the numbers as decimal fractions when they should appear as percentages. The following steps format the range I4:I15 to the percent style format with two decimal places.

1 • Select the range to format, cells I4:I15 in this case.

• Click the Percent Style button (Home tab | Number group) to display the numbers in the selected range as a rounded whole percent.

What is the result of clicking the Percent Style button? The Percent Style button instructs Excel to display a value as a percentage, which is determined by multiplying the cell entry by 100, rounding the result to the nearest percentage, and adding a percent sign. For example, when cell I4 is formatted using the Percent Style buttons, Excel displays the actual value 0.251567 as 25%.

2 • Click the Increase

Decimal button (Home tab | Number group) two times to display the numbers in the selected range with two decimal places (Figure 2–43).

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

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Conditional Formatting Conditional formatting offers you the ability to automatically change how a

cell appears — the font, font color, background ‡ll, and other options — based on the value in the cell. Excel offers a variety of commonly used conditional formatting rules, along with the ability to create your own custom rules and formatting. The next step is to emphasize the values greater than 72 in column D by formatting them to appear with a blue background and white font color (Figure 2–44).

Other Ways

1. Right-click selected range, click Format Cells on shortcut menu, click Number tab (Format Cells dialog box), click Percentage in Category list, select format, click OK button

2. Press CTRL+1, click Number tab (Format Cells dialog box), click Percentage in Category list, select format, click OK button

3. Press CTRL+SHIFT+PERCENT SIGN (%)

Figure 2–43

Percent Style button

Increase Decimal button

range I4:I15 selected

BTW Conditional Formatting You can assign any format to a cell, a range of cells, a worksheet, or an entire workbook conditionally. If the value of the cell changes and no longer meets the speci�ed condition, Excel suppresses the conditional formatting.

EX 88 Excel Module 2 Formulas, Functions, and Formatting

To Apply Conditional Formatting

The following steps assign conditional formatting to the range D4:D12. Why? After formatting, any cell with a value greater than 72 in column D will appear with a blue background and a white font.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

2 • Click New Rule on

the Conditional Formatting menu to display the New Formatting Rule dialog box.

• Click ‘Format only cells that contain’ in the Select a Rule Type area (New Formatting Rule dialog box) to change the Edit the Rule Description area.

• In the Edit the Rule Description area, click the arrow in the relational operator box (second box) to display a list of relational operators, and then select greater than to select the desired operator.

• Select the rightmost box, and then type 72 to enter the value of the rule description (Figure 2–45).

What do the changes in the Edit the Rule Description area indicate? The Edit the Rule Description area allows you to view and edit the rules for the conditional format. In this case, the rule indicates that Excel should format only those cells with cell values greater than 72.

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Figure 2–44

Conditional Formatting button

New Rule command

range D4:D12 selected

Conditional Formatting menu

Figure 2–45

1 • Select the range

D4:D12.

• Click the Conditional Formatting button (Home tab | Styles group) to display the Conditional Formatting menu (Figure 2–44).

‘Format only cells that contain’ rule type selected

Format button

value entered in rightmost box

relational operator

New Formatting Rule dialog box

Edit the Rule Description area

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3 • Click the Format button (New Formatting Rule dialog box) to display the Format Cells dialog box.

• If necessary, click the Font tab (Format Cells dialog box) to display the Font sheet. Click the Color arrow to display the Color gallery and then click White, Background 1 (column 1, row 1) in the Color gallery to select the font color (Figure 2–46).

4 • Click the Fill tab (Format Cells dialog box) to display the Fill sheet and then click the blue color in column 9, row 1

to select the background color (Figure 2–47).

Figure 2–46

white font color selected

OK button

Color arrow

Font tab

Format Cells dialog box

Figure 2–47Figure 2–47

OK button

desired �ll color

Fill tab

Format Cells dialog box

Sample area displays �ll color

EX 90 Excel Module 2 Formulas, Functions, and Formatting

5 • Click the OK button (Format Cells dialog box) to close the Format Cells dialog box and display the New Formatting

Rule dialog box with the desired font and background colors displayed in the Preview area (Figure 2–48).

6 • Click the OK button (New Formatting Rule dialog box) to assign the conditional format to the selected range.

• Click anywhere in the worksheet, such as cell A18, to deselect the current range (Figure 2–49).

What should I do if I make a mistake setting up a rule? If after you have applied the conditional formatting you realize you made a mistake when creating a rule, select the cell(s) with the rule you want to edit, click the Conditional Formatting button (Home tab | Styles group), select the rule you want to edit, and then click either the Edit Rule button (to edit the selected rule) or the Delete Rule button (to delete the selected rule).

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Figure 2–48Figure 2–48

OK button

Preview area shows selected font and �ll option

Figure 2–49

conditional formatting applied to cells containing numbers greater than 72

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Conditional Formatting Operators As shown in the New Formatting Rule dialog box, when the selected rule

type is “Format only the cells that contain,” the second text box in the Edit the Rule Description area allows you to select a relational operator, such as greater than, to use in the condition. The eight different relational operators from which you can choose for conditional formatting are summarized in Table 2–5.

Table 2 –5 Summary of Conditional Formatting Relational Operators

Relational Operator Formatting will be applied if…

between cell value is between two numbers

not between cell value is not between two numbers

equal to cell value is equal to a number

not equal to cell value is not equal to a number

greater than cell value is greater than a number

less than cell value is less than a number

greater than or equal to cell value is greater than or equal to a number

less than or equal to cell value is less than or equal to a number

Changing Column Width and Row Height You can change the width of the columns or height of the rows at any time to

make the worksheet easier to read or to ensure that an entry ‡ts properly in a cell. By default, all of the columns in a blank worksheet have a width of 8.43 characters, or 64 pixels. This value may change depending on the theme applied to the workbook. For example, when the Ion theme was applied to the workbook in this module, the default width of the columns changed to 8.38 characters. A character is de‡ned as a character is de‡ned as a character letter, number, symbol, or punctuation mark. An average of 8.43 characters in 11-point Calibri font (the default font used by Excel) will ‡t in a cell.

The default row height in a blank worksheet is 15 points (or 20 pixels), which easily ‡ts the 11-point default font. Recall from Module 1 that a point is equal to 1/72 of an inch. Thus, 15 points is equal to about 1/5 of an inch.

Another measure of the height and width of cells is pixels. A pixel, which is short for picture element, is a dot on the screen that contains a color. The size of the dot is based on your screen’s resolution. At the resolution of 1366 3 768 used in this book, 1366 pixels appear across the screen and 768 pixels appear down the screen for a total of 1,049,088 pixels. It is these 1,049,088 pixels that form the font and other items you see on the screen.

To Change Column Width

When changing the column width, you can set the width manually or you can instruct Excel to size the column to best ‡t. Best �t means that the width of the column will be increased or decreased so that the widest Best �t means that the width of the column will be increased or decreased so that the widest Best �t entry will ‡t in the column. Why? Sometimes, you may prefer more or less white space in a column than best �t provides. To change the white space, Excel allows you to change column widths manually.

When the format you assign to a cell causes the entry to exceed the width of a column, Excel changes the column width to best ‡t. If you do not assign a format to a cell or cells in a column, the column width will remain 8.43 characters. Recall from Module 1 that to set a column width to best ‡t, double-click the right boundary of the column heading above row 1. The following steps change the column widths.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

BTW Hidden Rows and Columns For some people, trying to unhide a range of columns using the mouse can be frustrating. An alternative is to use the keyboard: select the columns to the right and left of the hidden columns and then press CTRL+SHIFT+) (RIGHT PARENTHESIS). To use the keyboard to hide a range of columns, press CTRL+0 (zero). You also can use the keyboard to unhide a range of rows by selecting the rows immediately above and below the hidden rows and then pressing CTRL+SHIFT+ ( (LEFT PARENTHESIS). To use the keyboard to hide a range of rows, press CTRL+9.

EX 92 Excel Module 2 Formulas, Functions, and Formatting

1 • Drag through column headings A,

B, and C above row 1 to select the columns.

• Point to the boundary on the right side of column heading C to cause the pointer to become a split double arrow (Figure 2–50).

What if I want to make a large change to the column width? If you want to increase or decrease column width signi�cantly, you can right-click a column heading and then use the Column Width command on the shortcut menu to change the column’s width. To use this command, however, you must select one or more entire columns.

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2 • Double-click the

right boundary of column heading C to change the width of the selected columns to best �t.

• Point to the right boundary of the column H heading above row 1.

• When the pointer changes to a split double arrow, drag until the ScreenTip indicates Width: 10.25 (87 pixels). Do not release the mouse button (Figure 2–51).

What happens if I change the column width to zero (0)? If you decrease the column width to 0, the column is hidden. Hiding cells is a technique you can use to hide data that might not be relevant to a particular report. To instruct Excel to display a hidden column, position the mouse pointer to the right of the column heading boundary where the hidden column is located and then drag to the right.

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Figure 2–50

columns selected

pointer

Figure 2–51

ScreenTip shows proposed column width

pointer on right boundary of column H

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4 • Release the mouse

button to change the column widths.

• Click the column F heading and drag to select the column G heading.

• While holding down the CTRL key, click the column J heading and drag to select the column K heading above row 1 so that nonadjacent columns are selected.

• Drag the right boundary of column G until the ScreenTip indicates Width: 11.00 (93 pixels). Release the mouse button to change the column widths.

• Click anywhere in the worksheet, such as cell A18, to deselect the columns (Figure 2–53).

3 • Release the mouse

button to change the column width.

• Click the column D heading above row 1 to select the column.

• While holding down the CTRL key, click the column E heading and then the column I heading above row 1 so that nonadjacent columns are selected.

• Point to the boundary on the right side of the column I heading above row 1.

• Drag until the ScreenTip indicates Width: 7.50 (65 pixels). Do not release the mouse button (Figure 2–52).

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Other Ways

1. Click column heading or drag through multiple column headings, right-click selected column, click Column Width on shortcut menu, enter desired column width, click OK button

Figure 2–52

columns selected

ScreenTip shows proposed column widths

Figure 2–53

cell A18 selected

nonadjacent ranges

EX 94 Excel Module 2 Formulas, Functions, and Formatting

2 • Release the mouse

button to change the row height.

• Point to the boundary below row heading 14 until the pointer becomes a split double arrow and then drag downward until the ScreenTip indicates Height: 27.00 (36 pixels). Do not release the mouse button (Figure 2–55).

To Change Row Height

Why? You also can increase or decrease the height of a row manually to improve the appearance of the worksheet. When you increase the font size of a cell entry, such as the title in cell A1, Excel increases the row height to best ‡t so that it can display the characters properly. Recall that Excel did this earlier when multiple lines were entered in a cell in row 3, and when the cell style of the worksheet title and subtitle was changed. The following steps improve the appearance of the worksheet by increasing the height of row 3 to 48.00 points and increasing the height of row 14 to 27.00 points.

1 • Point to the

boundary below row heading 3 until the pointer becomes a split double arrow.

• Drag down until the ScreenTip indicates Height: 48.00 (64 pixels). Do not release the mouse button (Figure 2–54).

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Figure 2–54

ScreenTip shows proposed row height

pointer

Figure 2–55

ScreenTip shows proposed row height

pointer

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3 • Release the mouse button to change the row height.

• Click anywhere in the worksheet, such as cell A18, to deselect the current cell (Figure 2–56).

Can I hide a row? Yes. As with column widths, when you decrease the row height to 0, the row is hidden. To instruct Excel to display a hidden row, position the pointer just below the row heading boundary where the row is hidden and then drag downward. To set a row height to best �t, double-click the bottom boundary of the row heading. You also can hide and unhide rows by right-clicking the row or column heading and selecting the option to hide or unhide the cells.

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Other Ways

1. Right-click row heading or drag through multiple row headings, right-click selected heading, click Row Height on shortcut menu, enter desired row height, click OK button

Break Point: If you wish to take a break, this is a good place to do so. Be sure to save the Olivia’s Art Supply Salary Report �le again and then you can exit Excel. To resume at a later time, run Excel, open the �le called Olivia’s Art Supply Salary Report, and continue following the steps from this location forward.

Checking Spelling Excel includes a spelling checker you can use to check a worksheet for spelling errors. spelling checker you can use to check a worksheet for spelling errors. spelling checker The spelling checker looks for spelling errors by comparing words on the worksheet against words contained in its standard dictionary. If you often use specialized terms that are not in the standard dictionary, you may want to add them to a custom dictionary using the Spelling dialog box. When the spelling checker ‡nds a word that is not in either dictionary, it displays the word in the Spelling dialog box. You then can correct it if it is misspelled.

Figure 2–56

row height changed

BTW Spell Checking While Excel’s spell checker is a valuable tool, it is not infallible. You should proofread your workbook carefully by pointing to each word and saying it aloud as you point to it. Be mindful of misused words such as its and it’s, through and though, and to and too. Nothing undermines a good impression more than a professional looking report with misspelled words.

EX 96 Excel Module 2 Formulas, Functions, and Formatting

To Check Spelling on the Worksheet

Why? Everything in a worksheet should be checked to make sure there are no spelling errors. To illustrate how Excel responds to a misspelled word, the following steps purposely misspell the word, Employee, in cell A3 as the word, Empolyee, as shown in Figure 2–57.

1 • Click cell A3 and then type Empolyee to misspell the word, Employee.

• Select cell A2 so that the spelling checker begins checking at the selected cell.

• Click Review on the ribbon to display the Review tab.

• Click the Spelling button (Review tab | Proo�ng group) to use the spelling checker to display the misspelled word in the Spelling dialog box (Figure 2–57).

What happens when the spelling checker �nds a misspelled word? When the spelling checker identi�es that a cell contains a word not in its standard or custom dictionary, it selects that cell as the active cell and displays the Spelling dialog box. The Spelling dialog box displays the word that was not found in the dictionary and offers a list of suggested corrections (Figure 2 – 58).

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

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Does the spelling checker catch all spelling mistakes? While Excel’s spelling checker is a valuable tool, it is not infallible. You should proofread your workbook carefully by pointing to each word and saying it aloud as you point to it. Be mindful of misused words such as its and it’s, through and though, your and you’re, and to and too. Nothing undermines a good impression more than a professional report with misspelled words.

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Spelling button

Review tab

Spelling dialog box

desired word in Suggestions list

cell with misspelled word is active cell

indicates language used to spell check

2 • Verify that the word

highlighted in the Suggestion area is correct.

• Click the Change button (Spelling dialog box) to change the misspelled word to the correct word (Figure 2–58).

• Click the Close button to close the Spelling dialog box.

• If a Microsoft Excel dialog box is displayed, click the OK button. Figure 2–58

Change button

Close button

Save button

AutoCorrect button

‘Add to Dictionary’ button

Empolyee changed to Employee

Formulas, Functions, and Formatting Excel Module 2 EX 97

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3 • Click anywhere in the worksheet, such as cell A18, to deselect the current cell.

• Display the Home tab.

• Save the workbook again on the same storage location with the same �le name.

What other actions can I take in the Spelling dialog box? If one of the words in the Suggestions list is correct, select it and then click the Change button. If none of the suggested words are correct, type the correct word in the ‘Not in Dictionary’ text box and then click the Change button. To change the word throughout the worksheet, click the Change All button instead of the Change button. To skip correcting the word, click the Ignore Once button. To have Excel ignore the word for the remainder of the worksheet, click the Ignore All button.

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Other Ways

1. Press F7

Additional Spelling Checker Considerations Consider these additional guidelines when using the spelling checker:

• To check the spelling of the text in a single cell, double-click the cell to make the formula bar active and then click the Spelling button (Review tab | Proo‡ng group).

• If you select a single cell so that the formula bar is not active and then start the spelling checker, Excel checks the remainder of the worksheet, including notes and embedded charts.

• If you select a cell other than cell A1 before you start the spelling checker, Excel will display a dialog box when the spelling checker reaches the end of the worksheet, asking if you want to continue checking at the beginning.

• If you select a range of cells before starting the spelling checker, Excel checks the spelling of the words only in the selected range.

• To check the spelling of all the sheets in a workbook, right-click any sheet tab, click ‘Select All Sheets’ on the sheet tab shortcut menu, and then start the spelling checker.

• To add words to the dictionary, such as your last name, click the ‘Add to Dictionary’ button in the Spelling dialog box (shown in Figure 2–58) when Excel •ags the word as not being in the dictionary.

• Click the AutoCorrect button (shown in Figure 2–58) to add the misspelled word and the correct version of the word to the AutoCorrect list. For example, suppose that you misspell the word, do, as the word, dox. When the spelling checker displays the Spelling dialog box with the correct word, do, in the Suggestions list, click the AutoCorrect button. Then, anytime in the future that you type the word, dox, Excel will change it to the word, do.

Printing the Worksheet Excel allows for a great deal of customization in how a worksheet appears when printed. For example, the margins on the page can be adjusted. A header or footer can be added to each printed page as well. A header is text and graphics that print at the header is text and graphics that print at the header

BTW Error Checking Always take the time to check the formulas of a worksheet before submitting it to your supervisor. You can check formulas by clicking the Error Checking button (Formulas tab | Formula Auditing group). You also should test the formulas by employing data that tests the limits of formulas. Experienced spreadsheet specialists spend as much time testing a workbook as they do creating it, and they do so before placing the workbook into production.

EX 98 Excel Module 2 Formulas, Functions, and Formatting

top of each page. Similarly, a footer is text and graphics that print at the bottom of footer is text and graphics that print at the bottom of footer each page. Excel also has the capability to alter the worksheet in Page Layout view. Page Layout view allows you to create or modify a worksheet while viewing how it will look in printed format. The default view that you have worked in up until this point in the book is called Normal view.

To Change the Worksheet’s Margins, Header, and Orientation in Page Layout View

The following steps change to Page Layout view, narrow the margins of the worksheet, change the header of the worksheet, and set the orientation of the worksheet to landscape. Why? You may want the printed worksheet to �t on one page. You can do that by reducing the page margins and changing the page orientation to �t wider printouts across a sheet of paper. You can use the header to identify the content on each page. Margins are those portions of a printed page outside the main body of the printed document and always are blank when printed. The current worksheet is too wide for a single page and requires landscape orientation to ‡t on one page in a readable manner.

1 • Click the Page Layout button on the status bar to view the worksheet in Page Layout view (Figure 2–59).

What are the features of Page Layout view? Page Layout view shows the worksheet divided into pages. A gray background separates each page. The white areas surrounding each page indicate the print margins. The top of each page includes a Header area, and the bottom of each page includes a Footer area. Page Layout view also includes rulers at the top and left margin of the page that assists you in placing objects on the page, such as charts and pictures.

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

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Page Layout View button

Page Layout view shows how worksheet will look in printed form

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2 4 • Display the Page

Layout tab.

• Click the ‘Change Page Orientation’ button (Page Layout tab | Page Setup group) to display the Change Page Orientation gallery (Figure 2–62).

3 • Click Narrow in the Margins

gallery to change the worksheet margins to the Narrow margin style.

• Click the center of the Header area above the worksheet title.

• Type Jayne Smith and then press the ENTER key. Type Chief Financial Officer to complete the worksheet header (Figure 2–61).

• If requested by your instructor, type your name instead of Jayne Smith.

• Select cell A6 to deselect the header.

What else can I place in a header? You can add additional text, page number information, date and time information, the �le path of the workbook, the �le name of the workbook, the sheet name of the workbook, and pictures to a header.

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A 2 • Display the Page

Layout tab.

• Click the Adjust Margins button (Page Layout tab | Page Setup group) to display the Margins gallery (Figure 2–60).

Figure 2–61

new page header typed in header area

Header & Footer Tools Design tab

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Figure 2–60

Page Layout tab Adjust Margins button

Narrow margin style

Margins gallery

Figure 2–62

‘Change Page Orientation’ button

Page Layout tab

Landscape orientation command

Change Page Orientation gallery

EX 100 Excel Module 2 Formulas, Functions, and Formatting

5 • Click Landscape in the Change Page Orientation gallery to change the worksheet’s orientation to landscape

(Figure 2–63).

Do I need to change the orientation every time I want to print the worksheet? No. Once you change the orientation and save the workbook, Excel will save the orientation setting for that workbook until you change it. When you open a new workbook, Excel sets the orientation to portrait.

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Figure 2–63

worksheet set to print in landscape orientation

Normal button

Other Ways

1. Click Page Setup Dialog Box Launcher (Page Layout tab | Page Setup group), click Page tab (Page Setup dialog box), click Portrait or Landscape, click OK button

To Print a Worksheet

Excel provides multiple options for printing a worksheet. In the following sections, you ‡rst print the worksheet and then print a section of the worksheet. The following steps print the worksheet.

1 Click File on the ribbon to open the Backstage view.

2 Click the Print tab in the Backstage view to display the Print gallery.

3 If necessary, click the Printer Status button in the Print gallery to display a list of available Printer options and then click the desired printer to change the currently selected printer.

4 Click the No Scaling button and then select ‘Fit Sheet on One Page’ to select it.

5 Click the Print button in the Print gallery to print the worksheet in landscape orientation on the currently selected printer.

Formulas, Functions, and Formatting Excel Module 2 EX 101

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6 When the printer stops, retrieve the hard copy (Figure 2–64).

Figure 2–65

Figure 2–64

To Print a Section of the Worksheet

You can print portions of the worksheet by selecting the range of cells to print and then clicking the Selection option button in the Print what area in the Print dialog box. Why? To save paper, you only want to print the portion of the worksheet you need, instead of printing the entire worksheet. The following steps print the range A3:F16.

1 • Select the range to print, cells A3:F16 in this case.

• Click File on the ribbon to open the Backstage view.

• Click the Print tab to display the Print gallery.

• Click ‘Print Active Sheets’ in the Settings area (Print tab | Print gallery) to display a list of options that determine what Excel should print (Figure 2–65).

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

Print button

‘Print Active Sheets’ button

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Print Selection option

EX 102 Excel Module 2 Formulas, Functions, and Formatting

2 • Click Print Selection to instruct Excel to print only the selected range.

• Click the Print button in the Print gallery to print the selected range of the worksheet on the currently selected printer (Figure 2–66).

• Click the Normal button on the status bar to return to Normal view.

• Click anywhere in the worksheet, such as cell A18, to deselect the range A3:F16.

What can I print? Excel includes three options for selecting what to print (Figure 2 – 65). As shown in the previous steps, the Print Selection option instructs Excel to print the selected range. The ‘Print Active Sheets’ option instructs Excel to print the active worksheet (the worksheet currently on the screen) or selected worksheets. Finally, the ‘Print Entire Workbook’ option instructs Excel to print all of the worksheets in the workbook.

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Other Ways

1. Select range, click Print Area button (Page Layout tab | Page Setup group), click ‘Set Print Area’, click File tab to open Backstage view, click Print tab, click Print button

Displaying and Printing the Formulas Version of the Worksheet Thus far, you have been working with the values version of the worksheet, which shows the results of the formulas you have entered, rather than the actual formulas. Excel also can display and print the formulas version of the worksheet, which shows the actual formulas you have entered, rather than the resulting values.

The formulas version is useful for debugging a worksheet. Debugging is the process of ‡nding and correcting errors in the worksheet. Viewing and printing the formulas version instead of the values version makes it easier to see any mistakes in the formulas.

When you change from the values version to the formulas version, Excel increases the width of the columns so that the formulas do not over•ow into adjacent cells, which makes the formulas version of the worksheet signi‡cantly wider than the values version. To ‡t the wide printout on one page, you can use landscape orientation, which already has been selected for the workbook, and the Fit to option in the Page tab in the Page Setup dialog box.

Figure 2–66

BTW Values versus Formulas When completing class assignments, do not enter numbers in cells that require formulas. Most instructors will check both the values version and formulas version of your worksheets. The formulas version veri�es that you entered formulas, rather than numbers, in formula-based cells.

Formulas, Functions, and Formatting Excel Module 2 EX 103

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To Display the Formulas in the Worksheet and Fit the Printout on One Page

The following steps change the view of the worksheet from the values version to the formulas version of the worksheet and then print the formulas version on one page. Why? Printing the formulas in the worksheet can help you verify that your formulas are correct and that the worksheet displays the correct calculations.

1 • Press CTRL+ACCENT MARK (`) to display the worksheet with formulas.

• Click the right horizontal scroll arrow until column K appears (Figure 2–67).

1 ENTER FORMULAS | 2 ENTER FUNCTIONS | 3 VERIFY FORMULAS

4 FORMAT WORKSHEET | 5 CHECK SPELLING | 6 PRINT WORKSHEET

formulas displayed instead of values

Page Setup Dialog Box Launcher

Figure 2–67

Page Setup dialog box

Landscape option button selected

Print button

Fit to option button

Figure 2–68

2 • Click the Page Setup

Dialog Box Launcher (Page Layout tab | Page Setup group) to display the Page Setup dialog box (Figure 2–68).

• If necessary, click Landscape in the Orientation area in the Page tab to select it.

• If necessary, click the Fit to option button in the Scaling area to select it.

EX 104 Excel Module 2 Formulas, Functions, and Formatting

3 • Click the Print button (Page Setup dialog box) to open the Print tab in the Backstage view. In the Backstage view,

select the Print Active Sheets option in the Settings area of the Print gallery (Figure 2–69).

• Click the Print button to print the worksheet.

To Change the Print Scaling Option Back to 100%

Depending on your printer, you may have to change the Print Scaling option back to 100% after using the Fit to option. Doing so will cause the worksheet to print at the default print scaling of 100%. The following steps reset the Print Scaling option so that future worksheets print at 100%, instead of being resized to print on one page.

1 If necessary, display the Page Layout tab and then click the Page Setup Dialog Box Launcher (Page Layout tab | Page Setup group) to display the Page Setup dialog box.

2 Click the Adjust to option button in the Scaling area to select the Adjust to setting.

3 If necessary, type 100 in the Adjust to box to adjust the print scaling to 100%.

4 Click the OK button (Page Setup dialog box) to set the print scaling to normal.

4 • After viewing and printing the formulas version, press CTRL+ACCENT MARK (`) to instruct Excel to display the values

version.

• Click the left horizontal scroll arrow until column A appears.

Figure 2–69

‘Print Active Sheets’ option selected

formulas will be printed on one page

Print button

Formulas, Functions, and Formatting Excel Module 2 EX 105

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5 Display the Home tab.

6 Save the workbook again on the same storage location with the same �le name.

7 If desired, sign out of your Microsoft account.

8 Exit Excel.

What is the purpose of the Adjust to box in the Page Setup dialog box? The Adjust to box allows you to specify the percentage of reduction or enlargement in the printout of a worksheet. The default percentage is 100%. When you click the Fit to option button, this percentage changes to the percentage required to �t the printout on one page.

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What decisions will you need to make when creating workbooks in the future? 1. Determine the workbook structure.

a) Determine the formulas and functions you will need for your workbook.

b) Sketch a layout of your data and functions.

2. Create the worksheet.

a) Enter the titles, subtitles, and headings.

b) Enter the data, desired functions, and formulas.

3. Format the worksheet.

a) Determine the theme for the worksheet.

b) Format the titles, subtitles, and headings using styles.

c) Format the totals, minimums, maximums, and averages.

d) Format the numbers and text.

e) Resize columns and rows.

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Summary In this module you have learned how to enter formulas, calculate an average, ‡nd the highest and lowest numbers in a range, verify formulas using Range Finder, add borders, align text, format numbers, change column widths and row heights, and add conditional formatting to a range of numbers. In addition, you learned how to use the spelling checker to identify misspelled words in a worksheet, print a section of a worksheet, and display and print the formulas version of the worksheet using the Fit to option.

EX 106 Excel Module 2 Formulas, Functions, and Formatting

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Perform the following tasks: 1. Use the following formulas in cells E4, F4, and G4:

Mileage Cost (cell E4) = Cost per Mile * Miles Driven or = B4 * C4 Total Cost (cell F4) = Maintenance Cost + Mileage Cost or = D4 + E4

Total Cost per Mile (cell G4) = Total Cost / Miles Driven or = F4 / C4 Use the ‡ll handle to copy the three formulas in the range E4:G4 to the range E5:G12.

2. Determine totals for the miles driven, maintenance cost, mileage cost, and total cost in row 13. Copy the formula in cell G12 to G13 to assign the formula in cell G12 to G13 in the total line. If necessary, reapply the Total cell style to cell G13.

3. In the range D14:D16, determine the average value, highest value, and lowest value, respectively, for the values in the range D4:D12. Use the ‡ll handle to copy the three functions to the range E14:G16.

4. Format the worksheet as follows:

a. Change the workbook theme to Vapor Trail by using the Themes button (Page Layout tab | Themes group)

b. Cell A1 — change to Title cell style c. Cell A2 — change to a font size of 16

d. Cells A1:A2 — Red, Accent 1, Lighter 60% ‡ll color and a thick outside borders e. Cells B4, D4:G4, and D13:G13 — accounting number format with two decimal places and ‡xed

dollar signs by using the ‘Accounting Number Format’ button (Home tab | Number group)

Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Cost Analysis Worksheet Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the required ‡les.

Instructions: Run Excel. Open the workbook Apply 2-1 Proximity Bus. You will enter and copy for- mulas and functions and apply formatting to the worksheet in order to analyze the costs associated with a bus company’s •eet of vehicles, as shown in Figure 2–70.

Figure 2–70

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Formulas, Functions, and Formatting Excel Module 2 EX 107

f. Cells B5:B12, and D5:G12 — comma style format with two decimal places by using the Comma Style button (Home tab | Number group)

g. Cells C4:C13 — comma style format with no decimal places. h. Cells G4:G12 — apply conditional formatting so that cells with a value greater than 1.85

appear with a red background color and white font 5. If necessary increase the size of any columns that do not properly display data.

6. Switch to Page Layout view. Enter your name, course, laboratory assignment number, and any other information, as speci‡ed by your instructor, in the Header area.

7. Preview and print the worksheet in landscape orientation. Save the workbook using the ‡le name, Apply 2-1 Proximity Bus Complete.

8. Use Range Finder to verify the formula in cell G13.

9. Print the range A3:D16. Press ctrl+accent mark (`)ctrl+accent mark (`)ctrl+accent mark to change the display from the values version of the worksheet to the formulas version. Print the formulas version in landscape orientation on one page by using the Fit to option in the Page tab in the Page Setup dialog box. Press ctrl+accent mark (`)ctrl+accent mark (`)ctrl+accent mark to change the display of the worksheet back to the values version. Close the workbook without saving it.

10. Besides adding a header to your document, can you think of anything else that could be added when printing the worksheet?

11. Submit the workbook as speci‡ed by your instructor.

Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Creating a Customer Tracking Worksheet for Jonee’s Animal Supply Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the required ‡les.

Instructions: Run Excel. Open the workbook Extend 2–1 Jonee’s Animal Supply. You are to apply Flash Fill and four types of conditional formatting to cells in a worksheet (Figure 2–71).

EX 108 Excel Module 2 Formulas, Functions, and Formatting

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Perform the following tasks: 1. Add the account identi‡ers to the cells in the range D4:D16. The account identi‡er is

determined by taking the ‡rst initial of the customer’s last name followed by the entire customer number. For example, the account identi‡er for Wes Whitten is W54670. Continue entering two or three account identi‡ers, then use Flash Fill to complete the remaining cells. If necessary, add the thick bottom border back to cell D16.

2. Select the range E4:E16. Click the Conditional Formatting button (Home tab | Styles group) and then click New Rule on the Conditional Formatting menu. Select ‘Format only top or bottom ranked values’ in the Select a Rule Type area (New Formatting Rule dialog box).

3. If requested by your instructor, enter any value between 10 and 30 in the text box, (otherwise enter 20) in the Edit the Rule Description (New Formatting Rule dialog box) area, and then click the ‘% of the selected range’ check box to select it.

4. Click the Format button, and choose a light purple background in the Fill sheet to assign this conditional format. Click the OK button in each dialog box and view the worksheet.

5. With range E4:E16 selected, apply a conditional format to the range that uses a yellow background color to highlight cells with scores that are below average. Hint: Explore some of the preset conditional rules to assist with formatting this range of cells.

6. With range F4:F16 selected, apply a conditional format to the range that uses a white font and green background to highlight cells that contain a value between 50 and 150.

7. With range G4:G16 selected, apply a conditional format to the range that uses a light gray background color to highlight cells that contain Platinum or Diamond. (Hint: background color to highlight cells that contain Platinum or Diamond. (Hint: background color to highlight cells that contain Platinum or Diamond. ( You need to apply two separate formats, one for Platinum and one for Diamond.)

8. When might you want to look for values above the average in a worksheet?

9. Save the workbook using the ‡le name, Extend 2–1 Jonee’s Animal Supply Complete. Submit the revised workbook as speci‡ed by your instructor.

Expand Your World Create a solution that uses cloud or web technologies by learning and investigating on your own from general guidance.

Four-Year College Cost Calculator Instructions: You want to create an estimate of the cost for attending your college for four years. You decide to create the worksheet using Excel Online so that you can share it with your friends online.

Perform the following tasks: 1. Sign in to your Microsoft account on the web and run Excel Online.

2. Create a blank workbook. In the ‡rst worksheet, use row headings for each year of college (Freshman, Sophomore, Junior, and Senior). For the column headings, use your current expenses (such as car payment, rent, utilities, tuition, and food).

3. Enter expenses for each year based upon estimates you ‡nd by searching the web.

4. Calculate the total for each column. Also determine highest, lowest, and average values for each column.

5. Using the techniques taught in this module, create appropriate titles and format the worksheet accordingly.

6. Submit the assignment as speci‡ed by your instructor.

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Formulas, Functions, and Formatting Excel Module 2 EX 109

Lab 1: Insurance Premium Worksheet

Problem: You are a part-time assistant in the accounting department at Aylin Insurance, an Orlando-based insurance company. You have been asked to use Excel to generate a report that summarizes the existing balances on annual premiums, similar to the one shown in Figure 2–72. Include the three columns of customer data in Table 2-6 in the report, plus two additional columns to compute a monthly fee and a current balance for each customer. Assume no negative unpaid monthly balances.

Perform the following tasks: 1. Enter and format the worksheet title Aylin Insurance and worksheet subtitle Premium Analysis in cells A1 and A2. Change the theme of the worksheet to the Berlin theme. Apply the Title cell style to cells A1 and A2. Change the font size in cell A1 to 26 points, and change the font size in cell A2 to 18 points. Merge and center the worksheet title and subtitle across columns A through E. Draw a thick outside border around the range A1:A2.

2. Change the width of column A to 20.00 points. Change the widths of columns B through E to 14.00 points. Change the heights of row 3 to 36.00 points and row 14 to 25.50 points.

Table 2 – 6 Aylin Insurance Premium Data

Customer Previous Balance Payments

Albasco, Robin 1600.72 72.15

Deon, Jade 1518.62 382.3

Goodman, Brad 679.29 80.69

Hill, Raine 1060.42 107.6

Klonde, Albert 1178.83 125.63

Lang, Rose 1280.2 79.85

Moore, Jeffrey 1253.88 389.79

Piper, Taylor 477.11 278.52

Sothens, Mary 821.31 153.14

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EX 110 Excel Module 2 Formulas, Functions, and Formatting

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3. Enter the column titles in row 3 and row titles in the range A13:A16, as shown in Figure 2–72. Center the column titles in the range A3:E3. Apply the Heading 4 cell style to the range A3:E3. Apply the Total cell style to the range A13:E13. Bold the titles in the range A13:A16. Change the font size in the range A3:E16 to 12 points.

4. Enter the data in Table 2-6 in the range A4:C12.

5. Use the following formulas to determine the installment fee in column D and the current balance in column E for the ‡rst customer. Copy the two formulas down through the remaining customers.

a. Installment Fee (cell D4) = 1% * Previous Balance

b. Current Balance (E4) = Previous Balance – Payments + Installment Fee

6. Determine the totals in row 13.

7. Determine the average, minimum, and maximum values in cells B14:B16 for the range B4:B12, and then copy the range B14:B16 to C14:E16.

8. Format the numbers as follows: (a) assign the currency style with a •oating dollar sign to the cells containing numeric data in the ranges B4:E4 and B13:E16, and (b) assign a number style with two decimal places and a thousand’s separator (currency with no dollar sign) to the range B5:E12.

9. Use conditional formatting to change the formatting to white font on an orange background in any cell in the range D4:D12 that contains a value greater than 10.

10. Change the worksheet name from Sheet1 to Loan Balance and the sheet tab color to the Orange standard color.

11. Change the worksheet header with your name, course number, and other information as speci‡ed by your instructor.

12. Use the spelling checker to check the spelling in the worksheet. Preview and then print the worksheet in landscape orientation. Save the workbook using the ‡le name, Lab 2-1 Aylin Insurance Premium Analysis.

13. When you created the formula for the installment fee, you used 1%. What would you have to do if the rate changed today to 2% to update the formulas?

Lab 2: Sales Summary Worksheet

Problem: You have been asked to build a worksheet for International Moving Company that analyzes the ‡nancing needs for the company’s ‡rst year in business. The company plans to begin operations in January with an initial investment of $750,000.00. The expected revenue and costs for the company’s ‡rst year are shown in Table 2–7. The desired worksheet is shown in Figure 2–73. The initial investment is shown as the starting bal- ance for January (cell B4). The amount of ‡nancing required by the company is shown as the lowest ending balance (cell F18).

Table 2 – 7 International Moving Company Financing Needs Data

Month Incomes Expenses

January 1209081 1262911

February 1163811 1381881

March 1300660 1250143

April 1229207 1209498

May 1248369 1355232

June 1196118 1260888

July 1162970 1242599

August 1195824 1368955

September 1305669 1235604

October 1224741 1383254

November 1159644 1411768

December 1210000 1540000

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Formulas, Functions, and Formatting Excel Module 2 EX 111

Perform the following tasks: 1. Apply the Slate theme to a new workbook.

2. Increase the width of column A to 12.00 and the width of columns B through F to 14.50.

3. Enter the worksheet title International Moving Company in cell A1 and the worksheet subtitle Financing Needs in cell A2. Enter the column titles in row 3, as shown in Figure 2–74. In row 3, use alt+enter to start a new line in a cell.

4. Enter the ‡nancing needs data described in Table 2-7 in columns A, C, and D in rows 4 through 15. Enter the initial starting balance (cell B4) of 750000.00. Enter the row titles in the range A16:A18, as shown in Figure 2–73.

5. For the months of February through December, the starting balance is equal to the previous month’s ending balance. Obtain the starting balance for February by setting the starting balance of February to the ending balance of January. Use a cell reference rather than typing in the data. Copy the formula for February to the remaining months.

6. Obtain the net amounts in column E by subtracting the expenses in column D from the incomes in column C. Enter the formula in cell E4 and copy it to the range E5:E15. Obtain the ending balance amounts in column F by adding the starting balance in column B to the net in column E. Enter the formula in cell F4 and copy it to the range F5:F15.

7. In the range B16:B18, use the AVERAGE, MAX, and MIN functions to determine the average value, highest value, and lowest value in the range B4:B15. Copy the range B16:B18 to the range C16:F18.

8. One at a time, merge and center the worksheet title and subtitle across columns A through F. Select cells A1 and A2 and change the background color to Tan, Accent 2 from the theme colors (column 6, row 1). Apply the Title cell style to cells A1 and A2. Change the worksheet title in cell A1 to 26-point. Bold both the title and subtitle. Draw a thick outside border around the range A1:A2.

9. Center the titles in row 3, columns A through F. Apply the Heading 2 cell style to the range A3:F3. Italicize and bold the row titles in the range A16:A18.

10. Draw a thick outside border around the range A16:F18. Change the background color for cell F18 to the same colors applied to the worksheet title in Step 8.

Figure 2–73

Amy Gendis

EX 112 Excel Module 2 Formulas, Functions, and Formatting

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11. Change the row heights of row 3 to 42.00 points and row 16 to 33.00 points.

12. Assign the accounting number format to the range B4:F4. Assign the comma style format to the range B5:F15. Assign a currency format with a •oating dollar sign to the range B16:F18.

13. Rename the sheet tab as Financing Needs. Apply the Orange color from the standard colors (column 3) to the sheet tab.

14. Change the worksheet header with your name, course number, and other information as speci‡ed by your instructor.

15. Save the workbook using the ‡le name, Lab 2-2 International Moving Company Report. Print the entire worksheet in landscape orientation. Next, print only the range A3:B15.

16. Display the formulas version by pressing ctrl+accent mark (`). Print the formulas version using the Fit to option in the Scaling area in the Page tab (Page Setup dialog box). After printing the worksheet, reset the Scaling option by selecting the Adjust to option in the Page tab (Page Setup dialog box) and changing the percent value to 100%. Change the display from the formulas version to the values version by pressing ctrl+accent mark (`). Do not save the workbook.

17. Submit the revised workbook as requested by your instructor.

18. In reviewing the worksheet you created, how do you think the company could obtain a positive result without increasing income or decreasing expenses?

Lab 3: Consider This: Your Turn Apply your creative thinking and problem-solving skills to design and implement a solution.

Internet Service Summary

Instructions Part 1: You and your friends have decided to subscribe to a new Internet service pro- vider. You would like to maximize services while keeping costs low. Research and ‡nd three Internet service providers in your area. If you cannot ‡nd three service providers in your area, you can research three service providers in another area of your choosing. For each company, ‡nd the best service package as well as the basic service package. Using the cost ‡gures you ‡nd, calculate the cost per month for each service for a year. Include totals, minimum, maximum, and average values. Use the concepts and techniques presented in this module to create and format the worksheet.

Instructions Part 2: Which companies did you choose for your report? Which services offered the best deals that you would be willing to use?

In the Labs continued

Working with Large Worksheets, Charting, and What-If Analysis

• Rotate text in a cell

• Create a series of month names

• Copy, paste, insert, and delete cells

• Format numbers using format symbols

• Enter and format the system date

• Use absolute and mixed cell references in a formula

• Use the IF function to perform a logical test

• Create and format sparkline charts

• Change sparkline chart types and styles

• Use the Format Painter button to format cells

• Create a clustered column chart on a separate chart sheet

• Use chart filters to display a subset of data in a chart

• Change the chart type and style

• Reorder sheet tabs

• Change the worksheet view

• Freeze and unfreeze rows and columns

• Answer what-if questions

• Goal seek to answer what-if questions

• Use the Smart Lookup Insight

• Understand accessibility features

Objectives You will have mastered the material in this module when you can:

Introduction This module introduces you to techniques that will enhance your ability to create worksheets and draw charts. This module also covers other methods for entering values in cells, such as allowing Excel to automatically enter and format values based on a perceived pattern in the existing values. In addition, you will learn how to use absolute cell references and how to use the IF function to assign a value to a cell based on a logical test.

When you set up a worksheet, you should use cell references in formulas whenever possible, rather than constant values. The use of a cell reference allows you to change a value in multiple formulas by changing the value in a single cell. The cell references in a formula are called assumptions. Assumptions are values in cells that you can change to determine new values for formulas. This module emphasizes the use of assumptions and shows how to use assumptions to answer what-if questions, such as what happens to the six-month operating income if you decrease the Equipment

Microsoft Excel 2016

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Repair and Maintenance expenses assumption by 1%. Being able to analyze the effect of changing values in a worksheet is an important skill in making business decisions.

Worksheets are normally much larger than those you created in the previous modules, often extending beyond the size of the Excel window. When you cannot view the entire worksheet on the screen at once, working with a large worksheet can be frustrating. This module introduces several Excel commands that allow you to control what is displayed on the screen so that you can focus on critical parts of a large worksheet. One command allows you to freeze rows and columns so that they remain visible, even when you scroll. Another command splits the worksheet into separate panes so that you can view different parts of a worksheet on the screen at once. Another changes the magnification to allow you to see more content, albeit at a smaller size. This is useful for reviewing the general layout of content on the worksheet.

From your work in Module 1, you know how easily you can create charts in Excel. This module covers additional charting techniques that allow you to convey meaning visually, such as by using sparkline charts or clustered column charts. This module also introduces the Accessibility checker.

Project — Financial Projection Worksheet with What-If Analysis and Chart The project in this module uses Excel to create the worksheet and clustered column chart shown in Figures 3-1a and 3-1b. Kaitlyn’s Ice Cream Shoppe operates kiosks at colleges and universities and serves both hard and soft serve ice cream. Each December and June, the chief executive officer projects monthly sales revenues, costs of goods sold, gross margin, expenses, and operating income for the upcoming six-month period, based on figures from the previous six months. The CEO requires an easy-to-read worksheet that shows financial projections for the upcoming six months to use for procuring partial financing and for determining staffing needs. The worksheet should allow for quick analysis, if projections for certain numbers change, such as the percentage of expenses

(a) Worksheet

Figure 3–1

Microsoft Excel 2016

BTW Excel Screen Resolution If you are using a computer or mobile device to step through the project in this module and you want your screens to match the figures in this book, you should change your screen’s resolution to 1366 x 768. For information about how to change a computer’s resolution, refer to the Office and Windows module at the beginning of this book.

EX 115

allocated to commission or the cost of the kiosk rentals. In addition, you need to create a column chart that shows the breakdown of expenses for each month in the period.

The requirements document for the Kaitlyn’s Ice Cream Shoppe Six-Month Financial Projection worksheet is shown in Figure 3–2. It includes the needs, source of data, summary of calculations, and chart requirements.

Figure 3–2

Worksheet Title Kaitlyn’s Ice Cream Shoppe Six-Month Financial Projection

Needs • A woksheet that shows Kaitlyn’s Ice Cream Shoppe projected monthly sales revenue, cost of goods sold, gross margin, expenses, and operating income for a six-month period.

• A clustered column chart that shows the expected contribution of each expense category to total expenses.

Source of Data Data supplied by the business owner includes projections of the monthly sales and expenses based on prior year figures (see Table 3–1). Remaining numbers in the worksheet are based on formulas.

Calculations The following calculations are needed for each month: • Cost of Goods Sold = Revenue * (1 − Margin) • Gross Margin = Revenue − Cost of Goods Sold • Bonus expense = Predetermined bonus amount if Revenue exceeds the

Revenue for Bonus, otherwise Bonus = 0 • Commission expense = Commission percentage × Revenue • Site Rental expense = Kiosk Rental Percentage × Revenue • Marketing expense = Marketing percentage × Revenue • Equipment Repair and Maintenance expense = Equipment Repair and

Maintenance percentage × Revenue • Total expenses = sum of all expenses • Operating Income = Gross Margin − Total expenses

Chart Requirements • Show sparkline charts for revenue and each of the items noted in the calculations area above.

• Show a clustered column chart that shows the contributions of each month’s expense categories to the total monthly expense figure.

Figure 3–1 (Continued)

(b) Clustered Column Chart

Microsoft Excel 2016

EX 116 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

Using a sketch of the worksheet can help you visualize its design. The sketch of the worksheet consists of titles, column and row headings, location of data values, calculations, and a rough idea of the desired formatting (Figure 3–3a). The sketch of the clustered column chart shows the expected expenses for each of the six months (Figure 3–3b). The assumptions about income and expenses will be entered at the bottom of the worksheet (Figure 3–3a). The projected monthly sales revenue will be entered in row 4 of the worksheet. The projected monthly sales revenue and the assumptions shown in Table 3–1 will be used to calculate the remaining numbers in the worksheet.

Month 1 $ZZZ,ZZ9.99

$ZZZ,ZZ9.99

Z9.99% Z,ZZ9.99 Z,ZZZ9.99 Z9.99% Z9.99% Z9.99% Z9.99%

$ZZZ,ZZ9.99 $ZZZ,ZZ9.99 $ZZZ,ZZ9.99 $ZZZ,ZZ9.99 $ZZZ,ZZ9.99 $ZZZ,ZZ9.99

Month 2 $ZZZ,ZZ9.99

Month 3 $ZZZ,ZZ9.99

Month 4 $ZZZ,ZZ9.99

Month 5 $ZZZ,ZZ9.99

Month 6 $ZZZ,ZZ9.99

Total $ZZZ,ZZ9.99

99/99/9999

Chart Six-Month Financial Projection

Kaitlyn’s Ice Cream Shoppe

Revenue

Gross Margin

Expenses

Total Expenses

Operating Income

What-If AssumptionsWhat-If Assumptions Margin Bonus Sales Revenue for Bonus Commission kiosk Rental Marketing Equipment Repair and Maintenance

Cost of Goods Sold

Bonus Commission Kiosk Rental Marketing Equipment Repair and Maintenance

(a) Worksheet

Six-Month Projected Expenses

January February

March April May June

(b) Clustered Column Chart

Figure 3–3

Table 3 – 1 Kaitlyn’s Ice Cream Shoppe Six-Month Financial Projections Data and What-If Assumptions

Projected Monthly Total Sales Revenues

January 55,000.00

February 62,500.00

March 67,000.00

April 90,250.00

May 77,500.00

June 74,750.00

What-If Assumptions

Margin 78.75%

Bonus $3,500.00

Sales Revenue for Bonus 65,000.00

Commission 25.00%

Site Rental 10.00%

Marketing 5.00%

Equipment Repair and Maintenance 3.50%

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With a solid understanding of the requirements document, an understanding of the necessary decisions, and a sketch of the worksheet, the next step is to use Excel to create the worksheet.

In this module, you will learn how to create and use the workbook shown in Figure 3–1. The following roadmap identifies general activities you will perform as you progress through this module:

1. ENTER the HEADINGS and DATA in the worksheet. 2. ENTER FORMULAS and FUNCTIONS in the worksheet. 3. CREATE SPARKLINE CHARTS in a range of cells. 4. FORMAT the WORKSHEET. 5. CREATE a COLUMN CHART on a separate chart sheet. 6. CHANGE VIEWS of the worksheet. 7. ASK WHAT-IF QUESTIONS.

To Enter the Worksheet Titles and Apply a Theme

The worksheet contains two titles in cells A1 and A2. In the previous modules, titles were centered across the worksheet. With large worksheets that extend beyond the size of a window, it is best to leave titles left-aligned, as shown in the sketch of the worksheet in Figure 3–3a, so that the worksheet will print the title on the first page if the worksheet requires multiple pages. This allows the user to easily find the worksheet title when necessary. The following steps enter the worksheet titles and change the workbook theme to Savon.

1 Run Excel and create a blank workbook in the Excel window.

2 Select cell A1 and then type Kaitlyn’s Ice Cream Shoppe as the worksheet title.

3 Select cell A2, type Six-Month Financial Projection as the worksheet subtitle, and then press the ENTER key to enter the worksheet subtitle.

4 Apply the Savon theme to the workbook.

Rotating Text and Using the Fill Handle to Create a Series The data on the worksheet, including month names and the What-If Assumptions section, now can be added to the worksheet.

What should you take into account when planning a worksheet layout? Using Excel, you can change text and number formatting in many ways, which affects the visual impact of the worksheet. Rotated text often provides a strong visual appeal. Rotated text also allows you to fit more text into a smaller column width. When laying out a worksheet, keep in mind the content you want to emphasize and the length of the cell titles relative to the numbers.

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BTW Rotating Text in a Cell In Excel, you use the Alignment sheet in the Format Cells dialog box (shown in Figure 3–5) to position data in a cell by centering, left-aligning, or right-aligning; indenting; aligning at the top, bottom, or center; and rotating. If you enter 90 in the Degrees box in the Orientation area, the text will appear vertically and read from bottom to top in the cell.

BTW Excel Help At any time while using Excel, you can find answers to questions and display information about various topics through Excel Help. Used properly, this form of assistance can increase your productivity and reduce your frustrations by minimizing the time you spend learning how to use Excel. For instructions about Excel Help and exercises that will help you gain confidence in using it, read the Office and Windows module at the beginning of this book.

EX 118 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

To Rotate Text in a Cell

The design of the worksheet calls specifically for data for the six months of the selling season. Because there always will be only six months of data in the worksheet, place the months across the top of the worksheet as column headings rather than as row headings. Place the income and expense categories in rows, as they are more numerous than the number of months. This layout allows you to easily navigate the worksheet. Ideally, a proper layout will create a worksheet that is longer than it is wide.

When you first enter text, its angle is zero degrees (0°), and it reads from left to right in a cell. Excel allows you to rotate text in a cell counterclockwise by entering a number between 1° and 90°. Why? Rotating text is one method of making column headings visually distinct. The following steps enter the month name, January, in cell B3 and format cell B3 by rotating the text.

1 • If necessary, click

the Home tab and then select cell B3 because this cell will include the first month name in the series of month names.

• Type January as the cell entry and then click the Enter button.

• Click the Alignment Settings Dialog Box Launcher (Home tab | Alignment group) to display the Format Cells dialog box (Figure 3–4).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–4 2 • Click the 60° point

in the Orientation area (Format Cells dialog box) to move the indicator in the Orientation area to the 60° point and display a new orientation in the Degrees box (Figure 3–5).

Figure 3–5

Enter button

cell B3 selected

Format Cells dialog box

60° point

orientation indicator

Degrees box

OK button

Home tab is active tab

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3 • Click the OK button

(Format Cells dialog box) to rotate the text in the active cell and increase the height of the current row to best fit the rotated text (Figure 3–6).

Other Ways

1. Right-click selected cell, click Format Cells on shortcut menu, click Alignment tab (Format Cells dialog box), click 60° point, click OK button

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Figure 3–6

To Use the Fill Handle to Create a Series of Month Names

Why? Once the first month in the series has been entered and formatted, you can complete the data series using the fill handle rather than typing and formatting all the entries. The following steps use the fill handle and the entry in cell B3 to create a series of month names in cells C3:G3.

1 • Drag the fill handle

on the lower-right corner of cell B3 to the right to select the range to fill, C3:G3 in this case. Do not release the mouse button (Figure 3–7).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–8

2 • Release the mouse button to create a month name series in

the selected range and copy the format of the selected cell to the selected range.

• Click the ‘Auto Fill Options’ button below the lower-right corner of the fill area to display the Auto Fill Options menu (Figure 3–8).

What if I do not want to copy the format of cell B3 during the auto fill operation? In addition to creating a series of values, dragging the fill handle instructs Excel to copy the format of cell B3 to the range C3:G3. With some fill operations, you may not want to copy the formats of the source cell or range to the destination cell or range. If this is the case, click the ‘Auto Fill Options’ button after the range fills and then select the desired option on the Auto Fill Options menu (Figure 3 – 8).

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text in cell B3 rotated 60°

height of row 3 automatically changed to best �t to display rotated text

�ll handle

Figure 3–7

ScreenTip indicates proposed value of rightmost cell

�ll handle dragged to cell G3

format of cell B3 applied to range C3:G3

months propagated using �ll handle

‘Auto Fill Options’ button

Auto Fill Options menu

EX 120 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

3 • Click the ‘Auto Fill Options’ button to hide the Auto Fill Options menu.

• Select cell H3, type Total, and then press the RIGHT ARROW key to enter a column heading.

• Type Chart in cell I3 and then press the RIGHT ARROW key.

Why is the word, Total, formatted with a 60° rotation? Excel tries to save you time by recognizing the format in adjacent cell G3 and applying it to cell H3. Such behavior also occurs when typing the column heading in cell I3.

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Other Ways

1. Type text in cell, apply formatting, right-drag fill handle in direction to fill, click Fill Months on shortcut menu

2. Type text in cell, apply formatting, select range, click Fill button (Home tab | Editing group), click Series, click AutoFill (Series dialog box), click OK button

Using the Auto Fill Options Menu As shown in Figure 3–8, Fill Series is the default option that Excel uses to fill an

area, which means it fills the destination area with a series, using the same formatting as the source area. If you choose another option on the Auto Fill Options menu, Excel changes the contents of the destination range. Following the use of the fill handle, the ‘Auto Fill Options’ button remains active until you begin the next Excel operation. Table 3–2 summarizes the options on the Auto Fill Options menu.

Table 3 – 2 Options Available on the Auto Fill Options Menu

Auto Fill Option Description

Copy Cells Fill destination area with contents using format of source area. Do not create a series.

Fill Series Fill destination area with series using format of source area. This option is the default.

Fill Formatting Only Fill destination area using format of source area. No content is copied unless fill is series.

Fill Without Formatting Fill destination area with contents, without applying the formatting of source area.

Fill Months Fill destination area with series of months using format of source area. Same as Fill Series and shows as an option only if source area contains the name of a month.

Table 3 – 3 Examples of Series Using the Fill Handle

Example Contents of Cell(s) Copied Using the Fill Handle

Next Three Values of Extended Series

1 4:00 5:00, 6:00, 7:00

2 Qtr2 Qtr3, Qtr4, Qtr1

3 Quarter 1 Quarter 2, Quarter 3, Quarter 4

4 22-Jul, 22-Sep 22-Nov, 22-Jan, 22-Mar

5 2017, 2018 2019, 2020, 2021

6 1, 2 3, 4, 5

7 625, 575 525, 475, 425

8 Mon Tue, Wed, Thu

9 Sunday, Tuesday Thursday, Saturday, Monday

10 4th Section 5th Section, 6th Section, 7th Section

11 2205, 2208 2211, 2214, 2217

You can create several different types of series using the fill handle. Table 3–3 illustrates several examples. Notice in examples 4 through 7, 9, and 11 that, if you use the fill handle to create a series of nonsequential numbers or months, you must enter the first item in the series in one cell and the second item in the series in an adjacent cell, and then select both cells and drag the fill handle through the destination area.

BTW The Fill Handle If you drag the fill handle up or to the left, Excel will decrement the series rather than increment the series. To copy a word, such as January or Monday, which Excel might interpret as the start of a series, hold down the CTRL key while you drag the fill handle to a destination area. If you drag the fill handle back into the middle of a cell, Excel erases the contents of the cell.

BTW Custom Fill Sequences You can create your own custom fill sequences for use with the fill handle. For example, if you often type the same list of products or names in Excel, you can create a custom fill sequence. You then can type the first product or name and then use the fill handle automatically to fill in the remaining products or names. To create a custom fill sequence, display the Excel Options dialog box by clicking Options in the Backstage view. Click the Advanced tab (Excel Options dialog box) and then click the ‘Edit Custom Lists’ button in the General section (Excel Options dialog box).

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To Increase Column Widths

Why? In Module 2, you increased column widths after the values were entered into the worksheet. Sometimes, you may want to increase the column widths before you enter values and, if necessary, adjust them later. The following steps increase the column widths.

1 • Move the pointer

to the boundary between column heading A and column heading B so that the pointer changes to a split double arrow in preparation of adjusting the column widths.

• Drag the pointer to the right until the ScreenTip displays the desired column width, Width: 38.00 (309 pixels) in this case. Do not release the mouse button (Figure 3–9).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–9

2 • Release the mouse

button to change the width of the column.

• Click column heading B to select the column and then drag through column heading G to select the range in which to change the widths.

• Move the pointer to the boundary between column headings B and C in preparation of resizing column B and then drag the pointer to the right until the ScreenTip displays the desired width, Width: 14.50 (121 pixels) in this case. Do not lift your finger or release the mouse button (Figure 3–10).

Figure 3–10

3 • Release the mouse button to change the width of the selected columns.

• If necessary, scroll the worksheet so that column H is visible and then use the technique described in Step 1 to increase the width of column H to 18.00 (149 pixels).

proposed width of column A

split double arrow pointer

columns B through G selected

proposed width of columns B through G

split double arrow pointer

proposed width of column A

EX 122 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

To Enter and Indent Row Titles

Excel allows you to indent text in cells. The following steps enter the row titles in column A and indent several of the row titles to create a visual hierarchy. Why? You can create a hierarchy by indenting some of the row titles, like in an outline or table of contents.

1 • If necessary, scroll the worksheet

so that column A and row 4 are visible and then enter Revenue in cell A4, Cost of Goods Sold in cell A5, Gross Margin in cell A6, Expenses in cell A8, Bonus in cell A9, Commission in cell A10, Site Rental in cell A11, Marketing in cell A12, Equipment Repair and Maintenance in cell A13, Total Expenses in cell A14, and Operating Income in cell A16.

• Select cell A5 and then click the Increase Indent button (Home tab | Alignment group) to increase the indentation of the text in the selected cell.

• Select the range A9:A13 and then click the Increase Indent button (Home tab | Alignment group) to increase the indentation of the text in the selected range (Figure 3–11).

2 • Select cell A18 to finish entering the row titles and deselect the current cell.

What happens when I click the Increase Indent button? The Increase Indent button (Home tab | Alignment group) indents the contents of a cell two spaces to the right each time you click it. The Decrease Indent button decreases the indent by two spaces each time you click it.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

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Other Ways

1. Right-click range, click Format Cells on shortcut menu, click Alignment tab (Format Cells dialog box), click Left (Indent) in Horizontal list, type number of spaces to indent in Indent box, click OK button (Format Cells dialog box)

Copying a Range of Cells to a Nonadjacent Destination Area The What-If Assumptions section should be placed in an area of the worksheet that is accessible yet does not impair the view of the main section of the worksheet. As shown in Figure 3–3a, the What-If Assumptions will be placed below the calculations in the worksheet. This will allow the reader to see the main section of the worksheet when first opening the workbook. Additionally, the row titles in the Expenses area are the

Figure 3–11

row titles

Alignment group

Increase Indent button

Decrease Indent button

indented row titles

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same as the row titles in the What-If Assumptions table, with the exception of the two additional entries in cells A19 (Margin) and A21 (Sales Revenue for Bonus). Hence, the row titles in the What-If Assumptions table can be created by copying the range A9:A13 to the range A19:A23 and then inserting two rows for the additional entries in cells A19 and A21. You cannot use the fill handle to copy the range because the source area (range A9:A13) is not adjacent to the destination area (range A19:A23).

A more versatile method of copying a source area is to use the Copy button and Paste button (Home tab | Clipboard group). You can use these two buttons to copy a source area to an adjacent or nonadjacent destination area.

To Copy a Range of Cells to a Nonadjacent Destination Area

The Copy button copies the contents and format of the source area to the Office Clipboard, a temporary storage area in the computer’s memory that allows you to collect text and graphics from any Office document and then paste them into almost any other type of document. The Paste button pastes a copy of the contents of the Office Clipboard in the destination area. Why? Copying the range of cells rather than reentering the content assures consistency within the worksheet. The following steps enter the What-If Assumptions row heading and then use the Copy and Paste buttons to copy the range A9:A13 to the nonadjacent range A19:A23.

1 • With cell A18 selected, type What-If Assumptions as the new row title and then click the Enter button.

• Select the range A9:A13 and then click the Copy button (Home tab | Clipboard group) to copy the values and formats of the selected range, A9:A13 in this case, to the Office Clipboard.

• Select cell A19, the top cell in the destination area (Figure 3–12).

Why do I not select the entire destination area? You are not required to select the entire destination area (A19:A23) because Excel only needs to know the upper-left cell of the destination area. In the case of a single column range, such as A19:A23, the top cell of the destination area (cell A19) also is the upper-left cell of the destination area.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

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Figure 3–12

Cut button

Copy button

source area identi�ed by marquee

top cell of destination area selected

BTW Fitting Entries in a Cell An alternative to increasing column widths or row heights is to shrink the characters in a cell to fit the current width of the column. To shrink to fit, click Format Cells Alignment Dialog Box Button Launcher (Home tab | Alignment group) and then place a check mark in the ‘Shrink to fit’ check box in the Text control area (Format Cells dialog box).

Enter button

EX 124 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

2 • Click the Paste button (Home tab

| Clipboard group) to copy the values and formats of the last item placed on the Office Clipboard, range A9:A13, to the destination area, A19:A23. If necessary, scroll down to see the complete destination area (Figure 3–13).

What if there was data in the destination area before I clicked the Paste button? Any data contained in the destination area prior to the copy and paste is lost. When you complete a copy, the values and formats in the destination area are replaced with the values and formats of the source area. If you accidentally delete valuable data, click the Undo button on the Quick Access Toolbar or press CTRL+Z.

3 • Press the ESC key to remove the

marquee from the source area and disable the Paste button (Home tab | Clipboard group).

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Figure 3–13

Other Ways

1. Right-click source area, click Copy on shortcut menu, right-click destination area, click Paste icon on shortcut menu

2. Select source area and point to border of range; while holding down CTRL key, drag source area to destination area

3. Select source area, press CTRL+C, select destination area, press CTRL+V

Using the Paste Options Menu After you click the Paste button, Excel displays the Paste Options button, as

shown in Figure 3–13. If you click the Paste Options arrow and select an option in the Paste Options gallery, Excel modifies the most recent paste operation based on your selection. Table 3–4 summarizes the options available in the Paste Options gallery. When the Paste Options button is visible, you can use keyboard shortcuts to access the paste commands available in the Paste Options gallery. Additionally, you can use combinations of the options in the Paste Options gallery to customize your paste operation. That is, after clicking one of the icons in the Paste Options gallery, you can display the gallery again to further adjust your paste operation. The Paste button (Home tab | Clipboard group) includes an arrow that, when clicked, displays the same options as the Paste Options button.

An alternative to clicking the Paste button is to press the enter key. The enter key. The enter enter key enter key enter completes the paste operation, removes the marquee from the source area, and disables the Paste button so that you cannot paste the copied source area to other destination areas. The enter key was not used in the previous set of steps so that the capabilities of the Paste enter key was not used in the previous set of steps so that the capabilities of the Paste enter Options button could be discussed. The Paste Options button does not appear on the screen when you use the enter key to complete the paste operation.enter key to complete the paste operation.enter

Using Drag and Drop to Move or Copy Cells You also can use the mouse to move or copy cells. First, you select the source

area and point to the border of the cell or range. You know you are pointing to the

Home tab

Paste arrow

Paste button

source area range A9:A13

destination area range A19:A23

Paste Options button

BTW Copying and Pasting from Other Programs If you need data in Excel that is stored in another program, copying and pasting likely will help you. You might need to experiment before you are successful, because Excel might attempt to copy formatting or other information that you did not intend to paste from the other program. Trying various Paste Option buttons will solve most of such problems.

BTW Move It or Copy It Contrary to popular belief, move and copy operations are not the same. When you move a cell, the data in the original location is cleared and the format of the cell is reset to the default. When you copy a cell, the data and format of the copy area remains intact. In short, you should copy cells to duplicate entries and move cells to rearrange entries.

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border of the cell or range when the pointer changes to a four-headed arrow. To move the selected cell or cells, drag the selection to the destination area. To copy a selection, hold down the ctrl key while dragging the selection to the destination area. You know Excel is in Copy mode when a small plus sign appears next to the pointer. Be sure to release the mouse button before you release the ctrl key. Using the mouse to move or copy cells is called drag and drop.

Using Cut and Paste to Move Cells Another way to move cells is to select them, click the Cut button (Home

tab | Clipboard group) (Figure 3–12) to remove the cells from the worksheet and copy them to the Office Clipboard, select the destination area, and then click the Paste button (Home tab | Clipboard group) or press the enter key. You also can use the Cut command on the shortcut menu, instead of the Cut button on the ribbon.

Inserting and Deleting Cells in a Worksheet At any time while the worksheet is on the screen, you can insert cells to enter new data or delete cells to remove unwanted data. You can insert or delete individual cells; a range of cells, rows, or columns; or entire worksheets.

Table 3 – 4 Paste Gallery Commands

Paste Option Icon Paste Option Description Paste Copy contents and format of source area. This option is the default.

Formulas Copy formulas from the source area, but not the contents and format.

Formulas & Number Formatting

Copy formulas and format for numbers and formulas of source area, but not the contents.

Keep Source Formatting Copy contents, format, and styles of source area.

No Borders Copy contents and format of source area, but not any borders.

Keep Source Column Widths

Copy contents and format of source area. Change destination column widths to source column widths.

Transpose Copy the contents and format of the source area, but transpose, or swap, the rows and columns.

Values Copy contents of source area but not the formatting for formulas.

Values & Number Formatting

Copy contents and format of source area for numbers or formulas, but use format of destination area for text.

Values & Source Formatting Copy contents and formatting of source area but not the formula.

Formatting Copy format of source area but not the contents.

Paste Link Copy contents and format and link cells so that a change to the cells in source area updates the corresponding cells in destination area.

Picture Copy an image of the source area as a picture.

Linked Picture Copy an image of the source area as a picture so that a change to the cells in source area updates the picture in destination area.

BTW Cutting When you cut a cell or range of cells using the Cut command on a shortcut menu or Cut button (Home tab | Clipboard group), Excel copies the cells to the Office Clipboard; it does not remove the cells from the source area until you paste the cells in the destination area by either clicking the Paste button (Home tab | Clipboard group) or pressing the ENTER key. When you complete the paste, Excel clears the cell’s or range of cell’s entries and their formats from the source area.

EX 126 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

To Insert a Row

Why? According to the sketch of the worksheet in Figure 3–3a, two rows must be inserted in the What-If Assumptions table, one above Bonus for the Margin assumption and another between Bonus and Commission for the Sales Revenue for Bonus assumption. The following steps insert the new rows into the worksheet.

1 • Right-click row

heading 20, the row below where you want to insert a row, to display the shortcut menu and the mini toolbar (Figure 3–14).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–14

2 • Click Insert on the shortcut

menu to insert a new row in the worksheet by shifting the selected row and all rows below it down one row.

• Select cell A20 in the new row and then type Sales Revenue for Bonus to enter a new row title (Figure 3–15).

What is the resulting format of the new row? The cells in the new row inherit the formats of the cells in the row above them. You can change this behavior by clicking the Insert Options button that appears below the inserted row. Following the insertion of a row, the Insert Options button allows you to select from the following options: (1) ‘Format Same As Above’, (2) ‘Format Same As Below’, and (3) Clear Formatting. The ‘Format Same as Above’ option is the default. The Insert Options button remains active until you begin the next Excel operation. Excel does not display the Insert Options button if the initial row does not contain any formatted data.

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shortcut menu

mini toolbar

Insert command

row heading 20

Figure 3–15Figure 3

row title, Sales Revenue for Bonus, entered in new row

original row 20 shifted down one row

Excel inserts new row

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3 • Right-click row heading 19, the row below

where you want to insert a row, to display the shortcut menu and the mini toolbar.

• Click Insert on the shortcut menu to insert a new row in the worksheet.

• Click the Insert Options button below row 19 (Figure 3–16).

• Click ‘Format Same As Below’ on the menu.

• Select cell A19 in the new row and then type Margin to enter a new row title.

What would happen if cells in the shifted rows were included in formulas? If the rows that shift down included cell references in formulas located in the worksheet, Excel would automatically adjust the cell references in the formulas to their new locations. Thus, in Step 2, if a formula in the worksheet referenced a cell in row 19 before the insert, then Excel would adjust the cell reference in the formula to row 20 after the insert.

4 • Save the workbook on your hard drive, OneDrive, or other storage location using Kaitlyn’s Ice Cream Shoppe Financial Projection as the file name.

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Figure 3–16

Other Ways

1. Click Insert Cells arrow (Home tab | Cells group), click ‘Insert Sheet Rows’

2. Press CTRL+SHIFT+PLUS SIGN, click Entire row (Insert dialog box), click OK button

Inserting Columns You insert columns into a worksheet in the same way you insert rows. To insert

columns, select one or more columns immediately to the right of where you want Excel to insert the new column or columns. Select the number of columns you want to insert, click the Insert arrow (Home tab | Cells group), and then click ‘Insert Sheet Columns’ in the Insert list; or right-click the selected column(s) and then click Insert on the shortcut menu. The Insert command on the shortcut menu requires that you select an entire column (or columns) to insert a column (or columns). Following the insertion of a column, Excel displays the Insert Options button, which allows you to modify the insertion in a fashion similar to that discussed earlier when inserting rows.

Inserting Single Cells or a Range of Cells You can use the Insert command on the shortcut menu or the Insert Cells

command on the Insert menu — produced by clicking the Insert button (Home tab | Cells group) — to insert a single cell or a range of cells. You should be aware that if you shift a single cell or a range of cells, however, it no longer lines up with its associated cells. To ensure that the values in the worksheet do not get out of order,

Insert Options button

‘Format Same As Below’ option

Excel inserts new row

BTW Inserting Multiple Rows If you want to insert multiple rows, you have two choices. You can insert a single row by using the Insert command on the shortcut menu and then repeatedly press the F4 key to continue inserting rows. Alternatively, you can select a number of existing rows equal to the number of rows that you want to insert. For instance, if you want to insert five rows, select five existing rows in the worksheet, right-click the selected rows, and then click Insert on the shortcut menu.

BTW Dragging Ranges You can move and insert a selected cell or range between existing cells by holding down the SHIFT key while you drag SHIFT key while you drag SHIFT the selection to the gridline where you want to insert the selected cell or range. You also can copy and insert by holding down the CTRL+SHIFT keys while SHIFT keys while SHIFT you drag the selection to the desired gridline.

EX 128 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

spreadsheet experts recommend that you insert only entire rows or entire columns. When you insert a single cell or a range of cells, Excel displays the Insert Options button so that you can change the format of the inserted cell, using options similar to those for inserting rows and columns.

Deleting Columns and Rows The Delete button (Home tab | Cells group) or the Delete command on the

shortcut menu removes cells (including the data and format) from the worksheet. Deleting cells is not the same as clearing cells. The Clear Contents command, described in Module 1, clears the data from the cells, but the cells remain in the worksheet. The Delete command removes the cells from the worksheet and shifts the remaining rows up (when you delete rows) or shifts the remaining columns to the left (when you delete columns). If formulas located in other cells reference cells in the deleted row or column, Excel does not adjust these cell references. Excel displays the error message #REF! in those cells to indicate a cell reference error. For example, if cell A7 contains the formula =A4+A5 and you delete row 5, Excel assigns the formula =A4+#REF! to cell A6 (originally cell A7) and displays the error message, #REF!, in cell A6. Excel also displays an Error Options button when you select the cell containing the error message, #REF!, which allows you to select options to determine the nature of the problem.

To Enter Numbers with Format Symbols

The next step in creating the Financial Projection worksheet is to enter the what-if assumptions values in the range B19:B25. The numbers in the table can be entered and then formatted using techniques from Modules 1 and 2, or each number can be entered with format symbols, which assign a format to numbers as they are entered. When a number is entered with a format symbol, Excel displays it with the assigned format. Valid format symbols include the dollar sign ($), comma (,), and percent sign (%).

If you enter a whole number, it appears without any decimal places. If you enter a number with one or more decimal places and a format symbol, Excel displays the number with two decimal places. Table 3–5 illustrates several examples of numbers entered with format symbols. The number in parentheses in column 4 indicates the number of decimal places.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Table 3 – 5 Numbers Entered with Format Symbols

Format Symbol Typed in Formula Bar Displays in Cell Comparable Format

, 374,149 374,149 Comma(0)

5,833.6 5,833.60 Comma(2)

$ $58917 $58,917 Currency(0)

$842.51 $842.51 Currency(2)

$63,574.9 $63,574.90 Currency(2)

% 85% 85% Percent(0)

12.80% 12.80% Percent(2)

68.2242% 68.2242% Percent(4)

Why? In some cases, using a format symbol is the most efficient method for entering and formatting data. The following step enters the numbers in the What-If Assumptions table with format symbols.

BTW Ranges and Undo The incorrect use of copying, deleting, inserting, and moving ranges of cells have the potential to render a worksheet useless. Carefully review the results of these actions before continuing on to the next task. If you are not sure the result of the action is correct, click the Undo button on the Quick Access Toolbar.

BTW Organizing Files and Folders You should organize and store files in folders so that you easily can find the files later. For example, if you are taking an introductory technology class called CIS 101, a good practice would be to save all Excel files in an Excel folder in a CIS 101 folder. For a discussion of folders and detailed examples of creating folders, refer to the Office and Windows module at the beginning of this book.

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1 • Enter the following

values, using format symbols to apply number formatting: 78.75% in cell B19, 3,500.00 in cell B20, 65,000.00 in cell B21, 25.00% in cell B22, 10.00% in cell B23, 5.00% in cell B24, and 3.50% in cell B25 (Figure 3–17).

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To Enter the Projected Monthly Sales

The following steps enter the projected revenue, listed previously in Table 3–1, in row 4 and compute the projected six-month revenue in cell H4.

1 If necessary, display the Home tab.

2 Enter 55,000.00 in cell B4, 62,500.00 in cell C4, 67,000.00 in cell D4, 90,250.00 in cell E4, 77,500.00 in cell F4, and 74,750.00 in cell G4.

3 Select cell H4 and then click the Sum button (Home tab | Editing group) twice to create a sum in the selected cell (Figure 3–18).

Other Ways

1. Right-click range, click Format Cells on shortcut menu, click Number tab (Format Cells dialog box), click category in Category list, select desired format, click OK button

2. Press CTRL+1, click Number tab (Format Cells dialog box), click category in Category list, select desired format, click OK button

Figure 3–18

comma and decimal entered with number instructs Excel to format cell as comma style with two decimal places

decimal and percent sign entered with number instructs Excel to format cell as percent style with two decimal places

Home tab Sum button

projected Total Revenue calculated

revenue estimates entered

Figure 3–17

EX 130 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

To Enter and Format the System Date

Why? The sketch of the worksheet in Figure 3–3a includes a date stamp on the right side of the heading section. A date stamp shows the date a workbook, report, or other document was created or the time period it represents. In business, a report often is meaningless without a date stamp. For example, if a printout of the worksheet in this module were distributed to the company’s analysts, the date stamp would show when the six-month projections were made, as well as what time period the report represents.

A simple way to create a date stamp is to use the NOW function to enter the system date tracked by your computer in a cell in the worksheet. The NOW function is one of 24 date and time functions available in Excel. When assigned to a cell, the NOW function returns a number that corresponds to the system date and time beginning with December 31, 1899. For example, January 1, 1900 equals 1, January 2, 1900 equals 2, and so on. Noon equals .5. Thus, noon on January 1, 1900 equals 1.5 and 6:00 p.m. on January 1, 1900 equals 1.75. If the computer’s system date is set to the current date, then the date stamp is equivalent to the current date. The following steps enter the NOW function and then change the format from mm/dd/yyyy hh:mm to mm/dd/yyyy.

1 • Select cell H1 and

then click the Insert Function button in the formula bar to display the Insert Function dialog box.

• Click the ‘Or select a category’ arrow (Insert Function dialog box) and then select ‘Date & Time’ to populate the ‘Select a function’ list with data and time functions.

• Scroll down in the ‘Select a function’ list and then click NOW to select the required function (Figure 3–19).

2 • Click the OK button

(Insert Function dialog box) to close the Insert Function dialog box and display the Function Arguments dialog box (Figure 3–20).

What is meant by ‘Formula result = Volatile’ in the Function Arguments dialog box? The NOW function is an example of a volatile function. A volatile function is one where the number that the function returns is not constant but changes each time the worksheet is opened. As a result, any formula using the NOW function will have a variable result.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

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Figure 3–19

Figure 3–20

Insert Function button inserts equal sign in active cell and in formula bar

Insert Function button

NOW function selected

‘Or select a category’ arrow

Date & Time category

description of selected function

Insert Function dialog box

OK button

Function Arguments dialog box

formula inserted in active cell and in formula bar

volatile formula result will not stay constant

OK button

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3 • Click the OK button (Function

Arguments dialog box) to display the system date and time in the selected cell, using the default date and time format, which is mm/dd/yyyy hh:mm.

What does the mm/dd/yyyy hh:mm format represent? The mm/dd/yyyy hh:mm format can be explained as follows: the first mm is the month, dd is the day of the month, yyyy is the year, hh is the hour of the day, and the second mm is the minutes past the hour. Excel applies this date and time format to the result of the NOW function.

• Right-click cell H1 to display a shortcut menu and mini toolbar.

• Click Format Cells on the shortcut menu to display the Format Cells dialog box.

• If necessary, click the Number tab (Format Cells dialog box) to display the Number sheet.

• Click Date in the Category list (Format Cells dialog box) to display the date format options in the Type list. Scroll down in the Type list and then click 3/14/2012 to display a sample of the data in the Sample area in the dialog box (Figure 3–21).

Why do the dates in the Type box show March 14, 2012 instead of the current date? March 14, 2012 is just used as a sample date in this version of Office.

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Figure 3–21

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4 • Click the OK button (Format Cells

dialog box) to display the system date (the result of the NOW function) in the format mm/dd/ yyyy.

• Double-click the border between columns H and I to change the width of the column to best fit (Figure 3–22).

Experiment

• If instructed by your professor, select cell H2 and enter the place of your birth.

• Save the workbook again on the same storage location with the same file name.

Why should I save the workbook again? You have made several modifications to the workbook since you last saved it. Thus, you should save it again.Q

& A

Figure 3–22

Other Ways

1. Click ‘Date & Time’ button (Formulas tab | Function Library group), click NOW

2. Press CTRL+SEMICOLON (this enters the date as a static value, meaning the date will not change when the workbook is opened at a later date)

3. Press CTRL+SHIFT+# to format date as day-month-year

default format for result of NOW function

Format Cells dialog box

Number tab

Date category selected

desired date format

Sample of date format

OK button

Date format applied

column H width set to Best Fit

EX 132 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

Absolute Versus Relative Addressing The next sections describe the formulas and functions needed to complete the calculations in the worksheet.

As you learned in Modules 1 and 2, Excel modifies cell references when copying formulas. However, sometimes while copying formulas you do not want Excel to change a cell reference. To keep a cell reference constant when copying a formula or function (that is, the cell references do not change relative to where you are copying the formula), Excel uses a technique called absolute cell referencing. To specify an absolute cell reference in a formula, enter a dollar sign ($) before any column letters or row numbers you want to keep constant in formulas you plan to copy. For example, $B$4 is an absolute cell reference, whereas B4 is a relative cell reference. Both reference the same cell. The difference becomes apparent when they are copied to a destination area. A formula using the absolute cell reference $B$4 instructs Excel to keep the cell reference B4 constant (absolute) in the formula as it is copied to the destination area. A formula using the relative cell reference B4 instructs Excel to adjust the cell reference as it is copied to the destination area. A cell reference where one factor remains constant and the other one varies is called a mixed cell reference. A mixed cell reference includes a dollar sign before the column or the row, not before both. When planning formulas, be aware of when you might need to use absolute, relative, and mixed cell references. Table 3–6 provides some additional examples of each of these types of cell references.

When would you not want to use the system date? Using the system date results in the date value being updated whenever the worksheet is opened. Think carefully about whether or not this is the result you want. If you want the date to reflect the current date, using the system date is appropriate. If you want to record when the worksheet was created, using a hard-coded date makes more sense. If both pieces of information may be important, consider two date entries in the worksheet: a fixed entry identifying the date the worksheet was created and the volatile system date.

C O

N S

ID E

R T

H IS

Break Point: If you wish to take a break, this is a good place to do so. You can exit Excel now. To resume at a later time, run Excel, open the file called Kaitlyn’s Ice Cream Shoppe Financial Projection, and continue following the steps from this location forward.

Table 3 – 6 Examples of Absolute, Relative, and Mixed Cell References

Cell Reference

Type of Reference Meaning

$B$4 Absolute cell reference

Both column and row references remain the same when you copy this cell, because the cell references are absolute.

B4 Relative cell reference

Both column and row references are relative. When copied to another cell, both the column and row in the cell reference are adjusted to reflect the new location.

B$4 Mixed reference This cell reference is mixed. The column reference changes when you copy this cell to another column because it is relative. The row reference does not change because it is absolute.

$B4 Mixed reference This cell reference is mixed. The column reference does not change because it is absolute. The row reference changes when you copy this cell reference to another row because it is relative.

BTW Absolute Referencing Absolute referencing is one of the more difficult worksheet concepts to understand. One point to keep in mind is that the paste operation is the only operation affected by an absolute cell reference. An absolute cell reference instructs the paste operation to use the same cell reference as it copies a formula from one cell to another.

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Figure 3–23 illustrates how the type of cell reference used affects the results of copying a formula to a new place in a worksheet. In Figure 3–23a, cells D6:D9 contain formulas. Each formula multiplies the content of cell A2 by 2; the difference between formulas lies in how cell A2 is referenced. Cells C6:C9 identify the type of reference: absolute, relative, or mixed.

Figure 3–23b shows the values that result from copying the formulas in cells D6:D9 to ranges E6:E9, F7:F10, and G11:G14. Figure 3–23c shows the formulas that result from copying the formulas. While all formulas initially multiplied the content of cell A2 by 2, the values and formulas in the destination ranges illustrate how Excel adjusts cell references according to how you reference those cells in original formulas.

Figure 3–23

(a)(a)

(b)(b)

(c)

EX 134 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

In the worksheet, you need to enter formulas that calculate the following values for January: cost of goods sold (cell B5), gross margin (cell B6), expenses (range B9:B13), total expenses (cell B14), and operating income (cell B16). The formulas are based on the projected monthly revenue in cell B4 and the assumptions in the range B19:B25.

The calculations for each column (month) are the same, except for the reference to the projected monthly revenue in row 4, which varies according to the month (B4 for January, C4 for February, and so on). Thus, the formulas for January can be entered in column B and then copied to columns C through G. Table 3–7 shows the formulas for determining the January cost of goods sold, gross margin, expenses, total expenses, and operating income in column B.

Table 3 – 7 Formulas for Determining Cost of Goods Sold, Gross Margin, Expenses, Total Expenses, and Operating Income for January

Cell Row Title Calculation Formula

B5 Cost of Goods Sold Revenue times (1 minus Margin %) =B4 * (1 – B19)

B6 Gross Margin Revenue minus Cost of Goods Sold =B4 – B5

B9 Bonus Bonus equals value in B20 or 0 =IF(B4 >= B21, B20, 0)

B10 Commission Revenue times Commission % =B4 * B22

B11 Site Rental Revenue times Site Rental % =B4 * B23

B12 Marketing Revenue times Marketing % =B4 * B24

B13 Equipment Repair and Maintenance

Revenue times Equipment Repair and Maintenance %

=B4 * B25

B14 Total Expenses Sum of April Expenses =SUM(B9:B13)

B16 Operating Income Gross Margin minus Total Expenses =B6 – B14

To Enter a Formula Containing Absolute Cell References

Why? As the formulas are entered in column B for January, as shown in Table 3–7, and then copied to columns C through G (February through June) in the worksheet, Excel will adjust the cell references for each column. After the copy, the February Commission expense in cell C10 would be =C4 * C22. While the cell reference C4 (February Revenue) is correct, the cell reference C22 references an empty cell. The formula for cell C10 should read =C4 * B22, rather than =C4 * C22, because B22 references the Commission % value in the What-If Assumptions table. In this instance, you must use an absolute cell reference to keep the cell reference in the formula the same, or constant, when it is copied. To enter an absolute cell reference, you can type the dollar sign ($) as part of the cell reference or enter it by pressing the f4 key with the insertion point in or to the right of the cell reference to change it to absolute. The following steps enter the cost of goods sold formula =B4 * (1 – B19) in cell B5 using Point mode.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

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1 • Click cell B5 to select the cell in which to enter

the first formula.

• Type = (equal sign), select cell B4, type *(1–B19 to continue entering the formula, and then press the F4 key to change the cell reference from a relative cell reference to an absolute cell reference. Type ) (closing parenthesis) to complete the formula (Figure 3–24).

Is an absolute reference required in this formula? No, a mixed cell reference also could have been used. The formula in cell B5 will be copied across columns, rather than down rows. So, the formula entered in cell B5 in Step 1 could have been entered as =B4*(1–$B19) using a mixed cell reference, rather than =B4*(1–$B$19), because when you copy a formula across columns, the row does not change. The key is to ensure that column B remains constant as you copy the formula across columns. To change the absolute cell reference to a mixed cell reference, continue to press the F4 key until you achieve the desired cell reference.

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Figure 3–24

2 • Click the Enter button in the

formula bar to display the result, 11687.5, instead of the formula in cell B5 (Figure 3–25).

Figure 3–25

3 • Click cell B6 to select the cell in

which to enter the next formula, type = (equal sign), click cell B4, type — (minus sign), and then click cell B5 to add a reference to the cell to the formula.

• Click the Enter button in the formula bar to display the result in the selected cell, in this case gross margin for January, 43,312.50, in cell B6 (Figure 3–26).

Figure 3–26

Enter button

formula appears in formula bar

cell B4 is relative

cell $B$19 is absolute

formula displayed in formula bar

result of formula in cell B5

Enter button

formula in formula bar

result of formula

EX 136 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

Making Decisions — The IF Function In addition to calculations that are constant across all categories, you may need to make calculations that will differ depending on whether a particular condition or set of conditions are met. For this project, you need to vary compensation according to how much revenue is generated in any particular month. According to the requirements document in Figure 3–2, a bonus will be paid in any month where revenue is greater than the sales revenue for bonus value. If the projected January revenue in cell B4 is greater than or equal to the sales revenue for bonus in cell B21 (65,000.00), then the projected January bonus value in cell B9 is equal to the bonus value in cell B20 (3,500.00); otherwise, the value in cell B9 is equal to 0. One way to assign the projected January bonus value in cell B9 is to manually check to see if the projected revenue in cell B4 equals or exceeds the sales revenue for the bonus amount in cell B21 and, if so, then to enter 3,500.00 in cell B9. You can use this manual process for all six months by checking the values for the each month.

Because the data in the worksheet changes each time a report is prepared or the figures are adjusted, however, it is preferable to have Excel calculate the monthly bonus. To do so, cell B9 must include a formula or function that compares the projected revenue with the sales revenue for bonus value, and displays 3,500.00 or 0.00 (zero), depending on whether the projected January revenue in cell B4 is greater than, equal to, or less than the sales revenue for bonus value in cell B21. This decision-making process is a logical test. It can be represented in diagram form, as shown in Figure 3–27.

Figure 3–27

In Excel, you use the IF function when you want to assign a value to a cell based on a logical test. For example, cell B9 can be assigned the following IF function:

logical_test value_if_true value_if_falselogical_test

=IF(B4>=$B$21, $B$20, 0)=IF(B4>=$B$21, $B$20, 0)

This IF function instructs Excel that if the projected January revenue in cell B4 is greater than or equal to the sales revenue for bonus value in cell B21, then Excel should display the bonus value found in cell B20 in cell B9. If the projected January revenue in cell B4 is not greater than or equal to the sales revenue for bonus value in cell B21, then Excel should display a 0 (zero) in cell B9.

BTW Logical Operators in IF Functions IF functions can use logical operators, such as AND, OR, and NOT. For example, the three IF functions =IF(AND(A1>C1, B1<C2), “OK”, “Not OK”) and =IF(OR(K5>J5, C3<K6), “OK”, “Not OK”) and =IF(NOT(B10<C10), “OK”, “Not OK”) use logical operators. In the first example, both logical tests must be true for the value_if_true OK to be assigned to the cell. In the second example, one or the other logical tests must be true for the value_if_ true OK to be assigned to the cell. In the third example, the logical test B10<C10 must be false for the value_if_true OK to be assigned to the cell.

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The general form of the IF function is:

=IF(logical_test, value_if_true, value_if_false)

The argument, logical_test, is made up of two expressions and a comparison operator. Each expression can be a cell reference, a number, text, a function, or a formula. In this example, the logical test compares the projected revenue with the sales revenue for bonus, using the comparison operator greater than or equal to. Valid comparison operators, their meanings, and examples of their use in IF functions are shown in Table 3–8. The argument, value_if_true, is the value you want Excel to display in the cell when the logical test is true. The argument, value_if_false, is the value you want Excel to display in the cell when the logical test is false.

Table 3 – 8 Comparison Operators

Comparison Operator Meaning Example

= Equal to =IF(A1=A2, “True”, “False”)

< Less than =IF(A1<A2, “True”, “False”)

> Greater than =IF(A1>A2, “True”, “False”)

>= Greater than or equal to =IF(A1>=A2, “True”, “False”)

<= Less than or equal to =IF(A1<=A2, “True”, “False”)

<> Not equal to =IF(A1<>A2, “True”, “False”)

To Enter an IF Function

Why? Use an IF function to determine the value for a cell based on a logical test. The following steps assign the IF function =IF(B4>=$B$21,$B$20,0) to cell B9. This IF function determines whether or not the worksheet assigns a bonus for January.

• Click cell B9 to select the cell for the next formula.

• Click the Insert Function button in the formula bar to display the Insert Function dialog box.

• Click the ‘Or select a category’ arrow (Insert Function dialog box) and then select Logical in the list to populate the ‘Select a function’ list with logic functions.

• Click IF in the ‘Select a function’ list to select the required function (Figure 3–28).

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Figure 3–28

Insert Function dialog box

IF function selected

cell B9 selected description of selected function

OK button

‘Or select a category’ arrow

EX 138 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

3 • Click the OK button (Function

Arguments dialog box) to insert the IF function in the selected cell (Figure 3–30).

Why does cell B9 contain the value 0 (zero)? The value that Excel displays in cell B9 depends on the values assigned to cells B4, B20, and B21. For example, if the value for January revenue in cell B4 is increased to 65,000.00 or higher, then the IF function in cell B9 will display 3,500.00. If you change the sales revenue for bonus in cell B21 from 65,000.00 to another number and the value in cell B4 is greater than or equal to the value in cell B21, it also will change the results in cell B9.

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2 • Click the OK button (Insert

Function dialog box) to display the Function Arguments dialog box.

• Type b4>=$b$21 in the Logical_test box to enter a logical test for the IF function.

• Type $b$20 in the Value_if_ true box to enter the result of the IF function if the logical test is true.

• Type 0 (zero) in the Value_if_ false box to enter the result of the IF function if the logical test is false (Figure 3–29).

Figure 3–29

Figure 3–30

Other Ways

1. Click Logical button (Formulas tab | Function Library group), click IF

To Enter the Remaining Formulas for January

The January commission expense in cell B10 is equal to the revenue in cell B4 times the commission assumption in cell B22 (25.00%). The January site rental expense in cell B11 is equal to the projected January revenue in cell B4 times the site rental assumption in cell B23 (10.00%). Similar formulas determine the remaining January expenses in cells B12 and B13.

The total expenses value in cell B14 is equal to the sum of the expenses in the range B9:B13. The operating income in cell B16 is equal to the gross margin in cell B6

OK button

Function Arguments dialog box

current values of expressions displayed

$b$20 entered in Value_if_true box

0 entered in Value_if_false box

b4>=$b$21 entered in Logical_test box

value of 0 assigned to cell B9 because value in B4 is less than value in B21

IF function assigned to cell B9

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To Copy Formulas with Absolute Cell References Using the Fill Handle

Why? Using the fill handle ensures a quick, accurate copy of the formulas. The following steps use the fill handle to copy the January formulas in column B to the other five months in columns C through G.

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Figure 3–31

minus the total expenses in cell B14. Because the formulas are short, they are typed in the following steps, rather than entered using Point mode.

1 Select cell B10. Type =b4*$b$22 and then press the DOWN ARROW key to enter the formula in the selected cell. Type =b4*$b$23 and then press the DOWN ARROW key to enter the formula in cell B11. Type =b4*$b$24, press the DOWN ARROW key, type =b4*$b$25, and then press the DOWN ARROW key again.

2 With cell B14 selected, click the Sum button (Home tab | Editing group) twice to insert a SUM function in the selected cell. Select cell B16 to prepare to enter the next formula. Type =b6–b14 and then press the ENTER key to enter the formula in the selected cell.

3 Press CTRL+ACCENT MARK (`) to display the formulas version of the worksheet (Figure 3–31).

4 When you are finished viewing the formulas version, press CTRL+ACCENT MARK (`) again to return to the values version of the worksheet.

Why should I view the formulas version of the worksheet? Viewing the formulas version (Figure 3 – 31) of the worksheet allows you to check the formulas you entered in the range B5:B16. Recall that formulas were entered in lowercase. You can see that Excel converts all the formulas from lowercase to uppercase.

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Figure 3 31

formulas displayed in formulas version of worksheet

BTW Replacing a Formula with a Constant Using the following steps, you can replace a formula with its result so that the cell value remains constant: (1) click the cell with the formula; (2) press the F2 key or click in the formula bar; (3) press the F9 key to display the value in the formula bar; and (4) press the ENTER key.

BTW Error Messages When Excel cannot calculate a formula, it displays an error message in a cell. These error messages always begin with a number sign (#). The more commonly occurring error messages are as follows: #DIV/0! (tries to divide by zero); #NAME? (uses a name Excel does not recognize); #N/A (refers to a value not available); #NULL! (specifies an invalid intersection of two areas); #NUM! (uses a number incorrectly); #REF (refers to a cell that is not valid); #VALUE! (uses an incorrect argument or operand); and ##### (refers to cells not wide enough to display entire entry).

EX 140 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

2 • Drag the fill handle

to the right to copy the formulas from the source area, B5:B16 in this case, to the destination area, C5:G16 in this case, and display the calculated amounts (Figure 3–33).

What happens to the formulas after performing the copy operation? Because the formulas in the range B5:B16 use absolute cell references, when they are copied to the range C5:G16, they still refer to the values in the What-If Assumptions table.

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1 • Select the range

B5:B16 and then point to the fill handle in the lower- right corner of the selected cell, B16 in this case, to display the crosshair pointer (Figure 3–32).

Figure 3–32

Figure 3–33

To Determine Row Totals in Nonadjacent Cells

The following steps determine the row totals in column H. To determine the row totals using the Sum button, select only the cells in column H containing numbers in adjacent cells to the left. If, for example, you select the range H5:H16, Excel will display 0s as the sum of empty rows in cells H7, H8, and H15.

1 Select the range H5:H6. While holding down the CTRL key, select the range H9:H14 and cell H16, as shown in Figure 3–34.

2 Click the Sum button (Home tab | Editing group) to display the row totals in the selected ranges (Figure 3–34).

pointer changes to crosshair

source area is B5:B16

source area B5:B16 copied to destination area C5:G16

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Nested Forms of the IF Function A nested IF function is one in which the action to be taken for the true or false

case includes yet another IF function. The second IF function is considered to be nested, or layered, within the first. You can use a nested IF function to add another condition to the decision-making process. Study the nested IF function below, which would add another level of bonus to the compensation at Kaitlyn’s Ice Cream Shoppe. In this case, Kaitlyn’s Ice Cream Shoppe assigns a bonus for sales of $65,000 and above. For months where sales make that level, additional bonus money is available for sales of $80,000 and above. In this case, three outcomes are possible, two of which involve paying a bonus. Figure 3–35 depicts a decision tree for this logical test.

Figure 3–34

Figure 3–35

3 Save the workbook again on the same storage location with the same file name.

Sum button

projected six-month cost of goods sold, gross margin, expenses by category, and operating income

EX 142 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

Assume the following in this example: (1) the nested IF function is assigned to cell B9, which will display one of three values; (2) cell B4 contains the sales revenue; (3) cell B21 contains the sales revenue for a bonus of $3,500; and cell B22 contains the sales revenue for a bonus of $5,500.

=IF(B4>=B21, IF(B4>=B22,5500,3500),0) The nested IF function instructs Excel to display one, and only one, of the

following three values in cell B9: (1) 5,500, (2) 3,500, or (3) 0. You can nest IF functions as deep as you want, but after you get beyond three IF

functions, the logic becomes difficult to follow, and alternative solutions, such as the use of multiple cells and simple IF functions, should be considered.

Adding and Formatting Sparkline Charts Sometimes you may want to condense a range of data into a small chart in order to show a trend or variation in the range, and Excel’s standard charts may be too large or extensive for your needs. A sparkline chart provides a simple way to show trends and variations in a range of data within a single cell. Excel includes three types of sparkline charts: line, column, and win/loss. Because sparkline charts appear in a single cell, you can use them to convey succinct, eye-catching summaries of the data they represent.

To Add a Sparkline Chart to the Worksheet

Each row of monthly data, including those containing formulas, provides useful information that can be summarized by a line sparkline chart. Why? A line sparkline chart is a good choice because it shows trends over the six- month period for each row of data. The following steps add a line sparkline chart to cell I4 and then use the fill handle to create line sparkline charts in the range I5:I16 to represent the monthly data shown in rows 4 through 16.

1 • If necessary, scroll the worksheet so that both columns B and I and row 3 are visible on the screen.

• Select cell I4 to prepare to insert a sparkline chart in the cell.

• Display the Insert tab and then click the Line Sparkline button (Insert tab | Sparklines group) to display the Create Sparklines dialog box (Figure 3–36).

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Figure 3–36

Line Sparkline button

Create Sparklines dialog box

Data Range box

cell I4 selected

‘Collapse Dialog Box’ button

Cell I14 is default location for sparkline chart

Sparklines group

Insert tab

OK button

BTW Using IFERROR Similar to the IF function, the IFERROR function checks a formula for correctness. For example, =IFERROR(formula, “Error Message”) examines the formula argument. If an error appears (such as #N/A), Excel displays the Error Message text in the cell instead of the Excel #N/A error.

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2 • Drag through the

range B4:G4 to select the range. Do not release the mouse button (Figure 3–37).

What happened to the Create Sparklines dialog box? When a dialog box includes a ‘Collapse Dialog Box’ button (Figure 3 – 36), selecting cells or a range collapses the dialog box so that only the current text box is visible. This allows you to select your desired range without the dialog box getting in the way. Once the selection is made, the dialog box expands back to its original size. You also can click the ‘Collapse Dialog Box’ button to make your selection and then click the ‘Expand Dialog Box’ button (Figure 3 – 37) to expand the dialog box.

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• Release the mouse button to insert the selected range, B4:G4 in this case, in the Data Range box.

• Click the OK button shown in Figure 3–36 (Create Sparklines dialog box) to insert a line sparkline chart in the selected cell and display the Sparkline Tools Design tab (Figure 3–38).

Figure 3–37

Figure 3–38

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Create Sparklines dialog box collapsed

‘Expand Dialog Box’ button

range B4:G4 selected

Sparkline Tools Design tab

line sparkline chart inserted in cell I4

More button

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To Change the Sparkline Style and Copy the Sparkline Chart

Why? The default style option may not provide the visual impact you seek. Changing the sparkline style allows you to alter how the sparkline chart appears. The following steps change the sparkline chart style.

1 • Click the More

button (Sparkline Tools Design tab | Style group) to display the Sparkline Style gallery (Figure 3–39).

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2 • Click ‘Sparkline

Style Accent 4, Darker 25%’ in the Sparkline Style gallery to apply the style to the sparkline chart in the selected cell, I4 in this case.

• Point to the fill handle in cell I4 and then drag through cell I16 to copy the line sparkline chart.

• Select cell I18 (Figure 3–40).

Why do sparkline charts not appear in cells I7, I8, and I15? There is no data in the ranges B7:G7, B8:G8, and B15:G15, so Excel cannot draw sparkline charts. If you added data to cells in those ranges, Excel would then generate line sparkline charts for those rows, because the drag operation defined sparkline charts for cells I7, I8, and I15.

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Figure 3–39

Figure 3–40Figure 3

‘Sparkline Style Accent 4, Darker 25%’

Sparkline Style gallery

line sparkline chart copied to range I5:I16

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To Change the Sparkline Type

In addition to changing the sparkline chart style, you also can change the sparkline chart type. Why? You may decide that a different chart type will better illustrate the characteristics of your data. As shown in Figure 3–40, most of the sparkline charts look similar. Changing the sparkline chart type allows you to decide if a different chart type will better present your data to the reader. The following steps change the line sparkline charts to column sparkline charts.

1 • Select the range I4:I16 to select the sparkline charts.

• Click the Sparkline Tools Design tab to make it the active tab.

• Click the ‘Convert to Column Sparkline’ button (Sparkline Tools Design tab | Type group) to change the sparkline charts in the selected range to the column type (Figure 3–41).

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Formatting the Worksheet The worksheet created thus far shows the financial projections for the six-month period, from January to June. Its appearance is uninteresting, however, even though some minimal formatting (formatting assumptions numbers, changing the column widths, formatting the date, and formatting the sparkline chart) was performed earlier. This section completes the formatting of the worksheet by making the numbers easier to read and emphasizing the titles, assumptions, categories, and totals, as shown in Figure 3–42.

Figure 3–41

2 • Select cell I18.

• Save the workbook again on the same storage location with the same file name.

‘Convert to Column Sparkline’ button

sparkline charts changed to column type

Type group

Sparkline Tools Design tab

BTW Customizing Sparkline Charts You can customize sparkline charts in a number of ways on the Sparkline Tools Design tab. In the Show group (Sparkline Tools Design tab), you can specify values to show as markers on the chart, such as the highest value, lowest value, any negative numbers, the first point, and the last point. You can change the color of the sparkline and markers in the Style group (Sparkline Tools Design tab).

EX 146 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

To Assign Formats to Nonadjacent Ranges

The following steps assign formats to the numbers in rows 4 through 16. Why? These formats increase the readability of the data.

1 • Select the range B4:H4 as the first range to format.

• While holding down the CTRL key, select the nonadjacent ranges B6:H6, B9:H9, B14:H14, and B16:H16, and then release the CTRL key to select nonadjacent ranges.

• Click the Number Format Dialog Box Launcher (Home tab | Number group) to display the Format Cells dialog box.

• Click Currency in the Category list (Format Cells dialog box), if necessary select 2 in the Decimal places box and then select $ in the Symbol list to ensure a dollar sign shows in the cells to be formatted, and select the black font color ($1,234.10) in the Negative numbers list to specify the desired currency style for the selected ranges (Figure 3–43).

Why was this particular style chosen for the negative numbers? In accounting, negative numbers often are shown with parentheses surrounding the value rather than with a negative sign preceding the value. Although the data being used in this module contains no negative numbers, you still must select a negative number format. It is important to be consistent when selecting negative number formats if you are applying different formats in a column; otherwise, the decimal points may not line up.

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Figure 3–42

How should you format various elements of the worksheet? A worksheet, such as the one presented in this module, should be formatted in the following manner: (1) format the numbers; (2) format the worksheet title, column titles, row titles, and total rows; and (3) format the assumptions table. Numbers in heading rows and total rows should be formatted with a currency symbol. Other dollar amounts should be formatted with a comma style. The assumptions table should be diminished in its formatting so that it does not distract from the main data and calculations in the worksheet. Assigning a smaller font size to the data in the assumptions table would set it apart from other data formatted with a larger font size.C

O N

S ID

E R

T H

title and subtitle formatted

range A1:I2 formatted

currency style with �oating dollar sign

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Why is the Format Cells dialog box used to create the format for the ranges in this step? The requirements for this worksheet call for a floating dollar sign. You can use the Format Cells dialog box to assign a currency style with a floating dollar sign, instead of using the ‘Accounting Number Format’ button (Home tab | Number group), which assigns a fixed dollar sign.

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2 • Click the OK button (Format Cells

dialog box) to close the Format Cells dialog box and apply the desired format to the selected ranges.

• Select the range B5:H5 as the next range to format.

• While holding down the CTRL key, select the range B10:H13, and then release the CTRL key to select nonadjacent ranges.

• Click the Number Format Dialog Box Launcher (Home tab | Number group) to display the Format Cells dialog box.

• Click Currency in the Category list (Format Cells dialog box), if necessary select 2 in the Decimal places box, select None in the Symbol list so that a dollar sign does not show in the cells to be formatted, and select the black font color (1,234.10) in the Negative numbers list (Figure 3–44).

Figure 3–43

Currency category

Format Cells dialog box

Home tab

sample of format

currency style to appear with two decimal places, dollar sign, and negative numbers in parentheses

OK button

Figure 3–44

Currency category

Format Cells dialog box

currency style format is same as previously applied currency style, but without dollar sign symbol

OK button

nonadjacent ranges selected

EX 148 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

3 • Click the OK button

(Format Cells dialog box) to close the Format Cells dialog box and apply the desired format to the selected ranges.

• Select an empty cell and display the formatted numbers, as shown in Figure 3–45.

Why is the Format Cells dialog box used to create the style for the ranges in Steps 2 and 3? The Format Cells dialog box is used to assign the comma style instead of the Comma Style button (Home tab | Number group), because the Comma Style button assigns a format that displays a dash (–) when a cell has a value of 0. The specifications for this worksheet call for displaying a value of 0 as 0.00 (see cell B9 in Figure 3 – 45) rather than as a dash. To create a comma style using the Format Cells dialog box, you use a currency style with no dollar sign.

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Figure 3–45

comma style

Other Ways

1. Right-click range, click Format Cells on shortcut menu, click Number tab (Format Cells dialog box), click category in Category list, select format, click OK button (Format Cells dialog box)

2. Press CTRL+1, click Number tab (Format Cells dialog box), click category in Category list, select format, click OK button (Format Cells dialog box)

To Format the Worksheet Titles

The following steps emphasize the worksheet titles in cells A1 and A2 by changing the font and font size. The steps also format all of the row headers in column A with a bold font style.

1 Press CTRL+HOME to select cell A1 and then click the column A heading to select the column.

2 Click the Bold button (Home tab | Font group) to bold all of the data in the selected column.

3 Increase the font size in cell A1 to 28 point.

4 Increase the font size in cell A2 to 16 point.

5 Select the range A1:I2 and change the fill color to Green, Accent 4 to add a background color to the selected range.

6 With A1:I2 selected, change the font color to White, Background 1.

7 Click an empty cell to deselect the range (Figure 3–46).

currency style with floating dollar sign

BTW Toggle Commands Many of the commands on the ribbon, in galleries, and as shortcut keys function as toggles. For example, if you click Freeze Panes in the Freeze Panes gallery, the command changes to Unfreeze Panes the next time you view the gallery. These types of commands work like on-off switches, or toggles.

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Figure 3–46

fill color, font color, and font size of range A1:I2 changed

To Assign Cell Styles to Nonadjacent Rows and Colors to a Cell

The following steps improve the appearance of the worksheet by formatting the headings in row 3 and the totals in rows 6, 14, and 16. Cell A4 also is formatted with a background color and font color.

1 Select the range A3:I3 and apply the Heading 2 cell style.

2 Select the range A6:H6 and while holding down the CTRL key, select the ranges A14:H14 and A16:H16.

3 Apply the Total cell style to the selected nonadjacent ranges.

4 Select cell A4 and click the Fill Color button (Home tab | Font group) to apply the last fill color used (Green, Accent 4) to the cell contents.

5 Click the Font Color button (Home tab | Font group) to apply the last font color used (White, Background 1) to the cell contents (Figure 3–47).

Other Ways

1. Right-click range, click Format Cells on shortcut menu, click Fill tab (Format Cells dialog box) to color background (or click Font tab to color font), click OK button

2. Press CTRL+1, click Fill tab (Format Cells dialog box) to color background (or click Font tab to color font), click OK button

Figure 3–47

Heading 2 cell style applied

color bar

font color and fill color changed Total cell style

applied

BTW The Fill and Font Color Buttons You may have noticed that the color bar at the bottom of the Fill Color and Font Color buttons (Home tab | Font group) (Figure 3–46) changes to the most recently selected color. To apply this same color to a cell background or text, select a cell and then click the Fill Color button to use the color as a background or click the Font Color button to use the color as a font color.

EX 150 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

To Copy a Cell’s Format Using the Format Painter Button

Why? Using the format painter, you can format a cell quickly by copying a cell’s format to another cell or a range of cells. The following steps use the format painter to copy the format of cell A4 to cells A6 and the range A16:H16.

1 • If necessary, click cell

A4 to select a source cell for the format to paint.

• Double-click the Format Painter button (Home tab | Clipboard group) and then move the pointer onto the worksheet to cause the pointer to change to a block plus sign with a paintbrush (Figure 3–48).

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Figure 3–48

Format Painter button

Clipboard group

cell A4 selected and surrounded by marquee

Home tab

block plus sign with paintbrush pointer

2 • Click cell A6 to assign the format of the source cell, A4 in this case, to the destination cell, A6 in this case.

• With the pointer still a block plus sign with a paintbrush, drag through the range A16:H16 to assign the format of the source cell, A4 in this case, to the destination range, A16:H16 in this case.

• Click the Format Painter button or press the ESC key to turn off the format painter.

• Apply the currency style to the range B16:H16 to cause the cells in the range to appear with a floating dollar sign and two decimal places (Figure 3–49).

Why does the currency style need to be reapplied to the range B16:H16? Sometimes, the use of the format painter results in unintended outcomes. In this case, changing the background fill color and font color for the range B16:H16 resulted in the loss of the currency style because the format being copied did not include the currency style. Reapplying the currency style to the range results in the proper number style, fill color, and font color.

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Figure 3–49

format of cell A4 applied to cells A6 and A16:H16 and currency style reapplied to B16:H16

Other Ways

1. Click Copy button (Home tab | Clipboard group), select cell, click Paste arrow (Home tab | Clipboard group), click Formatting button in Paste gallery

2. Right-click cell, click Copy on shortcut menu, right-click cell, click Formatting icon on shortcut menu

Working with Large Worksheets, Charting, and What-If Analysis Excel Module 3 EX 151

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To Format the What-If Assumptions Table

The following steps format the What-If Assumptions table, the final step in improving the appearance of the worksheet.

1 Select cell A18.

2 Change the font size to 8 pt.

3 Italicize and underline the text in cell A18.

4 Select the range A19:B25, and change the font size to 8 pt.

5 Select the range A18:B25 and then click the Fill Color button (Home tab | Font group) to apply the most recently used background color to the selected range.

6 Click the Font Color button (Home tab | Font group) to apply the most recently used font color to the selected range.

7 Deselect the range A18:B25 and display the What-If Assumptions table, as shown in Figure 3–50.

8 Save the workbook on the same storage location with the same file name.

What happens when I click the Italic and Underline buttons? When you assign the italic font style to a cell, Excel slants the characters slightly to the right, as shown in cell A18 in Figure 3 – 50. The underline format underlines only the characters in the cell, rather than the entire cell, as is the case when you assign a cell a bottom border.

Q &

Adding a Clustered Column Chart to the Workbook The next step in the module is to create a clustered column chart on a separate sheet in the workbook, as shown in Figure 3–51. Use a clustered column chart to compare values side by side, broken down by category. Each column shows the value for a particular category, by month in this case.

The clustered column chart in Figure 3–51 shows the projected expense amounts, by category, for each of the six months. The clustered column chart allows the user to see how the various expense categories compare with each other each month, and across months.

Recall that charts can either be embedded in a worksheet or placed on a separate chart sheet. The clustered column chart will reside on its own sheet, because if placed on the worksheet, it would not be visible when the worksheet first opens and could be missed.

Figure 3–50

font size changed to 8 point, italic, underlined

font size, font color, and fill color changed

BTW Painting a Format to Nonadjacent Ranges Double-click the Format Painter button (Home tab | Clipboard group) and then drag through the nonad- jacent ranges to paint the formats to the ranges. Click the Format Painter button again to deactivate it.

BTW Selecting Nonadjacent Ranges One of the more dif�cult tasks to learn is selecting nonadjacent ranges. To com- plete this task, do not hold down the CTRL key when you select the �rst range be- cause Excel will consider the current active cell to be the �rst selection, and you may not want the current active cell in the selection. Once the �rst range is selected, hold down the CTRL key and drag through the nonadjacent ranges. If a desired range is not visible in the window, use the scroll arrows to view the range. You need not hold down the CTRL key while you scroll.

EX 152 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

In this worksheet, the ranges to chart are the nonadjacent ranges B3:G3 (month names) and A9:G13 (monthly projected expenses, by category). The month names in the range B3:G3 will identify the major groups for the chart; these entries are called category names. The range A9:G13 contains the data that determines the individual columns in each month cluster, along with the names that identify each column; these entries are called the data series. Because six months of five expense categories are being charted, the chart will contain six clusters of five columns each, unless a category has the value of zero for a given month.

To Draw a Clustered Column Chart on a Separate Chart Sheet Using the Recommended Charts Feature

Why? This Excel feature evaluates the selected data and makes suggestions regarding which chart types will provide the most suitable representation. The following steps use the Recommended Charts feature to draw the clustered column chart on a separate chart sheet.

1 • Select the range A3:G3 to

identify the range of the categories.

• Hold down the CTRL key and select the data range A9:G13.

• Display the Insert tab.

• Click the Recommended Charts button (Insert tab | Charts group) to display the Insert Chart dialog box with the Recommended Charts tab active (Figure 3–52).

Experiment

• Click the various recommended chart types, reading the description for each of its best use and examining the chart preview.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–52

Figure 3–51

chart title changed

clustered column chart

chart style changed

OK button

Recommended Charts button

Clustered Column Chart

description of chart, and when to use it

preview of chart

Insert Chart dialog box

Recommended Charts tab

BTW Charts When you change a value on which a chart is dependent, Excel immediately redraws the chart based on the new value. With bar charts, you can drag the bar in the chart in one direction or another to change the corresponding value in the worksheet.

BTW Chart Items When you rest the pointer over a chart item, such as a legend, bar, or axis, Excel displays a chart tip containing the name of the item.

Working with Large Worksheets, Charting, and What-If Analysis Excel Module 3 EX 153

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3 • Click the OK button

(Move Chart dialog box) to move the chart to a new chart sheet with a new sheet tab name, Expense Chart (Figure 3–54).

Why do January and February have only four columns charted? Both January and February have a value of $0 for the Bonus category. Values of zero are not charted in a column chart, so these two months have one fewer column than the other months.

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A 2 • Click the first

Clustered Column recommended chart to select it and then click the OK button (Insert Chart dialog box).

• When Excel draws the chart, click the Move Chart button (Chart Tools Design tab | Location group) to display the Move Chart dialog box.

• Click New sheet (Move Chart dialog box) and then type Expense Chart in the New sheet text box to enter a sheet tab name for the chart sheet (Figure 3–53).

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Figure 3–53

OK button

New sheet option button

New sheet text box

Move Chart button

Move Chart dialog box

Other Ways

1. Select range to chart, PRESS F11

Figure 3–54

new sheet created with new sheet tab name

EX 154 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

To Insert a Chart Title

The next step is to insert a chart title. Why? A chart title identifies the chart content for the viewer. Before you can format a chart item, such as the chart title, you must select it. The following step inserts a chart title.

1 • Click anywhere in the

chart title placeholder to select it.

• Select the text in the chart title placeholder and then type Six- Month Projected Expenses to add a new chart title.

• Select the text in the new title and then display the Home tab.

• Click the Underline button (Home tab | Font group) to assign an underline format to the chart title (Figure 3–55).

• Click anywhere outside of the chart title to deselect it.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–55

Underline button

Home tab

chart title added and underlined

To Add Data Labels

The next step is to add data labels. Why? Data labels can make a chart more easily understood. You can remove them if they do not accomplish that. The following steps add data labels.

1 • Click the Chart

Elements button (on the chart) to display the Chart Elements gallery. Point to Data Labels to display an arrow and then click the arrow to display the Data Labels fly-out menu (Figure 3–56).

Experiment

• If you are using a mouse, point to each option on the Data Labels fly-out menu to see a live preview of the data labels.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–56

Chart Elements button

Data Labels arrow

Outside End command

Data Labels element

Chart Elements gallery

Data Labels fly-out menu

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2 • Click Outside End

on the Data Labels fly-out menu so that data labels are displayed outside the chart at the end of each column.

• Click the Chart Elements button to close the gallery (Figure 3–57).

To Apply Chart Filters

Why? With some data, you may find that certain data series or categories make it difficult to examine differences and patterns between other series or categories. Excel allows you to easily filter data series and categories to allow more in-depth examinations of subsets of data. In this case, filters can be used to temporarily remove the compensation categories Bonus and Commission from the chart, to allow a comparison across the non-compensation expenses. The following steps apply filters to the clustered column chart.

1 • Click the Chart

Filters button (on the chart) to display the Chart Filters gallery.

• In the Series section, click the Bonus and Commission check boxes to remove their check marks and then click the Apply button to filter these series from the chart (Figure 3–58).

What happens when I remove the check marks from Bonus and Commission? When you remove the check marks from Bonus and Commission, Excel filters the Bonus and Commission series out and redraws the chart without them.

2 • Click the Chart Filters button to close the gallery.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

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Figure 3–57

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Chart Elements button

data labels displayed at outside end of columns

Figure 3–58

Chart Filters gallery

Bonus and Commission series no longer appear in legend

Series section

Bonus and Commission series check boxes cleared

Chart Filters button

Apply button

EX 156 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

2 • Click the Chart

Elements button to remove the Chart Elements gallery from the window.

• Select the placeholder text in the vertical axis title and replace it with $ (a dollar sign).

• Right-click the axis title to display a shortcut menu (Figure 3–60).

To Add an Axis Title to the Chart

Why? Often the unit of measurement or categories for the charted data is not obvious. You can add an axis title, or titles for both axes, for clarity or completeness. The following steps add an axis title for the vertical axis.

1 • If necessary, click

anywhere in the chart area outside the chart to select the chart.

• Click the Chart Elements button to display the Chart Elements gallery. Point to Axis Titles to display an arrow and then click the arrow to display the Axis Titles fly-out menu.

Experiment

• Point to each option on the fly-out menu to see a live preview of the axes’ titles.

• Click Primary Vertical on the Axis Titles fly-out menu to add an axis title to the vertical axis (Figure 3–59).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–59

Figure 3–60

axis title added to vertical axis

Axis Titles check box selected

Axis Titles fly-out menu

Primary Vertical check box selected

placeholder text replaced with $

shortcut menu

‘Format Axis Title’ command

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3 • Click ‘Format Axis

Title’ on the shortcut menu to open the Format Axis Title task pane.

• If necessary, click the Title Options tab, click the ‘Size & Properties’ button, and then, if necessary, click the Alignment arrow to expand the Alignment section.

• Click the Text direction arrow to display the Text direction list (Figure 3–61).

• Click Horizontal in the Text direction list to change the orientation of the vertical axis title.

• Click the Close button (shown in Figure 3–61) on the task pane to close the Format Axis Title task pane.

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Figure 3–61

To Change the Chart Style

Why? You decide that a chart with a different look would better convey meaning to viewers. The following steps change the chart style.

1 • Click the More

button (Chart Tools Design tab | Chart Styles group) (shown in Figure 3–61) to display the Chart Styles gallery (Figure 3–62).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–62

Format Axis Title task pane

Close button

Horizontal command

‘Size & Properties’ button

Text direction arrow

axis title alignment changed to horizontal

Chart Tools Design tab

Style 3

Chart Styles gallery

EX 158 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

2 • Click Style 3 to apply

a new style to the chart (Figure 3–63).

Experiment

• Point to the various chart styles to see a live preview of each one. When you have finished, click Style 3 to apply that style.

Figure 3–63

To Modify the Chart Axis Number Format

Why? The two decimal places in the vertical chart axis numbers are not necessary and make the axis appear cluttered. The following steps format the numbers in the chart axis to contain no decimal places.

1 • Right-click any

value on the vertical axis to display the shortcut menu (Figure 3–64).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–64

Style 3 applied to chart

shortcut menu

Format Axis command

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2 • Click Format Axis on the shortcut

menu to open the Format Axis task pane.

• If necessary, click the Axis Options tab in the Format Axis task pane and then scroll until Number is visible. Click the Number arrow to expand the Number section and then scroll to review options related to formatting numbers.

• Change the number in the Decimal places text box to 0 (Figure 3–65).

3 • Close the Format Axis task pane.

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Figure 3–65

To Remove Filters and Data Labels

You decide that the data labels on the bars are distracting and add no value to the chart. You decide to remove the data labels and filters so that all expense data is once again visible. The following steps remove the data labels and the filters.

1 Click the Chart Elements button to display the Chart Elements gallery.

2 Click the Data Labels check box to remove the check mark for the data labels.

3 Click the Chart Elements button again to close the gallery.

4 Click the Chart Filters button to display the Chart Filters fly-out menu.

5 In the Series section, click Bonus and then Commission, click the Apply button to add the compensation data back into the chart, and then click the Chart Filters button again to close the menu (Figure 3–66).

expanded Number section

Figure 3–66

filters and data labels removed

Format Axis task pane

close button

decimal places changed to 0

BTW Chart Templates Once you create and format a chart to your liking, consider saving the chart as a template so that you can use it to format additional charts. Save your chart as a chart template by accessing the chart shortcut menu and then selecting ‘Save as Template’ from that shortcut menu. The chart template will appear in the Templates folder for Charts. When you want to use the template, click the Templates folder in the All Charts sheet (Insert Chart dialog box) and then select your template.

EX 160 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

To Reorder the Sheet Tabs

Why? You want the most important worksheets to appear first in a workbook, so you need to change the order of sheets. The following step reorders the sheets so that the worksheet precedes the chart sheet in the workbook.

1 • Drag the Six-Month

Financial Projection tab to the left so that it precedes the Expense Chart sheet tab to rearrange the sequence of the sheets (Figure 3–68).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Organizing the Workbook Once the content of the workbook is complete, you can address the organization of the workbook. If the workbook has multiple worksheets, place the worksheet on top that you want the reader to see first. Default sheet names in Excel are not descriptive. Renaming the sheets with descriptive names helps the reader find information that he or she is looking for. Modifying the sheet tabs through the use of color further distinguishes multiple sheets from each other.

To Rename and Color Sheet Tabs

The following steps rename the sheets and color the sheet tabs.

1 Change the color of the Expense Chart sheet tab to Green, Accent 4 (column 8, row 1).

2 Double-click the sheet tab labeled Sheet1 at the bottom of the screen.

3 Type Six-Month Financial Projection as the new sheet tab name and then press the ENTER key.

4 Change the sheet tab color of the Six-Month Financial Projection sheet to Blue, Accent 2 (column 6, row 1) and then select an empty cell (Figure 3–67).

Figure 3–67

sheet tab color changed

sheet tab renamed and color changed

Other Ways

1. To move sheet, right-click sheet tab, click Move or Copy on shortcut menu, click OK button

Figure 3–68

sheet tabs reordered

Working with Large Worksheets, Charting, and What-If Analysis Excel Module 3 EX 161

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To Check Spelling in Multiple Sheets

By default, the spelling checker reviews spelling only in the selected sheets. It will check all the cells in the selected sheets, unless you select a range of two or more cells. Before checking the spelling, the following steps select both worksheets in the workbook so that both are checked for any spelling errors.

1 With the Six-Month Financial Projection sheet active, press CTRL+HOME to select cell A1. Hold down the CTRL key and then click the Expense Chart tab to select both sheets.

2 Display the Review tab and then click the Spelling button (Review tab | Proofing group) to check spelling in the selected sheets.

3 Correct any errors and then click the OK button (Spelling dialog box or Microsoft Excel dialog box) when the spelling checker is finished.

To Preview and Print the Worksheet

After checking the spelling, the next step is to preview and print the worksheets. As with spelling, Excel previews and prints only the selected sheets. In addition, because the worksheet is too wide to print in portrait orientation, the orientation must be changed to landscape. The following steps adjust the orientation and scale, preview the worksheets, and then print the worksheets.

1 If both sheets are not selected, hold down the CTRL key and then click the tab of the inactive sheet.

2 Click File on the ribbon to open the Backstage view.

3 Click the Print tab in the Backstage view to display the Print gallery.

4 Click the Portrait Orientation button in the Settings area and then select Landscape Orientation to select the desired orientation.

5 Click the No Scaling button in the Settings area and then select ‘Fit Sheet on One Page’ to cause the worksheets to print on one page.

6 Verify that the selected printer will print a hard copy of the document. If necessary, click the printer button to display a list of available printer options and then click the desired printer to change the currently selected printer.

7 Click the Print button in the Print gallery to print the worksheet in landscape orientation on the currently selected printer.

8 When the printer stops, retrieve the printed worksheets (shown in Figure 3–69a and Figure 3–69b).

9 Right-click the Six-Month Financial Projection tab, and then click Ungroup Sheets on the shortcut menu to deselect the Expense Chart tab.

10 Save the workbook again on the same storage location with the same file name.

BTW Checking Spelling Unless you first select a range of cells or an object before starting the spelling checker, Excel checks the entire selected worksheet, including all cell values, cell comments, embedded charts, text boxes, buttons, and headers and footers.

BTW Distributing a Workbook Instead of printing and distributing a hard copy of a workbook, you can distribute the workbook electronically. Options include sending the workbook via email; posting it on cloud storage (such as OneDrive) and sharing the file with others; posting it on social media, a blog, or other website; and sharing a link associated with an online location of the workbook. You also can create and share a PDF or XPS image of the workbook, so that users can view the file in Acrobat Reader or XPS Viewer instead of in Excel.

EX 162 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

Figure 3–69a

To Shrink and Magnify the View of a Worksheet or Chart

You can magnify (zoom in) or shrink (zoom out) the appearance of a worksheet or chart by using the Zoom button (View tab | Zoom group). Why? When you magnify a worksheet, Excel enlarges the view of the characters on the screen, but shows fewer columns and rows. Alternatively, when you shrink a worksheet, Excel is able to display more columns and rows. Magnifying or shrinking a worksheet affects only the view; it does not change the window size or the size of the printout of the worksheet or chart. The following steps shrink and magnify the view of the worksheet.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–69b

Changing the View of the Worksheet With Excel, you easily can change the view of the worksheet. For example, you can magnify or shrink the worksheet on the screen. You also can view different parts of the worksheet at the same time by using panes.

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1 • If cell A1 is not active, press CTRL+HOME.

• Display the View tab and then click the Zoom button (View tab | Zoom group) to display a list of magnifications in the Zoom dialog box (Figure 3–70).

2 • Click 75% and then click the OK button (Zoom dialog box) to shrink the display of the worksheet (Figure 3–71).

The number of columns and rows appearing on your screen may differ from Figure 3–71.

Figure 3–71

Figure 3–70

Zoom dialog boxZoom button

75% zoom

rows 1 through 16 are visible

zoom slider

at 75%, rows 1 through 23 are visible

View tab

EX 164 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

3 • Click the Zoom

Out button on the status bar until the worksheet is displayed at 70% and all worksheet content is visible (Figure 3–72). The number of columns and rows appearing on your screen may differ from Figure 3–72.

Figure 3–72

Figure 3–73

at 70%, all worksheet content is visible

100% button

4 • Click the 100% button (View tab | Zoom group) to display the worksheet at 100%.

Other Ways

1. Drag zoom slider to increase or decrease zoom level

To Split a Window into Panes

When working with a large worksheet, you can split the window into two or four panes to view different parts of the worksheet at the same time. Why? Splitting the Excel window into four panes at cell E8 allows you to view all four corners of the worksheet simultaneously. The following steps split the Excel window into four panes.

1 • Select cell E8, the

intersection of the four proposed panes, as the cell at which to split the window.

• If necessary, display the View tab (Figure 3–73).

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

panes will be divided above and to the left of the active cell

Zoom Out button

View tab

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2 • Click the Split button (View tab | Window group) to divide the window into four panes.

• Use the scroll arrows to show the four corners of the worksheet at the same time (Figure 3–74).

What is shown in the four panes? The four panes in Figure 3 – 74 show the following: (1) range A1:D7 in the upper-left pane; (2) range E1:J7 in the upper-right pane; (3) range A17:D25 in the lower-left pane; and (4) range E17:J25 in the lower-right pane. The vertical split bar is the vertical bar running up and down the middle of the window. The horizontal split bar is the horizontal bar running across the middle of the window. If you use the scroll bars below the window, you will see that the panes split by the horizontal split bar scroll together horizontally. The panes split by the vertical split bar scroll together vertically when using the scroll bars to the right of the window. To resize the panes, drag either split bar to the desired location.

Q &

Other Ways

1. Double-click intersection of horizontal and vertical split bars

To Remove the Panes from the Window

The following step removes the panes from the window.

1 Click the Split button (View tab | Window group) to remove the four panes from the window.

To Freeze Worksheet Columns and Rows

Why? Freezing worksheet columns and rows is a useful technique for viewing large worksheets that extend beyond the window. Normally, when you scroll down or to the right, the column content in the top rows and the row content in the leftmost columns no longer appear on the screen. When the content of these rows and/ or columns helps to identify or define other content still visible on the worksheet, it can make it difficult to remember what the numbers in the visible cells represent. To alleviate this problem, Excel allows you to freeze columns and rows, so that their content, typically column or row titles, remains on the screen, no matter how

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Figure 3–74

Split button

vertical split bar

horizontal split bar

scroll bars for left and right panes

scroll bars for top and bottom panes

left panes move in horizontal synchronization

right panes move in horizontal synchronization

lower panes move in vertical synchronization

upper panes move in vertical synchronization

EX 166 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

Figure 3–76

column titles in row 3 remain on screen when scrolling down

1 • Scroll the worksheet

until Excel displays row 3 as the first row and column A as the first column on the screen.

• Select cell B4 as the cell on which to freeze panes.

• Click the Freeze Panes button (View tab | Window group) to display the Freeze Panes gallery (Figure 3–75).

Why should I ensure that row 3 is the first row visible? Before freezing the titles, it is important to align the first row that you want frozen with the top of the worksheet. For example, if you used the Freeze Panes button in cell B4 while displaying row 1, then Excel would freeze and display the worksheet title and subtitle, leaving only a few rows of data visible in the Six-Month Financial Projection area of the worksheet. To ensure that you can view as much data as possible, always scroll to a row that maximizes the view of your important data before freezing panes.

2 • Click Freeze Panes in the Freeze Panes gallery to freeze rows and columns to the left and above the selected cell,

column A and row 3 in this case.

• Scroll down in the worksheet until row 9 is displayed directly below row 3 (Figure 3–76).

What happens after I click the Freeze Panes command? Excel displays a thin, dark gray line on the right side of column A, indicating the split between the frozen row titles in column A and the rest of the worksheet. It also displays a thin, dark gray line below row 3, indicating the split between the frozen column titles in row 3 and the rest of the worksheet. Scrolling down or to the right in the worksheet will not scroll the content of row 3 or column A off the screen (Figure 3 – 76).

Q &

A Q

& A

Figure 3–75

View tab

Freeze Panes gallery

cell below column titles and to the right of row titles to freeze

Freeze Panes command

Freeze Panes button

thin, dark gray lines indicate border of frozen rows and columns

far down or to the right you scroll. You also may wish to keep numbers visible that you need to see when making changes to content in another part of the worksheet, such as the revenue, cost of goods sold, and gross margin information in rows 4 through 6. The following steps use the Freeze Panes button (View tab | Window group) to freeze the worksheet title and column titles in row 3, and the row titles in column A.

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To Unfreeze the Worksheet Columns and Rows

Why? Keep columns and rows frozen only as long as you need to view the worksheet in that configuration. The following steps unfreeze the titles in column A and row 3 to allow you to work with the worksheet without frozen rows and columns, or to freeze the worksheet at a different location.

1 Press CTRL+HOME to select cell B4 and view the upper-left corner of the screen.

2 Click the Freeze Panes button (View tab | Window group) to display the Freeze Panes gallery.

3 Click Unfreeze Panes in the Freeze Panes gallery to unfreeze the frozen columns and rows.

4 Display the Home tab.

5 Save the workbook again on the same storage location with the same file name.

Why does pressing CTRL+HOME select cell B4? When the titles are frozen and you press CTRL+HOME, Excel selects the upper-leftmost cell of the unfrozen section of the worksheet. For example, in Step 1 of the previous steps, Excel selected cell B4. When the titles are unfrozen, pressing CTRL+HOME selects cell A1.

What-If Analysis The automatic recalculation feature of Excel is a powerful tool that can be used to analyze worksheet data. Using Excel to scrutinize the impact of changing values in cells that are referenced by formulas in other cells is called what-if analysis or sensitivity analysis. When new data is entered, Excel not only recalculates all formulas in a worksheet but also redraws any associated charts.

In the workbook created in this module, many of the formulas are dependent on the assumptions in the range B19:B25. Thus, if you change any of the assumption values, Excel recalculates all formulas. Excel redraws the clustered column chart as well, because it is based on these numbers.

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To Analyze Data in a Worksheet by Changing Values

Why? The effect of changing one or more values in the What-If Assumptions table — essentially posing what-if questions — allows you to review the results of different scenarios. In this case, you are going to examine what would happen to the six-month operating income (cell H16) if the following changes were made in the What-If Assumptions table: Bonus $3,500.00 to $5,000.00; Commission 25.00% to 22.50%; Equipment Repair and Maintenance 3.50% to 4.00%. To answer a question like this, you need to change only the second, fourth, and seventh values in the What-If Assumptions table. The following step splits the screen, which allows you to view income and expense figures simultaneously, and then changes values in the worksheet to answer a what-if question. When a new value is entered, Excel recalculates the formulas in the worksheet and redraws the clustered column chart to reflect the new data.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

BTW Freezing Titles If you want to freeze only column headings, select the appropriate cell in column A before you click the Freeze Panes button (View tab | Window group). If you want to freeze only row titles, select the appropriate cell in row 1 before you click the Freeze Panes button. To freeze both column headings and row titles, select the cell that is the intersection of the column and row titles before you click the Freeze Panes button.

EX 168 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

1 • Scroll the worksheet so that row 4 is the first row visible on the worksheet.

• Click in cell A7 to select the row above which to split the window.

• Click the Split button (View tab | Window group) to split the window after row 6.

• Use the scroll arrows in the lower-right pane to scroll the window content until row 9 is the first row visible in the lower part of the screen, as shown in Figure 3–77.

• Enter 5,000 in cell B20, 22.50% in cell B22, and 4.00% in cell B25 (Figure 3–77), which causes the six-month operating income in cell H16 to increase from $136,517.50 to $139,057.50.

• Save the workbook again on the same storage location with the same file name.

To Goal Seek

Why? If you know the result you want a formula to produce, you can use goal seeking to determine the value of a cell on which the formula depends. The previous step, which made changes to the What-If Assumptions table, resulted in an operating income that approaches but does not reach $145,000.00. The following steps use the Goal Seek command (Data tab | Forecast group) to determine what Site Rental percentage (cell B23), in conjunction with the earlier changes in assumptions, will yield a six-month operating income of $145,000 in cell H16, rather than the $139,057.50 calculated in the previous set of steps.

Figure 3–77

Split button

window split to keep Revenue and Gross Margin visible during what-if analysis

change in assumptions results in increase in operating income

assumptions changed for Bonus, Commission, and Equipment Repair and Maintenance

Working with Large Worksheets, Charting, and What-If Analysis Excel Module 3 EX 169

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1 • If necessary, use the scroll arrows in the lower pane to ensure that you can view all of the What-If Assumptions

table and the Operating Income figures.

• Select cell H16, the cell that contains the six-month operating income.

• Display the Data tab and then click the ‘What-If Analysis’ button (Data tab | Forecast group) to display the What-If Analysis menu (Figure 3–78).

2 • Click Goal Seek to

display the Goal Seek dialog box with the Set cell box set to the selected cell, H16 in this case.

• Click the To value text box, type 145,000 and then click the ‘By changing cell’ box to select the ‘By changing cell’ box.

• Click cell B23 on the worksheet to assign the current cell, B23 in this case, to the ‘By changing cell’ box (Figure 3–79).

Figure 3–78

Data tab ‘What-If Analysis’ button

cell H16 selected

Goal Seek command What-if Analysis menu

Figure 3–79

OK button

cell to change to reach goal

goal

active cell is cell on which to seek goal

EX 170 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

3 • Click the OK button (Goal Seek dialog box) to goal seek for the sought-after value in the To value text box,

$145,000.00 in cell H16 in this case (Figure 3–80).

What happens when I click the OK button? Excel changes cell H16 from $139,057.50 to the desired value of $145,000.00. More importantly, Excel changes the Site Rental assumption in cell B23 from 10.00% to 8.61% (Figure 3 – 80). Excel also displays the Goal Seek Status dialog box. If you click the OK button, Excel keeps the new values in the worksheet. If you click the Cancel button, Excel redisplays the original values.

4 • Click the Cancel button in the Goal Seek Status dialog box to redisplay the original values in the worksheet.

5 • Click the Split button (View tab | Window group) to remove the two panes from the window.

Q &

Goal Seeking Goal seeking assumes you can change the value of only one cell referenced directly

or indirectly to reach a specific goal for a value in another cell. In this example, to change the six-month operating income in cell H16 to $145,000.00, the Site Rental percentage in cell B23 must decrease by 1.39% from 10.00% to 8.61%.

You can see from this goal seeking example that the cell to change (cell B23) does not have to be referenced directly in the formula or function. For example, the six-month operating income in cell H16 is calculated by the function =SUM(B16:G16). Cell B23 is not referenced in this function. Instead, cell B23 is referenced in the formulas in row 11, on which the monthly operating incomes in row 16 are based. By tracing the formulas and functions, Excel can obtain the desired six-month operating income by varying the value for the Site Rental assumption.

Figure 3–80

Goal Seek Status dialog box

Cancel button

goal reached by reducing site rental

Working with Large Worksheets, Charting, and What-If Analysis Excel Module 3 EX 171

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Insights The Insights feature in Excel uses the Bing search engine and other Internet resources to help you locate more information about the content in your workbooks. One common use of this feature is to look up the definition of a word. When looking up a definition, Excel uses contextual data so that it can return the most relevant information.

To Use the Smart Lookup Insight

Smart Lookup uses Bing and other Internet resources to find useful information about text in your spreadsheet and then displays that information in the Insights task pane. Why? If you need additional information about some terminology in a workbook you are creating or viewing, Smart Lookup can provide that information. The following steps use Smart Lookup to look up information about the text in cell A6.

1 • Select cell A6.

• Display the Review tab and then click Smart Lookup (Review tab | Insights group) to display the Insights task pane containing information about the text in the selected cell (Figure 3–81).

Why did I see a ‘We value your privacy’ message? This message appears the first time you use the Smart Lookup insight. If you agree to the terms, click the Got it button to continue.

1 ENTER HEADINGS & DATA | 2 ENTER FORMULAS & FUNCTIONS | 3 CREATE SPARKLINE CHARTS

4 FORMAT WORKSHEET | 5 CREATE COLUMN CHART | 6 CHANGE VIEWS | 7 ASK WHAT-IF QUESTIONS

Q &

Figure 3–81

Smart Lookup button

Insights group

selected cell

Review tab

Insights task pane shows information about text in selected cell

Close button

EX 172 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

2 • Click the Close button on the Insights task pane to close the task pane.

• If desired, sign out of your Microsoft account.

• Exit Excel.

Accessibility Features Excel provides a utility that can be used to check a workbook for potential issues related to accessibility. Accessibility refers to the practice of removing barriers that may prevent individuals with disabilities from interacting with your data or the app. To use the Check Accessibility command, click File on the ribbon to open the Backstage view, click the Info tab, click the ‘Check for Issues’ button, and then click Check Accessibility. Excel will check your workbook for content that could prove difficult for people with disabilities to read, either alone or with adaptive tools. The resulting report (Figure 3–82 shows an example) will identify issues and offer suggestions for addressing the reported issues.

Figure 3–82

Accessibility Checker task pane shows inspection results

Summary In this module, you learned how to use Excel to create a six-month financial projection workbook. Topics covered included rotating text in a cell, creating a series of month names, entering and formatting the system date, using absolute and mixed cell references, using the IF function, creating and changing sparkline charts, using the format painter, creating a clustered column chart, using chart filters, reordering sheet tabs, changing the worksheet view, freezing and unfreezing rows and columns, answering what-if questions, goal seeking, using Smart Lookup, and understanding accessibility features.

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What decisions will you need to make when creating your next worksheet to evaluate and analyze data using what-if analysis? Use these guidelines as you complete the assignments in this module and create your own worksheets for evaluating and analyzing data outside of this class.

1. Determine the workbook structure.

a) Determine the data you will need for your worksheet.

b) Determine the layout of your data on the worksheet.

c) Determine the layout of the assumptions table on the worksheet.

d) Determine the location and features of any charts.

2. Create the worksheet.

a) Enter titles, subtitles, and headings.

b) Enter data, functions, and formulas.

3. Format the worksheet.

a) Format the titles, subtitles, and headings.

b) Format the numbers as necessary.

c) Format the text.

4. Create and use charts.

a) Select data to chart.

b) Select a chart type for selected data.

c) Format the chart elements.

d) Filter charts if necessary to view subsets of data.

5. Perform what-if analyses.

a) Adjust values in the assumptions table to review scenarios of interest.

b) Use Goal Seek to determine how to adjust a variable value to reach a particular goal or outcome.

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Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Understanding Logical Tests and Absolute Cell Referencing Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the required files.

Instructions Part 1: For each of the following logical tests, indicate whether an IF function in Excel would return a value of True or False; given the following cell values: C2 = 88; H12 = 15; L3 = 24; M14 = 150; and G4 = 5.

1. C2 > H12 Returned value: _______________________ 2. L3 = G4 Returned value: _______________________ 3. M14 + 15 * H12 / 10 <= L3 Returned value: _______________________ 4. M14 – G4 < H12 / C2 Returned value: _______________________ 5. (C2 + H12) * 2 >= L3 – (C2 / 4) * 2 Returned value: _______________________ 6. L3 + 300 > H12 * G4 + 10 Returned value: _______________________ 7. G4 * M14 >= 2 * (H12 + 25) Returned value: _______________________ 8. H12 = 10 * (C2 / 8) Returned value: _______________________

Instructions Part 2: Write cell L23 as a relative reference, absolute reference, mixed reference with the column varying, and mixed reference with the row varying.

Instructions Part 3: Run Excel. Open the workbook Apply 3-1 Absolute Cell References. You will re-create the numerical grid pictured in Figure 3–83.

Perform the following tasks: 1. Enter a formula in cell C8 that divides the sum of cells C5 through C7 by cell C4. Write the

formula so that when you copy it to cells D8:F8, Excel adjusts all the cell references according to the destination cells. Verify your formula by checking it against the values found in cells C8, D8, E8, and F8 in Figure 3–83.

Figure 3–83

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2. Enter a formula in cell G5 that divides the sum of cells C5 through F5 by cell B5. Write the formula so that when you copy the formula to cells G6 and G7, Excel adjusts all the cell references according to the destination cells. Verify your formula by checking it against the values found in cells G5, G6, and G7 in Figure 3–83.

3. Enter a formula in cell C9 that divides the sum of cells C5 through C7 by cell C4. Write the formula using an absolute cell reference so that when you copy the formula to cells D9:F9, cell C4 remains absolute. Verify your formula by checking it against the values found in cells C9, D9, E9, and F9 in Figure 3–83.

4. Enter a formula in cell H5 that divides the sum of cells C5:F5 by cell B5. Write the formula using an absolute cell reference so that when you copy the formula to cells H6 and H7, cell B5 remains absolute. Verify your formula by checking it with the values found in cells H5, H6, and H7 in Figure 3–83.

5. Apply the worksheet name, Cell References, to the sheet tab and apply the Orange, Accent 2 Theme color to the sheet tab.

6. If requested by your instructor, add a dash followed by your name to the worksheet title in cell A1.

7. Save the workbook using the file name, Apply 3-1 Absolute Cell References Complete. Submit the revised workbook as specified by your instructor.

8. How would you rewrite the formula in cell H5 using relative and mixed cell references only, to come up with the same result as showing in Figure 3–83, and to produce the results currently showing in cells G6 and G7 in cells H6 and H7 when the formula in cell H5 is copied to those cells?

Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

The Fill Handle and Nested IF Functions Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the required files.

Perform the following tasks: Instructions Part 1: Run Excel. Open the workbook Extend 3-1 Fill and IF. If necessary, make Fill the active sheet.

1. Use the fill handle on one column at a time to propagate the 12 series through row 14, as shown in Figure 3–84. (Hint84. (Hint84. ( : Search in Help to learn more about the fill handle and Auto Fill.) In cells O2:O13, indicate the actions used with the fill handle to propagate the series. For instance, in cell O2, enter Drag. For instances where you need to select something other than the cell in row 2 prior to using the fill handle, enter the selection and then the drag action, A2:A3 Drag for example.

2. Select cell D20. While holding down the ctrl key, one at a time drag the fill handle three cells to the right, to the left, up, and down to generate four series of numbers beginning with zero and incremented by one.

3. Select cell H20. Point to the cell border so that the pointer changes to a plus sign with four arrows. Drag the pointer down to cell H22 to move the contents of cell H20 to cell H22.

4. If necessary, select cell H22. Point to the cell border so that the pointer changes to a plus sign with four arrows. While holding down the ctrl key, drag the pointer to cell K22 to copy the contents of cell H22 to cell K22.

Continued >

EX 176 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

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5. Select cell K20. Drag the fill handle in to the center of cell K20 until that the cell is shaded and the cell contents are deleted.

6. Select cell range H2:I14, and insert a 3-D column chart on a new sheet.

7. Change the chart title to Annual Breakdown.

8. Add a data table with no legend keys to the chart.

9. Apply the chart sheet name, Column Chart, to the sheet and move the sheet to follow the Fill sheet.

10. Save the workbook using the file name, Extend 3-1 Fill and IF Complete.

Instructions Part 2: Switch to the IF sheet in the Extend 3-1 Fill and IF Complete workbook. 1. Write an IF function in cell C2 that assigns a grade of ‘Pass’ if the score in cell B2 is 50 or

above, and a grade of ‘Fail’ if the score in cell B2 is below 50. Copy this function to cells C3:C18.

2. Write a nested IF function in cell D2 that assigns a grade of A for scores between 80 and 100, a grade of B for scores between 65 and 79, a grade of C for scores between 50 and 64, and a grade of F for scores below 50. (Hintof F for scores below 50. (Hintof F for scores below 50. ( : Search in Help for nested IF when constructing your function.) Copy this function to cells D3:D18.

3. If requested by your instructor, change the student number in cell A3 on the IF sheet to your student number.

4. Save the workbook and submit the revised workbook as specified by your instructor.

5. Students who do not take a test receive a score of NS. How would you include a score of NS as a grade in each of Steps 1 and 2?

Extend Your Knowledge continued

Figure 3–84

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Expand Your World Create a solution that uses cloud or web technologies by learning and investigating on your own from general guidance.

Analyzing and Graphing Development Indicators Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the required files.

Instructions: You are working as part of a group creating a report on historical education trends in the developing nation of Mali, comparing three related development indicators concerning school enrollment over time. Your task is to format the worksheet containing the historical data, chart the historical education indicators, and make the chart available to your group using OneDrive. Run Excel and then open the workbook, Expand 3-1 Education Indicators.

Perform the following tasks: 1. Save the workbook using the file name, Expand 3-1 Education Indicators Charted.

2. Format the worksheet using techniques you have learned to present the data in a visually appealing form.

3. Create charts that present the data for each of the three indicators. Think about what interested you in these indicators in the first place, and decide which chart types will best present the data. (Hint:data. (Hint:data. ( If you are not sure which types to use, consider selecting the data and using the Recommended Chart button to narrow down and preview suitable choices.) Format the charts to best present the data in a clear, attractive format.

4. Give each worksheet a descriptive name and color the tabs using theme colors. Reorder the sheets so that the data table appears first, followed by the charts.

5. If requested by your instructor, export the file to OneDrive.

6. Submit the revised workbook as specified by your instructor.

7. Justify your choice of chart types in Step 3. Explain why you selected these types over other suitable choices.

In the Labs Design, create, modify and/or use a workbook following the guidelines, concepts, and skills presented in this module. Labs 1 and 2, which increase in difficulty, require you to create solutions based on what you learned in the module; Lab 3 requires you to apply your creative thinking and problem-solving skills to design and implement a solution.

Lab 1: Eight-Year Financial Projection

Problem: Your supervisor in the finance department at August Online Technology has asked you to create a worksheet for the flagship product that will project the annual gross margin, total expenses, operating income, income taxes, and net income for the next eight years based on the assumptions in Table 3–9. The desired worksheet is shown in Figure 3–85.

Table 3 – 9 August Online Technology Financial Projection Assumptions

Units Sold in Prior Year 235,411

Unit Cost $150.00

Annual Sales Growth 3.25%

Annual Price Increase 3.00%

EX 178 Excel Module 3 Working with Large Worksheets, Charting, and What-If Analysis

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Perform the following tasks:

Instructions Part 1: Run Excel, open a blank workbook, and then create the worksheet. 1. Apply the Parallax theme to the worksheet.

2. Enter the worksheet title August Online Technology in cell A1 and the subtitle Eight- Year Financial Projection for Product X in cell A2. Format the worksheet title in cell A1 to 26-point and the worksheet subtitle in cell A2 to 16-point. Enter the system date in cell I2 using the NOW function. Format the date to the 14-Mar-12 style.

3. Change the following column widths: A = 24.00 characters; B through I = 14.00 characters. Change the heights of rows 7, 15, 17, 19, and 22 to 18.00 points.

4. Enter the eight column titles Year 1 through Year 8 in the range B3:I3 by entering Year 1 in cell B3 and then dragging cell B3’s fill handle through the range C3:I3. Format cell B3 as follows:

a. Increase the font size to 12. b. Center and italicize it. c. Angle its contents 45 degrees.

5. Use the Format Painter button to copy the format assigned to cell B3 to the range C3:I3.

6. Enter the row titles, as shown in Figure 3-85, in the range A4:A19. Change the font size in cells A7, A15, A17, and A19 to 14-point. Add thick bottom borders to the ranges A3:I3 and A5:I5. Use the Increase Indent button (Home tab | Alignment group) to increase the indent of the row titles in cell A5, the range A8:A14, and cell A18.

7. If requested by your instructor, change the entry in row 14 by inserting your surname prior to the text, Web Services.

8. Enter the table title Assumptions in cell A22. Enter the assumptions in Table 3–9 in the range A23:B27. Use format symbols when entering the numbers. Change the font size of the table title in cell A22 to 14-point and underline it.

In the Labs continued

Figure 3–85

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9. Select the range B4:I19 and then click the Number Format Dialog Box Launcher (Home tab | Number group) to display the Format Cells dialog box. Use the Number category (Format Cells dialog box) to assign the appropriate style that displays numbers with two decimal places and negative numbers in black font and enclosed in parentheses to the range B4:I19.

10. Complete the following entries:

a. Year 1 Sales (cell B4) = Units Sold in Prior Year * (Unit Cost / (1 − Margin)) b. Year 2 Sales (cell C4) = Year 1 Sales * (1 + Annual Sales Growth) * (1 + Annual Price

Increase). Copy cell C4 to the range D4:I4. c. Year 1 Cost of Goods (cell B5) = Year 1 Sales * (1 – Margin). Copy cell B5 to the range C5:I5. d. Gross Margin (cell B6) = Year 1 Sales – Year 1 Cost of Goods. Copy cell B6 to the range

C6:I6. e. Year 1 Advertising (cell B8) = 1250 + 8% * Year 1 Sales. Copy cell B8 to the range C8:I8. f. Maintenance (row 9): Year 1 = 500,000; Year 2 = 600,000; Year 3 = 440,000; Year 4 = 520,000;

Year 5 = 555,000; Year 6 = 420,000; Year 7 = 390,000; Year 8 = 400,000. g. Year 1 Rent (cell B10) = 1,000,000 h. Year 2 Rent (cell C10) = Year 1 Rent + (6.5% * Year 1 Rent). Copy cell C10 to the range

D10:I10. i. Year 1 Salaries (cell B11) = 12% * Year 1 Sales. Copy cell B11 to the range C11:I11. j. Year 1 Shipping (cell B12) = 3.6% * Year 1 Sales. Copy cell B12 to the range C12:I12. k. Year 1 Supplies (cell B13) = 1.2% * Year 1 Sales. Copy cell B13 to the range C13:I13. l. Year 1 Web Services (cell B14) = 85,000

m. Year 2 Web Services (cell C14) = Year 1 Web Services + (6% * Year 1 Web Services). Copy Year 2 Web Services (cell C14) = Year 1 Web Services + (6% * Year 1 Web Services). Copy cell C14 to the range D14:I14.

n. Year 1 Total Expenses (cell B15) = SUM(B8:B14). Copy cell B15 to the range C15:I15. o. Year 1 Operating Income (cell B17) = Year 1 Gross Margin – Year 1 Total Expenses. Copy

cell B17 to the range C17:I17. p. Year 1 Income Tax (cell B18): If Year 1 Operating Income is less than 0, then Year 1 Income

Tax equals 0; otherwise Year 1 Income Tax equals 33% * Year 1 Operating Income. Copy cell B18 to the range C18:I18.

q. Year 1 Net Income (cell B19) = Year 1 Operating Income – Year 1 Income Tax. Copy cell B19 to the range C19:I19.

r. In cell J4, insert a column sparkline chart (Insert tab | Sparklines group) for cell range B4:I4. s. Insert column sparkline charts in cells J5, J6, J8:J15, and J17:J19 using ranges B5:I5, B6:I6,

B8:I8 – B15:I15, and B17:I17 – B19:I19 respectively. 11. Apply the Currency number format with a dollar sign, two decimal places, and negative

numbers in black with parentheses to the following ranges: B4:I4, B6:I6, B8:I8, B15:I15, B17:I17, and B19:I19. Apply the comma style format to the following ranges: B5:I5 and B9:I14. Apply the Number format with two decimal places and the 1000 separator to the range B18:I18.

12. Change the background colors, as shown in Figure 3–85. Use Blue, Accent 1, Lighter 40% for the background colors.

13. Save the workbook using the file name, Lab 3-1 August Online Technology Eight-Year Financial Projection.

14. Preview the worksheet. Use the Orientation button (Page Layout tab | Page Setup group) to fit the printout on one page in landscape orientation. Preview the formulas version (ctrl+`) of the worksheet in landscape orientation using the Fit to option. Press ctrl+` to instruct Excel to display the values version of the worksheet. Save the workbook again.

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Instructions Part 2: Create a chart to present the data, shown in Figure 3–86. If necessary, run Excel and open the workbook Lab 3-1 August Online Technology Eight-Year Financial Projection.

1. Use the nonadjacent ranges B3:I3 and B19:I19 to create a Stacked Area chart (Hint:Use the nonadjacent ranges B3:I3 and B19:I19 to create a Stacked Area chart (Hint:Use the nonadjacent ranges B3:I3 and B19:I19 to create a Stacked Area chart ( use the Recommended Charts button). When the chart appears, click the Move Chart button to move the chart to a new sheet.

2. Change the chart title to Projected Net Income.

3. Use the Chart Elements button to add a vertical axis title. Edit the axis title text to read Net Income. Bold the axis title.

4. Change the Chart Style to Style 4 in the Chart Styles Gallery (Chart Tools Design tab | Chart Styles group). Use the ‘Chart Quick Colors’ button (Chart Tools Design tab | Chart Styles group) to change the color scheme to Monochromatic, Color 5.

5. Rename the sheet tabs Financial Projection and Net Income Chart. Rearrange the sheets so that the worksheet is leftmost and change the tab colors to those of your choosing.

6. Click the Financial Projection tab to return to the worksheet. Save the workbook using the same file name (Lab 3-1 August Online Technology Eight-Year Financial Projection) as defined in Part 1.

Instructions Part 3: Use Goal Seek to analyze three different sales scenarios. If necessary, open the workbook Lab 3-1 August Online Technology Eight-Year Financial Projection.

1. Divide the window into two panes between rows 6 and 7. Use the scroll bars to show both the top and bottom of the worksheet. Using the numbers in columns 2 and 3 of Table 3–10, analyze the effect of changing the annual sales growth (cell B25) and annual price increase (cell B26) on the net incomes in row 19. Record the answers for each case and submit the results in a form as requested by your instructor.

In the Labs continued

Figure 3–86

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Table 3 – 10 August Online Technology Alternative Projections

Case Annual Sales Growth Annual Price Increase

1 4.25% 2.00%

2 2.25% 3.00%

3 1.25% 4.00%

2. Close the workbook without saving it and then reopen it. Use the ‘What-If Analysis’ button (Data tab | Forecast group) to goal seek. Determine a margin that would result in a Year 8 net income of $1,500,000. Save the workbook with your needed changes as Lab 3-1 August Online Technology Eight-Year Financial Projection GS. Submit the workbook with the new values or the results of the goal seek as requested by your instructor.

3. How would you use what-if analysis tools to determine what Annual Sales Growth you would need to achieve in order to keep prices steady over the eight-year projection period?

Lab 2: Updating a Weekly Payroll Worksheet

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the required files.

Problem: PHM Reliable Catering is a company that provides catering services to both small and large businesses. You have been asked to update the weekly payroll report to reflect changes in personnel, to update certain mandatory deductions, and to add overtime computations. The final worksheet is shown in Figure 3–87. Run Excel. Open the workbook, Lab 3-2 PHM Reliable Catering Weekly Payroll Report.

Figure 3–87

Continued >

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Perform the following tasks: 1. Save the workbook using the file name, Lab 3-2 PHM Reliable Catering Weekly Payroll

Report Complete.

2. Apply the Depth theme to the worksheet.

3. Delete rows 12 through 14 to remove the statistics below the Totals row.

4. Delete column B. Set column A width to 31.00 and columns B through K to 11.00. Select row 3 and set text to wrap in this row using the Wrap Text button (Home tab | Alignment group), and then set the row height to best fit.

5. Delete the record for the employee Evans, Timothy. Add two blank lines directly above the row for Mi, Emily, and add the information for the two new employees listed in Table 3–11.

Table 3–11 PHM Reliable Catering New Employee Data

Employee Withholding Allowances Rate Per Hour Hours Worked

James, Michael 2 16.50 32.5

Lindstrom, Ashley 0 18.00 48

6. If requested by your instructor, replace one of the employee’s names with your name.

7. If necessary, use the fill handle in cell E6 to copy the gross pay formula to the rows of the two new employees.

8. Add the Tax Rates information shown in Figure 3–87 in cells A15:B20 to your worksheet.

9. Change the font size in cell A1 to 28-point. Change the font size in cell A2 to 18-point. Change the font in cell A15 to 18-point italic and underlined. Change the row height for rows 1, 2, and 15 to best fit.

10. Insert three columns to the right of the Gross Pay column. Add the column titles Taxable Income, Social Security, and Medicare in cells F3:H3. Center the contents of cells B3:K3. Calculate the Social Security and Medicare taxes in columns G and H by multiplying the tax rates in the Tax Rates table by the Gross Pay.

11. Federal tax calculations must take into account two tiers of income tax, which are applied to the taxable income. Calculate the taxable income, which is the Gross Pay — (number of withholding allowances 3 $90).

12. Calculate the federal tax withheld. If an employee has a taxable income of greater than or equal to $689, then the federal tax withheld equals $110.85 plus the federal tax rate found in cell B19 multiplied by the taxable income in excess of $689. If an employees taxable income is $689 or less, the federal tax withheld equals the taxable income multiplied by the federal tax rate found in cell B18. Use the IF function to calculate the federal tax in Column I.

13. State tax is calculated as a percentage of federal tax. Use the tax rate in the Tax Rates table to calculate state tax in column J.

14. Calculate Net Pay in column K, as Gross Pay — Social Security, Medicare, Federal Tax, and State Tax.

15. Use the background color Gold, Accent 5, Darker 25% for the ranges A1:K2 and A15:B20.

16. Center the range B4:B11. Apply the currency style with two decimal places, no dollar signs, and negative numbers in black and parentheses to the range C4:C11 and E4:K12.

17. Apply a Thick Bottom Border to the range A3:K3. Apply the Total cell style to the range A12:K12. Apply a Thick Outside Border to the range A15:B20.

In the Labs continued

Working with Large Worksheets, Charting, and What-If Analysis Excel Module 3 EX 183

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18. Change the sheet tab name to Weekly Payroll and the tab color to match the color used as background color in cell A1.

19. Preview the worksheet. Fit the printout of the worksheet on one page in landscape orientation. Save the workbook again.

20. Submit the workbook as specified by your instructor.

Lab 3: Consider This: Your Turn Apply your creative thinking and problem-solving skills to design and implement a solution.

Transportation Costs

Instructions Part 1: You are thinking about buying a new vehicle, and you want to make sure that you buy one that offers the highest fuel savings. You decide to research hybrid cars as well as gas- only cars. Your friends are also interested in your results. Together, you decide to research the fuel costs associated with various types of vehicles. Research the gas mileage for six vehicles: three should run only on gas, and the others should be hybrid vehicles, combining gas and battery power. After you find the gas mileage for each vehicle, you will use formulas to calculate the fuel cost for one month, one year, and three years. Assume that in a typical month, you will drive 500 miles. Develop a worksheet following the general layout in Table 3–12 that shows the fuel cost analysis. Use the formulas listed in Table 3–13 and the concepts and techniques presented in this module to create the worksheet. You will need to find the average price of gas for your market. Add a chart showing the cost comparisons as an embedded chart.

Instructions Part 2: You made several decisions while creating the workbook for this assignment. Why did you select the chart type used to compare fuel costs? What other costs might you want to consider when making your purchase decision?

Table 3–12 Fuel Cost Analysis

Vehicle Miles Per Gallon Fuel Cost 1 Month Fuel Cost 1 Year Fuel Cost 3 Years

Gas 1 Formula A Formula B Formula C

Gas 2 — — —

Gas 3 — — —

Hybrid 1 — — —

Hybrid 2 — — —

Hybrid 3 — — —

Assumptions

Distance per Month 500

Price of Gas

Table 3–13 Fuel Cost Analysis Formulas

Formula A = (Distance per Month / Miles per Gallon)*Price of Gas

Formula B = ((Distance per Month / Miles per Gallon)*Price of Gas)*12

Formula C = ((Distance Per Month / Miles per Gallon)*Price of Gas)*36

Microsoft Access 2016

• Describe the features of the Access window

• Create a database

• Create tables in Datasheet and Design views

• Add records to a table

• Close a database

• Open a database

• Print the contents of a table

• Import data

• Create and use a query

• Create and use a form

• Create and print custom reports

• Modify a report in Layout view

• Perform special database operations

• Design a database to satisfy a collection of requirements

Objectives You will have mastered the material in this module when you can:

Databases and Database Objects: An Introduction

Introduction The term database describes a collection of data organized in a manner that allows access, retrieval, and use of that data. Microsoft Access 2016, usually referred to as simply Access, is a database management system. A database management system is software that allows you to use a computer to create a database; add, change, and delete data in the database; ask and answer questions concerning the data; and create forms and reports using the data.

Project — Database Creation PrattLast Associates is a human resources outsourcing company that provides HR services, such as payroll, hiring, training, and employee benefits management to small and medium-size businesses in the Midwest. Organizations might outsource only one function, such as payroll, or might outsource several functions. While there are many different ways to charge customers, PrattLast charges a set amount per employee per month. The amount varies based on number and type of functions outsourced.

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Microsoft Access 2016

Account managers serve their respective client companies by providing HR solutions and understanding the businesses for which they are responsible. The PrattLast account managers can earn bonuses if their client companies elect to outsource additional HR functions. For example, if the business currently outsources only payroll but is convinced by the account manager to add hiring to the outsourced functions, the account manager receives a bonus.

To ensure that operations run smoothly, PrattLast organizes data on its accounts and account managers in a database managed by Access. In this way, PrattLast keeps its data current and accurate and can analyze it for trends; PrattLast can also create a variety of useful reports.

In a relational database such as those maintained by Access, a database consists of a collection of tables, each of which contains information on a specific subject. Figure 1–1 shows the database for PrattLast Associates. It consists of two tables: the Account table (Figure 1–1a) contains information about PrattLast accounts, and the Account Manager table (Figure 1–1b) contains information about the account managers to whom these accounts are assigned.

Figure 1–1a Account Table

Figure 1–1b Account Manager Table AM # (Account Manager Number) for Mark Simson is 35

fields

records

The rows in the tables are called records. A record contains information about a given person, product, or event. A row in the Account table, for example, contains information about a specific account, such as the account’s name, address information, and other data.

AM # (Account Manager Number) is 35

caption for Account Number field

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Microsoft Access 2016

The columns in the tables are called fields. A field contains a specific piece of information within a record. In the Account table, for example, the fourth field, City, contains the name of the city where the account is located.

The first field in the Account table is AC #, which is an abbreviation for Account Number. PrattLast Associates assigns each account a number; the PrattLast account numbers consist of two uppercase letters followed by a three-digit number.

The account numbers are unique; that is, no two accounts have the same number. Such a field is a unique identifier. A unique identifier, as its name suggests, is a way of uniquely identifying each record in the database. A given account number will appear only in a single record in the table. Only one record exists, for example, in which the account number is JM323. A unique identifier is also called a primary key. Thus, the Account Number field is the primary key for the Account table. This means the Account Number field can be used to uniquely identify a record in the table. No two records can have the same value in the Account Number field.

The next seven fields in the Account table are Account Name, Street, City, State, Postal Code, Amount Paid, and Current Due. The Amount Paid column contains the amount that the account has paid PrattLast Associates year to date (YTD) prior to the current period. The Current Due column contains the amount due to PrattLast for the current period. For example, account JM323 is JSP Manufacturing Inc. The address is 1200 Franklin Blvd., in Wells, Indiana. The postal code is 46007. The amount paid is $19,739.70 and the current due amount is $2,095.00.

PrattLast assigns a single account manager to work with each account. The last column in the Account table, AM # (an abbreviation for Account Manager Number) gives the number of the account’s account manager. The account manager number for JSP Manufacturing is 31.

The first field in the Account Manager table is also AM #, for Account Manager Number. The account manager numbers are unique, so the Account Manager Number field is the primary key of the Account Manager table.

The other fields in the Account Manager table are Last Name, First Name, Street, City, State, Postal Code, Start Date, Salary, and Bonus Rate. The Start Date field gives the date the account manager began working for PrattLast. The Salary field gives the salary paid to the account manager thus far this year. The Bonus Rate gives the potential bonus percentage based on personal performance. The bonus rate applies when the account manager either brings in new business or recommends productivity improvements. For example, account manager 31 is Haydee Rivera. Her address is 325 Twiddy St., in Avondale, Illinois. Her postal code is 60311. Haydee started working for PrattLast on June 3, 2013. So far this year, she has been paid $48,750.00 in salary. Her bonus rate is 0.15 (15%).

The account manager number appears in both the Account table and the Account Manager table, and relates accounts and account managers. Account manager 42, Peter Lu, was recently promoted to account manager and has not yet been assigned any accounts. His account manager number, therefore, does not appear on any row in the Account table.

How would you find the name of the account manager for Midwest Library Consortium? In the Account table, you see that the account manager number for account Midwest Library Consortium is 31. To find the name of this account manager, look for the row in the Account Manager table that contains 31 in the AM # column. After you have found it, you know that the account manager for Midwest Library Consortium is Haydee Rivera.

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BTW Naming Fields Access 2016 has a number of reserved words, words that have a special meaning to Access. You cannot use these reserved words as field names. For example, Name is a reserved word and could not be used in the Account table to describe an account’s name. For a complete list of reserved words in Access 2016, consult Access Help.

AC 4 Access Module 1 Databases and Database Objects: An Introduction

In this module, you will learn how to create and use the database shown in Figure 1–1. The following roadmap identifies general activities you will perform as you progress through this module:

1. CREATE the FIRST TABLE, Account Manager, using Datasheet view. 2. ADD RECORDS to the Account Manager table. 3. PRINT the CONTENTS of the Account Manager table. 4. IMPORT RECORDS into the second table, Account. 5. MODIFY the SECOND TABLE using Design view. 6. CREATE a QUERY for the Account table. 7. CREATE a FORM for the Account table. 8. CREATE a REPORT for the Account table.

Creating a Database In Access, all the tables, reports, forms, and queries that you create are stored in a single file called a database. A database is a structure that can store information about multiple types of objects, the properties of those objects, and the relationships among the objects. The first step is to create the database that will hold your tables, reports, forms, and queries. You can use either the Blank desktop database option or a template to create a new database. If you already know the tables and fields you want in your database, you would use the Blank desktop database option. If not, you can use a template. Templates can guide you by suggesting some commonly used databases.

How would you find all the accounts assigned to Haydee Rivera? First, look in the Account Manager table to find that her number is 31. You would then look through the Account table for all the accounts that contain 31 in the AM # column. Haydee’s accounts are AC001 (Avondale Community Bank), JM323 (JSP Manufacturing Inc.), KC156 (Key Community College System), MI345 (Midwest Library Consortium), and TW001 (Tri-County Waste Disposal).

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To Create a Database

Because you already know the tables and fields you want in the PrattLast Associates database, you would use the Blank desktop database option rather than using a template. The following steps create the database.

1 Run Access. 2 Using the steps in the “To Create an Access Database” section in the Office and

Windows module, create the database on your hard disk, OneDrive, or other storage location using PrattLast Associates as the file name (Figure 1–2).

The title bar for my Navigation Pane contains All Tables rather than All Access Objects, as in the figure. Is that a problem? It is not a problem. The title bar indicates how the Navigation Pane is organized. You can carry out the steps in the text with either organization. To make your screens match the ones in the text, click the Navigation Pane arrow and then click Object Type.

I do not have the Search bar that appears in the figure. Is that a problem? It is not a problem. If your Navigation Pane does not display a Search bar and you want your screens to match the ones in the text, right-click the Navigation Pane title bar arrow to display a shortcut menu, and then click Search Bar.

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For an introduction to Windows and instruc- tions about how to perform basic Windows tasks, read the Office and Windows module at the beginning of this book, where you can learn how to resize windows, change screen resolution, create fold- ers, move and rename files, use Windows Help, and much more.

For an introduction to Office and instructions about how to perform basic tasks in Office apps, read the Office and Windows module at the beginning of this book, where you can learn how to run an application, use the rib- bon, save a file, open a file, print a file, exit an application, use Help, and much more.

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Figure 1–2

To Create a Database Using a Template

Ideally, you will design your own database, create a blank database, and then create the tables you have determined that your database should contain. If you are not sure what database design you will need, you could use a template. Templates can guide you by suggesting some commonly used databases. To create a database using a template, you would use the following steps.

If you have another database open, close it without exiting Access by clicking File on the ribbon to open the Backstage view and then clicking Close.

If you do not see a template that you want, you can search Microsoft Office online for additional templates.

Click the template you want to use. Be sure you have selected one that indicates it is for a desktop database.

Enter a file name and select a location for the database. Click the Create button to create the database.

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Navigation Pane

Object tab Access work area with one object (Table1) open

status bar

Datasheet view button is selected

title bar Close button

database name is PrattLast Associates

Access automatically creates default table

table appears in Datasheet view (rows and columns in table appear in a grid)

Maximize button changed to Restore Down button because window is maximized

View buttons

The Access Window The Access window consists of a variety of components to make your work more efficient. These include the Navigation Pane, Access work area, ribbon, shortcut menus, and Quick Access Toolbar. Some of these components are common to other Microsoft Office apps; others are unique to Access.

BTW Available Templates The templates gallery includes both desktop and web-based templates. If you are creating an Access database for your own use, select a desktop template. Web-based templates allow you to create databases that you can publish to a SharePoint server.

BTW Organizing Files and Folders You should organize and store files in folders so that you easily can find the files later. For example, if you are taking an introductory computer class called CIS 101, a good practice would be to save all Access files in an Access folder in a CIS 101 folder. For a discussion of folders and detailed examples of creating folders, refer to the Office and Windows module at the beginning of this book.

AC 6 Access Module 1 Databases and Database Objects: An Introduction

Navigation Pane and Access Work Area You work on objects such as tables, forms, and reports in the Access work area.

In the work area in Figure 1–2, a single table, Table1, is open in the work area. Object tabs for the open objects appear at the top of the work area. If you have multiple objects open at the same time, you can select one of the open objects by clicking its tab. To the left of the work area is the Navigation Pane. The Navigation Pane contains a list of all the objects in the database. You use this pane to open an object. You can also customize the way objects are displayed in the Navigation Pane.

The status bar, located at the bottom of the Access window, presents information about the database object, the progress of current tasks, and the status of certain commands and keys; it also provides controls for viewing the object. As you type text or perform certain commands, various indicators might appear on the status bar. The left edge of the status bar in Figure 1–2 shows that the table object is open in Datasheet view. In Datasheet view, the table is represented as a collection of rows and columns called a datasheet. Toward the right edge are View buttons, which you can use to change the view that currently appears.

Determining Tables and Fields Once you have created the database, you need to create the tables and fields that your database will contain. Before doing so, however, you need to make some decisions regarding the tables and fields.

Naming Tables and Fields In creating your database, you must name tables, fields, and other objects. Before

beginning the design process, you must understand the rules Access applies to table and field names. These rules are:

1. Names can be up to 64 characters in length. 2. Names can contain letters, digits, and spaces, as well as most of the punctuation

symbols. 3. Names cannot contain periods (.), exclamation points (!), accent graves ( `), or

square brackets ([ ]). 4. Each field in a table must have a unique name.

The approach to naming tables and fields used in this text is to begin the names with an uppercase letter and to use lowercase for the other letters. In multiple-word names, each word begins with an uppercase letter, and there is a space between words (for example, Account Number).

Determining the Primary Key For each table, you need to determine the primary key, the unique identifier.

In many cases, you will have obvious choices, such as Account Number or Account Manager Number. If you do not have an obvious choice, you can use the primary key that Access creates automatically. It is a field called ID. It is an autonumber field, which means that Access will assign the value 1 to the first record, 2 to the second record, and so on.

BTW Access Screen Resolution If you are using a computer or mobile device to step through the project in this module and you want your screens to match the figures in this book, you should change your screen’s resolution to 1366 x 768. For information about how to change a computer’s resolution, refer to the Office and Windows module at the beginning of this book.

BTW Naming Tables Database users typically have their own guidelines for naming tables. Some use the singular version of the object being described while others use the prefix tbl with a table name. This book uses the singular version of the object (Account, Account Manager).

BTW Multiple-Word Names There are several ways to handle multiple word names. You can omit the space (AccountNumber) or use an underscore in place of the space (Account_Number). Another option is to use an underscore in place of a space, but use the same case for all letters (ACCOUNT_NUMBER or account_number).

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Determining Data Types for the Fields For each field in your database, you must determine the field’s data type, that is,

the type of data that can be stored in the field. Four of the most commonly used data types in Access are:

1. Short Text — The field can contain any characters. A maximum number of 255 characters is allowed in a field whose data type is Short Text.

2. Number — The field can contain only numbers. The numbers can be either positive or negative. Fields assigned this type can be used in arithmetic operations. You usually assign fields that contain numbers but will not be used for arithmetic operations (such as postal codes) a data type of Short Text.

3. Currency — The field can contain only monetary data. The values will appear with currency symbols, such as dollar signs, commas, and decimal points, and with two digits following the decimal point. Like numeric fields, you can use currency fields in arithmetic operations. Access assigns a size to currency fields automatically.

4. Date & Time — The field can contain dates and/or times.

Table 1–1 shows the other data types that are available in Access.

Table 1-1 Additional Data Types

Data Type Description

Long Text Field can store a variable amount of text or combinations of text and numbers where the total number of characters may exceed 255.

AutoNumber Field can store a unique sequential number that Access assigns to a record. Access will increment the number by 1 as each new record is added.

Yes/No Field can store only one of two values. The choices are Yes/No, True/False, or On/Off.

OLE Object Field can store an OLE object, which is an object linked to or embedded in the table.

Hyperlink Field can store text that can be used as a hyperlink address.

Attachment Field can contain an attached file. Images, spreadsheets, documents, charts, and other elements can be attached to this field in a record in the database. You can view and edit the attached file.

Calculated Field specified as a calculation based on other fields. The value is not actually stored.

In the Account table, because the Account Number, Account Name, Street, City, and State can all contain letters, their data types should be Short Text. The data type for Postal Code is Short Text instead of Number because you typically do not use postal codes in arithmetic operations; you do not add postal codes or find an average postal code, for example. The Amount Paid and Current Due fields contain monetary data, so their data types should be Currency. The Account Manager Number field contains numbers, but you will not use these numbers in arithmetic operations, so its data type should be Short Text.

Similarly, in the Account Manager table, the data type for the Account Manager Number, Last Name, First Name, Street, City, State, and Postal Code fields should all be Short Text. The Start Date field should have a data type of Date & Time. The Salary field contains monetary amounts, so its data type should be Currency. The Bonus Rate field contains numbers that are not dollar amounts, so its data type should be Number.

For fields whose data type is Short Text, you can change the field size, that is, the maximum number of characters that can be entered in the field. If you set the field size

BTW Data Types Different database management systems have different available data types. Even data types that are essentially the same can have different names. The Currency data type in Access, for example, is referred to as Money in SQL Server.

BTW AutoNumber Fields AutoNumber fields also are called AutoIncrement fields. In Design view, the New Values field property allows you to increment the field sequentially (Sequential) or randomly (Random). The default is sequential.

BTW Currency Symbols To show the symbol for the Euro ( € ) instead of the dollar sign, change the Format property for the field whose data type is currency. To change the default symbols for currency, change the settings in Windows.

AC 8 Access Module 1 Databases and Database Objects: An Introduction

for the State field to 2, for example, Access will not allow the user to enter more than two characters in the field. On the other hand, fields whose data type is Number often require you to change the field size, which is the storage space assigned to the field by Access. Table 1–2 shows the possible field sizes for Number fields.

Table 1-2 Field Sizes for Number Fields

Field Size Description

Byte Integer value in the range of 0 to 255

Integer Integer value in the range of -32,768 to 32,767

Long Integer Integer value in the range of -2,147,483,648 to 2,147,483,647

Single Numeric values with decimal places to seven significant digits—requires 4 bytes of storage

Double Numeric values with decimal places to more accuracy than Single—requires 8 bytes of storage

Replication ID Special identifier required for replication

Decimal Numeric values with decimal places to more accuracy than Single or Double— requires 12 bytes of storage.

Creating a Table To create a table in Access, you must define its structure. That is, you must define all the fields that make up the table and their characteristics. You must also indicate the primary key.

In Access, you can use two different views to create a table: Datasheet view and Design view. In Datasheet view, the data in the table is presented in rows and columns, similar to a spreadsheet. Although the main reason to use Datasheet view is to add or update records in a table, you can also use it to create a table or to later modify its structure. The other view, Design view, is only used to create a table or to modify the structure of a table.

As you might expect, Design view has more functionality for creating a table than Datasheet view. That is, there are certain actions that can only be performed in Design view. One such action is assigning Single as the field size for the Bonus Rate field. In this module, you will create the first table, the Account Manager table, in Datasheet view. Once you have created the table in Datasheet view, you will use Design view to change the field size.

Whichever view you choose to use, before creating the table, you need to know the names and data types of the fields that will make up the table. You can also decide to enter a description for a particular field to explain important details about the field. When you select this field, this description will appear on the status bar. You might also choose to assign a caption to a particular field. If you assign a caption, Access will display the value you assign, rather than the field name, in datasheets and in forms. If you do not assign a caption, Access will display the field name.

What is the appropriate size for the Bonus Rate field? If the size were Byte, Integer, or Long Integer, only integers could be stored. If you try to store a value that has decimal places, such as 0.18, in fields of these sizes, the portion to the right of the decimal point would be removed, giving a result of 0. To ad- dress this problem, the bonus rate should have a size of Single, Double, or Decimal. With such small numbers involved, Single, which requires the least storage of the three, is the appropriate choice.

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BTW Naming Files The following characters cannot be used in a file name: question mark ( ? ), quotation mark ( “ ), slash ( / ), backslash ( \ ), colon ( : ), asterisk ( * ), vertical bar ( | ), greater than symbol ( > ), and less than symbol ( < ).

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When would you want to use a caption? You would use a caption whenever you want something other than the field name displayed. One common example is when the field name is relatively long and the data in the field is relatively short. In the Account Manager table, the name of the first field is Account Manager Number, but the field contains data that is only two characters long. You will change the caption for this field to AM #, which is much shorter than Account Manager Number yet still describes the field. Doing so will enable you to greatly reduce the width of the column.

How do you determine the field size? You need to determine the maximum number of characters that can be entered in the field. In some cases, it is obvious. Field sizes of 2 for the State field and 5 for the Postal Code field are certainly the appropriate choices. In other cases, you need to de- termine how many characters you want to allow. In the list shown in Table 1–3, PrattLast decided allowing 15 characters was sufficient for last names. This field size can be changed later if it proves to be insufficient.

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The results of these decisions for the fields in the Account Manager table are shown in Table 1–3. The table also shows the data types and field sizes of the fields as well as any special properties that need to be changed. The Account Manager Number field has a caption of AM #, enabling the width of the Account Manager Number column to be reduced in the datasheet.

Table 1-3 Structure of Account Manager Table

Field Name Data Type Field Size Description

Account Manager Number

Short Text 2 Primary Key Description: Unique identifier of account manager Caption: AM #

Last Name Short Text 15

First Name Short Text 15

Street Short Text 20

City Short Text 20

State Short Text 2

Postal Code Short Text 5

Start Date Date/Time (This appears as Date & Time on the menu of available data types)

Salary Currency

Bonus Rate Number Single Format: Fixed Decimal Places: 2

What is the purpose of the Format and Decimal Places properties? The format guarantees that bonus rates will be displayed with a fixed number of decimal places. Setting the decimal places property to 2 guarantees that the rates will be displayed with precisely two decimal places. Thus, a bonus rate of 0.2 will be displayed as 0.20.

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AC 10 Access Module 1 Databases and Database Objects: An Introduction

To Modify the Primary Key

When you first create your database, Access automatically creates a table for you. You can immediately begin defining the fields. If, for any reason, you do not have this table or inadvertently delete it, you can create the table by clicking Create on the ribbon and then clicking the Table button (Create tab | Tables group). In either case, you are ready to define the fields.

The following steps change the name, data type, and other properties of the first field to match the Account Manager Number field in Table 1–3, which is the primary key. Why? Access has already created the first field as the primary key field, which it has named ID. Account Manager Number is a more appropriate choice.

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

• Right-click the column heading for the ID field to display a shortcut menu (Figure 1–3).

Why does my shortcut menu look different? You displayed a shortcut menu for the column instead of the column heading. Be sure you right-click the column heading.

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Figure 1–3

• Because the data type needs to be changed from AutoNumber to Short Text, click the Data Type arrow (Table Tools Fields tab | Formatting group) to display a menu of available data types (Figure 1–5).

• Click Rename Field on the shortcut menu to highlight the current name.

• Type Account Manager Number to assign a name to the new field.

• Click the white space immediately below the field name to complete the addition of the field (Figure 1–4).

Why does the full name of the field not appear? The default column size is not large enough for Account Manager Number to be displayed in its entirety. You will address this issue in later steps.

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Figure 1–4

Rename Field command

position to click

ID field column heading

shortcut menu

Formatting group

data type is currently AutoNumber

table appears in list of tables

selected table

name changed to Account Manager Number (portion of name does not appear)

Figure 1–5

Data Type arrowShort Text data type

menu of available data types

Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book places a red outline around the callouts that point to these screen elements.

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Figure 1–6

Figure 1–7

• Click Short Text to select the data type for the field (Figure 1–6).

• Click the Field Size text box (Table Tools Fields tab | Properties group) to select the current field size, use either the DELETE or BACKSPACE keys to erase the current field size, if necessary, and then type 2 as the new field size.

• Click the Name & Caption button (Table Tools Fields tab | Properties group) to display the Enter Field Properties dialog box.

• Click the Caption text box (Enter Field Properties dialog box), and then type AM # as the caption.

• Click the Description text box, and then type Unique identifier of account manager as the description (Figure 1–7).

Field Size text box

Name & Caption button

OK button

data type changed to Short Text

caption changed

Properties group

Description changed

field size changed to 2

Enter Field Properties dialog box

• Click the OK button (Enter Field Properties dialog box) to change the caption and description (Figure 1–8).

Figure 1–8

description of Account Manager Number field

caption changed

position for next field

To Define the Remaining Fields in a Table

To define an additional field, you click the ‘Click to Add’ column heading, select the data type, and then type the field name. This is different from the process you used to modify the ID field. The following steps define the remaining fields shown in Table 1–3. These steps do not change the field size of the Bonus Rate field, however. Why? You can only change the field size of a Number field in Design view. Later, you will use Design view to change this field size and change the format and number of decimal places.

• Click the ‘Click to Add’ column heading to display a menu of available data types (Figure 1–9).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

Figure 1–9

position for next field

Short Text data type

menu of available data types

AC 12 Access Module 1 Databases and Database Objects: An Introduction

• Change the field size to 15 just as you changed the field size of the Account Manager Number field.

• Using the same technique, add the remaining fields in the Account Manager table. For the First Name, Street, City, State, and Postal Code fields, use the Short Text data type, but change the field sizes to match Table 1–3. For the Start Date field, change the data type to Date/Time. For the Salary field, change the data type to Currency. For the Bonus Rate field, change the data type to Number (Figure 1–11).

I have an extra row between the row containing the field names and the row that begins with the asterisk. What happened? Is this a problem? If so, how do I fix it? You inadvertently added a record to the table by pressing a key. Even pressing the SPACEBAR would add a record. You now have an unwanted record. To fix it, press the ESC key or click the Undo button to undo the action. You may need to do this more than once.

When I try to move on to specify another field, I get an error message indicating that the primary key cannot contain a null value. How do I correct this? First, click the OK button to remove the error message. Next, press the ESC key or click the Undo button to undo the action. You may need to do this more than once.

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• Click Short Text in the menu of available data types to select the Short Text data type.

• Type Last Name to enter a field name.

• Click the blank space below the field name to complete the change of the name. Click the blank space a second time to select the field (Figure 1–10).

After entering the field name, I realized that I selected the wrong data type. How can I correct it? Click the Data Type arrow, and then select the correct type.

I inadvertently clicked the blank space before entering the field name. How can I correct the name? Right-click the field name, click Rename Field on the shortcut menu, and then type the new name.

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Figure 1–11

fields entered

data type changed to Number

Figure 1–10

position for next field

position to click

field size

name of second field

data type for second field

Making Changes to the Structure When creating a table, check the entries carefully to ensure they are correct.

If you discover a mistake while still typing the entry, you can correct the error by repeatedly pressing the backspace key until the incorrect characters are removed. Then, type the correct characters. If you do not discover a mistake until later, you can use the following techniques to make the necessary changes to the structure:

• To undo your most recent change, click the Undo button on the Quick Access Toolbar. If there is nothing that Access can undo, this button will be dim, and clicking it will have no effect.

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Databases and Database Objects: An Introduction Access Module 1 AC 13

• To delete a field, right-click the column heading for the field (the position containing the field name), and then click Delete Field on the shortcut menu.

• To change the name of a field, right-click the column heading for the field, click Rename Field on the shortcut menu, and then type the desired field name.

• To insert a field as the last field, click the ‘Click to Add’ column heading, click the appropriate data type on the menu of available data types, type the desired field name, and, if necessary, change the field size.

• To insert a field between existing fields, right-click the column heading for the field that will follow the new field, and then click Insert Field on the shortcut menu. Right-click the column heading for the field, click Rename Field on the shortcut menu, and then type the desired field name.

• To move a field, click the column heading for the field to be moved to select the field, and then drag the field to the desired position. As an alternative to these steps, you might want to start over. To do so, click the

Close button for the table, and then click the No button in the Microsoft Access dialog box. Click Create on the ribbon, and then click the Table button to create a table. You then can repeat the process you used earlier to define the fields in the table.

• Click the Save button on the Quick Access Toolbar to display the Save As dialog box (Figure 1–12).

To Save a Table

The Account Manager table structure is complete. The final step is to save the table within the database. As part of the process, you will give the table a name. The following steps save the table, giving it the name Account Manager. Why? PrattLast has decided that Account Manager is an appropriate name for the table.

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

Figure 1–12

OK button

Save button

position to enter table name

Save As dialog box

Quick Access Toolbar

Figure 1–13

• Type Account Manager to change the name assigned to the table.

• Click the OK button (Save As dialog box) to save the table (Figure 1–13).

Other Ways

1. Click File on the ribbon, click Save in the Backstage view

2. Right-click tab for table, click Save on shortcut menu

3. Press CTRL+S

View arrow

table name changed

Views group

AC 14 Access Module 1 Databases and Database Objects: An Introduction

Other Ways

1. Click Design View button on status bar

To View the Table in Design View

Even when creating a table in Datasheet view, Design view can be helpful. Why? You easily can view the fields, data types, and properties to ensure you have entered them correctly. It is also easier to determine the primary key in Design view. The following steps display the structure of the Account Manager table in Design view so that you can verify the design is correct.

• Click the View arrow (Table Tools Fields tab | Views group) to display the View menu (Figure 1–14).

Could I just click the View button rather than the arrow? Yes. Clicking the button is equivalent to clicking the command represented by the icon currently appearing on the button. Because the icon on the button in Figure 1–14 is for Design view, clicking the button would display the table in Design view. If you are uncertain, you can always click the arrow and select from the menu.

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

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Figure 1–15

Primary Key button

field names data types

field size

key symbol indicates Account Manager Number field is primary key

Design View

descriptions

field properties (characteristics of fields that can be changed)

caption

Figure 1–14

View arrow

Design View command

View icons

View menu

View buttons

• Click Design View on the View menu to view the table in Design view (Figure 1–15). 2

Checking the Structure in Design View You should use Design view to carefully check the entries you have made. In

Figure 1–15, for example, you can see that the Account Manager Number field is the primary key of the Account Manager table by the key symbol in front of the field name. If your table does not have a key symbol, you can click the Primary Key button (Table Tools Design tab | Tools group) to designate a field as the primary key. You can also check that the data type, description, field size, and caption are all correct.

BTW The Ribbon and Screen Resolution Access may change how the groups and buttons within the groups appear on the ribbon, depending on the computer or mobile device’s screen resolution. Thus, your ribbon may look different from the ones in this book if you are using a screen resolution other than 1366 x 768.Copyright 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. WCN 02-200-203

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Databases and Database Objects: An Introduction Access Module 1 AC 15

For the other fields, you can see the field name, data type, and description without taking any special action. To see the field size and/or caption for a field, click the field’s row selector, the small box to the left of the field. Clicking the row selector for the Last Name field, for example, displays the properties for that field. You then can check to see that the field size is correct. In addition, if the field has a caption, you can check to see if that is correct. If you find any mistakes, you can make the necessary corrections on this screen. When you have finished, click the Save button to save your changes.

To Change a Field Size in Design View

Most field size changes can be made in either Datasheet view or Design view. However, changing the field size for Number fields, such as the Bonus Rate field, can only be done in Design view. Because the values in the Bonus Rate field have decimal places, only Single, Double, or Decimal are possible choices for the field size. The difference between these choices concerns the amount of accuracy, that is, the number of decimal places to which the number is accurate. Double is more accurate than Single, for example, but requires more storage space. Because the rates are only two decimal places, Single is an acceptable choice.

The following steps change the field size of the Bonus Rate field to Single, the format to Fixed, and the number of decimal places to 2. Why change the format and number of decimal places? Changing the format and number ensures that each value will appear with precisely two decimal places.

• If necessary, click the vertical scroll bar to display the Bonus Rate field. Click the row selector for the Bonus Rate field to select the field (Figure 1–16).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

Figure 1–16

Field Size box

field properties for Bonus Rate field

Field Size property

Bonus Rate field selected

row selector

• Click the Field Size box to display the Field Size arrow.

• Click the Field Size arrow to display the Field Size menu (Figure 1–17).

What would happen if I left the field size set to Long Integer? If the field size is Long Integer, Integer, or Byte, no decimal places can be stored. For example, a value of .10 would be stored as 0. If you enter rates and the values all appear as 0, chances are you did not change the field size property.

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Figure 1–17

Single field size

Field Size arrow

Field Size menu

AC 16 Access Module 1 Databases and Database Objects: An Introduction

Figure 1–18

• Click Single to select single precision as the field size.

• Click the Format box to display the Format arrow (Figure 1-18).

• Click the Format arrow to display the Format menu.

• Click Fixed to select fixed as the format.

• Click the Decimal Places box to display the Decimal Places arrow.

• Click the Decimal Places arrow to enter the number of decimal places.

• Click 2 to assign the number of decimal places.

• Click the Save button to save your changes (Figure 1–19).

Why did the ‘Property Update Options’ button appear? You changed the number of decimal places. The ‘Property Update Options’ button offers a quick way of making the same change everywhere Bonus Rate appears. So far, you have not added any data or created any forms or reports that use the Bonus Rate field, so no such changes are necessary.

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To Close the Table

Once you are sure that your entries are correct and you have saved your changes, you can close the table. The following step closes the table.

1 Click the Close button for the Account Manager table to close the table.1

Other Ways

1. Right-click tab for table, click Close on shortcut menu

Format box

Format property Single (single precision) selected as the field size Format arrow

Figure 1–19

Close button for Account Manager table

Save button

Fixed format selected

2 decimal places selected

‘Property Update Options’ button might appear

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Databases and Database Objects: An Introduction Access Module 1 AC 17

To Add Records to a Table

Creating a table by building the structure and saving the table is the first step in the two-step process of using a table in a database. The second step is to add records to the table. To add records to a table, the table must be open. When making changes to tables, you work in Datasheet view.

You often add records in phases. Why? You might not have enough time to add all the records in one session, or you might not have all the records currently available. The following steps open the Account Manager table in Datasheet view and then add the first two records in the Account Manager table (Figure 1–20).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

AM # Last Name First Name Street City State Postal Code Start Date Salary Bonus Rate

42 Lu Peter 5624 Murray Ave. Davidson IN 46007 8/3/2015 $36,750.00 0.09

31 Rivera Haydee 325 Twiddy St. Avondale IL 60311 6/3/2013 $48,750.00 0.15

• Right-click the Account Manager table in the Navigation Pane to display the shortcut menu (Figure 1–21).

Figure 1–21

• Click Open on the shortcut menu to open the table in Datasheet view.

• Click the ‘Shutter Bar Open/Close Button’ to close the Navigation Pane (Figure 1–22).

Figure 1–22

Figure 1–20

‘Shutter Bar Open/Close Button’

Open command

position to enter account manager number on first record

shortcut menu

positioned on record 1 out of 1

Datasheet view

record selector (when clicked, selects the entire record) currently positioned on first record

‘Shutter Bar Open/Close Button’ opens Navigation Pane if it is currently closed

AC 18 Access Module 1 Databases and Database Objects: An Introduction

• Click the first row in the AM # field if necessary to display an insertion point, and type 42 to enter the first account manager number (Figure 1–23).

Figure 1–23

• Press the TAB key to move to the next field.

• Enter the last name, first name, street, city, state, and postal code by typing the following entries, pressing the TAB key after each one: Lu as the last name, Peter as the first name, 5624 Murray Ave. as the street, Davidson as the city, IN as the state, and IN as the state, and IN 46007 as the postal code.

• If requested by your instructor, enter your address instead of 5624 Murray Ave. as the street. If your address is longer than 20 characters, enter the first 20 characters.

• Type 8/3/2015 in the Start Date field (Figure 1–24).

• Press the TAB key and then type 36750 in the Salary field.

Do I need to type a dollar sign? You do not need to type dollar signs or commas. In addition, because the digits to the right of the decimal point are both zeros, you do not need to type either the decimal point or the zeros.

• Press the TAB key to complete the entry for the Salary field.

• Type 0.09 in the Bonus Rate field, and then press the TAB key to complete the entry of the first record (Figure 1–25).

Do I need to type the leading zero for the Bonus Rate? Typing the leading zero is not necessary. You could type .09 if you prefer. In addition, you would not have to type any final zeros. For example, if you needed to enter 0.20, you could simply type .2 as your entry.

How and when do I save the record? As soon as you have entered or modified a record and moved to another record, Access saves the original record. This is different from other applications. The rows entered in an Excel worksheet, for example, are not saved until the entire worksheet is saved.

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Figure 1–24

Figure 1–25

currently positioned on record 2 out of 2

pencil icon in record selector column indicates record is being edited, but changes to record are not saved yet

account manager number on first record

Access creates row for new record

entering a date

first record entered and saved

select date from calendar by clicking Date Picker

position to enter account manager number on second record

Account Manager Number, Last Name, First Name, Street, City, State, Postal Code, and Start Date entered

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Databases and Database Objects: An Introduction Access Module 1 AC 19

• Use the techniques shown in Steps 3 through 5 to enter the data for the second record (Figure 1–26).

Does it matter that I entered account manager 31 after I entered account manager 42? Should the account manager numbers be in order? The order in which you enter the records is not important. When you close and later reopen the table, the records will be in account manager number order, because the Account Manager Number field is the primary key.

Experiment

• Click the Salary field on either of the records. Be sure the Table Tools Fields tab is selected. Click the Format arrow, and then click each of the formats in the Format box menu to see the effect on the values in the Salary field. When finished, click Currency in the Format box menu.

I made a mistake in entering the data. When should I fix it? It is a good idea to fix it now, although you can fix it later as well. In any case, the following section gives you the techniques you can use to make any necessary corrections. If you want to fix it now, read that section and make your corrections before proceeding to the next step.

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Figure 1–26

• Click the Close button for the Account Manager table, shown in Figure 1–26, to close the table (Figure 1–27).

• Exit Access.

Is it necessary for me to exit Access at this point? No. The step is here for two reasons. First, you will often not be able to add all the records you need to add in one sitting. In such a case, you will add some records, and then exit Access. When you are ready to resume adding the records, you will run Access, open the table, and then continue the addition process. Second, there is a break point coming up in the module. If you want to take advantage of that break, you need to first exit Access.

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Figure 1–27

second record entered and saved

clicking ‘Shutter Bar Open/Close Button’ opens the Navigation Pane

Account Manager table no longer appears

Close button for Account Manager table

Close button for Access

AC 20 Access Module 1 Databases and Database Objects: An Introduction

Making Changes to the Data As you enter data, check your entries carefully to ensure they are correct. If you

make a mistake and discover it before you press the tab key, correct it by pressing the backspace key until the incorrect characters are removed, and then type the correct characters. If you do not discover a mistake until later, you can use the following techniques to make the necessary corrections to the data:

• To undo your most recent change, click the Undo button on the Quick Access Toolbar. If there is nothing that Access can undo, this button will be dimmed, and clicking it will have no effect.

• To add a record, click the ‘New (blank) record’ button, click the position for the Account Manager Number field on the first open record, and then add the record. Do not worry about it being in the correct position in the table. Access will reposition the record based on the primary key, in this case, the Account Manager Number.

• To delete a record, click the record selector, shown in Figure 1–22, for the record that you want to delete. Then press the delete key to delete the record, and click the Yes button when Access asks you to verify that you want to delete the record.

• To change the contents of one or more fields in a record, the record must be on the screen. If it is not, use any appropriate technique, such as the up arrow and down arrow keys or the vertical scroll bar, to move to the record. If the field you want to correct is not visible on the screen, use the horizontal scroll bar along the bottom of the screen to shift all the fields until the one you want appears. If the value in the field is currently highlighted, you can simply type the new value. If you would rather edit the existing value, you must have an insertion point in the field. You can place the insertion point by clicking in the field or by pressing the f2 key. You then can use the arrow keys, the delete key, and the backspace key for making the correction. You can also use the insert key to switch between Insert and Overtype mode. When you have made the change, press the tab key to move to the next field. If you cannot determine how to correct the data, you may find that you are

“stuck” on the record, in which case Access neither allows you to move to another record nor allows you to close the table until you have made the correction. If you encounter this situation, simply press the esc key. Pressing the esc key will remove from the screen the record you are trying to add. You then can move to any other record, close the table, or take any other action you desire.

Break Point: If you wish to take a break, this is a good place to do so. You can exit Access now. To resume at a later time, run Access, open the database called PrattLast Associates, and continue following the steps from this location forward.

To Add Records to a Table that Contains Data

You can add records to a table that already contains data using a process almost identical to that used to add records to an empty table. The only difference is that you place the insertion point after the last record before you enter the additional data. To position the insertion point after the last record, you can use the Navigation buttons, which are buttons used to move within a table, found near the lower-left corner of the screen when a table is open. Why not just click the Account Manager Number (AM #) on the first open record? You could click the first open record, but it is a good habit to use the ‘New (blank) record’ button. Once a table contains more records than will fit on the screen, it is easier to click the ‘New (blank) record’ button. The purpose of each Navigation button is described in Table 1–4.

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

BTW AutoCorrect Feature The AutoCorrect feature of Access corrects common data entry errors. AutoCorrect corrects two capital letters by changing the second letter to lowercase and capitalizes the first letter in the names of days. It also corrects more than 400 commonly misspelled words.

BTW Other AutoCorrect Options Using the Office AutoCorrect feature, you can create entries that will replace abbreviations with spelled- out names and phrases automatically. To specify AutoCorrect rules, click File on the ribbon to open the Backstage view, click Options, and then click Proofing in the Access Options dialog box.

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Databases and Database Objects: An Introduction Access Module 1 AC 21

The following steps add the remaining records (Figure 1–28) to the Account Manager table.

Table 1–4 Navigation Buttons in Datasheet View

Button Purpose

First record Moves to the first record in the table

Previous record Moves to the previous record

Next record Moves to the next record

Last record Moves to the last record in the table

New (blank) record Moves to the end of the table to a position for entering a new record

Figure 1–28

• Run Access, unless it is already running.

• Open the PrattLast Associates database from your hard disk, OneDrive, or other storage location (Figure 1-29).

• If a Security Warning appears, click the Enable Content button.

Figure 1–29

• If the Navigation Pane is closed, click the ‘Shutter Bar Open/Close Button’, shown in Figure 1–27, to open the Navigation Pane (Figure 1–30).

Figure 1–30

AM # Last Name First Name Street City State Postal Code Start Date Salary Bonus Rate

58 Murowski Karen 168 Truesdale Dr. Carlton IL 60313 11/9/2016 $24,000.00 0.08

35 Simson Mark 1467 Hartwell St. Walker IN 46004 5/19/2014 $40,500.00 0.12

PrattLast Associates database is currently open

message indicates that some content has been disabled due to security settingsSECURITY WARNING

Navigation Pane appears

Enable Content button

Account Manager table

BTW Enabling Content If the database is one that you created, or if it comes from a trusted source, you can enable the content. You should disable the content of a database if you suspect that your database might contain harmful content or damaging macros.

AC 22 Access Module 1 Databases and Database Objects: An Introduction

• Right-click the Account Manager table in the Navigation Pane to display a shortcut menu.

• Click Open on the shortcut menu to open the table in Datasheet view.

Why do the records appear in a different order than the order in which I entered them? When you open the table, they are sorted in the order of the primary key. In this case, that means they will appear in Account Manager Number order.

• Close the Navigation Pane by clicking the ‘Shutter Bar Open/ Close Button’ (Figure 1–31).

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Figure 1–31

Figure 1–32

• Click the ‘New (blank) record’ button to move to a position to enter a new record (Figure 1–32).

Figure 1–33

• Add the records shown in Figure 1–28 using the same techniques you used to add the first two records (Figure 1–33).

• Close the table.

Other Ways

1. Click New button (Home tab | Records group) 2. Press CTRL+PLUS SIGN (+)

Account Manager Number field on first record currently selected

Account Manager Number field on third record currently selected

all records added

Previous record button

Next record button Last record

button

First record button

currently positioned on record 1 out of 2

‘New (blank) record’ button

position to type account manager number for new record

Close button for Account Manager table

Navigation buttons

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Databases and Database Objects: An Introduction Access Module 1 AC 23

To Resize Columns in a Datasheet

Access assigns default column sizes, which do not always provide space to display all the data in the field. In some cases, the data might appear but the entire field name will not. You can correct this problem by resizing the column (changing its size) in the datasheet. In some instances, you may want to reduce the size of a column. Why? Some fields, such as the State field, are short enough that they do not require all the space on the screen that is allotted to them. Changing a column width changes the layout, or design, of a table. The following steps resize the columns in the Account Manager table and save the changes to the layout.

• Open the Navigation Pane if it is not already open.

• Open the Account Manager table and then close the Navigation Pane.

• Point to the right boundary of the field selector for the Account Manager Number (AM #) field (Figure 1–34) so that the pointer becomes a two-headed arrow.

I am using touch and I cannot see the pointer. Is this a problem? It is not a problem. Remember that if you are using your finger on a touch screen, you will not see the pointer.

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

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Figure 1–34

• Double-click the right boundary of the field selector to resize the field so that it best fits the data.

• Use the same technique to resize all the other fields to best fit the data.

• Save the changes to the layout by clicking the Save button on the Quick Access Toolbar (Figure 1–35).

Figure 1–35

• Click the table’s Close button (shown in Figure 1–33) to close the table.

What if I closed the table without saving the layout changes? You would be asked if you want to save the changes.

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Other Ways

1. Right-click field name, click Field Width

pointer shape indicates you can resize column by dragging or by double-clicking to best fit data

columns resized

Save button

AC 24 Access Module 1 Databases and Database Objects: An Introduction

Previewing and Printing the Contents of a Table When working with a database, you will often need to print a copy of the table contents. Figure 1–36 shows a printed copy of the contents of the Account Manager table. (Yours might look slightly different, depending on your printer.) Because the Account Manager table is substantially wider than the screen, it will also be wider than the normal printed page in portrait orientation. Portrait orientation means the printout is across the width of the page. Landscape orientation means the printout is across the height of the page. To print the wide database table, you might prefer to use landscape orientation. A convenient way to change to landscape orientation is to preview what the printed copy will look like by using Print Preview. This allows you to determine whether landscape orientation is necessary and, if it is, to change the orientation easily to landscape. In addition, you can also use Print Preview to determine whether any adjustments are necessary to the page margins.

What is the best method for distributing database objects? The traditional method of distributing database objects such as tables, reports, and forms uses a printer to produce a hard copy. A hard copy or printout is information that exists on a physical medium such as paper. Hard copies can be useful for the follow- ing reasons:

• Some people prefer proofreading a hard copy of a document rather than viewing it on the screen to check for errors and readability.

• Hard copies can serve as a backup reference if your storage medium is lost or becomes corrupted and you need to recreate the document. Instead of distributing a hard copy, users can distribute the document as an electronic image that mirrors the original document’s appearance. The electronic image of the document can be emailed, posted on a website, or copied to a portable storage medium such as a USB flash drive. Two popular electronic image formats, sometimes called fixed formats, are PDF by Adobe Systems and XPS by Microsoft.

In Access, you can create electronic image files through the External Data tab on the ribbon. Electronic images of documents, such as PDF and XPS, can be useful for the following reasons:

• Users can view electronic images of documents without the software that created the original document (e.g., Access). Spe- cifically, to view a PDF file, you use a program called Adobe Reader, which can be downloaded free from Adobe’s website. Similarly, to view an XPS file, you use a program called XPS Viewer, which is included in the latest versions of Windows and Edge.

• Sending electronic documents saves paper and printer supplies. Society encourages users to contribute to green comput- ing, which involves reducing the electricity consumed and environmental waste generated when using computers, mobile devices, and related technologies.

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Figure 1–36

BTW Changing Printers To change the default printer that appears in the Print dialog box, click File on the ribbon, click the Print tab in the Backstage view, click Print in the Print gallery, then click the Name arrow and select the desired printer.

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Databases and Database Objects: An Introduction Access Module 1 AC 25

To Preview and Print the Contents of a Table

The following steps use Print Preview to preview and then print the contents of the Account Manager table. Why? By previewing the contents of the table in Print Preview, you can make any necessary adjustments to the orientation or to the margins before printing the contents.

• If the Navigation Pane is closed, open the Navigation Pane by clicking the ‘Shutter Bar Open/ Close Button’.

• Be sure the Account Manager table is selected.

Why do I have to be sure the Account Manager table is selected? It is the only object in the database. When the database contains only one object, you do not have to worry about selecting the object. Ensuring that the correct object is selected is a good habit to form, however, to make sure that the object you print is the one you want.

• Click File on the ribbon to open the Backstage view.

• Click the Print tab in the Backstage view to display the Print gallery (Figure 1–37).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

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Figure 1–37

• Click the Print Preview button in the Print gallery to display a preview of what the table will look like when printed (Figure 1–38).

I cannot read the table. Can I magnify a portion of the table? Yes. Point the pointer, whose shape will change to a magnifying glass, at the portion of the table that you want to magnify, and then click. You can return to the original view of the table by clicking a second time.

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Figure 1–38

Print tab

Print Preview button

approximate position to click to magnify upper-right portion of the report

Quick Print button (print immediately)

Print Preview contextual tab

portrait orientation currently selected

preview of report

Page Layout group

Print button (before printing, display a dialog box giving a variety of printing options)

Print gallery

AC 26 Access Module 1 Databases and Database Objects: An Introduction

• Click the pointer in the position shown in Figure 1–38 to magnify the upper- right section of the table (Figure 1–39).

My table was already magnified in a different area. How can I see the area shown in the figure? One way is to use the scroll bars to move to the desired portion of the table. You can also click the pointer anywhere in the table to produce a screen like the one shown in Figure 1–38, and then click in the location shown in the figure.

When I magnify the upper-right section, my table moves to the right of the screen and there is a lot of white space. Is that a problem? No, use the horizontal scroll bar to move the table to the left and reduce the size of the white space.

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Figure 1–39

• Click the Landscape button (Print Preview tab | Page Layout group) to change to landscape orientation.

• Click the Margins button arrow (Print Preview tab | Page Size group) and then click Normal, if necessary, to display all the fields (Figure 1–40).

• Click the Print button (Print Preview tab | Print group) to display the Print dialog box.

• Click the OK button (Print dialog box) to print the table.

• When the printer stops, retrieve the hard copy of the Account Manager table.

• Click the ‘Close Print Preview’ button (Print Preview tab | Close Preview group) to close the Print Preview window.

Do I have to select Print Preview before printing the table? No. If you want to print without previewing, you would select either Print or Quick Print rather than Print Preview.

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Figure 1–40

Other Ways

1. Press CTRL+P, click OK button in Print dialog box

Print button

‘Close Print Preview’ button

Margins button arrow

Landscape button

Page Layout group

report has been magnified

orientation changed to landscape

Close Preview group

all fields currently appear

last field shown in portrait orientation is Postal Code

clicking magnifying glass pointer a second time shows entire report

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Databases and Database Objects: An Introduction Access Module 1 AC 27

Importing or Linking Data From Other Applications to Access If your data for a table is stored in an Excel worksheet, you can import the data, which import the data, which import means to make a copy of the data as a table in the Access database. In this case, any changes to the data made in Access would not be reflected in the Excel worksheet.

Figure 1–41, which contains the Account data, is an example of the type of worksheet that can be imported. In this type of worksheet, the data is stored as a list, that is, a collection of rows and columns in which all the entries in a column represent the same type of data. In this type of list, the first row contains column headings, that is, descriptions of the contents of the column, rather than data. In the worksheet in Figure 1–41, for example, the entry in the first column of the first row is Account Number. This indicates that all the other values in this column are account numbers. The fact that the entry in the second column of the first row is Account Name indicates that all the other values in the second column are account names.

Figure 1–41

Does it matter how the data in the Excel workbook is formatted? If so, how can you be sure the Excel data is formatted in such a way that you can import it? The format of data in an Excel workbook is important when you want to import it into Access. To ensure the data is in an appropriate format:

1. Make sure the data is in the form of a list; a collection of rows and columns in which all the entries in a column represent the same type of data.

2. Make sure there are no blank rows within the list. If there are, remove them prior to importing or linking.

3. Make sure there are no blank columns within the list. If there are, remove them prior to importing or linking.

4. Determine whether the first row contains column headings that will make appropriate field names in the resulting table. If not, you should consider adding such a row. In general, the process is simpler if the first row in the worksheet contains appropriate column headings.

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Account Excel workbook

first row contains column headings that convert to field names in table

data

BTW Linking Versus Importing When you link to the data in the worksheet, the data appears as a table in the Access database but it is maintained in its original form in Excel. Any changes to the Excel data are reflected when the linked table is viewed in Access. In this arrangement, Access would typically be used as a vehicle for querying and presenting the data, with actual updates being made in Excel.

BTW Importing Data in Other Formats You can import data into a table from Excel workbooks, Access databases, XML files, ODBC databases such as SQL Server, text files, HTML documents, Outlook folders, and SharePoint lists.

AC 28 Access Module 1 Databases and Database Objects: An Introduction

The Import process will create a table. In this table, the column headings in the first row of the worksheet become the field names. The rows of the worksheet, other than the first row, become the records in the table. In the process, each field will be assigned the data type that seems the most reasonable, given the data currently in the worksheet. When the Import process is finished, you can use Datasheet view or Design view to modify these data types or to make any other changes to the structure you feel are necessary.

To Import an Excel Worksheet

You import a worksheet by using the Import Spreadsheet Wizard. In the process, you will indicate that the first row in the worksheet contains the column headings. Why? You are indicating that Access is to use those column headings as the field names in the Access table. In addition, you will indicate the primary key for the table. As part of the process, you could, if appropriate, choose not to include all the fields from the worksheet in the resulting table.

The following steps import the Account worksheet.

• Click External Data on the ribbon to display the External Data tab (Figure 1–42).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

Figure 1–42

• Click the Excel button (External Data tab | Import & Link group) to display the Get External Data - Excel Spreadsheet dialog box.

• Click the Browse button in the Get External Data - Excel Spreadsheet dialog box.

• Navigate to the location containing the workbook (for example, the Access folder in the CIS 101 folder). For a detailed example of this procedure, refer to the Office and Windows module at the beginning of this book.

• Click the Account workbook, and then click the Open button to select the workbook (Figure 1–43).

Figure 1–43

Excel button (import from Excel workbook)

External Data tabAccess button (import from Access database)

Account workbook selectedlocation selected

option button to import data into a new table selected

option button to import data into an existing table

option button to link table to the workbook data

Get External Data - Excel Spreadsheet dialog box

Import & Link group

Text File button (import from text file)

XML File button (import from XML file)

OK button

Browse button

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Databases and Database Objects: An Introduction Access Module 1 AC 29

• With the option button to import the source data to a new table selected, click the OK button to display the Import Spreadsheet Wizard dialog box (Figure 1–44).

What happens if I select the option button to append records to an existing table? Instead of the records being placed in a new table, they will be added to an existing table that you specify, provided the value in the primary key field does not duplicate that of an existing record.

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• Be sure the ‘First Row Contains Column Headings’ check box is selected. If it is not, click the ‘First Row Contains Column Headings’ check box to select it.

• Click the Next button (Figure 1–45).

When would I use the Field Options on the Import Spreadsheet Wizard? You would use these options if you wanted to change properties for one or more fields. You can change the name, the data type, and whether the field is indexed. You can also indicate that some fields should not be imported.

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Figure 1–44

Figure 1–45

Figure 1–46

• Because the Field Options need not be specified, click the Next button (Figure 1–46).

‘First Row Contains Column Headings’ check box (should be checked)

Import Spreadsheet Wizard dialog box

Next button

data in worksheet

field options

option button to let Access add a primary key

option button to omit primary key

option button to choose primary key

AC 30 Access Module 1 Databases and Database Objects: An Introduction

• Click the ‘Choose my own primary key’ option button (Figure 1–47).

How do I decide which option button to select? If one of the fields is an appropriate primary key, choose your own primary key from the list of fields. If you are sure you do not want a primary key, choose ‘No primary key’. Otherwise, let Access add the primary key.

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Figure 1–47

Figure 1–49

• Because the Account Number field, which is the correct field, is already selected as the primary key, click the Next button.

• Use the DELETE or BACKSPACE keys as necessary to erase the current entry, and then type Account in the Import to Table text box.

• Click the Finish button to import the data (Figure 1–48).

Figure 1–48

• Click the ‘Save import steps’ check box to display the Save import steps options.

• If necessary, type Import- Account in the Save as text box.

• Type Import data from Account workbook into Account table in the Description text box (Figure 1–49).

When would I create an Outlook task? If the import operation is one you will repeat on a regular basis, you can create and schedule the import process just as you can schedule any other Outlook task.

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Next button

correct field already selected for primary key

click arrow to select a different field as primary key

option button to choose primary key

Close button (closes without saving import steps)

check box to save import steps

message indicates import process is complete

Save Import button

‘Save import steps’ check box

check to create an Outlook task

name of saved import steps

description of saved import steps

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Databases and Database Objects: An Introduction Access Module 1 AC 31

• Click the Save Import button to save the import steps (Figure 1–50).

I saved the table as Account Data. How can I change the name? Right-click the table name in the Navigation Pane. Click Rename on the shortcut menu and change the table name to Account.

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Figure 1–50

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Modifying the Table The import process has created the Account table. The table has the correct

fields and records. There are some details the process cannot handle, however. These include field sizes, descriptions, and captions. You will use Design view to make the necessary changes. The information you need is shown in Table 1–5.

Table 1–5 Structure of Account Table

Field Name Data Type Field Size Notes

Account Number Short Text 5 Primary Key Description: Account Number (two uppercase letters followed by 3-digit number) Caption: AC #

Account Name Short Text 30

Street Short Text 20

City Short Text 20

State Short Text 2

Postal Code Short Text 5

Amount Paid Currency

Current Due Currency

Account Manager Number Short Text 2 Description: Account Manager Number (number of account manager for account) Caption: AM #

To Modify a Table in Design View

You will usually need to modify the design of a table created during the import process. Why? Some properties of a table are not specified during the import process, such as descriptions, captions, and field sizes. You might also need to change a data type. The following steps make the necessary modifications to the design of the Account table.

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

table just imported

BTW Creating a Table in Design View To create a table in Design view, display the Create tab, and then click the Table Design button (Create tab | Tables group). You will then see the same screen as in Figure 1–51, except that there will be no entries. Make all the necessary entries for the fields in your table, save the table, and assign the table a name.

AC 32 Access Module 1 Databases and Database Objects: An Introduction

• Open the Navigation Pane, if necessary.

• Right-click the Account table in the Navigation Pane to display the shortcut menu, and then click Design View on the shortcut menu to open the table in Design view (Figure 1–51).

Figure 1–51

• Click the Description (Optional) box for the Account Number field, and then type Account Number (two uppercase letters followed by a 3-digit number) as the description.

• With the Account Number field selected, click the Field Size box, erase the current field size, and type 5 as the new field size.

• Click the Caption box, and type AC # as the caption (Figure 1–52).

What does the @ symbol represent in the Format box? The @ symbol is a default format added by Access when the table was imported from Excel.

• Make the other changes shown in Table 1–5. To select a field to be changed, click the field’s row selector. For most fields, you only need to change the field size. For the Account Manager Number field, you also need to change the description and caption.

• Click the Save button on the Quick Access Toolbar to save your changes.

• Because you know the data will satisfy the new field sizes, click the Yes button when given a message about the possibility of data loss.

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Figure 1–52

Other Ways

1. Press F6 to move between upper and lower panes in Table Design window

column to enter descriptions

Field Size box

Caption box

column to enter data types

column to enter field names

Close button

Design view

description changed

field size changed

row selector

caption changed

Account Number field selected

Account Number field is primary key

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Databases and Database Objects: An Introduction Access Module 1 AC 33

Correcting Errors in the Structure Whenever you create or modify a table in Design view, you should check the

entries carefully to ensure they are correct. If you make a mistake and discover it before you press the tab key, you can correct the error by repeatedly pressing the backspace key until the incorrect characters are removed. Then, type the correct characters. If you do not discover a mistake until later, you can click the entry, type the correct value, and then press the enter key. You can use the following techniques to make changes to the structure:

• If you accidentally add an extra field to the structure, select the field by clicking the row selector (the leftmost column on the row that contains the field to be deleted). Once you have selected the field, press the delete key. This will remove the field from the structure.

• If you forget to include a field, select the field that will follow the one you want to add by clicking the row selector, and then press the insert key. The remaining fields move down one row, making room for the missing field. Make the entries for the new field in the usual manner.

• If you made the wrong field a primary key field, click the correct primary key entry for the field and then click the Primary Key button (Table Tools Design tab | Tools group).

• To move a field, click the row selector for the field to be moved to select the field, and then drag the field to the desired position. As an alternative to these steps, you might want to start over. To do so, click the

Close button for the window containing the table, and then click the No button in the Microsoft Access dialog box. You then can repeat the process you used earlier to define the fields in the table.

To Close the Table

Now that you have completed and saved the Account table, you can close it. The following step closes the table.

1 Click the Close button for the Account table (see Figure 1–52) to close the table.

To Resize Columns in a Datasheet

You can resize the columns in the datasheet for the Account table just as you resized the columns in the datasheet for the Account Manager table. The following steps resize the columns in the Account table to best fit the data.

1 Open the Account table in Datasheet view.

2 Double-click the right boundary of the field selectors of each of the fields to resize the columns so that they best fit the data.

3 Save the changes to the layout by clicking the Save button on the Quick Access Toolbar.

4 Close the table.

BTW Importing Data to an Existing Table When you create a new table in Design view, you can import data from other sources into the table using the External Data tab.

BTW Resizing Columns To resize all columns in a datasheet to best fit simultaneously, select the column heading for the first column, hold down the SHIFT key and select the last column in the datasheet. Then, double-click the right boundary of any field selector.

AC 34 Access Module 1 Databases and Database Objects: An Introduction

Additional Database Objects A database contains many types of objects. Tables are the objects you use to store and manipulate data. Access supports other important types of objects as well; each object has a specific purpose that helps maximize the benefits of a database. Through queries (questions), Access makes it possible to ask complex questions concerning the data in the database and then receive instant answers. Access also allows the user to produce attractive and useful forms for viewing and updating data. Additionally, Access includes report creation tools that make it easy to produce sophisticated reports for presenting data.

Creating Queries Queries are simply questions, the answers to which are in the database. Access

contains a powerful query feature that helps you find the answers to a wide variety of questions. Once you have examined the question you want to ask to determine the fields involved in the question, you can begin creating the query. If the query involves no special sort order, restrictions, or calculations, you can use the Simple Query Wizard.

To Use the Simple Query Wizard to Create a Query

The following steps use the Simple Query Wizard to create a query that PrattLast Associates might use to obtain financial information on its accounts. Why? The Simple Query Wizard is the quickest and easiest way to create a query. This query displays the number, name, amount paid, current due, and account manager number of all accounts.

• If the Navigation Pane is closed, click the ‘Shutter Bar Open/Close Button’ to open the Navigation Pane.

• Be sure the Account table is selected.

• Click Create on the ribbon to display the Create tab.

• Click the Query Wizard button (Create tab | Queries group) to display the New Query dialog box (Figure 1–53).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

Figure 1–53

Create tab

Query Wizard button

OK button

‘Shutter Bar Open/Close Button’

Account table selected

New Query dialog box Simple Query

Wizard already selected

additional query wizards

BTW Creating Queries Although the Simple Query Wizard is a convenient way to create straightforward queries, you will find that many of the queries you create require more control than the wizard provides. In Module 2, you will use Design view to create customized queries.

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Databases and Database Objects: An Introduction Access Module 1 AC 35

• Be sure Simple Query Wizard is selected, and then click the OK button (New Query dialog box) to display the Simple Query Wizard dialog box (Figure 1–54).

What would happen if the Account Manager table were selected instead of the Account table? The list of available fields would contain fields from the Account Manager table rather than the Account table.

If the list contained Account Manager table fields, how could I make it contain Account table fields? Click the arrow in the Tables/Queries box, and then click the Account table in the list that appears.

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Figure 1–54

Figure 1–55

Figure 1–56

• With the Account Number field selected, click the Add Field button to add the field to the query.

• With the Account Name field selected, click the Add Field button a second time to add the field.

• Click the Amount Paid field, and then click the Add Field button to add the field.

• In a similar fashion, add the Current Due and Account Manager Number fields (Figure 1–55).

• Click the Next button to move to the next screen.

• Ensure that the ‘Detail (shows every field of every record)’ option button is selected (Figure 1–56).

What is the difference between Detail and Summary? Detail shows all the records and fields. Summary only shows computations (for example, the total amount paid).

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Next button

Add Field button

Simple Query Wizard dialog box

fields listed are in the Account table

available fields

selected fields (currently there are no fields selected)

selected fields are included in query

Detail option button selected

Summary option button

AC 36 Access Module 1 Databases and Database Objects: An Introduction

• Click the Next button to move to the next screen.

• Confirm that the title of the query is Account Query (Figure 1–57).

What should I do if the title is incorrect? Click the box containing the title to produce an insertion point. Erase the current title and then type Account Query.

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Figure 1–57

• Click the Finish button to create the query (Figure 1–58).

• Click the Close button for the Account Query to remove the query results from the screen.

If I want to use this query in the future, do I need to save the query? Normally you would. The one exception is a query created by the wizard. The wizard automatically saves the query it creates.

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Using Queries After you have created and saved a query, Access stores it as a database object and

makes it available for use in a variety of ways: • If you want to change the design of the query, right-click the query in the

Navigation Pane and then click Design View on the shortcut menu to open the query in Design view.

• To view the results of the query from Design view, click the Run button to instruct Access to run the query, that is, to perform the necessary actions to produce and display the results in Datasheet view.

• To view the results of the query from the Navigation Pane, open it by right- clicking the query and clicking Open on the shortcut menu. Access automatically runs the query and displays the results in Datasheet view.

• To print the results with the query open in either Design view or Datasheet view, click File on the ribbon, click the Print tab, and then click either Print or Quick Print.

• To print the query without first opening it, be sure the query is selected in the Navigation Pane and click File on the ribbon, click the Print tab, and then click either Print or Quick Print.

Finish button

name of query

Figure 1–58

Close button for Account Query

newly created query

included fields

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Databases and Database Objects: An Introduction Access Module 1 AC 37

You can switch between views of a query using the View button (Home tab | Views group). Clicking the arrow in the bottom of the button produces the View button menu. You then click the desired view in the menu. The two query views you will use in this module are Datasheet view (which displays the query results) and Design view (for changing the query design). You can also click the top part of the View button, in which case you will switch to the view identified by the icon on the button. For the most part, the icon on the button represents the view you want, so you can usually simply click the button.

To Use a Criterion in a Query

After you have determined the fields to be included in a query, you will determine whether you need to further restrict the results of the query. For example, you might want to include only those accounts managed by account manager 35, Mark Simson. In such a case, you need to enter the number 35 as a criterion for the account manager field. Why? A criterion is a condition that the records must satisfy in order to be included in the query results. To do so, you will open the query in Design view, enter the criterion below the appropriate field, and then view the results of the query. The following steps enter a criterion to include only the accounts of account manager 35 and then view the query results.

• Right-click the Account Query in the Navigation Pane to produce a shortcut menu (Figure 1–59).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

Figure 1–59

Account Query

clicking Design View opens query in Design view so you can make modifications

shortcut menu

clicking Open opens query in Datasheet view and displays query results

Figure 1–60

position to enter criterion for Account Manager Number field

design grid

Account Query open in Design view

field list

Criteria row

included fields

• Click Design View on the shortcut menu to open the query in Design view (Figure 1–60).

AC 38 Access Module 1 Databases and Database Objects: An Introduction

• Click the Close button for the Account Query to close the query.

• When asked if you want to save your changes, click the No button.

If I saved the query, what would happen the next time I ran the query? You would see only accounts of account manager 35.

Could I save a query with another name? Yes. To save a query with a different name, click File on the ribbon, click the Save As tab, click Save Object As, click the Save As button, enter a new file name in the Save As dialog box, and then click the OK button (Save As dialog box).

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• Click the Criteria row in the Account Manager Number column of the grid, and then type 35 as the criterion (Figure 1–61).

The Account Manager Number field is a text field. Do I need to enclose the value for a text field in quotation marks? You could, but it is not necessary because Access inserts the quotation marks for you automatically.

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Figure 1–61

• Click the Run button (Query Tools Design tab | Results group) to run the query and display the results in Datasheet view (Figure 1–62).

Figure 1–62

Other Ways

1. Click View button (Query Tools Design tab | Results group) 2. Click Datasheet View button on status bar

To Print the Results of a Query

The following steps print the results of a saved query.

1 With the Account Query selected in the Navigation Pane, click File on the ribbon to open the Backstage view.

2 Click the Print tab in the Backstage view to display the Print gallery.

3 Click the Quick Print button to print the query.

Run button

criterion (account manager number must be 35)

Results group

Close button for Account Query

query results

account manager numbers are all 35

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Databases and Database Objects: An Introduction Access Module 1 AC 39

Creating Forms In Datasheet view, you can view many records at once. If there are many fields,

however, only some of the fields in each record might be visible at a time. In Form view, where data is displayed in a form on the screen, you can usually see all the fields, but only for one record.

To Create a Form

Like a paper form, a form in a database is a formatted document with fields that contain data. Forms allow you to view and maintain data. Forms can also be used to print data, but reports are more commonly used for that purpose. The simplest type of form in Access is one that includes all the fields in a table stacked one above the other. The following steps use the Form button to create a form. Why? Using the Form button is the simplest way to create this type of form. The steps use the form to view records and then save the form.

• Select the Account table in the Navigation Pane.

• If necessary, click Create on the ribbon to display the Create tab (Figure 1–63).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

Figure 1–63

Form button

Create tab selected

Forms group

Account table selected

• Click the Form button (Create tab | Forms group) to create a simple form (Figure 1–64).

A Field list appeared on my screen. What should I do? Click the ‘Add Existing Fields’ button (Form Layout Tools Design tab | Tools group) to remove the Field list from the screen.

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Figure 1–64

form ‘Add Existing Fields’ button

form appears in Layout view

Tools group

Form View button

AC 40 Access Module 1 Databases and Database Objects: An Introduction

• Click the Form View button on the Access status bar to display the form in Form view rather than Layout view.

What is the difference between Layout view and Form view? Layout view allows you to make changes to the look of the form. Form view is the view you use to examine or make changes to the data.

How can I tell when I am in Layout view? Access identifies Layout view in three ways. The left side of the status bar will contain the words, Layout View; shading will appear around the outside of the selected field in the form; and the Layout View button will be selected on the right side of the status bar.

• Click the Next record button three times to move to record 4 (Figure 1–65).

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Figure 1–65

Other Ways

1. Click View button (Form Layout Tools Design tab | Views group)

• Click the Save button on the Quick Access Toolbar to display the Save As dialog box (Figure 1–66).

Do I have to click the Next record button before saving? No. The only reason you were asked to click the button was so that you could experience navigation within the form.

• Type Account Form as the form name, and then click the OK button to save the form.Account Form as the form name, and then click the OK button to save the form.Account Form

• Click the Close button for the form to close the form.

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Figure 1–66

Next record button

Save button

fourth record appears in form

Save As dialog box

form appears in Form view

OK button

position to enter form name

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Databases and Database Objects: An Introduction Access Module 1 AC 41

Figure 1–67

Using a Form After you have saved a form, you can use it at any time by right-clicking the form

in the Navigation Pane and then clicking Open on the shortcut menu. In addition to viewing data in the form, you can also use it to enter or update data, a process that is very similar to updating data using a datasheet. If you plan to use the form to enter or revise data, you must ensure you are viewing the form in Form view.

Creating and Printing Reports PrattLast Associates wants to be able to present account financial data in a useful

format. To do so, they will create the Account Financial Report shown in Figure 1–67. To create this report, you will first create a simple report containing all records. Then, you will modify the report to match the one shown in Figure 1–67.

To Create a Report

You will first create a report containing all fields. Why? It is easiest to create a report with all the fields and then delete the fields you do not want. The following steps create and save the initial report. They also modify the report title.

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

AC 42 Access Module 1 Databases and Database Objects: An Introduction

• Be sure the Account table is selected in the Navigation Pane.

• Click Create on the ribbon to display the Create tab (Figure 1–68).

Do I need to select the Account table prior to clicking Create on the ribbon? You do not need to select the table at that point. You do need to select a table prior to clicking the Report button, because Access will include all the fields in whichever table or query is currently selected.

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Figure 1–68

Figure 1–69

• Click the Report button (Create tab | Reports group) to create the report (Figure 1–69).

Why is the report title Account? Access automatically assigns the name of the table or query as the title of the report. It also automatically includes the date and time. You can change either of these later.

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Create tab

Report button Reports group

report title is Account

newly created report

Account table selected

Figure 1–70

• Click the Save button on the Quick Access Toolbar to display the Save As dialog box, and then type Account Financial Report as the name of the report (Figure 1–70).

OK button

name of report

Save As dialog box

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Databases and Database Objects: An Introduction Access Module 1 AC 43

To Modify Report Column Headings and Resize Columns

To make the report match the one shown in Figure 1–67, you need to change the title, remove some columns, modify the column headings, and also resize the columns. The following steps use Layout view to make the necessary modifications to the report. Why? Working in Layout view gives you all the tools you need to make the desired modifications. You can view the results of the modifications immediately.

• Right-click Account Financial Report in the Navigation Pane, and then click Layout View on the shortcut menu to open the report in Layout view.

• If a Field list appears, click the ‘Add Existing Fields’ button (Report Layout Tools Design tab | Tools group) to remove the Field list from the screen.

• Close the Navigation Pane.

• Click the report title once to select it.

• Click the report title a second time to produce an insertion point (Figure 1–72).

My insertion point is in the middle of Account. How do I produce an insertion point at the position shown in the figure? You can use the RIGHT ARROW key to move the insertion point to the position in the figure, or you can click the desired position.

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

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A • Click the OK button

(Save As dialog box) to save the report (Figure 1–71).

The name of the report changed. Why did the report title not change? The report title is assigned the same name as the report by default. Changing the name of the report does not change the report title. You can change the title at any time to anything you like.

• Close the report by clicking its Close button.

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Figure 1–71

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Using Layout View in a Report Access has four different ways to view reports: Report view, Print Preview,

Layout view, and Design view. Report view shows the report on the screen. Print Preview shows the report as it will appear when printed. Layout view is similar to Report view in that it shows the report on the screen, but it also allows you to make changes to the report. Layout view is usually the easiest way to make such changes. Design view also allows you to make changes, but does not show you the actual report. Design view is most useful when the changes you need to make are especially complex. In this module, you will use Layout view to modify the report.

report title was not changed

report appears in Navigation Pane

name of report has been changed

Close button for report

Figure 1–72

insertion point

title selected

BTW Report Navigation When previewing a report, you can use the Navigation buttons on the status bar to move from one page to another.

AC 44 Access Module 1 Databases and Database Objects: An Introduction

• Press the SPACEBAR to insert a space, and then type Financial Report to complete the title.

• Click the column heading for the Street field to select it.

• Press and hold the CTRL key and then click the column headings for the City, State, and Postal Code fields to select multiple column headings.

What happens if I do not hold down the CTRL key? When you click another column heading, it will be the only one that is selected. To select multiple objects, you need to hold the CTRL key down for every object after the first selection.

I selected the wrong collection of objects. What should I do? You can click somewhere else on the report so that the objects you want are not selected, and then begin the process again. Alternatively, you can repeatedly click the Undo button on the Quick Access Toolbar to undo your selections. Once you have done so, you can select the objects you want.

• Click Arrange on the ribbon to display the Report Layout Tools Arrange tab (Figure 1–73).

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Figure 1–73

Arrange tab

Select Column button

column headings selected

title changedRows & Columns group

Navigation Pane closed

• Click the Select Column button (Report Layout Tools Arrange tab | Rows & Columns group) to select the entire columns corresponding to the column headings you selected in the previous step.

• Press the DELETE key to delete the selected columns.

• Click the column heading for the Account Number field twice, once to select it and the second time to produce an insertion point (Figure 1–74).

I selected the wrong field. What should I do? Click somewhere outside the various fields to deselect the one you have selected. Then, click the Account Number field twice.

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Figure 1–74

insertion point in column heading for Account Number field

Street, City, State, and Postal Code columns have been removed

column heading currently contains caption for Account Number field

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Databases and Database Objects: An Introduction Access Module 1 AC 45

• Use the DELETE or BACKSPACE keys as necessary to erase the current entry, and then type Account Number as the new entry.

• Click the heading for the Account Manager Number field twice, erase the current entry, and then type Account Manager Number as the new entry.

• Click the Account Number field heading to select it, point to the lower boundary of the heading for the Account Number field so that the pointer changes to a two- headed arrow, and then drag the lower boundary to the approximate position shown in Figure 1–75 to expand the column headings.

I did something wrong when I dragged and now my report looks strange. What should I do? Click the Undo button on the Quick Access Toolbar to undo the change. Depending on the specific action you took, you might need to click it more than once.

My screen displays Account Manager Number on one line, not two. Is this a problem? No. You will adjust the column heading in a later step.

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Figure 1–76

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Figure 1–75

pointer shape indicates you can resize column headings by dragging

column heading changed

• Point to the right boundary of the heading for the Account Number field so that the pointer changes to a two-headed arrow, and then drag the right boundary to the approximate position shown in Figure 1–76 to reduce the width of the column.

• Using the same technique, resize the other columns to the sizes shown in Figure 1–77.

Figure 1–77

Amount Paid field heading

Design tab heading split over three lines

column widths changed

AC 46 Access Module 1 Databases and Database Objects: An Introduction

To Add Totals to a Report

The report in Figure 1–67 contains totals for the Amount Paid and Current Due columns. You can use Layout view to add these totals. Once you have added the totals, Access will calculate the appropriate values whenever you display or print the report. The following steps use Layout view to include totals for these three columns. Why? In Layout view you can click a single button to add totals. This button sums all the values in the field.

• Click the Amount Paid field heading (shown in Figure 1–77) to select the field.

Do I have to click the heading? Could I click the field on one of the records? You do not have to click the heading. You also could click the Amount Paid field on any record.

• Click Design on the ribbon to display the Design tab.

• Click the Totals button (Report Layout Tools Design tab | Grouping & Totals group) to display the Totals menu containing a list of available calculations (Figure 1–78).

1 CREATE FIRST TABLE | 2 ADD RECORDS | 3 PRINT CONTENTS | 4 IMPORT RECORDS

5 MODIFY SECOND TABLE | 6 CREATE QUERY | 7 CREATE FORM | 8 CREATE REPORT

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• Click Sum to calculate the sum of the amount of paid values.

• Using the same technique, add totals for the Current Due column.

When I clicked the Totals button after selecting the Current Due field heading, Sum was already checked. Do I still need to click Sum? No. In fact, if you do click it, you will remove the check mark, which will remove the total from the column.

• Scroll down to the bottom of the report to verify that the totals are included. If necessary, expand the size of the total controls so they appear completely by dragging the lower boundary of the controls to the approximate position shown in Figure 1–79.

• Click the page number to select it, and then drag it to the approximate position shown in Figure 1–79.

Why did I need to move the page number? The dotted line near the right-hand edge of the screen indicates the right-hand border of the available space on the printed page, based on whatever margins and orientation are currently selected. A portion of the page number extends beyond this border. By moving the page number, it no longer extends beyond the border.

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Figure 1–78

Totals button

Sum command

Amount Paid heading selected

Totals menu

Grouping & Totals group

Figure 1–79

Save button

page number selected and moved

totals included

pointer shape indicates you can move object by dragging

indication of right edge of available space

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Databases and Database Objects: An Introduction Access Module 1 AC 47

To Print a Report

The following steps print the report.

1 Open the Navigation Pane, if necessary, confirm that the Account Financial Report is selected, and then click File on the ribbon to open the Backstage view.

2 Click the Print tab in the Backstage view to display the Print gallery.

3 Click the Quick Print button to print the report.

When I print the report, I have pound signs (####) rather than numbers where the totals should be for the Amount Paid and Current Due columns. The report looked fine on the screen. How can I correct it? The columns are not wide enough to display the complete number. Open the report in Layout view and slightly increase the width of the Amount Paid and Current Due columns by dragging the right boundary of the column headings.

How can I print multiple copies of my report? Click File on the ribbon to open the Backstage view. Click the Print tab, click Print in the Print gallery to display the Print dialog box, increase the number in the Number of Copies box, and then click the OK button .

How can I print a range of pages rather than printing the whole report? Click File on the ribbon to open the Backstage view. Click the Print tab, click Print in the Print gallery to display the Print dialog box, click the Pages option button in the Print Range area, enter the desired page range, and then click the OK button (Print dialog box).

Database Properties Access helps you organize and identify your databases by using database properties, which are the details about a file. Database properties, also known as metadata, can include such information as the project author, title, or subject. Keywords are words or phrases that further describe the database. For example, a class name or database topic can describe the file’s purpose or content.

Five different types of database properties exist, but the more common ones used in this book are standard and automatically updated properties. Standard properties are associated with all Microsoft Office documents and include author, title, and subject. Automatically updated properties include file system properties, such as the date you create or change a file, and statistics, such as the file size.

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A • Click the Save button on the Quick Access Toolbar to save your changes to the report layout.

• Close the report.

Why would you want to assign database properties to a database? Database properties are valuable for a variety of reasons:

• Users can save time locating a particular file because they can view a file’s database properties without opening the database.

• By creating consistent properties for files having similar content, users can better organize their databases.

• Some organizations require Access users to add database properties so that other employees can view details about these files. C

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BTW Exporting a Report as a PDF or XPS File To export a report as a PDF or XPS file, display the External Data tab, and then click the PDF or XPS button (External Data tab | Export group). Enter the appropriate information in the Publish to PDF or XPS dialog box and click the Publish button.

AC 48 Access Module 1 Databases and Database Objects: An Introduction

To Change Database Properties

To change database properties, you would follow these steps.

1 Click File on the ribbon to open the Backstage view and then, if necessary, click the Info tab in the Backstage view to display the Info gallery.

2 Click the ‘View and edit database properties’ link in the right pane of the Info gallery to display the PrattLast Associates Properties dialog box.

Why are some of the database properties already filled in? The person who installed Office 2016 on your computer or network might have set or customized the properties.

3 If the property you want to change is displayed in the Properties dialog box, click the text box for the property and make the desired change. Skip the remaining steps.

4 If the property you want to change is not displayed in the Properties dialog box, click the appropriate tab so the property is displayed and then make the desired change.

5 Click the OK button in the Properties dialog box to save your changes and remove the dialog box from the screen.

Special Database Operations Additional operations involved in maintaining a database are backup, recovery, compacting, and repairing.

Backup and Recovery It is possible to damage or destroy a database. Users can enter data that is

incorrect; programs that are updating the database can end abnormally during an update; a hardware problem can occur; and so on. After any such event has occurred, the database may contain invalid data or it might be totally destroyed.

Obviously, you cannot allow a situation in which data has been damaged or destroyed to go uncorrected. You must somehow return the database to a correct state. This process is called recovery; that is, you recover the database.recover the database.recover

The simplest approach to recovery involves periodically making a copy of the database (called a backup copy or a copy or a copy save copy). This is referred to as save copy). This is referred to as save copy backing up the database. If a problem occurs, you correct the problem by overwriting the actual database — often referred to as the live database — with the backup copy.

To back up the database that is currently open, you use the Back Up Database command on the Save As tab in the Backstage view. In the process, Access suggests a name that is a combination of the database name and the current date. For example, if you back up the PrattLast Associates database on October 20, 2017, Access will suggest the name, PrattLast Associates_2017-10-20. You can change this name if you desire, although it is a good idea to use this name. By doing so, it will be easy to distinguish between all the backup copies you have made to determine which is the most recent. In addition, if you discover that a critical problem occurred on October 18, 2017, you may want to go back to the most recent backup before October 18. If, for example, the database was not backed up on October 17 but was backed up on October 16, you would use PrattLast Associates_2017-10-16.

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BTW Tabbed Documents Versus Overlapping Windows By default, Access 2016 displays database objects in tabbed documents instead of in overlapping windows. If your database is in overlapping windows mode, click File on the ribbon, click Options in the Backstage view, click Current Database in the Access Options dialog box, and select the ‘Display Document Tabs’ check box and the Tabbed Documents option button.

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TO BACK UP A DATABASE You would use the following steps to back up a database to a file on a hard disk,

high-capacity removable disk, or other storage location.

1. Open the database to be backed up. 2. Click File on the ribbon to open the Backstage view, and then click the Save As

tab. 3. With Save Database As selected in the File Types area, click ‘Back Up Database’

in the Save Database As area, and then click the Save As button. 4. Navigate to the desired location in the Save As box. If you do not want the name

Access has suggested, enter the desired name in the File name text box. 5. Click the Save button to back up the database.

Access creates a backup copy with the desired name in the desired location. Should you ever need to recover the database using this backup copy, you can simply copy it over the live version.

Compacting and Repairing a Database As you add more data to a database, it naturally grows larger. When you delete

an object (records, tables, forms, or queries), the space previously occupied by the object does not become available for additional objects. Instead, the additional objects are given new space; that is, space that was not already allocated. To remove this empty space from the database, you must compact the database. The same option that compact the database. The same option that compact compacts the database also repairs problems that might have occurred in the database.

TO COMPACT AND REPAIR A DATABASE You would use the following steps to compact and repair a database.

1. Open the database to be compacted. 2. Click File on the ribbon to open the Backstage view, and then, if necessary, select

the Info tab. 3. Click the ‘Compact & Repair Database’ button in the Info gallery to compact

and repair the database.

The database now is the compacted form of the original.

Additional Operations Additional special operations include opening another database, closing a

database without exiting Access, and saving a database with another name. They also include deleting a table (or other object) as well as renaming an object.

When you are working in a database and you open another database, Access will automatically close the database that was previously open. Before deleting or renaming an object, you should ensure that the object has no dependent objects; that is, other objects that depend on the object you want to delete.

TO CLOSE A DATABASE WITHOUT EXITING ACCESS You would use the following steps to close a database without exiting Access.

1. Click File on the ribbon to open the Backstage view. 2. Click Close.

AC 50 Access Module 1 Databases and Database Objects: An Introduction

TO SAVE A DATABASE WITH ANOTHER NAME To save a database with another name, you would use the following steps.

1. Click File on the ribbon to open the Backstage view, and then select the Save As tab. 2. With Save Database As selected in the File Types area and Access Database

selected in the Save Database As area, click the Save As button. 3. Enter a name and select a location for the new version. 4. Click the Save button.

If you want to make a backup, could you just save the database with another name? You could certainly do that. Using the backup procedure discussed earlier is useful because doing so automatically includes the current database name and the date in the name of the file it creates.

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TO DELETE A TABLE OR OTHER OBJECT IN THE DATABASE You would use the following steps to delete a database object.

1. Right-click the object in the Navigation Pane. 2. Click Delete on the shortcut menu. 3. Click the Yes button in the Microsoft Access dialog box.

TO RENAME AN OBJECT IN THE DATABASE You would use the following steps to rename a database object.

1. Right-click the object in the Navigation Pane. 2. Click Rename on the shortcut menu. 3. Type the new name and press the enter key.

To Exit Access

All the steps in this module are now complete.

1 If desired, sign out of your Microsoft account.

2 Exit Access.

Database Design This section illustrates the database design process, that is, the process of determining database design process, that is, the process of determining database design the tables and fields that make up the database. It does so by showing how you would design the database for PrattLast Associates from a set of requirements. In this section, you will use commonly accepted shorthand to represent the tables and fields that make up the database as well as the primary keys for the tables. For each table, you give the name of the table followed by a set of parentheses. Within the parentheses is a list of the fields in the table separated by commas. You underline the primary key. For example,

Product (Product Code, Description, On Hand, Price) Product (Product Code, Description, On Hand, Price)

represents a table called Product. The Product table contains four fields: Product Code, Description, On Hand, and Price. The Product Code field is the primary key.

BTW Access Help At any time while using Access, you can find answers to questions and display information about various topics through Access Help. Used properly, this form of assistance can increase your productivity and reduce your frustrations by minimizing the time you spend learning how to use Access. For instructions about Access Help and exercises that will help you gain confidence in using it, read the Office and Windows module at the beginning of this book.

BTW Determining Database Requirements The determination of database requirements is part of a process known as systems analysis. A systems analyst examines existing and proposed documents, and examines organizational policies to determine exactly the type of data needs the database must support.

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Database Requirements The PrattLast Associates database must maintain information on both accounts

and account managers. The business currently keeps this data in two Word tables and two Excel workbooks, as shown in Figure 1–80. They use Word tables for address information and Excel workbooks for financial information.

• For accounts, PrattLast needs to maintain address data. It currently keeps this data in a Word table (Figure 1–80a).

• PrattLast also maintains financial data for each account. This includes the amount paid and current amount due for the account. It keeps these amounts, along with the account name and number, in the Excel worksheet shown in Figure 1–80b.

• PrattLast keeps account manager address data in a Word table, as shown in Figure 1–80c.

• Just as with accounts, it keeps financial data for account managers, including their start date, salary, and bonus rate, in a separate Excel worksheet, as shown in Figure 1–80d.

Finally, PrattLast keeps track of which accounts are assigned to which account managers. Each account is assigned to a single account manager, but each account manager might be assigned many accounts. Currently, for example, accounts AC001 (Avondale Community Bank), JM323 (JSP Manufacturing Inc.), KC156 (Key Community College System), MI345 (Midwest Library Consortium), and TW001 (Tri-County Waste Disposal) are assigned to account manager 31 (Haydee Rivera). Accounts BL235 (Bland Corp.), CO621 (Codder Plastics Co.), KV089 (KAL Veterinary Services), LI268 (Lars-Idsen Inc.), and ML008 (Mums Landscaping Co.) are assigned to account manager 35 (Mark Simson). Accounts CA043 (Carlton Regional Clinic), EC010 (Eco Clothes Inc.), HL111 (Halko Legal Associates), LC005 (Lancaster County Hospital), and TP098 (TAL Packaging Systems) are assigned to account manager 58 (Karen Murowski). PrattLast has an additional account manager, Peter Lu, whose number has been assigned as 42, but who has not yet been assigned any accounts.

Account Number Account Name Street City State Postal Code

AC001 Avondale Community Bank 256 Main St. Avondale IL 60311

BL235 Bland Corp. 100 Granger Hwy. Granger IL 60314

CA043 Carlton Regional Clinic 589 Central Ave. Carlton IL 60313

CO621 Codder Plastics Co. 421 First Ave. Bremerton IN 46003

EC010 Eco Clothes Inc. 120 Pine St. Davidson IN 46010

HL111 Halko Legal Associates 321 Feathering Rd. Gleneagle IL 60319

JM323 JSP Manufacturing Inc. 1200 Franklin Blvd. Wells IN 46007

KC156 Key Community College System 35 Indiana Ave. Walker IN 46004

KV089 KAL Veterinary Services 116 Pine St. Granger IL 60314

LC005 Lancaster County Hospital 215 River St. Granger IL 46004

LI268 Lars-Idsen Inc. 829 Wooster Rd. Davidson IN 46010

MI345 Midwest Library Consortium 3400 Metro Pkwy. Bremerton IN 46003

ML008 Mums Landscaping Co. 865 Ridge Rd. Wells IN 46007

TP098 TAL Packaging Systems 12 Polk Ave. Carlton IL 60313

TW001 Tri-County Waste Disposal 345 Central Blvd. Rushton IL 60321

Figure 1–80a Account Addresses

BTW Additional Data for PrattLast Associates PrattLast could include other types of data in the database. The Account table could include data on a contact person at each organization, such as name, telephone number, and email address. The Account Manager table could include the mobile telephone number, email address, and emergency contact information for the account manager.

AC 52 Access Module 1 Databases and Database Objects: An Introduction

Figure 1–80b Account Financial Data

Figure 1–80c Account Manager Addresses

Account Manager Number Last Name First Name Street City State Postal Code

31 Rivera Haydee 325 Twiddy St. Avondale IL 60311

35 Simson Mark 1467 Hartwell St. Walker IN 46004

42 Lu Peter 5624 Murray Ave. Davidson IN 46007

58 Murowski Karen 168 Truesdale Dr. Carlton IL 60313

Figure 1–80d Account Manager Financial Data

Database Design Process The database design process involves several steps.

What is the first step in the process? Identify the tables. Examine the requirements for the database to identify the main objects that are involved. There will be a table for each object you identify.

In a database for one organization, for example, the main objects might be departments and employees. This would require two tables: one for departments and the other for employees. In the database for another organization, the main objects might be accounts and account managers. In this case, there also would be two tables: one for accounts and the other for account managers. In still another organization’s database, the main objects might be books, publishers, and authors. This database would require three tables: one for books, a second for publishers, and a third for authors.

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After identifying the tables, what is the second step in the database design process? Determine the primary keys. Recall that the primary key is the unique identifier for records in the table. For each table, de- termine the unique identifier. In a Department table, for example, the unique identifier might be the Department Code. For a Book table, the unique identifier might be the ISBN (International Standard Book Number).

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What is the third step in the database design process after determining the primary keys? Determine the additional fields. The primary key will be a field or combination of fields in a table. A table will typically contain many additional fields, each of which contains a type of data. Examine the project requirements to determine these ad- ditional fields. For example, in an Employee table, additional fields might include Employee Name, Street Address, City, State, Postal Code, Date Hired, and Salary.

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Identifying the Tables For the PrattLast Associates database, the main objects are accounts and account

managers. This leads to two tables, which you must name. Reasonable names for these two tables are:

Account Account Manager

Determining the Primary Keys The next step is to identify the fields that will be the unique identifiers, or

primary keys. Account numbers uniquely identify accounts, and account manager numbers uniquely identify account managers. Thus, the primary key for the Account table is the account number, and the primary key for the Account Manager table is the account manager number. Reasonable names for these fields would be Account Number and Account Manager Number, respectively. Adding these primary keys to the tables gives:

Account (Account Number) Account (Account Number) Account Manager (Account Manager Number)Account Manager (Account Manager Number)

Determining Additional Fields After identifying the primary keys, you need to determine and name the

additional fields. In addition to the account number, the Account Address Information shown in Figure 1–80a contains the account name, street, city, state, and postal code. These would be fields in the Account table. The Account Financial Information shown in Figure 1–80b also contains the account number and account name, which are already included in the Account table. The financial information also contains the amount paid and current due. Adding the amount paid and current due fields to those already identified in the Account table and assigning reasonable names gives:

Account (Account NumberAccount (Account Number, Account Name, Street, City, State, Postal Code, Amount Paid, Current Due)

Similarly, examining the Account Manager Address Information in Figure 1–80c adds the last name, first name, street, city, state, and postal code fields to the Account Manager table. In addition to the account manager number, last name, and first name, the Account Manager Financial Information in Figure 1–80d would add the start date, salary, and bonus rate. Adding these fields to the Account Manager table and assigning reasonable names gives:

Account Manager (Account Manager NumberAccount Manager (Account Manager Number, Last Name, First Name, Street, City, State, Postal Code, Start Date, Salary, Bonus Rate)

BTW Database Design Language (DBDL) Database Design Language (DBDL) is a commonly accepted shorthand representation for showing the structure of a relational database. You write the name of the table and then within parentheses you list all the columns in the table. If the columns continue beyond one line, indent the subsequent lines.

AC 54 Access Module 1 Databases and Database Objects: An Introduction

What happens as the fourth step, after determining additional fields? Determine relationships between the tables. A relationship is an association between objects. In a database containing information about departments and employees, there is an association between the departments and the employees. A depart- ment is associated with all the employees in the department, and an employee is associated with the department to which he or she is assigned. Technically, you say that a department is related to all the employees in the department, and an employee is related to his or her department.

The relationship between department and employees is an example of a one-to-many relationship because one employee is associated with one department, but each department can be associated with many employees. The Department table would be the “one” table in the relationship. The Employee table would be the “many” table in the relationship.

When you have determined that two tables are related, follow these general guidelines:

• Identify the “one” table.

• Identify the “many” table.

• Include the primary key from the “one” table as a field in the “many” table.

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Determining and Implementing Relationships between the Tables

According to the requirements, each account has one account manager, but each account manager can have many accounts. Thus, the Account Manager table is the “one” table, and the Account table is the “many” table. To implement this one-to- many relationship between account managers and accounts, add the Account Manager Number field (the primary key of the Account Manager table) to the Account table. This produces:

Account (Account NumberAccount (Account Number, Account Name, Street, City, State, Postal Code, Amount Paid, Current Due, Account Manager Number)

Account Manager (Account Manager NumberAccount Manager (Account Manager Number, Last Name, First Name, Street, City, State, Postal Code, Start Date, Salary, Bonus Rate)

Assigning Data Types to the Fields See the earlier section Determing Data Types for the Fields for a discussion of

the available data types and their use in the PrattLast Associates database. That section also discusses other properties that can be assigned, such as captions, field size, and the number of decimal places.

Identifying and Removing Redundancy Redundancy means storing the same fact in more than one place. It usually Redundancy means storing the same fact in more than one place. It usually Redundancy

results from placing too many fields in a table — fields that really belong in separate tables — and often causes serious problems. If you had not realized there were two objects, such as accounts and account managers, you might have placed all the data in a single Account table. Figure 1–81 shows an example of a table that includes both account and account manager information. Notice that the data for a given account manager (number, name, address, and so on) occurs on more than one record. The data for rep 35, Mark Simson, is repeated in the figure. Storing this data on multiple records is an example of redundancy.

After creating relationships between tables, what is the fifth step in the database design process? Determine data types for the fields, that is, the type of data that can be stored in the field.

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BTW Postal Codes Some organizations with accounts throughout the country have a separate table of postal codes, cities, and states. When placing an order, you typically are asked for your postal code (or ZIP code), rather than city, state, and postal code. You then are asked to confirm that the city and state correspond to that postal code.

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How do you eliminate redundancy? The solution to the problem is to place the redundant data in a separate table, one in which the data will no longer be redun- dant. If, for example, you place the data for account managers in a separate table (Figure 1–82), the data for each account manager will appear only once.

Figure 1–82

Account table

Account Number Account Name Street ... Account Manager Number

AC001 Avondale Community Bank 256 Main St. ... 31

BL235 Bland Corp. 100 Granger Hwy. ... 35

CA043 Carlton Regional Clinic 589 Central Ave. ... 58

CO621 Codder Plastics Co. 421 First Ave. ... 35

EC010 Eco Clothes Inc. 120 Pine St. ... 58

... ... ... ... ...

Account Manager Table

Account Manager Number Last Name First Name ...

31 Rivera Haydee ...

35 Simson Mark ...

42 Lu Peter ...

58 Murowski Karen ...

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What problems does this redundancy cause? Redundancy results in several problems, including:

1. Wasted storage space. The name of account manager 35, Mark Simson, for example, should be stored only once. Storing this information several times is wasteful.

2. More complex database updates. If, for example, Mark Simson’s name is spelled incorrectly and needs to be changed in the database, his name would need to be changed in several different places.

3. Possible inconsistent data. Nothing prohibits the account manager’s last name from being Simson on account BL235’s record and Stimson on account CO621’s record. The data would be inconsistent. In both cases, the account manager number is 35, but the last names are different.

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Figure 1–81

Account table

Account Number Account Name Street ... Account Manager Number Last Name First Name

AC001 Avondale Community Bank 256 Main St. ... 31 Rivera Haydee

BL235 Bland Corp. 100 Granger Hwy. ... 35 Simson Mark

CA043 Carlton Regional Clinic 589 Central Ave. ... 58 Murowski Karen

CO621 Codder Plastics Co. 421 First Ave. ... 35 Simson Mark

EC010 Eco Clothes Inc. 120 Pine St. ... 58 Murowski Karen

... ... ... ... ... ...

120 Pine St.

Murowski

KarenMurowski

Account Manager numbers are 35

name of Account Manager 35 appears more than once

Peter

Account Manager numbers are 35

name of Account Manager 35 appears only once

AC 56 Access Module 1 Databases and Database Objects: An Introduction

Designing to omit redundancy will help you to produce good and valid database designs. You should always examine your design to see if it contains redundancy. If it does, you should decide whether you need to remove the redundancy by creating a separate table.

If you examine your design, you will see that there is one area of redundancy (see the data in Figure 1–1). Cities and states are both repeated. Every account whose postal code is 60314, for example, has Granger as the city and IL as the state. To remove this redundancy, you would create a table with the primary key Postal Code and City and State as additional fields. City and State would be removed from the Account table. Having City, State, and Postal Code in a table is very common, however, and usually you would not take such action. No other redundancy exists in your tables.

Notice that you need to have the account manager number in both tables. Without it, there would be no way to tell which account manager is associated with which account. The remaining account manager data, however, was removed from the Account table and placed in the Account Manager table. This new arrangement corrects the problems of redundancy in the fol- lowing ways:

• Because the data for each account manager is stored only once, space is not wasted.

• Changing the name of an account manager is easy. You need to change only one row in the Account Manager table.

• Because the data for an account manager is stored only once, inconsistent data cannot occur.

Summary In this module you have learned to create an Access database, create tables and add records to a database, print the contents of tables, import data, create queries, create forms, create reports, and change database properties. You have also learned how to design a database.

What decisions will you need to make when creating your next database? Use these guidelines as you complete the assignments in this module and create your own databases outside of this class.

1. Identify the tables that will be included in the database.

2. Determine the primary keys for each of the tables.

3. Determine the additional fields that should be included in each of the tables.

4. Determine relationships between the tables.

a) Identify the “one” table.

b) Identify the “many” table.

c) Include the primary key of the “one” table as a field in the “many” table.

5. Determine data types for the fields in the tables.

6. Determine additional properties for fields.

a) Determine if a caption is warranted.

b) Determine if a description of the field is warranted.

c) Determine field sizes.

d) Determine formats.

7. Identify and remove any unwanted redundancy.

8. Determine a storage location for the database.

9. Determine the best method for distributing the database objects.

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How should you submit solutions to questions in the assignments identified with a symbol? Every assignment in this book contains one or more questions identified with a symbol. These questions require you to think be- yond the assigned database. Present your solutions to the questions in the format required by your instructor. Possible formats may include one or more of these options: write the answer; create a document that contains the answer; present your answer to the class; discuss your answer in a group; record the answer as audio or video using a webcam, smartphone, or portable me- dia player; or post answers on a blog, wiki, or website.

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Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Adding a Caption, Changing a Data Type, and Creating a Query, Form, and Report

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Friendly Janitorial Services provides janitorial services to local businesses. The com- pany uses a team-based approach and each team has a team leader or supervisor. Friendly Janitorial Services has a database that keeps track of its supervisors and its clients. Each client is assigned to a single supervisor; each supervisor may be assigned many clients. The database has two tables. The Client table contains data on the clients who use Friendly Janitorial Services. The Supervisor table contains data on the supervisors. You will add a caption, change a data type, and create a query, a form, and a report, as shown in Figure 1–83.

Perform the following tasks: 1. Run Access, open the Apply Friendly Janitorial Services database from the Data Files, and

enable the content.

2. Open the Supervisor table in Datasheet view, add SU # as the caption for the Supervisor Number field, and resize all columns to best fit the data. Save the changes to the layout of the table and close the table.

3. Open the Client table in Design view and change the data type for the Supervisor Number field to Short Text. Change the field size for the field to 3 and add SU # as the caption for the Supervisor Number field. Save the changes to the table and close the table. Then, open the Client table in Datasheet view and resize all columns to best fit the data. Save the changes to the layout of the table and close the table.

4. Use the Simple Query Wizard to create a query for the Client table that contains the Client Number, Client Name, Amount Paid, Current Due, and Supervisor Number. The query is a detail query. Use the name Client Query for the query and close the query.

5. Create a simple form for the Supervisor table. Save the form and use the name Supervisor for the form. Close the form.

6. Create the report shown in Figure 1–83 for the Client table. The report includes totals for both the Amount Paid and Current Due fields. Be sure the totals appear completely. You might need to expand the size of the total controls. Move the page number so that it is within the margins. Save the report as Client Financial Report.

7. If requested by your instructor, add your last name to the title of the report, that is, change the title to Client Financial Report LastName where LastName is your actual last name.

8. Compact and repair the database.

9. Submit the revised database in the format specified by your instructor.

10. How would you change the field name of the Street field in the Client table to Address? Continued >

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Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Using a Database Template to Create an Events Database

Instructions: Access includes both desktop database templates and web-based templates. You can use a template to create a beginning database that can be modified to meet your specific needs. You will use a template to create an Events database. The database template includes sample tables, queries, forms, and reports. You will modify the database and create the Events Query shown in Figure 1–84.

Perform the following tasks: 1. Run Access.

2. Select the Desktop event management template in the template gallery and create a new database with the file name Extend Events.

3. Enable the content and close the Event List form.

4. Open the Navigation Pane and change the organization to Object Type.

5. Open the Events table in Datasheet view and delete the Attachments field in the table. The Attachments field has a paperclip as the column heading.

6. Add the Event Type field to the end of the table. Assign the Short Text data type with a field size of 15.

7. Save the changes to the Events table and close the table.

8. Use the Simple Query Wizard to create the Events Query shown in Figure 1–84. Close the query.

Apply Your Knowledge continued

Figure 1–83

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Databases and Database Objects: An Introduction Access Module 1 AC 59

Figure 1–84

9. Open the Current Events report in Layout view. Delete the controls containing the current date and current time in the upper-right corner of the report. Change the title of the report to Current Events List.

10. Save the changes to the report.

11. If requested to do so by your instructor, add your first and last names to the end of the title and save the changes to the report.

12. Submit the revised database in the format specified by your instructor.

13. a. Why would you use a template instead of creating a database from scratch with just the fields you need?

b. The Attachment data type allows you to attach files to a database record. If you were using this database to keep track of events for a 4th of July celebration in a small town, what specific documents might you attach to an Events record?

Expand Your World Create a solution, which uses cloud and web technologies, by learning and investigating on your own from general guidance.

Problem: You and two friends recently started a business that provides temporary non-medical help to individuals and families in need of assistance. You want to be able to share query results and reports, so you have decided to store the items in the cloud. You are still learning Access, so you are going to create a sample query and the report shown in Figure 1–85, export the results, and save to a cloud storage location, such as Microsoft OneDrive, Dropbox, or Google Drive.

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: 1. Open the Expand Temporary Help database from the Data Files and enable the content.

2. Use the Simple Query Wizard to create a query that includes the Client Number, First Name, Last Name, Balance, and Helper Number. Save the query as Client Query.

3. Export the Client Query as an XPS document to a cloud-based storage location of your choice.

4. Create the report shown in Figure 1–85. Save the report as Client Status Report. Continued >

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Figure 1–85

5. Export the Client Status Report as a PDF document to a cloud-based storage location of your choice. You do not need to change any optimization or export settings. Do not save the export steps.

6. If requested to do so by your instructor, open the Helper table and change the last name and first name for helper 203 to your last name and your first name.

7. Submit the assignment in the format specified by your instructor.

8. Which cloud-based storage location did you use for this assignment? Why?

In the Labs Design, create, modify, and/or use a database following the guidelines, concepts, and skills presented in this module. Labs are listed in order of increasing difficulty. Labs 1 and 2, which increase in difficulty, require you to create solutions based on what you learned in the module; Lab 3 requires you to apply your creative thinking and problem- solving skills to design and implement a solution.

Lab 1: Creating Objects for the Garden Naturally Database Problem: Garden Naturally is a company that provides products for the organic gardening com- munity. Sales representatives are responsible for selling to distributors, nurseries, and retail stores. The company recently decided to store its customer and sales rep data in a database. Each customer is assigned to a single sales rep, but each sales rep may be assigned many customers. The database and the Sales Rep table have been created, but the Salary YTD field needs to be added to the table. The records shown in Table 1–6 must be added to the Sales Rep table. The company plans to im- port the Customer table from the Excel worksheet shown in Figure 1–86. Garden Naturally would like to finish storing this data in a database and has asked you to help.

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Expand Your World continued

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Databases and Database Objects: An Introduction Access Module 1 AC 61

Instructions: Perform the following tasks: 1. Run Access, open the Lab 1 Garden Naturally database from the Data Files, and enable the

content.

2. Open the Sales Rep table in Datasheet view and add the Salary YTD field to the end of the table. The field has the Currency data type. Assign the caption SR # to the Sales Rep Number field.

3. Add the records shown in Table 1–6.

Table 1–6 Data for Sales Rep Table

Sales Rep Number

Last Name

First Name Street City State

Postal Code Start Date

Commission Rate

Salary YTD

32 Ortiz Gloria 982 Victoria Ln. Chesnee NJ 07053 9/12/2015 .05 $32,555.65

35 Sinson Mike 45 Elm St. Quaker DE 19719 8/28/2017 .04 $1,500.00

29 Gupta Rufus 678 Hillcrest Rd. Gossett PA 19157 6/1/2015 .06 $35,075.30

26 Jones Pat 43 Third St. Greer PA 19158 5/16/2016 .05 $33,100.50

4. Resize the columns to best fit the data. Save the changes to the layout of the table.

5. Import the Lab 1–1 Customer workbook shown in Figure 1–86 into the database. The first row of the workbook contains the column headings. Customer Number is the primary key for the new table. Assign the name Customer to the table. Save the Import steps, and assign the name Import-Customer Workbook to the steps. Assign Import Customer Workbook as the description.

Continued > Figure 1–86

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6. Open the Customer table in Design view and make the following changes:

a. Change the field size for the Customer Number field to 4. Change the field size for the Customer Name field to 30. Change the field size for the Address field to 25 and the field size for the City field to 20. Change the field size for the State field to 2 and the field size for the Postal Code field to 5. Change the field size for the Sales Rep Number field to 2.

b. Add the caption CU # to the Customer Number field.

c. Add the caption SR # to the Sales Rep Number field.

7. Save the changes to the Customer table. If a Microsoft Access dialog box appears with the ‘Some data may be lost’ message, click the Yes button.

8. Open the Customer table in Datasheet view and resize all columns to best fit the data. Save the changes to the layout of the table.

9. Create a query using the Simple Query Wizard for the Customer table that displays the Customer Number, Customer Name, Amount Paid, Balance Due, and Sales Rep Number. Save the query as Customer Query.

In the Labs continued

Figure 1–87

10. Create the report shown in Figure 1–87 for the Customer table. The report should include the Customer Number, Customer Name, Amount Paid, Balance Due, and Sales Rep Number fields. Include totals for the Amount Paid and Balance Due fields. Be sure to change the column headings to those shown in Figure 1–87. Save the report as Customer Financial Report.

11. If requested to do so by your instructor, change the address for Pat Jones in the Sales Rep table to your address. If your address is longer than 20 characters, simply enter as much as you can.

12. Submit the revised database in the format specified by your instructor.

13. The Commission Rate field has a field size of Single. If you changed the field size to Integer, what values would appear in the Commission Rate column? Why?

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Continued >

Lab 2: Creating the Museum Gift Shop Database Problem: The local science museum operates a gift shop that sells science-related items. The gift shop purchases the items from vendors that deal in science-related games, toys, and other merchan- dise. Currently, the information about the items and the vendors is stored in two Excel workbooks. Each item is assigned to a single vendor, but each vendor may be assigned many items. You are to create a database that will store the item and vendor information. You have already determined that you need two tables, a Vendor table and an Item table, in which to store the information.

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Instructions: Perform the following tasks: 1. Use the Blank desktop database option to create a new database in which to store all objects

related to the items for sale. Call the database Lab 2 Museum Gift Shop.

2. Import the Lab 1–2 Vendor Data Excel workbook into the database. The first row of the workbook contains the column headings. Vendor Code is the primary key for the new table. Assign the name Vendor to the table. Do not save the Import steps.

3. Open the Vendor table in Datasheet view. Change the field size for the Vendor Code field to 2; the field size for the Vendor Name field to 25; and the field size for the Telephone Number field to 12. Assign the caption VC to the Vendor Code field.

4. Import the Lab 1–2 Item Data Excel workbook into the database. The first row of the workbook contains the column headings. Item Number is the primary key for this table. Assign the name Item to the table. Do not save the Import steps.

5. Open the Item table in Design view. Change the field size for the Item Number field to 4. Change the field size for the Description field to 28. Add the caption Wholesale for the Wholesale Cost field, the caption Retail for the Retail Price field, and the caption VC for the vendor code. The On Hand field should be an Integer field. Be sure that the field size for the Vendor Code in the Item table is identical to the field size for the Vendor Code in the Vendor table. Save the changes to the table and close the table.

6. Open the Item table in Datasheet view and resize the columns to best fit the data. Save the changes to the layout of the table and close the table.

7. Create a query for the Item table. Include the Item Number, Description, Wholesale Cost, Retail Price, and Vendor Code. Save the query as Item Query.

8. Create a simple form for the Item table. Use the name Item for the form.

9. Create the report shown in Figure 1–88 for the Item table. Do not add any totals. Save the report as Item Status Report.

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10. If requested to do so by your instructor, change the telephone number for Atherton Wholesalers to your telephone number.

11. Submit the database in the format specified by your instructor.

12. If you had designed this database, could you have used the field name, Name, for the Vendor Name field name? If not, why not?

Lab 3: Consider This: Your Turn Apply your creative thinking and problem solving skills to design and implement a solution.

Creating the Camshay Marketing Database

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Part 1: Camshay Marketing Associates is a small company that specializes in data mining for mar- keting research and analysis. The company focuses on the service, nonprofit, and retail sectors. Camshay uses marketing analysts to work collaboratively with clients. Marketing analysts are paid a base salary and can earn incentive pay for maintaining and expanding client relationships. Based on the information in the Lab 1–3 Camshay Marketing workbook, use the concepts and techniques presented in this module to design and create a database to store the Camshay Marketing data. Change data types and field sizes as necessary. Add captions where appropriate. Create a form for the Client table and a report for the Client table similar to the Account Financial Report shown in Figure 1-67. Use the simple query wizard to create a query for the Client table that includes the Client Number, Client Name, Current Due and Marketing Analyst Number. Open the query and add a criterion to the query results to find only those clients whose amount due is $0.00 and save this modified query with a different name. Submit your assignment in the format specified by your instructor.

Part 2: You made several decisions while determining the table structures and adding data to the tables in this assignment. What method did you use to add the data to each table? Are there any other methods that would also have worked?

In the Labs continued

Microsoft Access 2016

• Create queries using Design view

• Include fields in the design grid

• Use text and numeric data in criteria

• Save a query and use the saved query

• Create and use parameter queries

• Use compound criteria in queries

• Sort data in queries

• Join tables in queries

• Create a report and a form from a query

• Export data from a query to another application

• Perform calculations and calculate statistics in queries

• Create crosstab queries

• Customize the Navigation Pane

Objectives You will have mastered the material in this module when you can:

Querying a Database2

Introduction One of the primary benefits of using a database management system such as Access is having the ability to find answers to questions related to data stored in the database. When you pose a question to Access, or any other database management system, the question is called a query. A query is query is query simply a question presented in a way that Access can process.

To find the answer to a question, you first create a corresponding query using the techniques illustrated in this module. After you have created the query, you instruct Access to run the query, that is, to perform the steps necessary to obtain the answer. Access then displays the answer in Datasheet view.

Project — Querying a Database Examples of questions related to the data in the PrattLast Associates database are shown in Figure 2–1.

In addition to these questions, PrattLast managers need to find information about accounts located in a specific city, but they want to enter a different city each time they ask the question. The company can use a parameter query to accomplish this task. PrattLast managers also want to summarize data in a specific way, which might involve performing calculations, and they can use a crosstab query to present the data in the desired form.

Microsoft Access 2016

AC 66

Figure 2–1

Give me the number, name, amount paid, and current due for all accounts whose name starts with K.

Give me the account number, account name, amount paid, current due, and account manager number for all accounts whose current due amounts are greater than $2,500.00 and whose account manager number is 31.

List the account number, account name, account manager number, and amount paid for all accounts. Sort the results by account manager number. For accounts with the same account manager number, further sort the results by amount paid.

For each account manager, list the account manager number, last name, and first name. Also, list the account number and account name for each of the account manager's accounts.List the account number,

account name, amount paid, current due, and the total amount (amount paid plus current due) for each account.

Give me the average amount paid by accounts of each account manager.

Summarize the total current due amounts by state and by account manager. Database

Give me the account number, account name, amount paid, and current due for account JM323.

Microsoft Access 2016

AC 67

In this module, you will learn how to create and use the queries shown in Figure 2–1. The following roadmap identifies general activities you will perform as you progress through this module:

1. CREATE QUERIES in Design view. 2. USE CRITERIA in queries. 3. SORT DATA in queries. 4. JOIN TABLES in queries. 5. EXPORT query RESULTS. 6. PERFORM CALCULATIONS in queries. 7. CREATE a CROSSTAB query. 8. CUSTOMIZE the NAVIGATION PANE.

Creating Queries As you learned in Module 1, you can use queries in Access to find answers to questions about the data contained in the database. Note: In this module, you will save each query example. When you use a query for another task, such as to create a form or report, you will assign a specific name to a query, for example, Manager-Account Query. In situations in which you will not use the query again, you will assign a name using a convention that includes the module number and a query number, for example, m02q01. Queries are numbered consecutively.

To Create a Query in Design View

In Module 1, you used the Simple Query Wizard to create a query. Most of the time, however, you will use Design view, which is the primary option for creating queries. Why? Once you have created a new query in Design view, you have more options than with the wizard and can specify fields, criteria, sorting, calculations, and so on. The following steps create a new query in Design view.

1 • Run Access and open

the database named PrattLast Associates from your hard disk, OneDrive, or other storage location.

• Click the ‘Shutter Bar Open/Close Button’ to close the Navigation Pane.

• Click Create on the ribbon to display the Create tab (Figure 2–2).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–2

Queries group

Navigation Pane closed

Query Design button

Create tab

BTW Select Queries The queries you create in this module are select queries. In a select query, you retrieve data from one or more tables using criteria that you specify and display the data in a datasheet.

AC 68 Access Module 2 Querying a Database

2 • Click the Query

Design button (Create tab | Queries group) to create a new query (Figure 2–3).

Is it necessary to close the Navigation Pane? No. Closing the pane gives you more room for the query, however, so it is usually a good practice.

Q &

Figure 2–3

Figure 2–4

3 • Ensure the Account table (Show Table dialog box) is selected. If it is not, click the Account table to select it.

• Click the Add button to add the selected table to the query.

• Click the Close button to remove the dialog box from the screen.

What if I inadvertently add the wrong table? Right-click the table that you added in error and click Remove Table on the shortcut menu. You also can just close the query, indicate that you do not want to save it, and then start over.

• Drag the lower edge of the field list down far enough so all fields in the table appear (Figure 2–4).

Is it essential that I resize the field list? No. You can always scroll through the list of fields using the scroll bar. Resizing the field list so that all fields appear is usually more convenient.

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new query

no field list

Show Table dialog box appears automatically when you create a new query

available tables

Account table

Close button

Add button

field list resized so all fields appear

include asterisk (*) in design grid to display all fields in query results

position to specify sort order

position to enter criteria

design grid

double-click field in field list to add field to design grid

drag lower edge to resize field list

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Querying a Database Access Module 2 AC 69

To Add Fields to the Design Grid

Once you have a new query displayed in Design view, you are ready to make entries in the design grid, the portion of the window where you specify fields and criteria for the query. The design grid is located in the lower pane of the window. You add the fields you want included in the query to the Field row in the grid. Why add fields to the grid? Only the fields that appear in the design grid are included in the query results. The following step begins creating a query that PrattLast Associates might use to obtain the account number, account name, amount paid, and current due for a particular account.

1 • Double-click the Account Number

field in the field list to add the field to the query.

What if I add the wrong field? Click just above the field name in the design grid to select the column and then press the DELETE key to remove the field.

• Double-click the Account Name field in the field list to add the field to the query.

• Add the Amount Paid field to the query.

• Add the Current Due field to the query (Figure 2–5).

What if I want to include all fields? Do I have to add each field individually? No. Instead of adding individual fields, you can double-click the asterisk (*) to add the asterisk to the design grid. The asterisk is a shortcut indicating all fields are to be included.

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE Q

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Q &

Figure 2–5

Determining Criteria When you use queries, usually you are looking for those records that satisfy

some criterion. In the simple query you created in the previous module, for example, you entered a criterion to restrict the records to those with the account manager number 35. In another query, you might want the name, amount paid, and current due amounts for the account whose number is JM323, for example, or for those accounts whose names start with the letters, La. You enter criteria in the Criteria row in the design grid below the field name to which the criterion applies. For example, to indicate that the account number must be JM323, you first must add the Account Number field to the design grid. You then would type JM323 in the Criteria row below the Account Number field.

Running the Query After adding the appropriate fields and defining the query’s criteria, you must

run the query to get the results. To view the results of the query from Design view, click the Run button to instruct Access to run the query, that is, to perform the necessary actions to produce and display the results in Datasheet view.

Account Number, Account Name, Amount Paid, and Current Due fields added to query

Current Due field

Account Number field

Account Name field

Amount Paid field

Criteria row for Account Number field

AC 70 Access Module 2 Querying a Database

To Use Text Data in a Criterion

To use text data (data in a field whose data type is Short Text) in criteria, simply type the text in the Criteria row below the corresponding field name, just as you did in Module 1. In Access, you do not need to enclose text data in quotation marks as you do in many other database management systems. Why? Access will enter the quotation marks automatically, so you can simply type the desired text. The following steps finish creating a query that PrattLast Associates might use to obtain the account number, account name, amount paid, and current due amount of account JM323. These steps add the appropriate criterion so that only the desired account will appear in the results. The steps also save the query.

1 • Click the Criteria

row for the Account Number field to produce an insertion point.

• Type JM323 as the criterion (Figure 2–6).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

2 • Click the Run button (Query Tools Design tab | Results group) to run the query (Figure 2–7).

Can I also use the View button in the Results group to run the query? Yes. You can click the View button to view the query results in Datasheet view.Q

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Figure 2–7

Figure 2–6

Results group

pointer shape is I-beam

criterion entered

Run button

only account JM323 is included

query results

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Querying a Database Access Module 2 AC 71

3 • Click the Save

button on the Quick Access Toolbar to display the Save As dialog box.

• Type m02q01 as the name of the query (Figure 2–8).

Can I also save from Design view? Yes. You can save the query when you view it in Design view just as you can save it when you view query results in Datasheet view.

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Figure 2–8

4 • Click the OK button

(Save As dialog box) to save the query (Figure 2–9).

Figure 2–9

Other Ways

1. Right-click query tab, click Save on shortcut menu 2. Press CTRL+S

Using Saved Queries After you have created and saved a query, you can use it in a variety of ways:

• To view the results of a query that is not currently open, open it by right-clicking the query in the Navigation Pane and clicking Open on the shortcut menu.

• If you want to change the design of a query that is already open, return to Design view and make the changes.

• If you want to change the design of a query that is not currently open, right-click the query in the Navigation Pane and then click Design View on the shortcut menu to open the query in Design view.

• To print the results with a query open, click File on the ribbon, click the Print tab in the Backstage view, and then click Quick Print.

query name

Save As dialog box

Save button

OK button

Views group

query name changed

View button

AC 72 Access Module 2 Querying a Database

• To print a query without first opening it, be sure the query is selected in the Navigation Pane and click File on the ribbon, click the Print tab in the Backstage view, and then click Quick Print.

• You can switch between views of a query using the View button (Home tab | Views group). Clicking the arrow at the bottom of the button produces the View button menu. You then click the desired view in the menu. The two query views you use in this module are Datasheet view (to see the results) and Design view (to change the design). You can also click the top part of the View button, in which case you will switch to the view identified by the icon on the button. In Figure 2–9, the View button displays the icon for Design view, so clicking the button would change to Design view. For the most part, the icon on the button represents the view you want, so you can usually simply click the button.

Wildcards Microsoft Access supports wildcards. Wildcards are symbols that represent

any character or combination of characters. One common wildcard, the asterisk (*), represents any collection of characters. Another wildcard symbol is the question mark (?), which represents any individual character.

What does S* represent? What does T?m represent? S* represents the letter, S, followed by any collection of characters. A search for S* might return System, So, or Superlative. T?m represents the letter, T, followed by any single character, followed by the letter, m. A search for T?m might return the names Tim or Tom.

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To Use a Wildcard

The following steps modify the previous query to use the asterisk wildcard so that PrattLast Associates can select only those accounts whose names begin with K. Why? Because you do not know how many characters will follow the K, the asterisk wildcard symbol is appropriate. The steps also save the query with a new name using the Save As command.

1 • Click the View button (Home tab | Views group),

shown in Figure 2–9, to return to Design view.

• If necessary, click the Criteria row below the Account Number field to produce an insertion point.

The text I entered now has quotation marks surrounding it. What happened? Criteria for text data needs to be enclosed in quotation marks. You do not have to type the quotation marks; Access adds them automatically.

• Use the DELETE or BACKSPACE key as necessary to delete the current entry.

• Click the Criteria row below the Account Name field to produce an insertion point.

• Type K* as the criterion (Figure 2–10).

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Figure 2–10

wildcard criterion for Account Name field

Run button

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Querying a Database Access Module 2 AC 73

2 • Run the query by clicking the Run

button (Query Tools Design tab | Results group) (Figure 2–11).

Experiment

• Change the letter K to lowercase in the criterion and run the query to determine whether case makes a difference when entering a wildcard.

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Figure 2–11

3 • Click File on the

ribbon to open the Backstage view.

• Click the Save As tab in the Backstage view to display the Save As gallery.

• Click ‘Save Object As’ in the File Types area (Figure 2–12).

Can I just click the Save button on the Quick Access Toolbar as I did when saving the previous query? If you clicked the Save button, you would replace the previous query with the version you just created. Because you want to save both the previous query and the new one, you need to save the new version with a different name. To do so, you must use Save Object As, which is available through the Backstage view.

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4 • With Save Object As

selected in the File Types gallery, click the Save As button to display the Save As dialog box.

• Erase the name of the current query and type m02q02 as the name for the saved query (Figure 2–13).

The current entry in the As text box is Query. Could I save the query as some other type of object? Although you usually would want to save the query as another query, you can also save it as a form or report by changing the entry in the As text box. If you do, Access would create either a simple form or a simple report for the query.

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Figure 2–12

Figure 2–13

query results only accounts whose names begin with K are included

‘Save Object As’

Save As button Save As tab selected

Save Object As selected

OK button

new name

object is a query

AC 74 Access Module 2 Querying a Database

5 • Click the OK button (Save As

dialog box) to save the query with the new name and close the Backstage view (Figure 2–14).

How can I tell that the query was saved with the new name? The new name will appear on the tab.

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Figure 2–14

Other Ways

1. Click Design View button on status bar

To Use Criteria for a Field Not Included in the Results

In some cases, you might require criteria for a particular field that should not appear in the results of the query. For example, you may want to see the account number, account name, amount paid, and current due for all accounts located in Granger. The criteria involve the City field, but you do not want to include the City field in the results.

To enter a criterion for the City field, it must be included in the design grid. Normally, it would then appear in the results. To prevent this from happening, remove the check mark from its check box in the Show row of the grid. Why? A check mark in the Show check box instructs Access to show the field in the result. If you remove the check mark, you can use the field in the query without displaying it in the query results.

The following steps modify the previous query so that PrattLast Associates can select only those accounts located in Granger. PrattLast does not want the city to appear in the results, however. The steps also save the query with a new name.

1 • Click the View button (Home

tab | Views group), shown in Figure 2–14, to return to Design view.

The text I entered is now preceded by the word, Like. What happened? Criteria that include wildcards need to be preceded by the word, Like. However, you do not have to type it; Access adds the word automatically to any criterion involving a wildcard.

• Erase the criterion in the Criteria row of the Account Name field.

• Add the City field to the query.

• Type Granger as the criterion for the City field (Figure 2–15).

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View button

query name is changed

Figure 2–15

Show check box for City field

criterion for City field

City field added

criterion for Account Name field erased

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Querying a Database Access Module 2 AC 75

2 • Click the Show check box for the

City field to remove the check mark (Figure 2–16).

Could I have removed the check mark before entering the criterion? Yes. The order in which you perform the two operations does not matter.

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Figure 2–16

Figure 2–17

3 • Run the query (Figure 2–17).

Experiment

• Click the View button to return to Design view, enter a different city name as the criterion, and run the query. Repeat this process with additional city names, including at least one city name that is not in the database. When finished, change the criterion back to Granger.

Creating a Parameter Query If you wanted to find accounts located in Wells instead of Granger, you would

either have to create a new query or modify the existing query by replacing Granger with Wells as the criterion. Rather than giving a specific criterion when you first create the query, occasionally you may want to be able to enter part of the criterion when you run the query and then have the appropriate results appear. For example, you might want a query to return the account number, account name, amount paid, and current due for all accounts in a specific city, specifying a different city each time you run the query. A user could run the query, enter Wells as the city, and then see all the accounts in Wells. Later, the user could use the same query but enter Granger as the city, and then see all the accounts in Granger.

To enable this flexibility, you create a parameter query, which is a query that prompts for input whenever it is used. You enter a parameter (the prompt for the user) rather than a specific value as the criterion. You create the parameter by enclosing the criterion value in square brackets. It is important that the value in the brackets does not match the name of any field. If you enter a field name in square brackets, Access assumes you want that particular field and does not prompt the user for input. To prompt the user to enter the city name as the input, you could place [Enter City] as the criterion in the City field.

check mark removed from Show check box, indicating that City field will not appear in query results

Access automatically adds quotation marks

City field is not included in the results

only accounts located in Granger are included

query results

BTW Designing Queries Before creating queries, examine the contents of the tables involved. You need to know the data type for each field and how the data for the field is stored. If a query includes a state, for example, you need to know whether state is stored as the two- character abbreviation or as the full state name.

AC 76 Access Module 2 Querying a Database

To Create and View a Parameter Query

The following steps create a parameter query. Why? The parameter query will give users at PrattLast the ability to enter a different city each time they run the query rather than having a specific city as part of the criterion in the query. The steps also save the query with a new name.

1 • Return to Design view.

• Erase the current criterion in the City column, and then type [Enter City] as the new criterion (Figure 2–18).

What is the purpose of the square brackets? The square brackets indicate that the text entered is not text that the value in the column must match. Without the brackets, Access would search for records in which the city is Enter City.

What if I typed a field name in the square brackets? Access would simply use the value in that field. To create a parameter query, you must not use a field name in the square brackets.

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2 • Click the Run button (Query Tools

Design tab | Results group) to display the Enter Parameter Value dialog box (Figure 2–19).

3 • Type Wells as the parameter

value in the Enter City text box, and then click the OK button (Enter Parameter Value dialog box) to close the dialog box and view the query (Figure 2–20).

Experiment

• Try using other characters between the square brackets. In each case, run the query. When finished, change the characters between the square brackets back to Enter City. Figure 2–20

Figure 2–19

Figure 2–18

criterion for City field changed to [Enter City]

value enclosed in square brackets

OK button

position to enter city

Enter Parameter Value dialog box

message entered in square brackets as criterion prompts user for input

only accounts from Wells are included

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Querying a Database Access Module 2 AC 77

4 • Click File on the ribbon to open

the Backstage view.

• Click the Save As tab in the Backstage view to display the Save As gallery.

• Click ‘Save Object As’ in the File Types area.

• With Save Object As selected in the File Types area, click the Save As button to display the Save As dialog box.

• Type Account-City Query as the name for the saved query.

• Click the OK button (Save As dialog box) to save the query with the new name and close the Backstage view (Figure 2–21).

5 • Click the Close button for the Account-City Query to close the query.

Figure 2–21

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Break Point: If you wish to take a break, this is a good place to do so. You can exit Access now. To resume later, run Access, open the database called PrattLast Associates, and continue following the steps from this location forward.

To Use a Parameter Query

You use a parameter query like any other saved query. You can open it or you can print the query results. In either case, Access prompts you to supply a value for the parameter each time you use the query. If changes have been made to the data since the last time you ran the query, the results of the query may be different, even if you enter the same value for the parameter. Why? In addition to the ability to enter different field values each time the parameter query is run, the query always uses the data that is currently in the table. The following steps use the parameter query named Account-City Query.

1 • Open the Navigation Pane.

• Right-click the Account-City Query to produce a shortcut menu.

• Click Open on the shortcut menu to open the query and display the Enter Parameter Value dialog box (Figure 2–22).

The title bar for my Navigation Pane contains Tables and Related Views rather than All Access Objects as it did in Module 1. What should I do? Click the Navigation Pane arrow and then click ‘All Access Objects’.

I do not have the Search bar at the top of the Navigation Pane that I had in Module 1. What should I do? Right-click the Navigation Pane title bar arrow to display a shortcut menu, and then click Search Bar.

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Figure 2–22

Close button for Account- City Query

name of query has been changed

OK button

position to enter city

Account- City Query

Enter Parameter Value dialog box

Navigation Pane

AC 78 Access Module 2 Querying a Database

2 • Type Wells in the Enter City text box, and then click the OK button (Enter Parameter Value dialog box) to

display the results using Wells as the city, as shown in Figure 2–21.

• Close the query.

To Use a Number in a Criterion

To enter a number in a criterion, type the number without any dollar signs or commas. Why? If you enter a dollar sign, Access assumes you are entering text. If you enter a comma, Access considers the criterion invalid. The following steps create a query that PrattLast Associates might use to display all accounts whose current due amount is $0. The steps also save the query with a new name.

1 • Close the Navigation Pane.

• Click Create on the ribbon to display the Create tab.

• Click the Query Design button (Create tab | Queries group) to create a new query.

• If necessary, click the Account table (Show Table dialog box) to select the table.

• Click the Add button to add the selected table to the query.

• Click the Close button to remove the dialog box from the screen.

• Drag the lower edge of the field list down far enough so all fields in the list are displayed.

• Include the Account Number, Account Name, Amount Paid, and Current Due fields in the query.

• Type 0 as the criterion for the Current Due field (Figure 2–23).

Do I need to enter a dollar sign and decimal point? No. Access will interpret 0 as $0 because the data type for the Current Due field is currency.

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Figure 2–23

2 • Run the query

(Figure 2–24).

Why did Access display the results as $0.00 when I only entered 0? Access uses the format for the field to determine how to display the result. In this case, the format indicated that Access should include the dollar sign, decimal point, and two decimal places.

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Figure 2–24

included fields

criterion for Current Due field

only accounts whose current due amount is $0 are included

View button

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Querying a Database Access Module 2 AC 79

3 • Save the query as m02q03.

How do I know when to use the Save button to save a query or use the Backstage view to perform a Save As? If you are saving a new query, the simplest way is to use the Save button on the Quick Access Toolbar. If you are saving changes to a previously saved query but do not want to change the name, use the Save button. If you want to save a previously saved query with a new name, you must use the Backstage view and perform a Save Object As.

• Close the query.

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Comparison Operators Unless you specify otherwise, Access assumes that the criteria you enter involve

equality (exact matches). In the last query, for example, you were requesting those accounts whose current due amount is equal to 0 (zero). In other situations, you might want to find a range of results; for example, you could request accounts whose current due is greater than $1,000.00. If you want a query to return something other than an exact match, you must enter the appropriate comparison operator. The comparison operators are > (greater than), < (less than), >= (greater than or equal to), <= (less than or equal to), and NOT (not equal to).

To Use a Comparison Operator in a Criterion

The following steps use the > operator to create a query that PrattLast Associates might use to find all account managers whose start date is after 1/1/2015. Why? A date greater than 1/1/2015 means the date comes after 1/1/2015. The steps also save the query with a new name.

1 • Start a new query using the Account Manager table.

• Include the Account Manager Number, Last Name, First Name, and Start Date fields.

• Type >1/01/2015 as the criterion for the Start Date field (Figure 2–25).

Why did I not have to type the leading zero in the Month portion of the date? It is fine as you typed it. You also could have typed 01/1/2015. Some people often type the day using two digits, such as 1/01/2015. You also could have typed a leading zero for both the month and the day: 01/01/2015.

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Figure 2–25

comparison operator

criterion for Start Date field

AC 80 Access Module 2 Querying a Database

2 • Run the query (Figure 2–26).

Experiment

• Return to Design view. Try a different criterion involving a comparison operator in the Start Date field and run the query. When finished, return to Design view, enter the original criterion (>1/01/2015) in the Start Date field, and run the query.

I returned to Design view and noticed that Access changed 1/01/2015 to #1/01/2015#. Why does the date now have number signs around it? This is the date format in Access. You usually do not have to enter the number signs because in most cases Access will insert them automatically.

My records are in a different order. Is this a problem? No. The important thing is which records are included in the results. You will see later in this module how you can specify the specific order you want for cases when the order is important.

Can I use the same comparison operators with text data? Yes. Comparison operators function the same whether you use them with number fields, currency fields, date fields, or text fields. With a text field, comparison operators use alphabetical order in making the determination.

3 • Save the query as m02q04.

• Close the query.

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Figure 2–26

Using Compound Criteria Often your search data must satisfy more than one criterion. This type of

criterion is called a compound criterion and is created using the words AND or OR. In an AND criterion, each individual criterion must be true in order for the

compound criterion to be true. For example, an AND criterion would allow you to find accounts that have current due amounts greater than $2,500.00 and whose account manager is manager 31.

An OR criterion is true if either individual criterion is true. An OR criterion would allow you to find accounts that have current due amounts greater than $2,500.00 as well as accounts whose account manager is account manager 31. In this case, any account who has a current due amount greater than $2,500.00 would be included in the answer, regardless of whether the account’s account manager is account manager 31. Likewise, any account whose account manager is account manager 31 would be included, regardless of whether the account has a current due amount greater than $2,500.00.

To Use a Compound Criterion Involving AND

To combine criteria with AND, place the criteria on the same row of the design grid. Why? Placing the criteria in the same row indicates that both criteria must be true in Access. The following steps use an AND criterion to enable PrattLast to find those accounts who have a current due amount greater than $2,500.00 and whose account manager is manager 31. The steps also save the query.

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only account managers whose start date is after 1/01/2015 are included

BTW Queries: Query-by-Example Query-By-Example, often referred to as QBE, was a query language first proposed in the mid-1970s. In this approach, users asked questions by filling in a table on the screen. The Access approach to queries is based on Query-By-Example.

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Querying a Database Access Module 2 AC 81

1 • Start a new query using the

Account table.

• Include the Account Number, Account Name, Amount Paid, Current Due, and Account Manager Number fields.

• Type >2500 as the criterion for the Current Due field.

• Type 31 as the criterion for the Account Manager Number field (Figure 2–27).

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Figure 2–27

Figure 2–28

2 • Run the query

(Figure 2–28).

3 • Save the query as

m02q05.

To Use a Compound Criterion Involving OR

To combine criteria with OR, each criterion must go on separate rows in the Criteria area of the grid. Why? Placing criteria on separate rows indicates at least one criterion must be true in Access. The following steps use an OR criterion to enable PrattLast to find those accounts who have a current due amount greater than $2,500.00 or whose account manager is manager 31 (or both). The steps also save the query with a new name.

1 • Return to Design view.

• If necessary, click the Criteria entry for the Account Manager Number field and then use the BACKSPACE key or the DELETE key to erase the entry (“31”).

• Click the or row (the row below the Criteria row) for the Account Manager Number field, and then type 31 as the entry (Figure 2–29).

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because criteria are in same row, both must be true

criterion for Current Due field

criterion for Account Manager Number field

only accounts whose current due amounts are greater than $2,500 and whose account manager number is 31 are included

Figure 2–29

criterion for Current Due field

or row criterion for Account Manager Number field moved to or row

because criteria are on separate rows, only one needs to be true

AC 82 Access Module 2 Querying a Database

2 • Run the query (Figure 2–30).

Figure 2–30

3 • Save the query as m02q06.

Special Criteria You can use three special criteria in queries:

1. If you want to create a criterion involving a range of values in a single field, you can use the AND operator. You place the word AND between the individual conditions. For example, if you wanted to find all accounts whose amount paid is greater than or equal to $20,000.00 and less than or equal to $40,000.00, you would enter >= 20000 AND <= 40000 as the criterion in the Amount Paid column.

2. You can select values in a given range by using the BETWEEN operator. This is often an alternative to the AND operator. For example, to find all accounts whose amount paid is between $20,000.00 and $40,000.00, inclusive, you would enter BETWEEN 20000 AND 40000 as the criterion in the Amount Paid column. This is equivalent to entering >=20000 and <=40000.

3. You can select a list of values by using the IN operator. You follow the word IN with the list of values in parentheses. For example, to find accounts whose account manager number is 31 and accounts whose account manager is 35 using the IN operator, you would enter IN (“31”,”35”) on the Criteria row in the Account Manager Number column. Unlike when you enter a simple criterion, you must enclose text values in quotation marks.

How would you find accounts whose account manager number is 31 or 35 without using the IN operator? Place the number 31 in the Criteria row of the Account Manager Number column. Place the number 35 in the or row of the Account Manager Number column.

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BTW Rearranging Fields in a Query To move a field in the design grid, click the column selector for the field to select the field and drag it to the appropriate location.

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Querying a Database Access Module 2 AC 83

Sorting In some queries, the order in which the records appear is irrelevant. All you need to be concerned about are the records that appear in the results. It does not matter which one is first or which one is last.

In other queries, however, the order can be very important. You may want to see the cities in which accounts are located and would like them arranged alphabetically. Perhaps you want to see the accounts listed by account manager number. Further, within all the accounts of any given account manager, you might want them to be listed by amount paid from largest amount to smallest.

To order the records in a query result in a particular way, you sort the records. sort the records. sort The field or fields on which the records are sorted is called the sort key. If you are sorting on more than one field (such as sorting by amount paid within account manager number), the more important field (Account Manager Number) is called the major key (also called the major key (also called the major key primary sort key) and the less important field (Amount primary sort key) and the less important field (Amount primary sort key Paid) is called the minor key (also called the minor key (also called the minor key secondary sort key).secondary sort key).secondary sort key

To sort in Microsoft Access, specify the sort order in the Sort row of the design grid below the field that is the sort key. If you specify more than one sort key, the sort key on the left will be the major sort key, and the one on the right will be the minor key.

To Clear the Design Grid

Why? If the fields you want to include in the next query are different from those in the previous query, it is usually simpler to start with a clear grid, that is, one with no fields already in the design grid. You always can clear the entries in the design grid by closing the query and then starting over. A simpler approach to clearing the entries is to select all the entries and then press the delete key. The following steps return to Design view and clear the design grid.

1 • Return to Design

view.

• Click just above the Account Number column heading in the grid to select the column.

I clicked above the column heading, but the column is not selected. What should I do? You did not point to the correct location. Be sure the pointer changes into a down- pointing arrow and then click again.

• Hold the SHIFT key down and click just above the Account Manager Number column heading to select all the columns (Figure 2–31).

2 • Press the DELETE key to clear the design grid.

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Figure 2–31

clicking here selects first column

with first column already selected, click here while holding SHIFT key to select all columns

pressing DELETE key with all columns selected clears the grid

BTW Sorting Data in a Query When sorting data in a query, the records in the underlying tables (the tables on which the query is based) are not actually rearranged. Instead, the DBMS determines the most efficient method of simply displaying the records in the requested order. The records in the underlying tables remain in their original order.

BTW Clearing the Design Grid You can also clear the design grid using the ribbon. To do so, click the Home tab, click the Advanced button to display the Advanced menu, and then click Clear Grid on the Advanced menu.

AC 84 Access Module 2 Querying a Database

To Sort Data in a Query

If you determine that the query results should be sorted, you will need to specify the sort key. The following steps sort the cities in the Account table by indicating that the City field is to be sorted. The steps specify Ascending sort order. Why? When sorting text data, Ascending sort order arranges the results in alphabetical order.Why? When sorting text data, Ascending sort order arranges the results in alphabetical order.Why?

1 • Include the City field

in the design grid.

• Click the Sort row in the City field column, and then click the Sort arrow to display a menu of possible sort orders (Figure 2–32).

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Figure 2–32

2 • Click Ascending to select the sort order (Figure 2–33).

Figure 2–33

3 • Run the query (Figure 2–34).

Experiment

• Return to Design view and change the sort order to Descending. Run the query. Return to Design view and change the sort order back to Ascending. Run the query.

Why do some cities appear more than once? More than one account is located in those cities.

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Figure 2–34

City field included

Sort arrow

Sort row Ascending sort order command

menu of available sort orders

Ascending sort order selected

duplicates included

cities sorted in ascending order

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Querying a Database Access Module 2 AC 85

To Omit Duplicates

When you sort data, duplicates normally are included. In the query shown in Figure 2–34, for example, Bremerton appears twice. Several other cities appear multiple times as well. You eliminate duplicates using the query’s property sheet. A property sheet is a window containing the various properties of the object. To omit property sheet is a window containing the various properties of the object. To omit property sheet duplicates, you will use the property sheet to change the Unique Values property from No to Yes.

The following steps create a query that PrattLast Associates might use to obtain a sorted list of the cities in the Account table in which each city is listed only once. Why? Unless you wanted to know how many accounts were located in each city, the duplicates typically do not add any value. The steps also save the query with a new name.

1 • Return to Design

view.

• Click the second field (the empty field to the right of City) in the design grid to produce an insertion point.

• If necessary, click Design on the ribbon to display the Design tab.

• Click the Property Sheet button (Query Tools Design tab | Show/Hide group) to display the property sheet (Figure 2–35).

My property sheet looks different. What should I do? If your sheet looks different, close the property sheet and repeat this step.

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Figure 2–35

2 • Click the Unique

Values property box, and then click the arrow that appears to display a list of available choices (Figure 2–36).

Figure 2–36

Show/Hide group

property sheet for query

Query Tools Design tab

Property Sheet button

insertion point in second field

Unique Values property

menu of available choices for Unique Values property

Property Sheet button

Unique Values property arrow

Yes returns unique values in query results

AC 86 Access Module 2 Querying a Database

3 • Click Yes to indicate that the

query will return unique values, which means that each value will appear only once in the query results.

• Close the Query Properties property sheet by clicking the Property Sheet button (Query Tools Design tab | Show/Hide group) a second time.

• Run the query (Figure 2–37).

4 • Save the query as m02q07. Figure 2–37

Other Ways

1. Right-click second field in design grid, click Properties on shortcut menu

To Sort on Multiple Keys

The following steps sort on multiple keys. Specifically, PrattLast needs the data to be sorted by amount paid (low to high) within account manager number, which means that the Account Manager Number field is the major key and the Amount Paid field is the minor key. The steps place the Account Manager Number field to the left of the Amount Paid field. Why? In Access, the major key must appear to the left of the minor key. The steps also save the query with a new name.

1 • Return to Design view. Clear the design grid by clicking the top of the first column in the grid, and then pressing

the DELETE key to clear the design grid.

• In the following order, include the Account Number, Account Name, Account Manager Number, and Amount Paid fields in the query.

• Select Ascending as the sort order for both the Account Manager Number field and the Amount Paid field (Figure 2–38).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–38

each city listed only once

of the two sort keys, Account Manager Number field will be major key because it is on the left

Account Manager Number field

Amount Paid field

Ascending sort order

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Querying a Database Access Module 2 AC 87

2 • Run the query (Figure 2–39).

Experiment • Return to Design view and try

other sort combinations for the Account Manager Number and Amount Paid fields, such as Ascending for Account Manager Number and Descending for Amount Paid. In each case, run the query to see the effect of the changes. When finished, select Ascending as the sort order for both fields.

What if the Amount Paid field is to the left of the Account Manager Number field? It is important to remember that the major sort key must appear to the left of the minor sort key in the design grid. If you attempted to sort by amount paid within account manager number, but placed the Amount Paid field to the left of the Account Manager Number field, your results would not accurately represent the intended sort.

3 • Save the query as m02q08.

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Figure 2–39

Is there any way to sort the records in this same order, but have the Amount Paid field appear to the left of the Account Manager Number field in the query results? Yes. Remove the check mark from the Account Manager Number field, and then add an additional Account Manager Number field at the end of the query. The first Account Manager Number field will be used for sorting but will not appear in the results. The second will appear in the results, but will not be involved in the sorting process.

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How do you approach the creation of a query that might involve sorting? Examine the query or request to see if it contains words such as order or order or order sort. Such words imply that the order of the query results is important. If so, you need to sort the query.

• If sorting is required, identify the field or fields on which the results are to be sorted. In the request, look for language such as ordered by or ordered by or ordered by sort the results by, both of which would indicate that the specified field is a sort key.

• If using multiple sort keys, determine the major and minor keys. If you are using two sort keys, determine which one is the more important, or the major key. Look for language such as sort by amount paid within account manager number, which implies that the overall order is by account manager number. In this case, the Account Manager Number field would be the major sort key and the Amount Paid field would be the minor sort key.

• Determine sort order. Words such as increasing, ascending, or low-to-high imply Ascending order. Words such as decreasing, descending, or high-to-low imply Descending order. Sorting in high-to-low imply Descending order. Sorting in high-to-low alphabetical order implies Ascending order. If there were no alphabetical order implies Ascending order. If there were no alphabetical order words to imply a particular order, you would typically use Ascending.

• Examine the query or request to see if there are any special restrictions. One common restriction is to exclude duplicates. Another common restriction is to list only a certain number of records, such as the first five records.

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overall order is by account manager number in ascending order

within group of accounts with the same account manager number, rows are sorted by amount paid in ascending order

AC 88 Access Module 2 Querying a Database

To Create a Top-Values Query

Rather than show all the results of a query, you may want to show only a specified number of records or a percentage of records. Why? You might not need to see all the records, just enough to get a general idea of the results. Creating a top-values query allows you to restrict the number of records that appear. When you sort records, top-values query allows you to restrict the number of records that appear. When you sort records, top-values query you can limit results to those records having the highest (descending sort) or lowest (ascending sort) values. To do so, first create a query that sorts the data in the desired order. Next, use the Return box on the Design tab to change the number of records to be included from All to the desired number or percentage.

The following steps create a query for PrattLast Associates that shows only the first five records that were included in the results of the previous query. The steps also save the resulting query with a new name.

1 • Return to Design

view.

• If necessary, click Design on the ribbon to display the Design tab.

• Click the Return arrow (Query Tools Design tab | Query Setup group) to display the Return menu (Figure 2–40).

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2 • Click 5 in the Return menu to

specify that the query results should contain the first five rows.

Could I have typed the 5? What about other numbers that do not appear in the list? Yes, you could have typed the 5. For numbers not appearing in the list, you must type the number.

• Run the query (Figure 2–41).

3 • Save the query as m02q09.

• Close the query.

Do I need to close the query before creating my next query? Not necessarily. When you use a top-values query, however, it is important to change the value in the Return box back to All. If you do not change the Return value back to All, the previous value will remain in effect. Consequently, you might not get all the records you should in the next query. A good practice whenever you use a top-values query is to close the query as soon as you are done. That way, you will begin your next query from scratch, which ensures that the value is reset to All.

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Figure 2–41

Figure 2–40

Return box

Return menu

display all records

display first 5% of the returned records

Query Setup group

Design tab

Return arrow

display first 5 records

only first 5 records are included

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Querying a Database Access Module 2 AC 89

Joining Tables In designing a query, you need to determine whether more than one table is required. For example, if the question being asked involves data from both the Account and Account Manager tables, then both tables are required for the query. For example, you might want a query that gives the number and name of each account (from the Account table) along with the number and name of the account’s account manager (from the Account Manager table). Both the Account and Account Manager tables are required for this query. You need to join the tables to find records in the two tables that have identical values in matching fields (Figure 2–42). In this example, you need to find records in the Account table and the Account Manager table that have the same value in the Account Manager Number fields.

Give me the number and name of each account along with the number and name of the account manager.

Account Table

AC # Account Name ... AM # Last Name First Name ...

AC001 Avondale Community Bank ... 31 Rivera Haydee ...

BL235 Bland Corp. ... 35 Simson Mark ...

CA043 Carlton Regional Clinic ... 58 Murowski Karen ...

CO621 Codder Plastics Co. ... 35 Simson Mark ...

EC010 Eco Clothes Inc. ... 58 Murowski Karen ...

HL111 Halko Legal Associates ... 58 Murowski Karen ...

JM323 JSP Manufacturing Inc. ... 31 Rivera Haydee ...

KV089 KAL Veterinary Services ... 35 Simson Mark ...

KC156 Key Community College System ... 31 Rivera Haydee ...

LC005 Lancaster County Hospital ... 58 Murowski Karen ...

LI268 Lars-Idsen Inc. ... 35 Simson Mark ...

MI345 Midwest Library Consortium ... 31 Rivera Haydee ...

ML008 Mums Landscaping Co. ... 35 Simson Mark ...

TP098 TAL Packaging Systems ... 58 Murowski Karen ...

TW001 Tri-County Waste Disposal ... 31 Rivera Haydee ...

Account Table

AC # Account Name ... AM #

AC001 Avondale Community Bank ... 31

BL235 Bland Corp. ... 35

CA043 Carlton Regional Clinic ... 58

CO621 Codder Plastics Co. ... 35

EC010 Eco Clothes Inc. ... 58

HL111 Halko Legal Associates ... 58

JM323 JSP Manufacturing Inc. ... 31

KC156 Key Community College System ... 31

KV089 KAL Veterinary Services ... 35

LC005 Lancaster County Hospital ... 58

LI268 Lars-Idsen Inc. ... 35

MI345 Midwest Library Consortium ... 31

ML008 Mums Landscaping Co. ... 35

TP098 TAL Packaging Systems ... 58

TW001 Tri-County Waste Disposal ... 31

Account Manager Table

AM # Last Name First Name ...

31 Rivera Haydee ...

35 Simson Mark ...

42 Lu Peter ...

58 Murowski Karen ...

Figure 2–42

BTW Ad Hoc Relationships When you join tables in a query, you are creating an ad hoc relationship, that is, a relationship between tables created for a specific purpose. In Module 3, you will create general-purpose relationships using the Relationships window.

BTW Join Line If you do not get a join line automatically, there may be a problem with one of your table designs. Open each table in Design view and make sure that the data types are the same for the matching field in both tables and that one of the matching fields is the primary key in a table. Correct these errors and create the query again.

BTW Join Types The type of join that finds records from both tables that have identical values in matching fields is called an inner join. An inner join is the default join in Access. Outer joins are used to show all the records in one table as well as the common records; that is, the records that share the same value in the join field. In a left outer join, all rows from the table on the left are included. In a right outer join, all rows from the table on the right are included.

AC 90 Access Module 2 Querying a Database

To Join Tables

If you have determined that you need to join tables, you first will bring field lists for both tables to the upper pane of the Query window while working in Design view. Access will draw a line, called a join line, between matching fields in the two tables, indicating that the tables are related. You then can select fields from either table. Access joins the tables automatically.

The first step is to create a new query and add the Account Manager table to the query. Then, add the Account table to the query. A join line should appear, connecting the Account Manager Number fields in the two field lists. Why might the join line not appear? If the names of the matching fields differ from one table to the other, Access will not insert the line. You can insert it manually, however, by clicking one of the two matching fields and dragging the pointer to the other matching field.

The following steps create a query to display information from both the Account table and the Account Manager table.

1 • Click Create on the

ribbon to display the Create tab.

• Click the Query Design button (Create tab | Queries group) to create a new query.

• If necessary, click the Account Manager table (Show Table dialog box) to select the table.

• Click the Add button (Show Table dialog box) to add a field list for the Account Manager Table to the query (Figure 2–43).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

2 • Click the Account table (Show Table dialog

box).

• Click the Add button (Show Table dialog box) to add a field list for the Account table.

• Close the Show Table dialog box by clicking the Close button.

• Expand the size of the two field lists so all the fields in the Account Manager and Account tables appear (Figure 2–44).

I did not get a join line. What should I do? Ensure that the names of the matching fields are the same, the data types are the same, and the matching field is the primary key in one of the two tables. If all of these factors are true and you still do not have a join line, you can produce one by pointing to a matching field and dragging to the other matching field.

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Figure 2–44

Figure 2–43

Show Table dialog box

field list for Account Manager table

Account table

Close button

Add button

join line

field lists resized

Show Table dialog box Close button

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Querying a Database Access Module 2 AC 91

3 • In the design grid, include the Account Manager Number, Last Name, and First Name fields from the Account

Manager Table as well as the Account Number and Account Name fields from the Account table.

• Select Ascending as the sort order for both the Account Manager Number field and the Account Number field (Figure 2–45).

Figure 2–45

4 • Run the query (Figure 2–46).

Figure 2–46

Account Manager Number, Last Name, and First Name fields from Account Manager table are included

Ascending sort order

Account Number and Account Name fields from Account table are included

fields from Account Manager table fields from

Account table

records are sorted by Account Manager Number

Account Manager 42 not included because he currently has no accounts

within Account Manager Number records are further sorted by Account Number

AC 92 Access Module 2 Querying a Database

To Change Join Properties

Normally, records that do not match the query conditions do not appear in the results of a join query. For example, the account manager named Peter Lu does not appear in the results. Why? He currently does not have any accounts. To cause such a record to be displayed, you need to change the join properties, which are the properties that indicate which records appear in a join. The following steps change the join properties of the Manager-Account Query so that PrattLast can include all account managers in the results, rather than only those managers who have already been assigned accounts.

1 • Return to Design view.

• Right-click the join line to produce a shortcut menu (Figure 2–47).

I do not see Join Properties on my shortcut menu. What should I do? If Join Properties does not appear on your shortcut menu, you did not point to the appropriate portion of the join line. You will need to point to the correct (middle) portion and right-click again.

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5 • Click the Save button on the Quick Access Toolbar to display the Save As dialog box.

• Type Manager-Account Query as the query name.

• Click the OK button (Save As dialog box) to save the query.

Figure 2–47

saved query

join line

Join Properties command

shortcut menu

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Querying a Database Access Module 2 AC 93

3 • Click option button 2

(Join Properties dialog box) to include all records from the Account Manager Table regardless of whether they match any accounts.

• Click the OK button (Join Properties dialog box) to modify the join properties.

• Run the query (Figure 2–49).

Experiment

• Return to Design view, change the Join properties, and select option button 3. Run the query to see the effect of this option. When done, return to Design view, change the join properties, and once again select option button 2.

4 • Click the Save button on the Quick Access Toolbar to save the changes to the query.

• Close the Manager-Account Query.

I see a dialog box that asks if I want to save the query. What should I do? Click the OK button to save the query.Q

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2 • Click Join Properties on the shortcut menu to display the Join Properties dialog box (Figure 2–48).

Figure 2–48

Figure 2–49

option button to include only records that match

option button to include all records from Account table regardless of whether they match any account managers

Join Properties dialog box

option button to include all records from Account Manager table regardless of whether they match any accounts

OK button

account manager 42 included even though he has no accounts

account number and name are blank

AC 94 Access Module 2 Querying a Database

To Create a Report from a Query

You can use queries in the creation of reports. The report in Figure 2–50 involves data from more than one table. Why? The Last Name and First Name fields are in the Account Manager table. The Account Number and Account Name fields are in the Account table. The Account Manager Number field is in both tables. The easiest way to create such a report is to base it on a query that joins the two tables. The following steps use the Report Wizard and the Manager-Account Query to create the report.

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–50

1 • Open the Navigation

Pane, and then select the Manager- Account Query in the Navigation Pane.

• Click Create on the ribbon to display the Create tab.

• Click the Report Wizard button (Create tab | Reports group) to display the Report Wizard dialog box (Figure 2–51).

Figure 2–51

available fields are in the Manager-Account Query

Report Wizard dialog box

Create tab Report Wizard button

‘Add All Fields’ button

Next button

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Querying a Database Access Module 2 AC 95

2 • Click the ‘Add

All Fields’ button (Report Wizard dialog box) to add all the fields in the Manager-Account Query.

• Click the Next button to display the next Report Wizard screen (Figure 2–52).

Figure 2–52

3 • Because you will not specify any

grouping, click the Next button in the Report Wizard dialog box to display the next Report Wizard screen.

• Because you already specified the sort order in the query, click the Next button again to display the next Report Wizard screen.

• Make sure that Tabular is selected as the Layout and Portrait is selected as the Orientation.

• Click the Next button to display the next Report Wizard screen.

• Erase the current title, and then type Manager-Account Report as the new title.

• Click the Finish button to produce the report (Figure 2–53).

My report is very small and does not look like the one in the figure. What should I do? Click the pointer, which should look like a magnifying glass, anywhere in the report to magnify the report.

• Close the Manager-Account Report.

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Figure 2–53

To Print a Report

The following steps print a hard copy of the report.

1 With the Manager-Account Report selected in the Navigation Pane, click File on the ribbon to open the Backstage view.

2 Click the Print tab in the Backstage view to display the Print gallery.

3 Click the Quick Print button to print the report.

Next button

question concerning grouping levels

preview of report

AC 96 Access Module 2 Querying a Database

How would you approach the creation of a query that might involve multiple tables?

• Examine the request to see if all the fields involved in the request are in one table. If the fields are in two (or more) tables, you need to join the tables.

• If joining is required, identify within the two tables the matching fields that have identical values. Look for the same column name in the two tables or for column names that are similar.

• Determine whether sorting is required. Queries that join tables often are used as the basis for a report. If this is the case, it may be necessary to sort the results. For example, the Manager-Account Report is based on a query that joins the Account Manager and Account tables. The query is sorted by account manager number and account number.

• Examine the request to see if there are any special restrictions. For example, the user may only want accounts whose current due amount is $0.00.

• Examine the request to see if you only want records from both tables that have identical values in matching fields. If you want to see records in one of the tables that do not have identical values in the other table, then you need to change the join properties.

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Creating a Form for a Query In the previous module, you created a form for the Account table. You can also create a form for a query. Recall that a form in a database is a formatted document with fields that contain data. Forms allow you to view and maintain data.

To Create a Form for a Query

The following steps create a form, then save the form. Why? The form will be available for future use in viewing the data in the query.

1 • If necessary, select the Manager-Account Query in the Navigation Pane.

• Click Create on the ribbon to display the Create tab (Figure 2–54).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–54

Manager-Account Query selected

Forms group

Create tab

Form button

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Querying a Database Access Module 2 AC 97

2 • Click the Form button (Create tab | Forms group) to create a simple form (Figure 2–55).

I see a field list also. What should I do? Click the Close button for the Field List.Q

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Figure 2–55

Using a Form After you have saved a form, you can use it at any time by right-clicking the form

in the Navigation Pane and then clicking Open on the shortcut menu. If you plan to use the form to enter data, you must ensure you are viewing the form in Form view.

Exporting Data From Access to Other Applications You can export, or copy, tables or queries from an Access database so that another application (for example, Excel or Word) can use the data. The application that will receive the data determines the export process to be used. You can export to text files in a variety of formats. For applications to which you cannot directly export data, you often can export an appropriately formatted text file that the other application can import. Figure 2–56 shows the workbook produced by exporting the Manager-Account Query to Excel. The columns in the workbook have been resized to best fit the data.

3 • Click the Save button on the Quick Access Toolbar to display the Save As dialog box.

• Type Manager-Account Form as the form name.Manager-Account Form as the form name.Manager-Account Form

• Click the OK button to save the form.

• Click the Close button for the form to close the form.

form created for Manager-Account Query

fields in Manager- Account Query

BTW Exporting Data You frequently need to export data so that it can be used in other applications and by other users in an organization. For example, the Accounting department might require financial data in an Excel format to perform certain financial functions. Marketing might require a list of account names and addresses in Word or RTF format for marketing campaigns.

AC 98 Access Module 2 Querying a Database

To Export Data to Excel

For PrattLast Associates to make the Manager-Account Query available to Excel users, it needs to export the data. To export data to Excel, select the table or query to be exported and then click the Excel button in the Export group on the External Data tab. The following steps export the Manager-Account Query to Excel and save the export steps. Why save the export steps? By saving the export steps, you could easily repeat the export process whenever you like without going through all the steps. You would use the saved steps to export data in the future by clicking the Saved Exports button (External Data tab | Export group) and then selecting the steps you saved.

1 • If necessary, click the

Manager-Account Query in the Navigation Pane to select it.

• Click External Data on the ribbon to display the External Data tab (Figure 2–57).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–56

Figure 2–57

Excel worksheet contains data from Manager-Account Query

PDF or XPS button (export to PDF or XPS file)

Text File button (export to text file)

Saved Exports button (export by using saved set of export steps)

Export group Excel button (export to Excel workbook)

Manager-Account Query

External Data tab Word Merge button (for mail merge)

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Querying a Database Access Module 2 AC 99

2 • Click the Excel button (External

Data tab | Export group) to display the Export-Excel Spreadsheet dialog box.

• Click the Browse button (Export- Excel Spreadsheet dialog box), and then navigate to the location where you want to export the query (your hard disk, OneDrive, or other storage location).

• Confirm that the file format is Excel Workbook (*.xlsx), and the file name is Manager-Account Query, and then click the Save button (File Save dialog box) to select the file name and location (Figure 2–58).

Did I need to browse? No. You could type the appropriate file location.

Could I change the name of the file? You could change it. Simply replace the current file name with the one you want.

What if the file I want to export already exists? Access will indicate that the file already exists and ask if you want to replace it. If you click the Yes button, the file you export will replace the old file. If you click the No button, you must either change the name of the export file or cancel the process.

• Click the OK button (Export-Excel Spreadsheet dialog box) to export the data (Figure 2–59).

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Figure 2–58

Figure 2–59

Export - Excel Spreadsheet dialog box

check box to open destination file after export is complete

check box to only export selected records (only valid if you have selected records prior to the export operation)

click arrow to change file format

name of workbook to be created

OK button

Browse button

check box to include formatting and layout

selected file format (Excel Workbook)

location of workbook to be created

message indicates that the export process is complete

Close button

check box to save export steps

AC 100 Access Module 2 Querying a Database

3 • Click the ‘Save export steps’ check

box (Export-Excel Spreadsheet dialog box) to display the Save Export Steps options.

• If necessary, type Export- Manager-Account Query in the Save as text box.

• Type Export the Manager- Account Query without formatting in the Description text box (Figure 2–60).

How could I re-use the export steps? You can use these steps to export data in the future by clicking the Saved Exports button (External Data tab | Export group) and then selecting the steps you saved.

4 • Click the Save Export button

(Export-Excel Spreadsheet dialog box) to save the export steps.

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Figure 2–60

Other Ways

1. Right-click database object in Navigation Pane, click Export.

TO EXPORT DATA TO WORD It is not possible to export data from Access to the standard Word format. It is

possible, however, to export the data as a rich text format (RTF) file, which Word can use. To export data from a query or table to an RTF file, you would use the following steps.

1. With the query or table to be exported selected in the Navigation Pane, click the More button (External Data tab | Export group) and then click Word on the More menu to display the Export-RTF File dialog box.

2. Navigate to the location in which to save the file and assign a file name. 3. Click the Save button, and then click the OK button to export the data. 4. Save the export steps if you want, or simply click the Close button in the Export-

RTF File dialog box to close the dialog box without saving the export steps.

Text Files You can also export Access data to text files, which can be used for a variety of

purposes. Text files contain unformatted characters, including alphanumeric characters, and some special characters, such as tabs, carriage returns, and line feeds.

In delimited files, each record is on a separate line and the fields are separated by a special character, called the delimiter. Common delimiters are tabs, semicolons, commas, and spaces. You can also choose any other value that does not appear within the field contents as the delimiter. The comma-separated values (CSV) file often used in Excel is an example of a delimited file.

check box to create an Outlook task

description of saved export steps

name of saved export steps

Save Export button

BTW Saving Export Steps Because query results are based on the data in the underlying tables, a change to an underlying table would result in a new query answer. For example, if the last name for account manager 35 changed from Simson to Smith, the change would be made in the Account Manager table. If you run the Manager-Account Query again and export the query using the saved export steps, the Excel workbook would show the changed name.

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Querying a Database Access Module 2 AC 101

In fixed-width files, the width of any field is the same on every record. For example, if the width of the first field on the first record is 12 characters, the width of the first field on every other record must also be 12 characters.

TO EXPORT DATA TO A TEXT FILE When exporting data to a text file, you can choose to export the data with

formatting and layout. This option preserves much of the formatting and layout in tables, queries, forms, and reports. For forms and reports, this is the only option for exporting to a text file.

If you do not need to preserve the formatting, you can choose either delimited or fixed-width as the format for the exported file. The most common option, especially if formatting is not an issue, is delimited. You can choose the delimiter. You can also choose whether to include field names on the first row. In many cases, delimiting with a comma and including the field names is a good choice.

To export data from a table or query to a comma-delimited file in which the first row contains the column headings, you would use the following steps.

1. With the query or table to be exported selected in the Navigation Pane, click the Text File button (External Data tab | Export group) to display the Export-Text File dialog box.

2. Select the name and location for the file to be created. 3. If you need to preserve formatting and layout, be sure the ‘Export data with

formatting and layout’ check box is checked. If you do not need to preserve formatting and layout, make sure the check box is not checked. Once you have made your selection, click the OK button in the Export-Text File dialog box.

4. To create a delimited file, be sure the Delimited option button is selected in the Export Text Wizard dialog box. To create a fixed-width file, be sure the Fixed Width option button is selected. Once you have made your selection, click the Next button.

5. a. If you are exporting to a delimited file, choose the delimiter that you want to separate your fields, such as a comma. Decide whether to include field names on the first row and, if so, click the ‘Include Field Names on First Row’ check box. If you want to select a text qualifier, select it in the Text Qualifier list. When you have made your selections, click the Next button.

b. If you are exporting to a fixed-width file, review the position of the vertical lines that separate your fields. If any lines are not positioned correctly, follow the directions on the screen to reposition them. When you have finished, click the Next button.

6. Click the Finish button to export the data. 7. Save the export steps if you want, or simply click the Close button in the Export-

Text File dialog box to close the dialog box without saving the export steps.

Adding Criteria to a Join Query Sometimes you will want to join tables, but you will not want to include all possible records. For example, you would like to create a report showing only those accounts whose amount paid is greater than $20,000.00. In this case, you would relate the tables and include fields just as you did before. You will also include criteria. To include only those accounts whose amount paid is more than $20,000.00, you will include >20000 as a criterion for the Amount Paid field.

AC 102 Access Module 2 Querying a Database

To Restrict the Records in a Join

The following steps modify the Manager-Account Query so that the results for PrattLast Associates include a criterion. Why? PrattLast wants to include only those accounts whose amount paid is more than $20,000.00.

1 • Open the Navigation

Pane, if necessary, and then right- click the Manager- Account Query to produce a shortcut menu.

• Click Design View on the shortcut menu to open the Manager- Account Query in Design view.

• Close the Navigation Pane.

• Add the Amount Paid field to the query.

• Type >20000 as the criterion for the Amount Paid field (Figure 2–61).

2 • Run the query (Figure 2–62).

3 • Close the query.

• When asked if you want to save your changes, click the No button.

What would happen if I saved the changes? The next time you used this query, you would only see accounts whose amount paid is more than $20,000.00.

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

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Figure 2–61

Figure 2–62

Calculations If a special calculation is required for a query, you need to determine whether the calculation is an individual record calculation (for example, adding the values in two fields for one record) or a group calculation (for example, finding the total of the values in a particular field on all the records).

PrattLast Associates might want to know the total amount (amount paid and current due) for each account. This would seem to pose a problem because the Account table does not include a field for total amount. You can calculate it, however, because the total amount is equal to the amount paid plus the current due. A field that can be computed from other fields is called a calculated field or a computed field and is not usually included in the table. Including it introduces the possibility for errors in the table. If the value in the field does not happen to match the results

amount paid must be greater than $20,000

criterion for Amount Paid field

amount paid is greater than $20,00.00

BTW Expression Builder Access includes a tool to help you create complex expressions. If you click Build on the shortcut menu (see Figure 2–63), Access displays the Expression Builder dialog box, which includes an expression box, operator buttons, and expression elements. You can type parts of the expression directly and paste operator buttons and expression elements into the box. You also can use functions in expressions.

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Querying a Database Access Module 2 AC 103

of the calculation, the data is inconsistent. A calculated field is an individual record calculation because each calculation only involves fields in a single record.

PrattLast might also want to calculate the average amount paid for the accounts of each account manager. That is, they may want the average for accounts of account manager 31, the average for accounts of account manager 35, and so on. This type of calculation is called a group calculation because each calculation involves groups of records. In this example, the accounts of account manager 31 would form one group, the accounts of account manager 35 would be a second group, and the accounts of account manager 58 would form a third group.

To Use a Calculated Field in a Query

If you need a calculated field in a query, you enter a name, or alias, for the calculated field, a colon, and then the calculation in one of the columns in the Field row of the design grid for the query. Any fields included in the expression must be enclosed in square brackets ([ ]). For example, for the total amount, you will type Total Amount:[Amount Paid]+[Current Due] as the expression.

You can type the expression directly into the Field row in Design view. The preferred method, however, is to select the column in the Field row and then use the Zoom command on its shortcut menu. When Access displays the Zoom dialog box, you can enter the expression. Why use the Zoom command? You will not be able to see the entire entry in the Field row, because the space available is not large enough.

You can use addition (+), subtraction (-), multiplication (*), or division (/) in calculations. If you have multiple calculations in an expression, you can include parentheses to indicate which calculations should be done first.

The following steps create a query that PrattLast Associates might use to obtain financial information on its accounts, including the total amount (amount paid + current due), which is a calculated field.

1 • Create a query with a field list for

the Account table.

• Add the Account Number, Account Name, Amount Paid, and Current Due fields to the query.

• Right-click the Field row in the first open column in the design grid to display a shortcut menu (Figure 2–63).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–63

2 • Click Zoom on the shortcut menu

to display the Zoom dialog box.

• Type Total Amount:[Amount Paid]+[Current Due] in the Zoom dialog box (Figure 2–64).

Do I always need to put square brackets around field names? If the field name does not contain spaces, square brackets are technically not required. It is a good practice, however, to get in the habit of using the brackets in field calculations.

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Figure 2–64

expression for calculated field ([Amount Paid]+[Current Due])

shortcut menu

Build command allows you to use Expression Builder

Zoom command allows you to use Zoom dialog box to enter an expression

insertion point in first open column

colon separates name of calculated field from expression

Name (alias) of calculated field (Total Amount)

square brackets ([ ]) around field names

Zoom dialog box

OK button

AC 104 Access Module 2 Querying a Database

3 • Click the OK button (Zoom dialog box) to enter the expression (Figure 2–65).

Figure 2–65

Figure 2–66

4 • Run the query

(Figure 2–66).

Experiment

• Return to Design view and try other expressions. In at least one case, omit the Total Amount and the colon. In at least one case, intentionally misspell a field name. In each case, run the query to see the effect of your changes. When finished, reenter the original expression.

Other Ways

1. Press SHIFT+F2

To Change a Caption

In Module 1, you changed the caption for a field in a table. When you assigned a caption, Access displayed it in datasheets and forms. If you did not assign a caption, Access displayed the field name. You can also change a caption in a query. Access will display the caption you assign in the query results. When you omitted duplicates, you used the query property sheet. When you change a caption in a query, you use the property sheet for the field. In the property sheet, you can change other properties for the field, such as the format and number of decimal places. The following steps change the caption of the Amount Paid field to Paid and the caption of the Current Due field to Due. Why? These changes give shorter, yet very readable, column headings for the fields. The steps also save the query with a new name.

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

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only part of expression is visible

results are calculated by adding amount paid and current due

Total Amount field

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Querying a Database Access Module 2 AC 105

1 • Return to Design view.

• If necessary, click Design on the ribbon to display the Query Tools Design tab.

• Click the Amount Paid field in the design grid, and then click the Property Sheet button (Query Tools Design tab | Show/Hide group) to display the properties for the Amount Paid field.

• Click the Caption box, and then type Paid as the caption (Figure 2–67).

My property sheet looks different. What should I do? Close the property sheet and repeat this step.Q

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Figure 2–67

2 • Click the Current Due field in the

design grid to view its properties in the Property Sheet.

• Click the Caption box, and then type Due as the caption.

• Close the Property Sheet by clicking the Property Sheet button a second time.

• Run the query (Figure 2–68).

3 • Save the query as m02q10.

• Close the query.

Figure 2–68

Other Ways

1. Right-click field in design grid, click Properties on shortcut menu

Amount Paid field

new value for Caption property

Query Tools Design tab

Property Sheet button

Show/Hide group

Caption property

captions changed

AC 106 Access Module 2 Querying a Database

To Calculate Statistics

For group calculations, Microsoft Access supports several built-in statistics: COUNT (count of the number of records), SUM (total), AVG (average), MAX (largest value), MIN (smallest value), STDEV (standard deviation), VAR (variance), FIRST (first value), and LAST (last value). These statistics are called aggregate functions. An aggregate function is a function that performs some mathematical function against a group of records. To use an aggregate function in a query, you include it in the Total row in the design grid. In order to do so, you must first include the Total row by clicking the Totals button on the Design tab. Why? The Total row usually does not appear in the grid.

The following steps create a new query for the Account table. The steps include the Total row in the design grid, and then calculate the average amount paid for all accounts.

1 • Create a new query

with a field list for the Account table.

• Click the Totals button (Query Tools Design tab | Show/ Hide group) to include the Total row in the design grid.

• Add the Amount Paid field to the query (Figure 2–69).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–69 2 • Click the Total row

in the Amount Paid column to display the Total arrow.

• Click the Total arrow to display the Total list (Figure 2–70).

Figure 2–70

Figure 2–71

3 • Click Avg to select the calculation

that Access is to perform (Figure 2–71).

Query Tools Design tab

Totals button Show/Hide group

current entry in Total row

Amount Paid field added to query

Total row

Total list

Avg (average) command

Total arrow

Avg selected

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Querying a Database Access Module 2 AC 107

4 • Run the query (Figure 2–72).

Experiment

• Return to Design view and try other aggregate functions. In each case, run the query to see the effect of your selection. When finished, select Avg once again.

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Figure 2–72

To Use Criteria in Calculating Statistics

Why? Sometimes calculating statistics for all the records in the table is appropriate. In other cases, however, you will need to calculate the statistics for only those records that satisfy certain criteria. To enter a criterion in a field, first you select Where as the entry in the Total row for the field, and then enter the criterion in the Criteria row. Access uses the word, Where, to indicate that you will enter a criterion. The following steps use this technique to calculate the average amount paid for accounts of account manager 31. The steps also save the query with a new name.

1 • Return to Design view.

• Include the Account Manager Number field in the design grid.

• Click the Total row in the Account Manager Number column.

• Click the Total arrow in the Account Manager Number column to produce a Total list (Figure 2–73).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

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Figure 2–73

2 • Click Where to be able to enter a

criterion.

• Type 31 as the criterion for the Account Manager Number field (Figure 2–74).

Figure 2–74

Figure 2–75

3 • Run the query (Figure 2–75).

4 • Save the query as m02q11.

average amount paid by all accounts

Account Manager Number field added

Amount Paid field

calculate average

Total list

Where command allows you to enter a criterion

Total arrow

Where entry in Total row

criterion (account manager number must be 31)

AC 108 Access Module 2 Querying a Database

2 • Run the query

(Figure 2–77).

3 • Save the query as

m02q12.

• Close the query.

Figure 2–77

To Use Grouping

Why? Statistics are often used in combination with grouping; that is, statistics are calculated for groups of records. For example, PrattLast could calculate the average amount paid for the accounts of each account manager, which would require the average for the accounts of account manager 31, account manager 35, and so on. Grouping means creating Grouping means creating Grouping groups of records that share some common characteristic. In grouping by Account Manager Number, for example, the accounts of account manager 31 would form one group, the accounts of account manager 35 would form a second, and the accounts of account manager 58 would form a third group. The calculations are then made for each group. To indicate grouping in Access, select Group By as the entry in the Total row for the field to be used for grouping.

The following steps create a query that calculates the average amount paid for the accounts of each account manager at PrattLast Associates. The steps also save the query with a new name.

1 • Return to Design view and clear

the design grid.

• Include the Account Manager Number field in the query.

• Include the Amount Paid field in the query.

• Select Avg as the calculation in the Total row for the Amount Paid field (Figure 2–76).

Why was it not necessary to change the entry in the Total row for the Account Manager Number field? Group By, which is the initial entry in the Total row when you add a field, is correct. Thus, you did not need to change the entry.

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

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Figure 2–76

Crosstab Queries A crosstab query, or simply, crosstab, calculates a statistic (for example, sum, average, or count) for data that is grouped by two different types of information. One of the types will appear down the side of the resulting datasheet, and the other will appear across the top. Crosstab queries are useful for summarizing data by category or group.

For example, if a query must summarize the sum of the current due amounts grouped by both state and account manager number, you could have states as the row headings, that is, down the side. You could have account manager numbers as the column headings, that is, across the top. The entries within the datasheet represent

Amount Paid field

calculate average

group by Account Manager Number

manager number 35

manager number 58

manager number 31

average amount paid for accounts of manager 58

average amount paid for accounts of manager 31

average amount paid for accounts of manager 35

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Querying a Database Access Module 2 AC 109

Figure 2–78

How do you know when to use a crosstab query? If data is to be grouped by two different types of information, you can use a crosstab query. You will need to identify the two types of information. One of the types will form the row headings and the other will form the column headings in the query results.

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the total of the current due amounts. Figure 2–78 shows a crosstab in which the total of current due amounts is grouped by both state and account manager number, with states down the left side and account manager numbers across the top. For example, the entry in the row labeled IL and in the column labeled 31 represents the total of the current due amounts by all accounts of account manager 31 who are located in Illinois.

To Create a Crosstab Query

The following steps use the Crosstab Query Wizard to create a crosstab query. Why? PrattLast Associates wants to group data on current due amounts by two types of information: state and account manager.

1 • Click Create on the

ribbon to display the Create tab.

• Click the Query Wizard button (Create tab | Queries group) to display the New Query dialog box (Figure 2–79).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–79

sum of current due by all accounts whose state is IL

sum of current due by accounts of manager 31 whose state is IL

column headings (manager numbers)

row headings (states) crosstab

Queries group

New Query dialog box

Crosstab Query Wizard

OK button

Create tab

Query Wizard button

AC 110 Access Module 2 Querying a Database

2 • Click Crosstab Query

Wizard (New Query dialog box).

• Click the OK button to display the Crosstab Query Wizard dialog box (Figure 2–80).

Figure 2–80

Figure 2–81

Figure 2–82

3 • With the Tables

option button selected, click Table: Account to select the Account table, and then click the Next button to display the next Crosstab Query Wizard screen.

• Click the State field, and then click the Add Field button to select the State field for row headings (Figure 2–81).

4 • Click the Next

button to display the next Crosstab Query Wizard screen.

• Click the Account Manager Number field to select the field for column headings (Figure 2–82).

Next button

Account table

Tables option button selected

Crosstab Query Wizard dialog box

list of available tables

Next button

Add Field button

State field selected

available fields

selecting fields for row headings

each state will be a row heading

Next button

selecting fields for column headings

Account Manager Number field selected

each account manager number will be a column heading

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Querying a Database Access Module 2 AC 111

5 • Click the Next button to display

the next Crosstab Query Wizard screen.

• Click the Current Due field to select the field for calculations.

Experiment

• Click other fields. For each field, examine the list of calculations that are available. When finished, click the Current Due field again.

• Click Sum to select the calculation to be performed (Figure 2–83).

My list of functions is different. What did I do wrong? Either you clicked the wrong field, or the Current Due field has the wrong data type. For example, if you mistakenly assigned it the Short Text data type, you would not see Sum in the list of available calculations.

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Figure 2–83

Figure 2–84

6 • Click the Next button to display the next

Crosstab Query Wizard screen.

• Erase the text in the name text box and type State-Manager Crosstab as the name of the query (Figure 2–84).

7 • If requested to do so by your instructor, name

the crosstab query as FirstName LastName Crosstab where FirstName and LastName are your first and last names.

• Click the Finish button to produce the crosstab shown in Figure 2–78.

• Close the query.

Customizing the Navigation Pane Currently, the entries in the Navigation Pane are organized by object type. That is, all the tables are together, all the queries are together, and so on. You might want to change the way the information is organized. For example, you might want to have the Navigation Pane organized by table, with all the queries, forms, and reports associated with a particular table appearing after the name of the table. You can also use the Search bar to restrict the objects that appear to only those that have a certain collection of characters in their name. For example, if you entered the letters, Ma, only those objects containing Ma somewhere within the name will be included.

Next button

Current Due field selected Sum function

selected

selecting fields for calculations for row and column intersections

Finish button

name of crosstab query

AC 112 Access Module 2 Querying a Database

To Customize the Navigation Pane

The following steps change the organization of the Navigation Pane. They also use the Search bar to restrict the objects that appear. Why? Using the Search bar, you can reduce the number of objects that appear in the Navigation Pane and just show the ones in which you are interested.

1 • If necessary, click the

‘Shutter Bar Open/ Close Button’ to open the Navigation Pane.

• Click the Navigation Pane arrow to produce the Navigation Pane menu (Figure 2–85).

1 CREATE QUERIES | 2 USE CRITERIA | 3 SORT DATA | 4 JOIN TABLES | 5 EXPORT RESULTS

6 PERFORM CALCULATIONS | 7 CREATE CROSSTAB | 8 CUSTOMIZE NAVIGATION PANE

Figure 2–85

Figure 2–86

2 • Click ‘Tables and Related Views’ to organize the Navigation Pane by table rather than by the type of object

(Figure 2–86).

Navigation Pane

Navigation Pane arrow

‘Tables and Related Views‘

Object Type currently selected

Navigate To Category options

Filter By Group options

Navigation Pane menu

Navigation Pane title bar

objects associated with Account table grouped together

objects associated with Account Manager table grouped together

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Querying a Database Access Module 2 AC 113

3 • Click the Navigation Pane arrow to produce the Navigation Pane menu.

• Click Object Type to once again organize the Navigation Pane by object type.

Experiment

• Select different Navigate To Category options to see the effect of the option. With each option you select, select different Filter By Group options to see the effect of the filtering. When you have finished experimenting, select the ‘Object Type Navigate To Category’ option and the ‘All Access Objects Filter By Group’ option.

• If the Search bar does not appear, right-click the Navigation Pane and click Search Bar on the shortcut menu.

• Click in the Search box to produce an insertion point.

• Type Ma as the search string to restrict the objects displayed to only those containing the desired string (Figure 2–87).

4 • Click the ‘Clear Search String’ button to remove the search string and redisplay all objects.

Did I have to click the button to redisplay all objects? Could I simply have erased the current string to achieve the same result? You did not have to click the button. You could have used the DELETE or BACKSPACE keys to erase the current search string.

• If desired, sign out of your Microsoft account.

• Exit Access.

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Summary In this module you have learned to create queries, enter fields, enter criteria, use text and numeric data in queries, use wildcards, use compound criteria, create parameter queries, sort data in queries, join tables in queries, perform calculations in queries, and create crosstab queries. You also learned to create a report and a form that used a query, to export a query, and to customize the Navigation Pane.

Figure 2–87

Ma entered in Search bar box

Search bar box

‘Clear Search String’ button

objects whose names contain “Ma”

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What decisions will you need to make when creating queries? Use these guidelines as you complete the assignments in this module and create your own queries outside of this class.

1. Identify the fields by examining the question or request to determine which fields from the tables in the database are involved.

2. Identify restrictions or the conditions that records must satisfy to be included in the results.

3. Determine whether special order is required.

a) Determine the sort key(s).

b) If using two sort keys, determine the major and minor key.

c) Determine sort order. If there are no words to imply a particular order, you would typically use Ascending.

d) Determine restrictions, such as excluding duplicates.

4. Determine whether more than one table is required.

a) Determine which tables to include.

b) Determine the matching fields.

c) Determine whether sorting is required.

d) Determine restrictions.

e) Determine join properties.

5. Determine whether calculations are required.

a) For individual record calculations, determine the calculation and a name for the calculated field.

b) For group calculations, determine the calculation as well as the field to be used for grouping.

6. If data is to be summarized and the data is to be grouped by two different types of information, create a crosstab query.

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How should you submit solutions to questions in the assignments identified with a symbol? Every assignment in this book contains one or more questions identified with a symbol. These questions require you to think beyond the assigned database. Present your solutions to the questions in the format required by your instructor. Possible for- mats may include one or more of these options: write the answer; create a document that contains the answer; present your answer to the class; discuss your answer in a group; record the answer as audio or video using a webcam, smartphone, or por- table media player; or post answers on a blog, wiki, or website.

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Apply Your Knowledge Reinforce the skills and apply the concepts you learned in this module.

Using Wildcards in a Query, Creating a Parameter Query, Joining Tables, and Creating a Report

Instructions: Run Access. Open the Apply Friendly Janitorial Services database that you modified in Apply Your Knowledge in Module 1. (If you did not complete the exercise, see your instructor for a copy of the modified database.)

Perform the following tasks: 1. Create a query for the Client table and add the Client Number, Client Name, Amount Paid,

and Current Due fields to the design grid. Add a criterion to find all clients whose names start with the letter B. Run the query and then save it as Apply 2 Step 1 Query.

2. Create a query for the Client table and add the Client Number, Client Name, Amount Paid, and Supervisor Number fields to the design grid. Sort the records in descending order by Amount Paid. Add a criterion for the Supervisor Number field that allows the user to enter a different supervisor each time the query is run. Run the query and enter 114 as the supervisor number to test the query. Save the query as Apply 2 Step 2 Query.

Querying a Database Access Module 2 AC 115

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3. Create a query for the Client table and add the Client Number, Client Name, and Current Due fields to the design grid. Add a criterion to find all clients whose current due amount is less than $500.00. Run the query and then save it as Apply 2 Step 3 Query.

4. Create a query that joins the Supervisor and Client tables. Add the Supervisor Number, Last Name, and First Name fields from the Supervisor table and the Client Number and Client Name fields from the Client table to the design grid. Sort the records in ascending order by Client Number within Supervisor Number. Run the query and save it as Supervisor-Client Query.

5. Create the report shown in Figure 2–88. The report uses the Supervisor-Client Query.

Figure 2–88

6. If requested to do so by your instructor, rename the Supervisor-Client Report in the Navigation Pane as LastName-Client Report where LastName is your last name.

7. Submit the revised database in the format specified by your instructor.

8. What criteria would you enter in the Street field if you wanted to find all clients whose businesses were on Beard?

Extend Your Knowledge Extend the skills you learned in this module and experiment with new skills. You may need to use Help to complete the assignment.

Creating Crosstab Queries Using Criteria and Exporting a Query

Note: To complete this assignment, you will be required to use the Data Files. Please contact your instructor for information about accessing the Data Files.

Continued >

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T S AC 116 Access Module 2 Querying a Database

Instructions: Run Access. Open the Extend TAL Maintenance database, which is located in the Data Files. TAL Maintenance is a small business that provides various outdoor maintenance ser- vices, such as painting, lawn maintenance, and parking lot re-paving, to commercial customers. The owner has created an Access database in which to store information about the customers the com- pany serves and team leaders working for the company. You will create the crosstab query shown in Figure 2–89. You will also query the database using specified criteria and export a query.

Perform the following tasks: 1. Create the crosstab query

shown in Figure 2–89. The crosstab groups the total of customers’ balance by city and team leader number.

2. Create a query to find all customers who are not located in Rock Hill. Include the Customer Number, Customer Name, and Balance fields in the query results. Save the query as Extend 2 Step 2 Query.

3. Create a query to find all team leaders whose first name is either Alex or Alix. Include the Team Leader Number, First Name, and Last Name in the query results. Save the query as Extend 2 Step 3 Query.

4. Create a query to find all customers where the team leader number is either 29 or 32 and the balance is greater than $550.00. Include the Customer Number, Customer Name, Balance, and Team Leader Number fields in the design grid in that order. Use the IN operator in your query design. Sort the results by customer number within team leader number. Save the query as Extend 2 Step 4 Query.

5. Export the City-Team Leader Crosstab as a Word file with the name City-Team Leader Crosstab.rtf and save the export steps.

6. Open the Customer table and change the balance for account C04 to $1,000.50.

7. If requested to do so by your instructor, change the customer name of customer K10 from Kathy’s Books to Last Name Books where Last Name is your last name.

8. Use the saved export steps to export the City-Team Leader Crosstab again. When asked if you want to replace the existing file, click Yes.

9. Submit the revised database and the exported RTF file in the format specified by your instructor.

10. How would you create the query in Step 4 without using the IN operator?

Expand Your World Create a solution, which uses cloud and web technologies, by learning and investigating on your own from general guidance.

Problem: You are taking a general science course and the instructor would like you to gather some weather statistics and query the statistics as part of the unit on climate change.

Extend Your Knowledge continued

Figure 2–89

Querying a Database Access Module 2 AC 117

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Instructions: 1. Examine a website that contains historical weather data, such as accuweather.com or

weatherunderground.com. Select weather data for the city in which you were born for the month of January, 2014. If you cannot find your city, then select a large city near your current location.

2. Create a database that contains one table and has the following fields: Day of the month (1 through 31), Day of the week, high temperature for the day, and low temperature for the day. (Hint:(Hint:( Use the autonumber data type to record the day of the month.)

3. Create queries that do the following:

a. Display the five days with the highest high temperature.

b. Display the five days with lowest low temperature.

c. Display the average high and low temperature for the entire month.

d. Calculate the difference between the high and low temperatures for each day.

e. Display the high and low temperatures for each day in both Fahrenheit and Celsius. (Hint:(Hint:( Use the Internet to find the conversion formula.)

4. Submit the revised database in the format specified by your instructor.

5. Use an Internet search engine to find the historical average high and low temperatures in January for your city.

6. Which websites did you use to gather data and search for the historical averages? How does the query result in Step 3c differ from the historical average?

In the Labs Design, create, modify, and/or use a database following the guidelines, concepts, and skills presented in this module. Labs are listed in order of increasing difficulty. Labs 1 and 2, which increase in difficulty, require you to create solutions based on what you learned in the module; Lab 3 requires you to apply your creative thinking and problem solving skills to design and implement a solution.

Lab 1: Querying the Garden Naturally Database

Problem: The management of Garden Naturally has determined a number of questions it wants the database management system to answer. You must obtain the answers to these questions.

Note: Use the database modified in Lab 1 of Module 1 for this assignment, or see your instructor for information on accessing the required files.

Instructions: Perform the following tasks: 1. Run Access. Open the Lab 1 Garden Naturally database you modified in Module 1 and create a

new query for the Customer table. Add the Customer Number, Customer Name, Amount Paid, Balance Due, and Sales Rep Number fields to the design grid, and restrict the query results to only those customers where the sales rep number is 29. Save the query as Lab 2-1 Step 1 Query.

2. Create a query for the Customer table that includes the Customer Number, Customer Name, and Balance Due fields for all customers located in Delaware (DE) with a balance due greater than $1,000.00. Save the query as Lab 2-1 Step 2 Query.

3. Create a query for the Customer table that includes the Customer Number, Customer Name, Address, City, and State fields for all customers located in cities that begin with Ch. Save the query as Lab 2-1 Step 3 Query. Continued >

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4. Create a query for the Customer table that lists all states in ascending order. Each state should appear only once. Save the query as Lab 2-1 Step 4 Query.

5. Create a query for the Customer table that allows the user to type the name of the desired city when the query is run. The query results should display the Customer Number, Customer Name, Balance Due, and Amount Paid fields in that order. Test the query by searching for those records where the customer is located in Quaker. Save the query as Lab 2-1 Step 5 Query.

6. Create a query for the Sales Rep table that includes the First Name, Last Name, and Start Date for all sales reps who started after June 1, 2015. Save the query as Lab 2-1 Step 6 Query.

7. Create a query that joins the Sales Rep and Customer tables. Include the Sales Rep Number, Last Name, and First Name from the Sales Rep table. Include the Customer Number, Customer Name, and Amount Paid from the Customer table. Sort the records in ascending order by sales rep’s last name and then by customer name. All sales reps should appear in the result even if they currently have no customers. Save the query as Lab 2-1 Step 7 Query.

8. Open the Lab 2-1 Step 7 Query in Design view and remove the Sales Rep table from the query. Add the Balance Due field to the design grid. Calculate the total of the balance and amount paid amounts. Assign the alias Total Amount to the calculated field. Change the caption for the Amount Paid field to Paid and the caption for the Balance Due field to Owed. Save the query as Lab 2-1 Step 8 Query.

9. Create a query for the Customer table to display the total amount paid for sales rep 26. Save the query as Lab 2-1 Step 9 Query.

10. Create a query for the Customer table to display the average balance due for each sales rep. Save the query as Lab 2-1 Step 10 Query.

11. Create the crosstab query shown in Figure 2–90. The crosstab groups the average of customers’ amount paid by state and sales rep number. Save the crosstab as State-Sales Rep Crosstab.

12. If requested to do so by your instructor, open the Lab 2-1 Step 1 query and change the caption for the Sales Rep Number field to your last name.

13. Submit the revised database in the format specified by your instructor.

14. How would you modify the query in Step 7 to include only sales reps that currently have customers?

Lab 2: Querying the Museum Gift Shop Database

Problem: The manager of the Museum gift shop has determined a number of questions she wants the database management system to answer. You must obtain answers to these questions.

Note: Use the database created in Lab 2 of Module 1 for this assignment or see your instructor for information on accessing the required files.

Instructions: Perform the following tasks: 1. Run Access. Open the Lab 2 Museum Gift Shop database and create a query for the Item table

that includes all fields and all records in the Item table. Name the query Lab 2-2 Step 1 Query.

In the Labs continued

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2. Create a query for the Item table that includes the Item Number, Description, Wholesale Cost, and Vendor Code fields for all records where the vendor code is AW. Save the query as Lab 2-2 Step 2 Query.

3. Create a query for the Item table that includes the Item Number and Description fields for all items where the description starts with G. Save the query as Lab 2-2 Step 3 Query.

4. Create a query for the Item table that includes the Item Number and Description for all items with a Wholesale Cost greater than $15.00. Save the query as Lab 2-2 Step 4 Query.

5. Create a query for the Item table that includes the Item Number, Description, and Wholesale Cost fields for all items with a Wholesale Cost between $5.00 and $10.00. Save the query as Lab 2-2 Step 5 Query.

6. Create a query for the Item table that includes the Item Number, Description, On Hand, and Wholesale Cost fields for all items where the number on hand is less than 5 and the wholesale cost is less than $15.00. Save the query as Lab 2-2 Step 6 Query.

7. Create a query for the Item table that includes the Item Number, Description, Wholesale Cost, and Vendor Code for all items that have a Wholesale Cost greater than $20.00 or a Supplier Code of SD. Save the query as Lab 2-2 Step 7 Query.

8. Create a query that joins the Vendor and the Item tables. Include the Vendor Code and Vendor Name from the Vendor table and the Item Number, Description, Wholesale Cost, and Retail Price fields from the Item table. Sort the query in ascending order by Description within Vendor Code. Save the query as Vendor-Item Query.

9. Create a form for the Vendor-Item Query. Save the form as Vendor-Item Form.

10. If requested to do so by your instructor, rename the form in the Navigation Pane as LastName- Item Form where LastName is your last name.

11. Create the report shown in Figure 2–91. The report uses the Vendor-Item Query but does not use all the fields in the query.

Figure 2–91 Continued >

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12. Create a query for the Item table that includes the Item Number, Description, Wholesale Cost, and Retail Price. Calculate the difference between Retail Price and Wholesale Cost (Retail Price – Wholesale Cost). Assign the alias Mark Up to the calculated field. Save the query as Lab 2-2 Step 12 Query.

13. Create a query for the Item table that displays the average Wholesale Cost and the average Retail Price of all items. Save the query as Lab 2-2 Step 13 Query.

14. Create a query for the Item table that displays the Item Number, Description, On Hand, and Retail Price for the 5 items with the lowest retail price. Save the query as Lab 2-2 Step 14 Query.

15. Submit the revised database in the format specified by your instructor.

16. How could you modify the query in step 2 to find all vendors where the vendor code is AW or GS? If there is more than one way to perform this query, list all ways.

Lab 3: Consider This: Your Turn Querying the Camshay Marketing Database

Instructions: Open the Lab 3 Camshay Marketing database you created in Module 1. If you did not create this database, contact your instructor for information about accessing the required files.

Part 1: Use the concepts and techniques presented in this module to create queries for the follow- ing. Save each query.

a. Find all marketing analysts who started between June 1, 2015 and September 30, 2015. Show the marketing analyst’s first name, last name, salary YTD, and incentive YTD.

b. Find the client name and street address of all clients located in a city that starts with Bu. c. Find the client number, client name, amount paid and current due of all clients whose

amount paid is $0.00 or whose current due is $0.00. d. Find the client number, client name, amount paid, current due, and total amount for all

clients located in North Carolina (NC). e. Create a parameter query for the Client table that will allow the user to enter a different

city each time the query is run. The user should see all fields in the query result. f. Create a crosstab query that groups the amount paid total by city and marketing analyst. g. Find the marketing analyst for each client. List the marketing analyst number, first name,

last name, client number, client name, and current due. Sort the results by client number within marketing analyst number.

h. Open the query you created in Step g above and restrict retrieval to only those clients whose current due amount is greater than $5,000.00.

i. Change the organization of the Navigation Pane so that all objects associated with the Client table are grouped together and all objects associated with the Marketing Analyst are grouped together.

Submit your assignment in the format specified by your instructor.

Part 2: You made several decisions while creating the queries in this assignment, including the pa- rameter query in Step e. What was the rationale behind your decisions? There are two ways to cre- ate the query in step e. What are they? Which one did you use?

In the Labs continued

In d

Note: Boldfaced page numbers indicate key terms

3-D pie chart, adding, EX 35–36

A absolute cell referencing, EX 132 copying formulas using ll handle,

EX 139–140 entering formula containing,

EX 134–135 absolute vs. relative addressing,

EX 132–135 acceptable use policy (AUP), 221 access control, 222 unauthorized, 220–228

Access, OFF 8, OFF 59, OFF 59–60

creating databases, OFF 61–62 exiting, AC 50 exporting data to other

applications, AC 98–100 importing data to other

applications, AC 27–33 running, OFF 59–60 unique elements in, OFF 60–63 window, Navigation Pane, work

area, AC 6 accessibility, EX 172 Access work area, AC 6, OFF 60 ‘Accounting Number Format’

button, EX 85 Accounting Number Format menu,

EX 30 accounting number style, EX 85 and currency style, EX 86

accounting software, 173, 177 Account Manager table, AC 9 account, signing in, OFF 6–7 Account table, structure of, AC 31 ACPA. See Anticybersquatting

Consumer Protection Act actions, undoing and redoing,

WD 22–23 active cell, OFF 57 active tab, OFF 16 activity tracker, 130 add-in software, PA–10 adding elds to design grid, AC 69 records to table, AC 17–19,

AC 20–22

totals to report, AC 46–47 text in tables, WD 169 text to shape, WD 129–130

additions to documents, WD 43 address bar, OFF 27 addressing envelope, WD 172 Adjust to box, purpose, EX 105 Adobe Reader, OFF 23 Advanced Research Projects

Agency (ARPA), 56 adware, 192, 215, 245 adware remover, 192 aggregate function, AC 106 all-in-one (AIO) desktop, 6, 114 American Psychological

Association (APA), WD 58 analog, 60 AND criterion, AC 80 AND operator, AC 82 animation, 86 animation changing entrance direction,

PPT 151 changing exit direction, PPT 154 content placeholder paragraphs,

PPT 157–158 custom, PPT 150–158 effect icon colors, PPT 150 modifying emphasis and exit

animation timings, PPT 156 modifying entrance animation

timing, PPT 155–156 presentation with, PPT 121–122 previewing sequence, PPT 154 slide content, PPT 150–158 using emphasis effect, PPT 152 using entrance effect,

PPT 150–151 using exit effect, PPT 153

animation emphasis effects, PA–8 anonymous FTP, 92 Anticybersquatting Consumer

Protection Act (ACPA), 64 anti-spam program, 193 antivirus programs, 191, 218 app(s), OFF 2 exiting OFFice, OFF 41–42,

OFF 53, OFF 59, OFF 63 Ofce Mix, PA–12 switching between, OFF 30–31

application(s), 158 categories of, 27–28 denition, 27

desktop, 28 developing, 29–30 exporting data from Access to

other, AC 97–101 importing data to Access from,

AC 27–33 mobile, 28 server, 116 software, 26, 158 web, 28

Apply to All button vs. Apply button, PPT 99

area charts, EX 34 arithmetic operations, EX 66 ARPA. See Advanced Research

Projects Agency ARPANET, 56 arrow key, EX 4, EX 8 assumptions, cell, EX 113 asymmetric key encryption, 230 asterisk (*), AC 72 ATMs. See automated teller

machines attachment, data type, AC 7 auction website, 81–82 audio, 86–87 audio adding options, PPT 145–146 inserting le, PPT 143–145 presentation with, PPT 121–122 trimming le, PPT 146

audio editing software, 183 audit trail, 222 Augmented reality with Ofce Mix,

teaching, PA–13 AUP. See acceptable use policy AutoCalculate area, EX 43,

EX 43–45 AutoCorrect building block vs., WD 155 creating entry, WD 75–76 denition, WD 74 dialog box, WD 77 entering more text, WD 77–78 of Excel, EX 7

AutoCorrect Options button, WD 75

‘Auto Fill Options’ button, EX 15 Auto Fill Options menu, EX 120 AutoFormat As You Type options,

WD 145 automated teller machine (ATM),

118–119

Index

IND 2 Index

automatically updated properties, AC 47, EX 40, PPT 44, WD 42

automatic page breaks denition, WD 91 editing sources, WD 93–94 entering text, WD 94 inserting citation placeholder,

WD 91 white space, hiding and showing,

WD 92–93 automatic recalculation feature of

Excel, EX 66, EX 167 automatic spelling correction,

PPT 17 automatic update feature, 163 AutoNumber data type, AC 7 autonumber eld, AC 6 AVERAGE function, EX 76,

EX 76–77

B back door, 217 background color, EX 83 to worksheet titles, EX 82–83

background repagination, WD 91 backgrounds, slide formatting background picture ll

transparency, PPT 88 inserting picture to create,

PPT 87–88 in specic order, PPT 86

BACKSPACE key, error correction, OFF 21

Backstage view, OFF 22 closing, OFF 31 closing OFFice using, OFF 52 creating new documents from,

OFF 50–51 Info tab in, OFF 50 opening recent les using,

OFF 52–53 backup, 18, 233, AC 48 disaster recovery plan, 234–235 server, 116 tool, 198 types of, 234

backup copy, AC 48 backward compatible, 136 balance board, 132 bandwidth, 61 banking and nance website, 79–80 bar code reader, 118

behavioral health risks, 144 Berlin theme, PPT 4–5, PPT 9 best t, EX 91 BETWEEN operator, AC 82 bevel effects, PPT 71 bibliographical list, WD 96 creating, WD 96–98

bibliography, WD 95 bibliography style, changing,

WD 78–79 biometric device, 224 blackout, 140 black slide, PPT 37 blade server, 116 blank character, EX 48 blinking bar, OFF 23 blank line, inserting, WD 5–6 blank space between paragraph,

OFF 21 blinking bar, OFF 21 blog, 39–40, 78, 188 blogger, 78 blogosphere, 78 Bluetooth, 32, 137 body copy, WD 10 bold, WD 27 border, WD 143 in paragraphs, WD 143–144

border color, changing, WD 137 bookmarking site, 75 bookmarks, 67 boot sector virus, 190 botnet, 216 box & whisker chart, EX 34 box plot, EX 34 brightness, 182, PPT 66 in graphics, WD 136

Bring Forward, PPT 126 Bring to Front, PPT 126 bring your own device (BYOD), 35 broadband, 58 brownout, 140 browser, 21, 65, 67 browsing, 188 building automation systems, 145 building block AutoCorrect vs., WD 155 creating, WD 152–153 denition, WD 152 inserting, WD 154–155 modifying, WD 153–154

bulleted list, PPT 13, WD 21 adding new text slide with,

PPT 12–13

creating text slide with multilevel, PPT 13–19

deleting bullets on slide, PPT 16 paragraph, WD 21–22 presentation with pictures and,

PPT 2–3 removing extra, PPT 17

bullet symbol, WD 141 business letter, WD 121–123 common styles, WD 148 creating, WD 147 elements, WD 148 printing, WD 171 saving, WD 171

business network, 33 Business Software Alliance (BSA),

228 business-to-business (B2B )

e-commerce, 82 business-to-consumer (B2C )

e-commerce, 82 business website, 77 buyer’s guide desktop, 115 mobile computer, 113 mobile device, 128–129

BYOD. See bring your own device byte, AC 8

C CA. See certicate authority cable Internet service, 59 cache, 66 CAD. See computer-aided design calculated, data type, AC 7 calculated elds, AC 102 using in queries, AC 103–104

calculations, AC 102–108 statistics, AC 106–107

calendar and contact management software, 171

CAM. See Computer-aided manufacturing

CAPTCHA, 224 caption(s), AC 8 in queries, AC 104–105

card, PA–6 careers website, 82 carpal tunnel syndrome (CTS), 142 category names, EX 35, EX 152 catshing, 77 CBT. See computer-based training CCD. See charge-coupled device

Index IND 3

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ccTLD, 63 CDP. See continuous data

protection cell(s), 169, OFF 56, WD 157 adjusting column width, EX 31–32 applying bold style to, EX 23–24 cell styles to nonadjacent rows and

colors, EX 149 centering cell entries, EX 26–27 clearing cell or range of,

EX 47–48 copying cell to adjacent cells in

row, EX 14–15, EX 19 copying to nonadjacent

destination area, EX 123–124 cutting and pasting to move,

EX 125 determining row totals in

nonadjacent, EX 140 drag and drop to move or copy,

EX 124–125 entered text in three, EX 6 entering and indenting row titles,

EX 122 tting entries in, EX 123 increasing column widths, EX 121 merge, WD 167–168 in new row, EX 126 other ways to select, EX 33 removing bold style from, EX 24 right-aligned numbers, EX 11 rotating text in, EX 117–119 selecting, EX 4, EX 33 selecting range, EX 31 shifted rows included in formulas,

EX 127 splitting merged, EX 27 splitting table, WD 168 text left-aligned in, EX 9 using Name box to select,

EX 32–33 cell reference, OFF 57 use of, EX 113

cell reference C6, OFF 57 cell style, EX 21 changing, EX 21–22 formatting rows using, EX 27–29

cellular radio, 32 centering another paragraph in pictures,

WD 31 page contents vertically,

WD 41–42 paragraph, WD 13

table contents, WD 164–165 centering text, PPT 128 central processing unit (CPU), 110 CERT/CC. See Computer

Emergency Response Team Coordination Center

changing captions, AC 104–105 data in tables, AC 20 database properties, AC 92,

AC 92–93 eld size, AC 144 eld size in Design view,

AC 15–16 printers, AC 24 table structure, AC 14–19

characters, EX 91 bold, WD 27 formatting, WD 11 formatting in presentation,

PPT 9–12 formatting single vs. multiple,

WD 14 inserting special, PPT 71 keyboard shortcuts, WD 71

charge-coupled device (CCD), 126 charts, EX 1, EX 152, OFF 53 applying style to, EX 36–37 items, EX 152 moving to new sheet, EX 38 templates, EX 159

chart sheet, EX 34 chat, 91, 188 chat room, 91 Chrome, 67 ciphertext, 230 circular reference, EX 65 CIS 101, EX 64 citation bibliography style, changing,

WD 78–79 creating its sources, WD 79–81 description, WD 78 entering more text, WD 81–82 inserting, WD 79–81 placeholder, inserting, WD 83–84

Clear Contents command, EX 128 clear formatting, WD 144–145 clearing design grid, AC 83 clearing lters, AC 130 click, 13 Click and Type feature, WD 70 clickjacking, 245 clip, PA–11, PPT 133

changing color of object, PPT 134–136

copying from one slide to another, PPT 138–139

deleting object, PPT 136–137 to regroup objects, PPT 137–138

clip art, 166 clipboard, 165 closing database, AC 49 table, AC 16, AC 33

cloud backup, 234 cloud computing, 121–122 cloud data privacy, information

theft, 231–233 cloud storage, 18, 69 clustered column chart adding axis title to chart,

EX 156–157 adding data labels, EX 154–155 applying chart lters, EX 155 changing chart style, EX 157–158 drawing on separate chart sheet,

EX 152–153 inserting chart title, EX 154 modifying chart axis number

format, EX 158–159 removing lters and data labels,

EX 159 sketch of, EX 116

codec (compressor/decompressor), PPT 139

code of conduct, 241 collaboration website, 78–79 color(s), PPT 9 cast, PPT 124 adjusting photo, PPT 124–127 animation effect icon, PPT 150 border, changing, WD 137 changing color of clip object,

PPT 134–136 changing picture border,

PPT 69–70 changing text, PPT 11–12 changing theme, PPT 160,

WD 29 changing video border, PPT 149 creating documents for, WD 29 selection, EX 83 saturation, PPT 124 text, WD 24 transparent, setting, WD 135–136 tone, PPT 124 using, WD 12

IND 4 Index

WordArt outline, PPT 93–94 color scheme, WD 29 column(s) inserting in table, WD 167 resizing datasheets, AC 43–45 resizing in tables, WD 161–162 selecting table, WD 162

column headings, OFF 56 Excel), AC 27

column titles, EX 61 entering, EX 7–8

column, worksheets cell style to column headings,

EX 83 changing width, EX 91–93 hidden rows and, EX 91

combo chart, EX 34 command, OFF 9 Comma Style button, EX 85 comma style format, EX 30 common lters, AC 131 common short code (CSC), 124 communication(s) applications, 188 device, 31 uses of technologies, 31 wired, 31–32 wireless, 31–32

compact (database), AC 49 comparison operators, EX 137 using in criterion, AC 79,

AC 79–80 complimentary close, WD 148 compound criterion, AC 80 involving AND, AC 80–81 involving OR, AC 81–82

computed elds, AC 102 compress, 182 computer backing up, 19 crime, 212 denition, 4, 108 embedded, 132–133 fault-tolerant, 141 handheld, 112 hoaxes, 192 mobile, 4, 108 notebook, 4, 111 personal, 4, 108

computer-aided design (CAD), 180 Computer-aided manufacturing

(CAM), 40

computer-based training (CBT), 184

computer vision syndrome (CVS), 143

connector, 135 ‘Connect to Internet’ button,

OFF 6 conditional formatting, EX 87–90 operators, EX 91

consumer-to-consumer (C2C ) e-commerce, 82

contacts folder, 89 content aggregation website, 83 content ltering, 247–248 content management system, 84 contextual tabs, OFF 14 continuous data protection (CDP),

234 contrast, 182, PPT 66 convenience applications, 186 convertible tablet, 112 cookie, 192 cookies, 243–244 copy area, EX 13 Copy button, EX 123 copying, WD 101, WD 102 folder to OneDrive, OFF 40–42 graphics, WD 138–139

AC 33 Cortana, OFF 74, PA–14 in Microsoft Edge, PA–14–16

count words, WD 90–91 CPU. See central processing unit cracker, 214 create, 165 creating AutoCorrect entry, WD 75–76 bibliographical list, WD 96–98 building block, WD 152–153 business letter, WD 147 citation sources, WD 79–81 crosstab queries, AC 109–111 databases, AC 4–5 documents, color, WD 29 folders within folders, 18 forms, AC 39–40 Layout view, using in, AC 43–47 letterhead, WD 124–125 parameter query, AC 76–77 queries, AC 34–36 queries in Design view, AC 67–68

query form, AC 96–97 query report, AC 94–95 reports, AC 41–43 tables, AC 8–24 top-values queries, AC 88

Create Sparklines dialog box, EX 143

Creative Commons license, PA–7 creativity, ideal decibels for,

PPT 146 crimeware, 212 criteria determining, AC 69 using for elds, not included in

results, AC 74–75 criterion adding to join queries,

AC 101–102 compound, AC 80 using comparison operators in,

AC 79–80 using in calculating statistics,

AC 107 using in elds, AC 74–75 using in queries, AC 37–38 using number in, AC 78–79 using text data in, AC 70–71

crop, 182 crosstab queries, AC 108,

AC 108–111 CSA. See Cloud Security Alliance CSC. See common short code CTS. See carpal tunnel syndrome curation website, 83 currency style format, EX 86 currency symbols, AC 7 custom animations, PPT 150,

PPT 150–158 custom dictionary, PPT 97 setting default, WD 108 viewing and modifying, WD 108

customer service software, 177 custom ll sequences, EX 120 customizing Navigation Pane, AC 111–113

custom layout, PPT 19 custom software, 161 custom tab stop, WD 149–150 cutting, WD 101 CVS. See computer vision

syndrome cyberbullying, 94 cybercrime, 212

Index IND 5

In d

perpetrators of, 214 cybercriminals, punishments for,

214 cyberextortionist, 214 cyberforensics, 227. see also digital

forensics cybersquatters, 64 cyberterrorist, 214 cyberwarfare, 214 cylinder chart, EX 34 cypher, 230

dance pad, 131 data, 12 adding records to table contains,

AC 20–23 exporting to text les, AC 101 importing/linking, in Excel,

AC 27–31 making changes to, AC 20–24 sorting in queries, AC 84

data and time, data type, AC 7 database(s), 170, AC 1, OFF 59 backup and recovery, AC 48–49 closing, AC 49 compacting and repairing, AC 49 creating, AC 4–5 creating Access, OFF 61–62 creating using templates, AC 5 live, AC 48 querying, AC 65–67 relational, AC 2 renaming, AC 50 requirements, AC 51–52 saving, AC 50 server, 116 software, 170

database design, AC 50, AC 52 database management system,

AC 1, OFF 59 database operations, AC 48–50 database properties, AC 47,

AC 47–48 changing, AC 48

data labels adding, EX 154–155 removing lters and, EX 159

data series, EX 35, EX 152 Datasheet(s), AC 6 navigation buttons in, AC 20–21

resizing columns in, AC 23–24, AC 33

Datasheet view, AC 6, AC 8 data types, AC 7, AC 7–8 assigning to elds, AC 54

date line, WD 148 debugging, EX 102 decibels for creativity, PPT 146 decimal places, AC 8 deck, PPT 1 ‘Decrease Font Size’ button, EX 81 dedicated servers, 116 Delete button, EX 128 deleting bullet list, WD 169–170 databases, database objects, AC 50 data tables, WD 169–171 text, WD 44

deletions to documents, WD 43 delimited les, AC 100 delimiter, AC 100 demoting text, PPT 15 denial of service attack (DoS

attack), 217 design grid adding elds to, AC 69 clearing, AC 83

Design view, AC 8 changing eld size in, AC 15–16 creating queries in, AC 67–68 creating table in, AC 14 modifying table in, AC 31–32 table, in AC 14

desktop, 6 all-in-one, 114 app, 28 buyer’s guide, 115 keyboard, 13

desktop (Windows 10), OFF 7 desktop publishing (DTP)

software, 180 destination area, EX 13 destination range, EX 69 developer. See software developers dialog box(es) navigating in, OFF 34,

OFF 34–37 replacing, PPT 94–97

Dialog Box Launcher, OFF 15 dictionaries, main and custom,

WD 107–111 differential backup, 234 digital camera

denition, 8, 125 photo quality, 127 working principle, 126–127

digital certicate, 231 digital communications, 93 digital device convergence, 10 digital forensics, 227 Digital Home, 11 digital literacy, 2 digital media, 8 animation, 86 audio, 86–87 graphics, 85–86 plug-ins, 88 video, 87 virtual reality, 87–88

digital media player, 9, 128 digital rights management (DRM),

240 Digital School, 35–36 digital security backingup and, 233–235 ethics and society, 238–242 hardware theft, vandalism, and

failure, 233 information privacy, 242–249 information theft, 229–233 national and local security, 249 risks, 212–221 software threat, 228–229 unauthorized access and use,

221–228 wireless security, 236–238

digital security and privacy environmental issues, 26 green computing, 26 health concerns, 26 viruses and other malware, 24–25

digital security risk, 212 digital signature, 231 dimension of table, WD 157 direct circular reference, EX 65 disaster recovery plan, 234–235 disc burning software, 185 discoverable mode, 137 discussion forum, 91 disk cleanup, 196 disk defragmenter, 197 displaying formatting marks, WD 5 Paste Options menu, WD 103 rulers, 72 rulers, tab stop, WD 149

IND 6 Index

displays, 15 distributed DoS attack (DDoS

attack), 217 distribution software, 177 DNS. See domain name system DNS server, 64 docking station, 136 Docs.com, Microsoft, PA–8 document(s) automatically updated properties,

WD 42 centering page contents vertically,

WD 41–42 color creation for, WD 29 deleting text, WD 44 distributing, PPT 47, PPT 102,

PPT 162 electronic image of, OFF 24 formatting marks, WD 5 graphic le location, WD 31 inserting blank line, WD 5–6 inserting shapes, WD 125–126 left-aligned, WD 12 method for distributing, OFF 23 moving text, WD 44–45 navigating, WD 10–11 opening, WD 43 printing, OFF 23–24, WD 45–46,

WD 111 revising, WD 42 saving, WD 42, WD 45–46,

WD 111 Spelling and Grammar Check

icon, WD 8–10 standard properties, WD 42 switching read mode, WD 46 switching to print layout view,

WD 46–47 text entry in, OFF 21 text inserting in existing

document, WD 43–44 types of changes, WD 43 wordwrap, WD 7 zooming, WD 33–34

document management software, 176

document properties, EX 40, OFF 22, PPT 44, PPT 44–45

changing, OFF 22, PPT 44–45 printing, PPT 44, PPT 102,

PPT 160 purpose, OFF 22

document settings, changing, WD 60–64

document theme, WD 131 document window, OFF 12 domain name, 63 domain name server, 116 domain name system (DNS), 64 dongle, 58 double-click, 13 double numeric value, AC 8 double-space, WD 62 double-tap, 5 download, WD 31 downloading, 21 3-D printer, 15 drag, 5, 13 drag and drop, EX 125, PPT 39 to move or copy cells,

EX 124–125 drawing canvas, PA–3 drawing object, WD 125 Drawing Tools Format tab,

PPT 89 drive solid state, 17 USB ¨ash, 18

DRM. See digital rights management

duplicate(s) omitting from queries, AC 85–86

DVD kiosk, 120 dynamic webpage, 65

E earbuds, 8, 16, 128, 143 EarPods, 128 ‘Ease of access’ button, OFF 6 e-book, 9, 129 e-book reader, 9, 129 E-commerce, 82 ECPA. See Electronic

Communications Privacy Act eCycling, 122 Edge, 67 edit, 165 editing citations, WD 88–89 photos, 182 sources, WD 86–88, WD 93–94

Edit mode, EX 45, EX 46 Edit the Rule Description area,

EX 88 education technology uses, 35 website, 77

education applications, 186 effect, picture, PPT 89 e-ling, 176 Electronic Communications

Privacy Act (ECPA), 33 electronic mail (Email), 88, 188,

OFF 64 address, 88 lists, 90 malware infections, 110 program, 88 scams, 245 spoong, 217–218

electronic proles, 242–243 electronics recycling, 122 electronic storefront, 81 embedded computer, 132 emoticons, 94 emphasis effects, PPT 150 animating illustration using,

PPT 152 modifying animation timing,

PPT 156 employee monitoring, 247 employment website, 82 encryption, 230–231 encryption algorithm, 230 endnote, WD 82 working with, WD 89–91

end-user license agreement (EULA), 163, 228

energy management, 145 engineering software, 177 enhanced resolution, 127 enhancing pages, WD 38–42 Enter button, EX 6 enterprise computing, 177 enterprise user, 41 entertainment, 199 applications, 186 technology uses, 38 website, 79

entrance effects, PPT 150 animating illustration using,

PPT 150–151 changing direction, PPT 151 modifying animation timing,

PPT 155–156 envelope addressing, WD 172 labels and, WD 173 printing, WD 172

equal sign (=), EX 65 e-reader, 9, 129

Index IND 7

In d

e-retail, 81 Ergonomics, 144 Error Checking button, EX 97 error messages, Excel, EX 139 Error Options button, EX 128 errors correction, WD 42 after entering data into cell,

EX 45–46 BACKSPACE key, OFF 21 selecting cells in, EX 33 in table structure, AC 33 Undoing last cell entry, EX 46–47 while entering data into cell,

EX 45 ethics and society, 238–242 code of conduct, 241 green computing, 241 information accuracy, 239–240 intellectual property rights, 240

EULA. See end-user license agreement

e-waste, 26 Excel, OFF 8, OFF 53,

OFF 53–56 charts, OFF 53 creating new documents from File

Explorer, OFF 54–55 entering worksheet titles,

OFF 57–58 exiting, OFF 59 exporting access data to,

AC 98–100 formula bar, OFF 57 importing worksheet into Access,

AC 27–31 ribbon, OFF 57 running from File Explorer,

OFF 55–56 saving les, OFF 58–59 tables, OFF 54 unique features of, OFF 56–59 web support, OFF 54 workbook, OFF 53 worksheets, OFF 53, OFF 56–57

Excel 2016 automatic recalculation feature of,

EX 167 chart types, EX 33–34 creating unique totals for rows,

EX 17 displays error message, EX 128 error messages, EX 139 formulas, EX 66, EX 67 Insights feature in, EX 171–172

option buttons in, EX 70 screen resolution, EX 5, EX 114

Excel Help, EX 34, EX 91, EX 117 exit effects, PPT 150 animating illustration using,

PPT 153 changing direction, PPT 154 modifying animation timing,

PPT 156 exiting Access, AC 50 Word, WD 42

exporting, AC 98 data from access to other

applications, AC 98–100 data to text les, AC 101

eyestrain, 143

F Facebook, 23–24 face recognition system, 225 Family Educational Rights and

Privacy Act (FERPA), 189, 232 FAQ, 94 fault-tolerant computer, 141 favorites, 67 FERPA. See Family Educational

Rights and Privacy Act Fiber to the Premises (FTTP), 59 eld(s), AC 3 adding to design grid, AC 69 calculated, AC 102 computed, AC 102 determining additional, AC 53–54 determining data types for,

AC 7–8 naming, AC 6 using criteria for, AC 74–75

eld size changing, AC 15–16 for Number elds, AC 8

le(s), OFF 7, OFF 23 backup, 233 closing, OFF 62 cookie, 243–244 deleting, OFF 69 inserting audio, PPT 143–145 inserting video, PPT 140 moving, OFF 68–69 opening existing, OFF 63 organizing, OFF 25, PPT 12,

PPT 63, PPT 123 renaming, OFF 68

restoring, 233 saving, OFF 31–34, OFF 49–52 type, OFF 23, PPT 14

le compression tool, 198 File Explorer creating new documents from,

OFF 54–55 running apps from, OFF 55–56 window, OFF 27

Fill Color button, EX 149 ll handle, EX 14, EX 120 copying formulas, EX 69,

EX 139–140 copying functions, EX 77–78 to create series of month names,

EX 119–120 Fill Series option, EX 120 le management, OFF 67 le manager, 194 le names, OFF 23 saving existing les with same le

name, OFF 58 saving with new le name,

OFF 59 le server, 116 File tab, OFF 36 le transfer, 188 File Transfer Protocol (FTP), 24,

92 ll (background), PPT 83–84 nance, technology uses, 36 nancial kiosk, 119 nancial projection worksheet with

what-if analysis, EX 114–117 nding synonym, WD 105–106 text, WD 103–104

Find Next button, WD 105 ngerprint reader, 139, 224–225,

224–225 Firefox, 67 rewalls, 219–221 rst-line indent, WD 72 ‘First Line Indent’ marker, WD 72 First-Line Indent paragraphs,

WD 72–74 tting table contents, WD 161–162 Fit to option, EX 103–104 xed formats, OFF 23 xed-width les, AC 101 xed wireless, 59 ¨ames, 94 ¨ame wars, 94 Flash Fill, EX 62, EX 62–64

IND 8 Index

entering row titles, EX 64 sheet tab name and color,

changing, EX 64 using, EX 63

¨ash memory storage malware infections, 110

¨ipping graphics, WD 140 ¨oating object, WD 127 ¨yer. See also document(s) adding page borders, WD 39–40 decisions for next, WD 47 described, WD 1–3 format usage, WD 12 text in, WD 10

folder(s), 194, OFF 9 collapsing, OFF 29–30 copying to OneDrive, OFF 42–43 creating, OFF 26–28 expanding, OFF 29–30 within folders, creating, OFF 28 OneNote, OFF 67 organizing, OFF 25 saving les, OFF 31–34,

OFF 49–52 scrolling through contents,

OFF 29–30 folder windows, OFF 27,

OFF 27–34 font, 166, EX 21, PPT 9, WD 12 changing, EX 22–23, PPT 78–79 changing selected text, WD 16–17 and font styles, PPT 9–12 increasing size, PPT 10,

PPT 18–19 selecting orange color, PPT 12

Font Color button, EX 149 Font Color gallery, EX 25 font colors, EX 21 button, EX 26 changing, EX 25–26

font face, EX 21 font size, 166, EX 21 changing selected text, WD 15,

WD 20–21 denition, WD 12 increasing, EX 24–25

font style, 166, EX 21 footer, EX 98, WD 64 footnote denition, WD 82 entering text, WD 83 inserting citation placeholder,

WD 83–84

inserting footnote reference mark, WD 82–83

working with, WD 89–91 Footnote Text style editing citations, WD 88–89 editing sources, WD 86–88 modifying style using shortcut

menu, WD 84–86 format, 166, PPT 9 Format Cells dialog box, EX 86,

EX 147–148 Format Painter, EX 150,

PPT 80–83 format symbols, EX 128,

EX 128–129 formatting character, WD 11 characters in presentation,

PPT 9–12clear, WD 144–145 denition, WD 11 paragraph, WD 11 paragraphs with hanging indent,

WD 98 single vs. multiple characters,

WD 14 single vs. multiple paragraphs,

WD 14 text using keyboard shortcuts,

WD 71 usage in ¨yer, WD 12 using mini toolbar, WD 25–26

formatting marks denition, WD 5 displaying, WD 5

formatting worksheets, EX 19, EX 19–33, EX 59–60, EX 64, EX 79–95, EX 145–151

assigning formats to nonadjacent ranges, EX 146–148

background color and border, EX 82–83

cell style to column headings, EX 83

cell style to nonadjacent rows and colors to cell, EX 149

center data in cells, EX 84 changing column width,

EX 91–93 changing row height, EX 94–95 changing workbook theme, EX 80 colors, EX 81 conditional formatting, EX 87–91 copy using Format Painter button,

EX 150

dates, EX 84 key to, EX 19 numbers, EX 29–31 percent style format, EX 87 titles, EX 81 total rows, EX 83 using ‘Accounting Number

Format’ button, EX 85 using Comma Style button, EX 85 using Format Cells dialog box,

EX 86 What-If Assumptions table,

EX 151 worksheet titles, EX 148–149

form(s), AC 39 creating, AC 39–40 creating query, AC 96–97 using, AC 41, AC 97

Form view, AC 39 formula bar, OFF 57 appearance of, EX 6

formulas, EX 65 absolute cell references,

EX 134–135 after copy operation, EX 140 copy using ll handle, EX 69 enter using Point mode, EX 67–69 Excel, EX 66, EX 67 replacing with constant, EX 139 troubling, EX 66 using keyboard, enter, EX 18,

EX 65–69 values vs., EX 102 verifying using Range Finder,

EX 78 version of worksheets,

EX 102–105, EX 139 worksheets with, EX 58–60

free-response quiz, PA–12 freeware, 161 Freeze Panes command, EX 166 freezing worksheet columns and

rows, EX 165–166 friends, 73 FTP. See File Transfer Protocol FTP server, 92, 116 FTTP. See Fiber to the Premises full backup, 234 full screen, PPT 139 Full Screen mode, OFF 17 function(s), 169, EX 12 AVERAGE function, EX 76,

EX 76–77 ll handle to copy, EX 77–78

Index IND 9

In d

MAX function, EX 72, EX 72–73 MIN function, EX 74, EX 74–75 PRODUCT function, EX 65 worksheets with, EX 58–60

functional units, 177

G gallery, OFF 14 game console, 10, 131 game devices, 10, 131–132 gamepad, 131 game server, 116 gaming desktop, 114 Gaming Home, 11 GB. See gigabyte gestures, OFF 3 denition, 5 touch screen, 5

gigabyte (GB), 61 global positioning system (GPS),

69 Goal Seek command, EX 168–170 Google Street View, 111 governmental website, 77 government, technology uses, 36 GPS. See global positioning system GPS receiver, 69 gradient ll, PPT 84, PPT 86 inserting, PPT 86–87

grandparent, 234 graphics border color changing, WD 137 brightness adjusting, WD 136 changing color of, WD 134–135 contrast of, WD 136 copying, WD 138–139 le location, documents, WD 31 ¨ipping, WD 140 moving, WD 138–140 resizing, WD 34–35,

WD 133–134 setting transparent color,

WD 135–136 using Paste Options, WD 139 zooming, WD 34–35

graphics and media applications audio editing, 183 computer-aided design, 180 desktop publishing (DTP)

software, 180 disc burning, 185 image editing, 181 media player, 185

multimedia authoring, 184 paint editing, 181 photo editing, 181–182 photo management, 182 video editing, 183 website authoring, 184

grayscale, PPT 124 gray text box, deleting, PPT 66 green computing, 26, 241, AC 24,

EX 41, OFF 23 gridlines, OFF 57 group calculation, AC 102,

AC 103 grouping, AC 108 Group Objects button, PPT 133 group (ribbon), OFF 14

H hacker, 136, 214 hand geometry system, 225 handheld computers, 112 handheld game device, 131 handouts presentation, PPT 100 previewing and printing,

PPT 161–162 hanging indent, WD 98 Hanging Indent marker, WD 98 hard copy, 14, 166, OFF 23 hard copy (printout), EX 41 hard disks, 17 hard page break, WD 95 hardware, 4 hardware failure, 139–141 hardware rewall, 190 hardware theft, 139 hardware theft, vandalism, and

failure, 233 hashtag, 73 header, EX 97 closing, WD 68 changing worksheet’s, EX 98–100 creating, WD 64–68 denition, WD 64 entering text, WD 66 inserting page number,

WD 66–67 switching to, WD 65

headline, WD 10 headphones, 16, 143 headset, 14 health and tness website, 79 health care

technology uses, 38 health concerns, technology behavioral health risks, 144 physical risk, 143–144 repetitive strain injuries, 142

hiding cells, EX 92 histogram chart, EX 34 hits, 71 home design software, 180 home network, 33 home ofce user, 41 home page, 66 home server, 116 home user, 41 horizontal ruler, WD 72 horizontal split bar, EX 165 host, 56 hot spots, 32, 59 http. See Hypertext Transfer

Protocol Hub, PA–14 human resources software, 177 hyperlink, 21 converting to text, WD 146 data type, AC 7

Hypertext Transfer Protocol (http), 69

I ICANN. See Internet Corporation

for Assigned Names and Numbers

ideal decibels for creativity, PPT 146

IEEE. See Institute of Electrical and Electronics Engineers

IF ERROR function, EX 142 IF function, EX 136, EX 136–142 entering, EX 137–138 general form of, EX 137 logical operators in, EX 136 nested forms of, EX 141–142

illustration animating using emphasis effect,

PPT 152 animating using entrance effect,

PPT 150–151 animating using exit effect,

PPT 153 changing color of clip object,

PPT 134–136 modifying and copying,

PPT 132–139

IND 10 Index

resizing, PPT 34–35 software, 181 to ungroup, PPT 133–134 zooming slide, PPT 133

image editing software, 181 image gallery, 166 image viewer, 195 importing, AC 27 data from other applications to

Access, AC 27–31 in-cell editing, EX 45 tasks, EX 46

Increase Decimal button, EX 87 ‘Increase Font Size’ button,

WD 130 incremental backup, 234 index, 195 indirect circular reference, EX 65 individual record calculation,

AC 102 infographic, 86 information, 12 information accuracy, 239–240 informational and research website,

74 information privacy, 242–249 content ltering, 247–248 cookies, 243–244 electronic proles, 242–243 employee monitoring, 247 phishing, 244–245 privacy laws, 246–247 social engineering, 245–246 spyware and adware, 245 web ltering software, 248

information theft, 229–233 cloud data privacy, 231–233 digital signature and certicate,

231 encryption, 230–231 safeguard against, 229

Info tab in Backstage view, OFF 50 ink, conserving, PPT 47, PPT 102,

PPT 161 Inked handwriting, PA–3 Inking toolbar, PA–15 Ink to Math tool, PA–3 Ink to Text tool, PA–3 inline object, WD 127 IN operator, AC 82 input, 4 input device denition, 12 keyboards, 13

pointing device, 13 scanners, 14 voice and video input, 14

Insert Function dialog box, EX 72–73

inserting blank line, WD 5–6 building block, WD 154–155 citation placeholder, footnotes,

WD 83–84 citations, WD 79–81 columns in table, WD 167 empty table, WD 157–158 footnote reference mark,

WD 82–83 nonbreaking space, WD 155–156 Online Picture, WD 131–133 page number, WD 66–67 pictures, WD 31–33 rows in table, WD 165–166 shapes, WD 125–126 symbols from Symbol dialog box,

WD 141–142 symbols from Symbol gallery,

WD 142–143 synonym, WD 105–106 text in existing document,

WD 43–44 insertion point, OFF 21 Insert mode, EX 46 Insert Picture dialog box, PPT 28 inside address, WD 148 business letter, WD 152

Insights feature in Excel, EX 171 Institute of Electrical and

Electronics Engineers (IEEE), 138

Integer, AC 8 intellectual property (IP) rights,

240 intentionally erasing software, 228 Internet, 20 connecting to, 58–64 data transmission, 62 denition, 56 domain names, 62–64 evolution of, 56–58 Internet service provider, 61 IP address, 62–64

Internet and network attacks, 215–221

back door, 217 denial of service attack, 217 rewalls, 220–221

malware, 215–216 protection from virus and

malware, 219 safeguard against, 218–219 spoong, 217–218

Internet backbone, 62 Internet communications, 24 Internet Corporation for Assigned

Names and Numbers (ICANN), 63

Internet Explorer, 67 Internet lters, 193 Internet messaging, 90, 188 Internet of Things, 133 Internet phone, 188 Internet plagiarism, 165 Internet service provider (ISP), 61 Internet services chat rooms, 91 email, 88–89 email lists, 90 FTP, 92 Internet messaging, 90 online discussions, 91 VoIP, 92

intranet, 79 IP. See intellectual property IP address, 62 IP spoong, 217 iris recognition system, 226 ISP. See Internet service provider italic text, PPT 10, WD 23

join(s), AC 89 adding criterion to join queries,

AC 101–102 restricting records in, AC 102 table, AC 89–92

join properties, AC 92–93 join tables, AC 89–92 joystick, 131 JPEG, 86 juice jacking, 136 justied paragraph, PPT 128

keyboard, 13 AVERAGE function using,

EX 76–77

Index IND 11

In d

keyboard shortcuts, OFF 5, WD 71

keygen, 228 keyloggers, 80 KeyTips, OFF 16

L labels, envelope and, WD 173 landscape orientation, AC 24,

EX 41, OFF 48, PPT 5 changing worksheet’s margins,

header and, EX 98–100 previewing and printing worksheet

in, EX 41–43 landscaping software, 180 laptop, 4, 111 layout, OFF 48 gallery, PPT 19 slide, PPT 19 view in report, AC 43–47

lecture in OneNote, recording, PA–4

left-aligned document, WD 12 left-align, paragraph, PPT 128 Left Indent marker, WD 72 legal software, 175 letterhead business letter, WD 121–123 contents of, WD 124–125 creating, WD 124–125 denition, WD 124 placement and appearance,

WD 125 level, paragraph, PPT 7 license agreement, 163, 228, 228 lifestyle applications, 185 like, 73 line chart, EX 34 lines inserting blank, WD 5–6 multiple selection, WD 20 selecting, WD 14

line spacing changing, WD 62–63 denition, WD 62

line sparkline chart, EX 142 line width, PPT 69, PPT 93 link, 21 data in Excel, AC 27

LinkedIn, 23–24 LISTSERV, 90 list server, 116 live database, AC 48

live preview, OFF 14 location sharing, 66 lock screen, 225 lock screen, OFF 5 logical test, EX 136 Long Integer, AC 8 long text data type, AC 7 looking up information,

WD 108–109 ‘Loop until Stopped’ vs. ‘Play

Across Slides’ option, PPT 146

M MAC (Media Access Control), 236 macro virus, 190 madware, 245 mail server, 116 mainframe, 117 major key, AC 83 malicious software, 215 malware, 190, 215–216 removing, 216 types of, 215

malware protection, 24–25 manual page break, WD 95 manufacturing technology uses, 40–41

manufacturing software, 177 mapping website, 80–81 margins, EX 98 changing, WD 123–124 changing worksheet’s, EX 98–100

marketing software, 177 marketplace, 161 mass media website, 76 MAX function, EX 72, EX 72–73 maximizing windows, OFF 11,

OFF 11–12 MB. See megabyte m-commerce, 82 media adding to slides, PPT 139–149 in presentations, PPT 121 running slide show with, PPT 161

media library, 128 media player, 87, 185 media sharing site, 75 medical applications, 185 megabyte (MB), 61 megapixel (MP), 127 memory backup, 18–19 cloud storage, 18–19

denition, 16 hard disks, 17 optical disc, 18 personal computer, 110 solid state drive, 17 USB ¨ash drive, 18

memory cards, 18 menu, OFF 9 Merge & Center menu, EX 27 merge cells, EX 26, WD 167–168 message, WD 148 picture, 7 text, 7 video, 7 voice mail, 7

messaging services, 124–125 microblog, 78 microphone, 14 Microsoft Access 2016. See Access Microsoft accounts area, OFF 16 signing out of, OFF 37

Microsoft Clip Organizer, PPT 28 Microsoft Edge, PA–14 annotating webpages, PA–15 browsing web with, PA–14 inking with, PA–16 locating information with

Cortana, PA–14–15 tools, PA–14 using Cortana in, PA–16

Microsoft Excel 2016. See Excel Microsoft Ofce 365. See Ofce

365 Microsoft OFFice 365, OFF 8 Microsoft OFFice 2016, OFF 7 apps. See OFFice apps Help window, OFF 70–74 suites, OFF 8

Microsoft OFFice Online, OFF 8 Microsoft OneNote Mobile app,

PA–2 Microsoft PowerPoint 2016. See

PowerPoint MIN function, EX 74, EX 74–75 minimized window, OFF 34,

OFF 34–35 mini toolbar, OFF 15 formatting text using, WD 25–26 turning OFF, OFF 16

minor key, AC 83 mixed cell reference, EX 132 mm/dd/yyyy hh:mm format,

EX 131

IND 12 Index

MMS. See multimedia message service

mobile app, 161 mobile apps, 28, 69–70 media and personal interest,

186–187 personal and business

productivity, 177–178 mobile browser, 65 mobile computer, 4 buyer’s guide, 113 denition, 108

mobile devices, 7, 108 backing up, 19 buyer’s guide, 128–129 digital camera, 8, 125–127 e-book reader, 9, 129–130 messaging services, 124–125 portable media players, 8–9,

127–128 smartphones, 7–8, 123–124 wearable device, 9, 130

mobile messaging, 188 mobile security, 237–238 mobile service provider, 61 mobile user, 41 mobile web app, 161 Modern Language Association of

America (MLA), WD 58 documentation style, WD 58–60 parenthetical references, WD 58 works cited, WD 60

modifying building block, WD 153–154 custom dictionary, WD 108 to documents, WD 43 primary key, AC 10–11 report column headings,

AC 43–45 style, WD 61–62

motherboard, 110 motion-sensing game controllers,

132 mouse, 13 mouse operations, OFF 4 moving graphics, WD 138–140 text, WD 44–45

MP. See megapixel MP3 format, 87 multilevel bulleted list slide,

PPT 14 typing, PPT 15–17

multimedia, 85

multimedia authoring software, 184

multimedia message service (MMS), 124

multiple keys, sorting on, AC 86–87

multiple elds, ordering records on, AC 169

N Name box, OFF 57 to select cell, EX 32–33

naming tables and elds, AC 6

National Crime Information Center (NCIC), 36

National Press Photographers Association, 183

navigating documents, WD 10–11 navigating in dialog boxes,

OFF 34, OFF 34–37 navigating web, 65–66 navigation buttons, AC 20,

AC 20–21 Navigation Pane, AC 6, OFF 28 access work area and, AC 6 Backboard, PPT 64 customizing, AC 111–113

NCIC. See National Crime Information Center

near eld communications (NFC), 138

nested IF function, EX 141, EX 141–142

netiquette, 94 network business, 33 denition, 32 home, 33 neural, 39 unsecured, 33

network license, 229 network server, 116 neural network, 39 news feed, 73 new statistical charts, EX 34 news website, 76 new waterfall chart, EX 34 noise cancelling, 143 nonadjacent ranges, cell assigning formats to, EX 146–148 determining row totals in, EX 140 painting format to, EX 151

selecting, EX 151 nonbreaking space denition, WD 155 inserting, WD 155–156

Normal style, WD 60 Normal view, PPT 26, PPT 131 moving to another slide in,

PPT 26–27 note, PA–2 notebook computer, 4, 111 notebook, OneNote, OFF 67 note reference mark, WD 82 notes pages, PPT 95 adding notes, PPT 95–96 printing speaker, PPT 101–102

Notes pane, PPT 26, PPT 95 formatting Notes pane text,

PPT 97 note taking software, 171 note text, WD 82 NOW function, EX 130 Number elds, AC 7 eld sizes for, AC 8

numbers, EX 9 AVERAGE function, EX 76–77 characters, EX 9 entering, EX 9–11, EX 60–62 MAX function, EX 72–73 MIN function, EX 74–75 in range, EX 65 right-aligned, EX 11 to sum column of, EX 12–13

O object’s position, changing,

WD 127–128 object’s text wrapping, changing,

WD 128, WD 137–138 object tabs, AC 6, OFF 60 OFFice apps, OFF 7–8,

OFF 45–63 exiting, OFF 41–42, OFF 53,

OFF 59, OFF 63 Help in, OFF 73–74 opening Help window, OFF 70

Ofce Clipboard, EX 123, PPT 138, WD 101

OFFice Help opening window, OFF 70 using Search text box, OFF 72–73 using Tell Me box, OFF 74 while working in apps, OFF 73–74

Ofce Mix, PA–10

Index IND 13

In d

adding to PowerPoint, PA–10 capturing video clips, PA–11 inserting quizzes, live webpages,

and apps, PA–12 marketing travel destination with,

PA–13 for OneNote, PA–13 sharing presentation, PA–12 teaching augmented reality with,

PA–13 offset, PPT 84 OK button, clicking, EX 170 OLE Object data type, AC 7 Omitting duplicates, AC 85–86 On Click option, PPT 142 OneDrive, OFF 8 account, unlinking, OFF 44–45 copying folder to, OFF 42–43 saving on, OFF 32, OFF 35–36

OneNote 2016, OFF 8, OFF 66, OFF 66–67

converting handwriting to text, PA–13–14

creating notebook, PA–2 creating Ofce Mix for, PA–13 organizing research paper, PA–5 recording lecture, PA–4 syncing notebook to cloud,

PA–2–3 taking notes, PA–3 window, OFF 67

online auction, 82 online discussion, 91, 188 online gaming risks, 216 Online Picture, inserting,

WD 131–133 online security service, 219 online social networks, 23, 72 Online Sway Newsletter, creating,

PA–9 online theme, downloading,

PPT 59–60 on-screen keyboard, 123 on-screen keyboard, OFF 7 open source software, 161 Opera, 67 operating system, 27 denition, 158 role of, 158 user, application and hardware

interaction, 160 operating system (OS), OFF 2 optical disc, 18 optical resolution, 127

option buttons, EX 71 in Excel, EX 70 importance of, EX 70

OR criterion, AC 80 order of operations, EX 66,

EX 66–69 arithmetic operations, EX 66 Excel formulas, EX 66, EX 67

organizational website, 77 Outlook, OFF 8, OFF 64 window, OFF 64–65

output, 4 output device denition, 14 displays, 15 earbuds, 16 headphones, 16 printer, 14–15 speakers, 16

Overtype mode, EX 46 overvoltage, 140

P page(s) adding borders, WD 39–40 centering contents vertically,

WD 41–42 enhancing, WD 38–42 OneNote, OFF 67 zooming, WD 28, WD 40 zooming multiple, WD 109–110

page break, inserting manually, WD 95

Page Layout view changing worksheet, EX 98–100 features of, EX 98

page number, inserting, WD 66–67 page width, zooming, WD 30 paint software, 181 pairing, 137 paragraph(s), PPT 7 aligning text, PPT 128–129 blank space between, OFF 21 bottom border, WD 143–144 bulleted list, WD 21–22 centering, WD 13 centering another, WD 13 centering another, in pictures,

WD 31 changing spacing before and after,

WD 40–41 entering presentation subtitle,

PPT 7–8

First-Line Indent, WD 72–74 formatting, WD 11 formatting single vs. multiple,

WD 14 formatting with hanging indent,

WD 98 keyboard shortcuts, WD 71 removing space after, WD 63–64 right-aligning, WD 66 selecting, PPT 9 shading, WD 19 spacing, WD 62

parameter query, AC 75, AC 75–79

creating and viewing, AC 76–77 using, AC 77–78

parentheses, EX 67 purpose of, EX 77

parenthetical references, WD 58 passphrase, 223 password, 222–223 password, OFF 5 password manager, 223 passwords, 25 paste area, EX 13 Paste button, EX 123–124 Paste Options menu, EX 124 displaying, WD 103

pasting, WD 101, WD 102 path, OFF 25 pattern ll, PPT 84 payload, 215 PC. See personal computer PC maintenance tool, 198 PDF, 86. See Portable Document

Format percent style format, EX 87 peripheral device, 108 personal budget worksheet and

chart, EX 1–4, EX 10 personal computer (PC), 4 components, 110 denition, 108

personal nance software, 174 personal rewall, 189, 220–221 personal identication number

(PIN), 118 personal interest applications,

185–186 phablet, 112 phishing, 66, 193, 244 phishing lter, 66, 193, 245 phishing scams, 244–245 safeguard against, 245

IND 14 Index

phone scams, 245 photo editing software, 181 photo kiosk, 119 photo management software, 182 photos adding artistic effect to,

PPT 125–126 adjusting colors, PPT 124–127 changing stacking order,

PPT 126–127 coloring, PPT 124–125 inserting and adding effects,

PPT 123–127 presentation with, PPT 121–122 into slide without content

placeholders, PPT 123–124 physical keyboard, 13 physically stealing software, 228 physical risk, 143–144 picture(s) adding picture border, PPT 68–69 applying effects, PPT 70–71,

WD 37–38 applying style, PPT 67–68,

WD 36–37 border color, PPT 69–70 centering another paragraph,

WD 31 changing, PPT 65–66 correcting, PPT 66–67 double-clicking to insert,

PPT 29–30 inserting, WD 31–33 inserting and formatting in

documents, WD 31–38 moving, PPT 35–36 nonproportionally resizing,

PPT 33–34 presentation with, PPT 57–58 presentation with bulleted list and,

PPT 2–3 proportionally resizing,

PPT 32–33 removing effects from, PPT 67 resizing, WD 34–35 rotating, PPT 36–37 wrapping text around, PPT 29

picture ll, PPT 84 picture message, 7 picture messaging service, 124 Picture Tools Format tab, OFF 14,

PPT 34, PPT 68, PPT 70 pie chart to worksheet, adding,

EX 33–37

3-D, EX 35–36 PIN. See personal identication

number PIN (personal identication

number), 223 pinch, 5 piracy, 228 pixel, 127, EX 91 placeholders, OFF 48, PPT 5 animating content placeholder

paragraphs, PPT 157–158 deleting, PPT 130 deleting text in, PPT 40–41 inserting citation, WD 83–84 inserting picture into content,

PPT 30–31 inserting picture/photo into

slide without content, PPT 29, PPT 31, PPT 63–64, PPT 123–124

modifying, PPT 127–132 moving, PPT 129–130 resizing, PPT 128 resizing photo into slide without

content, PPT 123–124 selecting text, PPT 15 selecting text before typing in,

PPT 61 white box with arrow, PPT 21

plaintext, 230 ‘Play Across Slides’ option,

PPT 146 plug-in, 88 PNG, 86 podcast, 40 point, 13, EX 21, PPT 9, WD 12 point-and-shoot camera, 126 pointer (touch screen), OFF 4 pointing device, 13 Point mode, EX 67 formulas using, EX 67–69

point-of-sale (POS) terminals, 118 point size, EX 21 pop-under ad, 66, 194 pop-under blocker, 66, 194 pop-up ad, 66, 194 pop-up blocker, 66, 194 pop-up windows, 110 port, 134 Portable Document Format (PDF),

176 portable keyboard, 124 portable media players, 8, 127 portal website, 82

portrait orientation, AC 24, EX 41 port replicator, 136 possessed object, 224 PowerPoint, OFF 8, OFF 46–48 adding to Ofce Mix, PA–10 closing using Backstage view,

OFF 52 creating new documents from

Backstage view, OFF 50–51 entering content in title slides,

OFF 49, OFF 51 exiting, OFF 53 Help, PPT 45, PPT 99, PPT 158 opening recent les using

Backstage view, OFF 52–53 saving les in folders, OFF 49–50 screen resolution, PPT 123 views, changing, PPT 131–132 window and ribbon, OFF 48–53

power surge, 140 power user, 41 predictive text, 123 presentation (PowerPoint),

OFF 46, PPT 1 adding new slide to, PPT 12–13 assigning document properties to,

PPT 44 bulleted list and pictures, PPT 2–3 creating Sway, PA–6–7 entering presentation title, PPT 6 formatting characters in,

PPT 9–12 handouts, PPT 100 inserting and formatting pictures,

PPT 63–71 media in, PPT 121 printing, PPT 47, PPT 102 saving, PPT 47, PPT 102 screen resolution, PPT 5, PPT 61 sharing Ofce Mix, PA–12 with video, audio, animation, and

photos with effects, PPT 121–122

views, PPT 26–27 Welcome back, PPT 26 window, PPT 3, PPT 46

presentation software, 168 press and hold, 5 previewing table contents,

AC 25–26 Previous Locations arrow, OFF 27 primary keys, AC 6 modifying, AC 10–11 determining, AC 6, AC 53

Index IND 15

In d

modifying, AC 10–11 primary sort key, AC 83 print, 166 printer, 14 printing business letter, WD 171 documents, WD 45–46, WD 111 envelope, WD 172 query results, AC 38 reports, AC 47, AC 95–96 table contents, AC 25–26 worksheet, EX 41–43

Print Layout view, OFF 12 printout, 14 printout, OFF 23 Print Scaling option, EX 104–105 print server, 116 privacy laws, 246–247 private browsing, 66 private key encryption, 230 processor, 110 product activation, 162, 228, 228 product development software, 177 PRODUCT function, EX 65 productivity applications accounting software, 173 calendar and contact management

software, 171–172 databse, 170 denition, 165 developing project, 165–166 document management software,

176–177 enterprise computing, 177 legal software, 175 note taking, 171 personal nance software, 174 presentation software, 168 project management software,

172–173 software suite, 172 spreadsheet software, 168–169 tax preparation software, 176 word processing software,

167–168 program, 158 denition, 26 developing, 29–30 installing and running, 28–29

programmer. See software developers

programs and apps categories of, 163–164

communications applications. See communications applications

graphics and media applications. See graphics and media applications

installing software, 162–163 obtaining software, 161–162 operating system, 158–160 personal interest applications. See

personal interest applications productivity applications. See

productivity applications security tools. See security tools

project database, AC 1–4 querying a database, AC 65–67

projected monthly sales, entering, EX 129

project management software, 172 promoting text, PPT 15 proofreading, WD 98 Go to page, WD 101 modifying source, WD 99 updating eld, WD 99–100

property sheet, AC 85 proxy server, 66, 219 publication types, OFF 65 public-domain software, 161 public key encryption, 230 Publisher, OFF 8, OFF 65 running, OFF 65 window, OFF 65–66

publishing technology uses, 39–40

PUE. See power usage effectiveness pull notication, 124 push notication, 124

Q QR code, 178 quarantine, 191 queries adding criterion to join,

AC 101–102 changing captions in, AC 104–105 creating, AC 67–82 creating database, AC 34–36 creating forms for, AC 96–97 creating in Design view,

AC 67–68 creating report from, AC 94–95 crosstab, AC 108, AC 108–111 parameter, AC 75, AC 75–79

printing results of, AC 38 running, AC 69–71 saving, AC 71–72 sorting data in, AC 84 special criteria in, AC 82 top-values, AC 88 using criterion in, AC 37–38

question mark (?), AC 72 Quick Access area, OFF 28 Quick Access Toolbar, OFF 16 customizing, OFF 20–21 relocating, OFF 19–20

R rack server, 116 radar chart, EX 34 range, cells, EX 12 dragging, EX 127 and Undo, EX 128

Range Finder, EX 78 range selection, EX 70 Reading view, PA–14, PPT 131 viewing online news with, PA–16

read mode changing, WD 110–111 denition, WD 46 switching, WD 46

real time, 90 recolor, PPT 124 record(s), AC 2 adding to tables, AC 17–19 restricting in joins, AC 102

recover (database), AC 48 Recycle Bin, OFF 7 red-eye, 182 Redo button, EX 47 actions, WD 22–23

redundancy, AC 54 identifying and removing,

AC 54–56 #REF!, error message, EX 128 Refresh button, OFF 27 registrar, 63 regroup, PPT 137 objects, PPT 137–138

relational database, AC 2 relative cell references, EX 69,

EX 132 relative reference, EX 14 removing, space after a paragraph,

WD 63–64 renaming database objects, AC 50

IND 16 Index

repair (database), AC 49 repetitive strain injury (RSI), 142 Replace All button, WD 105 replacing text, WD 104–105 replication ID, AC 8 report(s) adding totals to, AC 46–47 creating query, AC 94–95 creating, AC 41–43 Layout view in, AC 43–47 modifying column headings,

AC 43–45 printing, AC 47, AC 95–96

research paper Click and Type feature, WD 70 denition, WD 57 name and course information,

WD 69 resize, 182 resizing, PPT 32, WD 34 column, AC 43–45 columns in datasheet, AC 23–24,

AC 33 graphics, WD 133–134 photo into slide without content

placeholders, PPT 123–124 photos and illustrations,

PPT 32–37 placeholder, PPT 128 shape, PPT 73–74 table columns, WD 161–162

resolution, 127 resources, 32 responsive design, PA–6 responsive web design (RWD), 84 Restart command, OFF 6 restore, 233 restore tool, 198 restoring windows, OFF 34–35 retail software, 161 technology uses, 36 website, 81–82

revising documents, WD 42 ribbon, OFF 12–15, OFF 28 Access, OFF 61 collapsing and expanding,

OFF 17–19 customizing, OFF 57 displaying tabs, OFF 16–17 Excel, OFF 57 formatting worksheets, EX 85 new tabs appeared on, EX 36 in PowerPoint, OFF 48

and screen resolution, EX 7, EX 62, EX 117, PPT 13, PPT 62, PPT 127

right-align, WD 66 paragraph, PPT 128, WD 66

right-click, 13 Rootkit, 215 rootkit, 190 rotation handle, PPT 36 row changing text font in tables,

WD 168–169 heading, OFF 56 inserting in table, WD 165–166

row selector, AC 15 row titles, EX 64 entering, EX 9

rows, worksheets changing height, EX 94–95 hidden columns and, EX 91

RSI. See repetitive strain injury rulers, WD 72 displaying in tab stop, WD 149

run, AC 37 running queries, AC 69–71

running apps, OFF 9–21 Access, OFF 59–60 from File Explorer, OFF 55–56 using Search box, OFF 47–48 using Start menu, OFF 9–11

RWD. See responsive web design

S SaaS. See software as a service Safari, 67 safeguard against information theft, 229 Internet and network attacks,

218–219 phishing scams, 245 software theft, 228–229 unauthorized access and use, 221

safeguard personal information, 242

salary data in Excel, EX 62 sales software, 177 salutation, WD 148 business letter, WD 152

sandbox, PA–15 satellite Internet service, 59 save, 166 save copy, AC 48

saving business letter, WD 171 database with another name,

AC 50 documents, WD 42, WD 45–46,

WD 111 document with new le name,

WD 147 table, AC 13 using saved queries, AC 71–72

saving les existing les with same le name,

OFF 58 in folders, OFF 31–34,

OFF 49–52 naming, OFF 32 with new le name, OFF 59 on OneDrive, OFF 32,

OFF 35–36 purpose, OFF 34

scams clickjacking, 245 email, 245 phishing, 244–245 phone, 245 social engineering, 246 website, 245

scanners, 14 scatter charts, EX 34 school network, 33 science technology uses, 38–39

science website, 79 screen clipping, PA–15 screen recording, PA–11 screen resolution, EX 61–62,

OFF 38, OFF 38–45 changing, OFF 39–41 PowerPoint, PPT 123 ribbon and, PPT 13, PPT 62,

PPT 127 screen saver, 197 ScreenTip, OFF 14 script kiddie, 214 scroll, WD 10 scroll arrows, OFF 4, PPT 26 scroll bar, OFF 4, OFF 12,

PPT 26 scroll boxes, OFF 4, PPT 26 search box, OFF 27 running apps using, OFF 47–48 Windows, OFF 74

search engine, 22, 71 search engine operators, 72

Index IND 17

In d

search text, 71 Search text box, OFFice Help

using, OFF 72–73 search tool, 195 secondary sort key, AC 83 sections, OneNote, OFF 67 section tab, PA–2 security digital, 212–249

security suite, 190 security tools antivirus programs, 191–192 Internet lters, 193–194 personal rewall, 189–190 spyware, adware, and other

malware removers, 192 viruses and malware, 190–191

selecting cell, EX 4 groups of words, WD 26 lines, WD 14 multiple lines, WD 20 nonadjacent text, PPT 40 table columns, WD 162 table contents, WD 163–169 text, techniques, WD 30

selection rectangle, PPT 32 selective backup, 234 self-service kiosk, 119–120 Send Backward, PPT 126 Send to Back, PPT 126 sepia, PPT 124 server, 6 denition, 116

server farm, 117 server virtualization, 117 service set identier (SSID), 236 session cookie, 243 shade, WD 19 shading, paragraph, WD 19 shapes adding, PPT 72–73 adding other, PPT 74–75 adding text, PPT 78,

WD 129–130 applying style, PPT 75–77,

WD 129 changing WordArt, PPT 90–91 copying and pasting, PPT 81–83 deleting, PPT 77 inserting, WD 125–126 pointer change, PPT 73, PPT 80 presentation with, PPT 57–58 resizing, PPT 73–74

text in, PPT 79 shareware, 161 sharing photos, 182 sharpness, 182 sheet tab, OFF 56 changing name, EX 37–40, EX 64

shopping cart, 81 shortcut menu, OFF 19 commands, displaying, OFF 39 modifying Footnote Text style

using, WD 84–86 short message service (SMS), 124 short text data type, AC 7 Shut down command, OFF 6 signature block, WD 148 signature line, WD 10 signature verication system, 225 for credit card purchase, 225

signing out of Microsoft accounts, OFF 37

sign-in screen, OFF 5 Simple Query Wizard, AC 34–36 single-lens re¨ex (SLR) camera,

126 single numeric value, AC 8 single-user license agreement, 228 site license, 229 size, PPT 9 sizing handles, PPT 32 slate tablet, 112 Sleep command, OFF 6 slide, 5 slide, OFF 48 slide(s) adding media to, PPT 139–149 adding transition between,

PPT 100 animating contents, PPT 150–158 black and white preview, PPT 101 changing theme and variant,

PPT 159–160 changing theme colors, PPT 160 copying clip from, PPT 138–139 creating rst text, PPT 62 creating second text, PPT 63 creating title, PPT 61–62 customizing slide elements,

PPT 158–162 deleting, PPT 60–61 inserting and resizing photo into,

PPT 123–124 inserting number, PPT 99 layout, customizing, PPT 19

previewing and printing handouts, PPT 161–162

selecting consecutive, PPT 60 zooming, PPT 133

slide backgrounds formatting background picture ll

transparency, PPT 88 inserting picture to create,

PPT 87–88 slide indicator, PPT 26 Slide Notes, PA–11 Slide pane, PPT 26 slide recording, PA–11 slide show, 168 slide show, OFF 46, PPT 1 ending with closing slide,

PPT 37–39 moving manually through slides

in, PPT 46–47 Slide Show view, PPT 45,

PPT 131 running with media, PPT 161 ‘Start From Beginning’ button,

PPT 45–46 starting, PPT 45–46

Slide Sorter view, PPT 131 Slides tab, PPT 26 star appearing in, PPT 43

slide transition, PPT 42 small user, 41 smart digital camera, 125 smart eyewear, 130 smartglasses, 130 Smart Guides, PowerPoint,

PPT 35, PPT 35–36 Smart Lookup Insight, EX 171–

172 smartphones, 7, 110, 123 Smart TV, 15 smartwatch, 130 SMS. See short message service social engineering, 245–246 social media, 110 social networking site, 23, 72–74 soft page breaks, WD 91 software, 26, 158 malware infections, 110

software as a service (SaaS), 162 software developers, 29 software installations in

organizations, 229 software piracy, 228 software registration, 162 software suite, 172

IND 18 Index

software threat, 228–229 safeguard against, 228–229

solid ll, PPT 84 solid state drive (SSD), 17 solid state drive (SSD), OFF 23 sorting, AC 83 data in queries, AC 84 on multiple keys, AC 86–87

sort key, AC 83 source, 34 source area, EX 13 source range, EX 69 sparkline charts, EX 142–145 adding to worksheet, EX 142–143 changing style, EX 144 changing type, EX 145 copying, EX 144 customizing, EX 145 types of, EX 142

spam, 193 speaker notes, printing,

PPT 101–102 speakers, 16 special-purpose terminals ATMs, 118–119 point-of-sale terminals, 118 self-service kiosk, 119–120

spelling, check, PPT 97–99 spelling checker, EX 95,

EX 95–97, EX 161 considerations, EX 97 purpose, EX 96 on worksheet, EX 96–97

spelling errors, detecting, PPT 98 Spelling and Grammar Check icon,

WD 8–10 Spelling Pane buttons and actions,

PPT 98 spike, 140 splitting merged cell, EX 27 splitting table, WD 168 splitting table cells, WD 168 spoiler, 94 spoofed email messages, 218 spoong, 217–218 email, 217–218 IP, 217

sports website, 76 spreadsheet software, 168 Spyware, 215 spyware, 192, 245 spyware remover, 192 SSD. See solid state drive SSID. See service set identier

SSID (service set identier), 236 stand-alone application, 172 standard properties, AC 47,

EX 40, PPT 44, WD 42 Start button, OFF 9 ‘Start From Beginning’ button,

PPT 45–46 starting Windows, OFF 5–7 Start menu, OFF 9 running apps using, OFF 9–11

static webpage, 65 statistical functions, EX 72 statistics calculating, AC 106–107 using criteria in, AC 107

status bar, AC 6, OFF 12 Spelling and Grammar Check

icon, WD 8 Status Bar commands, EX 43 status update, 73 stock chart, EX 34 storage device, 17 storage media, 17 storage medium, OFF 23 storing out-of-date computers and

devices, 242 Storyline, PA–6 streaming, 38, 79 streaming media player, 9, 128 stretch, 5 style applying, WD 147–148 applying in tables, WD 160–161 applying picture, WD 36–37 business letter, WD 148 denition, WD 36, WD 60 modifying, WD 61–62 Normal, WD 60 updating to match selection,

WD 64 style (picture), PPT 9, PPT 67 adding video, PPT 147–148 applying, PPT 67–68 applying shape, PPT 75–77

stylus, 112 subject directory, 72 subscribe, 90 suite, OFF 8 sum, calculating, EX 12–13 Sum button, EX 70–71 MIN function using, EX 74–75

SUM function, EX 12 sunburst chart, EX 34

supercomputers, 120 surface chart, EX 34 surng the web, 21 surge protector, 140 surge suppressor, 140 Sway adding content to build story,

PA–7 creating presentation, PA–6–7 creating Sway resume, PA–9 designing, PA–8 presentation, PA–9 publishing, PA–8 sharing, PA–8

Sway site, PA–6 swipe, 5 swipe keyboard app, 123 switching to header, WD 65 to print layout view, WD 46–47 read mode, WD 46

Symbol dialog box, inserting symbols, WD 141–142

symbols bullet, WD 141 inserting from Symbol dialog box,

WD 141–142 inserting from Symbol gallery,

WD 142–143 symmetric key encryption, 230 sync, 34 sync, PA–2 synchronize, 34 synonym, PPT 94, WD 105 nding, WD 105–106 nding and inserting, PPT 94–95 inserting, WD 105–106 locating for multiple words,

PPT 95 Synonyms submenu, PPT 95

system date, entering and formatting, EX 130–132

system software, 26, 158 system unit, 114

tab character, WD 149 ribbon, OFF 14

tabbed browsing, 66 tab color, changing, EX 64 table(s)

Index IND 19

In d

adding records to, AC 17–19, AC 20–22

adding text, WD 169 applying style, WD 160–161 assigning data types to, AC 54 changes in structure, AC 12–13 changing structure, AC 12–13 changing text font in rows,

WD 168–169 closing, AC 16, AC 33 correcting errors in structure,

AC 33 creating, AC 8–9 denition, OFF 54, WD 157 dening remaining elds in,

AC 11–12 deleting data, WD 169–171 Design view, AC 14 determining and implementing

relationships, AC 54 dimension, WD 157 entering data, WD 158–159 identifying, AC 53 inserting empty, WD 157–158 inserting rows, WD 165–166 joining, AC 89–92 modifying in Design view,

AC 31–32 naming, AC 6 previewing contents of, AC 25–26 printing contents of, AC 25–26 remaining elds in, AC 11–12 resizing columns, WD 161–162 saving, AC 13 selecting columns, WD 162 splitting, WD 168

table contents centering, WD 164–165 data alignment in cells,

WD 163–164 tting, WD 161–162 selecting, WD 163–169

tablet, 4, 112 tab stop, WD 149 alignments, WD 149 displaying rulers, WD 149 setting custom, WD 149–150

tag, 75 tap, 5 task pane, OFF 15 tax percentage, totals, EX 71 tax preparation software, 176 technology addiction, 144 Technology ethics, 238

technology in elds education, 35 entertainment, 38 nance, 36 government, 36 health care, 38 manufacturing, 40–41 publishing, 39–40 retail, 36 science, 38–39 travel, 39

technology overload, 144 technology-related RSIs, 142 technology users, 41–42 telematics, 133 Tell Me box, OFF 15 OFFice Help in, OFF 74

templates, PA–2 creating database using, AC 5

tendonitis, 142 terminals denition, 117 special-purpose, 118 thin client, 117

tethering, 60 text. EX 4, OFF 57. See also

documents; paragraph adding in tables, WD 169 adding text to shape, PPT 78 aligning paragraph, PPT 128–129 applying text effect to selected,

WD 18 AutoCorrect, WD 77–78 to bold, PPT 18, WD 27–28 bold selected, WD 131 changing case of selected, WD 17 changing color of, PPT 11–12 changing font for selected,

WD 16–17 changing font size for selected,

WD 20–21 citations in, WD 81–82 color, WD 24 deleting, PPT 40–41, WD 44 entering, EX 4–9, WD 3–11 entering in document, OFF 47,

OFF 50 nding, WD 103–104 nding and replacing, PPT 94,

PPT 96–97 in ¨yer, WD 10 formatting, PPT 79 formatting and entering, WD 140

formatting single vs. multiple paragraphs and characters, WD 14

formatting using mini toolbar, WD 25–26

format using keyboard shortcuts, WD 71

inserting in existing document, WD 43–44

italicize, WD 23 layouts for, PPT 19 moving, WD 44–45 replacing, WD 104–105 selecting multiple lines, WD 20 selecting nonadjacent, PPT 40 selecting, techniques, WD 30 shade, WD 19 shadowing, PPT 80 in shape, PPT 79 typing, WD 4 undo text formatting changes,

PPT 84 using Format Painter to format,

PPT 80–81 underlining, WD 27 wordwrap, WD 7 wrapping, EX 61 wrapping options, WD 127 zooming page, WD 28 zoom page width, WD 6, WD 30

text box adding, PPT 131 deleting gray, PPT 66

text data, AC 70, AC 70–71 text entry in documents, OFF 21

text les, exporting data to, AC 101 text message, 7 text-to-speech feature, 129 texture ll, PPT 84 formatting transparency, PPT 86 inserting, PPT 84–85

theme, PPT 3, WD 12 Berlin theme, PPT 4–5, PPT 9 changing, PPT 23–24 changing color, WD 29 changing on slide, PPT 159–160 choosing document, PPT 3–5 colors, changing, PPT 160 download online, PPT 59–60 previews of other, PPT 4 previews of slides in, PPT 60

theme formats, EX 79 changing workbook, EX 80

IND 20 Index

thesaurus, PPT 94, WD 105 thin client, 117 thread, 91 thumbnail, 85 ticket kiosk, 119 tiling option, PPT 84 title bar, OFF 11 Title Only layout, PPT 21–22 Title Slide layout, OFF 48, PPT 5 adding new slide and entering,

PPT 19–21 adding transition between,

PPT 42–44 arranging, PPT 39 choosing words for, PPT 6 creating, PPT 5–8, PPT 61–62 duplicating, PPT 38 entering, PPT 14, PPT 23 entering contents in, OFF 49,

OFF 51 inserting picture into, PPT 28–29 replacing text in existing, PPT 40

TLD. See top-level domain To Do tag, PA–2 toggle commands, EX 148 toll fraud malware, 193 toner, conserving, PPT 47,

PPT 102, PPT 161 tools, 158 tool tabs, OFF 14 top-level domain (TLD), 63 top-values query, AC 88 totals, determining tax percentage, EX 71 using Sum button, EX 70–71

touch keyboard, WD 5 Touch Keyboard button, OFF 12 touch mode, OFF 15 touchpad, 13 touch screen gestures, 5 touch screens, OFF 3–4, WD 5 differences, EX 4, EX 60, EX 115,

PPT 7, PPT 62, PPT 124 nding synonym, PPT 95 gestures, OFF 3 maintaining Oval shape’s

proportion, PPT 75 pointer, OFF 4 using touch keyboard with, PPT 7

touch-sensitive pad, 128 tourism website, 80 tower, 114 tower server, 116 trafc, 62

transition, adding, PPT 42–45 transparency, PPT 84 transparency slider, PPT 86 transparent color, graphics,

WD 135–136 travel technology uses, 39 website, 80

treemap chart, EX 34 Trim Video feature, PPT 141,

PPT 146 Trojan horse, 215 trojan horse, 190 troll, 77 Twitter, 23–24 two-digit year value, EX 62 two-step verication, 226–227 typing, correcting mistakes when,

PPT 7 typing text, WD 4

U ultrabook, 111 ultrathin laptops, 111 unauthorized access and use,

220–228 access control, 222 biometric device, 224 biometric devices, 226 digital forensics, 227 face recognition system, 225 ngerprint reader, 224–225 hand geometry system, 225 iris recognition system, 226 passphrase, 223 PIN (personal identication

number), 223 possessed object, 224 safeguard against, 221 two-step verication, 226–227 user name and passwords,

222–223 voice verication system, 225

uncompress, 198 underlining text, WD 27 undervoltage, 140 Undo button, EX 46–47 actions, WD 22–23

unfreezing worksheet columns and rows, EX 167

ungroup, PPT 133 illustration, PPT 133–134

uninstaller, 195

uninterruptible power supply (UPS), 141

unique identier, AC 3 unsecured network, 33 unsubscribe, 90 uploading, 92 UPS. See uninterruptible power

supply URL, 68 USB ¨ash drive, 18 USB hub, 136 USB port, 136 user, 4 categories of, 42 enterprise, 41 home, 41 mobile, 41 power, 41 small/home ofce, 41

user account, OFF 5 user icon, OFF 5 user interface, 29 user name, 88, 222–223 user name, OFF 5 utilities, 158

V vandalism, 139 variants, PPT 3 changing, PPT 25 changing on slide, PPT 159–160 choosing document theme and,

PPT 3–5 vending kiosk, 119 vertical ruler, WD 72 video, 87 video adding border, PPT 148–149 adding options, PPT 142–143 adding styles, PPT 147–148 changing border color, PPT 149 inserting le, PPT 140 presentation with, PPT 121–122 resizing, PPT 147 trimming le, PPT 141–142

videoconference, 188 video editing software, 183 video input, 14 video message, 7 viewing custom dictionary, WD 108 parameter query, AC 76–77 table in Design view, AC 14

Index IND 21

In d

views (PowerPoint), PPT 26 changing, PPT 131–132

virtualization, 117 virtual keyboard, 124 virtual private network (VPN), 230 virtual reality (VR), 87 virus, 190, 215, WD 31 virus author, 190 virus protection, 24–25 virus signature, 192 visitor kiosk, 119 visual voice mail, 125 voice command personal assistant,

186 voice input, 14 voice mail, 125 voice mailbox, 125 voice mail message, 7 Voice over Internet Protocol

(VoIP), 24, 92 voice verication system, 225 VoIP. See Voice over Internet

Protocol volatile function, EX 130 VPN. See virtual private network VR. See virtual reality

W WBT. See web-based training W3C, 58 wearable devices, 9, 130 weather website, 76 web, 21 navigating, 65–66

Web 2.0, 65 web address, 68 web app, 28, 69–70, 161 web apps media and personal interest,

186–187 personal and business

productivity, 177–178 web-based training (WBT), 184 webcam, 14 web feed, 69 web feeds, 188 Web ltering software, 193 web ltering software, 248 web hosting service, 64 Web Note, PA–15 webpage, 21 denition, 65 dynamic, 65

static, 65 web publishing, 84 web searching, 22 web server, 21, 65, 116 website cookies and, 244

website authoring software, 184 websites, 21, 65 auction, 81–82 banking and nance, 79–80 blogs, 78 bookmarking, 75 business, 77 carrers, 82 collaboration, 78–79 content aggregation, 83 creation and management,

84–85 educational, 77 employment, 82 entertainment, 79 governmental, 77 health and tness, 79 informational and research, 74 malware infections, 110 mapping, 80–81 mass media, 76 media sharing, 75 news, 76 online social networks, 72–74 organizational, 77 portal, 82 retail, 81–82 science, 79 search engine, 71–72 sports, 76 travel and tourism, 80 using CAPTCHA, 224 using email id as user name, 223 weather, 76 wikis, 78–79

website scams, 245 web support, Excel, OFF 54 weight, WordArt, PPT 92 ‘We value your privacy’ message,

EX 171 wheel, 131 what-if analysis, EX 167 analyzing data in worksheet,

EX 167–168 nancial projection worksheet

with, EX 114–117 What-If Assumptions table,

formatting, EX 151

white space, hiding and showing, WD 92–93

Wi-Fi, 31, 138 wiki, 40, 78 wildcards, AC 72, AC 72–75 using, AC 72–74

windows, OFF 11 dragging to move, OFF 70–71 dragging to resize, OFF 71 maximizing, OFF 11, OFF 11–12 minimizing, OFF 34, OFF 34–35 OneNote, OFF 67 Outlook, OFF 64–65 PowerPoint, OFF 48–53 Publisher, OFF 65–66 removing panes from, EX 165 restoring, OFF 34–35 worksheet size and, OFF 56

Windows 10, OFF 2 desktop, OFF 7 keyboard shortcuts, OFF 5 overview, OFF 2 scrolling, OFF 4 search box, OFF 74 starting, OFF 5–7 touch screen and mouse, OFF 3–4

wired communication, 31–32 wireless access point (WAP), 236 wireless communication, 31–32 wireless device connections Bluetooth, 137 near eld communications, 138 Wi-Fi, 138

wireless modem, 58 wireless security, 236–238 mobile security, 237–238

Word, OFF 7, OFF 9–12. See also document(s)

exiting, WD 42, WD 111 exporting data to, AC 100 running, WD 43, WD 60

WordArt, PPT 88 changing shape of, PPT 90–91 inserting, PPT 89 presentation with, PPT 57–58

WordArt ll, PPT 89 applying, PPT 91–92

WordArt outline, PPT 89 changing color of, PPT 93–94 changing weight of, PPT 92–93

word processing software, 167 words choosing words for slide, PPT 6 selecting, PPT 11

IND 22 Index

selecting group of, PPT 17–18 wordwrap, WD 7 workbook, OFF 53 adding clustered column chart,

EX 151–159 assigning document properties,

EX 40 changing theme formats, EX 80 check spelling in multiple sheets,

EX 161 clearing entire, EX 48 default font for, EX 21 distributing, EX 41, EX 43,

EX 97, EX 161 renaming and coloring sheet tabs,

EX 160 reordering sheet tabs, EX 160 saving, EX 19, EX 39, EX 131

works cited, WD 60 works cited page applying style, WD 96 centered text, WD 96 creating bibliographical list,

WD 96–98 denition, WD 95 page break manually, WD 96

worksheets, 168, OFF 53, OFF 56–57

adding pie chart to, EX 33–37 adding sparkline chart to,

EX 142–143 applying theme, EX 117 calculating multiple totals at same

time, EX 16–17 changing Page Layout view,

EX 98–100 clearing entire, EX 48 column titles, EX 61 creating, EX 3 deleting columns and rows, EX 128

entering numbers into, EX 60–62 entering titles, EX 5–7, EX 117 Fit to option, EX 103–104 formatting. See formatting

worksheets formatting elements of, EX 146 with formulas and functions,

EX 58–60 formulas version of, EX 102–105 freezing columns and rows,

EX 165–166 function of, EX 60 Goal Seek command, EX 168–170 importing into Access, AC 27–31 inserting columns, EX 127 inserting rows, EX 126–127 inserting single or range of cells,

EX 127–128 layout planning, EX 117 planning, EX 3 previewing and printing, EX 41–43,

EX 161–162 Print Scaling option, EX 104–105 printing, EX 41, EX 100–102 removing panes from window,

EX 165 salary data, EX 62 shrinking and magnifying view of,

EX 162–164 size and window, OFF 56 sketch of, EX 116 spelling check on, EX 96–97 splitting window into panes,

EX 164–165 subtitle, EX 5, EX 61 titles, EX 60–62, OFF 23–24,

OFF 49, OFF 52 unfreezing columns and rows,

EX 167

viewing formulas version of, EX 139

window, OFF 13 worksheet titles, OFF 57–58 workstation, 114 World Wide Web, 20 World Wide Web (WWW) browsers, 66–67 denition, 65 mobile apps, 69–70 navigating, 65–66 web addresses, 68–69 web apps, 69–70

Worm, 215 worm, 190 WPA2. See Wi-Fi Protected

Access 2 wrapping text, EX 61

XPS les, AC 47 X Y (scatter) chart, EX 34

zipped les, 198 zombie, 216 computer or mobile device as, 216

zombie army, 216 Zoom command, AC 103 zooming, PPT 8 100%, WD 35–36 document, WD 33–34 graphic, WD 34–35 multiple pages, WD 109–110 one page, WD 28, WD 40 page width, WD 30 slide, PPT 8, PPT 133

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Cover
Contents
Productivity Apps for School and Work

Introduction to OneNote 2016
Introduction to Sway
Introduction to Office Mix
Introduction to Microsoft Edge

Discovering Computers

Chapter 1: Introducing Today’s Technologies: Computers, Devices, And The Web

Today’s Technology
Computers

Laptops
Tablets
Desktops and All-in-Ones
Servers

Mobile and Game Devices

Smartphones
Digital Cameras
Portable and Digital Media Players
E-Book Readers
Wearable Devices
Game Devices
Mini Feature 1-1: Living Digitally — Gaming and Digital Home

Data and Information

Input
Output
Memory and Storage

The Web

Web Searching
Online Social Networks
Internet Communications

Digital Security and Privacy

Viruses and Other Malware
Privacy
Health Concerns
Environmental Issues

Programs and Apps

Operating Systems
Applications
Installing and Running Programs
Developing Programs and Apps

Communications and Networks

Wired and Wireless Communications
Networks
Mini Feature 1-2: Staying in Sync

Technology Uses

Education/Mini Feature 1-3: Digital School
Government
Finance
Retail
Entertainment
Health Care
Science
Travel
Publishing
Manufacturing

Technology Users
Summary
Study Guide
Key Terms
Checkpoint
Problem Solving
Collaboration
How To: Your Turn
Internet Research
Critical Thinking
Collaboration

Chapter 2: Connecting And Communicating Online: The Internet, Websites, And Media

The Internet

Evolution of the Internet

Connecting to the Internet

Internet Service Providers
How Data Travels the Internet
IP Addresses and Domain Names

The World Wide Web

Navigating the Web
Mini Feature 2-1: Browsers
Web Addresses
Web Apps and Mobile Apps

Types of Websites

Search Engines
Mini-Feature 2-2: Online Social Networks
Informational and Research
Media Sharing
Bookmarking
News, Weather, Sports, and Other Mass Media
Educational
Business, Governmental, and Organizational
Blogs
Wikis and Collaboration
Health and Fitness
Science
Entertainment
Banking and Finance
Travel and Tourism
Mapping
Retail and Auctions
Careers and Employment
E-Commerce
Portals
Content Aggregation
Website Creation and Management

Digital Media on the Web

Graphics
Audio
Video
Plug-Ins

Other Internet Services

Email
Email Lists
Internet Messaging
Chat Rooms
Online Discussions
VoIP
FTP
Mini Feature 2-3: Digital Communications

Netiquette
Summary
Study Guide
Key Terms
Checkpoint
Problem Solving
Collaboration
How To: Your Turn
Internet Research
Critical Thinking
Collaboration

Chapter 3: Computers And Mobile Devices: Evaluating Options For Home And Work

Computers and Mobile Devices
Mobile Computers and Desktops

Laptops, Tablets, and Other Mobile Computers
Handheld Computers
Mini Feature 3-1: Mobile Computer Buyer’s Guide
Desktops and All-in-Ones
Mini Feature 3-2: Desktop Buyer’s Guide

Desktop Buyer’s Guide
Servers
Terminals

Point-of-Sale Terminals
ATMs
Self-Service Kiosks

Supercomputers
Cloud Computing
Mobile Devices

Smartphones
Digital Cameras
Portable and Digital Media Players
Mini Feature 3-3: Mobile Device Buyer’s Guide
E-Book Readers
Wearable Devices

Game Devices
Embedded Computers
Putting It All Together
Ports and Connections

USB Ports
Port Replicators and Docking Stations
Wireless Device Connections

Protecting Hardware

Hardware Theft and Vandalism
Hardware Failure

Health Concerns of Using Technology

Repetitive Strain Injuries
Other Physical Risks
Behavioral Health Risks

Summary
Study Guide
Key Terms
Checkpoint
Problem Solving
Collaboration
How To: Your Turn
Internet Research
Critical Thinking
Collaboration

Chapter 4: Programs And Apps: Productivity, Graphics, Security, And Other Tools

Programs and Apps

Role of the Operating System
Obtaining Software
Installing Software
Categories of Programs and Apps

Productivity Applications

Developing Projects
Word Processing
Presentation
Spreadsheet
Database
Note Taking
Calendar and Contact Management
Software Suite
Project Management
Accounting
Personal Finance
Legal
Tax Preparation
Document Management
Enterprise Computing
Mini Feature 4-1: Web and Mobile Apps for Personal and Business Productivity

Web and Mobile Apps for Personal and Business Productivity
Graphics and Media Applications

Computer-Aided Design
Desktop Publishing
Paint/Image Editing
Photo Editing and Photo Management
Video and Audio Editing
Multimedia and Website Authoring
Media Player
Disc Burning

Personal Interest Applications

Mini Feature 4-2: Web and Mobile Apps for Media and Personal Interest

Web and Mobile Apps for Media and Personal Interests
Communications Applications
Security Tools

Personal Firewall
Mini Feature 4-3: Viruses and Malware

Viruses and Malware

Antivirus Programs
Spyware, Adware, and Other Malware Removers
Internet Filters

File, Disk, and System Management Tools

File Manager
Search
Image Viewer
Uninstaller
Disk Cleanup
Disk Defragmenter
Screen Saver
File Compression
PC Maintenance
Backup and Restore

Summary
Study Guide
Key Terms
Checkpoint
Problem Solving

Professional
Personal

Collaboration
How To: Your Turn

Exercises
Online Help
Searching for Help

How To: Your Turn

Exercises

How To: Your Turn

Exercises

Internet Research
Critical Thinking
Collaboration

Chapter 5: Digital Security, Ethics, And Privacy: Threats, Issues, And Defenses

Digital Security Risks

Cybercrime

Internet and Network Attacks

Malware
Botnets
Denial of Service Attacks
Back Doors
Spoofing
Safeguards against Internet and Network Attacks
Firewalls

Unauthorized Access and Use

Safeguards against Unauthorized Access and Use
Access Controls
User Names and Passwords
Possessed Objects
Biometric Devices
Two-Step Verification
Digital Forensics

Software Theft

Safeguards against Software Theft

Information Theft

Safeguards against Information Theft
Encryption
Digital Signatures and Certificates
Mini Feature 5-1: Cloud Data Privacy

Hardware Theft, Vandalism, and Failure
Backing Up — The Ultimate Safeguard

Mini Feature 5-2: Disaster Recovery

Wireless Security

Mini Feature 5-3: Mobile Security

Ethics and Society

Information Accuracy
Intellectual Property Rights
Codes of Conduct
Green Computing

Information Privacy

Electronic Profiles
Cookies
Phishing
Spyware and Adware
Social Engineering
Privacy Laws
Employee Monitoring
Content Filtering

Summary
Study Guide
Key Terms
Checkpoint
Problem Solving
Collaboration
How To: Your Turn
Internet Research
Critical Thinking
Collaboration

Office 2016 and Windows 10

Objectives

Roadmap

Introduction to the Windows 10 Operating System

Using a Touch Screen and a Mouse
Scrolling
Keyboard Shortcuts
Starting Windows
To Sign In to an Account
The Windows Desktop

Introduction to Microsoft Office 2016

Microsoft Office 2016 Apps
Microsoft Office 2016 Suites

Running and Using an App

Word
To Run an App Using the Start Menu and Create a Blank Document
To Maximize a Window
Word Document Window, Ribbon, and Elements Common to Office Apps
To Display a Different Tab on the Ribbon
To Collapse and Expand the Ribbon and Use Full Screen Mode
To Use a Shortcut Menu to Relocate the Quick Access Toolbar
To Customize the Quick Access Toolbar
To Enter Text in a Document

Document Properties

To Change Document Properties

Printing, Saving, and Organizing Files

Printing a Document
To Print a Document
Organizing Files and Folders
To Create a Folder
Folder Windows
To Create a Folder within a Folder
To Create the Remaining Folders
To Expand a Folder, Scroll through Folder Contents, and Collapse a Folder
To Switch from One App to Another
To Save a File in a Folder
Navigating in Dialog Boxes
To Minimize and Restore a Window
To Save a File on OneDrive
To Sign Out of a Microsoft Account

Screen Resolution

To Change the Screen Resolution
To Exit an Office App with One Document Open
To Copy a Folder to OneDrive
To Unlink a OneDrive Account

Additional Microsoft Office Apps

PowerPoint
To Run an App Using the Search Box
The PowerPoint Window and Ribbon
To Enter Content in a Title Slide
To Save a File in a Folder
To Create a New Office Document from the Backstage View
To Enter Content in a Title Slide of a Second PowerPoint Presentation
To Save a File in a Folder
To Close an Office File Using the Backstage View
To Open a Recent Office File Using the Backstage View
To Exit an Office App
Excel
To Create a New Blank Office Document from File Explorer
To Run an App from File Explorer and Open a File
Unique Features of Excel
To Enter a Worksheet Title
To Save an Existing Office File with the Same File Name
To Save a File with a New File Name
To Exit an Office App
Access
To Run an App
Unique Elements in Access
To Create an Access Database
To Close an Office File
To Open an Existing Office File
To Exit an Office App

Other Office Apps

Outlook
Publisher
OneNote

Renaming, Moving, and Deleting Files

To Rename a File
To Move a File
To Delete a File

Microsoft Office and Windows Help

To Open the Help Window in an Office App
Moving and Resizing Windows
To Move a Window by Dragging
To Resize a Window by Dragging
Using Office Help
To Obtain Help Using the Search Text Box
Obtaining Help while Working in an Office App
To Obtain Help Using the Tell Me Box
Using the Windows Search Box
To Use the Windows Search Box

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World Creating Office Online Documents
In the Labs

Lab 1: Creating Folders for a Bookstore
Lab 2: Creating Office Documents and Saving Them in Appropriate Folders
Lab 3: Consider This: Your Turn

Microsoft Word 2016

Module 1: Creating, Formatting, and Editing a Word Document with a Picture

Objectives
Introduction
Project — Flyer with a Picture

To Run Word and Specify Settings

Entering Text

To Type Text
To Display Formatting Marks
To Insert a Blank Line
To Zoom Page Width
Wordwrap
To Wordwrap Text as You Type
Spelling and Grammar Check
To Check Spelling and Grammar as You Type
To Enter More Text
Navigating a Document

Formatting Paragraphs and Characters

Font, Font Sizes, and Themes
To Center a Paragraph
To Center Another Paragraph
Formatting Single versus Multiple Paragraphs and Characters
To Select a Line
To Change the Font Size of Selected Text
To Change the Font of Selected Text
To Change the Case of Selected Text
To Apply a Text Effect to Selected Text
To Shade a Paragraph
To Select Multiple Lines
To Change the Font Size of Selected Text
To Bullet a List of Paragraphs
To Undo and Redo an Action
To Italicize Text
To Color Text
To Use the Mini Toolbar to Format Text
To Select a Group of Words
To Underline Text
To Bold Text
To Zoom One Page
To Change Theme Colors
To Zoom Page Width
Selecting Text

Inserting and Formatting a Picture in a Word Document

To Center Another Paragraph
To Insert a Picture
To Zoom the Document
To Resize a Graphic
To Zoom 100%
To Apply a Picture Style
To Apply Picture Effects

Enhancing the Page

To Add a Page Border
To Zoom One Page
To Change Spacing before and after Paragraphs
To Center Page Contents Vertically
To Save the Document and Exit Word

Correcting Errors and Revising a Document

Types of Changes Made to Documents
To Run Word, Open a Document, and Specify Settings
To Insert Text in an Existing Document
To Delete Text
To Move Text
To Save and Print the Document
To Switch to Read Mode
To Switch to Print Layout View

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Creating a Flyer with a Picture
Lab 2: Creating a Flyer with Multiple Pictures
Lab 3: Consider This: Your Turn

Module 2: Creating a Research Paper with References and Sources

Objectives
Introduction
Project — Research Paper

MLA Documentation Style

Changing Document Settings

To Run Word and Specify Settings
Styles
To Modify a Style
Adjusting Line and Paragraph Spacing
To Change Line Spacing
To Remove Space after a Paragraph
To Update a Style to Match a Selection

Creating a Header

To Switch to the Header
To Right-Align a Paragraph
To Enter Text
To Insert a Page Number
To Close the Header

Typing the Research Paper Text

To Enter Name and Course Information
To Click and Type
Keyboard Shortcuts
To Format Text Using a Keyboard Shortcut
To Display the Rulers
To First-Line Indent Paragraphs
To AutoCorrect as You Type
To Use the AutoCorrect Options Button
To Create an AutoCorrect Entry
The AutoCorrect Dialog Box
To Enter More Text
Citations
To Change the Bibliography Style
To Insert a Citation and Create Its Source
To Enter More Text
Footnotes
To Insert a Footnote Reference Mark
To Enter Footnote Text
To Insert a Citation Placeholder
Footnote Text Style
To Modify a Style Using a Shortcut Menu
To Edit a Source
To Edit a Citation
Working with Footnotes and Endnotes
To Enter More Text
To Count Words
Automatic Page Breaks
To Enter More Text and Insert a Citation Placeholder
To Hide and Show White Space
To Edit a Source
To Enter More Text

Creating an Alphabetical Works Cited Page

To Page Break Manually
To Apply a Style
To Center Text
To Create a Bibliographical List

Proofreading and Revising the Research Paper

To Modify a Source
To Update a Field
To Go to a Page
Copying, Cutting, and Pasting
To Copy and Paste
To Display the Paste Options Menu
To Find Text
To Replace Text
Find and Replace Dialog Box
To Find and Insert a Synonym
To Check Spelling and Grammar at Once
The Main and Custom Dictionaries
To Look Up Information
To Zoom Multiple Pages
To Change Read Mode Color
To Save and Print the Document and Exit Word

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Preparing a Short Research Paper
Lab 2: Preparing a Research Report with a Footnote
Lab 3: Consider This: Your Turn

Module 3: Creating a Business Letter with a Letterhead and Table

Objectives
Introduction
Project — Business Letter with a Letterhead and Table

To Run Word and Change Word Settings
To Change Margin Settings

Creating a Letterhead

To Insert a Shape
Floating versus Inline Objects
To Change an Object’s Position
To Change an Object’s Text Wrapping
To Apply a Shape Style
To Add Text to a Shape
To Use the ‘Increase Font Size’ Button
To Bold Selected Text
To Change the Document Theme
To Insert an Online Picture
To Resize a Graphic to a Percent of the Original Size
To Change the Color of a Graphic
To Set a Transparent Color in a Graphic
To Adjust the Brightness and Contrast of a Graphic
To Change the Border Color on a Graphic
To Change an Object’s Text Wrapping
To Move a Graphic
To Copy a Graphic
To Use Paste Options
To Move a Graphic
To Flip a Graphic
To Format and Enter Text
To Insert a Symbol from the Symbol Dialog Box
To Insert a Symbol from the Insert a Symbol Gallery
To Enter Text
To Bottom Border a Paragraph
To Clear Formatting
AutoFormat As You Type
To Convert a Hyperlink to Regular Text

Creating a Business Letter

To Save a Document with a New File Name
To Apply a Style
Using Tab Stops to Align Text
To Display the Ruler
To Set Custom Tab Stops
To Insert the Current Date in a Document
To Enter the Inside Address and Salutation
To Create a Building Block
To Modify a Building Block
To Insert a Building Block
Building Blocks versus AutoCorrect
To Insert a Nonbreaking Space
To Enter Text
Tables
To Insert an Empty Table
To Enter Data in a Table
To Enter More Data in a Table
To Apply a Table Style
To Resize Table Columns to Fit Table Contents
To Select a Column
Selecting Table Contents
To Align Data in Cells
To Center a Table
To Insert a Row in a Table
To Merge Cells
To Split Table Cells
To Change the Font of Text in a Table Row
Deleting Table Data
To Add More Text
To Bullet a List as You Type
To Enter More Text and then Save and Print the Letter

Addressing and Printing Envelopes and Mailing Labels

To Address and Print an Envelope
Envelopes and Labels

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Creating a Letter with a Letterhead
Lab 2: Creating a Letter with a Letterhead and Table
Lab 3: Consider This: Your Turn

Microsoft PowerPoint 2016

Module 1: Creating and Editinga Presentationwith Pictures

Objectives
Introduction
Project — Presentation with a Bulleted List and Pictures
Choosing a Document Theme and Variant

To Choose a Document Theme and Variant

Creating a Title Slide

To Enter the Presentation Title
Correcting a Mistake When Typing
Paragraphs
To Enter the Presentation Subtitle Paragraph
To Zoom a Slide

Formatting Characters in a Presentation

Fonts and Font Styles
To Select a Paragraph
To Italicize Text
To Increase Font Size
To Select a Word
To Change the Text Color

Adding a New Slide to a Presentation

To Add a New Text Slide with a Bulleted List

Creating a Text Slide with a Multilevel Bulleted List

To Enter a Slide Title
To Select a Text Placeholder
To Type a Multilevel Bulleted List
To Type the Remaining Text for Slide 2
To Select a Group of Words
To Bold Text
To Increase Font Size

Adding New Slides, Changing Slide Layouts, and Changing the Theme

To Add a New Slide and Enter a Slide Title and Headings
To Add a Slide with the Title Only Layout
To Enter a Slide Title
To Change the Theme
To Change the Variant

PowerPoint Views

To Move to Another Slide in Normal View

Inserting Pictures into Slides

To Insert a Picture into the Title Slide
To Insert a Picture into a Slide without a Content Placeholder
To Insert a Picture into a Content Placeholder
To Insert a Picture into a Slide without a Content Placeholder

Resizing Photos and Illustrations

To Proportionally Resize Pictures
To Nonproportionally Resize the Photograph on Slide 2
To Resize the Illustration on Slide 4
To Move Pictures
To Rotate a Picture

Ending a Slide Show with a Closing Slide

To Duplicate a Slide
To Arrange a Slide

Making Changes to Slide Text Content

Replacing Text in an Existing Slide
Deleting Text
To Delete Text in a Placeholder

Adding a Transition

To Add a Transition between Slides
Document Properties

Viewing the Presentation in Slide Show View

To Start Slide Show View
To Move Manually through Slides in a Slide Show
To Save and Print the Presentation

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Creating a Presentation with Pictures
Lab 2: Creating a Presentation with Bulleted Lists and Pictures
Lab 3: Consider This: Your Turn

Module 2: Enhancing a Presentation with Pictures, Shapes, and WordArt

Objectives
Introduction
Project — Presentation with Pictures, Shapes, and WordArt
Downloading a Theme and Editing Slides

To Search for and Download an Online Theme
To Delete a Slide
To Create a Title Slide
To Create the First Text Slide
To Create the Second Text Slide

Inserting and Formatting Pictures in a Presentation

To Insert a Picture into a Slide without a Content Placeholder
To Change a Picture
To Correct a Picture
To Apply a Picture Style
To Add a Picture Border
To Change a Picture Border Color
To Apply Picture Effects

Inserting and Formatting a Shape

To Add a Shape
To Resize a Shape
To Add Other Shapes
To Apply a Shape Style
To Apply Another Style
To Add Text to a Shape
To Change the Font
To Format the Text
Format Painter
To Format Text Using the Format Painter
To Copy and Paste a Shape

Formatting Slide Backgrounds

To Insert a Texture Fill
To Format the Background Texture Fill Transparency
To Insert a Gradient Fill
To Insert a Picture to Create a Background
To Format the Background Picture Fill Transparency

Inserting and Formatting WordArt

To Insert WordArt
To Change the WordArt Shape
To Apply a WordArt Text Fill
To Change the Weight of the WordArt Outline
To Change the Color of the WordArt Outline

Reviewing and Revising Individual Slides

Replace Dialog Box
To Find and Insert a Synonym
To Add Notes
To Find and Replace Text
Checking Spelling
To Check Spelling
To Add a Transition between Slides
To Print Speaker Notes
To Save and Print the Presentation

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Creating a Presentation, Inserting Photos, Applying Picture Styles, and Inserting Shapes
Lab 2: Creating a Presentation Using an Online Theme Template, Shapes, and WordArt
Lab 3: Consider This: Your Turn

Module 3: Reusing a Presentation and Adding Media and Animation

Objectives
Introduction
Project — Presentation with Video, Audio, Animation, and Photos with Effects
Inserting Photos and Adding Effects

To Insert and Resize a Photo into a Slide without Content Placeholders
Adjusting Photo Colors
To Color a Photo
To Add an Artistic Effect to a Photo
To Change the Stacking Order
PowerPoint Module 3

Modifying Placeholders

To Resize a Placeholder
To Align Paragraph Text
To Move a Placeholder
To Delete a Placeholder
Changing Views
To Change Views

Modifying and Copying an Illustration

To Zoom a Slide
To Ungroup an Illustration
To Change the Color of a Clip Object
To Delete a Clip Object
To Regroup Objects
To Copy a Clip from One Slide to Another

Adding Media to Slides

To Insert a Video File
To Trim a Video File
To Add Video Options
To Insert an Audio File
To Add Audio Options
To Resize a Video
To Add a Video Style
To Add a Video Border
To Change a Video Border Color

Animating Slide Content

Custom Animations
To Animate an Illustration Using an Entrance Effect
To Change Animation Direction
To Animate an Illustration Using an Emphasis Effect
To Animate an Illustration Using an Exit Effect
To Change Exit Animation Direction
To Preview an Animation Sequence
To Modify Entrance Animation Timing
To Modify Emphasis and Exit Timings
To Animate Content Placeholder Paragraphs

Customizing Slide Elements

To Change the Theme and Variant on One Slide
To Change the Theme Colors
To Run a Slide Show with Media
To Preview and Print a Handout

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Changing the Stacking Order, Inserting an Audio File, and Animating a Photo, Illustration, and Title
Lab 2: Adding Audio Options, Ungrouping a Clip, Changing the Color of a Clip Object, Deleting a Clip Object, and Regrouping Obje
Lab 3: Consider This: Your Turn

Microsoft Excel 2016

Module 1: Creating a Worksheet and a Chart

Objectives
Introduction
Project — Personal Budget Worksheet and Chart
Selecting a Cell
Entering Text

To Enter the Worksheet Titles
AutoCorrect
To Enter Column Titles
To Enter Row Titles

Entering Numbers

To Enter Numbers

Calculating a Sum

To Sum a Column of Numbers

Using the Fill Handle to Copy a Cell to Adjacent Cells

To Copy a Cell to Adjacent Cells in a Row
To Calculate Multiple Totals at the Same Time
To Enter a Formula Using the Keyboard
To Copy a Cell to Adjacent Cells in a Row

Formatting the Worksheet

Font Style, Size, and Color
To Change a Cell Style
To Change the Font
To Apply Bold Style to a Cell
To Increase the Font Size of a Cell Entry
To Change the Font Color of a Cell Entry
To Center Cell Entries across Columns by Merging Cells
To Format Rows Using Cell Styles
To Format Numbers in the Worksheet
To Adjust the Column Width
To Use the Name Box to Select a Cell
Other Ways to Select Cells

Adding a Pie Chart to the Worksheet

To Add a 3-D Pie Chart
To Apply a Style to a Chart

Changing the Sheet Tab Names

To Move a Chart to a New Sheet
To Change the Sheet Tab Name
Document Properties

Printing a Worksheet

To Preview and Print a Worksheet in Landscape Orientation

Autocalculate

To Use the AutoCalculate Area to Determine a Maximum

Correcting Errors

Correcting Errors while Entering Data into a Cell
Correcting Errors after Entering Data into a Cell
Undoing the Last Cell Entry
Clearing a Cell or Range of Cells
Clearing the Entire Worksheet

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: First Quarter Revenue Analysis Worksheet
Lab 2: Sales Analysis Worksheet
Lab 3: Consider This: Your Turn

Module 2: Formulas, Functions, and Formatting

Objectives
Introduction
Project — Worksheet with Formulas and Functions
Entering the Titles and Numbers into the Worksheet

To Enter the Worksheet Title and Subtitle
To Enter the Column Titles
To Enter the Salary Data

Flash Fill

To Use Flash Fill
To Enter the Row Titles
To Change the Sheet Tab Name and Color

Entering Formulas

To Enter a Formula Using the Keyboard
Arithmetic Operations
Order of Operations
To Enter Formulas Using Point Mode
To Copy Formulas Using the Fill Handle

Option Buttons

To Determine Totals Using the Sum Button
To Determine the Total Tax Percentage

Using the AVERAGE, MAX, and MIN Functions

To Determine the Highest Number in a Range of Numbers Using the Insert Function Dialog Box
To Determine the Lowest Number in a Range of Numbers Using the Sum Menu
To Determine the Average of a Range of Numbers Using the Keyboard
To Copy a Range of Cells across Columns to an Adjacent Range Using the Fill Handle

Verifying Formulas Using Range Finder

To Verify a Formula Using Range Finder

Formatting the Worksheet

To Change the Workbook Theme
To Format the Worksheet Titles
To Change the Background Color and Apply a Box Border to the Worksheet Title and Subtitle
To Apply a Cell Style to the Column Headings and Format the Total Rows
To Format Dates and Center Data in Cells
To Apply an Accounting Number Format and Comma Style Format Using the Ribbon
To Apply a Currency Style Format with a Floating Dollar Sign Using the Format Cells Dialog Box
To Apply a Percent Style Format and Use the Increase Decimal Button
Conditional Formatting
To Apply Conditional Formatting
Conditional Formatting Operators
Changing Column Width and Row Height
To Change Column Width
To Change Row Height

Checking Spelling

To Check Spelling on the Worksheet
Additional Spelling Checker Considerations

Printing the Worksheet

To Change the Worksheet’s Margins, Header, and Orientation in Page Layout View
To Print a Worksheet
To Print a Section of the Worksheet

Displaying and Printing the Formulas Version of the Worksheet

To Display the Formulas in the Worksheet and Fit the Printout on One Page
To Change the Print Scaling Option Back to 100%

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Insurance Premium Worksheet
Lab 2: Sales Summary Worksheet
Lab 3: Consider This: Your Turn

Module 3: Working with Large Worksheets, Charting, and What-If Analysis

Objectives
Introduction
Project — Financial Projection Worksheet with What-If Analysis and Chart

To Enter the Worksheet Titles and Apply a Theme

Rotating Text and Using the Fill Handle to Create a Series

To Rotate Text in a Cell
To Use the Fill Handle to Create a Series of Month Names
Using the Auto Fill Options Menu
To Increase Column Widths
To Enter and Indent Row Titles

Copying a Range of Cells to a Nonadjacent Destination Area

To Copy a Range of Cells to a Nonadjacent Destination Area
Using the Paste Options Menu
Using Drag and Drop to Move or Copy Cells
Using Cut and Paste to Move Cells

Inserting and Deleting Cells in a Worksheet

To Insert a Row
Inserting Columns
Inserting Single Cells or a Range of Cells
Deleting Columns and Rows
To Enter Numbers with Format Symbols
To Enter the Projected Monthly Sales
To Enter and Format the System Date

Absolute Versus Relative Addressing

To Enter a Formula Containing Absolute Cell References

Making Decisions — The IF Function

To Enter an IF Function
To Enter the Remaining Formulas for January
To Copy Formulas with Absolute Cell References Using the Fill Handle
To Determine Row Totals in Nonadjacent Cells
Nested Forms of the IF Function

Adding and Formatting Sparkline Charts

To Add a Sparkline Chart to the Worksheet
To Change the Sparkline Style and Copy the Sparkline Chart
To Change the Sparkline Type

Formatting the Worksheet

To Assign Formats to Nonadjacent Ranges
To Format the Worksheet Titles
To Assign Cell Styles to Nonadjacent Rows and Colors to a Cell
To Copy a Cell’s Format Using the Format Painter Button
To Format the What-If Assumptions Table

Adding a Clustered Column Chart to the Workbook

To Draw a Clustered Column Chart on a Separate Chart Sheet Using the Recommended Charts Feature
To Insert a Chart Title
To Add Data Labels
To Apply Chart Filters
To Add an Axis Title to the Chart
To Change the Chart Style
To Modify the Chart Axis Number Format
To Remove Filters and Data Labels

Organizing the Workbook

To Rename and Color Sheet Tabs
To Reorder the Sheet Tabs
To Check Spelling in Multiple Sheets
To Preview and Print the Worksheet

Changing the View of the Worksheet

To Shrink and Magnify the View of a Worksheet or Chart
To Split a Window into Panes
To Remove the Panes from the Window
To Freeze Worksheet Columns and Rows
To Unfreeze the Worksheet Columns and Rows

What-If Analysis

To Analyze Data in a Worksheet by Changing Values
To Goal Seek
Goal Seeking

Insights

To Use the Smart Lookup Insight

Accessibility Features
Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Eight-Year Financial Projection
Lab 2: Updating a Weekly Payroll Worksheet
Lab 3: Consider This: Your Turn

Microsoft Access 2016

Module 1: Databases and Database Objects: An Introduction

Objectives
Introduction
Project — Database Creation
Creating a Database

To Create a Database
To Create a Database Using a Template

The Access Window

Navigation Pane and Access Work Area

Determining Tables and Fields

Naming Tables and Fields
Determining the Primary Key
Determining Data Types for the Fields

Creating a Table

To Modify the Primary Key
To Define the Remaining Fields in a Table
Making Changes to the Structure
To Save a Table
To View the Table in Design View
Checking the Structure in Design View
To Change a Field Size in Design View
To Close the Table
To Add Records to a Table
Making Changes to the Data
To Add Records to a Table that Contains Data
To Resize Columns in a Datasheet

Previewing and Printing the Contents of a Table

To Preview and Print the Contents of a Table

Importing or Linking Data From Other Applications to Access

To Import an Excel Worksheet
Modifying the Table
To Modify a Table in Design View
Correcting Errors in the Structure
To Close the Table
To Resize Columns in a Datasheet

Additional Database Objects

Creating Queries
To Use the Simple Query Wizard to Create a Query
Using Queries
To Use a Criterion in a Query
To Print the Results of a Query
Creating Forms
To Create a Form
Using a Form
Creating and Printing Reports
To Create a Report
Using Layout View in a Report
To Modify Report Column Headings and Resize Columns
To Add Totals to a Report
To Print a Report

Database Properties

To Change Database Properties

Special Database Operations

Backup and Recovery
Compacting and Repairing a Database
Additional Operations
To Exit Access

Database Design

Database Requirements
Database Design Process
Identifying the Tables
Determining the Primary Keys
Determining Additional Fields
Determining and Implementing Relationships between the Tables
Assigning Data Types to the Fields
Identifying and Removing Redundancy

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Creating Objects for the Garden Naturally Database
Lab 2: Creating the Museum Gift Shop Database
Lab 3: Consider This: Your Turn

Module 2: Querying a Database

Objectives
Introduction
Project — Querying a Database
Creating Queries

To Create a Query in Design View
To Add Fields to the Design Grid
Determining Criteria
Running the Query
To Use Text Data in a Criterion
Using Saved Queries
Wildcards
To Use a Wildcard
To Use Criteria for a Field Not Included in the Results
Creating a Parameter Query
To Create and View a Parameter Query
To Use a Parameter Query
To Use a Number in a Criterion
Comparison Operators
To Use a Comparison Operator in a Criterion
Using Compound Criteria
To Use a Compound Criterion Involving AND
To Use a Compound Criterion Involving OR
Special Criteria

Sorting

To Clear the Design Grid
To Sort Data in a Query
To Omit Duplicates
To Sort on Multiple Keys
To Create a Top-Values Query

Joining Tables

To Join Tables
To Change Join Properties
To Create a Report from a Query
To Print a Report

Creating a Form for a Query

To Create a Form for a Query
Using a Form

Exporting Data From Access to Other Applications

To Export Data to Excel
Text Files

Adding Criteria to a Join Query

To Restrict the Records in a Join

Calculations

To Use a Calculated Field in a Query
To Change a Caption
To Calculate Statistics
To Use Criteria in Calculating Statistics
To Use Grouping

Crosstab Queries

To Create a Crosstab Query

Customizing the Navigation Pane

To Customize the Navigation Pane

Summary
Apply Your Knowledge
Extend Your Knowledge
Expand Your World
In the Labs

Lab 1: Querying the Garden Naturally Database
Lab 2: Querying the Museum Gift Shop Database
Lab 3: Consider This: Your Turn

Index

1. 2016-04-02T01:02:01+0000
2. Preflight Ticket Signature