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Printed in the U n i t e d States o f A m e r i c a 2 3 4 5 6 7 8 9 15 14 13 12 11

Brief Contents Concepts Introduction to Computers and the Internet 2 Computer Hardware 30 Computer Software 76 absolute-india/shutterstock.com

N e t w o r k s

a n d t h e

W "

I n t e r n e t

4

Computer Networks 108

5

Introducing the Internet and Email 140

6

Network and Internet Security and Privacy 188

• -

Windows 7 7

Exploring Microsoft Windows 7 226

8

Managing Your Files 250

Leigh Prather/shutterstock.com

O e e i c e

9

2 0 1 0

m

Introducing Microsoft Office 2010 268

Harper/shutterstock.com

W o r d

N

2 0 1 0

1 0 Creating a Document 298 11

Formatting a Long Document 344

12

Enhancing a Document 382 Carlos Caetano/shutterstock.com

Brief

Contents

jjj

Excel 2010 13

Creating a Workbook 424

14

Formatting a Workbook 458

15

Working with Formulas and Functions 498

16

Inserting and Formatting Charts 530

JIHHIM"!!!

Jill newyear2008/shutterstock.com I

A c c e s s 2010 17

Creating a Database 566

18

Maintaining and Querying a Database 602

19

Creating Forms and Reports 634

PowerPoint 2010 20

Creating a Presentation 662

21

Enhancing a Presentation 700

New Image/shutterstock.co

22 Integrating Word, Excel, Access, and PowerPoint 738

Sychugina/shutterstock.co

Index

IV

Brief

Contents

772

Table of Contents

Concepts

How the CPU Works

Introduction to Computers and the Internet 2 ^ | ^ Introduction

41

Typical CPU Components The System Clock and the Machine Cycle Storage Systems

Network Storage and Online/Cloud Storage Systems Smart Cards Storage Systems for Large Computer Systems

2

W h a t Is a C o m p u t e r ?

Input Devices

2

Data vs. Information StockLite/shutterstock.com Hardware and Software Computer Users and Professionals Types of C o m p u t e r s

43

Hard Drives Optical Discs Flash Memory

6

Output Devices

Embedded Computers Mobile Devices Personal Computers (PCs) Midrange Servers Mainframe Computers Supercomputers

65

Display Devices Data and Multimedia Projectors Printers Audio Output

Computer Networks and the Internet

14

The Internet and the World Wide W e b Accessing a Network or the Internet Surfing the W e b Email Computers a n d Society

55

Keyboards Pointing Devices Touch Devices Scanners and Readers Audio Input

21

Benefits and Risks of a Computer-Oriented Society Understanding Intellectual Property Rights Computers and Health Environmental Concerns

Computer Software 7 6 Introduction

76

Introduction to System Software a n d Operating Systems

76

Functions of an Operating System Processing Techniques for Increased Efficiency Differences Among Operating Systems O p e r a t i n g S y s t e m s for D e s k t o p P C s

Computer Hardware 3 0 Introduction

30

Digital Data Representation Inside t h e System Unit

30

32

The Motherboard The Power Supply The CPU Memory Expansion Slots, Expansion Cards, and ExpressCard Modules Buses Ports and Connectors

84

DOS Windows

Windows Server and Windows Home Server Mac OS and Mac OS X Server UNIX Linux

O p e r a t i n g S y s t e m s for H a n d h e l d P C s a n d Larger Computers

88

Mobile and Embedded Versions of Windows Mobile Phone Operating Systems Operating Systems for Larger Computers Introduction to Application Software

—

\

91

Software Categories Desktop vs. Mobile Software Installed vs. Web-Based Software

Table

of

Contents

v

Application S o f t w a r e for Business

Switches, Routers, and Other Hardware for Connecting Devices and Networks Other Networking Hardware

96

Word Processing Concepts S p r e a d s h e e t Concepts Database Concepts Presentation Graphics Concepts

5 Introducing the Internet and Email 1 4 0 1

Application S o f t w a r e for W o r k i n g w i t h Multimedia

99

(

Graphics Software Audio Capture and Editing Software Video Editing and DVD Authoring Software Media Players Graphics, Multimedia, and the Web O t h e r T y p e s of A p p l i c a t i o n S o f t w a r e

Introduction

140

Evolution of t h e Internet

140

From ARPANET to Internet2 The World Wide W e b Internet2 The Internet Community Today

102

Desktop and Personal Publishing Software Educational, Entertainment, and Reference Software Note Taking Software and Web Notebooks CAD and Other Types of Design Software Accounting and Personal Finance Software Project Management, Collaboration, and Remote Access Software

Beyond Browsing and Email

145

Other Types of Online Communications Blogs, Wikis, and Other Types of Online Writing Cookies Getting Set U p to Use t h e Internet

N

e

t

w

o

r

k

s

a

n

d

t

h

e

I n t e r n e t

Using Microsoft Internet Explorer

4 Computer Networks 1 0 8 Introduction

108

W h a t Is a N e t w o r k ?

108

Network Characteristics Wired vs. Wireless N e t w o r k Network Topologies ^ K J Network Architectures' ^ Network Size and Coverage Data Transmission

A

116

119

Communications Protocols and N e t w o r k i n g Standards

\24S|

her Communications Protocols TCP/IP and Ethernet e, G.hn, and Broadband over Phoneline, Powerli Wi-Fi (802.11) WiMAX and Mo Cellular Standards Bluetooth, Ultra and Other Short-Range Wirele^ Networking Hardware

111^"iijjjr_?T

Network Adapters and Modems ^ . S ^ ^ f e

Table

of

Contents

Using W i n d o w s Mail 172 | I P

Wired Networking Media ' Jetworking Media

Email Works Under!a%din(&fc)wj E Downloadinflgtf^tows Live Mail Sending and Receiving Email Using Windows Live Mail "Replying to a n l S H H ^ i i n g Email Messages Deleting Email Messages Adding Contacts to the Contacts Folder Working with Attachments

Network and id IIi n t e r n e t Security and Privacy 1 8 8 Introduction

188

Understanding Security Concerns

188

Unauthorized Access a f Unauthorized Use Hacking W War Driving and Wi-Fi r : Interception of Cojprnunications Online Threats

192

Botnets Comj^^PPiruses and Other Types of Malware Denial ^ Service (DoS) Attacks r

1

159

Starting Internet Explorer Entering a URL in the Address Bar and Using Links Visiting Previously Viewed Web Pages Using Tabs Using Search Sites Using Favorites Using the History List Imprinting a Web Page Exi^ngInternet Explorer ^ j * ^ ^ q ^ l r n e m e t Exploi \

Bandwidth J K Analog vs. Digital Signals^ Transmissioifiype andTiming Delivery M e B o d Networking Media

153

Selecting the Type of Device Choosing the Type of Connection and Internet Access Selecting an ISP Setting Up Your Computer

Data, Program, or Web Site Alteration Online Theft, Online Fraud, and Other Dot Cons Theft of Data, Information, and Other Resources Identity Theft, Phishing,and Pharming Protecting Against Identity Theft Online Auction Fraud and Other Internet Scams

8 Managing Your Files 2 5 0 Introduction

O r g a n i z i n g Files a n d F o l d e r s

201

Cyberbullying and Cyberstalking Online Pornography Protecting Against Personal Safety Concerns Personal Computer Security

M a n a g i n g F o l d e r s a n d Files

203

Hardware Loss and Damage System Failure and Other Disasters Protecting Against Hardware Loss, Hardware Damage, and System Failure Firewalls, Encryption, and Virtual Private Networks (VPNs) U n d e r s t a n d i n g Privacy Concerns

N e t w o r k a n d Internet Security Legislation

W o r k i n g w i t h C o m p r e s s e d Files

Office 2010 221

225

MS NDOWS 7 7 Exploring Microsoft Windows 7 2 2 6 226

Exploring the Windows 7 Desktop

226

Starting Windows and Examining the Desktop Using the Mouse Exploring the Start Menu Using C o m m o n Windows Elements Resizing and Moving Windows Switching Between Open Windows Navigating Windows

238

Using Windows Explorer Windows Changing the View of Windows Using the Navigation Pane

9 Introducing Microsoft Office 2 0 1 0 2 6 8

Getting Help

Starting Office Programs a n d Exploring C o m m o n Elements

271

Starting Office Programs Examining Common Elements Switching Between Open Programs and Files Zooming Scrolling Using the Ribbon

277

Switching Tabs Using Buttons Using Galleries and Live Preview Using Dialog Boxes Using Task Panes Displaying Contextual Tabs Using the Mini Toolbar W o r k i n g w i t h Files 2 8 6 Saving a File Closing a File Opening a File

Getting Help

290

291

Viewing ScreenTips Using the Help Window Exiting Office Programs

243

Capstone

244

293

" W i n d o w s 7" a n d " O f f i c e 2 0 1 0 " 2 9 5

W e b Applications: S a v i n g a File t o W i n d o w s Live

Using the Contents List Using the Search Help Box Shutting Down Windows

233

•

•

268

Using the Clipboard

Working with the Recycle Bin

262

Creating a Compressed Folder Extracting a Compressed Folder

Introduction

Introduction

256

Creating a Folder or Subfolder Moving or Copying Files and Folders Naming and Renaming Files Deleting Files and Folders

212

Databases, Electronic Profiling, Spam, and Other Marketing Activities Protecting the Privacy of Personal Information Electronic Surveillance and Monitoring Protecting Personal and Workplace Privacy

Capstone-Computer Concepts

250

The Windows 7 File System Developing an Organizational Strategy Navigating to Files

Cyberstalking and Other Personal Safety Concerns

250

SkyDrive

296

247

Table

of

Contents

vii

W o r d 2010

Working with Themes

10 Creating a Document 298 Introduction

298

Entering Text

Changing the Style Set

298

Undoing and Redoing Actions

Working with t h e D o c u m e n t Outline

Changing the Margins

307

C r e a t i n g C i t a t i o n s a n d a List of W o r k s C i t e d Creating a New Source and Inserting a Citation Inserting a Citation to an Existing Source Editing a Citation or a Source Modifying an Existing Source Generating a List of Works Cited Using the Source Manager Updating the List of Works Cited

309

311

Replacing Selected Text Using Drag and Drop

Creating Footnotes a n d Endnotes

313

Changing the Font and Font Size Changing Font Styles Changing Text Color Formatting Paragraphs

317

Adjusting Paragraph Spacing Adjusting Line Spacing Aligning Paragraphs Using Tabs Creating Bulleted and Numbered Lists Adding a Paragraph Border Adding Paragraph Shading Indenting a Paragraph Copying Formats

Introduction

332

Checking Spelling a n d G r a m m a r

334

Previewing and Printing Documei^s

1 1 Formatting tihctyg Document 344 344

Working with Styles

344

Applying a Quick Style Modifying a Quick Style Creating a New Quick Style

382

Creating a Table Entering Data in a Table Selecting Parts of a Table Inserting a Row or Column Deleting a Row, Column, or Table Changing Column Widths Formatting Tables with Table Styles Aligning Tables and Text in Tables Changing the Page Orientation

Checking Flagged Words Individually Checking the Spelling in the Entire Docu

Introduction

382

O r g a n i z i n g I n f o r m a t i o n in T a b l e s

329

Finding Text Replacing Specific Text

377

1 2 Enhancing a Document 382

Using the Format Painter Using Paste Options F i n d i n g a n d R e p l a c i n g Text

365

Inserting Page Numbers Adding a Header and Footer

Using the New from Existing Command

F o r m a t t i n g Text

364

Adding Page Numbers, Headers, and Footers

306

Using the Save As Command

Editing Text

356

362

Inserting a M a n u a l P a g e Break

Creating D o c u m e n t s B a s e d o n Existing

S e l e c t i n g Text

355

Using the Navigation Pane Using Outline View

Entering Text Inserting a Date with AutoComplete Correcting Errors as You Type Inserting Symbols

Documents

351

Applying a New Theme Modifying a Theme

392

W o r k i n g w i t h D o c u m e n t S e c t i o n s 392 ^ W S e t t f n g a Section Break ^ [ F o r m a t t i n g a Sggten Differently from the Rest of X the Document^ s

Adding Qifferent Headers and Footers in Sections Inserting a q d Modifying Graphics L

398

Inserting Clip A r r ^ ^ p f Examining . .ected Object esizing a G p f f t i c opping a Pnoto/' fmatting a Picture /

A d d i n g WorcUVrt 4 0 3

\

Inserting M ) r d Art # Formatting Word Art/ W r a p p i n g Text A r o u n d G r a p h i c s •Changing Texf Wrap Properties Moving Graphics

406

369

Working with Columns

409

1 4 Formatting a Workbook 458

Creating Columns Balancing Columns W o r k i n g w i t h Building Blocks

413

Creating Quick Parts Inserting Quick Parts Managing Building Blocks

Introduction

F o r m a t t i n g D a t a in

C a p s t o n e - W o r d : Create a Flyer

421

Cells

W e b Applications: Using t h e W o r d W e b A p p

Formatting Text Formatting Numbers Formatting Dates and Times Ranges

424

U n d e r s t a n d i n g S p r e a d s h e e t s a n d Excel

424

Parts of the Excel Window Moving the Active Cell Switching Between Sheets Inserting and Deleting a Sheet Renaming a Sheet Moving and Copying a Sheet

C r e a t i n g a n Excel Table

476

Using Banded Rows Selecting Table Style Options Adding Formulas to an Excel Table H i g h l i g h t i n g Cells w i t h C o n d i t i o n a l Formatting

483

Highlighting a Cell Based on Its Value Clearing a Conditional Formatting Rule

E n t e r i n g D a t a in Cells 4 3 0 Entering Text Entering Dates and Times Entering Numbers

Hiding W o r k s h e e t Data

486

F o r m a t t i n g a W o r k s h e e t for P r i n t i n g

434

Working with Columns and Rows

434

Selecting Columns and Rows Changing Column Widths and Row Heights Inserting a Column or Row Clearing and Deleting a Row or Column W o r k i n g w i t h Cells a n d R a n g e s

467

Applying Cell Styles Aligning Cell Content Indenting Cell Content Merging Cells Adding Cell Borders Changing Cell Background Color Using the Format Cells Dialog Box

1 3 Creating a Workbook 424

E d i t i n g Cell C o n t e n t

422

458

F o r m a t t i n g Cells a n d

E x c e l 2010

Introduction

458

1 5 Working with Formulas and Functions 498

438

Selecting a Range Moving and Copying a Range Inserting and Deleting a Range Wrapping Text Within a Cell Entering Formulas and Functions

Introduction

442

Changing Worksheet Views Changing the Orientation Previewing and Printing a Workbook Viewing Worksheet Formulas Scaling a Printout

498

U s i n g Relative, A b s o l u t e , a n d M i x e d Cell

Entering a Formula Viewing Formula Results and Formulas Copying and Pasting Formulas Entering a Function Using AutoSum Previewing a n d Printing a W o r k b o o k

487

Setting the Print Area Inserting and Removing Page Breaks Adding Print Titles Creating Headers and Footers Setting the Page Margins Centering Content on a Page

R e f e r e n c e s in F o r m u l a s

498

Using Relative References Using Absolute References Using Mixed References 448

Entering Functions

505

Inserting a Function Using the Insert Function Dialog Box Typing a Function in a Cell Using AutoFill

512

Using the Fill Handle Creating a Series

W o r k i n g w i t h t h e IF L o g i c a l F u n c t i o n Working with Date Functions

517

Creating a Line Chart 548

520

Working w i t h t h e P M T Financial Function

521

Editing the Axis Scale and Labels in a Line Chart Adding an Axis Title Adding Gridlines Editing Chart Data

552

Changing a Data Value or Label Adding a Data Series to an Existing Chart Modifying Lines and Data Markers

1 6 Inserting and Formatting Charts 530

Inserting and Formatting Sparklines

Introduction

Inserting a n d M o d i f y i n g Data Bars

530

Creating a Chart

Capstone - Excel: Create a B u d g e t

530

Selecting a Data Source Selecting a Chart Type

563

t h e Excel W e b A p p

564

534

Selecting Chart Elements Moving a Chart to a Different Sheet Repositioning and Resizing a Chart

A c c e s s 2010

537

Changing the Chart Style Changing a Chart Layout Positioning and Formatting a Chart Title Positioning the Chart Legend Working with Data Labels Changing the Color of a Data Series Creating an Exploded Pie Chart Creating a C o l u m n Chart

557

W e b Applications: Working with

Working with Chart Elements

Modifying a Chart

555

542

543

Formatting a Column Chart Changing the Axis Scale for a Column Chart

1 7 Creating a Database 566 Introduction

566

Understanding Database Concepts Creating a Database

566

570

W o r k i n g in D a t a s h e e t V i e w

572

Creating a Table in Datasheet View Saving a Table Entering Records W o r k i n g w i t h F i e l d s a n d P r o p e r t i e s in D e s i g n View

577

Changing Field Properties in Design View Creating a Table and Setting Properties in Design View Specifying the Primary Key Saving the Table Design and Entering Records M o d i f y i n g a Table's S t r u c t u r e

586

Moving a Field Adding a Field Deleting a Field Closing a n d O p e n i n g Objects and Databases Closing a Table Closing a Database Opening a Database Opening a Table Moving Around a Datasheet Creating Simple Queries, Forms, and Reports

591

Creating a Simple Query Creating and Using a Simple Form Creating a Simple Report Compacting and Repairing a Database

X

Table

of

Contents

598

588

1 8 Maintaining and Querying a Database 602 Introduction

642

Searching for a Partial Value Searching with Wildcards Maintaining Table Data Using a Form Creating a Form Based on Related Tables

602

Maintaining Database Records

644

Creating a Form with a Main Form and a Subform Modifying a Main Form and Subform in Layout View Displaying Records in a Main Form and a Subform

602

Editing Field Values Finding and Replacing Data Deleting a Record

Previewing a n d Printing Selected F o r m Records

W o r k i n g w i t h Q u e r i e s in D e s i g n V i e w

605

Designing a Select Query Modifying a Query S o r t i n g a n d Filtering Data

Finding Data Using a Form

609

M o d i f y i n g a R e p o r t ' s D e s i g n in L a y o u t V i e w

613

617

A d d i n g a Condition to a Q u e r y

A d d i n g Multiple Conditions to Queries

622

Using the And Logical Operator Using the Or Logical Operator 624

U s i n g F u n c t i o n s in a Q u e r y

626

652

C a p s t o n e - Access: Create a D a t a b a s e

661

P o w e r P o i n t 2010

619

Specifying an Exact Match Using a Comparison Operator to Match a Range of Values

Creating a Calculated Field

648

Changing a Report's Appearance Resizing Fields and Field Values in a Report Using Conditional Formatting in a Report Printing a Report

Defining a One-to-Many Relationship Between Tables Working with Related Data in a Subdatasheet Creating a Multitable Query

Creating a Report Using t h e Report W i z a r d Creating a Report Previewing a Report

Sorting Data Using AutoFilter to Sort Data Sorting Multiple Fields in Design View Filtering Data Defining Table Relationships

647

Using the Total Row Creating Queries That Use Functions Creating Calculations for Groups of Records

19 Creating Forms and Reports 634

20 Creating a Presentation 662 Introduction

662

Creating a Presentation

662

Creating a Title Slide Adding a New Slide and Choosing a Layout Moving Between Slides in Normal View Working with Bulleted Lists Using AutoFit Changing Themes Modifying Text and Changing Bullet Levels in the Outline Tab R e a r r a n g i n g Text a n d S l i d e s , a n d Deleting Slides

675

Moving Bulleted Items Rearranging Slides Deleting Slides Running a Slide S h o w

Bpising Slide Show View

678

Using Mini Slide Show View Using Reading View

Adding Animations

680

Animating Slide Titles Using the Animation Painter Animating Bulleted Lists Removing an Animation Modifying the Start Timing of an Animation Modifying the Order of Animations

Table

of

Contents

XI

Inserting Graphics

709

Inserting a Picture from a File Drawing a Shape Adding Text to a Shape Formatting Graphics Creating SmartArt Diagrams

713

Creating a SmartArt Diagram Modifying a SmartArt Diagram Formatting a SmartArt Diagram Changing Animation Options

717

Changing the Effect Options Changing the Speed of Animations Adding Video A d d i n g Transitions

687

Adding Speaker Notes

688

Adding Footers a n d Headers

689

Inserting Footers, Slide Numbers, and the Date on Slides Inserting Headers and Footers on Notes Pages and Handouts Reviewing, Previewing, a n d Printing a Presentation

691

Checking and Reviewing a Presentation Opening the Print Tab Printing Full Page Slides Printing Handouts Printing Notes Pages Printing the Presentation as an Outline

700

k h

of

±

700

Contents

Broadcasting a Presentation

726

Starting a Broadcast Inviting People to a Broadcast Broadcasting a Slide Show 735

736

Integration

22 Integrating Word, Excel, Access, and PowerPoint 738 Introduction

738

Object Linking a n d E m b e d d i n g

738

Creating an Embedded Excel Chart in Word or PowerPoint Embedding a Chart Created in an Excel Worksheet in Word or PowerPoint Editing an Embedded Excel Chart in Word or PowerPoint Linking an Excel Chart to a Word or PowerPoint Presentation Linking Excel Worksheet Data to Word or PowerPoint Updating Linked Objects W h e n the Destination File Is Open Updating Linked Objects W h e n the Destination File Is Closed

Elisanth/Shutterstock.com

Table

Changing Playback Options for a Sound

W e b Applications: Working with the PowerPoint

Working in Slide Master View Modifying Elements in the Slide Master Modifying Text Placeholders in the Slide Master Deleting a Graphic from the Slide Master Inserting Clip Art in the Slide Master Closing Slide Master View Modifying the Slide Background

xii

724

Inserting a Sound Clip

Web App

Working with Slide Masters

Adding Sound

Capstone - PowerPoint: Prepare a Presentation

2 1 Enhancing a Presentation 700 Introduction

720

Inserting a Video on a Slide Formatting a Video Changing Video Playback Options Trimming a Video Setting a Poster Frame

i

Importing a n d Exporting Data

753

Importing an Excel List into an Access Table Exporting Access Data to a Word File U s i n g t h e O b j e c t C o m m a n d in W o r d , E x c e l , a n d PowerPoint

756

C o p y i n g a n d Pasting A m o n g Office Programs

757

Creating PowerPoint Slides from a W o r d Outline

759

C r e a t i n g F o r m Letters w i t h M a i l M e r g e

760

Selecting a Main Document and Data Source Inserting the Merge Fields Previewing the Mail Merge and Checking for Errors Finishing the Mail Merge

Index 772

Table

of

Contents

Concepts

Introduction t o C o m p u t e r s and the Internet I .earni ng Objecti ves Introduction

After studying the material in this chapter, you will be able to:

C o m p u t e r s a n d o t h e r f o r m s o f t e c h n o l o g y i m p a c t y o u r daily life in m a n y w a y s . Y o u e n c o u n t e r c o m p u t e r s in s t o r e s , r e s t a u r a n t s , a n d o t h e r retail e s t a b l i s h m e n t s . Y o u p r o b a b l y use c o m p u t e r s a n d the I n t e r n e t r e g u l a r l y t o o b t a i n i n f o r m a t i o n , find e n t e r t a i n m e n t , b u y p r o d u c t s a n d s e r v i c e s , a n d c o m m u n i c a t e with o t h e r s . Y o u m i g h t c a r r y a m o b i l e p h o n e o r o t h e r m o b i l e device at all times so y o u c a n r e m a i n in t o u c h w i t h o t h e r s a n d a c c e s s I n t e r n e t i n f o r m a t i o n as y o u need i t . Y o u m i g h t even use these p o r t a b l e devices t o p a y f o r pur-

.1

Explain w h a t computers do

L O 1 . 2

Identify types of computers

LOi

Describe computer networks and the Internet Understand h o w computers impact society

c h a s e s , play o n l i n e g a m e s w i t h o t h e r s , w a t c h T V a n d m o v i e s , a n d m u c h , much m o r e . Businesses a l s o use c o m p u t e r s extensively, such as t o m a i n t a i n e m p l o y e e a n d c u s t o m e r r e c o r d s , m a n a g e i n v e n t o r i e s , m a i n t a i n online stores a n d o t h e r W e b sites, p r o c e s s sales, c o n t r o l r o b o t s a n d o t h e r m a c h i n e s in f a c t o r i e s , a n d provide e x e c u t i v e s with t h e u p - t o - d a t e i n f o r m a t i o n t h e y need t o m a k e decisions. T h e g o v e r n m e n t uses c o m p u t e r s t o s u p p o r t the n a t i o n ' s defense s y s t e m s , f o r space e x p l o r a t i o n , f o r storing a n d o r g a n i z i n g vital i n f o r m a t i o n a b o u t c i t i z e n s , f o r l a w e n f o r c e m e n t a n d military p u r p o s e s , a n d o t h e r i m p o r t a n t t a s k s . In s h o r t , c o m p u t e r s a n d c o m p u t i n g t e c h n o l o g y a r e used in an endless number of ways.

l o i . i

A

What Is a Computer? c o m p u t e r is a p r o g r a m m a b l e , e l e c t r o n i c device t h a t a c c e p t s d a t a , p e r f o r m s o p e r a t i o n s o n t h a t d a t a , presents t h e results, a n d stores the data o r results as n e e d e d .

T h e f a c t t h a t a c o m p u t e r is p r o g r a m m a b l e m e a n s t h a t a c o m p u t e r will d o w h a t e v e r the i n s t r u c t i o n s tell it t o d o . T h e p r o g r a m s used with a

c o m p u t e r A programmable, electronic

c o m p u t e r d e t e r m i n e t h e t a s k s the c o m p u t e r is a b l e

device that accepts data input, performs

t o per f o r m.

processing operations on that data, and outputs

T h e primary four o p e r a t i o n s o f a c o m p u t e r are

and stores the results.

referred t o as input, processing, output, and storage. These operations can be defined as follows:

Chapter

I : Introduction

to

Computers

and

the

Internet

C H A P T E R

People use computers in virtually every aspect of their lives—at home, at school, on the job, and while on the go as they work, learn, and play

^

I n p u t — e n t e r i n g data into the computer

^

P r o c e s s i n g — p e r f o r m i n g o p e r a t i o n s on the data

^ ^

i n p u t The process of entering data into a computer; can also refer to the data itself. p r o c e s s i n g Performing operations on data that has been input into a computer to convert that input to output. o u t p u t The process of presenting the results of processing; can also refer

O u t p u t — p r e s e n t i n g the results

to the results themselves.

S t o r a g e — s a v i n g data, programs, or

s t o r a g e The operation of saving data, programs, or output for future use.

o u t p u t f o r future use

Chapter

1 : Introduction

to

Computers

and

the

Internet

E x h i b i t 1 - 1 Information processing cycle

•

INPUT User types in the numbers 2 and 5.

PROCESSING Computer adds 2 and 5.

OUTPUT Computer displays the results (output).

STORAGE Computer saves data (in this case, the output) for future use.

J

to

put or output operation, depending on which direction

add two n u m b e r s , as s h o w n in E x h i b i t 1 - 1 , input o c -

the information is going—is increasingly considered the

curs when data (in this e x a m p l e , the numbers 2 and

fifth primary computer o p e r a t i o n .

F o r a c o m p u t e r that has been programmed

5) is entered into the computer, processing takes place when the c o m p u t e r p r o g r a m adds those t w o numbers, and output happens when the sum of 7 is displayed on

Data vs. Information

the computer screen. T h e storage operation occurs any

A user inputs d a t a into a computer, and then the c o m -

time the data, a change to a p r o g r a m , or some output is

puter processes it. W h e n data is modified, or p r o c e s s e d ,

saved for future use.

into a meaningful form, it b e c o m e s i n f o r m a t i o n . Infor-

Another example o f a computer is a supermarket

mation is frequently generated to answer some type of

barcode reader. First, the grocery item being purchased

question, such as h o w m a n y o f a restaurant's employees

is passed over the barcode reader—input. N e x t , the de-

w o r k fewer than 2 0 hours per w e e k , h o w many seats

scription and price of the item are looked up—processing.

are available on a particular flight from Los Angeles to

T h e n , the item description and price are displayed on the

San Francisco, or w h a t is H a n k Aaron's lifetime h o m e

cash register and printed on the receipt—output. Finally,

run total. O f course, you don't need a computer system to

the inventory, ordering, and sales records are u p d a t e d —

process data into i n f o r m a t i o n . F o r example, anyone

storage. Today's computers

also typically perform

can go through time cards o r employee files and make a

com-

m u n i c a t i o n s functions, such as sending or retrieving

list o f people w h o w o r k a certain n u m b e r of hours. T h i s

data via the Internet, accessing information located in

w o r k could take a lot o f time w h e n done by hand, espe-

a shared company d a t a b a s e , or exchanging email mes-

cially for a c o m p a n y with m a n y employees. Computers,

sages. Therefore, c o m m u n i c a t i o n s — t e c h n i c a l l y an in-

however, can perform such tasks almost instantly, with

c o m m u n i c a t i o n s The transmission of data from one

The progression of input, processing, output, and storage is sometimes called the I P O S cycle or the information processing cycle.

device to another. d a t a Raw, unorganized facts. p r o c e s s To modify data. i n f o r m a t i o n Data that has been processed into a meaningful form.

Chapter

1 : Introduction

to

Computers

and

the

Internet

T h e term s o f t w a r e refers t o t h e p r o g r a m s o r instructions used t o tell the c o m p u t e r h a r d w a r e w h a t

Data

t o do and t o a l l o w people t o use a c o m p u t e r t o per-

A n y f a c t o r set o f facts c a n b e c o m e

computer

f o r m specific t a s k s , such as c r e a t i n g letters, p r e p a r i n g

d a t a , such as t h e w o r d s in a l e t t e r t o a f r i e n d , the a

numbers

monthly

get,

the

budgets, m a n a g i n g inventory a n d c u s t o m e r d a t a b a s e s ,

in

playing g a m e s , watching videos, listening t o m u s i c ,

bud-

scheduling a p p o i n t m e n t s , editing digital p h o t o g r a p h s ,

images

designing h o m e s , viewing W e b p a g e s , b u r n i n g D V D s ,

in a p h o t o g r a p h ,

and e x c h a n g i n g email. In E x h i b i t 1-2, t h e s o f t w a r e

the

being used a l l o w s you to l o o k at i n f o r m a t i o n o n the

notes

in

a

s o n g , or t h e facts

Internet.

s t o r e d in a n e m ployee record.

Computer Users and Professionals C o m p u t e r users, often called e n d u s e r s , are t h e p e o p l e w h o use c o m p u t e r s to perform t a s k s o r o b t a i n inform a t i o n . T h i s includes an a c c o u n t a n t

electronically

preparing a client's t a x e s , an office w o r k e r using a accurate results. Information processing (the conver-

w o r d processing program to c r e a t e a letter, a super-

sion o f data into information) is a vital activity today

visor using a c o m p u t e r to c h e c k a n d see w h e t h e r o r

for all c o m p u t e r users, as well as for businesses and

n o t m a n u f a c t u r i n g w o r k e r s have m e t the day's q u o t a s ,

other o r g a n i z a t i o n s .

a parent emailing his or her child's teacher, a c o l l e g e student analyzing science lab d a t a , a child p l a y i n g a c o m p u t e r g a m e , and a person bidding at an o n l i n e

Hardware and Software

a u c t i o n over the Internet.

T h e physical parts o f a computer (the parts you can

P r o g r a m m e r s , on the o t h e r h a n d , a r e c o m p u t e r

t o u c h ) are called h a r d w a r e . H a r d w a r e c o m p o n e n t s can

p r o f e s s i o n a l s w h o write the p r o g r a m s t h a t c o m p u t -

be internal (located inside the computer) or external (lo-

ers use. O t h e r c o m p u t e r p r o f e s s i o n a l s i n c l u d e systems

cated outside the computer and connected to the c o m -

a n a l y s t s , w h o design c o m p u t e r s y s t e m s t o be used

1-2

within their c o m p a n i e s , c o m p u t e r o p e r a t i o n s p e r s o n -

puter via a wired or wireless c o n n e c t i o n ) . E x h i b i t illustrates typical computer hardware.

nel, w h o are r e s p o n s i b l e f o r t h e d a y - t o - d a y c o m p u t e r o p e r a t i o n s at a c o m p a n y , such as m a i n t a i n i n g systems o r t r o u b l e s h o o t i n g user-related p r o b l e m s , a n d security specialists, w h o are r e s p o n s i b l e f o r securing t h e c o m p a n y c o m -

Exhibit 1-2 Typical computer hardware and software

puters

and

against

networks

hackers

and

other intruders.

h a r d w a r e The physical parts of a computer. s o f t w a r e Programs or instructions used to tell the computer what to do to accomplish tasks. e n d u s e r A person who uses a computer to perform tasks or obtain information. Clockwise from top left: 2009 Logitech. All rights reserved. Images/materials on page 5 used with permission from Logitech.; Courtesy of Gateway, Inc.; Courtesy, Hewlett-Packard Company; Courtesy D-Link Systems, Inc.; Courtesy Kingston Technology Company, Inc.

Chapter

I :

Introduction

to

Computers

and

the

Internet

Cloud Computing In g e n e r a l ,

cloud computing

refers t o d a t a , a p p l i c a -

tions, a n d e v e n resources s t o r e d o n c o m p u t e r s accessed

THE INTERNET

over t h e Internet—in a " c l o u d " of computers—rather t h a n o n users' c o m p u t e r s , a n d y o u access o n l y w h a t y o u n e e d w h e n y o u n e e d it. This t y p e of n e t w o r k has b e e n used f o r several y e a r s t o c r e a t e t h e supercomputer-level p o w e r n e e d e d f o r research a n d o t h e r p o w e r - h u n g r y a p plications, b u t it w a s m o r e typically r e f e r r e d t o as g r i d in this c o n t e x t . Today, cloud c o m p u t i n g t y p i -

computing

cally refers t o accessing W e b - b a s e d a p p l i c a t i o n s a n d d a t a using a p e r s o n a l c o m p u t e r , m o b i l e p h o n e , o r a n y o t h e r I n t e r n e t - e n a b l e d d e v i c e (see t h e a c c o m p a n y i n g illustrat i o n ) . A l t h o u g h m a n y o f t o d a y ' s c l o u d a p p l i c a t i o n s (such as G o o g l e A p p s , W i n d o w s Live, F a c e b o o k , a n d Y o u T u b e )

CLOUD PROVIDERS

END USERS

a r e c o n s u m e r - o r i e n t e d , business applications a r e also a v a i l a b l e a n d a r e e x p e c t e d t o g r o w in t h e n e a r f u t u r e .

t h e c l o u d t h a n t h e y w o u l d r u n if installed locally, a n d

C o n s e q u e n t l y , t h e t e r m is also used t o refer t o businesses

t h e potentially high expense related t o data transfer

purchasing c o m p u t i n g c a p a b i l i t i e s as t h e y n e e d t h e m

f o r c o m p a n i e s w i t h h i g h b a n d w i d t h a p p l i c a t i o n s . In a d -

from companies t h a t provide Web-based applications,

d i t i o n , n u m e r o u s security c o n c e r n s exist, such as h o w

c o m p u t i n g p o w e r , s t o r a g e , a n d o t h e r services.

t h e d a t a is p r o t e c t e d a g a i n s t u n a u t h o r i z e d access a n d

A d v a n t a g e s o f c l o u d c o m p u t i n g i n c l u d e easy scal-

d a t a loss.

ability, l o w e r c a p i t a l e x p e n d i t u r e , a n d access t o d a t a

D e s p i t e t h e p o t e n t i a l risks, m a n y b e l i e v e t h a t c l o u d

f r o m a n y w h e r e . It is also b e n e f i c i a l t o business t r a v e l e r s

c o m p u t i n g is t h e w a v e o f t h e f u t u r e a n d w i l l consist o f

and other individuals w h o s e computers, mobile phones,

millions o f c o m p u t e r s l o c a t e d in d a t a centers a r o u n d

or o t h e r devices m a y b e lost o r o t h e r w i s e c o m p r o m i s e d

t h e w o r l d t h a t a r e c o n n e c t e d t o g e t h e r via t h e I n t e r n e t .

w h i l e t h e individual is o n t h e g o — i f n o p e r s o n a l o r busi-

T h e y also v i e w c l o u d c o m p u t i n g as a w a y t o e n a b l e all

ness d a t a is s t o r e d o n t h e d e v i c e , n o n e c a n b e c o m p r o -

of a n individual's devices t o stay s y n c h r o n i z e d , a l l o w i n g

m i s e d . D i s a d v a n t a g e s i n c l u d e a possible r e d u c t i o n in

a n i n d i v i d u a l t o w o r k w i t h his o r h e r d a t a a n d a p p l i c a -

p e r f o r m a n c e o f a p p l i c a t i o n s if t h e y r u n m o r e slowly via

t i o n s o n a c o n t i n u a l basis.

loi.2

Types of Computers

powerful c o m p u t e r s used t o c o n t r o l the country's defense systems. C o m p u t e r s

are generally classified

by

category, based on size, capability, a n d price. he A

types

of

computers

available

today

vary

w i d e l y — f r o m the tiny c o m p u t e r s embedded in

Embedded Computers

c o n s u m e r devices and a p p l i a n c e s , t o the pocket-sized

An e m b e d d e d c o m p u t e r

c o m p u t e r s and mobile p h o n e s t h a t do a limited num-

is a tiny

computer

embed-

ded into a product designed t o p e r f o r m specific tasks

ber o f c o m p u t i n g t a s k s , t o the powerful and versatile

or functions for that product. F o r e x a m p l e , c o m p u t e r s

c o m p u t e r s f o u n d in h o m e s and businesses, to the super-

are often embedded into household appliances, such as

c l o u d c o m p u t i n g To use data, applications, and

dishwashers, m i c r o w a v e s , ovens, and coffee m a k e r s , as

resources stored on computers accessed over the Internet

well as into other everyday o b j e c t s , such as t h e r m o s t a t s ,

rather than on users'computers.

answering m a c h i n e s , treadmills, sewing m a c h i n e s , D V D

e m b e d d e d c o m p u t e r A tiny computer embedded in a product and

players, and televisions, t o help those appliances and o b -

designed to perform specific tasks or functions for that product.

jects perform their designated t a s k s . C a r s also use m a n y embedded c o m p u t e r s t o assist with diagnostics, to notify

Chapter

1 : Introduction

to

Computers

and

the

Inter

the user of i m p o r t a n t conditions (such as an underin-

Exhibit 1-4 Smartphone

flated tire or an oil filter that needs changing), to facilitate the car's navigational or entertainment systems, to help the driver perform tasks, and to control the use o f the airbag and other safety devices, such as cameras that alert a driver that a vehicle is in his or her blind spot as shown in E x h i b i t 1-3. Because embedded computers are designed for specific tasks and specific products, they c a n n o t be used as general-purpose computers.

Exhibit 1-3 Embedded computer in a car

phones. H a n d h e l d gaming devices, such as the Sony PSP and the N i n t e n d o DSi, and p o r t a b l e digital media players, such as the iPod touch a n d Z u n e , that include A light indicates that a moving vehicle is in the driver's blind spot.

Internet capabilities can also be referred t o as m o b i l e

A camera located under the mirror detects moving vehicles in the driver's blind spot.

devices, though they have fewer overall

capabilities

than conventional mobile devices. T o d a y ' s m o b i l e devices tend t o h a v e s m a l l s c r e e n s a n d k e y b o a r d s . B e c a u s e o f t h i s , m o b i l e devices a r e m o r e a p p r o p r i a t e for individuals w a n t i n g c o n t i n u a l

Mobile Devices

a c c e s s t o e m a i l ; timely W e b c o n t e n t s u c h as b r e a k -

A m o b i l e d e v i c e is loosely defined as a very small c o m -

ing n e w s , w e a t h e r f o r e c a s t s , d r i v i n g d i r e c t i o n s , a n d

m u n i c a t i o n s device, such as a mobile p h o n e , that has

updates f r o m W e b sites like F a c e b o o k ; a n d

built-in c o m p u t i n g or Internet capability. M o b i l e de-

c o l l e c t i o n s t h a n f o r t h o s e i n d i v i d u a l s w a n t i n g gen-

music

vices are c o m m o n l y used to m a k e telephone calls, send

eral W e b b r o w s i n g a n d c o m p u t i n g c a p a b i l i t i e s . T h i s

text messages, view Web pages, take digital p h o t o s , play

is b e g i n n i n g t o c h a n g e , h o w e v e r , as m o b i l e devices

games, d o w n l o a d and play music, w a t c h T V s h o w s , and

c o n t i n u e t o g r o w in c a p a b i l i t i e s , as w i r e l e s s c o m m u -

access calendars and other personal productivity fea-

n i c a t i o n s c o n t i n u e t o b e c o m e faster, a n d as m o b i l e

tures. M o s t (but not all) mobile phones today include

input o p t i o n s , such as voice i n p u t , c o n t i n u e t o i m -

c o m p u t i n g and Internet capabilities; these phones, such

p r o v e . F o r i n s t a n c e , s o m e m o b i l e devices c a n

as the one in E x h i b i t 1-4, are sometimes called smart-

f o r m I n t e r n e t s e a r c h e s a n d o t h e r t a s k s via v o i c e c o m -

per-

m a n d s , s o m e c a n be used t o pay f o r p u r c h a s e s w h i l e y o u are o n the g o , a n d m a n y c a n view a n d edit d o c u m e n t s s t o r e d in a c o m m o n f o r m a t , such as M i c r o s o f t Office documents.

All older term for a smartphone is P D A (personal digital assistant), though PDAs may not include telephone capabilities.

m o b i l e d e v i c e A very small communications device with built-in computing or Internet capability.

Chapter

1 : Introduction

to

Computers

and

the

Internet

C o m p u t e r s Then and N o w T h e history of c o m p u t e r s is o f t e n r e f e r r e d t o in t e r m s o f

g r a m s a n d d a t a w e r e input o n p u n c h cards a n d m a g n e t i c

generations, w i t h each n e w generation characterized

t a p e , o u t p u t w a s o n punch cards a n d paper printouts,

by a major t e c h n o l o g i c a l d e v e l o p m e n t .

a n d m a g n e t i c t a p e w a s used f o r s t o r a g e . M a g n e t i c h a r d drives a n d p r o g r a m m i n g l a n g u a g e s , such as F O R T R A N a n d C O B O L , w e r e d e v e l o p e d a n d i m p l e m e n t e d during

P r e c o m p i l e r s and Early Computers (before approximately 1 9 4 6 ) Early c o m p u t i n g d e v i c e s i n -

this g e n e r a t i o n .

••H«N0061 ••••eeoeee! M»te««oeo' ##oe«oeooo

c l u d e t h e a b a c u s , t h e slide

Third-Generation Computers (approximately 1 9 6 4 - 1 9 7 0 )

rule, t h e m e c h a n i c a l c a l c u l a tor, a n d Dr. H e r m a n H o l l e r -

Integrated

circuits

ith's P u n c h C a r d T a b u l a t i n g

marked

beginning

Machine and Sorter (shown

(ICs) of

t h e t h i r d g e n e r a t i o n o f com-

h e r e ) . This w a s t h e first electromechanical machine t h a t

the

* C o u r t e s y l B M C o r p o r a t e

puters, such as t h e I B M Sys-

c o u l d r e a d p u n c h cards. It w a s used t o process t h e 1890

h e r e ) . I n t e g r a t e d circuits in-

U.S. Census d a t a . H o l l e r i t h ' s c o m p a n y e v e n t u a l l y

corporate

be-

c a m e I n t e r n a t i o n a l Business M a c h i n e s ( I B M ) .

first

computers

The invention of t h e micro-

First-genera-

processor the

in 1971

fourth

ushered

only one problem at a t i m e

in

because they n e e d e d t o be

of c o m p u t e r s . In essence, a

generation

microprocessor c o n t a i n s t h e

caC o u r t e s y U S

core processing capabilities

A r m y

P a p e r p u n c h cards a n d t a p e w e r e used f o r i n p u t , a n d

of a n e n t i r e c o m p u t e r

o u t p u t w a s p r i n t e d o n p a p e r . C o m p l e t e d in 1946, E N I A C

o n e single chip. T h e o r i g i n a l

( s h o w n here) w a s t h e w o r l d ' s first large-scale, g e n e r a l p u r p o s e c o m p u t e r . U N I V A C , r e l e a s e d in 1 9 5 1 , w a s i n i tially built f o r t h e U.S. Census B u r e a u a n d w a s used t o a n a l y z e votes in t h e

^

Courtesy IBM Corporate Archives

Fourth-Generation Computers (approximately 1 9 7 1 - p r e s e n t )

t i o n computers could solve

bles t o b e r e p r o g r a m m e d .

^ ^ ^ ^ , |

a n d more reliable t h a n t h e earlier computers.

were

physically r e w i r e d w i t h

!* ^^fe

single t i n y silicon chip, m a k i n g c o m p u t e r s e v e n smaller

enormous, often taking up e n t i r e rooms.

m a n y transistors

a n d e l e c t r o n i c circuits o n a

First-Generation Computers (approximately 1 9 4 6 - 1 9 5 7 ] The

W ^

tem/360 m a i n f r a m e ( s h o w n

A r c h i v e s

1952 U.S. p r e s i d e n t i a l e l e c t i o n .

U N I V A C b e c a m e t h e first c o m p u t e r t o b e mass p r o d u c e d f o r g e n e r a l c o m m e r c i a l use.

IBM

PC ( s h o w n

here)

BipIWiBBB^^Bjj

on

and

Courtesy IBM Corporate Archives

A p p l e M a c i n t o s h c o m p u t e r s , a n d m o s t of t o d a y ' s m o d e r n c o m p u t e r s , fall into this c a t e g o r y .

Fifth-Generation Computers (Now and the Future) F i f t h - g e n e r a t i o n c o m p u t e r s h a v e n o precise classifica-

Second-Generation Computers (approximately 1 9 5 8 - 1 9 6 3 )

t i o n b e c a u s e experts d i s a g r e e a b o u t its d e f i n i t i o n . O n e

The

of

w i l l b e b a s e d o n artificial i n t e l l i g e n c e , a l l o w i n g t h e m t o

c o m p u t e r s , such as t h e I B M

think, reason, a n d learn. Voice a n d touch are expected

1401

(shown

t o be a primary means of input, a n d computers may

here) w e r e physically smaller,

b e c o n s t r u c t e d in t h e f o r m of o p t i c a l c o m p u t e r s t h a t

less expensive, m o r e p o w e r -

process d a t a using light i n s t e a d o f e l e c t r o n s , t i n y c o m -

ful,

puters t h a t utilize n a n o t e c h n o l o g y , or as e n t i r e g e n e r a l -

second

generation

mainframe

more

common

energy-efficient,

a n d m o r e reliable t h a n firstg e n e r a t i o n c o m p u t e r s . Pro-

Chapter

1 : Introduction

Courtesy IBM Corporate Archives

to

Computers

and

the

opinion

is t h a t f i f t h - g e n e r a t i o n

computers

p u r p o s e c o m p u t e r s built i n t o desks, h o m e a p p l i a n c e s , a n d o t h e r e v e r y d a y devices.

Internet

Personal Computers (PCs)

The term P C usually refers to p e r s ^ ^ ^ ^ r a ^ & r s that use Microsoft Windows. Person nputers sold only b c. are referred to as hort for Macintosh)

A p e r s o n a l c o m p u t e r (PC) is a small c o m p u t e r designed to be used by one person at a time. Personal computers are widely used by individuals and businesses today. C o n v e n t i o n a l personal computers that are designed to fit on o r n e x t to a desk, as shown in E x h i b i t 1 - 5 , are often referred to as d e s k t o p c o m p u t e r s . T h e most c o m m o n style o f desktop c o m p u t e r today uses a tower case, w h i c h is a system unit designed to sit vertically, typically on the floor. Desktop computers can also have

///////////////////////

a d e s k t o p case, which is designed to be placed horizontally on a desk's surface, or an all-in-one case, which i n c o r p o r a t e s the m o n i t o r and system unit into a single

puters, such as t h o s e m a d e by D e l l , H e w l e t t - P a c k a r d ,

piece o f h a r d w a r e .

N E C , Acer, L e n o v o , Fujitsu, a n d G a t e w a y . T h e s e c o m puters typically run the M i c r o s o f t W i n d o w s o p e r a t i n g system. M a c i n t o s h c o m p u t e r s are m a d e by A p p l e ,

Exhibit 1-5 Desktop computers

use the M a c O S o p e r a t ing s y s t e m ,

and

use d i f f e r e n t

often

hardware

and software than PCcompatible

computers.

Macintosh

computers

are

traditionally

the

computer of choice for artists,

designers,

and

others w h o require advanced

graphics

capa-

bilities. Portable

TOWER CASE

computers

are c o m p u t e r s that are designed t o be

carried

a r o u n d easily, such as in D e s k t o p c o m p u t e r s usually c o n f o r m t o o n e o f

a briefcase o r p o c k e t , depending o n their size. P o r t a b l e

two standards or platforms: PC-compatible or M a -

c o m p u t e r s n o w outsell desktop c o m p u t e r s and are often

c i n t o s h . P C - c o m p a t i b l e c o m p u t e r s evolved f r o m the

the c o m p u t e r o f choice for students a n d h o m e users, as

original I B M P C — t h e first p e r s o n a l c o m p u t e r t h a t

well as for m a n y businesses. In f a c t , p o r t a b l e c o m p u t -

w a s widely a c c e p t e d for business u s e — a n d are the

ers are essential for many w o r k e r s , such as salespeople

m o s t c o m m o n type o f personal c o m p u t e r used today.

w h o m a k e presentations or take orders f r o m clients off-

In g e n e r a l , P C - c o m p a t i b l e h a r d w a r e and s o f t w a r e are

site, agents w h o collect data at r e m o t e l o c a t i o n s , and

c o m p a t i b l e w i t h all brands o f P C - c o m p a t i b l e

managers w h o need computing a n d c o m m u n i c a t i o n s

com-

p e r s o n a l c o m p u t e r (PC) A type of computer based

Extra powerful desktop computers designed for high-end graphics, music, film, architecture, science, and other powerful applications are sometimes called workstations.

on a microprocessor and designed to be used by one person at a time. d e s k t o p c o m p u t e r A personal computer designed to fit on or next to a desk. p o r t a b l e c o m p u t e r A small personal computer designed to be carried around easily.

Chapter

1 : Introduction

to

Computers

and

the

Internet

as the one shown in Exhibit 1-6) or convertible tablets, which use the same clamshell design as notebook computers but whose top half can be rotated and folded shut so it can also be used as a slate tablet. ^

N e t b o o k s — a l s o called minin o t e b o o k s , mini-laptops, and ultraportable computers; notebook computers that are smaller (a 10-inch-wide screen is c o m m o n ) , lighter (typically less than three pounds), and less expensive than conventional n o t e b o o k s , so they are especially appropriate for students and business travelers. They typically don't include a C D or DVD drive and they have a smaller keyboard than a n o t e b o o k computer. The market for n e t b o o k s is growing rapidly and it is expected to reach 5 0 million by 2 0 1 2 , according to the research firm Gartner.

^

resources as they travel. P o r t a b l e computers (see E x hibit 1-6) are available in the following configurations: ^

enough to fit in one h a n d . U M P C s are smaller

Notebook computers (laptop computers)—

(screen size is often seven inches or smaller) and

computers that are a b o u t the size o f a paper

lighter (usually less than t w o pounds) than net-

n o t e b o o k and open t o reveal a screen on the top

b o o k s . T h e y can support k e y b o a r d , touch, and/

half o f the c o m p u t e r and a k e y b o a r d on the bot-

or pen input, depending on the particular design

t o m . They are c o m p a r a b l e t o desktop computers

being used.

in features and capabilities. ^

U l t r a - m o b i l e P C s ( U M P C s ) — s o m e t i m e s called handheld c o m p u t e r s ; c o m p u t e r s that are small

M o s t personal c o m p u t e r s t o d a y are sold as stand-

T a b l e t c o m p u t e r — n o t e b o o k - s i z e d computers that

alone, self-sufficient units t h a t are equipped with all

are designed to be used with a digital pen or stylus.

the hardware and software needed t o operate indepen-

They can be either slate tablets (one-piece comput-

dently. In other w o r d s , they can perform input, process-

ers with a screen on top and no keyboard, such

ing, output, and storage w i t h o u t being connected to a n e t w o r k , although they can be n e t w o r k e d if desired. In

notebook computer (laptop computer) A

c o n t r a s t , a device that must be c o n n e c t e d to a network

small personal computer designed to be carried around easily.

to perform processing or storage tasks is referred to as

t a b l e t c o m p u t e r A portable computer about the size of a notebook

a d u m b t e r m i n a l . T w o types o f personal computers that may be able to perform a limited a m o u n t of indepen-

that is designed to be used with an electronic pen. netbook

dent processing (like a desktop or n o t e b o o k computer)

A very small notebook computer.

but are designed to be used with a n e t w o r k (like a d u m b

ultra-mobile P C ( U M P C ) A portable personal computer that is

terminal) are thin clients and Internet appliances.

small enough to fit in one hand.

A thin client—also

d u m b t e r m i n a l A computer that must be connected to a network to

called

a network

computer

( N C ) — i s a device that is designed t o be used in c o n -

perform processing or storage tasks.

junction with a c o m p a n y n e t w o r k . Instead o f using lo-

t h i n c l i e n t A personal computer designed to access a network for

cal hard drives for storage, p r o g r a m s are accessed from

processing and data storage instead of performing those tasks locally.

and data is stored on a n e t w o r k server. T h e main advantage o f thin clients over desktop c o m p u t e r s is lower

Chapter

1:

Introduction

to

Computers

and

the

Internet

\\\\\\\\\\

Thin clients are a good choice for companies that manipulate highly secure data that needs to be prevented from leaving the facility.

Exhibit 1-8 Nintendo Wii gaming console

cost (such as f o r overall hardware and software, c o m puter m a i n t e n a n c e , and power a n d cooling c o s t s ) , increased security because data is n o t stored locally, and easier m a i n t e n a n c e because all software is located on a central server. Disadvantages include having limited or n o local storage and not being able t o function as a stand-alone c o m p u t e r when the n e t w o r k is n o t w o r k ing. T h i n clients are used by businesses t o provide e m ployees with access t o network applications; they are also sometimes used t o provide Internet access t o the public. F o r instance, a thin client might be installed in a hotel l o b b y t o provide guests with Internet access, hotel

news, sports scores, weather, a n d o t h e r personalized

and c o n f e r e n c e information, r o o m - t o - r o o m calling, and

W e b - b a s e d information. G a m i n g c o n s o l e s , such as the

free p h o n e calls via the Internet.

N i n t e n d o W i i shown in E x h i b i t 1-8 a n d the S o n y Play-

Network

computers

or other

devices

designed

Station 3 , that c a n be used t o view Internet c o n t e n t , in

primarily f o r accessing W e b pages and/or exchanging

addition t o their gaming abilities, c a n be classified as

email are called I n t e r n e t a p p l i a n c e s (sometimes referred

Internet appliances when they are used t o access the

to as Internet devices). Internet appliances are designed

Internet. Internet capabilities are also beginning t o be

to be located in the home and c a n be built into another

built into television sets, which m a k e t h e m Internet a p -

product, such as a refrigerator or telephone c o n s o l e , o r

pliances, as well.

can be stand-alone Internet devices, such as the c h u m b y device s h o w n in E x h i b i t 1-7, that is designed t o deliver

Midrange Servers A m i d r a n g e s e r v e r (sometimes called a m i n i c o m p u t e r )

is a medium-sized computer used t o host p r o g r a m s a n d

Exhibit 1-7 The chumby stand-alone Internet device

data for a small n e t w o r k . Typically larger, m o r e powerful, a n d m o r e expensive than a d e s k t o p c o m p u t e r , a midrange server is usually located in a closet o r other out-of-the-way place and c a n serve m a n y users at o n e time. Users c o n n e c t t o the server t h r o u g h a n e t w o r k , using their desktop computer, p o r t a b l e c o m p u t e r , thin client, o r a d u m b terminal consisting o f just a m o n i t o r and k e y b o a r d (see E x h i b i t 1 - 9 ) . M i d r a n g e servers are often used in small- t o medium-sized businesses such as medical o r dental offices, as well as in school c o m p u t e r l a b s . T h e r e are also special h o m e servers designed f o r h o m e

I n t e r n e t a p p l i a n c e A specialized network computer designed primarily for Internet access and/or email exchange. m i d r a n g e s e r v e r ( m i n i c o m p u t e r ) A medium-sized computer used to host programs and data for a small network.

Chapter

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to

Computers

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irtualtzation concepts are ginning to be applied to other computing areas, su as networking and storage

Exhibit 1-9 Midrange server , Users connect to the server using computers, thin clients, or dumb terminals.

The server is typically stored in a nearby closet or other out-of-the-way place.

Mainframe Computers A m a i n f r a m e c o m p u t e r is a powerful computer used in m a n y

large

organizations

that

need

to manage large a m o u n t s o f centralized data. Larger, m o r e

expensive,

and more

powerful

than midrange servers, m a i n f r a m e s can serve thousands o f users c o n n e c t e d t o the mainframe via personal c o m p u t e r s , thin clients, or dumb terminals in a m a n n e r similar t o the way users c o n n e c t t o midrange servers. M a i n f r a m e c o m puters, such as the o n e s h o w n in Exhibit 1 - 1 0 , are typically located in climate-controlled data use, which are often used t o b a c k up (make duplicate

centers and c o n n e c t t o the rest o f the company c o m -

copies of) the c o n t e n t located o n all the computers in

puters via a c o m p u t e r n e t w o r k . D u r i n g regular business

the h o m e a n d t o host m u s i c , p h o t o s , movies, and other

hours, a m a i n f r a m e typically runs the programs needed

media t o be shared via a h o m e n e t w o r k .

to meet the different needs o f its wide variety o f users. At night, it c o m m o n l y p e r f o r m s large processing tasks,

O n e trend involving midrange servers as well as creation

such as payroll and billing. Today's mainframes are

of virtual (rather than a c t u a l ) versions o f a c o m p u t -

sometimes referred t o as high-end servers o r enterprise-

ing resource; in this c a s e , separate server environments

class servers.

mainframe c o m p u t e r s

is v i r t u a l i z a t i o n — t h e

that are physically located o n the same computer, but function as separate servers a n d do n o t interact with

Exhibit 1-10 Mainframe computer

each other. F o r i n s t a n c e , all applications for an organization can be installed in virtual environments on a single physical server instead o f using a separate server for each application. Using a separate server f o r each application wastes resources because the servers are often n o t used t o full c a p a c i t y — o n e estimate is that a b o u t only 1 0 percent o f server capability is frequently utilized. W i t h virtualization, c o m p a n i e s c a n fulfill their computing needs with fewer servers, which translates into reduced costs f o r h a r d w a r e and server management, as well as lower p o w e r a n d cooling costs. C o n sequently, one o f the m o s t significant appeals o f server virtualization

today is increased efficiency.

v i r t u a l i z a t i o n The creation of virtual versions of a computing resource. m a i n f r a m e c o m p u t e r A computer used in large organizations that manage large amounts of centralized data and run multiple programs simultaneously.

Chapter

I : Introduction

to

Computers

and

the

Internet

mi1

Exhibit 1-11 Supercomputer

Business Concerns about Energy Efficiency O n e issue f a c i n g businesses t o d a y is t h e h i g h cost of e l e c t r i c i t y t o p o w e r a n d c o o l t h e m a i n f r a m e s , servers, a n d p e r s o n a l c o m p u t e r s used in a n o r g a -

m1

C'

nization. Consequently, making t h e computers loc a t e d in a b u s i n e s s — p a r t i c u l a r l y m a i n f r a m e s a n d

• •

1 ':

* "

s e r v e r s — m o r e e n e r g y e f f i c i e n t is a h i g h priority today. For example, I B M recently consolidated a p p r o x i m a t e l y 4,000 servers l o c a t e d in its d a t a c e n ters i n t o just 30 m a i n f r a m e s (like t h e o n e s h o w n

:

in E x h i b i t 1-10). This n e w e n v i r o n m e n t is e x p e c t e d t o c o n sume

approximately

80%

less e n e r g y a n d result in s i g n i f i c a n t savings in e n -

Converging Technologies

ergy, s o f t w a r e , a n d system s u p p o r t costs.

In p r a c t i c e , classifying a c o m p u t e r i n t o o n e o f t h e six c a t e g o r i e s described in t h i s s e c t i o n is n o t a l w a y s easy o r s t r a i g h t f o r w a r d . F o r e x a m p l e , s o m e h i g h - e n d p e r s o n a l c o m p u t e r s a r e as p o w e r f u l as

Supercomputers S o m e a p p l i c a t i o n s require e x t r a o r d i n a r y speed,

m i d r a n g e servers, a n d s o m e p e r s o n a l c o m p u t e r s

accu-

a r e n e a r l y as small as a m o b i l e p h o n e . In a d d i t i o n ,

racy, and processing c a p a b i l i t i e s — f o r e x a m p l e , sending

t e c h n o l o g y c h a n g e s t o o fast t o h a v e precisely d e -

a s t r o n a u t s i n t o space, controlling missile guidance sys-

fined categories. The computer of t h e f u t u r e may

tems and satellites, forecasting the weather, exploring

n o t l o o k a n y t h i n g like t o d a y ' s c o m p u t e r s . In f a c t ,

for oil, and assisting with some kinds o f scientific re-

future

search. S u p e r c o m p u t e r s — t h e m o s t powerful and m o s t

o l d e r p e r s o n , eyeglasses f o r a t e c h n i c a l w o r k e r ,

applications include hosting extremely c o m p l e x W e b

a n d a f l e x i b l e m o b i l e d e v i c e t h a t c a n physically

sites and decision support systems for c o r p o r a t e execu-

c h a n g e its s h a p e as n e e d e d f o r g e n e r a l c o n s u m e r

such

use. F u t u r e devices a r e also e x p e c t e d t o use v o i c e ,

as 3 D medical imaging, 3 D image projections, and 3 D architectural modeling. Unlike m a i n f r a m e

computers, simultane-

computers

person's lifestyle, such as a r i n g o r w a t c h f o r a n

to fill this need. S o m e relatively new supercomputing

which typically run multiple applications

personal

b u i l t i n t o a v a r i e t y of useful o b j e c t s t o best f i t a

expensive type o f c o m p u t e r a v a i l a b l e — w e r e developed

tives, as well as three-dimensional applications,

predictions envision

t o u c h , or g e s t u r e i n p u t i n s t e a d o f a k e y b o a r d a n d m o u s e , a n d t o project o u t p u t o n a n y a p p r o p r i a t e s u r f a c e i n s t e a d of using a m o n i t o r . N e v e r t h e l e s s ,

ously to serve a wide variety o f users, supercomputers

t h e s e six c a t e g o r i e s a r e c o m m o n l y u s e d t o d a y t o

generally run one p r o g r a m at a time as fast as possible.

r e f e r t o g r o u p s of c o m p u t e r s d e s i g n e d f o r similar

C o n v e n t i o n a l supercomputers can cost several mil-

purposes.

lion dollars each. T o reduce the cost, supercomputers are often built by connecting hundreds o f smaller and less expensive computers (increasingly midrange servs u p e r c o m p u t e r The fastest, most expensive, and most

ers) i n t o a s u p e r c o m p u t i n g cluster t h a t acts as a single

powerful type of computer.

supercomputer. T h e c o m p u t e r s in the cluster usually c o n t a i n multiple CPUs each and are dedicated to pro-

s u p e r c o m p u t i n g cluster A supercomputer composed of numerous

cessing cluster applications. F o r e x a m p l e , I B M ' s R o a d -

smaller computers connected together to act as a single computer.

runner supercomputer, which is shown in E x h i b i t 1 - 1 1 ,

Chapter

I : Introduction

to

Computers

and

the

Internet

c o n t a i n s approximately 1 9 , 0 0 0 C P U s and is one o f the

l o i Computer Networks and the Internet

fastest computers in the w o r l d . T h i s supercomputing

3

cluster, built for the U.S. D e p a r t m e n t o f Energy, is installed at Los Alamos N a t i o n a l L a b in California, and is used primarily to ensure the safety and reliability o f

5 , 2 0 0 square feet, is the first supercomputer to reach

A

petaflop (quadrillions o f floating point operations per

electronically. Computer networks exist in many sizes

second) speeds. T h i s supercomputer is also one o f the

and types. For instance, home networks are commonly

the nation's nuclear w e a p o n s stockpile. Roadrunner, which

cost a b o u t $ 1 0 0 million and occupies

n e t w o r k is a collection o f computers and other de-

about

vices that are connected to enable users to share

hardware, software, and data, as well as to communicate

most energy-efficient c o m p u t e r s in the T O P 5 0 0 list o f

used to allow home computers to share a single printer

the 5 0 0 fastest c o m p u t e r s in the world. A new I B M

and Internet connection, as well as to exchange

supercomputer n a m e d Sequoia that is currently under

Small office networks enable workers to access company

development for the L a w r e n c e

records stored on a network server, communicate with

Livermore

National

files.

L a b o r a t o r y is expected to use approximately 1.6 mil-

other employees, share a high-speed printer, and access

lion CPUs and perform at 2 0 petaflops.

the Internet, as shown in Exhibit 1 - 1 2 . School networks

Exhibit 1-12 Example of a computer network

BETTY'S PC

Chapter

1:

Introduction

to

Computers

and

the

Internet

allow students and teachers t o access the Internet and

(see E x h i b i t 1 - 1 3 ) . W e b pages are viewed using a W e b

school resources, and large corporate networks often

b r o w s e r , such as Internet E x p l o r e r ( I E ) , C h r o m e , Safari,

connect all o f the offices or retail stores in the c o r p o -

O p e r a , or F i r e f o x .

ration, creating a network that spans several cities or states. Public wireless networks, such as those available at some coffeehouses, restaurants, public libraries, and

Accessing a Network or the Internet

parks, provide Internet access to individuals via their

T o access a local computer n e t w o r k , you need t o use a n e t w o r k adapter, either built into y o u r c o m p u t e r o r at-

portable computers and mobile devices.

tached t o it, t o c o n n e c t your c o m p u t e r t o the n e t w o r k . W i t h s o m e c o m p u t e r n e t w o r k s you need t o

The Internet and the World Wide Web

i n f o r m a t i o n , such as a username and a p a s s w o r d , t o c o n n e c t t o the n e t w o r k . After you are c o n n e c t e d t o the

T h e I n t e r n e t is the largest and m o s t w e l l - k n o w n c o m -

n e t w o r k , you c a n access n e t w o r k r e s o u r c e s , including

puter n e t w o r k in the world. It is technically a n e t w o r k o f

the n e t w o r k ' s Internet c o n n e c t i o n . If y o u are c o n n e c t -

n e t w o r k s , because it consists o f thousands o f n e t w o r k s

ing to the Internet without going t h r o u g h a c o m p u t e r

that c a n all access each other via the main b a c k b o n e

n e t w o r k , y o u r c o m p u t e r needs t o use a m o d e m t o c o n -

infrastructure o f the Internet. Individual users c o n n e c t

nect to the c o m m u n i c a t i o n s m e d i a , such as a t e l e p h o n e

to the Internet by connecting their c o m p u t e r s t o servers b e l o n g i n g t o an I n t e r n e t s e r v i c e p r o v i d e r

supply

line o r cable c o n n e c t i o n , used by y o u r ISP.

(ISP)—a

T o request a W e b page or o t h e r r e s o u r c e l o c a t e d on

c o m p a n y t h a t provides Internet access, usually for a

the Internet, its I n t e r n e t a d d r e s s — a unique n u m e r i c o r

fee. I S P s — w h i c h include conventional and mobile tele-

t e x t - b a s e d address—is used. T h e m o s t c o m m o n types o f

phone c o m p a n i e s like A T & T , Verizon, and Sprint; cable

Internet addresses are IP addresses a n d d o m a i n n a m e s

providers like C o m c a s t and T i m e W a r n e r ; and stand-

(to identify c o m p u t e r s ) , U R L s (to identify W e b p a g e s ) ,

alone ISPs like N e t Z e r o and E a r t h L i n k — f u n c t i o n as

and email addresses (to identify p e o p l e ) .

gateways o r o n r a m p s to the Internet, providing Internet

IP a d d r e s s e s

access t o their subscribers. ISP servers are continually

and

their

corresponding

domain

n a m e s are used t o identify c o m p u t e r s a v a i l a b l e t h r o u g h

c o n n e c t e d t o a larger n e t w o r k , called a regional netw o r k , w h i c h , in turn, is connected t o one o f the m a j o r high-speed n e t w o r k s within a country, called a b a c k -

n e t w o r k Computers and other devices that are connected to

b o n e n e t w o r k . B a c k b o n e networks within a c o u n t r y are

share hardware, software, and data.

c o n n e c t e d t o each other and to b a c k b o n e n e t w o r k s in other c o u n t r i e s . Together they f o r m o n e e n o r m o u s net-

I n t e r n e t The largest and most well-known computer network, linking

w o r k o f n e t w o r k s — t h e Internet.

millions of computers all over the world.

W h i l e the term Internet refers t o the physical struc-

I n t e r n e t s e r v i c e p r o v i d e r (ISP) A business or other organization

ture o f t h a t n e t w o r k , the W o r l d W i d e W e b ( W e b or W W W )

that provides Internet access to others, typically for a fee.

refers t o o n e r e s o u r c e — a collection o f d o c u m e n t s called

W o r l d W i d e W e b ( W e b or W W W ) The collection of Web pages

W e b p a g e s — a v a i l a b l e through the Internet. A group o f

available through the Internet.

W e b pages belonging to one individual or c o m p a n y is

W e b p a g e A document located on a Web server.

called a W e b site. W e b pages are stored on c o m p u t e r s called W e b s e r v e r s that are continually c o n n e c t e d t o the

W e b site A collection of related Web pages.

Internet; they c a n be accessed at any time by anyone

W e b s e r v e r A computer continually connected to the Internet that

with a c o m p u t e r or other W e b - e n a b l e d device and an

stores Web pages accessible through the Internet.

Internet c o n n e c t i o n . A wide variety o f i n f o r m a t i o n is

W e b b r o w s e r A program used to view Web pages.

available via W e b pages, such as c o m p a n y and prod-

I n t e r n e t a d d r e s s An address that identifies a computer, person, or

uct i n f o r m a t i o n , government forms and publications,

Web page on the Internet, such as an IP address, domain name, or email

m a p s , telephone directories, news, weather, sports re-

address.

sults, airline schedules, and m u c h , much m o r e . Y o u can

I P a d d r e s s A numeric Internet address used to uniquely identify a

also use W e b pages to shop, b a n k , trade s t o c k , and perf o r m other types o f online

financial

computer on the Internet.

t r a n s a c t i o n s ; ac-

cess social n e t w o r k s like F a c e b o o k and M y S p a c e ; and

d o m a i n n a m e A text-based Internet address used to uniquely identify

listen t o m u s i c , play games, w a t c h television s h o w s ,

a computer on the Internet.

and

perform

other

entertainment-oriented

activities

Chapter

1:

Introduction

to

Computers

and

the

Internet

Exhibit 1-13 Examples of common Web activities

lZ5771»»lJ73JfMi3 • Google Se.reh - Wr. » '1 Wr.v~.9009tt.com/. U Fwofitef QB

.'| 1Z577140U733IMH • (

Wob Imaass Videos Macs News Shooanp Gmad ami *

Google

Tip S m timt by trtting I ho rotum koy nctoad of clicking 00 "»o»rch"

Track UPS oackaoe 1Z6771401273388683 No standard web pages containing al your search terms were found Your search 1Z6771401273388683 did not match any documents 9 Internet | Protected Mode: Off

ACCESSING PRODUCT INFORMATION LOOKING U P REFERENCE INFORMATION

READING N E W S

1 Los Angeles High School

" I I

W«lcom« to Los Angeles Htjh

c2LT*x»

School!

Af)

L

W

'

SHOPPING ACCESSING SOCIAL NETWORKS WATCHING TV S H O W S A N D M O V I E S

the Internet. IP (short f o r Internet Protocol) addresses

registered, the IP address o f the c o m p u t e r that will be

are numeric, such as 2 0 7 . 4 6 . 1 9 7 . 3 2 , and are c o m -

hosting the W e b site associated with that domain name

monly used by computers t o refer t o other computers.

is also registered. T h e W e b site c a n be accessed using

A computer that hosts i n f o r m a t i o n available through

either its domain n a m e o r corresponding IP address.

the Internet, such as a W e b server hosting W e b pages,

W h e n a W e b site is requested by its domain name, the

usually has a unique text-based d o m a i n n a m e , such as

corresponding IP address is l o o k e d up using one o f the

m i c r o s o f t . c o m , that c o r r e s p o n d s t o that

Internet's domain n a m e system ( D N S ) servers, and then

computer's

the appropriate W e b page is displayed.

IP address t o make it easier f o r people t o request W e b pages located on that computer. IP addresses and d o -

D o m a i n names typically reflect the n a m e of the in-

main names are unique; that is, n o t w o computers on

dividual or organization associated with that W e b site.

the Internet use the e x a c t same IP address or the e x a c t

T h e different parts o f a domain n a m e are separated by

same d o m a i n n a m e . T o ensure this, specific IP addresses

a period. T h e far right part o f the d o m a i n n a m e (begin-

are allocated t o each n e t w o r k , such as a c o m p a n y net-

ning with the rightmost period) is called the top-level

w o r k o r an ISP, t o be used with the computers on that

domain ( T L D ) and traditionally identifies the type o f

n e t w o r k . T h e r e is a w o r l d w i d e registration system for

organization or its location, such as . c o m f o r businesses,

domain n a m e registration. W h e n a domain name is

. e d u for educational institutions, . j p f o r W e b sites lo-

Chapter

1: I n t r o d u c t i o n

to

Computers

and

the

Internet

cated in J a p a n , o r . f r f o r W e b sites located in F r a n c e . T h e r e were seven original T L D s used in the United

Custom TLDs

States; additional T L D s and numerous two-letter country code T L D s have since been created. See E x h i b i t 1 - 1 4

A n e w proposal allows for t h e creation of n e w

for some e x a m p l e s .

T L D s t h a t c a n b e virtually a n y c o m b i n a t i o n o f u p t o 64 c h a r a c t e r s a n d t h a t c a n use n o n - L a t i n c h a r acters. A l t h o u g h c u s t o m TLDs a r e possible (such as

E x h i b i t 1-14

t o better represent a company n a m e or personal

Sample top-level domains (TLDs)

n a m e ) , t h e y a r e also e x p e c t e d t o b e e x p e n s i v e t o register ( o n e e s t i m a t e is a b o u t $100,000 e a c h ) .

Intended use

Original TLDs

C o n s e q u e n t l y , t h e initial i n t e r e s t in c u s t o m T L D s is b y c o u n t r i e s such as Russia w h o s e n a t i v e

.com

Commercial businesses

.edu

Educational institutions

.gov

Government organizations

.int

International treaty organizations

.mil

Military organizations

.net

Network providers and ISPs

org

Noncommercial organizations

lan-

g u a g e s use non-Latin c h a r a c t e r s , g r o u p s o f b u s i nesses a n d o r g a n i z a t i o n s t h a t a r e i n t e r e s t e d n e w a c t i v i t y - o r i e n t e d TLDs like

.sports

and

in

. s h o p ,

a n d c o m m u n i t y o r g a n i z a t i o n s i n t e r e s t e d in cityb a s e d T L D s like

.nyc

and

f o r N e w Y o r k City

.paris

a n d Paris businesses, respectively.

Intended use

N e w e r TLDs

(ftp://) is sometimes used to upload a n d d o w n l o a d files.

.aero

Aviation industry

.biz

Businesses

.html or .htm, indicates the type o f W e b page t h a t will

.fr

French businesses

be displayed. F o r example, looking at the U R L f o r the

.info

Resource sites

.jobs

Employment sites

.mobi

Sites optimized for mobile devices

the

.name

Individuals

W e b page because the standard

T h e file extension used for the W e b page file, such as

W e b page shown in Exhibit 1 - 1 5 f r o m right t o left, y o u can see that the W e b page called a folder called t w i t t e r . c o m

j o b s

i n d e x . h t m l

is stored in

on the W e b server associated with

d o m a i n , and is a regular (nonsecure) http://

p r o t o c o l is b e -

ing used.

.pro

Licensed professionals

.uk

United Kingdom businesses

T o c o n t a c t people using the Internet, y o u m o s t often use their e m a i l a d d r e s s e s . An email address c o n s i s t s

o f a u s e r n a m e (an identifying n a m e ) , f o l l o w e d by the @ s y m b o l , followed by the d o m a i n n a m e f o r the c o m p u t e r Similar t o the w a y an IP address or domain n a m e

that will be handling that person's email (called a mail

uniquely identifies a computer on the Internet, a u n i f o r m

server). F o r e x a m p l e ,

resource l o c a t o r ( U R L ) uniquely identifies a specific W e b

page by specifying the p r o t o c o l — o r

[email protected]

standard—being

used t o display the W e b page, the W e b server host-

[email protected]

ing the W e b page, the name o f any folders on the W e b

[email protected]

server in which the W e b page file is stored, and finally, the W e b page's filename if needed. i. The

most

common

Web

page p r o t o c o l s are H y p e r t e x t Transfer P r o t o c o l (http://) for

u n i f o r m r e s o u r c e l o c a t o r ( U R L ) An Internet address that uniquely identifies a Web page.

//WW'

regular W e b pages or Hyper-

e m a i l a d d r e s s An Internet address consisting of a username and

t e x t Transfer Protocol

computer domain name that uniquely identifies a person on the Internet.

Secure

(https://) for secure W e b pages

u s e r n a m e A name that uniquely identifies a user on a specific computer

that c a n safely be used t o transmit sensitive informa-

network.

tion, such as credit card numbers. File Transfer P r o t o c o l

Chapter

1 : Introduction

to

Computers

and

the

Internet

blank spaces

Pronouncing Internet Addresses

[email protected]

B e c a u s e I n t e r n e t addresses a r e f r e q u e n t l y g i v e n verbally, it is i m p o r t a n t t o k n o w h o w

ford

t o p r o n o u n c e t h e m . K e e p in m i n d t h e f o l l o w i n g tips w h e n y o u say a n I n t e r n e t address: • If a p o r t i o n o f t h e a d d r e s s f o r m s a r e c o g n i z a b l e w o r d o r n a m e , it is s p o k e n ; o t h e r w i s e , it is s p e l l e d o u t .

and a jsmith

at Stan-

University

ing the email

us-

address

[email protected], the t w o email addresses are unique. It is up to

• T h e @ sign is p r o n o u n c e d at.

each organization with

• T h e p e r i o d (.) is p r o n o u n c e d d o t • T h e f o r w a r d slash (/) is p r o n o u n c e d

a

slash.

registered

name

Type of a d d r e s s

Sample address

Pronunciation

Domain name

berkeley.edu

berkeley dot e d u

URL

microsoft.com/windows/ie/default.asp

microsoft dot com slash windows

Email address

[email protected]

to

one—and

domain

ensure only

that one—

e x a c t same username is assigned to its domain.

slash i e slash default dot a s p president at white house dot gov

Surfing the Web O n c e you have an Internet connection, you

are

the

email

addresses

assigned

jsmith (John S m i t h ) , m a r i a _ s

to

are ready to begin surfing t h e W e b — t h a t is, using a W e b

Sanchez), and

browser to view W e b pages. T h e first page that your

respectively

(Maria

sam.peterson (Sam P e t e r s o n ) , three hypothetical em-

Web browser displays when it is opened is your brows-

ployees at Cengage L e a r n i n g , the publisher o f this text-

er's starting page or h o m e page. F r o m your browser's

b o o k . T o ensure a unique email address for everyone

home page, you can move t o o t h e r W e b pages.

in the w o r l d , usernames must be unique within each domain n a m e . S o , even though there could be a

To navigate to a new Web page for which you

jsmith

k n o w the U R L , type t h a t U R L in the a p p r o p r i a t e l o -

at Cengage Learning w h o is using the email address

c a t i o n f o r y o u r W e b b r o w s e r (such as I n t e r n e t E x plorer's Address bar, as s h o w n in E x h i b i t 1 - 1 6 ) and press the E n t e r key. A f t e r t h a t p a g e is d i s p l a y e d , y o u

surf t h e W e b To use a Web browser to view

c a n use the h y p e r l i n k s — g r a p h i c s o r t e x t linked t o

Web pages.

o t h e r W e b p a g e s — o n t h a t p a g e t o display o t h e r W e b pages.

Chapter

I : Introduction

to

Computers

and

the

Internet

Exhibit 1-16 IE8 Web browser displaying a Web page

TOOLBARS Include Back, Home, and Print buttons, and the Favorites bar.

U S I N G URLS Type a URL in the Address bar and press Enter to display the corresponding Web page.

USING H Y P E R L I N K S Point to a hyperlink to see the corresponding URL on the status bar; click the hyperlink to display that page.

STATUS BAR Includes zoom options and security indicators.

T h e m o s t c o m m o n l y used W e b b r o w s e r s i n c l u d e

ing (so y o u c a n o p e n m u l t i p l e W e b p a g e s a t

I n t e r n e t E x p l o r e r ( s h o w n in E x h i b i t 1 - 1 6 ) , C h r o m e

the

same time), improved crash recovery and security,

( s h o w n in E x h i b i t 1 - 1 7 ) , a n d F i r e f o x . T h e

newest

and improved ability to search for and

versions of these browsers include tabbed

brows-

Web pages.

bookmark

All W e b browsers have a feature (usually called F a vorites or B o o k m a r k s that is accessed via a F a v o r -

Exhibit 1-17 Web page open in the Chrome Web browser

ites or B o o k m a r k s menu or b u t t o n ) t h a t you c a n use t o save W e b page URLs.

Once

a

Web

page is saved as a favorite o r a b o o k m a r k , you c a n redisplay that page its

without

typing

URL—you

simply

select its link f r o m the Favorites

or

Book-

m a r k s list. W e b b r o w s ers

also

maintain

a

H i s t o r y list, w h i c h is a record o f all W e b pages visited during a period o f time specified in the browser

settings;

you

c a n revisit a W e b page located on the H i s t o r y

KEYWORD SEARCHES Since t h e W e b option is selected, t y p e keywords here a n d press Enter to see a list of W e b pages m a t c h i n g your search criteria.

list by displaying

the

H i s t o r y list a n d selecting t h a t p a g e .

Chapter

I : Introduction

to

Computers

and

the

Internet

9

in Exhibit 1 - 1 8 , email messages travel from the sender's

Searching the Web

computer to his or her ISP's mail server, and then through

Y o u , like m a n y p e o p l e , p r o b a b l y t u r n t o t h e W e b

ISP. When the recipient logs on to the Internet and re-

t o f i n d specific i n f o r m a t i o n . S p e c i a l W e b p a g e s ,

quests his or her email, it is displayed on the computer he

the Internet to the mail server being used by the recipient's

c a l l e d search sites, a r e a v a i l a b l e t o h e l p y o u l o c a t e

or she is using. In addition to text, email messages can in-

w h a t y o u a r e l o o k i n g f o r o n t h e I n t e r n e t . O n e of

clude attached files, such as photos and other documents.

t h e m o s t p o p u l a r search s i t e s — G o o g l e — i s s h o w n

Email can be sent and received via an email pro-

in Exhibit 1-17. To c o n d u c t a s e a r c h , y o u t y p e o n e

gram, such as M i c r o s o f t O u t l o o k , installed on the c o m -

or m o r e k e y w o r d s i n t o t h e s e a r c h box o n a search

puter being used or via a W e b mail service, which is a

site, a n d a list o f links t o W e b

Web page belonging to a W e b mail provider such as

pages matching browsers

Gmail or W i n d o w s Live M a i l . Using an installed email

also p e r f o r m a n I n t e r n e t s e a r c h o n search t e r m s

program is convenient for individuals w h o use email

y o u t y p e in t h e A d d r e s s b a r i n s t e a d of a U R L . A l s o ,

often and w a n t to have copies o f sent and received mes-

n u m e r o u s r e f e r e n c e sites a r e a v a i l a b l e o n t h e W e b

sages stored on their computer. W e b - b a s e d email allows

y o u r s e a r c h criteria is d i s p l a y e d . M a n y

t o look u p addresses, p h o n e n u m b e r s , ZIP codes,

users to access their messages f r o m any computer with

m a p s , a n d o t h e r i n f o r m a t i o n . To f i n d a r e f e r e n c e

an Internet connection by just displaying the appropri-

site, t y p e t h e i n f o r m a t i o n y o u a r e l o o k i n g f o r (such

ate W e b mail page and logging o n .

as " Z I P c o d e l o o k u p " or " t o p o g r a p h i c a l m a p s " ) in

Web-based email is typically free, and virtually

a search site's s e a r c h box t o see links t o sites w i t h

all ISPs used with personal c o m p u t e r s include email

that information.

service in their monthly fee. S o m e plans from mobile phone providers that provide Internet service for m o -

Email

ibit 1-18 How email works Exhib

Email is the process o f

ex-

changing messages between computers over a n e t w o r k — SENDER'S COMPUTER

usually the Internet. Email is one of the most widely

The sender composes a message and sends it to the recipient via his or her email address.

|

used Internet a p p l i c a t i o n s — Americans alone send billions

of

email

messages

The email message is sent over the Internet through the sender's mail server to the recipient's mail server.

daily and worldwide email traffic is expected to exceed one-half

trillion

messages

per day by 2 0 1 3 , according to the Radicati G r o u p . You can send an email message from

any

Internet-enabled

device, such as a computer,

desktop

portable

com-

puter, or mobile device, to

SENDER'S MAIL SERVER

anyone who has an Internet

The recipient requests his or her messages from the mail server and the message is displayed.

emai/ address. As illustrated

email

i ft

Messages sent from one user to another over the Internet or other network.

Chapter

RECIPIENT'S COMPUTER

I : Introduction

to

Computers

and

the

Internet

RECIPIENT'S MAIL SERVER

bile phones include a limit on the number and/or size

Technology has also m a d e a huge n u m b e r o f tasks

o f email messages that can be sent o r received during

in our lives go much faster. Instead o f experiencing a

a billing period; messages after that point result in ad-

long delay for a credit check, an a p p l i c a n t c a n get a p -

ditional fees. O t h e r types o f mobile c o m m u n i c a t i o n s ,

proved for a purchase, loan, or credit card a l m o s t im-

such as t e x t messages, may also incur a fee.

mediately. D o c u m e n t s and p h o t o g r a p h s c a n be emailed or faxed in m o m e n t s , instead of taking at least a day to be mailed physically. Viewers can w a t c h favorite T V shows online and access up-to-the-minute n e w s at their

LOI 4 Computers and Society

convenience. And we can d o w n l o a d i n f o r m a t i o n , p r o g r a m s , music files, movies, and m o r e on d e m a n d w h e n

T

he vast improvements in technology over the past

we w a n t or need them, instead o f having t o o r d e r them

decade have had a distinct impact on daily life.

and then wait for delivery or go to a physical store t o

Computers have become indispensable tools at home and w o r k . Related technological advancements

purchase the items.

have

Although there are a great n u m b e r o f benefits f r o m

microwaves,

having a computer-oriented society, there are risks as

coffee pots, toys, exercise bikes, telephones, televisions,

well. A variety o f problems have emerged f r o m o u r e x -

and m o r e — l o o k and function. As computers and every-

tensive c o m p u t e r use, ranging f r o m stress a n d health

day devices become smarter, they w o r k faster, better,

c o n c e r n s , to the proliferation o f unsolicited emails a n d

changed the w a y everyday items—cars,

and m o r e reliably than before, as well as take on ad-

harmful p r o g r a m s that can be installed o n o u r c o m p u t -

ditional capabilities. Computerization and technological

ers w i t h o u t o u r knowledge, t o security a n d privacy is-

advances have also changed society as a whole. W i t h o u t

sues, to legal and ethical dilemmas. M a n y security and

computers, b a n k s would be overwhelmed by the j o b of

privacy c o n c e r n s stem from the fact that so m u c h per-

tracking all the transactions they process, m o o n explora-

sonal business takes place o n l i n e — o r at least ends up

tion and the space shuttle would still belong to science

as data in a c o m p u t e r database s o m e w h e r e — a n d the

fiction, and scientific advances such as D N A analysis and

potential for misuse of this data is e n o r m o u s .

gene mapping would be nonexistent. Everyday activities,

A n o t h e r c o n c e r n is the repercussions o f collecting

such as shopping and banking, are increasingly auto-

such vast a m o u n t s o f information electronically. S o m e

mated, and fast and easy access to information via the

people w o r r y a b o u t creating a " B i g B r o t h e r " situation,

Internet and communications via email and instant mes-

in which the government or a n o t h e r o r g a n i z a t i o n is

saging is expected. In fact, the Internet and its resources

watching everything that we d o . A n d s o m e Internet be-

have quickly become an integral part of our society.

havior, such as downloading music o r m o v i e s f r o m an

Benefits and Risks of a Computer-Oriented Society

fice computer, can get you arrested o r fired.

T h e benefits o f having such a computer-oriented soci-

more and more data about our everyday activities is col-

ety are n u m e r o u s . T h e capability to virtually design,

lected and stored on computers accessible via the Inter-

unauthorized source or viewing p o r n o g r a p h y on an ofSome people view the potential risk to personal privacy as one o f the most important societal issues. As

build, and test n e w buildings, cars, and airplanes before

net, our privacy is at risk because the potential for pri-

the actual c o n s t r u c t i o n begins helps professionals cre-

vacy violations increases. Today, data is collected a b o u t

ate safer p r o d u c t s . Technological advances in medicine

practically anything we buy online o r offline, although

allow for earlier diagnosis and m o r e effective treatment

offline purchases may not be associated with our identity

of diseases than ever before. T h e ability to s h o p , pay

unless we use a credit card or a membership or loyalty

bills, research products, participate in online courses,

card. T h e issue is not that data is collected—with virtu-

and l o o k up vast amounts o f information 2 4 hours a

ally all organizations using computers for recordkeeping,

day, 7 days a week, 3 6 5 days a year via the Internet is

that is unavoidable—but h o w the collected data is used

a huge convenience. In addition, a computer-oriented

and h o w secure it is. D a t a collected by businesses m a y be

society

generates

new

opportunities.

For

example,

used only by that company or shared with others. D a t a

technologies, such as speech recognition software and

shared with others often results in spam—unsolicited

Braille input and output devices, enable physically- or

emails. Spam is an enormous problem for individuals

visually-challenged individuals to perform

and businesses today, and it is considered by many to be

necessary

j o b tasks and to c o m m u n i c a t e with others m o r e easily.

a violation of personal privacy.

a p te r

I :

Introduction

to

Computers

and

the

Internet

works; symbols, names, and designs used in conjunction with a business; architectural drawings; and inventions.

Protecting Your Computer To h e l p protect y o u r c o m p u t e r , n e v e r o p e n

T h e three main types of intellectual property rights are copyrights, trademarks, and patents. an

email attachment f r o m someone you do not k n o w or t h a t has a n e x e c u t a b l e f i l e e x t e n s i o n ( t h e last t h r e e letters in t h e f i l e n a m e p r e c e d e d by a p e r i o d ) , such as .exe, . c o m , or . v b s , w i t h o u t c h e c k i n g w i t h t h e s e n d e r first t o m a k e s u r e t h e a t t a c h m e n t is l e g i t i m a t e . Y o u s h o u l d n e v e r click a link in a n e m a i l message.

You

should

also

be

c a r e f u l a b o u t w h a t files y o u download from the Int e r n e t . In a d d i t i o n , it y f f ^ ^ is crucial t o install security

software

on your computer and to

set

up

the

program to monitor your •lock c o m p u t e r o n a c o n t i n u a l basis, a n d d e t e c t or block any harmful programs.

Understanding Intellectual Property Rights All computer users should be aware of intellectual p r o p e r t y rights, which are the legal rights to which the creators of intellectual property—original creative w o r k s — a r e entitled. Examples o f intellectual property include music and movies; paintings, c o m p u t e r graphics, and other works of art; poetry, b o o k s , and other types of written

intellectual property rights The legal rights to which creators of original creative works are entitled. c o p y r i g h t The legal right to sell, publish, or distribute an

A copyright is a form of protection available to the creator of an original artistic, musical, or literary w o r k , such as a b o o k , movie, software program, musical composition, or painting. It gives the copyright holder the exclusive right to publish, reproduce, distribute, perform, or display the w o r k . Immediately after creating a work, the creator automatically o w n s the copyright of that w o r k . Copyrights apply to both published and unpublished works and remain in effect until 7 0 years after the creator's death. Copyrights for w o r k s registered by an organization or as anonymous w o r k s last 9 5 years from the date of publication or 1 2 0 years from the date of creation, whichever is shorter. Although works created in the United States after M a r c h 1 , 1 9 8 9 are not required to display a copyright notice to retain their copyright protection, displaying a copyright statement on a published w o r k , such as the ones shown in Exhibit 1-19, reminds others that the w o r k is protected by copyright law and that any use must comply with copyright law.

Exhibit 1-19 Copyright statements © 2012 Course Technology, Cengage Learning ALL RIGHTS RESERVED. No part of this work covered by the copyright herein maybe reproduced, transmitted, stored or used in any form or by any means graphic, electronic, or mechanical, including but not limited to photocopying, recording, scanning, digitizing, taping, Web distribution, information networks, or information storageand retrieval systems, except as permitted underSection 107 or 108 of the 1976 United States Copyright Act, withoutthe prior written permission of the publisher.

BOOK COPYRIGHT NOTICE

© R e d Lobster. All rights reserved.

original artistic or literary work; it is held by the creator of a work as soon as it exists in physical form.

W E B SITE COPYRIGHT NOTICE

f a i r u s e Permits limited duplication and use of a portion of copyrighted material for specific purposes, such as criticism, commentary, news reporting, teaching, and research. d i g i t a l

watermark A subtle alteration of digital content that

identifies the copyright holder. d i g i t a l r i g h t s m a n a g e m e n t ( D R M ) s o f t w a r e Software used to protect and manage the rights of creators of digital content.

Anyone wishing to use copyrighted materials must first obtain permission from the copyright holder and pay any required fee. O n e exception is the legal concept of fair use, which permits limited duplication and use of a portion of copyrighted material for specific purposes, such as criticism, commentary, news reporting, teaching,

t r a d e m a r k A word, phrase, symbol, or design that identifies goods or

and research. For example, a teacher may legally read a

services.

copyrighted poem for discussion in a poetry class, and a

p l a g i a r i s m Presenting someone else's work as your own.

news crew may videotape a small portion o f a song at a concert to include in a news report of that concert.

Protecting Digital Content To p r o t e c t t h e i r rights, s o m e creators o f digital c o n t e n t

Another

rights-protection t o o l

used w i t h

digital

(such as a r t , music, p h o t o g r a p h s , a n d movies) use digital

c o n t e n t is d i g i t a l r i g h t s m a n a g e m e n t ( D R M ) s o f t w a r e ,

w a t e r m a r k s — a subtle a l t e r a t i o n o f digital c o n t e n t t h a t

w h i c h is used t o c o n t r o l t h e use o f a w o r k . F o r i n s t a n c e ,

is n o t n o t i c e a b l e w h e n t h e w o r k is v i e w e d o r p l a y e d b u t

DRM

t h a t i d e n t i f i e s t h e c o p y r i g h t holder. F o r instance, t h e

(called e n t e r p r i s e rights m a n a g e m e n t )

used

in c o n j u n c t i o n

with

business

documents

can protect a

d i g i t a l w a t e r m a r k f o r a n i m a g e m i g h t consist o f slight

sensitive business d o c u m e n t b y c o n t r o l l i n g

c h a n g e s t o t h e brightness o f a specific p a t t e r n o f pixels

t h a t d o c u m e n t , such as by limiting w h o c a n v i e w , p r i n t ,

t h a t a r e i m p e r c e p t i b l e t o p e o p l e b u t a r e easily r e a d by

o r c o p y it. D R M used w i t h d i g i t a l c o n t e n t , s u c h a s m o v -

usage of

s o f t w a r e . Digital w a t e r m a r k s c a n b e a d d e d t o images,

ies a n d music, d o w n l o a d e d via t h e I n t e r n e t c a n c o n t r o l

music, v i d e o , T V shows, a n d o t h e r digital c o n t e n t . T h e

w h e t h e r t h e d o w n l o a d e d file c a n b e c o p i e d t o a n o t h e r

p u r p o s e o f digital w a t e r m a r k i n g is t o g i v e digital c o n t e n t

d e v i c e , as w e l l as m a k e a v i d e o - o n - d e m a n d m o v i e u n -

a u n i q u e i d e n t i t y t h a t remains intact e v e n if t h e w o r k is

v i e w a b l e a f t e r t h e r e n t a l p e r i o d expires.

c o p i e d , e d i t e d , compressed, o r o t h e r w i s e m a n i p u l a t e d . 7

"~

'

•

A t r a d e m a r k is a word, phrase, symbol, or design (or a c o m b i n a t i o n o f w o r d s , phrases, symbols, o r designs) that identifies o n e product o r service f r o m another. T r a d e m a r k s that arc claimed but nor registered with the

A**"*

»

^^J-nT

U. S. Patent a n d T r a d e m a r k Office ( U S P T O ) can use the m a r k ™ . T h e symbol ® is reserved

material t o ensure that the m a t e r i a l is used in b o t h a legal a n d a n ethical manner. S t u d e n t s , r e s e a r c h e r s , a u t h o r s , a n d o t h e r writers need t o b e especially

careful

w h e n using literary material as a r e s o u r c e f o r p a p e r s , articles, b o o k s , a n d so f o r t h , t o e n s u r e t h e m a t e r i a l is

al

used a p p r o p r i a t e l y a n d is properly c r e d i t e d t o t h e original author. T o present s o m e o n e else's w o r k as y o u r o w n

for registered trademarks. Trademarked words

is p l a g i a r i s m , w h i c h is a violation o f c o p y r i g h t l a w a n d

and p h r a s e s — s u c h as iPod®, Chicken M c N u g -

a n unethical a c t . It c a n also get y o u fired, as s o m e r e -

gets®, a n d W i n d o w s V i s t a ™ — a r e widely used

porters have f o u n d o u t after f a k i n g q u o t e s o r plagiariz-

today. T r a d e m a r k e d logos are also c o m m o n .

ing c o n t e n t f r o m o t h e r n e w s p a p e r s . E x a m p l e s o f a c t s

Businesses a n d individuals should be very careful

t h a t w o u l d n o r m a l l y be c o n s i d e r e d o r n o t c o n s i d e r e d

w h e n c o p y i n g , sharing, o r o t h e r w i s e using copyrighted

plagiaristic are s h o w n in E x h i b i t 1 - 2 0 .

E x h i b i t 1-20 Examples of what is and what is not plagiarism

Not plagiarism

Plagiarism A student including a few sentences or a few paragraphs

A student including a few sentences or a few paragraphs

written by another author in his term paper without crediting

written by another author in his term paper, either indenting

the original author.

the quotation or placing it inside quotation marks, and crediting the original author with a citation in the text or with a footnote or endnote.

A newspaper reporter changing a few words in a sentence or

A newspaper reporter paraphrasing a few sentences or para-

paragraph written by another author and including the revised

graphs written by another author without changing the meaning

text in an article without crediting the original author.

of the text, including the revised text in an article, and crediting the original author with a proper citation.

A student copying and pasting information from various online

A student copying and pasting information from various online

documents to create her research paper without crediting the

documents and using those quotes in her research paper either indented or enclosed in quotation marks with the proper

original authors.

P ^ is

citations for each author.

A teacher sharing a poem with a class, leading the class to

A teacher sharing a poem with a class, clearly identifying the poet.

believe the poem was his original work.

Chapter

I : Introduction

to

Computers

and

the

Internet

Ethics T h e t e r m ethics refers t o s t a n d a r d s o f m o r a l c o n d u c t .

w h e t h e r t o u p l o a d a p h o t o of y o u r f r i e n d t o Facebook

For e x a m p l e , t e l l i n g t h e t r u t h is a m a t t e r o f ethics. A n

w i t h o u t asking permission, or w h e t h e r t o post a rumor o n

u n e t h i c a l act is n o t a l w a y s i l l e g a l , b u t a n illegal a c t is

a campus gossip site. E m p l o y e e s m a y n e e d t o d e c i d e w h e t h e r t o print

usually v i e w e d as u n e t h i c a l by m o s t p e o p l e . For e x a m lying t o a f r i e n d is u n e t h i c a l b u t usually

t h e i r b i r t h d a y party invitations o n t h e o f f i c e color printer,

n o t i l l e g a l ; w h e r e a s p e r j u r i n g o n e s e l f in a c o u r t r o o m as

w h e t h e r t o correct t h e boss f o r g i v i n g t h e m credit f o r

a w i t n e s s is b o t h illegal a n d u n e t h i c a l .

a n o t h e r e m p l o y e e ' s idea, or w h e t h e r t o sneak a look a t

ple, purposely

Ethical beliefs c a n v a r y w i d e l y f r o m o n e i n d i v i d u a l

i n f o r m a t i o n t h a t t h e y c a n access b u t h a v e n o legitimate

t o a n o t h e r . E t h i c a l b e l i e f s m a y also v a r y b a s e d o n r e -

reason t o v i e w . IT e m p l o y e e s , in particular,

ligion, country, race, o r c u l t u r e . In a d d i t i o n , d i f f e r e n t

o f t e n f a c e this latter ethical d i l e m m a b e -

ethical standards can apply t o different areas of one's

cause t h e y typically h a v e b o t h access a n d

life. For e x a m p l e , p e r s o n a l ethics g u i d e a n individual's

t h e technical ability t o retrieve a w i d e

personal b e h a v i o r a n d business ethics g u i d e a n i n d i v i d -

variety o f personal a n d professional i n -

ual's w o r k p l a c e b e h a v i o r .

f o r m a t i o n a b o u t o t h e r e m p l o y e e s , such

Ethics w i t h respect t o t h e use of c o m p u t e r s a r e r e f e r r e d t o as c o m p u t e r ethics. C o m p u t e r ethics h a v e t a k e n

as t h e i r salary i n f o r m a t i o n , W e b s u r f i n g history, a n d personal e m a i l . Businesses also d e a l w i t h a v a r i e t y

o n m o r e significance in r e c e n t years because t h e prolife r a t i o n o f c o m p u t e r s in t h e h o m e a n d t h e w o r k p l a c e p r o -

of

vides m o r e o p p o r t u n i t i e s f o r unethical acts t h a n in t h e

normal

past. T h e I n t e r n e t also m a k e s it easy t o distribute infor-

determining

m a t i o n such as c o m p u t e r viruses, s p a m , a n d s p y w a r e t h a t

ers o n w h i c h a p a r t i c u l a r s o f t w a r e

m a n y p e o p l e w o u l d v i e w as u n e t h i c a l , as w e l l as t o dis-

program should be installed, t o

t r i b u t e copies of s o f t w a r e , movies, music, a n d o t h e r d i g i -

identifying

t a l c o n t e n t in a n illegal a n d , t h e r e f o r e , unethical manner.

employee

W h e t h e r a t h o m e , a t w o r k , o r a t school, ethical is-

ethical

issues in t h e c o u r s e o f

business how

activities—from many

comput-

h o w customer a n d information

be used, t o deciding

should business

sues crop up every day. For e x a m p l e , y o u m a y n e e d t o

practices. B u s i n e s s e t h i c s a r e

m a k e ethical decisions such as w h e t h e r t o accept a rela-

t h e standards of conduct that

tive's offer of a f r e e copy o f a d o w n l o a d e d song or movie,

g u i d e a business's policies, d e c i -

w h e t h e r t o h a v e a f r i e n d h e l p y o u t a k e a n online e x a m ,

sions, a n d a c t i o n s .

W i t h the widespread availability o f online articles

c a n usually tell when a p a p e r is c r e a t e d in this manner.

and fee-based online term p a p e r services, s o m e students

T h e r e are also online sources i n s t r u c t o r s can use to test

might be tempted t o create their papers by copying and

the originality o f student p a p e r s . M o s t colleges and uni-

pasting excerpts o f online c o n t e n t into their d o c u m e n t s

versities have strict c o n s e q u e n c e s f o r plagiarism, such

t o pass o f f as their original w o r k . B u t these students

as a u t o m a t i c a l l y failing the a s s i g n m e n t or course, or be-

should realize that this is p l a g i a r i s m , and

ing expelled f r o m the institution. As Internet-based pla-

instructors

giarism c o n t i n u e s t o e x p a n d t o y o u n g e r and younger students, m a n y middle s c h o o l s a n d high schools are de-

e t h i c s Overall standards of moral conduct.

veloping strict plagiarism policies as well.

c o m p u t e r e t h i c s Standards of moral conduct as they relate to computer use. b u s i n e s s e t h i c s Standards of moral conduct that guide a business's

Computers and Health

policies, decisions, and actions.

C o m m o n physical c o n d i t i o n s caused by c o m p u t e r use

r e p e t i t i v e stress i n j u r y (RSI) A type of injury, such as carpal

include eyestrain, blurred vision, fatigue,

tunnel syndrome, that is caused by performing the same physical

b a c k a c h e s , and wrist and finger pain. S o m e c o n d i t i o n s

movements over and over again.

are classified as r e p e t i t i v e stress i n j u r i e s ( R S I s ) , in which

headaches,

h a n d , wrist, shoulder, o r neck pain is c a u s e d by per-

Chapter

I : Introduction

to

Computers

and

the

Internet

Repetitive stress as well as other injuries related to the work environment are estimated to account for one-third of all serious workplace injuries.

gram. H a r d w a r e that is E N E R G Y

exceeds the m i n i m u m federal s t a n d a r d s for reduced energy c o n s u m p t i o n and can display the STAR

label. Eco-labels—environmental

The

high

cost

in

data

usage

center

has

made

puters key c o n c e r n s

mouse

businesses and

use has been associated with R S I s , although RSIs can

ENERGY STAR

• •

UNITED STATES EUROPEAN UNION

for

individu-

als. A recent EPA study

be caused by non-computer-related activities as well.

showed that servers and

movements

m a d e w h e n using a keyboard is c a r p a l t u n n e l s y n d r o m e ( C T S ) — a painful and crippling condition affecting the

data

centers

than

1.5

use

percent

more of

KOREA

BRAZIL

all

electricity generated in the U.S.,

hands and wrists. C T S occurs when the nerve in the tunnel

and

heat generation by c o m -

f o r m i n g the same physical m o v e m e n t s over and over

carpal

of

electricity and the recent

power consumption

finger

• * •

other countries as well.

increase

O n e R S I related to the repetitive

ENERGY

performance

c e r t i f i c a t i o n s — a r e used in

energy

again. F o r instance, extensive k e y b o a r d and

STAR-compliant

and that n u m b e r is expected t o

located on the underside o f the wrist is

GERMANY

double in the n e x t five years. T h e

c o m p r e s s e d . An R S I associated with typing on the tiny

average U.S. household spends

k e y b o a r d s and thumbpads c o m m o n l y found on mobile

an estimated $ 1 0 0 per year powering devices t h a t are

phones a n d m o b i l e devices is D e Q u e r v a i n ' s t e n d o n i t i s —

turned o f f o r in standby m o d e . Devices like c o m p u t -

a c o n d i t i o n in which the tendons on the t h u m b side o f

ers, h o m e electronics, and appliances t h a t d r a w p o w e r

the wrists are swollen and irritated. C o m p u t e r vision

when they are turned off are s o m e t i m e s called energy

s y n d r o m e ( C V S ) is a collection o f eye and vision p r o b -

vampires. Although computers have b e c o m e m o r e en-

lems, including eyestrain or eye fatigue, dry eyes, burn-

ergy efficient, they can still d r a w quite a bit o f p o w e r in

ing eyes, light sensitivity, and blurred vision. Extensive

standby and sleep m o d e s — p a r t i c u l a r l y w i t h

c o m p u t e r use c a n also lead to headaches and pain in the

a screen saver enabled.

shoulders, n e c k , o r b a c k . S o m e recent physical health c o n c e r n s center on heat. F o r i n s t a n c e , one study measured the peak temper-

b save on vampire power costs, unplug your devices whenenv* are not using them

ature on the underside of a typical n o t e b o o k c o m p u t e r at over 1 3 9 ° Fahrenheit. Consequently, m a n y portable c o m p u t e r m a n u f a c t u r e r s n o w w a r n against letting any part o f the c o m p u t e r touch your body, and a variety o f n o t e b o o k c o o l i n g stands are available t o place between the c o m p u t e r and your lap for those o c c a s i o n s when a better w o r k surface is not available.

c a r p a l t u n n e l s y n d r o m e (CTS) A painful and crippling

Environmental Concerns

condition affecting the hands and wrists that can be caused by computer use.

T h e increasing use o f c o m p u t e r s in our society has cre-

D e Q u e r v a i n ' s t e n d o n i t i s A condition in which the tendons on the

ated a variety o f environmental c o n c e r n s . T h e term

thumb side of the wrist are swollen and irritated.

g r e e n c o m p u t i n g refers to the use o f c o m p u t e r s in an environmentally

friendly

manner.

Minimizing

the

g r e e n c o m p u t i n g The use of computers in an environmentally friendly manner.

use o f natural resources, such as energy and paper, is o n e aspect o f green computing. T o encourage the de-

eco-label A certification, usually issued by a government agency,

velopment o f energy-saving devices, the U.S. D e p a r t ment

o f Energy

Agency

and the E n v i r o n m e n t a l

(EPA) developed the E N E R G Y

that identifies a device as meeting minimal environmental performance

Protection STAR

specifications.

pro-

Chapter

I : Introduction

to

Computers

and

the

Internet

O N THE JOB

Workspace Design E r g o n o m i c s is t h e science of f i t t i n g a w o r k e n v i r o n m e n t

chair h e i g h t has b e e n set. T h e m o n i t o r settings should b e

t o t h e p e o p l e w h o w o r k t h e r e . W i t h respect t o c o m p u t e r

a d j u s t e d t o m a k e t h e screen brightness m a t c h t h e bright-

use, it involves d e s i g n i n g a s a f e a n d e f f e c t i v e w o r k s p a c e ,

ness of t h e r o o m a n d t o h a v e a h i g h a m o u n t of contrast;

w h i c h includes p r o p e r l y a d j u s t i n g f u r n i t u r e a n d h a r d w a r e

t h e screen should also b e periodically w i p e d clean of dust.

a n d using e r g o n o m i c h a r d w a r e w h e n n e e d e d . A p r o p e r

S o m e setups a l l o w t h e user t o raise t h e w o r k s p a c e in o r -

w o r k e n v i r o n m e n t — u s e d in c o n j u n c t i o n w i t h g o o d user

der to w o r k while standing, w h e n desired.

habits a n d p r o c e d u r e s — c a n p r e v e n t m a n y physical p r o b -

A n o t e b o o k s t a n d c a n also b e u s e d t o c o n n e c t p e -

lems c a u s e d by c o m p u t e r use. P r o p e r p l a c e m e n t a n d a d -

r i p h e r a l devices t o a p o r t a b l e c o m p u t e r , b u t is d e s i g n e d

j u s t m e n t of f u r n i t u r e is a g o o d p l a c e t o start w h e n e v a l u -

p r i m a r i l y t o e l e v a t e t h e display s c r e e n o f a n o t e b o o k or

a t i n g a w o r k s p a c e f r o m a n e r g o n o m i c perspective.

tablet computer to t h e proper height.

T h e desk s h o u l d b e p l a c e d w h e r e t h e sun a n d o t h e r

In a d d i t i o n t o w o r k s p a c e d e v i c e s , a v a r i e t y of e r g o -

sources of light c a n n o t shine directly o n t o t h e screen or

n o m i c h a r d w a r e c a n b e used t o h e l p users a v o i d or a l -

into t h e user's eyes. T h e m o n i t o r s h o u l d b e placed directly

l e v i a t e physical p r o b l e m s associated w i t h c o m p u t e r use.

in f r o n t of t h e user a b o u t a n arm's l e n g t h a w a y , a n d t h e

These include:

t o p of t h e screen s h o u l d b e n o m o r e t h a n 3 inches a b o v e t h e user's eyes o n c e t h e user's chair is a d j u s t e d . T h e desk chair should b e a d j u s t e d so t h a t t h e k e y b o a r d is a t , or slightly b e l o w , t h e h e i g h t a t w h i c h t h e user's f o r e a r m s a r e

• E r g o n o m i c k e y b o a r d s d e s i g n e d t o lessen t h e strain o n t h e hands a n d wrist. • Trackballs t h a t a r e essentially u p s i d e - d o w n mice t h a t c a n b e m o r e c o m f o r t a b l e t o use t h a n a m o u s e .

horizontal t o t h e f l o o r ( t h e r e a r e also special e r g o n o m i c chairs t h a t c a n b e used). A f o o t r e s t should b e used, if n e e d e d , t o k e e p t h e user's f e e t f l a t o n t h e f l o o r a f t e r t h e

• D o c u m e n t holders t o a l l o w t h e user t o see b o t h t h e d o c u m e n t a n d t h e m o n i t o r w i t h o u t t u r n i n g his or her h e a d . • A n t i g l a r e screens t h a t c o v e r t h e m o n i t o r

TILT-AND-SWIVEL MONITOR Adjusts for a comfortable viewing angle; top of screen should be no higher than 3 inches above the Y^-—I user's eyes.

DOCUMENT HOLDER Keeps documents close to the monitor so the user does not have to turn his or her head.

PROPER USER POSITION Sit straight with shoulders back, about 24 inches away from the monitor; keep forearms, wrists, and hands straight; keep forearms and / thighs parallel to the floor.

a n d lessen g l a r e a n d r e s u l t i n g eyestrain. • Keyboard drawers that

lower the

key-

b o a r d a n d e n a b l e t h e user t o k e e p his or her f o r e a r m s p a r a l l e l t o t h e floor. • Wrist

supports t o

keep

wrists

straight

w h i l e using t h e m o u s e or k e y b o a r d a n d t o support t h e wrists a n d forearms w h e n n o t using t h o s e d e v i c e s .

ADJUSTABLE TABLE/DESK Optimal height is between 25 and 29 inches tall. Keyboard and mouse should be at or just below elbow heightuse a keyboard drawer if needed.

'

ADJUSTABLE CHAIR .Height is adjustable and has support for the lower back.

gloves

designed

to

prevent

a n d relieve RSIs by s u p p o r t i n g t h e w r i s t a n d t h u m b w h i l e a l l o w i n g t h e full use of hands. T h e s e devices c a n h e l p users t o a v o i d a n d reduce discomfort w h i l e w o r k i n g on a computer. In a d d i t i o n , c o m p u t e r users should t a k e f r e q u e n t b r e a k s in t y p i n g , use g o o d p o s t u r e , stretch f r o m t i m e t o t i m e , a n d p e riodically refocus t h e i r e y e s o n a d i s t a n t o b ject f o r a m i n u t e or so.

e r g o n o m i c s The science of fitting a work environment to the people who work there.

Chapter

• Computer

1:

Introduction

to

Computers

and

the

Internet

T h e estimated number of pages generated by computer printers worldwide is almost one-half billion a year—an amount that would stack more than 2 5 , 0 0 0 miles high, 'fflflwffi1//

In addition t o m o r e energy-efficient h a r d w a r e , alternate p o w e r sources are being developed for greener c o m p u t i n g . F o r instance, solar p o w e r is a growing alternative for powering electronic devices, including c o m p u t e r s and mobile phones. W i t h solar power, solar panels converts sunlight into electricity, which is then stored in a battery. Improvements in solar technology are m a k i n g its use increasingly m o r e feasible and economical. A n o t h e r environmental c o n c e r n is the a m o u n t o f

' / / / / / / / / / / / /

t r a s h — a n d sometimes t o x i c t r a s h — g e n e r a t e d by c o m puter use. M o s t obvious is the extensive use of paper

up in landfills and in countries such as C h i n a , India,

for printing. In addition to paper-based trash, c o m -

and Nigeria that have lower recycling c o s t s , c h e a p e r

puting refuse includes used toner cartridges, obsolete

labor, and m o r e l a x environmental s t a n d a r d s t h a n the

or b r o k e n h a r d w a r e , and discarded C D s , D V D s , and

United States. M u c h of

other storage media. M u c h o f this e-trash (also called

the e-trash exported to

e-waste) ends up in landfills. Compounding

the

problem

of

the

amount

these countries is simply

of

dumped into fields and

e-trash generated is that computers, mobile phones, and

other informal dumping

related h a r d w a r e contain a variety o f t o x i c and hazard-

areas. U n a w a r e

ous materials. F o r instance, the average C R T m o n i t o r

of

the

potential danger o f these

alone c o n t a i n s a b o u t eight pounds o f lead, and a desk-

components,

top c o m p u t e r m a y contain up to 7 0 0 different chemi-

rural

vil-

lagers often sort through

cal elements and c o m p o u n d s , m a n y o f which (such as

and dismantle discarded

arsenic, lead, mercury, and c a d m i u m ) are hazardous

electronics

and expensive t o dispose of properly.

parts

look-

ing for precious metals

A g l o b a l c o n c e r n regarding e-trash is where it all

and

eventually ends up. According to m o s t estimates, at

other

sources

of

revenue—potentially en-

least 7 0 % o f all discarded c o m p u t e r equipment ends

dangering their health as well as polluting nearby rivers, p o n d s , and other water

Going Green

sources.

pounding

the

Com-

problem,

In a d d i t i o n t o b e i n g m o r e e n e r g y e f f i c i e n t , c o m -

the remaining waste is

p u t e r s t o d a y a r e b e i n g built t o r u n q u i e t e r a n d

often burned, generating huge c l o u d s o f potentially

cooler, a n d t h e y a r e using m o r e r e c y c l a b l e h a r d -

toxic smoke.

w a r e and packaging. Many computer turers of

are

also

reducing

toxic chemicals such mercury,

and

lead,

manufac-

Recycling computer equipment is difficult because

amount

of the materials being used. However, proper disposal

as c a d m i u m ,

is essential to avoid pollution and health hazards. Some

the

being

used

in

recycling centers will accept c o m p u t e r equipment, but

United

many charge a fee for this service. M a n y c o m p u t e r m a n -

manufacturers

ufacturers have recycling programs that will accept o b -

are beginning to produce more

solete or broken computer equipment from consumers.

environmentally friendly c o m -

Expired toner cartridges and ink cartridges can some-

p o n e n t s , such as system units

times be returned to the manufacturer or exchanged

m a d e f r o m r e c y c l a b l e plastic, n o n -

when ordering new cartridges; the cartridges are then

toxic f l a m e - r e t a r d a n t c o a t i n g s , a n d lead-

refilled and resold. Cartridges that c a n n o t be refilled can

p e r s o n a l c o m p u t e r s . In t h e States,

free

solder

on

the

computer

motherboard.

Recycling

p r o g r a m s t o reuse a n d s a l v a g e c o m p o n e n t s a r e

e-trash Electronic trash or waste, such as discarded computer

becoming more available.

components.

Chapter

1 : Introduction

to

Computers

and

the

Internet

ompletely remove data stored on computing equipment before disposal so someone else cannot recover it from that devi

1 3 . Describe the three most c o m m o n types of Internet addresses. 1 4 . W h a t are the three parts o f an email address? 1 5 . W h a t are intellectual property rights? 1 6 . Define computer

ethics.

1 7 . W h y are repetitive stress injuries associated with computer use? be sent to a recycling facility. In addition to helping to re-

1 8 . H o w does ergonomics relate to c o m p u t e r use?

duce e-trash in landfills, using refilled or recycled printer cartridges saves the consumer money because they are less expensive than new cartridges. Other

computer

components—such as C D s , D V D s , U S B flash drives, and |

Practice It

hard drives—can also be recycled through some organizations, such as GreenDisk, that reuse salvageable items

Practice It 1-1

and recycle the rest.

A c o m p u t e r along with the Internet and World Wide

In lieu o f recycling, older equipment that is still functioning can be used for alternate purposes, such as

W e b are handy tools that you c a n use t o research topics

for a child's computer, a personal W e b server, or a D V R .

covered in this b o o k , complete projects, and perform

O r it can be donated to schools and nonprofit groups.

the online activities available at the book's Web site

Some organizations accept and repair donated equip-

that are designed to enhance y o u r learning and under-

ment and then distribute it to disadvantaged groups or

standing of the content covered in this b o o k . Use an

other individuals in need o f the hardware.

Internet-enabled c o m p u t e r t o access the C M P T R W e b site located at login.cengagebrain.com. 1.

W h a t types o f information and activities are available on the C M P T R W e b site?

Quiz Yourself

2.

Select an activity and use y o u r mouse to click its link, and then explore the activity. Repeat the

1.

Define

2.

W h a t are the four primary operations o f a

computer.

process to explore at least t w o m o r e activities. 3.

computer? 3.

in enhancing your learning experience.

Describe the difference between data and

4.

information. 4.

Evaluate your experience using the C M P T R Web site.

W h a t is the difference between hardware and

5.

software?

Prepare a one-page s u m m a r y that answers these questions, and then submit it to your instructor.

5.

Explain cloud

6.

List the six general types o f computers.

7.

W h a t is the difference between a desktop c o m -

computing.

Practice It 1-2 A great deal of obsolete c o m p u t e r equipment eventually ends up in a landfill, even though there may be

puter and a portable c o m p u t e r ? 8.

Describe

9.

W h a t are supercomputers?

alternative actions that could be taken instead.

virtualization.

1.

a. a 10-year-old c o m p u t e r that is n o longer functioning

1 1 . W h a t is the largest and m o s t well-known c o m puter n e t w o r k in the world?

b. a four-year-old c o m p u t e r that still w o r k s , but is t o o slow to meet your needs

1 2 . Explain the difference between the Internet and the World W i d e W e b .

1 : Introduction

Research w h a t options are available to discard the following:

1 0 . W h a t is a n e t w o r k ?

'.hapter

Evaluate the usefulness o f the available resources

c. a used-up toner cartridge for a laser printer

to

Computers

and

the

Internet

2.

3.

W h i c h local schools and charitable organizations,

right from the beginning. O t h e r s , such as using an ergo-

if any, w o u l d accept any of these items?

n o m i c k e y b o a r d or a wrist rest, m a y t a k e a little getting used t o .

C h e c k with at least one c o m p u t e r manufacturer and one recycling c o m p a n y to see if they would

4.

1.

e q u i p m e n t — s u c h as adjustable office c h a i r s , desks

dure a n d c o s t be?

with k e y b o a r d drawers, e r g o n o m i c k e y b o a r d s , o r

C h e c k with at least one vendor selling refilled toner

n o t e b o o k s t a n d s — o n display t h a t y o u c a n try o u t .

cartridges t o see if it buys old cartridges or requires

2.

a trade-in with an order. If the vendor purchases

Test each piece, adjusting it as needed, a n d evaluate h o w c o m f o r t a b l e it seems.

old cartridges, h o w much will it pay per cartridge? 5.

G o to a local store that has s o m e e r g o n o m i c

accept the computers. If so, w h a t would the proce-

3.

Evaluate your usual c o m p u t e r w o r k s p a c e . Are

Prepare a one-page summary that describes your

there any adjustments you should m a k e ? Is there

findings,

any new equipment you w o u l d need t o acquire t o

answers these questions, and presents

your r e c o m m e n d a t i o n s , and then submit it to your

m a k e your w o r k s p a c e setup m o r e c o m f o r t a b l e ?

instructor.

Create a list o f any changes you c o u l d m a k e for free, as well as a list of items you w o u l d need to purchase and the estimated c o s t . W h i c h changes and items do you think w o u l d m o s t increase your

On Your Own

comfort? Prepare a one-page s u m m a r y t h a t describes your

On Your Own 1-1

findings and answers these q u e s t i o n s , a n d then

Some aspects o f an ergonomic w o r k s p a c e , such as a

submit it to your instructor.

c o m f o r t a b l e chair and nonglaring light, may feel good

ADDITIONAL STUDYTOOLS

Chapter 7 IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study tear-out Chapter Review Card

^

Take practice quiz to prepare for tests

^

Review key term flash cards (online, printable, and audio)

}• Play "Beat the Clock" and "Memory" to quiz yourself ^

Watch the videos "Searching the Web on Your iPhone" and "Climate Savers Computing Initiative"

Chapter

1 : Introduction

to

Computers

and

the

Internet

Rfl

Computer Hardware

Learning Objectives

Introduction

After studying the material in this chapter, you will be able to:

W h e n most people think o f c o m p u t e r s , images o f h a r d w a r e usually

L O 2 .1 Understand how data is represented to a computer

fill their minds. H a r d w a r e includes the system unit, k e y b o a r d , m o u s e , monitor, and all the o t h e r pieces o f equipment that m a k e up a c o m puter system. T h i s c h a p t e r describes the hardware located inside the system unit, which is the m a i n b o x o f the c o m p u t e r and where m o s t o f the w o r k o f a c o m p u t e r is p e r f o r m e d . It discusses the different types o f devices t h a t c a n be used for data storage. It also covers the wide variety o f h a r d w a r e t h a t can be used for input and output. Keep in mind that h a r d w a r e needs instructions from software in order to function. H a r d w a r e w i t h o u t s o f t w a r e is like a car w i t h o u t a driver o r a canvas and p a i n t b r u s h w i t h o u t an artist. S o f t w a r e is discussed in

L O 2 . 2 Identify the parts inside the system unit LO2.3

Explain how the CPU works

L 0 2 . Z L Describe different types of storage systems Identify and describe common input devices

L O 2 . 6 Identify and describe common output devices

the n e x t chapter.

i .02., Digital Data Representation

V:

irtually all c o m p u t e r s t o d a y are digital c o m p u t e r s . M o s t digital c o m p u t e r s are binary

computers, which c a n understand only two states, represented by the digits 0 and 1 , and usually thought o f as off and on. C o n s e -

Exhibit 2-1 Ways of representing 0 and 1

quently, all data processed by a binary c o m puter must be in binary f o r m . T h e Os and I s used t o represent data can be represented

Open = 0 (off)

in a variety of ways, such as with an open o r closed circuit, the absence or presence of

Closed = 1 (on)

electronic

current,

different types o f

two

magnetic

alignment on a storage m e -

CIRCUIT

dium, and so on, as shown in Exhibit 2 - 1 .

Chapter

2:

Computer

Hardware

/

Hardware surrounds us in all areas of our lives— from computers and cellphones to cameras, digital music/media players, and gaming devices to barcode readers, ATMs, and toll booths.

R e g a r d l e s s o f their physical r e p r e s e n t a t i o n s , these Os a n d I s are c o m m o n l y referred t o as bits, a c o m p u t i n g term derived f r o m the phrase digits.

binary

A b i t is the smallest unit o f data that a binary c o m p u t e r c a n recognize.

T h e input y o u enter via a k e y b o a r d , the s o f t w a r e p r o g r a m y o u use t o play y o u r m u s i c c o l l e c t i o n , the term paper stored o n y o u r computer, and t h e digital p h o t o s located on your m o b i l e p h o n e are all just g r o u p s o f bits. A bit by itself typically represents only a f r a c t i o n o f a piece o f d a t a . Eight bits g r o u p e d t o g e t h e r

bit The smallest unit of data that a binary computer can recognize.

are collectively referred t o as a b y t e . A n a m e d c o l l e c t i o n

b y t e Eight bits grouped together.

o f bytes t h a t represent s o m e t h i n g such as a written d o c u -

file A named collection of bytes that represent

m e n t , a c o m p u t e r p r o g r a m , a digital p h o t o , a s o n g , o r virtually a n y o t h e r type o f data is called a file. Because

virtually any type of data.

Chapter

2:

Computer

Hardware

The computer translates ata into binary os and [s, rocesses it, and then transl it back to output the results ii form we can understand

LO22

Inside the System Unit

T

he s y s t e m unit is the m a i n case o f a computer. It

houses the processing h a r d w a r e for that c o m -

puter, as well as a few other devices, such as storage devices, the power supply, and cooling fans. T h e system unit for a desktop c o m p u t e r is often a rectangular b o x , although other shapes and sizes are available. T h e

the numbers o f bytes needed t o represent a file c a n

inside o f a system unit for a typical desktop computer

be in the thousands o r millions o f bytes, prefixes are

system is shown in E x h i b i t 2 - 2 .

c o m m o n l y used with the t e r m byte

to represent larger

a m o u n t s of data.

The Motherboard A circuit b o a r d is a thin b o a r d c o n t a i n i n g c o m p u t e r chips

A Bit about Bytes

and

other

electronic

components.

Computer

c h i p s are very small pieces o f silicon o r other semicon-

T h e f o l l o w i n g t e r m s s h o w h o w prefixes a r e c o m -

ducting material that c o n t a i n integrated circuits ( I C s ) ,

b i n e d w i t h t h e t e r m byte

which are collections o f e l e c t r o n i c circuits containing

t o describe d a t a t h a t is

m i c r o s c o p i c p a t h w a y s a l o n g w h i c h electrical current

large t h a n a byte: ^

1 k i l o b y t e ( K B ) is e q u a l t o 1,024 bytes, b u t is usually t h o u g h t o f as a p p r o x i m a t e l y

1,000

bytes. 1 m e g a b y t e ( M B ) is a b o u t 1 million bytes.

^

1 g i g a b y t e ( G B ) is a b o u t 1 billion bytes.

^

1 t e r a b y t e ( T B ) is a b o u t 1 trillion bytes.

^

1 p e t a b y t e ( P B ) is a b o u t 1,000

^

7 0

bytes).

(2

All devices used with a c o m p u t e r need to be c o n nected via a wired or wireless c o n n e c t i o n to the m o t h e r b o a r d . Typically, e x t e r n a l devices such as m o n i t o r s , k e y b o a r d s , m i c e , and printers c o n n e c t to the motherb o a r d by plugging into a p o r t . A p o r t is a special c o n n e c t o r accessible through the e x t e r i o r o f the system device. T h e port is either built i n t o the m o t h e r b o a r d or created with an e x p a n s i o n c a r d inserted into an

exabytes

bytes).

1 y o t t a b y t e ( Y B ) is a b o u t 1,000 8 0

main circuit b o a r d inside the system unit is called the

unit case that is used to c o n n e c t an external h a r d w a r e petabytes

1 z e t t a b y t e ( Z B ) is a b o u t 1,000 (2

^

6 0

terabytes

bytes).

1 e x a b y t e ( E B ) is a b o u t 1,000 (2

^

5 0

trolling the flow o f electrons a l o n g the pathways. T h e motherboard.

^

(2

c a n travel, and transistors, w h i c h are switches c o n -

zettabytes

bytes).

e x p a n s i o n slot on the m o t h e r b o a r d . Wireless external devices typically use a transceiver that plugs into a p o r t on the c o m p u t e r t o t r a n s m i t data between the wireless device and the m o t h e r b o a r d or they use wireless n e t w o r k i n g technology, such as Bluetooth, built into the m o t h e r b o a r d .

s y s t e m u n i t The main case of a computer. circuit b o a r d A thin board containing computer chips and other electronic components. c o m p u t e r c h i p A very small piece of silicon or other semiconducting material that contains integrated circuits (ICs) and transistors. m o t h e r b o a r d The main circuit board inside the system unit. p o r t A connector on the exterior of the system unit case that is used to connect an external hardware device.

Chapter

2:

Computer

The system unit for portable computers and mobile devices is usually combined with the screen to form a single piece of hardware.

Hardware

A\\\\\\\\\\

E x h i b i t 2-2

Inside a typical system unit CPU Performs the calculations and does the comparisons needed for processing, as well as controls the other parts of the computer system.

EXPANSION CARD

Connects peripheral devices or adds new capabilities to a computer.

POWER SUPPLY Converts standard electrical power into a form the computer can use.

FAN Cools the CPU.

HARD DRIVE Stores data and programs; the principal storage device for most computers. DRIVE B A Y S Hold storage devices, such as the DVD and hard drives shown here.

EXPANSION SLOTS Connect expansion cards to the mother board to add addi tional capabilities.

DVD DRIVE Accesses data stored on CDs or DVDs.

MOTHERBOARD Connects all compo nents of the computer system; the computer's main circuit board. M E M O R Y (RAM) MODULES Store data temporarily while you are working with it.

FLASH MEMORY CARD READER Accesses data stored on flash memory cards. U S B PORTS Connect USB devices to the computer.

M E M O R Y SLOTS Connect memory modules to the motherboard.

The Power Supply T h e p o w e r supply inside a d e s k t o p c o m p u t e r c o n n e c t s t o the m o t h e r b o a r d t o deliver electricity t o the c o m puter. P o r t a b l e c o m p u t e r s a l m o s t always c o n t a i n a rec h a r g e a b l e b a t t e r y p a c k to p o w e r the c o m p u t e r w h e n it is n o t c o n n e c t e d t o a p o w e r outlet, as well as an exter-

being generated worldwide from discarded mobile phones and other electronics.

nal p o w e r supply adapter t h a t c o n n e c t s the c o m p u t e r t o a p o w e r o u t l e t t o recharge the battery w h e n needed.

Nonremovable Batteries O n e issue w i t h n e w e r portable computers a n d m o -

The CPU T h e c e n t r a l p r o c e s s i n g u n i t ( C P U o r p r o c e s s o r ) is a c o m puter chip t h a t p e r f o r m s the c a l c u l a t i o n s a n d c o m p a r i sons needed for processing; it a l s o c o n t r o l s the c o m p u t er's o p e r a t i o n s . T h e C P U is the m a i n p r o c e s s i n g device

bile devices is t h e g r o w i n g use of n o n r e m o v a b l e b a t -

f o r a c o m p u t e r and is often c o n s i d e r e d the " b r a i n " o f

teries. These batteries m a k e t h e devices lighter a n d

the c o m p u t e r . T h e C P U consists o f a variety o f c i r c u i t r y

a r e supposed t o last f o r t h e typical life of t h e device.

and c o m p o n e n t s t h a t are p a c k a g e d t o g e t h e r a n d

are

However, t h e y a r e m o r e difficult a n d expensive t o r e place if t h e y fail. A n d , o f t e n it is not w o r t h t h e t r o u b l e a n d expense t o replace t h e m in mobile devices such as mobile

phones a n d

portable digital media players.

c e n t r a l p r o c e s s i n g u n i t ( C P U or p r o c e s s o r ) The chip located on the motherboard of a computer that performs the processing for a computer.

Chapter

2:

Computer

Hardware

connected directly to the m o t h e r b o a r d . M o s t personal computers today use C P U s m a n u f a c t u r e d by Intel or Advanced M i c r o Devices ( A M D ) . S o m e examples o f their processors are s h o w n in E x h i b i t 2 - 3 .

E x h i b i t 2-3

Examples of CPUs

1% O 5

M a n y CPUs today are

IS €

multi-core

E

9 3

CPUs;

that

is,

C P U s that contain the processing c o m p o n e n t s or cores of

multiple

independent

processors in a single C P U . For

Shared Level 3 cache memory

example,

C P U s c o n t a i n two cores and quad-core

DESKTOP PROCESSORS Typically have 2 to 4 cores and are designed for performance.

dual-core

SERVER AND WORKSTATION PROCESSORS Typically have at least 4 cores and are designed for very high performance.

CPUs

contain

four c o r e s . Multi-core CPUs a l l o w computers to w o r k simultaneously on more than one task at a time, such as burning a D V D while surfing the W e b , as well as t o w o r k faster within a single application if the software is

§ <S

© "I C

designed to take advantage o f multiple cores.

!/)

O

II


NETBOOK PROCESSORS NOTEBOOK PROCESSORS Typically have 2 to 4 cores and are designed Typically have 1 to 2 cores, are small in size, for performance and increased battery life. and are designed for extended battery life.

One

measurement

of

the processing speed of a C P U is the CPU clock s p e e d ,

which measures of the number o f instructions that can be processed per second. C l o c k speed is typically rated

is also called the :essor when talking about personal computers, and just the processor when speaking in general terms for any computer.

in megahertz ( M H z ) or gigahertz ( G H z ) . A higher C P U

Measuring Computer Speed A l t h o u g h C P U clock s p e e d is i m p o r t a n t t o c o m puter

performance,

other

factors

(such as

the

n u m b e r of cores, t h e a m o u n t o f R A M a n d c a c h e m e m o r y , t h e s p e e d o f e x t e r n a l s t o r a g e devices,

multi-core C P U A CPU that contains the processing

a n d t h e bus w i d t h a n d bus s p e e d ) g r e a t l y a f f e c t

components or cores of multiple independent processors in a

t h e o v e r a l l processing s p e e d of t h e c o m p u t e r . A s a

single CPU.

result, c o m p u t e r s t o d a y a r e b e g i n n i n g t o b e classi-

clock s p e e d A measurement of the number of instructions that

f i e d less by C P U clock s p e e d a n d m o r e by t h e c o m -

a CPU can process per second.

puter's o v e r a l l processing s p e e d o r p e r f o r m a n c e .

•

Cooling Components O n e b y p r o d u c t of p a c k i n g a n i n c r e a s i n g a m o u n t o f

of a l u m i n u m w i t h fins t h a t help t o dissipate h e a t ) , or

t e c h n o l o g y in a smaller s y s t e m u n i t is h e a t a n o n g o -

other m e t h o d s t o cool t h e CPU a n d system unit, i n c l u d -

ing p r o b l e m f o r C P U a n d c o m p u t e r manufacturers. B e -

i n g liquid-filled t u b e s t h a t d r a w h e a t a w a y f r o m p r o -

c a u s e h e a t c a n d a m a g e c o m p o n e n t s a n d c o o l e r chips

cessors. N o t e b o o k c o m p u t e r users c a n u s e a n o t e b o o k

c a n r u n faster, v i r t u a l l y all c o m p u t e r s t o d a y

employ

f a n s , h e a t sinks (small c o m p o n e n t s t y p i c a l l y m a d e o u t

c o o l i n g s t a n d if t h e built-in f a n is n o t s u f f i c i e n t t o c o o l t h e PC.

A built-in fan is powered by a USB cable on the bottom of the stand.

Fans on the back of the system unit

Fan on top of the CPU

Water cooling tubes

FANS AND WATER COOLING SYSTEMS These cooling methods and heat sinks are used with computers today to cool the inside of the computer.

clock speed m e a n s that more instructions can be pro-

NOTEBOOK COOLING STANDS These stands cool the underside of a notebook computer by allowing for better air circulation; some stands also include a fan.

t o m a k e r o o m for the new data o r instruction. T h i s al-

cessed per second than the same C P U with a lower C P U

lows the data and instructions that are m o s t likely still

clock speed.

needed to remain in cache memory.

A c o m p u t e r w o r d is the a m o u n t o f data (measured in bits or bytes) that a C P U can manipulate at one time. W h i l e C P U s just a few years ago used 3 2 - b i t words (referred t o as 3 2 - b i t processors), m o s t CPUs today are 6 4 - b i t processors (that is, they are capable o f using 6 4 - b i t w o r d s , in addition to 3 2 - b i t w o r d s ) . Usually, a larger w o r d size allows for faster processing, provided the software being used is written to take advantage o f

s for the earliest personal mputers ran at less than 11/; the fastest C P U s have today a clock speed of more than T

6 4 - b i t processing. C a c h e m e m o r y is a special g r o u p o f very fast m e m -

ory circuitry located on or close to the C P U that is used to speed up processing by storing the data and instructions that m a y be needed n e x t by the C P U in handy l o c a t i o n s . W h e n cache m e m o r y is full and the C P U calls for additional data or a new instruction, the system overwrites as much data in cache m e m o r y as needed

w o r d The amount of data (measured in bits or bytes) that a CPU can manipulate at one time. c a c h e m e m o r y A group of very fast memory circuitry located on or close to the CPU to speed up processing.

W W

Exhibit 2-4 RAM memory modules

Cache Memory Level Numbers Cache

m e m o r y level n u m b e r s i n d i c a t e t h e o r d e r in

w h i c h t h e v a r i o u s c a c h e s a r e accessed by t h e C P U

The memory module contains memory chips.

DESKTOP R A M

w h e n it r e q u i r e s n e w d a t a o r instructions. L e v e l 1 (L1) c a c h e ( w h i c h is t h e f a s t e s t t y p e of c a c h e b u t typically h o l d s less d a t a t h a n o t h e r levels o f c a c h e ) is c h e c k e d first, f o l l o w e d by L e v e l 2 (L2) c a c h e , f o l l o w e d by L e v e l 3 (L3) c a c h e if it exists. Typically, m o r e c a c h e m e m o r y results in f a s t e r processing. Most

multi-core

CPUs today

have

some

cache

m e m o r y (such as a n L1 a n d L2 c a c h e ) d e d i c a t e d

This part of the memory module is plugged into a memory slot on the motherboard.

NOTEBOOK RAM

t o e a c h c o r e . T h e y m i g h t also use a larger s h a r e d c a c h e m e m o r y (such as L3 c a c h e ) t h a t c a n b e a c cessed by a n y c o r e as n e e d e d .

R A M capacity is measured in bytes. T h e amount o f R A M that can be installed in a c o m p u t e r system depends on the C P U in that c o m p u t e r and the operating

Memory

system being used. F o r instance, while computers us-

In a computer, m e m o r y is chips located inside the sys-

ing 6 4 - b i t CPUs today can utilize a virtually unlimited

tem unit that the c o m p u t e r uses t o store data and in-

a m o u n t of R A M (older 3 2 - b i t C P U s can use up to only

structions while it is w o r k i n g with them. R A M ( r a n d o m

4 G B of R A M ) , a 6 4 - b i t operating system is needed in

access m e m o r y ) is used to store the essential parts of the

order to use more than 4 G B o f R A M . In addition, dif-

operating system while the c o m p u t e r is running, as well

ferent versions of a 6 4 - b i t operating system may sup-

as the programs and data that the c o m p u t e r is currently

port different amounts o f R A M . F o r instance, the 6 4 -

in reference to computers usu-

bit versions o f W i n d o w s Vista c a n use up to 8 G B , up

ally means R A M . Because R A M is volatile, its content

to 1 6 G B , or more than 1 2 8 G B o f R A M , depending on

is erased when the c o m p u t e r is shut off. D a t a in R A M is

the edition of W i n d o w s Vista being used. Consequently,

also deleted when it is n o longer needed, such as when

when adding R A M to a computer, it is important to

the program using that data is closed.

determine that the c o m p u t e r c a n support it. Having

using. T h e term memory

Like the C P U , R A M consists o f electronic circuits

more R A M allows m o r e applications to run at one time

etched o n t o chips. As s h o w n in E x h i b i t 2 - 4 , these chips

and the computer to respond m o r e quickly when a user

are arranged o n t o circuit b o a r d s called m e m o r y m o d -

switches from task to task.

ules, which, in turn, are plugged into the m o t h e r b o a r d .

It is also important to select the proper type and

M o s t personal c o m p u t e r s sold today have slots for two

speed of R A M when adding new memory. Most personal

to four m e m o r y m o d u l e s , and at least one slot will be

computers today use S D R A M

(synchronous dynamic

filled. F o r e x a m p l e , the m o t h e r b o a r d shown in Exhibit

R A M ) . S D R A M is commonly available in D D R (double-

2 - 2 has t w o m e m o r y modules installed and r o o m to

data rate), D D R 2 , and D D R 3 versions. D D R memory

add two more modules. If you w a n t to add more R A M

sends data twice as often as ordinary S D R A M to increase

to a computer and n o empty slots are available, you must replace at least one o f the existing memory modules with higher capacity modules.

m e m o r y Chips located inside the system unit used to store data and instructions while it is working with them. R A M ( r a n d o m access m e m o r y ) Memory used to store data and instructions while the computer is running.

Chapter

2:

Computer

Most personal computers sold today have at least i G B of RAM, and 2 to 8 G B of R A M is generally considered a norm amount for home computers

Hardware

\\\\\

For optimal performance, you should use the type and speed of R A M that was designed to work

witr^^^^^^^^^^^^^^^w

Flash m e m o r y consists o f n o n v o l a t i l e m e m o r y chips that can be used for storage by the c o m p u t e r or the user. Flash m e m o r y chips have begun t o replace R O M for storing system information. By storing this i n f o r m a tion in flash m e m o r y instead o f R O M , the B I O S inform a t i o n can be updated as needed. F o r i n s t a n c e ,

firm-

ware for personal computers and o t h e r devices, such

throughput, D D R 2 transmits twice as much data in the same time period as D D R , and D D R 3 is a b o u t twice as fast as the highestspeed D D R 2 memory available today. Each

Memory Addresses Regardless of t h e t y p e of R A M used, t h e C P U must b e a b l e t o f i n d d a t a

type o f S D R A M is typically available in a

a n d p r o g r a m s located in m e m o r y w h e n t h e y a r e n e e d e d . To accomplish

variety o f speeds (measured in M H z ) .

this, e a c h location in m e m o r y has a n address. Each address typically

perfor-

holds only o n e b y t e . W h e n t h e c o m p u t e r has finished using a p r o g r a m

mance, m e m o r y today typically uses a dual-

or set of d a t a , it frees u p t h a t m e m o r y space t o h o l d o t h e r p r o g r a m s

To

further

improve

memory

has

a n d d a t a . T h e r e f o r e , t h e c o n t e n t of each m e m o r y location c o n s t a n t l y

t w o paths that go to and from memory and

changes. This process c a n b e roughly c o m p a r e d w i t h t h e h a n d l i n g o f

so it can transfer twice as much data at one

t h e mailboxes in y o u r local post office: t h e n u m b e r o n e a c h P.O. box

channel

memory

architecture, which

time as single-channel memory architecture

( m e m o r y location) remains t h e same, but t h e mail ( d a t a ) s t o r e d inside

of the same speed. Tri-channel (three paths)

c h a n g e s as patrons r e m o v e t h e i r mail a n d as n e w mail arrives.

and

quad-channel

(four

paths)

memory

architecture are also beginning to be used for higher

performance. Multi-channel

RAM

Each location in memory has a unique address, just like mailboxes at the post office.

typically needs to be installed in matched sets, such as t w o 1 G B dual-channel memory modules instead of a single 2 G B dualchannel m e m o r y module. A register is high-speed memory built into the C P U that temporarily stores data during processing. Registers are used by the CPU to store data and intermediary results temporarily

during

processing.

Registers

are the fastest type of memory used by the C P U , even faster than Level 1 cache. Generally, m o r e registers and larger registers result in increased C P U performance. M o s t CPUs contain multiple registers that are used for specific purposes. ROM

(read-only memory)

consists

nonvolatile chips that permanently

of

store

data or p r o g r a m s . Like R A M , these chips are attached to the m o t h e r b o a r d inside the

Programs and blocks of data are almost always too big to fit in a single address. A directory keeps track of the first address used to store each program and data block, and the number of addresses each block spans.

system unit, and the data or programs are retrieved by the computer when they are needed. An i m p o r t a n t difference, however, is that you can neither write over the data or programs in R O M chips (which

r e g i s t e r High-speed memory built into the CPU. R O M (read-only m e m o r y ) Nonvolatile chips on the

is the reason R O M chips are called read-only), nor

motherboard that permanently store data or programs.

erase their content when you shut off the computer's

flash m e m o r y Nonvolatile memory chips that can be used for

power. R O M is used for storing permanent instructions

storage by the computer or the user.

used by a c o m p u t e r (referred to as

firmware).

Chapter

2:

Computer

Hardware

Cache memory and registers are olatile like R A M , which means that their content is erased when power to the memory ceases.

interface cards) are used to give desktop computers ad-

ditional capabilities, such as to connect the computer t o a network, to add a T V tuner to allow television shows to be watched and recorded on the computer, or to connect a monitor to the computer. M o s t desktop computers come with a few empty expansion slots so new expansion cards can be added as needed. Traditionally, PC Cards were used

v\\\\\\\\\\\\\\\\\\\\

for notebook expansion, but today most notebook and

as mobile phones and n e t w o r k i n g hardware, is n o w

netbook computers use the newer ExpressCard modules.

typically stored in flash m e m o r y that is embedded in

ExpressCard modules are inserted into the computer's

the device so the firmware c a n be updated over the life

ExpressCard slot; they can also be used with any desk-

of the product.

top computer that has an ExpressCard slot. Exhibit 2 - 5 shows a typical expansion card and ExpressCard module.

Flash Memory Uses Flash m e m o r y chips h a v e b e g u n t o r e p l a c e R O M f o r

Exhibit 2-5 Expansion card and ExpressCard module

s t o r i n g system i n f o r m a t i o n , such as a c o m p u t e r ' s

EXPANSION CARD This part of the card plugs into an empty PCI Express slot on the motherboard.

B I O S o r basic i n p u t / o u t p u t s y s t e m — t h e s e q u e n c e of instructions t h e c o m p u t e r f o l l o w s d u r i n g t h e b o o t process. F o r i n s t a n c e , o n e o f t h e c o m p u t e r ' s first activities w h e n y o u t u r n o n t h e p o w e r is t o p e r f o r m a p o w e r - o n self-test o r POST. T h e POST t a k e s a n i n v e n t o r y o f s y s t e m c o m p o n e n t s , checks each c o m p o n e n t f o r proper functioning, a n d initializes system settings, w h i c h p r o d u c e s t h e b e e p s y o u m a y h e a r as y o u r c o m p u t e r b o o t s . T r a d i t i o n ally, t h e instructions

f o r t h e POST

have

been

The port on this network interface card is accessible through the exterior of the system unit's case.

s t o r e d in R O M . B y s t o r i n g t h i s i n f o r m a t i o n in flash m e m o r y instead o f R O M , h o w e v e r , t h e B I O S i n f o r m a t i o n c a n b e u p d a t e d as n e e d e d .

Expansion Slots, Expansion Cards, and ExpressCard Modules Expansion slots are locations on the motherboard into

which expansion cards can be inserted to connect those cards to the motherboard. Expansion cards (also called

EXPRESSCARD MODULE This end of the card is inserted into an ExpressCard/34 slot. There is no external port because this is a wireless networking card.

Buses A bus is an electronic path over which data can travel. Buses are located within the C P U t o move data between C P U c o m p o n e n t s ; a variety o f buses are also etched o n t o the m o t h e r b o a r d t o tie the C P U t o memory and t o

B I O S (basic i n p u t / o u t p u t s y s t e m ) The sequence of instructions the computer follows during the boot process. expansion slot A location on the motherboard into which an expansion card is inserted to connect it to the motherboard. e x p a n s i o n c a r d ( i n t e r f a c e card) A circuit board used to give desktop computers additional capabilities.

peripheral devices. You can picture a bus as a highway with several lanes; each wire in the bus acts as a separate lane, transmitting o n e bit at a time. T h e n u m b e r of bits b e ing transmitted at one time depends o n the bus width, which is the number o f wires in the bus over which data can travel (see Exhibit 2 - 6 ) . T h e bus speed is also a very

b u s An electronic path over which data travels.

important factor because the bus width a n d bus speed

t h r o u g h p u t ( b a n d w i d t h ) The amount of data that can be

together determine the bus's t h r o u g h p u t or b a n d w i d t h ;

transferred via the bus in a given time period.

that is, the a m o u n t o f data that c a n be transferred via the bus in a given time period.

Chapter

2:

Computer

Hardware

Exhibit 2-6 Bus width

=

type of expansion designed for

8-BIT B U S

16-BIT B U S

O n e o f the more versatile bus architectures is the U n i v e r s a l S e r i a l B u s ( U S B ) . T h e U S B standard a l l o w s 1 2 7

different devices t o connect to a computer via a single USB port on the computer's system unit. At 1 2 M b p s (milT h e buses t h a t c o n n e c t peripheral (typically in-

lions o f bits per second), the original U S B 1 . 0 standard

put a n d o u t p u t ) devices t o the m o t h e r b o a r d are often

is slow. However, the newer U S B 2 . 0 standard supports

called e x p a n s i o n b u s e s . E x p a n s i o n buses c o n n e c t di-

data transfer rates o f 4 8 0 M b p s , and the emerging 4 . 8

rectly t o p o r t s o n the system unit case o r t o e x p a n s i o n

Gbps U S B 3 . 0 standard (also called SuperSpeed U S B ) is

slots o n t h e m o t h e r b o a r d . S o m e o f the m o s t c o m m o n

about 1 0 times faster than U S B 2 . 0 . T h e convenience and

e x p a n s i o n buses a n d e x p a n s i o n slots are illustrated in

universal support o f U S B have made it o n e o f the most

Exhibit 2 - 7 .

widely used standards for connecting peripherals today. F i r e W i r e (also k n o w n as I E E E 1394) is a high-speed

bus standard developed by Apple f o r c o n n e c t i n g

Exhibit 2-7 Buses and expansion slots

devices—particularly m u l timedia devices like digital

•

C P U CHIP Fetches data from cache or RAM when needed.

INTERNAL CPU B U S E S Used to move data around inside the CPU.

video c a m e r a s — t o a c o m -

MEMORY B U S Connects the CPU and RAM.

puter. Like U S B , F i r e W i r e can c o n n e c t multiple e x ternal devices via a single

FRONTSIDE B U S (FSB) Connects the CPU to the I/O chipset.

port. F i r e W i r e is relatively f a s t — t h e original FireWire

PCI E X P R E S S x l 6 APCIex16busand expansion slot are commonly used to connect a monitor to the | computer.

standard

M E M O R Y SLOTS Hold RAM memory modules.

supports

M b p s , the newer FireWire standard (called

-PCI B U S The PCI bus and expansion slots are an older way to connect peripheral devices to the computer.

FireWire

8 0 0 ) s u p p o r t s data trans-

INTERNAL CACHE MEMORY Built right into the CPU chip. The CPU looks here rst to nd the data it needs.

PCI E X P R E S S x l Each PCIe x1 bus connects to a separate PCIe x1 expansion slot. These slots are expected to eventually replace standard PCI expansion slots.

data

transfer rates o f up t o 3 2 0

fer rates up t o 8 0 0 M b p s , and the emerging FireWire 3 2 0 0 s t a n d a r d offers 3 . 2 G b p s t r a n s f e r rates.

I/O AND SOUTHBRIDGE CHIPSETS Most CPUs use a two-piece chipset as a hub or bridge to tie the various buses to the CPU. The top chipset is sometimes called the I/O chipset; the bottom is called

e x p a n s i o n b u s A bus on the motherboard used to connect peripheral devices.

the Southbridge.

Universal Serial Bus (USB) A versatile bus architecture widely

USB BUS The USB bus and port can be used to connect USB-compatible devices to the computer without using an expansion card. A FireWire (IEEE 1394) bus works in a similar fashion.

Chapter

used for connecting peripherals. F i r e W i r e ( I E E E 1394) A high-speed bus standard used to connect devices—particularly multimedia devices like digital video cameras—to a computer.

2:

Computer

Hardware

Ports and Connectors

Plug and Play

As already mentioned, p o r t s are the c o n n e c t o r s located o n the exterior of the system unit t h a t are used t o c o n -

M o s t c o m p u t e r s t o d a y s u p p o r t t h e Plug a n d Play

n e c t external h a r d w a r e devices. E a c h port is a t t a c h e d t o

standard, which means t h e computer automati-

the appropriate bus o n the m o t h e r b o a r d so that w h e n

cally c o n f i g u r e s n e w d e v i c e s as s o o n as t h e y a r e

a device is plugged i n t o a p o r t , the device c a n c o m m u -

installed a n d t h e c o m p u t e r is p o w e r e d u p . If y o u

nicate with the C P U and o t h e r c o m p u t e r c o m p o n e n t s .

w a n t t o add a n e w device t o your desktop comput-

Typical ports f o r a d e s k t o p c o m p u t e r and the c o n n e c -

er a n d a p o r t is a v a i l a b l e f o r t h e d e v i c e y o u w a n t

tors used with t h o s e ports are s h o w n in E x h i b i t 2 - 8 .

t o a d d , t h e n y o u just n e e d t o p l u g it i n . H o w e v e r ,

N o t e b o o k a n d n e t b o o k c o m p u t e r s have p o r t s sim-

y o u s h o u l d shut d o w n t h e c o m p u t e r first unless

ilar t o d e s k t o p c o m p u t e r s , b u t s o m e t i m e s have fewer of them. U M P C s

and mobile

devices have a

t h e d e v i c e uses a U S B o r F i r e W i r e port. U S B a n d

more

F i r e W i r e devices a r e h o t - s w a p p a b l e , m e a n i n g t h e y

limited a m o u n t o f e x p a n d a b i l i t y . H o w e v e r , these de-

c a n b e p l u g g e d i n t o t h e i r r e s p e c t i v e ports w h i l e

vices usually c o m e w i t h at least o n e built-in e x p a n s i o n

t h e c o m p u t e r is p o w e r e d u p . B e f o r e p l u g g i n g in

s l o t — t y p i c a l l y a U S B p o r t o r a n S D slot, w h i c h c a n be

o t h e r devices, shut t h e c o m p u t e r d o w n first, a n d

used w i t h b o t h the p o s t a g e - s t a m p - s i z e d Secure Digital

t h e n e w devices w i l l b e r e c o g n i z e d by t h e c o m -

( S D ) flash m e m o r y c a r d s a n d w i t h p e r i p h e r a l devices a d h e r i n g t o t h e S e c u r e D i g i t a l Input/Output

p u t e r w h e n t h e c o m p u t e r is p o w e r e d u p a f t e r t h e

(SDIO)

d e v i c e has b e e n a d d e d .

standard.

Exhibit 2-8 Typical ports and connectors for desktop computers FIREWIRE PORT Connects FireWire devices.

POWER CONNECTOR Connects the computer to a power outlet.

CONNECTORS Monitor (VGA)

VGA MONITOR PORT Connects a VGA monitor.

NETWORK PORT Connects the computer to a network.

U S B PORTS Connect a keyboard, mouse, scanner, flash memory drive, printer, digital camera, or other USB devices.

AUDIO PORTS Connect speakers, headphones, and a microphone.

USB

Monitor (HDMI)

FireWire

Network (RJ-45) EMPTY SLOTS Ports located on new expansion cards added to the computer will be accessible here.

HDMI PORT Connects a high-definition monitor.

Audio (3.5 mm)

i i i

Chapter

2:

Computer

Hardware

Exhibit 2-9 CPU components CONTROL UNIT Is in charge of the entire process, making sure everything happens at the right time. It instructs the ALU, FPU, and registers what to do, based on instructions from the decode unit.

PREFETCH UNIT Requests instructions and data from cache or RAM and makes sure they are in the proper order for processing; it attempts to fetch instructions and data ahead of time so that the other components don't have to wait.

ARITHMETIC/LOGIC UNIT AND FLOATING POINT UNIT Performs the arithmetic and logical operations, as directed by the control unit. DECODE UNIT Takes instructions from the prefetch unit and translates them into a form that the control unit can understand.

REGISTERS Hold the results of processing.

B U S INTERFACE UNIT The place where data and instructions enter or leave the core.

I

LO2.3

How the CPU Works

A

C P U consists o f a variety o f circuitry and c o m p o -

INTERNAL CACHE M E M O R Y Stores data and instructions before and during processing.

R A M ) , and buses t o c o n n e c t e a c h c o r e t o a n y c a c h e m e m o r y t h a t is shared between the c o r e s . The

a r i t h m e t i c / l o g i c u n i t ( A L U ) is t h e

section

of

a CPU core that performs arithmetic (addition, sub-

nents p a c k a g e d together into a single c o m p o n e n t .

t r a c t i o n , m u l t i p l i c a t i o n , and d i v i s i o n ) involving inte-

T h e key e l e m e n t o f the C P U is the t r a n s i s t o r — a device

gers and logical o p e r a t i o n s (such as c o m p a r i n g t w o

made o f s e m i c o n d u c t o r material that c o n t r o l s the flow

pieces o f d a t a t o see if they a r e e q u a l o r d e t e r m i n i n g

o f electrons inside a chip. Today's C P U s c o n t a i n hun-

if a specific c o n d i t i o n is true o r f a l s e ) . A r i t h m e t i c re-

dreds o f millions o f transistors.

quiring decimals is usually p e r f o r m e d by the f l o a t i n g

Typical CPU Components

w h e n m a t h e m a t i c a l c a l c u l a t i o n s are r e q u e s t e d by the

T o begin t o understand h o w a C P U w o r k s , you need

ing t a s k s are p e r f o r m e d . F o r e x a m p l e , editing a digital

p o i n t u n i t ( F P U ) . A r i t h m e t i c o p e r a t i o n s are p e r f o r m e d

user, as well as w h e n m a n y o t h e r c o m m o n

comput-

to k n o w h o w the C P U is organized and w h a t c o m p o nents it includes. A simplified e x a m p l e o f the principal c o m p o n e n t s t h a t might be included in a single c o r e o f a typical C P U is shown in E x h i b i t 2 - 9 . Additional c o m -

t r a n s i s t o r A device made of semiconductor material that controls the flow of electrons inside a chip.

ponents are also typically located inside the C P U , but

a r i t h m e t i c / l o g i c u n i t (ALU) The part of a CPU core that

n o t within each c o r e . F o r instance, there are buses t o

performs logical operations and integer arithmetic.

c o n n e c t the C P U cores t o each other, buses t o c o n n e c t

f l o a t i n g p o i n t u n i t ( F P U ) The part of a CPU core that performs

each c o r e t o the CPU's m e m o r y controller (which c o n -

decimal arithmetic.

trols the c o m m u n i c a t i o n between the C P U cores and

Chapter

2:

Computer

Hardware

High-Tech Investigators W i t h t h e high v a l u e o f t e c h n o l -

cal e l e m e n t s o f a p r o d u c t (see

ogy, claims o f s t o l e n t e c h n o l o g y

the

and

c o m p a r e t h a t p r o d u c t t o exist-

patent

infringements are

accompanying

photo)

to

h a p p e n i n g all t h e t i m e . I n c r e a s -

ing p a t e n t s . O t h e r c o m p a n i e s in

ingly,

c o m p a n i e s in

t h e a r e a o f c o m p u t e r forensics

puter

industry t u r n t o reverse

the

com-

specialize

in

finding different

e n g i n e e r i n g c o m p a n i e s , such as

types of digital evidence needed

TAEUS International, which tear

for

products a p a r t t o h u n t f o r pat-

r e c o v e r i n g files d e l e t e d f r o m a

ented technologies that should n o t b e t h e r e . J u s t as w i t h c r i m i

l e g a l p r o c e e d i n g s , such as

computer

A TAEUS engine

or storage

medium,

d e t e r m i n i n g activities previously

nal i n v e s t i g a t i o n s , p a t e n t i n f r i n g e m e n t claims r e q u i r e

performed on a computer, a n d unlocking encrypted

physical p r o o f . E n g i n e e r s i n s p e c t a n d p h o t o g r a p h criti-

files.

p h o t o g r a p h in an image editing p r o g r a m , running the

T h e p r e f e t c h u n i t orders data and instructions from

spell c h e c k e r in a w o r d p r o c e s s i n g p r o g r a m , and burn-

cache or R A M based on the current t a s k . T h e prefetch

ing a music C D are all p e r f o r m e d by the A L U , with

unit tries t o predict w h a t data and instructions will be

help f r o m the F P U when n e e d e d , using only a r i t h m e t i c

needed and retrieves them a h e a d o f time, in order t o

and logical o p e r a t i o n s . M o s t C P U s t o d a y have multi-

help avoid delays in processing.

ple A L U s and F P U s t h a t w o r k t o g e t h e r t o p e r f o r m the

T h e d e c o d e unit takes the instructions fetched by the

prefetch unit and translates them into a form that can be

necessary o p e r a t i o n s . T h e c o n t r o l u n i t c o o r d i n a t e s and c o n t r o l s the o p -

understood by the control unit, A L U , and FPU. T h e de-

erations and activities taking place within a C P U c o r e ,

coded instructions go to the c o n t r o l unit for processing.

such as retrieving data and instructions and passing

T h e b u s i n t e r f a c e u n i t a l l o w s the c o r e to c o m m u n i -

them on to the A L U o r F P U for execution. In other

cate with other C P U c o m p o n e n t s , such as the memory

w o r d s , it directs the flow o f electronic traffic within the

controller and other c o r e s . As previously mentioned,

c o r e , much like a traffic c o p c o n t r o l s the flow o f vehicles

the m e m o r y controller c o n t r o l s the flow o f instructions

on a roadway. Essentially, the c o n t r o l unit tells the A L U

and data going between the C P U cores and R A M .

and FPU what to do and m a k e s sure that everything happens at the right time in order for the appropriate processing to take place.

The System Clock and the Machine Cycle In order to synchronize all o f a computer's operations, a s y s t e m c l o c k — a small q u a r t z crystal located on the

m o t h e r b o a r d — i s used. T h e system clock sends out a

c o n t r o l u n i t The part of a CPU core that

signal on a regular basis t o all o t h e r computer c o m -

coordinates its operations. p r e f e t c h u n i t The part of a CPU core that attempts to retrieve data and instructions before they are needed for processing in order to avoid delays.

ponents, similar t o a musician's m e t r o n o m e or a person's heartbeat. E a c h signal is referred to as a cycle. T h e number o f cycles per second is measured in hertz ( H z ) . O n e megahertz ( M H z ) is equal t o one million ticks o f

d e c o d e u n i t The part of a CPU core that translates instructions into a form that can be processed by the ALU and FPU.

the system c l o c k . M a n y personal c o m p u t e r s today have system clocks that run at 2 0 0 M H z , and all devices

b u s i n t e r f a c e u n i t The section of a CPU core that allows the

(such as CPUs) that are synchronized with these system

core to communicate with other CPU components.

clocks run at either the system c l o c k speed or at a mul-

s y s t e m clock A small quartz crystal located on the motherboard

tiple o f or a fraction o f the system c l o c k speed. During

that synchronizes the computer's operations.

Chapter

2:

Computer

each C P U clock tick, the C P U can e x e c u t e o n e or m o r e pieces o f m i c r o c o d e .

Hardware

i

Letters of the alphabet and/or names are typically as-

Exhibit 2-10 Machine cycle

signed to each storage device so that the user can identify a device easily when it needs to be used (see Exhibit 2 - 1 1 ) . Some drive letters, such as the letter C typically

used with

the primary hard drive, are usually consistent from computer to computer and do not change even if more storage

Step 4: The data or results are stored in registers or i RAM.

Jl

|Lstep3: m

The instructions are carried out.

devices are added to a computer. T h e rest o f the drive let-

Step 1: The next instruction is fetched from cache or RAM.

ters on a computer might change as new devices are added. When a new storage device is detected, the computer just assigns and reassigns drive letters, as needed.

Step 2: The instructions are decoded into a form the ALU or FPU can

Hard Drives W i t h the e x c e p t i o n o f computers designed t o use only n e t w o r k storage devices (such as n e t w o r k c o m p u t e r s

u n d e r s t a n d

and some Internet appliances), virtually all p e r s o n a l c o m p u t e r s c o m e with a h a r d d r i v e that is used t o store

_ Whenever

most p r o g r a m s and data. Internal hard drives (those located inside the system unit) are n o t designed t o be removed, unless they need to be repaired o r r e p l a c e d .

the

CPU

processes

a single piece o f microcode, it is re-

Exhibit 2-11 Storage device identifiers

ferred t o as a m a c h i n e cycle. E a c h m a CD/DVD drives are usually assigned letters after the hard drives, such as D and E in this example.

The various slots in a built-in flash memory card reader are typically assigned next, such as the letters F, G, H and I, in this example.

The letter C is usually assigned to the first hard drive.

Other letters, beginning with J in this example, are used for any other storage devices attached to the computer, such as via these USB ports.

chine cycle consists of four general o p e r a t i o n s as shown in Exhibit 2 - 1 0 .

i (»: Storage Systems 4

hen you first create a docu•

T

m n e n t on your computer, both

the p r o g r a m you are using to create the d o c u m e n t and the document itself are temporarily stored in R A M . But when the p r o g r a m is closed, the c o m puter n o longer needs to w o r k with the program or the document, and so they are b o t h erased from R A M . C o n sequently, anything that needs to be

preserved for future use, such as a w o r d processing doc-

m a c h i n e c y c l e The series of steps performed by

ument, must be stored on a more permanent medium. Storage systems make it possible to save programs, data, and processing results for later use. T h e y provide nonvolatile storage, so that when the power is shut

the computer when the CPU processes a single piece of microcode. s t o r a g e m e d i u m The hardware where data is actually stored.

off, the data stored on the storage medium remains in-

s t o r a g e d e v i c e The hardware where a storage medium is read

tact. All storage systems involve t w o physical parts: A

from or written to.

s t o r a g e m e d i u m is the hardware where data is actually

h a r d d r i v e Hardware used to store most programs and data on a

stored; a storage medium is inserted into its correspond-

computer.

ing s t o r a g e d e v i c e in order to be read from or written t o .

Chapter

2:

Computer

Hardware

E x t e r n a l hard drives typically c o n n e c t t o a c o m p u t e r via a U S B or FireWire port and are frequently used for additional storage (such as for digital p h o t o s , videos, and other large multimedia files), t o move files between c o m p u t e r s , and for b a c k u p purposes.

When hard drives become damaged, data recovery firms may ble to help retrieve the data.

M o s t hard drives are m a g n e t i c . M a g n e t i c h a r d drives contain one o r m o r e round pieces o f metal (called hard disks or platters) t h a t are c o a t e d with a magnetizable substance. T h e s e hard disks are permanently sealed inside the hard drive case, along with the read/write heads used to store (write) and retrieve (read) data and an

each hard disk surface (top and b o t t o m ) , as illustrated in E x h i b i t 2 - 1 3 , and these heads m o v e in and out over the disk surfaces simultaneously. T h e surface o f a hard disk is organized into tracks

access m e c h a n i s m used t o m o v e the read/write heads

(concentric rings) and pie-shaped groups o f sectors, as

in and out over the surface o f the hard disks (see E x -

shown in E x h i b i t 2 - 1 4 . O n m o s t c o m p u t e r systems, the

hibit 2 - 1 2 ) . O n e hard drive usually contains a stack o f

smallest storage area on a hard disk is a c l u s t e r — o n e or

several hard disks. If s o , there is a read/write head for

m o r e sectors. Because a cluster is the smallest area on a hard disk that a c o m p u t e r c a n access, everything stored on a hard disk always takes up at least one cluster.

Exhibit 2-12 How data is stored on magnetic disks

In addition to tracks, sectors, and clusters, hard disks are also organized into c y l i n d e r s (refer again to E x h i b i t 2 - 1 4 ) . A cylinder is the collection o f one particular t r a c k , such as the first t r a c k or the tenth track,

The read/write head inscribes data by aligning each of the magnetic

on each hard disk surface. It is i m p o r t a n t to realize t h a t a magnetic hard drive's read/write heads never t o u c h the surface o f the

Disksu

hard disks at any t i m e , even during reading and writing. If the read/write heads d o t o u c h the s u r f a c e — f o r e x a m p l e , if a desktop c o m p u t e r is b u m p e d while the hard drive is spinning or if a foreign o b j e c t gets o n t o the surface o f a hard d i s k — a h e a d crash occurs, which m a y p e r m a n e n t l y d a m a g e the h a r d drive. Because the read/write heads are l o c a t e d e x t r e m e l y close to the surface o f the hard disks (less t h a n one-half millionth o f an inch a b o v e the s u r f a c e ) , the presence o f a foreign o b j e c t the width o f a h u m a n h a i r or even a s m o k e Particles aligned one way represent Os; the other way represent 1s.

particle on the surface o f a h a r d disk is like placing a huge boulder on a r o a d and then trying to drive over it with your car.

m a g n e t i c h a r d d r i v e A hard drive consisting of one or more metal magnetic disks permanently sealed, with an access mechanism and read/write heads, inside its drive. t r a c k A concentric ring on the surface of a hard disk where data is recorded. s e c t o r A pie-shaped section on the surface of a hard disk. cluster The smallest storage area on a hard disk formed by one or more

Back Up Data Because y o u never k n o w when

^^^B

a h e a d crash or

other hard drive failure will occur—there may be n o w a r n i n g w h a t s o e v e r — b e sure t o back u p t h e d a t a o n y o u r h a r d d r i v e o n a r e g u l a r basis. B a c k -

sectors.

ing u p d a t a — t h a t is, c r e a t i n g a s e c o n d c o p y o f i m -

c y l i n d e r The collection of tracks located in the same location on a set

p o r t a n t files—is critical n o t o n l y f o r businesses b u t

of hard disk surfaces.

Chapter

2:

Computer

Hardware

also f o r individuals.

Exhibit 2-13 Magnetic hard drives

M O U N T I N G SHAFT The mounting shaft spins the hard disks at a speed of several thousand revolutions per minute while the computer is turned on.

READ/WRITE H E A D S There is a read/write head for each hard disk surface, and they move in and out over the disks together.

S E A L E D DRIVE The hard disks and the drive mechanism are hermetically sealed inside a case to keep them free from contamination.

HARD DISKS There are usually several hard disk surfaces on which to store data. Most hard drives store data on both sides of each disk.

ACCESS M E C H A N I S M The access mechanism moves the read/write heads in and out together between the hard disk surfaces to access required data.

INSIDE A 3.5-INCH HARD DRIVE

2.5-INCH HARD DRIVE LOCATED INSIDE A NOTEBOOK COMPUTER

Exhibit 2-14 Organization of a magnetic hard disk Exhibi SECTORS Each disk is divided into pie-shaped groups of sectors!

TRACKS Data is stored on circular tracks; the Os and 1s are represented magnetically.

Track 13 of Disk 1, top surface Track 13 of Disk 1, bottom surface Track 13 of Disk 2, top surface Track 13 of Disk 2, bottom surface Track 13 of Disk 3, top surface Track 13 of Disk 3, bottom surface Track 13 of Disk 4, top surface Track 13 of Disk 4, bottom surface

-CYLINDER A cylinder consists of a vertical stack of tracks, the same relative track on each disk surface.

CLUSTERS One or more sectors form a cluster, the smallest storage area on a disk.

Chapter

2:

Computer

Hardware

A newer type o f hard drive is the solid-state d r i v e ( S S D , a l s o called a flash m e m o r y h a r d d r i v e ) , w h i c h is a

Exhibit 2-15 Solid-state drives (SSDs)

hard drive that uses flash m e m o r y technology instead o f spinning hard disk platters a n d magnetic technology. Consequently, data is stored as electrical charges on flash memory media a n d SSDs have n o moving parts. See E x h i b i t 2 - 1 5 . T h e s e characteristics mean that SSDs are n o t subject t o m e c h a n i c a l failures like magnetic hard drives, a n d a r e , therefore, m o r e resistant to shock and vibration. T h e y also c o n s u m e less power, m a k e n o noise, and b o o t faster. Although previously t o o expensive for all b u t specialty applications, prices o f SSDs have fallen significantly over the past few years and they are becoming the n o r m f o r n e t b o o k s and other very portable c o m p u t e r s . H a r d drives c a n be internal o r e x t e r n a l . Internal

Data is stored in flash memory chips located inside the drive; there are no moving parts like in magnetic hard drives.

hard drives are p e r m a n e n t l y l o c a t e d inside a c o m p u t er's system unit a n d typically a r e n o t removed unless a p r o b l e m o c c u r s with t h e m . Virtually all c o m p u t e r s have at least o n e internal h a r d drive that is used t o store p r o g r a m s a n d d a t a . In a d d i t i o n , a variety o f e x ternal hard drives are available (see E x h i b i t 2 - 1 6 ) . E x -

T h e total time that it takes f o r a hard drive to read

ternal hard drives are c o m m o n l y used t o t r a n s p o r t a

or write data is called the disk access t i m e and requires

large a m o u n t o f data f r o m o n e c o m p u t e r t o another,

the following:

for b a c k u p p u r p o s e s , a n d f o r additional s t o r a g e .

Exhibit 2-16 External

hxternal hard ^ ^ ^ ^ ^ r e typically magnetic hard drives and hold FULL-SIZED EXTERNAL HARD DRIVES Are about the size of a 5 by 7-inch picture frame, but thicker; this drive holds 1.5 TB.

PORTABLE HARD DRIVES (MAGNETIC) Are about the size of a 3 by 5-inch index card, but thicker; this drive holds 500 GB.

PORTABLE HARD DRIVES (SSD) Are about the size of a credit card, but thicker; this drive holds 18 MB.

EXPRESSCARD HARD DRIVES Fit into an ExpressCard slot; this drive holds 32 GB.

solid state d r i v e ( S S D or flash m e m o r y hard drive) A hard drive that uses flash memory media. disk access t i m e The total time that it takes for a hard drive to read or write data.

Chapter

2:

Computer

Hardware

\\\\\\\\\

1 - S e e k t i m e — T h e read/write heads move to the cylinder t h a t contains (or will c o n t a i n ) the desired

Exhibit 2-17 Hybrid hard drive

data. 2.

M A G N E T I C HARD DRIVE This drive contains 2 hard disks and 4 read/write heads that operate in a manner similar to a conventional hard drive.

R o t a t i o n a l d e l a y — T h e hard disks rotate into the p r o p e r position so that the read/write heads are l o c a t e d over the part o f the cylinder t o be used.

3.

D a t a m o v e m e n t t i m e — T h e data m o v e s , such as reading the data from the hard disk and transferring it t o m e m o r y , or transfers f r o m m e m o r y and is stored on the hard disk.

FLASH M E M O R Y DISK CACHE This drive uses 256 MB of flash memory disk cache to duplicate data as it is stored on the hard disks so the data can be accessed when hard disks are not spinning.

A typical disk access time is a r o u n d 8 . 5 milliseconds ( m s ) . T o minimize disk access time, magnetic hard drives usually store related data on the same cylinder. T h i s strategy reduces seek time a n d , therefore, improves the overall access time. B e c a u s e S S D s do not have t o m o v e any parts t o store o r retrieve data, they don't require seek time or r o t a t i o n a l delay and their access time is much faster than m a g n e t i c hard drives—essentially

instantaneous

at a b o u t 0 . 1 ms on some b e n c h m a r k tests. T o speed up m a g n e t i c hard drive p e r f o r m a n c e , disk caching is often used. A d i s k c a c h e stores copies o f data or p r o g r a m s

Optical Discs

that are l o c a t e d on the hard drive and that might be

O p t i c a l discs are thin circular discs m a d e o u t o f poly-

needed s o o n in m e m o r y chips t o avoid having t o re-

c a r b o n a t e substrate—essentially a type o f very strong

trieve the data o r programs from the hard drive when

p l a s t i c — t h a t are topped with layers o f o t h e r materials

they are requested. Because the hard disks do not have

and coatings used to store data a n d p r o t e c t the disc.

to be accessed if the requested data is located in the

D a t a on optical discs is stored and read optically using

disk c a c h e , and because retrieving data from m e m o r y is

laser b e a m s . D a t a can be stored o n o n e o r b o t h sides

much faster t h a n f r o m a magnetic hard disk, disk c a c h -

o f an optical disc, depending on the disc design, and

ing c a n speed up performance. Disk caching also saves

some types o f discs use multiple r e c o r d i n g layers o n

w e a r and tear on the hard drive a n d , in portable c o m -

each side o f the disc to increase capacity. A n optical disc

puters, c a n also extend battery life. M e m o r y used for

c o n t a i n s a single spiral track (instead o f multiple t r a c k s

disk c a c h i n g typically consists o f m e m o r y chips located

like magnetic disks), and the t r a c k is divided into sec-

on a circuit b o a r d inside the hard drive case. It can also

tors t o keep data organized. As s h o w n in E x h i b i t 2 - 1 8 ,

be a designated portion of R A M . M o s t c o n v e n t i o n a l magnetic hard drives today in-

this track (sometimes referred t o as a groove t o avoid c o n f u s i o n with the t e r m tracks

in order

t h a t refers t o

clude a flash m e m o r y - b a s e d disk c a c h e ranging in size

songs on an audio C D ) begins at t h e c e n t e r o f the disc

f r o m 2 M B t o 1 6 M B built into the hard drive c a s e .

and spirals out t o the edge o f the disc.

However, hybrid hard drives—essentially a combination flash memory/magnetic hard drive (see E x h i b i t 2 - 1 7 ) —

Advantages o f optical discs include relatively large capacity for their size and durability (they

arc

more

use a m u c h larger a m o u n t o f flash m e m o r y (up t o 1 G B t o d a y ) . In addition t o using the flash m e m o r y t o reduce the n u m b e r o f times the hard disks in a hybrid hard drive need t o be read, hybrid hard drives c a n also use the flash m e m o r y to temporarily store (cache) data t o

disk c a c h e Memory used in conjunction with a magnetic hard drive to improve system performance. h y b r i d h a r d d r i v e A combination flash memory/magnetic

be written t o the hard disks, w h i c h can further e x t e n d

hard drive.

the battery life o f portable c o m p u t e r s and m o b i l e de-

o p t i c a l disc A storage medium in the shape of a thin circular disc

vices. T h e additional flash m e m o r y in a hybrid hard

made out of polycarbonate substrate read from and written to using

drive c a n also allow encryption or other security m e a -

a laser beam.

sures t o be built into the drive.

Chapter

2:

Computer

Hardware

disc is read with a la-

Exhibit 2-18 How recorded optical discs work

ser and the computer interprets

TRACK A single track spirals from the center of the disc outward; recorded data is stored on the track.

the

reflec-

tion o f the laser off the disc surface as I s and Os. W i t h a C D or D V D that is recorded using a C D or D V D drive, the

recording

laser

b e a m changes the reflectivity

of the appro-

priate areas on the disc to represent the data stored

WRITING DATA When data is written to the disc, a laser beam creates pits, represented by dark, nonreflective areas on the disc.

SECTORS The track is divided into sectors for data organization.

READING DATA A low intensity laser beam reads the disc. A transition between a pit and a land is interpreted as a 1; a set period of time between transitions is interpreted as a 0.

there—dark,

nonreflective areas are pits;

reflective

areas

are lands, as illustrated in Exhibit 2 - 1 8 . Instead

of

hav-

ing physically molded pits, most optical

recordable

discs

recording

have

layer

a

con-

taining organic lightsensitive

dye

embed-

ded between the disc's plastic

and

reflective

layers. O n e exception durable than magnetic media and don't degrade with

to this is the B D - R disc, which has a recording layer

use, as some magnetic media d o e s ) . However, the discs

consisting o f inorganic material. W h e n data is written

should be handled carefully and stored in their cases

to a recordable disc, the recording laser inside the re-

when not in use to protect the recorded surfaces of the

cordable optical drive burns the dye (for C D and D V D

discs from scratches, fingerprints, and other marks that

discs) or melts and c o m b i n e s the inorganic material (for

can interfere with the usability o f the discs. Optical

B D - R discs), creating nonreflective areas that function

discs are the standard t o d a y for software delivery. They

as pits. In either case, the m a r k s are permanent, so data

are also c o m m o n l y used for b a c k u p purposes, and for

on the disc c a n n o t be erased o r rewritten.

storing and/or transporting music, p h o t o , video, and other large files.

T o write t o , erase, or overwrite rewritable optical discs, phase change technology is used. With this

D a t a is written to an optical disc in one o f two

technology, the rewritable C D o r D V D disc is coated

ways. With read-only optical discs like movie, music,

with layers o f a special metal alloy c o m p o u n d that can

and software CDs and D V D s , the surface of the disc is

have t w o different appearances after it has been heated

molded or stamped appropriately to represent the data. To accomplish this with molded or stamped optical discs, tiny depressions (when viewed from the top side o f the disc) or bumps (when viewed from the bottom) are created on the disc's surface. These bumps are called pits; the areas on the disc that are not changed are called lands.

W i t h recordable or rewritable optical discs that

can be written to using an optical drive such as a C D drive or D V D drive, the reflectivity of the disc is changed using a laser to represent the data. In either case, the

Chapter

2:

Computer

Hardware

V\\\\\

When the optical drive detects a transition between a pit and a land, it is interpreted as a i a specific period of time with no transition indicates ;

and then c o o l e d , depending o n the heating and cooling process used. W i t h o n e process, t h e material crystal-

Exhibit 2-19 Recordable CDs and DVDs

lizes and t h a t area o f the disc is reflective. W i t h another process, t h e area cools t o a nonreflective a m o r p h o u s state. B e f o r e a n y data is written t o a rewritable optical disc, the disc is completely reflective. T o write data to the disc, the recording laser heats the metal alloy in the a p p r o p r i a t e locations on the spiral track and then uses the appropriate cooling process t o create either the nonreflective areas (pits) o r the reflective areas (lands). T o erase t h e disc, the appropriate heating and cooling process is used t o change the areas t o be erased back t o their original reflective state.

Types of Laser Beams

CD-R DISCS Hold 700 MB.

D i f f e r e n t t y p e s o f optical discs use d i f f e r e n t t y p e s o f laser b e a m s . C o n v e n t i o n a l C D discs use i n f r a r e d lasers; c o n v e n t i o n a l D V D discs use r e d lasers, w h i c h a l l o w data t o be stored more

compactly

o n t h e s a m e size disc; a n d h i g h - d e f i n i t i o n Blu-ray Discs ( B D ) u s e blue-violet lasers, w h i c h c a n s t o r e d a t a e v e n m o r e c o m p a c t l y o n a disc.

i^Memorex ^

Optical discs in each of the three categories (CD, D V D ,

^

^

^

\

\jSmmMlLmm

/

and B D ) can be read-only, recordable, o r rewritable; they can use the + or - standard; and they can be either singlelayer o r dual-layer (DL) discs. See Exhibit 2 - 1 9 . Optical

DVD+R DL DISCS

discs are designed t o be read by optical drives, such as

I

Hold 8.5 GB.

CD, D V D , and B D drives, and the type o f optical drive being used must support the type o f optical disc being used. M o s t optical drives today support multiple types of optical discs—some support all possible types. Optical

4jjS

drives are almost always downward-compatible, mean-

ajfo

S O N Y

P

ing they can be used with lower (older) types o f discs but

-

not higher (newer) ones. So, while a D V D drive would likely support all types o f C D and D V D discs, it cannot

-W>

be used with B D discs; but most B D drives today support

_

;

B/urayO/sc

\

all types o f C D , D V D , and Blu-ray Discs.

i

BD-RDL

i

•afl?flll9'^LflLV

Bio ray Disc Recordable

"D

Ver.l.1'2X

2

>v

T h e process o f recording data o n t o an optical disc is called burning. T o burn an optical disc (such as a C D - R o r a D V D - R disc), the optical drive being used must support burning and the type o f disc being used.

BD-R DL DISCS

In addition, C D - b u r n i n g o r D V D - b u r n i n g software is Hold 50 GB.

required. M a n y burning programs are available c o m mercially, and recent versions o f operating systems (including W i n d o w s and M a c O S ) include C D and D V D burning capabilities. In addition, m o s t C D a n d D V D drives c o m e bundled with burning software.

_

II p.Ulll.n.l.1

I

II

UW II

| I l l •••JUIHL 1 • I •

L

lllllir

o p t i c a l d r i v e A drive designed to read optical discs.

C h a p t e r

2 :

C o m p u t e r

H a r d w a r

Nonstandard Shapes for Optical Discs O p t i c a l discs can b e m a d e i n t o a v a r i e t y o f sizes a n d

or p r o d u c t b e i n g sold (a soda c a n , musical instrument,

s h a p e s — s u c h as a h e a r t , t r i a n g l e , i r r e g u l a r s h a p e , or

s a w b l a d e , c a n d y bar, or h o u s e ) — a r e c u s t o m cut a n d

the

hockey-rink used w i t h

shape

commonly

m o r e costly.

CDs—

For m a r k e t i n g purposes, f l e x i b l e D V D s a n d scented

b e c a u s e t h e t r a c k starts a t t h e

discs a r e also a v a i l a b l e . Flexible D V D s c a n b e b e n t or

center

business c a r d of

the

disc

and

the

r o l l e d so t h e y c a n b e a t t a c h e d t o t h e c o v e r of a m a g -

t r a c k stops w h e n it reaches a n

azine

o u t e r e d g e of t h e disc. S t a n -

S c e n t e d discs h a v e a specific a r o m a , such as a particular

d a r d shapes are m o l d e d

or w r a p p e d

around

a

product,

for

example.

and

p e r f u m e , p o p c o r n , p i n e t r e e s , o r a specific fruit, a d d e d

less e x p e n s i v e ; c u s t o m s h a p e s —

t o t h e label side o f t h e disc; t h e s c e n t is r e l e a s e d w h e n

such as t h o s e t h a t m a t c h a service

O n e o f the biggest a d v a n t a g e s of optical discs is their large c a p a c i t y . T o f u r t h e r increase capacity, m a n y discs are a v a i l a b l e as d u a l - l a y e r or double-layer discs t h a t store d a t a in t w o layers on a single side o f the disc, so the c a p a c i t y is a p p r o x i m a t e l y d o u b l e d . F o r an even larger c a p a c i t y , discs with m o r e than t w o layers are in d e v e l o p m e n t . D i s c s c a n also be d o u b l e sided, w h i c h d o u b l e s the c a p a c i t y ; however, the disc must be t u r n e d over t o a c c e s s the s e c o n d side. D o u ble-sided discs are m o s t o f t e n used with movies and other p r e r e c o r d e d c o n t e n t , such as t o store a widescreen version o f a m o v i e o n o n e side o f a D V D disc and a s t a n d a r d version o n the o t h e r side. Small optical discs have a s m a l l e r s t o r a g e c a p a c i t y t h a n their larger c o u n t e r p a r t s .

t h e s u r f a c e o f t h e disc is r u b b e d .

Flash Memory As previously discussed, flash m e m o r y is a chip-based storage medium that represents data using electrons. It is used in a variety o f storage systems, such as the S S D s and hybrid hard drives already discussed and the additional storage systems s h o w n in E x h i b i t 2 - 2 0 . Because flash m e m o r y media is physically very small, it is increasingly being e m b e d d e d directly into a variety o f c o n s u m e r p r o d u c t s — s u c h as p o r t a b l e digital media players, digital c a m e r a s , h a n d h e l d gaming devices, GPS devices, m o b i l e p h o n e s , a n d even sunglasses and w r i s t w a t c h e s — t o provide built-in data storage. In addition, a variety o f types o f flash m e m o r y cards and U S B flash drives are available t o use with c o m p u t e r s and other devices for data s t o r a g e and data transfer, as discussed n e x t .

Exhibit 2-20 Flash memory systems

Flash memory card E M B E D D E D FLASH M E M O R Y Flash memory is often embedded into consumer products, such as this digital media player, for storage purposes.

Chapter

2:

Computer

FLASH M E M O R Y CARDS AND READERS Flash memory cards are often used to store data for digital cameras and other devices; the data can be transferred to a computer via a flash memory card reader, as needed.

Hardware

U S B FLASH DRIVES USB flash drives are often used to store data and transfer files from one computer to another.

O n e o f the m o s t common

types

o f flash m e m o r y

media is the flash m e m o r y c a r d — a small c a r d c o n t a i n -

ing o n e o r m o r e flash memory chips, a controller chip, other electrical c o m p o n e n t s , and metal c o n t a c t s t o c o n nect the c a r d t o the device or reader with which it is be-

are available in a range of sizes, colors, and appearances.

ing used. Flash m e m o r y cards are available in a variety o f f o r m a t s , as s h o w n in Exhibit 2 - 2 1 . T h e s e f o r m a t s are

Thumb Drive PCs

Exhibit 2-21 Flash memory cards

USB flash drives are a great w a y t o t r a n s p o r t d o c hf- - c S

uments f r o m o n e location t o another. B u t w h a t

£

a b o u t using o n e t o t a k e a personalized c o m p u t e r w i t h y o u w h e r e v e r y o u g o ? It's p o s s i b l e a n d e a s y

MemoryStickPRQ-HGOuo

t o d o w i t h t h e use o f p o r t a b l e a p p l i c a t i o n s ( a l s o

^ o Ej 5 -c u~ >; oi ! ? ! f

-o I . 2

< * J ^ ^ ^ ^

1

\ FLASH

-g

1

m.n<

called p o r t a b l e a p p s ) — c o m p u t e r p r o g r a m s t h a t

M E M O R Y STICKS

a r e d e s i g n e d t o b e used w i t h p o r t a b l e d e v i c e s

<«16gb

like U S B f l a s h d r i v e s . W h e n t h e d e v i c e is p l u g g e d

COMPACTFLASH (CF) CARDS

into t h e U S B port of any computer, y o u h a v e a c cess t o t h e s o f t w a r e a n d p e r s o n a l d a t a ( i n c l u d ing y o u r browser bookmarks, calendar, e m a i l a n d

1 3 8 1 . g j u s ! w 3

o

E 2

instant messaging contacts, a n d m o r e ) s t o r e d o n

c

-s Z

t h a t d e v i c e , j u s t as y o u w o u l d o n y o u r o w n c o m -

i

puter. A n d w h e n y o u u n p l u g t h e device, n o n e o f

lis

y o u r p e r s o n a l d a t a is l e f t b e h i n d b e c a u s e a l l p r o grams a r e run directly f r o m t h e U S B flash drive.

i l l

] a o£ : d o '5 5 ft 3 s -5

SECURE DIGITAL (SD) CARDS

XD PICTURE CARDS

M a n y p o r t a b l e a p p l i c a t i o n s , s u c h as t h e P o r t a b l e -

c

A p p s s u i t e , a r e f r e e a n d i n c l u d e a l l t h e basics y o u

*

m i g h t w a n t in a s i n g l e p a c k a g e . F o r i n s t a n c e ,

n o t i n t e r c h a n g e a b l e , so the type o f flash m e m o r y card used with a device is determined by the type o f flash media card t h a t device can accept. Flash m e m o r y cards are the m o s t c o m m o n type o f storage media for digital

P o r t a b l e A p p s includes a m e n u structure, a n t i v i rus p r o g r a m , W e b b r o w s e r , e m a i l p r o g r a m , c a l endar program, t h e OpenOffice.org office suite, and more.

c a m e r a s , p o r t a b l e digital media players, mobile phones, and o t h e r p o r t a b l e devices. T h e y c a n also be used t o store data f o r a personal computer, as needed, as well as

dard U S B port a n d is powered via the U S B p o r t . See

t o transfer data f r o m a portable device t o a computer.

E x h i b i t 2 - 2 2 . U S B flash drives are designed t o be very

Consequently, m o s t desktop and n o t e b o o k c o m p u t e r s

small and very p o r t a b l e . Because they are b e c o m i n g so

today c o m e with a flash m e m o r y card reader capable o f

widely used, additional hardware related t o U S B flash

reading flash m e m o r y cards; an external flash m e m o r y

drives is b e c o m i n g available, such as U S B d u p l i c a t o r

card reader (that typically connects via a U S B port) can

systems used by educators t o copy assignments o r o t h e r

be used if a built-in reader is n o t available. T h e capacity

materials t o and f r o m a large collection o f U S B flash

o f flash m e m o r y cards is continually growing and is up

drives at o n e time.

t o a b o u t 4 G B for standard cards and 3 2 G B for highc a p a c i t y cards; extended capacity cards are just beginning to b e c o m e available and are expected t o reach c a pacities o f 2 T B by 2 0 1 4 .

flash m e m o r y c a r d A small rectangular flash

U S B flash d r i v e s (sometimes called U S B flash m e m o r y d r i v e s , t h u m b d r i v e s , or j u m p d r i v e s ) consist o f flash

m e m o r y media integrated into a self-contained

unit

memory medium. U S B flash d r i v e Flash memory media integrated into a selfcontained unit that plugs into a USB port.

that connects t o a c o m p u t e r o r other device via a stan-

Chapter

2: Computer

Hardware

Exhibit 2-22 USB flash drives

HCSTIAMTION

P L A N N I N G

CONVENTIONAL U S B FLASH DRIVES

USB FLASH DRIVE WRISTBANDS

G

U

I

n

USB FLASH DRIVE W A L L E T CARDS

T o read f r o m or write to a U S B flash drive, you just

stead, the device is accessed through a local network or

plug it into a U S B port. If the U S B flash drive is being

through the Internet. Using a r e m o t e storage device via

used with a computer, it is assigned a drive letter by the

a local network (referred to as n e t w o r k storage) works

computer, just like any other type o f attached drive, and

in much the same way as using local storage (the stor-

files can be read f r o m o r written to the U S B flash drive

age devices and media that are directly attached to the

until it is unplugged from the U S B port. T h e capacity

user's c o m p u t e r ) . T o read data f r o m o r write data to

of most U S B flash drives today ranges from 1 G B to

a remote storage device (such as a hard drive in another computer being accessed via a n e t w o r k ) , the user

64 GB.

just selects it and then performs the necessary tasks in

Network Storage and Online/Cloud Storage Systems R e m o t e s t o r a g e refers to using a storage device that is not connected directly to the user's computer; in-

the usual fashion. N e t w o r k storage is c o m m o n in businesses; it is also used by individuals with home networks for backup purposes o r to share files with another computer in the h o m e . Because o f the vast a m o u n t o f data shared and made available over networks today, network storage has become increasingly important. T h e r e are two c o m mon types of network storage. N e t w o r k attached storage

US biometric features—such as a built-in fingerprint reader to allow only authorized individuals aeeess to the data stored on them.

(NAS) consists o f high-performance storage servers that are connected individually to a network to provide storage for the computers connected to that network. They can be large storage servers designed for a large business, or smaller N A S devices designed for a home or small business. A growing trend, in fact, is home N A S devices designed to store multimedia data to be distributed over a home entertainment n e t w o r k . A storage area n e t w o r k ( S A N ) also provides storage for a network, but it consists of a separate network o f hard drives or other storage devices, which is attached to the main network.

r e m o t e s t o r a g e A storage device that is not connected directly to the user's computer. n e t w o r k a t t a c h e d s t o r a g e (NAS) A high-performance storage server connected individually to a network to provide storage for computers on that network.

T h e primary difference between network attached storage and a storage area network is h o w the storage devices interface with the n e t w o r k — t h a t is, whether the storage devices act as individual network nodes, just like computers, printers, and other devices on the network

s t o r a g e a r e a n e t w o r k (SAN) A network of hard drives or other

( N A S ) , or whether they are located in a completely sepa-

storage devices that provide storage for another network.

rate network of storage devices that is accessible to the

V7/

main network (SAN). However, in terms o f functionality,

the distinction between N A S and SANs is blurring because they both provide storage services to the network.

Typically,

both

NAS

and

SAN systems are scalable, so new devices c a n be added as more storage is needed, and devices can be added o r removed without disrupting the n e t w o r k . Remote

storage

devices

ac-

cessed via the Internet are often referred t o as o n l i n e s t o r a g e or c l o u d

s t o r a g e . A l t h o u g h these terms are often used interchangeably,

some

view c l o u d storage as a specific type o f online storage that can be accessed

on

demand

by

various

W e b a p p l i c a t i o n s . M o s t online applications, such as Google

Docs,

the Flickr p h o t o sharing service, and social n e t w o r k ing sites like F a c e b o o k , provide online storage for these services. T h e r e are also sites whose primary objective is to allow users to store documents online, such as B o x . net o r W i n d o w s Live SkyDrive. Typically, online/cloud storage sites are password-protected and allow users to specify uploaded files as private files or as shared files that designated individuals can access.

Smart Cards A s m a r t c a r d is a credit c a r d - s i z e d piece o f plastic that c o n t a i n s c o m p u t e r circuitry and c o m p o n e n t s — t y p i c a l l y a processor, memory, and storage. S m a r t cards today store a relatively small a m o u n t o f data (typically 6 4 K B or less). Smart cards are c o m m o n l y used for national and student ID cards, credit and debit c a r d s , and cards that store identification data for accessing facilities o r computer networks. T o use a smart card, it must either be inserted into a smart card reader (if it is the type o f c a r d that re-

Storing Documents in the Cloud

quires c o n t a c t ) or placed close t o a s m a r t c a r d reader (if it is a contactless card) built into o r a t t a c h e d to a computer, k e y b o a r d , vending m a c h i n e , o r o t h e r device

T h e a b i l i t y t o store d o c u m e n t s o n l i n e (or " i n t h e

(see E x h i b i t 2 - 2 3 ) . O n c e a smart c a r d has been verified

cloud")

and

by the card reader, the t r a n s a c t i o n — s u c h as m a k i n g a

m o r e applications are becoming W e b based a n d

purchase or unlocking a d o o r — c a n be c o m p l e t e d . F o r

is g r o w i n g

in i m p o r t a n c e as m o r e

as i n d i v i d u a l s increasingly w a n t access t o t h e i r files f r o m a n y w h e r e w i t h any Internet-enabled device, such as a p o r t a b l e c o m p u t e r or m o b i l e

phone.

O n l i n e s t o r a g e is also increasingly b e i n g used f o r b a c k u p p u r p o s e s — s o m e o n l i n e s t o r a g e sites h a v e a n a u t o m a t i c b a c k u p o p t i o n t h a t u p l o a d s t h e files in d e s i g n a t e d f o l d e r s o n y o u r c o m p u t e r t o y o u r o n l i n e a c c o u n t a t r e g u l a r s p e c i f i e d intervals, as l o n g as y o u r c o m p u t e r is c o n n e c t e d t o t h e I n t e r -

an even higher level o f security, s o m e s m a r t cards today store biometric data in the card a n d use t h a t data to ensure the authenticity of the card's user before a u t h o rizing the smart card transaction.

A smart card can store a prepaid amount of digital cash.

n e t . M a n y W e b sites p r o v i d i n g o n l i n e s t o r a g e t o i n d i v i d u a l s o f f e r t h e service f o r f r e e ( f o r instance, S k y D r i v e gives e a c h i n d i v i d u a l 25 G B o f f r e e stora g e s p a c e ) ; o t h e r s c h a r g e a small f e e , such as $10 per m o n t h f o r 50 G B o f s t o r a g e s p a c e .

j

o n l i n e s t o r a g e (cloud s t o r a g e ) Remote storage devices accessed via the Internet. s m a r t c a r d A credit card-sized piece of plastic that contains a chip and computer circuitry that can store data.

Chapter

2:

Computer

Hardware

Exhibit 2-23 Smart card uses

USING A SMART CARD TO ACCESS A SECURE FACILITY

USING A SMART CARD TO PAY FOR A V E N D I N G MACHINE PURCHASE

I

Storage Systems for Large Computer Systems

called chassis) o f hard drives for a large total capacity.

Businesses and other organizations have tremendous

can include up to 1 , 2 8 0 hard drives for a total capacity

Large

storage needs and the d o c u m e n t s must be stored in a m a n n e r in which they can be readily retrieved as needed.

storage

servers typically

contain

racks

(also

F o r instance, the storage system s h o w n in Exhibit 2 - 2 4 of 6 0 0 T B .

F o r large computer systems, instead o f finding a single hard drive installed within the system unit, you are m o s t likely to find a s t o r a g e s e r v e r — a

separate

piece o f h a r d w a r e c o n t a i n i n g multiple high-speed hard d r i v e s — c o n n e c t e d t o the c o m p u t e r system or n e t w o r k .

s t o r a g e s e r v e r A storage device containing multiple high-speed hard drives connected to the computer system or network.

businesses to locate and provide to the courts in a timely manner any document stored electronically that is needed for v \ \ \ \ \ \ \ \ * \ \ v \ \ y v v \ v \ \ \ \ \ y \

evidence in civil litigation. Chapter

2: Computer

Hardware

\ \ \ \ \ \ \ \ \ \ \

Exhibit 2-24 Storage servers

Which Type of Storage Do You Need? With

so

many

storage

alternatives

available,

w h i c h devices a n d media a r e most a p p r o p r i a t e for y o u r p e r s o n a l s i t u a t i o n ? In g e n e r a l , y o u ' l l n e e d a h a r d d r i v e ( f o r storing p r o g r a m s a n d d a t a ) , s o m e t y p e o f r e c o r d a b l e or r e w r i t a b l e o p t i c a l d r i v e ( f o r

HARD DRIVES Each drive chassis holds up to 40 individual hard drives that can store up to 1 TB each.

installing p r o g r a m s , b a c k i n g u p files, a n d s h a r i n g files w i t h o t h e r s ) , a n d a f l a s h m e m o r y c a r d r e a d e r ( f o r t r a n s f e r r i n g p h o t o s , music, a n d o t h e r c o n t e n t b e t w e e n p o r t a b l e devices a n d t h e c o m p u t e r ) . If y o u p l a n t o t r a n s f e r music, d i g i t a l p h o t o s , a n d o t h e r m u l t i m e d i a d a t a o n a r e g u l a r basis b e t w e e n d e v i c e s — s u c h as a c o m p u t e r , d i g i t a l c a m e r a , m o -

| — STORAGE SERVER This server can manage up to 1,280 hard drives located in up to 5 cabinets like the one shown here, for a total capacity of 600 TB in a single system.

bile p h o n e , a n d p r i n t e r — y o u ' l l w a n t t o select a n d use t h e f l a s h m e m o r y m e d i a t h a t a r e c o m p a t i b l e w i t h t h e d e v i c e s y o u a r e u s i n g . Y o u w i l l also n e e d t o o b t a i n t h e necessary a d a p t e r f o r y o u r

com-

p u t e r if it d o e s n o t i n c l u d e a c o m p a t i b l e built-in f l a s h m e m o r y reader. Y o u w i l l also n e e d a t least o n e c o n v e n i e n t free U S B port t o use t o c o n n e c t e x t e r n a l h a r d drives, U S B f l a s h d r i v e s , a n d o t h e r U S B - b a s e d s t o r a g e h a r d w a r e , as w e l l as U S B d e vices t h a t c o n t a i n s t o r a g e m e d i a , such as d i g i t a l

In addition t o being used as stand-alone storage

cameras a n d portable digital media players.

for large c o m p u t e r systems, storage servers m a y also be used in n e t w o r k attached storage ( N A S ) , storage area n e t w o r k ( S A N ) , and R A I D (redundant array o f independent disks) storage systems. R A I D ( r e d u n d a n t a r r a y of i n d e p e n d e n t disks) is a m e t h o d o f storing data on

t w o o r m o r e hard drives that w o r k together. Although R A I D c a n be used t o increase p e r f o r m a n c e , it is most often used t o protect critical data on a storage server. Because R A I D usually involves recording

redundant

LO2.5

Input Deuices

A

n i n p u t d e v i c e is any piece o f e q u i p m e n t t h a t is

used t o enter data into the computer. T h e m o s t

c o m m o n input devices used with personal c o m p u t e r s

(duplicate) copies o f stored data, the copies can be used,

are keyboards and pointing devices, such as a mouse o r

when necessary, t o reconstruct lost data. T h i s helps to

pen. T h e r e are also input devices designed for capturing

increase the fault tolerance—the ability to recover from

data in electronic form, such as s c a n n e r s , b a r c o d e read-

an unexpected hardware or software failure, such as a

ers, and digital cameras, and devices t h a t are used t o

system c r a s h — o f a storage system.

input audio data.

M o s t storage servers are based on magnetic hard disks, although magnetic tape storage systems are also possible. M a g n e t i c t a p e consists o f plastic tape c o a t e d

with a magnetizable substance that represents the bits and bytes o f digital data, similar to magnetic

hard

RAID (redundant array of i n d e p e n d e n t disks) A method of storing data on two or more hard drives that work together.

disks. Although magnetic tape is n o longer used for

m a g n e t i c t a p e Storage media consisting of plastic tape coated

everyday storage applications because o f its sequential-

with a magnetizable substance.

access property, it is still used today for business data

i n p u t d e v i c e Any piece of equipment that is used to enter data

archiving and b a c k u p . O n e advantage o f magnetic tape

into the computer.

is its low cost per m e g a b y t e .

Chapter

2:

Computer

Hardware

Exhibit 2-25 Typical desktop keyboard FUNCTION KEYS

Perform a different command or function in each program designed to use them.

KEYBOARD DISPLAY

Displays images, videos, communication and gaming data, etc.

TAB KEY Moves to the next tab location

ENTER KEY

BACKSPACE KEY

Used to enter commands into the computer, end paragraphs, and insert blank lines in documents.

Erases one character to the left of the insertion point.

ALPHANUMERIC KEYS Usually arranged in the same order as the keys on a standard typewriter. MEDIA KEYS

Control music, videos, and images.

CAPS LOCK KEY

SCROLL WHEEL

Turns all caps on

Scrolls through documents.

W I N D O W S KEY

INSERT KEY

Opens the Windows Start menu.

Toggles between nserting text and typing over text in many programs.

USER P R O G R A M M A B L E KEYS Perform functions as denned by the user,

NUMERIC KEYPAD

CONTROL AND SPACE BAR ALTERNATE KEYS Used in combination Enters a blank with other keys to space. enter commands into the computer.

Used to efficiently enter numerical data. ARROW KEYS DELETE KEY Produces uppercase Deletes one character Move the cursor around a document letters and symbols on to the right of the without disturbing the upper part of certain insertion point. existing text. keys when the Caps Lock key is not on. SHIFT KEY

Keyboards M o s t c o m p u t e r s t o d a y a r e d e s i g n e d t o b e used w i t h a k e y b o a r d — a d e v i c e c o n t a i n i n g k e y s used t o e n t e r c h a r a c t e r s o n the s c r e e n . K e y b o a r d s c a n be b u i l t i n t o a d e v i c e , a t t a c h e d u s i n g a w i r e d c a b l e , s u c h as via a U S B o r k e y b o a r d p o r t , o r c o n n e c t e d via a w i r e l e s s connection. A typical desktop computer

keyboard

is s h o w n in E x h i b i t 2 - 2 5 . L i k e m o s t k e y b o a r d s , t h i s k e y b o a r d contains s t a n d a r d a l p h a n u m e r i c keys

to

i n p u t t e x t a n d n u m b e r s , as w e l l as a d d i t i o n a l k e y s used f o r v a r i o u s p u r p o s e s . T o a l l o w i n d i v i d u a l s t o w o r k u n d e r a v a r i e t y o f l i g h t i n g c o n d i t i o n s , s u c h as

PAGE U P AND PAGE D O W N KEYS Move up or down one page or screen in most programs.

Keyboards on Clothing O n e possibility f o r t h e f u t u r e is p r i n t i n g k e y b o a r d s directly o n c l o t h i n g a n d o t h e r p r o d u c t s t h a t c a n c o n n e c t wirelessly t o t h e d e v i c e s b e i n g used. For e x a m p l e , k e y b o a r d s m i g h t b e p r i n t e d o n jackets t o a l l o w c o n s u m e r s t o w i r e l e s s l y i n p u t data or otherwise control their mobile phones while on t h e g o , o r k e y b o a r d s m i g h t b e p r i n t e d o n soldiers' u n i f o r m s t o b e used w i t h U M P C s o r o t h e r small c o m p u t e r s w h i l e in t h e f i e l d .

in a d a r k living r o o m o r in a n a i r p l a n e , k e y b o a r d s ( s u c h as t h e o n e in E x h i b i t 2 - 2 5 )

are

increasingly

u s i n g i l l u m i n a t e d k e y s t o l i g h t up t h e c h a r a c t e r s o n the k e y b o a r d .

k e y b o a r d An input device containing keys used to enter characters on the screen.

Chapter

2:

Computer

Hardware

Some keyboards also contain special keys that are used for a specific purpose, such as to control the speaker volume or to launch an email program.

Pointing Devices

user's h a n d in the a p p r o p r i a t e d i r e c t i o n t o p o i n t t o

In a d d i t i o n t o a k e y b o a r d , m o s t c o m p u t e r s t o d a y are used in c o n j u n c t i o n with s o m e type o f p o i n t i n g device. P o i n t i n g d e v i c e s are used to select and m a n i p u l a t e o b j e c t s , t o i n p u t c e r t a i n types o f d a t a , such as h a n d w r i t ten d a t a , a n d t o issue c o m m a n d s t o the c o m p u t e r . T h e m o u s e (see E x h i b i t 2 - 2 6 ) is the m o s t c o m m o n point-

and select o b j e c t s o n the s c r e e n . A s it m o v e s , an o n screen m o u s e p o i n t e r — u s u a l l y a n a r r o w — m o v e s a c cordingly. O n c e the m o u s e p o i n t e r is p o i n t i n g to the desired o b j e c t o n the screen, the b u t t o n s o n t h e m o u s e are used t o p e r f o r m a c t i o n s on t h a t o b j e c t (such as t o open a hyperlink or to resize an i m a g e ) . S i m i l a r t o

ing device f o r a desktop c o m p u t e r . It typically rests on t h e desk o r o t h e r flat surface c l o s e t o the user's c o m p u t e r , a n d it is moved a c r o s s the surface with the

k e y b o a r d s , m i c e typically c o n n e c t via a U S B o r m o u s e p o r t , o r via a wireless c o n n e c t i o n . O l d e r m e c h a n i c a l m i c e have a ball e x p o s e d on the b o t t o m s u r f a c e o f the m o u s e t o c o n t r o l the pointer m o v e m e n t . M o s t m i c e t o d a y are o p t i c a l mice o r laser m i c e t h a t

Exhibit 2-26 Examples of mice

track

m o v e m e n t s with light. Similar to an upside-down m e chanical m o u s e , a t r a c k b a l l has the ball mechanism on t o p , instead o f on the b o t t o m . T h e ball is r o t a t e d with the t h u m b , h a n d , o r finger t o move the on-screen pointer. B e c a u s e the device itself does n o t need t o be moved, trackballs take up less space on the desktop than m i c e . T h e y also are easier to use for individuals with

ML

limited hand o r finger mobility. M a n y devices, i n c l u d i n g s o m e desktop c o m p u t e r s a n d m a n y t a b let c o m p u t e r s a n d m o b i l e devices, can accept pen i n p u t ; t h a t is, input by writing, d r a w i n g , o r t a p p i n g o n the screen w i t h a p e n - l i k e

A LASER MOUSE

A 3D M O U S E

device

called a s t y l u s . S o m e t i m e s , the stylus (also called a digital pen, electronic pen, o r t a b l e t pen) is simply a plastic device w i t h n o a d d i t i o n a l

3 D Mice For use w i t h v i r t u a l w o r l d s , a n i m a t i o n p r o g r a m s , a n d o t h e r 3D applications, 3D m i c e a r e a v a i l a b l e t h a t a r e d e s i g n e d t o m a k e n a v i g a t i o n t h r o u g h a 3D

f u n c t i o n a l i t y ; m o r e c o m m o n l y , it is a pressure-sensitive device that transmits the pressure applied by the user t o the device t h a t the stylus is being used with in o r d e r to a l l o w m o r e precise input. T h e s e m o r e s o p h i s t i c a t e d styluses also are typically p o w e r e d by t h e device t h a t

e n v i r o n m e n t easier. For e x a m p l e , t h e 3 D c o n n e x i o n S p a c e N a v i g a t o r 3D m o u s e s h o w n in Exhibit 2-26 has a c o n t r o l l e r c a p , w h i c h c a n b e lifted u p t o move an object up, rotated t o " f l y " around o b jects, or t i l t e d t o " l o o k " u p . In a d d i t i o n t o b e i n g used w i t h d e s k t o p c o m p u t e r s , mice c a n also b e used w i t h p o r t a b l e c o m p u t e r s (such as n o t e b o o k

p o i n t i n g d e v i c e An input device that moves an onscreen pointer used to select and manipulate objects and to issue commands to the computer. m o u s e A common pointing device that the user slides along a flat surface to move the pointer on the screen.

a n d n e t b o o k c o m p u t e r s ) as l o n g as a n a p p r o p r i a t e

t r a c k b a l l A pointing device similar to an upside-down mechanical

p o r t (such as a U S B port) is a v a i l a b l e . A l s o , special

mouse with the ball mechanism on top.

cordless p r e s e n t e r mice c a n b e used t o c o n t r o l o n screen slide s h o w s .

s t y l u s A pen-like device used for input by writing, drawing, or tapping on the screen.

they are being used with, have a s m o o t h rounded tip

proprietary controllers such as the W i i R e m o t e used

so they d o n ' t scratch the screen, and c o n t a i n b u t t o n s

with the N i n t e n d o Wii gaming system.

or switches to perform a c t i o n s such as erasing c o n t e n t

M a n y c o n s u m e r devices, such as portable digital media players, GPS devices, and handheld gaming de-

o r right-clicking. A variety of gaming devices today, such as the

vices, use special buttons and wheels to select items and

joystick, gamepad, and steering wheels shown in E x -

issue c o m m a n d s to the device. F o r instance, the por-

hibit 2 - 2 7 , can be used as controllers to supply input

table digital media player s h o w n in Exhibit 2 - 2 7 c o n tains a t h u m b wheel that is rotated to navigate through m e n u s and a select but-

Exhibit 2-27 Other common pointing devices

ton to access music and o t h e r c o n t e n t stored on the device.

5 I

| s

Touch Devices

o
Touch screens

S a.

allow

the

user t o touch the screen

It. QJ

with his o r her finger to se-

o ^

lect c o m m a n d s or other-

l| 2 e

wise provide input to the c o m p u t e r associated with the

touch

screen.

Their

use is becoming c o m m o n

E S o >.

with devices such as personal c o m p u t e r s , mobile

•9 O

phones,

£ a

and

mobile

devices,

consumer

kiosks

(see E x h i b i t 2 - 2 8 ) in order t o provide easy input. S o m e touch screens, such as the one used on the Apple iPhone 3 G , are m u l t i - t o u c h ; that is, they

T3
c a n recognize input from

> I (D c

m o r e than one finger at a t i m e . Similar multi-touch

BUTTONS AND W H E E L S Commonly found on portable digital media players and other consumer devices.

products

are

used

for

large wall displays, such as f o r use in museums, government

command

c e n t e r s , and newsrooms. to a computer. Other input devices are intended to be

Touch screens are also used in c o n s u m e r kiosks and

used with gaming c o n s o l e s , including guitars, drums,

other point-of-sale (POS) systems, and they are use-

and other musical instruments; dance pads and balance

ful for o n - t h e - j o b applications (such as factory w o r k )

boards, and other motion-sensitive controllers;

where it might be impractical to use a keyboard or

and

m o u s e . A growing trend is to use t o u c h screens that t o u c h s c r e e n An input device that is touched with the

provide tactile f e e d b a c k — a slight m o v e m e n t or other

finger to select commands or otherwise provide input to the

physical sensation

computer.

so they k n o w their input has been received by the computer.

Chapter

2:

Computer

Hardware

in response to the users'

touch

One concern is that touch devices and their pplications are ot accessible to individuals who are blind, have limited mobility, or have some other disability.

DESKTOP COMPUTERS

desktop c o m p u t e r s a n d are built into s o m e k e y b o a r d s .

Scanners and Readers A variety o f input

devices

are designed t o c a p t u r e data SURFACE COMPUTING DEVICES

in digital f o r m so a c o m -

CONSUMER KIOSKS

puter

can

manipulate

A scanner, more

called

an

it.

officially

optical

scanner,

A t o u c h p a d is a rectangular pad across which a fin-

captures an image o f an o b j e c t — u s u a l l y a flat o b j e c t ,

gertip or t h u m b slides to move the on-screen pointer;

such as a printed document, p h o t o g r a p h , o r d r a w i n g —

tapping the touch pad typically performs clicks and other

in digital form, and then transfers t h a t data t o a c o m -

mouse a c t i o n s . Although most often found on n o t e b o o k

puter. Typically, the entire d o c u m e n t is input as a single

and n e t b o o k computers (see E x h i b i t 2 - 2 7 ) , touch pads

graphical image that can be resized, inserted into other

are also available as stand-alone devices t o be used with

documents, posted on a W e b page, emailed to s o m e o n e , printed, or otherwise treated like a n y other graphical image. T h e text in the scanned i m a g e , however, c a n n o t be edited unless optical c h a r a c t e r recognition ( O C R )

Surface Computing O n e n e w t r e n d in t o u c h screens is r e f e r r e d t o as s u r f a c e c o m p u t i n g — u s i n g a c o m b i n a t i o n o f multit o u c h i n p u t f r o m m u l t i p l e users a n d o b j e c t recognition t o interact w i t h computers t h a t are typically b u i l t i n t o t a b l e t o p s a n d o t h e r surfaces. O n e e x a m p l e is M i c r o s o f t S u r f a c e . This p r o d u c t ( s h o w n in E x h i b i t 2-28) uses t o u c h a n d g e s t u r e s p e r f o r m e d via t h e s c r e e n , as w e l l as objects p l a c e d o n t h e s c r e e n , as i n p u t . It c a n r e c o g n i z e i n p u t f r o m m u l t i p l e users a n d m u l t i p l e objects p l a c e d o n t h e t a b l e simultaneously.

software is used in conjunction with the scanner t o input the scanned text as individual text c h a r a c t e r s . T h e quality o f scanned images is indicated by optical resolution, usually measured in the n u m b e r o f d o t s per inch ( d p i ) . W h e n a d o c u m e n t is s c a n n e d (typically t o u c h p a d A rectangular pad across which a fingertip or thumb slides or taps to control the pointer. s c a n n e r An input device that reads printed text or captures an image of an object, and then transfers that data to a computer. d o t s p e r i n c h (dpi) A measurement of resolution that indicates the quality of an image or output.

Chapter

2:

Computer

Hardware

using scanning software, though some application prog r a m s allow you to scan images directly into that p r o g r a m ) , the resolution o f the scanned image can often be specified. Scanners today usually scan at between 2 , 4 0 0 X 2 , 4 0 0 dpi and 4 , 8 0 0 x 9 , 6 0 0 dpi. A higher resolution results in a better image as well as a larger file size, as illustrated in E x h i b i t 2 - 2 9 . A higher resolution

"onsumers are beginning to use mobile phones for activities such as downloading a coupon ticket by capuiring the ban with the phones camci \\\\v

Exhibit 2-29 Same photo at different resolutions

I S B N (International Standard B o o k N u m b e r ) , the barcode used with printed b o o k s (see E x h i b i t 2 - 3 0 ) . Businesses and organizations can also create and use cust o m barcodes to fulfill their unique needs. For instance, shipping organizations (such as F e d E x and UPS) use custom barcodes to m a r k and t r a c k packages, retailers (such as Target and W a l - M a r t ) use c u s t o m barcodes added to customer receipts to facilitate returns, hospitals use custom barcodes to m a t c h patients with their charts and medicines, libraries and video stores use custom barcodes for checking out and checking in books and movies, and law e n f o r c e m e n t agencies use custom barcodes to m a r k evidence. 96 dpi (833 KB)

Exhibit 2-30 Common types of barcodes

300 dpi (1,818 KB) 600 dpi (5,374 KB)

111. I l l ; 11111:1" 9 "781418 86054? l,

isbn

1

l-maa-tosM-i

ISBN CODES

UPC (UNIVERSAL PRODUCT CODE) CODES

is needed, however, if the image will be enlarged significantly or if only one part o f the image will be extracted and enlarged. T h e file size o f a scanned image is also determined in part by the physical size o f the image. After

iTn|i' illl ll ' ^' yili'li llh i''ili'ii'l' ''lii'' l

DATABAR CODES

l

i ll

|

l

lll

l,

INTELLIGENT MAIL CODES

an image has been scanned, it c a n usually be resized and then saved in the appropriate file f o r m a t and resolution for the application with which the image is to be used. A variety of readers are available to read different types of codes and m a r k s . A b a r c o d e is an optical code that represents data with bars o f varying widths

123ABC

CODE 39 CODES

o r heights. T w o of the m o s t familiar barcodes are UPC (Universal Product C o d e ) , the barcode found on packaged goods in supermarkets and other retail stores, and

Barcodes are read with b a r c o d e readers. Barcode readers use either light reflected from the barcode or imaging technology to interpret the bars contained in the

b a r c o d e Machine-readable code that represents data as

barcode as the numbers or letters they represent. T h e n ,

a set of bars.

data associated with that barcode—typically

b a r c o d e r e a d e r An input device that reads barcodes.

ing data, such as data used to uniquely identify a prod-

identify-

uct, shipped package, or other i t e m — c a n be retrieved.

Chapter

2:

Computer

Hardware

Exhibit 2-31 Barcode readers

FIXED BARCODE READERS Used most often in retail point-of-sale applications.

PORTABLE BARCODE READERS

INTEGRATED BARCODE R E A D E R S Used most often for consumer applications.

Used when portability is needed.

Fixed barcode readers are frequently used in point-of-

pensive e q u i p m e n t ) , and m o r e . T h e data in R F I D tags

sale ( P O S ) systems (see Exhibit 2 - 3 1 ) . Portable barcode

is read by R F I D r e a d e r s . W h e n e v e r an R F I D - t a g g e d item

readers are also available for people w h o need to scan

is within range o f an R F I D reader ( f r o m t w o inches t o

barcodes while on the go, such as while walking through

up t o 3 0 0 feet or m o r e , depending o n the type o f tag

a warehouse, retail store, hospital, or other facility.

and the frequency being used), the tag's built-in an-

R a d i o f r e q u e n c y i d e n t i f i c a t i o n ( R F I D ) is a t e c h n o l o g y

tenna allows the information located within the R F I D

that c a n store, read, and transmit data located in R F I D

tag t o be sent t o the reader. Because R F I D t e c h n o l o g y

tags. R F I D t a g s c o n t a i n tiny chips and radio a n t e n n a s

(see E x h i b i t 2 - 3 2 ) ; they can be attached t o o b j e c t s , such as p r o d u c t s , price tags, shipping labels, ID cards, assets (such as livestock, vehicles, c o m p u t e r s , and other e x -

Exhibit 2-32 RFID tag

RFID and Privacy K e e p y o u r e n h a n c e d driver's license a n d passport in t h e

UIUOVA Company

supplied protective sleeve when

^^^B

n o t in use t o p r o -

tect against

unauthorized

reading

or tracking.

W h i l e c u r r e n t l y n o p e r s o n a l d a t a is s t o r e d in t h e R F I D chips used in t h e s e d o c u m e n t s , h a c k e r s h a v e d e m o n s t r a t e d t h e ability t o r e a d t h e s e d o c u m e n t s if t h e y a r e n o t p r o p e r l y s h i e l d e d . B e c a u s e o f this, privacy a d v o c a t e s r e c o m m e n d t a k i n g t h i s p r e c a u tion w i t h any RFID-enabled identity d o c u m e n t .

r a d i o f r e q u e n c y i d e n t i f i c a t i o n (RFID) A technology that can store, read, and transmit data in RFID tags. R F I D t a g A tiny chip and radio antenna attached to an object so it Label for shipping carton

RFID circuitry (chip and antenna)

can be identified using RFID technology. R F I D r e a d e r A device that reads the data in an RFID tag.

c a n read numerous items

Exhibit 2-33 RFID applications

at one time, it is also possible that, someday, R F I D will allow a consumer t o perform self-checkout at a retail store

by just push-

ing a shopping c a r t past an

RFID

will

ring

reader, up

which

all

items

in the cart at one time. R F I D is used t o d a y many

different

for

applica-

tions (Exhibit 2 - 3 3 shows some e x a m p l e s ) . Despite all its advantages, a n u m b e r o f privacy and security issues need to be resolved before RFID use

gains at

widespread

the

INVENTORY TRACKING This portal RFID reader reads all of the RFID tags attached to all of the items on the pallet at one time.

TICKETING APPLICATIONS This stationary RFID reader is used to automatically open ski lift entry gates for valid lift ticket holders at a ski resort in Utah.

MOBILE PAYMENTS This stationary RFID reader is used at checkout locations to quickly process payments via RFID-enabled credit cards or mobile phones.

BORDER SECURITY This stationary RFID reader is used at the U.S.-Mexico border crossing located in San Diego to reduce wait time.

consumer

level. Precautions against fraudulent

use—such

as

using high-frequency tags that need to be within a few inches of the reader, and requiring a PIN c o d e , a

signature, or

type

of

another

authorization

when an R F I D

payment

system is used—are

be-

ing developed. Currently, a price limit (such as $ 2 5 ) for completely a u t o m a t e d purchases (without a signature or other authorization) is being debated

°

as a compromise between convenience and security. Privacy advocates are con-

Optical m a r k readers ( O M R s ) input data from spe-

cerned about linking R F I D tag data with personally

cial forms to score or tally e x a m s , questionnaires, bal-

identifiable data contained in c o r p o r a t e databases, such

lots, and so forth. Typically, you use a pencil to fill in

as to track consumer m o v e m e n t s or shopping habits.

small circles or other shapes on the form to indicate

As o f now, no long-term solution to this issue has been

your selections, and then the f o r m is inserted into an optical mark reader (such as shown in Exhibit 2 - 3 4 )

reached.

to be scored or tallied. T h e results can be input into a computer system if the optical m a r k reader is connected o p t i c a l m a r k r e a d e r ( O M R ) A device that inputs data from special forms to score or tally the data on those

to a computer. Optical character recognition

(OCR)

refers to

the

forms.

ability o f a computer to recognize t e x t c h a r a c t e r s . T h e

o p t i c a l c h a r a c t e r r e c o g n i t i o n (OCR) The ability of a computer

characters are read by a c o m p a t i b l e scanning device,

to recognize scanned text characters.

such as a flatbed scanner, b a r c o d e reader, or dedicated O C R reader, and then O C R software is used to identify

Chapter

2:

Computer

Hardware

M I C R readers are used by businesses to deposit paper checks electronically.

Exhibit 2-34 Optical mark readers (OMRs)

ink when the checks are first printed. T h e s e c h a r a c t e r s can be read and new characters, such as t o reflect the check's a m o u n t , can be added by an M I C R reader (also called a check scanner) when needed.

High-volume

M I C R readers are used by b a n k s t o p r o c e s s c h e c k s deposited at the b a n k . Smaller units, such as the one each c h a r a c t e r and convert it to editable text. W h i l e

shown in E x h i b i t 2 - 3 6 , are used by m a n y businesses to

O C R systems c a n recognize many typed fonts, optical c h a r a c t e r s — w h i c h are characters specifically designed t o be identifiable by humans as well as by an O C R d e v i c e — a r e often used on documents intended to

Exhibit 2-36 Magnetic ink character recognition (MICR) readers

be processed by an O C R system. F o r e x a m p l e , optical c h a r a c t e r s are widely used in processing turnaround d o c u m e n t s , such as the monthly bills for credit card and utility c o m p a n i e s (see Exhibit 2 - 3 5 ) . T h e s e documents contain optical characters in certain places on the bill to aid processing when consumers send it b a c k with p a y m e n t — o r " t u r n it a r o u n d . " Magnetic

ink

character

recognition

(MICR)

is

a t e c h n o l o g y used primarily by the banking industry to facilitate c h e c k processing. M I C R characters, such as those located on the b o t t o m o f a check that represent the b a n k routing number, check number, and account number, are inscribed on checks with magnetic

Exhibit 2-35 Optical characters

deposit paper c h e c k s MICR

readers

are

remotely.

also

incor-

porated in m o s t n e w A T M s t o ACCOUNT NUMBER: 3000111111311111139

NVEnergyService Address:

enable

MAKE CHECKS PAYABLE TO N V ENERGY

PLEASE RETURN THIS PORTION WITH PAYMENT

CURRENT CHARGES TOTAL A M O U N T D U E

123 MAPLE ST.

II..II..I.I....III...I.I..I...MI...I.I.I.I.I..I JOHN SMITH 123 MAPLE ST. LAS VEGAS NV 89135

o z 0.733

MICR

information

located on c h e c k s inserted into

135.86

the A T M t o be read at the time

$135.86

of the deposit.

Current Charges due by Apr 5,2011

Biometrics

LAS VEGAS NV 89135

9965.3.86.18458 1 AV 0.324

the

.00

BALANCE FORWARD

is the science o f

Please enter amount paid below

identifying individuals based on

$

measurable biological characteristics. B i o m e t r i c r e a d e r s are used to read b i o m e t r i c data a b o u t a

89520-3086

person so that the

individual's

biometric reader A OPTICAL CHARACTERS These OCR characters indicate the customer account number and amount due, and can be read by both computers and humans.

device used to input biometric data, such as an individual's fingerprint or voice.

Chapter

2:

Computer

Hardware

identity c a n be verified based on a particular unique

alone o r built into another piece o f hardware, such as a

physiological characteristic, such as a fingerprint or a

k e y b o a r d , a portable computer, an external hard drive,

face, or personal trait, such as a voice o r a signature. As

o r a U S B flash drive. Biometric readers can be used t o

shown in Exhibit 2 - 3 7 , a b i o m e t r i c reader can be stand-

allow only authorized users access t o a computer o r facility or t o the data stored on a storage device, as well as t o authorize electronic payments, log on t o se-

Exhibit 2-37 Biometric readers

cure W e b sites, or punch into a n d out o f work.

Audio Input Audio input is the process of into

entering

audio

data

the computer. T h e

most c o m m o n

types o f

audio input are voice and music. Voice

input—in-

putting spoken words and converting them to digital form—is

typically

per-

formed via a microphone o r headset (a set of headSTAND-ALONE FINGERPRINT READERS Often used to control access to facilities or computer systems, such as to the notebook computer shown here.

BUILT-IN FINGERPRINT READERS Typically used to control access to the device into which the reader is built, such as to the external hard drive shown here.

phones with a built-in mic r o p h o n e ) . It can be used in conjunction with sound recorder software to store the voice in an audio file as well as with Voice over

IP systems that allow individuals t o place telephone calls from a computer over the Internet. It can also be used in

Digital Cameras

conjunction with speech recognition software to provide

Digital c a m e r a s r e c o r d i m a g e s o n a d i g i t a l s t o r a g e

spoken instructions to a computer. S p e e c h recognition

m e d i u m , such as a f l a s h m e m o r y c a r d , d i g i t a l t a p e c a r t r i d g e , built-in h a r d d r i v e , o r D V D disc. Digital c a m e r a s a r e usually d e s i g n a t e d e i t h e r as still c a m -

systems enable the computer t o recognize voice input as spoken words and require appropriate software, such as Dragon NaturallySpeaking or W i n d o w s Speech Recogni-

eras ( w h i c h t a k e i n d i v i d u a l still p h o t o s ) o r v i d e o

tion. See Exhibit 2 - 3 8 . T o enable hands-free operation,

cameras (which capture

images),

speech recognition capabilities are increasingly incorpo-

a l t h o u g h m a n y c a m e r a s t o d a y t a k e b o t h still i m -

rated into mobile phones, G P S systems, and other mobile

a g e s a n d v i d e o . In a d d i t i o n t o s t a n d - a l o n e still a n d

devices. They are also c o m m o n l y built into cars to enable

moving video

v i d e o cameras, d i g i t a l c a m e r a c a p a b i l i t i e s a r e i n t e -

hands-free control o f navigation systems and sound sys-

g r a t e d into m a n y p o r t a b l e c o m p u t e r s a n d m o b i l e

tems, as well as to allow hands-free mobile phone calls to

p h o n e s t o d a y . V i d e o c a m e r a s used w i t h personal

take place via the car's voice interface. Specialty speech

c o m p u t e r s — c o m m o n l y c a l l e d W e b c a m s — a r e typ-

recognition systems are frequently used to control m a -

to t r a n s m i t still o r v i d e o i m a g e s o v e r

chines, robots, and other electronic equipment, such as

icaNy used

t h e Internet or t o broadcast images continually t o a W e b page.

s p e e c h r e c o g n i t i o n s y s t e m Hardware and software that enable a computer to recognize voice input.

Chapter

2:

Computer

Hardware

by surgeons during surgical procedures.

^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ Voice input systems are used by individuals who cannot use a keyboard.

Exhibit 2-38 Speech recognition systems

2. An analog-to-digital converter on the sound card located inside the computer converts the spoken words to phonemes, the fundamental sounds in the language being used, and digitizes them.

1. The user speaks into a microphone that cancels out background noise and inputs the speech into the computer.

4. The spoken words appear on the screen in the application program (such as a word processor or an email program) being used.

M u s i c input systems are used to input music into a

3. Voice recognition software determines the words that were spoken.

created using a conventional c o m p u t e r k e y b o a r d with

computer, such as to create an original music composi-

appropriate software or a special device (such as a mi-

tion or arrangement, or to create a custom music C D .

c r o p h o n e or digital pen) designed t o input music and

Existing music can be input into a computer via a music

convert it to a printed musical score. O n c e the music is

C D or a W e b download. For original compositions, mi-

input into the computer, it can be saved, modified, played,

crophones and keyboard controllers—essentially piano

inserted into other programs, or burned t o a C D or D V D .

keyboards connected to a c o m p u t e r — c a n be used (see Exhibit 2 - 3 9 ) . Original music compositions can also be

ix>2 6 Exhibit 2-39 Music input systems

Output Devices

A

n o u t p u t d e v i c e accepts processed d a t a f r o m the

c o m p u t e r and presents the results t o the user,

m o s t o f the time on the c o m p u t e r screen, on paper, o r through a speaker.

Display Devices A display d e v i c e — t h e most c o m m o n form o f output device—presents output visually on some type o f screen.

o u t p u t d e v i c e A device that accepts processed data from the computer and presents the results to the user. d i s p l a y d e v i c e An output device that contains a viewing screen.

Chapter

2:

Computer

Hardware

Exhibit 2-40 Uses for display devices

1 r

\

1 PORTABLE C O M P U T E R S

HANDHELD GAMING DEVICES

DIGITAL PHOTO FRAMES

r

I

1 5

DIGITAL SIGNAGE S Y S T E M S

MOBILE DEVICES

T h e display device for a desktop computer is more for-

T h e CRT m o n i t o r used to be the n o r m for desktop

mally called a monitor. T h e display device for a n o t e b o o k

computers. C R T monitors use the same cathode-ray

computer, netbook computer, U M P C , mobile phone, or

tube technology used in c o n v e n t i o n a l televisions in

other device for which the screen is built into the device

which an electron gun sealed inside a large glass tube

is typically called a display screen. In addition to being

projects an electron beam at a screen coated with red,

used with computers and mobile devices, display screens

green, and blue phosphor dots; the beam lights up the

are also built into handheld gaming devices, home en-

appropriate colors in each pixel to display the necessary

tertainment devices, such as remote controls, televisions,

image. As a result, C R T s are large, bulky, and heavy.

appliances.

M o s t computers today (as well as most television

T h e y are also an important c o m p o n e n t in digital photo

sets) use the thinner and lighter flat-panel displays.

frames, e-book readers, portable digital media players,

Flat-panel display technology is also used in the dis-

and other consumer products (see Exhibit 2 - 4 0 ) .

play screens integrated into m o b i l e phones and con-

and portable D V D players, and kitchen

sumer electronics. Flat-panel displays form images by m o n i t o r A display device for a desktop computer. d i s p l a y s c r e e n A display device built into a notebook computer, netbook, UMPC, or other device.

manipulating electronically charged chemicals or gases sandwiched between thin panes o f glass or other transparent material. Flat-panel displays take up less desk space, which makes it possible to use multiple moni-

CRT m o n i t o r A display device that uses cathode-ray tube technology. flat-panel d i s p l a y A slim display device that that uses electronically charged chemicals or gases to display images.

tors working together to increase the a m o u n t of data the user can view at one time (see E x h i b i t 2 - 4 1 ) , increasing productivity. Flat-panel displays also c o n s u m e less power than C R T s and m o s t use digital signals to

Chapter

2:

Computer

Hardware

E x h i b i t 2-41 Flat-panel displays

Another

common

flat-panel

technology

is L E D

(light e m i t t i n g d i o d e ) , which is also c o m m o n l y

used

with c o n s u m e r products, such as a l a r m c l o c k s , ChristFour flat-panel monitors

mas lights, c a r headlights, and m o r e . L E D s a r e also b e ginning t o be used t o backlight L C D p a n e l s , a l t h o u g h o r g a n i c l i g h t e m i t t i n g d i o d e ( O L E D ) m i g h t e v e n t u a l l y re-

place L C D technology entirely. O L E D displays use layers o f organic material, which emit a visible light w h e n electric current is applied. Because they emit a visible light, O L E D displays do not use b a c k l i g h t i n g . T h i s characteristic m a k e s O L E D s m o r e energy efficient than L C D s and lengthens the battery life o f p o r t a b l e devices using O L E D displays. Other advantages o f O L E D s are that O L E D s are thinner than L C D s , they have a wider viewing angle than L C D s and so displayed c o n t e n t is display images (instead o f the analog signals used with C R T m o n i t o r s ) , which allows for sharper images. T o use multiple m o n i t o r s , you must have the necessary

visible from virtually all directions, a n d their images are brighter and sharper than L C D s . O L E D displays a r e inc o r p o r a t e d into many digital c a m e r a s , m o b i l e p h o n e s ,

h a r d w a r e t o support them, such as a m o n i t o r port on a n o t e b o o k c o m p u t e r o r an appropriate video adapter, as discussed shortly. O n e disadvantage t o a flat-panel display is that the images sometimes c a n n o t be seen clearly when viewed from certain angles. O n e o f the most c o m m o n flat-panel technologies is liquid crystal display (LCD), which uses charged liquid crystals located between t w o sheets o f clear material (usually glass or plastic) to light up the appropriate pixels to form the image on the screen. Several layers o f liquid crystals are used, a n d , in their normal state, the liquid crystals are aligned so that light passes through the display. W h e n an electrical charge is applied t o the liquid crystals (via an electrode grid layer contained within the

Special OLEDs A f l e x i b l e O L E D ( F O L E D ) is a n O L E D d i s p l a y b u i l t o n a f l e x i b l e s u r f a c e . A t r a n s p a r e n t O L E D ( T O L E D ) is a display b u i l t o n a t r a n s p a r e n t s u r f a c e t h a t e m i t s light t o w a r d t h e t o p a n d b o t t o m o f t h e display s u r f a c e . Finally, a P h o s p h o r e s c e n t O L E D ( P H O L E D ) is a display t h a t uses p h o s p h o r e s c e n c e , a process t h a t results in m u c h m o r e c o n v e r s i o n o f e l e c t r i c a l e n e r g y i n t o light instead o f h e a t , c r e a t i n g a m o r e efficient O L E D .

L C D p a n e l ) , the liquid crystals change their orientation or " t w i s t " so that light cannot pass through the display, and the liquid crystals at the charged intersections o f the electrode grid appear dark. C o l o r L C D displays use a c o l o r filter that consists o f a pattern o f red, green, and blue subpixels for each pixel. T h e voltage used controls the orientation (twisting) o f the liquid crystals and the a m o u n t o f light that gets through, affecting the color and shade o f that pixel—the three different colors blend to m a k e the pixel the appropriate color. L C D displays c a n be viewed only with reflective light, unless light is built into the display. Consequently, L C D panels used with c o m p u t e r m o n i t o r s typically include a light inside the panel, usually at the rear o f the

l i q u i d c r y s t a l d i s p l a y (LCD) A type of flat-panel display that uses charged liquid crystals to display images.

display—a technique referred t o as backlighting. L C D s

L E D (light e m i t t i n g d i o d e ) A common flat-panel technology.

are currently the most c o m m o n type o f flat-panel tech-

o r g a n i c l i g h t e m i t t i n g d i o d e ( O L E D ) A type of flat-panel

nology used for small- to medium-sized c o m p u t e r m o n itors. T h e m o n i t o r s shown in E x h i b i t 2 - 4 1 are L C D monitors.

display that uses emissive organic material to display brighter and sharper images.

portable digital media players, and other c o n s u m e r de-

Plasma displays use a layered technology like L C D s

vices (see Exhibit 2 - 4 2 ) . T h e y are also beginning to ap-

and O L E D s and look similar to L C D displays, but they

pear in television and c o m p u t e r displays.

use a layer o f gas between t w o plates of glass instead o f liquid crystals or organic material. A phosphorcoated screen (with red, green, and blue phosphors

Exhibit 2-42 How OLED displays work

for each pixel) is used, and an electron grid layer and electronic charges are used

Electron layers

Metal or silicon backing

to

make

the gas

light up the

Glass layer

phosphors

to

atoms

appropriate create

the

image on the screen. T h e very large displays used by businesses, as well as many large screen televisions, are typically plasma displays. Display devices

form

images by lighting up the — Light output

proper

configurations

of

pixels, which are the smallest colorable areas on a display device—essentially tiny

dots

on

a

display

screen. A variety of technologies can

be used

to

lighten up the pixels needed

Organic layers ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ J

to display a particular image. Display devices can be monochrome

Another emerging flat-panel display technology is

displays, in

which each pixel can only be one o f t w o colors, such as

Designed

black or white, or color displays, in which each pixel can

initially for mobile phones and other portable devices,

display a combination of three c o l o r s — r e d , green, and

interferometric modulator

IMOD

displays.

an I M O D display is essentially a c o m p l e x mirror that

blue—in order to display a large range of colors. M o s t

uses external light—such as from the sun or artificial

monitors and display devices today are color displays.

Because

T h e number o f pixels used on a display screen de-

I M O D displays are utilizing light instead of fighting it

termines the screen resolution, w h i c h affects the amount

light inside a building—to

display images.

the way L C D displays d o , images are bright and clear even in direct sunlight. A n d , because backlighting isn't used, power consumption is much less than what is needed for L C D displays.

interferometric modulator (IMOD) display A flat-panel display technology that uses external light to display images. p l a s m a d i s p l a y A flat-panel display technology that uses a layer of gas between two plates of glass instead of liquid crystals or organic material.

High-Definition Displays in Development S u r f a c e - c o n d u c t i o n e l e c t r o n - e m i t t e r display ( S E D ) is b e i n g d e v e l o p e d by Toshiba a n d C a n o n . It uses millions of t i n y e l e c t r o n g u n s (similar t o t h o s e used in CRTs b u t m u c h smaller a n d millions o f t h e m i n s t e a d of o n e ) t o p o w e r t h e pixels o n a f l a t - p a n e l display. S E D displays a r e t h i n a n d b r i g h t , a n d t h e y

pixel The smallest colorable areas on a display device.

h a v e less flicker t h a n LCD a n d plasma screens. T e l e -

s u r f a c e - c o n d u c t i o n e l e c t r o n - e m i t t e r d i s p l a y (SED)

visions b a s e d o n S E D t e c h n o l o g y a r e b e g i n n i n g t o

A high-definition display technology that is in development.

Chapter

2:

Computer

Hardware

become available.

o f i n f o r m a t i o n t h a t can be displayed on the screen at

ages, the n u m b e r of m o n i t o r s t h a t c a n be connected to

one time. W h e n a higher resolution is selected, such as

the c o m p u t e r via that video card o r c o m p o n e n t , and the

1 , 2 8 0 pixels horizontally by 1 , 0 2 4 pixels vertically for

types o f c o n n e c t o r s that can be used t o c o n n e c t a m o n i -

a standard c o m p u t e r m o n i t o r (written as 1 , 2 8 0 X 1 , 0 2 4

t o r to the computer. Video cards typically c o n t a i n a fan

and read as 1280

and other cooling components to c o o l the c a r d . M o s t

by 1024), m o r e i n f o r m a t i o n can fit

on the screen, but everything will be displayed smaller

video cards also contain m e m o r y chips (typically called

than w i t h a lower resolution, such as 1 , 0 2 4 x 7 6 8 . T h e

video R A M or V R A M ) to support graphics display, al-

screen resolution on many c o m p u t e r s c a n be changed

though some do n o t and are designed t o use a p o r t i o n

by users t o m a t c h their preferences and the software

o f the computer's regular R A M as video R A M instead.

being used.

M o s t video cards today contain between 2 5 6 M B and

Display device size is measured diagonally from

1 G B o f video R A M . A typical video c a r d is s h o w n in

corner t o corner. M o s t desktop c o m p u t e r m o n i t o r s t o -

Exhibit 2 - 4 3 .

day are between 1 7 inches and 2 7 inches (though larger

T h e three m o s t c o m m o n types o f interfaces used

s c r e e n s — u p to 6 0 inches and m o r e — a r e becoming in-

to c o n n e c t a m o n i t o r to a c o m p u t e r are V G A (Video

creasingly c o m m o n ) ; n o t e b o o k and tablet displays are

G r a p h i c s A r r a y ) , D V I (Digital Visual I n t e r f a c e ) , and

usually between 1 5 inches and 2 0 inches; and n e t b o o k s

H D M I (High-Definition M u l t i m e d i a I n t e r f a c e ) . V G A

typically have displays 1 0 inches or smaller. T o better

uses a 15-pin D-shaped c o n n e c t o r and it is c o m m o n l y

view D V D s and other multimedia content, m a n y m o n i -

used with C R T monitors and m a n y flat-panel m o n i t o r s

tors t o d a y are widescreen, which c o n f o r m to the 1 6 : 9

t o transfer analog images to the monitor. D V I uses a

aspect r a t i o o f widescreen televisions, instead o f the

m o r e rectangular c o n n e c t o r and it is frequently used

c o n v e n t i o n a l 4 : 3 aspect ratio.

with flat-panel displays to allow the m o n i t o r t o receive

T h e video card installed inside a c o m p u t e r or the

clearer, m o r e reliable digital signals than is possible

integrated graphics c o m p o n e n t built directly into the

with a V G A interface. H D M I uses a smaller c o n n e c t o r

motherboard

graphics

and can be used with display devices that s u p p o r t high-

processing unit ( G P U ) — t h e chip devoted to rendering

definition c o n t e n t . A newer type o f c o n n e c t o r is Display-

images on a display device. T h e video card or the in-

Port, which is designed to eventually replace V G A a n d

tegrated graphics c o m p o n e n t determines the graphics

DVI ports on c o m p u t e r s , video c a r d s , a n d m o n i t o r s . In

capabilities o f the computer, including the screen reso-

fact, Apple already includes a smaller v e r s i o n — r e f e r r e d

o f the computer

houses the

lutions available, the number of bits used to store c o l o r

to as a M i n i D i s p l a y P o r t — o n its newest M a c B o o k s .

i n f o r m a t i o n a b o u t each pixel (called the bit depth), the

T h e ports used with each o f these possible c o n n e c t i o n s

total n u m b e r o f colors that can be used to display im-

are illustrated in E x h i b i t 2 - 4 3 .

Exhibit Exhibi

2-43 Video card

VGA

DVI

TV-OUT

HDMI

FAN Cools the components on the video card.

,GPU Renders images on the display screen (is located beneath the fan on this card for cooling purposes).

DISPLAYPORT

PORTS

Determine how a monitor can connect.

7

PCI E X P R E S S x l 6 CONNECTOR Plugs into the PCIe x16 slot on the motherboard.

VIDEO RAM CHIPS Provide memory for video display (are located beneath the heat sinks on this card for cooling purposes).

Chapter

2:

Computer

Hardware

The display is built into eyeglasses, which connect to a mobile device.

3D Flat-Panel Displays

Images from the source device (an email message in this example) are displayed on top of the user's normal vision.

R e c e n t i m p r o v e m e n t s in f l a t - p a n e l display t e c h n o l o g y a n d graphics processing h a v e led t o several e m e r g i n g 3D o u t p u t devices. T h e n e w e s t 3D p r o d u c t s use filters, prisms,

m u l t i p l e lenses, a n d o t h e r t e c h n o l o g i e s

built

into t h e display screen t o c r e a t e t h e 3D e f f e c t a n d , as a r e s u l t d o n o t r e q u i r e 3D glasses. S o m e 3D displays r e s e m b l e c o n v e n t i o n a l m o n i t o r s ; o t h e r s a r e s h a p e d differently, such as t h e d o m e - s h a p e d Perspecta 3D display. O t h e r 3D displays a r e d e s i g n e d t o b e w e a r a b l e , such as t h e eyeglasses-based display s h o w n in t h e p h o t o . This d e v i c e projects t h e i m a g e f r o m a m o b i l e d e v i c e ( t y p i cally a m o b i l e p h o n e o r p o r t a b l e d i g i t a l m e d i a player) t o a display screen b u i l t i n t o t h e glasses. T h e t e c h n o l o g y a l l o w s t h e user t o see t h e i m a g e as if it is o n a distant l a r g e screen display, a n d m a n y 3D w e a r a b l e

displays

o v e r l a y t h e p r o j e c t e d i m a g e o n t o p of w h a t t h e user

Courtesy Lumus Ltd.

is s e e i n g in real t i m e t o p r o v i d e s i t u a t i o n a l a w a r e n e s s w h i l e t h e display is b e i n g u s e d . W e a r a b l e 3D displays a r e also d e s i g n e d f o r soldiers a n d o t h e r m o b i l e w o r k e r s .

A video card or integrated video c o m p o n e n t in a

r o o m s , and similar locations and can be freestanding

desktop c o m p u t e r will have at least one port exposed

units or permanently m o u n t e d o n t o the ceiling. While

through the system unit case to c o n n e c t a monitor.

most data projectors c o n n e c t via cable to a computer,

N o t e b o o k computers and o t h e r computers with a built-

wireless projectors are available. S o m e projectors also

in display typically c o n t a i n a m o n i t o r port to connect a

include an iPod dock to c o n n e c t a video iPod in order

second monitor to the computer. An emerging option is

to project videos stored on that device.

connecting monitors to a c o m p u t e r via a U S B port. U S B

Another type of data p r o j e c t o r is the integrated

monitors (monitors designed to c o n n e c t via a U S B port)

projector—tiny projectors that are beginning to be built

can be added to a c o m p u t e r w i t h o u t requiring a video

into mobile phones, portable computers, portable digi-

card that supports multiple m o n i t o r s .

tal media players, and other portable devices to enable

M o s t computer m o n i t o r s today are physically con-

the device to project an image o n t o a wall or other flat

nected to the system unit via a c a b l e . Some display de-

surface from up to 1 2 feet away. T h e s e integrated pro-

vices, such as digital p h o t o frames, e-book readers, and

jectors typically create a display up to 1 0 feet wide in or-

some computer monitors and television sets, however,

der to easily share information on the device with others

are designed to be wireless.

on the go without having to c r o w d around a tiny screen. Another type of data projector is designed to project

Data and Multimedia Projectors

actual 3 D projections or h o l o g r a m s . For instance, holo-

A d a t a projector is used to display output from a com-

a stage for a presentation. H o l o g r a m display devices can

grams of individuals and objects can be projected o n t o

puter to a wall o r projection screen. Conventional data

be used in retail stores, exhibitions, and other locations

projectors are often found in c l a s s r o o m s , conference

to showcase products or other items in 3 D .

d a t a p r o j e c t o r A display device that projects computer

Printers

output to a wall or projection screen. h a r d c o p y A permanent copy of output on paper.

Chapter

2:

Computer

Hardware

J

Instead of the temporary, ever-changing soft copy output that a m o n i t o r produces, printers produce h a r d copy; that is, a permanent copy o f the output on paper.

M o s t desktop computers are connected t o a printer; portable c o m p u t e r s c a n use printers as well. Printers produce images through either impact o r

Multifunction Devices

n o n i m p a c t technologies. Impact printers, like old rib-

S o m e p r i n t e r s t o d a y o f f e r m o r e t h a n just p r i n t -

bon typewriters, have a print mechanism that actually

i n g c a p a b i l i t i e s . T h e s e u n i t s — r e f e r r e d t o as m u l t i -

strikes the paper t o transfer ink t o the paper. F o r e x -

function devices (MFDs) or

ample, a d o t - m a t r i x printer such as the o n e shown in

copy, scan, f a x , a n d print d o c u m e n t s . M F D s c a n b e

E x h i b i t 2 - 4 4 uses a print head consisting o f pins that

b a s e d o n ink-jet p r i n t e r

strike an inked r i b b o n to transfer the ink t o the p a p e r —

or

the a p p r o p r i a t e pins are extended ( a n d , consequently,

nology,

strike the r i b b o n ) as the print head moves across the

a v a i l a b l e as b o t h c o l o r

paper in order t o form the appropriate words o r im-

and

all-in-ones—typically

laser

printer and they

techare

black-and-white

ages. I m p a c t printers are used today primarily for pro-

devices. A l t h o u g h

ducing multipart forms, such as invoices, packing slips,

tifunction devices have

and credit c a r d receipts.

mul-

traditionally been deskt o p units used in small offices a n d h o m e o f f i c e s , larger w o r k g r o u p multifunction devices a r e n o w

E x h i b i t 2-44

Dot-matrix printer

a v a i l a b l e t h a t a r e d e s i g n e d f o r m u l t i p l e users, e i t h e r as s t a n d - a l o n e stations o r as n e t w o r k e d u n i t s .

printers form images with dots, in a m a n n e r similar t o the w a y m o n i t o r s display images with pixels. B e c a u s e o f this, printers are very versatile a n d c a n print t e x t in virtually any size, as well as print p h o t o s a n d other graphical images. In addition t o paper, b o t h i m p a c t a n d n o n i m p a c t printers can print o n t r a n s p a r e n c i e s , envelopes, mailing labels, and m o r e . M o s t printing technologies t o d a y f o r m images with dots o f liquid ink o r flecks o f t o n e r powder. T h e print resolution is measured in dots per inch (dpi). Guidelines for acceptable print resolution are typically 3 0 0 dpi f o r general purpose printouts, 6 0 0 dpi f o r higher-quality d o c u m e n t s , 1 , 2 0 0 dpi for p h o t o g r a p h s , a n d 2 , 4 0 0 dpi for professional applications. Print speed is typically m e a s u r e d

in p a g e s p e r

m i n u t e ( p p m ) . H o w long it takes a d o c u m e n t t o print depends on the actual printer being used, the selected print resolution, and the c o n t e n t being printed. F o r instance, pages containing p h o t o g r a p h s o r other images typically take longer t o print than pages

contain-

ing only t e x t , and full-color pages take longer t o print than black-and-white pages. C o m m o n speeds f o r personal printers range from a b o u t 1 5 t o 3 5 p p m ; n e t w o r k M o s t printers today are n o n i m p a c t printers, mean-

printers typically print from 4 0 t o 1 0 0 p p m .

ing they f o r m images without the print mechanism a c tually touching the paper. N o n i m p a c t printers usually produce higher-quality images and are much quieter

p a g e s p e r m i n u t e (ppm) The typical measurement of print speed.

than impact printers. T h e t w o most c o m m o n types o f

m u l t i f u n c t i o n d e v i c e (MFD) An output device that can copy, scan,

printers t o d a y — l a s e r printers and ink-jet printers—are

fax, and print documents.

both nonimpact

printers. Both impact and n o n i m p a c t

Chapter

2:

Computer

Hardware

Exhibit 2-45 How black-and-white laser printers work 1 . The paper enters the printer, and then it is given an electrical

2. The printer's 3. Instructions from the printer's micromicroprocessor decodes processor control a laser beam that page data sent from the charges the appropriate locations on computer. the drum so the toner will stick to the charge so the toner can drum, as explained in step 4. stick to the paper, as explained in step 5,

4. Toner powder is applied to the drum and sticks only to the charged areas on the drum.

5. The paper rolls over the drum and the toner is transferred to the paper, forming the image for the entire page.

6. The paper goes through the fusing unit, at which point the toner is permanently affixed to the paper through heat and pressure. 7. The paper exits the printer.

M o s t personal printers today connect to a com-

the paper is rolled over the drum, and a heating unit

puter via a U S B c o n n e c t i o n ; some have the option of

fuses the toner powder to the paper to permanently

connecting wirelessly. In addition, many personal print-

form the image, as illustrated in E x h i b i t 2 - 4 5 . C o m m o n

ers can receive data to print via a flash m e m o r y card, a

print resolutions for laser printers are between 6 0 0 and

cable connected to a digital c a m e r a , or a camera dock-

2 , 4 0 0 dpi; speeds for personal laser printers range from

ing station (a device c o n n e c t e d to a printer into which a

a b o u t 1 5 to 3 0 ppm.

digital camera is placed so images stored in the camera can be printed).

Ink-jet printers form images by spraying tiny drops of liquid ink from one or m o r e ink cartridges onto the

Laser printers form images with toner powder (es-

page, one line at a time, as illustrated in Exhibit 2 - 4 6 .

sentially ink powder) and are the standard for business

Some printers print with one single-sized ink droplet;

documents. To print a d o c u m e n t , the laser printer uses

others print using different-sized ink droplets and using

a laser beam to charge the appropriate locations on a

multiple nozzles or varying electrical charges for more

drum to form the page's image, and then toner pow-

precise printing. T h e printhead for an ink-jet printer

der is released from a t o n e r cartridge and sticks to the

typically travels back and forth across the page, which

drum. T h e toner is transferred to a piece o f paper when

is one reason why ink-jet printers are slower than laser printers. However, an emerging type o f ink-jet printer uses a printhead that is the full width o f the paper,

laser p r i n t e r An output device that forms images with

which allows the printhead to remain stationary while

toner powder (essentially ink powder).

the paper feeds past it. T h e s e printers are very fast,

ink-jet p r i n t e r An output device that forms images by spraying tiny

printing up to 6 0 ppm for letter-sized paper.

drops of liquid ink from one or more ink cartridges onto paper.

Because they are relatively inexpensive, have g o o d quality output, and can print in color, ink-jet printers

Exhibit 2-46 How ink-jet printers work

Each ink cartridge is made up of multiple tiny ink-filled firing chambers; to print images, the appropriate color ink is ejected through the appropriate firing chamber.

Ink-jet printer

'Heating element •Steam bubble

•Steam bubble

Steam bubble

• Firing chamber

1 . A heating element makes the ink boil, which causes a steam bubble to form.

Ink droplet

Ink droplet

-Paper

2. As the steam bubble expands, it pushes ink through the firing chamber.

are usually the printer of choice for h o m e use. W i t h the

3. The ink droplet is ejected onto the paper and the steam bubble collapses, pulling more ink into the firing chamber.

P o r t a b l e printers are small, lightweight

printers

use o f special p h o t o paper, photo-quality ink-jet print-

that can be used on the go, such as w i t h a n o t e b o o k

ers c a n also print photograph-quality digital p h o t o s .

c o m p u t e r or mobile device, and c o n n e c t via either a

Starting at less than $ 5 0 for a simple h o m e printer, ink-

wired or wireless connection. P o r t a b l e printers that c a n

jet printers are affordable, although the cost o f the re-

print on letter-sized ( 8 . 5 by 1 1 - i n c h ) p a p e r are used by

placeable ink cartridges can add up, especially if you do

businesspeople while traveling. P o r t a b l e receipt

a lot o f c o l o r printing.

b a r c o d e printers are used in s o m e service professions.

B a r c o d e printers enable businesses and other orga-

and

Printers can also be integrated into o t h e r devices. F o r

nizations t o print custom barcodes on price tags, ship-

instance, s o m e digital c a m e r a s c o n t a i n an integrated

ping labels, and other documents for identification or

printer that is based on a new t e c h n o l o g y developed

pricing purposes. M o s t barcode printers can print la-

by Z I N K (for " z e r o i n k " ) Imaging. T h i s printer uses n o

bels in a variety o f barcode standards; some can also

ink; instead, it uses special paper that is c o a t e d with

encode R F I D tags embedded in labels.

special c o l o r dye crystals. Before printing, the e m b e d ded dye crystals are clear, so Z I N K Paper l o o k s like regular white p h o t o paper. T h e Z I N K printer uses heat

Ink-jet technology may eventually be used for dispensing liquid metals, aromas, computer chips, and other circuitry.

b a r c o d e p r i n t e r A printer used to print barcodes. p o r t a b l e p r i n t e r A small, lightweight printer that can be used on the go, such as with a notebook computer or mobile device.

Chapter

2:

Computer

Hardware

to activate and colorize these dye crystals when a p h o t o is printed, creating a full-color image. In addition to being integrated into a variety o f c o n s u m e r electronics devices, including digital c a m e r a s and digital picture frames, stand-alone Z I N K printers are also available. T o print charts, drawings, maps, blueprints, posters, signs, advertising b a n n e r s , and other large documents in one piece, a larger printer is needed. Today, most large f o r m a t printers (sometimes called plotters) are wide-format ink-jet printers, which are designed to print documents from around 2 4 inches to 6 0 inches in width. Although typically used to print on paper, some wide-format ink-jet printers can print directly on fabric and other types o f materials. W h e n 3 D output is required, such as to print a 3 D model o f a new building or prototype of a new product, 3D printers can be used. Instead o f printing on paper, these printers typically form output in layers using molten plastic during a series o f passes to build a 3 D version o f the desired o u t p u t — a process called fused de-

stereo system; typically devices are connected via the

position modeling ( F D M ) . S o m e printers can produce

device's headphone jack or U S B port. H e a d p h o n e s can be used instead o f speakers so

multicolor output; others print in only one c o l o r and need to be painted by h a n d , if c o l o r output is desired.

the audio output does not disturb others (such as in a school computer lab or public library). Headsets are headphones with a built-in m i c r o p h o n e , and are often

Audio Output

used when dictating to a c o m p u t e r and when making

Audio output includes voice, music, and other audible

telephone calls or participating in W e b conferences us-

sounds. C o m p u t e r speakers, the m o s t c o m m o n type o f

ing a computer; wireless headsets are c o m m o n l y used

audio output device, c o n n e c t t o a c o m p u t e r and provide

in conjunction with mobile p h o n e s . Even smaller than

audio output for c o m p u t e r g a m e s , music, video clips

headphones are the earphones and earbuds often used

and T V shows, W e b conferencing, and other applica-

with portable digital media players, handheld gaming

tions. C o m p u t e r speaker systems resemble their stereo

devices, and other mobile devices.

system counterparts and are available in a wide range o f prices. Some speaker systems (such as the one shown in E x h i b i t 2 - 4 7 ) consist o f only a pair of speakers. O t h ers include additional speakers and a subwoofer to create better sound (such as surround sound) for multimedia content. Instead o f being stand-alone units, the speakers for some desktop c o m p u t e r s are built directly into, or are permanently

a t t a c h e d t o , the

monitor.

Portable computers and m o b i l e devices typically have speakers integrated into the device; mobile devices can also be connected to a stereo system or other consumer device

Quiz Yourself 1.

H o w is data represented in a computer?

2.

W h a t is a bit?

3.

W h a t is a byte?

4.

W h a t is the main circuit b o a r d inside the system unit called?

that contains an iPod/MP3 dock and integrated

speakers designed to be used to play music stored on

5.

a portable digital media player. In addition, many cars can c o n n e c t a p o r t a b l e digital media player to the car's

3D p r i n t e r A printer that uses molten plastic during a series of passes to build a 3D version of the desired output.

Chapter

2:

Computer

Hardware

W h a t is the main processing device for a computer called?

6.

Explain the difference between R A M and R O M .

7.

W h a t is an expansion card?

CS.

W h a t is Plug and Play?

9.

W h a t does the A L U do?

PRACTICE IT 2-2

1 0 . Describe the difference between a storage medium and a storage device.

U S B flash drives c a n be used t o bring y o u r personal software and settings with you t o a n y c o m p u t e r with

1 1 . H o w is the surface of a hard disk organized?

which you use that drive. In addition, U S B flash drives

1 2 . H o w does a disk cache speed up performance?

can be used t o securely store files, grant access t o a c o m -

1 3 . List three types of optical discs.

puter, and m o r e .

1 4 . W h a t is c l o u d storage?

1.

1 5 . Define input

device

and output

Research t w o features that U S B flash drives c a n provide in addition to data storage.

device. 2.

1 6 . W h a t is the most c o m m o n pointing device?

F o r your selected features, determine w h a t the feature does, h o w it w o r k s , and w h a t benefits it

1 7 . H o w is the quality of scanned images and printed

provides.

o u t p u t measured?

3.

1 8 . W h a t is one o f the most c o m m o n types o f flat-

W h a t are some examples of U S B flash drives t h a t are currently being sold that include t h a t feature?

panel technologies in use today?

4.

Is there an additional cost for drives t h a t c o n t a i n this feature? If so, do you think it is w o r t h the e x t r a cost?

Practice It

5.

PRACTICE IT 2-1

6.

D o you think the feature is beneficial? W h y o r why not? Prepare a one- to two-page s u m m a r y o f y o u r

Adding additional R A M to a c o m p u t e r is one o f the

findings and opinions, and submit it t o y o u r

m o s t c o m m o n computer upgrades. Before purchasing

instructor.

additional memory, however, it is i m p o r t a n t to m a k e sure that the m e m o r y a b o u t to be purchased is c o m p a t ible with the computer. 1.

Select a c o m p u t e r (such as your o w n computer, a school computer, or a c o m p u t e r at a local store)

2.

.

On Your Own

and then determine (by looking at the c o m p u t e r

ON YOUR OWN 2-1

or asking an appropriate individual—such as a lab

T h e choice o f an appropriate input device for a p r o d u c t

aide in the school computer lab or a salesperson at

is often based on both the type of device being used and

the local store) the manufacturer and model num-

the target m a r k e t for that device. F o r instance, a device

ber, C P U , current amount o f memory, total num-

targeted to college students and o n e targeted t o older

ber o f m e m o r y slots, and the n u m b e r o f available

individuals may use different input m e t h o d s . Suppose

m e m o r y slots. (If you look inside the computer,

that you are developing a device t o be used primar-

be sure t o unplug the power cord first and do not

ily for Internet access that will be m a r k e t e d t o senior

t o u c h any c o m p o n e n t s inside the system unit.)

citizens.

Use the information you learned and a memory

1.

supplier's W e b site to determine the appropriate type of memory needed for your selected computer. 3.

4.

C a n you keep the old m e m o r y modules, or do they have to be removed?

6.

2.

W h a t are the advantages of your selected input device?

3.

C a n you add just one m e m o r y module, or do you have to add memory in pairs?

5.

primary input device? W h y ?

W h a t choices do you have in terms o f capacity and configuration?

W h a t type o f hardware would you select as the

W h a t are the disadvantages o f your selected input device?

4.

H o w could the disadvantages be minimized?

5.

Prepare a one-page summary o f your o p i n i o n s and submit it to your instructor.

Prepare a one-page summary of your findings and r e c o m m e n d a t i o n s and submit it to your instructor.

Chapter

2:

Computer

Hardware

Computer Software

Learning Objectives

Introduction

y o u will b e a b l e t o :

All computers require software to operate and perform basic tasks. System software is the software used to run a computer. It runs in the b a c k g r o u n d at all times, m a k i n g it possible for you to use your c o m puter. System software enables the hardware o f a computer system to operate and to run application software. Application software is the software that performs the specific tasks users want to accomplish using a computer. Different application software is available to meet

LO3.I

Explain s y s t e m

operating

systems

LO3.2 desktop

LO3.3 handheld

LO3.4 LO3.5 u s e d for

Describe application

w a r e a n d utility p r o g r a m s t h a t p e r f o r m support f u n c t i o n s for the

LO3.7 application

Describe application with

software

y s t e m s o f t w a r e consists o f the operating system and utility programs that control a c o m -

puter system and allow you to use a computer. These programs enable the computer to b o o t , to launch application programs, and to facilitate im-

s y s t e m s o f t w a r e Programs such as

portant j o b s , such as transferring files from one storage

the operating system and utility programs

medium to another, configuring the computer t o

that control a computer and its devices, and

| w o r k with the hardware connected to it, managing

enable application software to run on the computer.

files

on the hard drive, and protecting the c o m p u t e r

system from unauthorized use.

Chapter

3: Computer

Software

software

software

multimedia

Describe other types

LO3.1 Introduction to System Software and Operating Systems

S

types of

business

u s e d for w o r k i n g

sional life.

computers

software

LO3.6

p l i c a t i o n s o f t w a r e y o u m a y e n c o u n t e r in y o u r p e r s o n a l and p r o f e s -

larger

Describe c o m m o n

o p e r a t i n g systems t h a t are the p r i m a r y c o m p o n e n t o f system softo p e r a t i n g system. Y o u ' l l a l s o learn a b o u t the various types o f a p -

for

Identify o p e r a t i n g s y s t e m s for PCs and

application

In this c h a p t e r , y o u ' l l learn a b o u t system s o f t w a r e , including the

and

Identify o p e r a t i n g s y s t e m s

perform hundreds o f t a s k s . S o m e of the most c o m m o n types of applicapresentation graphics, and multimedia software.

software

PCs

virtually any user need, and individuals and businesses use software to tion software used t o d a y are w o r d processing, spreadsheet, database,

I

I

A f t e r s t u d y i n g t h e m a t e r i a l in t h i s c h a p t e r

of

9H

m

m

h All computers require software in order to operate and perform basic tasks. Without system software and application software, a computer is just a pile of hardware.

A computer's o p e r a t i n g s y s t e m is a collection o f programs that m a n a g e and coordinate the activities taking place within the computer, and it is the m o s t critical piece o f software installed on the computer. T h e operating system is loaded into m e m o r y during the b o o t process, which is the first thing that occurs when you turn on a computer. T h e operating system then completes the b o o t process, provides access to application software, and ensures that all actions requested by a user are valid and processed in an orderly

o p e r a t i n g s y s t e m A collection of programs that manage and coordinate the activities taking place within the computer. b o o t process The actions taken by programs built into the computer's hardware to start the operating system.

fashion. F o r e x a m p l e , when you issue the c o m m a n d f o r

Chapter

3: Computer

Software

your c o m p u t e r to store a d o c u m e n t on your hard drive, the operating system must perform the following steps: 1 - M a k e sure that the specified hard drive exists. 2.

3.

Current Software Writing

about

software

is

like

writing

about

Verify that there is a d e q u a t e space on the hard

clouds. B y t h e t i m e y o u h a v e f i n i s h e d w r i t i n g , t h e

drive to store the d o c u m e n t , and then store the

s o f t w a r e v e r s i o n or c l o u d f o r m a t i o n has c h a n g e d .

document in that l o c a t i o n .

This c h a p t e r provides a n o v e r v i e w a b o u t t h e t y p e s

Update the hard drive's directory with the file name and disk location f o r that file so that the d o c u m e n t can be retrieved w h e n needed.

of c o m p u t e r s o f t w a r e a v a i l a b l e . It is i n t e n d e d t o b e a s t a r t i n g p o i n t . A l t h o u g h s o m e t i m e s specific s o f t w a r e versions a r e m e n t i o n e d , t h e y a r e

not

necessarily t h e most c u r r e n t v e r s i o n s ( t h o u g h t h e y

In addition t o m a n a g i n g all o f the resources associated with y o u r c o m p u t e r , the operating

\

w e r e as this c h a p t e r w a s b e i n g w r i t t e n ) . If y o u

system

w a n t or n e e d i n f o r m a t i o n a b o u t t h e latest s o f t -

also facilitates c o n n e c t i o n s t o the Internet and other

w a r e a v a i l a b l e , y o u s h o u l d r e s e a r c h t h e specific

networks.

s o f t w a r e in w h i c h y o u a r e i n t e r e s t e d .

Functions of an Operating System In general, the operating system serves as an interme-

printer has run out of paper or that a new hardware

diary between the user and the computer, as well as

device has been connected to the c o m p u t e r — i n t o a form

between application p r o g r a m s and the computer sys-

that the user can understand. T h e means by which an

tem's h a r d w a r e , as shown in E x h i b i t 3 - 1 . W i t h o u t an

operating system or any other p r o g r a m interacts with

operating system, no other p r o g r a m can run, and the

the user is called the user i n t e r f a c e .

computer c a n n o t function. M a n y tasks performed by the operating system, however, g o unnoticed by the user because

the

operating

system w o r k s in the background m u c h o f the time. As

Exhibit

prin-

cipal

every

of

portion,

loaded into memory. T h e ker^^^^^^^^^^^^^^^^^

^^^^^^^^^^^^^^

nel

remains

in

memory

Exhibit 3-1 Intermediary role of the operating system

3-1

illustrates, one role

During the b o o t process, the essential

or core, o f the operating system (called the kernel) is

operating system is to translate user instructions into a form the computer can understand. It also translates

any

feedback

from hardware—such as a signal that the

user interface The means by which an operating system or other program interacts with the user. k e r n e l The essential

6. PRINTER The printer prints the document.

portion, or core, of the operating system.

Chapter

3: Computer

Software

A

In Windows, users can see some of the programs that are running in the background by looking at the icons in the system tray.

the operating system, c o n s u m i n g m e m o r y a n d processing power. T h e operating system also configures all devices c o n n e c t e d t o a computer. Small p r o g r a m s called d e v i c e drivers (or simply drivers) are used t o c o m m u n i c a t e with peripheral devices, such as m o n i t o r s , printers, a n d k e y b o a r d s . M o s t operating systems include the drivers needed f o r the most c o m m o n peripheral devices. In addition, drivers often c o m e on a C D p a c k a g e d with the

the entire time the computer is on so that it is always

peripheral device, or they c a n be d o w n l o a d e d from the

available, a n d other parts o f the operating system are

manufacturer's W e b site. M o s t o p e r a t i n g systems look

retrieved f r o m the hard drive and loaded into m e m o r y

for and recognize new devices e a c h t i m e t h e c o m p u t e r

when they are needed. Before the b o o t process ends, the

b o o t s . If a n e w device is f o u n d , the o p e r a t i n g system

operating system determines the hardware devices that

tries t o install the appropriate driver a u t o m a t i c a l l y t o

are c o n n e c t e d t o the computer and configured properly,

get the n e w hardware ready t o u s e — a feature called

and it reads an opening batch o f instructions. T h e s e

Plug and Play. E x h i b i t 3 - 3 shows the message displayed

startup instructions assign tasks for the operating sys-

when a n e w device is identified by t h e W i n d o w s 7 o p -

tem t o c a r r y o u t each time the c o m p u t e r b o o t s , such as

erating system.

p r o m p t i n g the user t o sign in t o an instant messaging p r o g r a m o r launching a security p r o g r a m t o run c o n tinually in the background t o detect possible threats. Typically, m a n y programs are running in the b a c k -

Message that Windows found new hardware E x h i b i t 3-3

ground at any o n e time, even before the user launches any application software. E x h i b i t 3 - 2 lists all the programs running on one c o m p u t e r immediately after it b o o t s . T h e s e programs are launched automatically by

E x h i b i t 3-2 Programs launched by the

operating system when the computer boots

^

^

^

^

^

^

As y o u w o r k on your computer, t h e operating system continuously manages the c o m p u t e r ' s

resources

(such as software, disk space, a n d m e m o r y ) a n d m a k e s them available t o devices and p r o g r a m s w h e n they are needed. If a problem o c c u r s — s u c h as a p r o g r a m stops functioning o r t o o many p r o g r a m s a r e open f o r the a m o u n t o f m e m o r y installed in t h e c o m p u t e r — t h e o p erating system notifies the user a n d tries t o c o r r e c t the p r o b l e m , often by closing the offending p r o g r a m . If the p r o b l e m c a n n o t be corrected by t h e o p e r a t i n g system, then the user typically needs t o r e b o o t t h e computer. A n o t h e r important task that the operating system performs is file m a n a g e m e n t , which involves keeping track o f the files stored on a c o m p u t e r so that they c a n be retrieved when needed.

d e v i c e d r i v e r (driver) A small program used to communicate with a peripheral device, such as a monitor, printer, or keyboard. file m a n a g e m e n t To keep track of the files stored on a computer so they can be retrieved when needed. a m o u n t of m e m o r y used by each program Chapter

3: Computer

Software

Detecting Problems and Installing Updates O n c e a device a n d its d r i v e r h a v e b e e n installed properly, t h e y

usually w o r k

Processing Techniques for Increased Efficiency Operating systems often utilize various processing techniques in order to operate m o r e efficiently and increase the a m o u n t o f processing the c o m p u t e r system can per-

f i n e . If t h e d e v i c e

form in any given time period. O n e w a y computers op-

d r i v e r file is d e l e t e d , b e c o m e s c o r r u p t e d , o r has a

erate more efficiently is to multitask. M u l t i t a s k i n g refers

conflict w i t h a n o t h e r p i e c e o f s o f t w a r e , t h e n t h e

to the ability o f an operating system t o have more than

d e v i c e w i l l n o l o n g e r w o r k . Usually, t h e o p e r a t i n g

one program (also called a task) open at one time. F o r

system detects p r o b l e m s like this d u r i n g t h e b o o t

e x a m p l e , multitasking allows a user t o edit a spread-

process a n d notifies t h e user, a n d t h e n tries t o r e -

sheet file in one window while loading a Web page in

install t h e driver a u t o m a t i c a l l y . If t h e o p e r a t i n g

another window, or to retrieve n e w email messages in

system is u n a b l e t o c o r r e c t t h e p r o b l e m , t h e user

one w i n d o w while a word processing document is open

c a n reinstall t h e d r i v e r m a n u a l l y . Y o u m a y also

in another window.

n e e d t o u p d a t e o r reinstall s o m e d e v i c e drivers

A t h r e a d is a sequence o f instructions within a pro-

if y o u u p g r a d e y o u r o p e r a t i n g system t o a n e w e r

gram that is independent o f o t h e r threads. Examples in-

v e r s i o n . To k e e p y o u r system u p t o d a t e , m a n y o p -

clude spell checking, printing, a n d opening documents

e r a t i n g systems h a v e a n o p t i o n t o check f o r o p -

in a word processing p r o g r a m . O p e r a t i n g systems that

e r a t i n g system u p d a t e s

automatically—including

support multithreading have the ability to rotate be-

u p d a t e d d r i v e r f i l e s — o n a r e g u l a r basis. E n a b l i n g

tween multiple threads (similar t o the way multitasking

t h e s e a u t o m a t i c u p d a t e s is a g o o d idea t o k e e p

can rotate between multiple p r o g r a m s ) so that process-

y o u r system r u n n i n g s m o o t h l y a n d p r o t e c t e d f r o m

ing is completed faster and m o r e efficiently, even though

n e w t h r e a t s (such as c o m p u t e r viruses).

only one thread is executed by a single core at one time. If a computer has t w o or more CPUs, techniques that perform operations simultaneously are possible. M u l t i p r o c e s s i n g is a technique in

which each processor or core works on a different j o b ; parallel processing is a technique

in which multiple processors or cores work together to make one single j o b finish sooner. T h e primary difference between these two techniques is that with multiprocessing, each C P U typically works on a different j o b ; with parallel processing, the processors usually work together to complete one j o b more quickly. In either case, the CPUs can perform tasks simultaneously (at the exactly the same time), in contrast with multitasking and multithreading, which use a single C P U and process tasks sequentially (by m u l t i t a s k i n g The ability of an operating system to have more than one program (also called a task) open at one time. t h r e a d A sequence of instructions within a program that is

rotating through tasks). Exhibit 3 - 4 illustrates the difference between simultaneous and sequential processing, using tasks typical o f a desktop computer.

independent of other threads. m u l t i p r o c e s s i n g A processing technique in which multiple processors or multiple processing cores in a single computer each work on a different job. p a r a l l e l p r o c e s s i n g A processing technique that uses multiple processors or multiple processing cores simultaneously, usually to process a single job as fast as possible.

Chapter

3: Computer

Software

Because an operating system can multitask, you can keep one or more programs open while opening other progrc

SEQUENTIAL PROCESSING Tasks are performed one right after the other.

Begin word processing

document spell check

Begin Web page loading

Ch GCH; email

Exhibit 3-4 Simultaneous vs. sequential processing

Perform spreadsheet calculation

Continue word processing document spell check

Finish Web page loading

SINGLE CPU

(multitasking and multithreading)

Begin word processing document spell check

Begin Web page loading

Perform spreadsheet calculation

Check email

SIMULTANEOUS PROCESSING Multiple tasks are performed at the exact same time.

Continue word processing document spell check

Finish Web page loading

(multiprocessing)

CPU 1

CPU 1 Load

Spell check

Web page

document

CPU 2

CPU 2

(parallel processing)

M u l t i p r o c e s s i n g is supported by m o s t operating

area o f the hard drive, which is called the p a g e f i l e or

systems a n d is used with personal c o m p u t e r s that have

s w a p file. See E x h i b i t 3 - 5 . Consequently, as a p r o g r a m is

multi-core C P U s , as well as with servers and m a i n f r a m e

executed, s o m e o f the program m a y be stored in R A M

c o m p u t e r s that have multi-core CPUs and/or multiple

and some in virtual memory. T h i s paging o r s w a p p i n g

C P U s . Parallel processing is used m o s t often with super-

process continues until the p r o g r a m finishes e x e c u t i n g .

c o m p u t e r s a n d superc o m p u t i n g clusters. A n o t h e r key func-

Exhibit 3-5 How virtual memory works

tion o f the operating system

is

memory

management, involves

which

optimizing

the use o f m a i n memory ( R A M ) . T h e operating system allocates R A M to p r o g r a m s as needed a n d then reclaims

that

memory

when

the

program

is closed. E a c h tional

running

addipro-

gram or open w i n d o w consumes

memory.

O n e m e m o r y management

technique

fre-

quently used by operating systems is v i r t u a l m e m o r y ,

v i r t u a l m e m o r y A memory management technique

which uses a portion o f the computer's hard drive as

frequently used by operating systems that uses a portion of

additional R A M . W h e n the a m o u n t o f R A M required exceeds the a m o u n t of R A M available, the operating system moves pages from R A M to the virtual m e m o r y

the computer's hard drive as additional RAM. p a g e file ( s w a p file) The virtual memory area of a hard drive.

If you are using t h e W i n d o w s 7

Differences Among Operating Systems

operating system, you can use

Different types of operating systems are available to

flash memory media (such as

a m o n g operating systems include the type of user inter-

a U S B flash drive) along witl

the ReadyBoost feature for

meet different needs. S o m e o f the major distinctions face utilized, whether the operating system is targeted for personal or network use, and w h a t type of processing the operating system is designed for. M o s t operating systems t o d a y use a graphical user

additio

interface ( G U I ) , in which users c a n click icons or c o m mands on the screen to issue instructions to the c o m puter. T h e older D O S operating system and some ver-

Virtual m e m o r y allows you to use m o r e m e m o r y than is

sions of the U N I X and L i n u x operating systems use a

physically available on your computer, but using virtual

c o m m a n d line i n t e r f a c e , which requires users to type

memory is slower than just using R A M .

c o m m a n d s to issue instructions to the computer. See

Some input and output devices are exceedingly

E x h i b i t 3-6.

slow, c o m p a r e d to today's C P U s . If the C P U had to wait for these slower devices t o finish their w o r k , the c o m p u t e r system would experience a horrendous bottleneck. T o avoid this p r o b l e m , m o s t operating systems use buffering and spooling. A buffer is an area in R A M

Exhibit 3-6 Command line interface vs. graphical user interface

or on the hard drive designated to hold input and output on their w a y into or out o f the system. F o r instance, a keyboard buffer stores c h a r a c t e r s as they are entered via the k e y b o a r d , and a print buffer stores documents that are waiting to be printed. T h e process of placing items in a buffer so they c a n be retrieved by the appropriate device when needed is called s p o o l i n g . T h e most c o m m o n use o f buffering and spooling is print spooling. Print spooling allows multiple documents to be sent to the printer at o n e time and to print, one after the other, in the b a c k g r o u n d while the c o m p u t e r and user are performing other t a s k s . T h e documents waiting to be printed are in a print queue, which designates the order the documents will be printed. It is also c o m m o n for computers to use buffers to assist in redisplaying images on the screen and to temporarily store data that is in the process of being burned o n t o a C D or D V D .

buffer An area in RAM or on the hard drive designated to hold input and output on their way into or out of the system. s p o o l i n g The process of placing items in a buffer so they can be retrieved by the appropriate device when needed. g r a p h i c a l user i n t e r f a c e (GUI) A graphically based interface that allows a user to communicate instructions by clicking icons or commands. c o m m a n d l i n e i n t e r f a c e A text-based user interface that requires the user to communicate instructions to the computer via typed commands.

Chapter

3: Computer

Software

GRAPHICAL USER INTERFACE Icons, buttons, menus, and other objects are selected with the mouse to issue commands to the computer.

Exhibit 3-7 How operating systems are used in a network environment The client software provides a 2. shell around your desktop operating system. The shell program enables your computer to communicate with the server operating system, which is located on the network server. Client shell

When you request a network activity, such as printing a document using a network printer, your application program passes the job to your desktop operating system, which sends it to the client shell, which sends it on to the server operating system, which is located on the network server.

The server operating system then lines up your job in its print queue and prints the job when its turn comes.

(

Network server running a server operating system

Desktop operating system Application software

vour

print *\OD

Desktop computer running Windows and client software for the server operating system being used

Your print job j

4. Your print job 3. Job C 2. Job B 1.Job A

Network printer PRINT Q U E U E

O p e r a t i n g systems used with personal computers

In addition

t o personal

operating

systems a n d

are typically referred to as p e r s o n a l o p e r a t i n g s y s t e m s

server operating systems, m o b i l e o p e r a t i n g s y s t e m s are

(also called d e s k t o p o p e r a t i n g s y s t e m s ) and they are

designed t o be used with mobile p h o n e s a n d other m o -

designed t o be installed on a single computer. In contrast,

server operating systems

(also

called

network

o p e r a t i n g s y s t e m s ) are designed t o be installed on a net-

bile devices, and e m b e d d e d o p e r a t i n g s y s t e m s are built

into c o n s u m e r kiosks, cash registers, s o m e c o n s u m e r electronics, and other devices.

w o r k server t o grant multiple users access t o a network

As n e w technologies or trends (such as n e w types

and its resources. Each computer o n a n e t w o r k has its

of buses, virtualization, p o w e r c o n s u m p t i o n c o n c e r n s ,

o w n personal operating system installed (just as with

touch and gesture input, and W e b - b a s e d s o f t w a r e , f o r

a stand-alone computer) and that operating

system

example) emerge, operating systems m u s t be updated

controls the activity on that computer, while the server

to support them. O n the other h a n d , as technologies

operating system controls access t o n e t w o r k resources. C o m p u t e r s o n a network m a y also need special client software t o access the network and issue requests t o the server. An overview o f h o w a typical personal operating system and a server operating system interact on a c o m p u t e r n e t w o r k is illustrated in E x h i b i t 3 - 7 .

personal operating system (desktop operating s y s t e m ) An operating system designed to be installed on a single computer. server operating system (network operating systems) An operating system designed to be installed on a network server to grant multiple users access to a network and its resources. m o b i l e o p e r a t i n g s y s t e m An operating system designed to be used

Graphical versions of the and Linux operating systems are also available.

with mobile phones and other mobile devices. e m b e d d e d o p e r a t i n g s y s t e m An operating system that is built into devices such as consumer kiosks, cash registers, and consumer electronics.

Chapter

3: Computer

Software

b e c o m e obsolete, operating system manufacturers need

C o r p o r a t i o n , but neither version is updated any longer.

to decide when to end support for those technologies.

D O S is not widely used with personal computers today

Likewise, hardware manufacturers also need to respond

because it does not utilize a graphical user interface and

t o new technologies introduced by operating systems.

does not support modern processors and processing

F o r instance, the latest versions of W i n d o w s support

techniques. Some computers, such as computers run-

a SideShow feature that requires a secondary display

ning the W i n d o w s operating system, however, can still

device built into h a r d w a r e , such as into the cover o f

understand D O S c o m m a n d s and users can issue these

a n o t e b o o k computer. W h e n a new operating system

c o m m a n d s using the C o m m a n d P r o m p t window, as

feature is introduced, h a r d w a r e manufacturers

shown in E x h i b i t 3 - 8 .

decide

whether

adapt

their

must

to

hard-

ware to support the

E x h i b i t 3-8

DOS commands issued via the Command Prompt window

new feature. CHANGE DIRECTORY (CD) COMMAND Changes to a new location on the current drive.

LO3.2

DRIVE C O M M A N D

Operating Systems for Desktop PCs

M

Changes to a new drive. COPY C O M M A N D

Copies file from one location to another. DIRECTORY (DIR) COMMAND Displays the files and folders in the current location.

any operating

.systems today

are designed either for personal

computers

(such as desktop and n o t e b o o k computers) or for n e t w o r k servers. T h e most widely used personal and server operating systems are discussed next.

Windows M i c r o s o f t created the original version of W i n d o w s — W i n d o w s 1 . 0 — i n 1 9 8 5 in an effort to meet the needs

1

of users frustrated by having to learn and use D O S

DOS

c o m m a n d s . W i n d o w s 1.0 through W i n d o w s 3 . x (where

During the 1 9 8 0 s and early 1 9 9 0 s , D O S (Disk O p e r a t i n g

x stands for the version n u m b e r o f the software, such

S y s t e m ) was the d o m i n a n t operating system for micro-

as W i n d o w s 3 . 0 , 3 . 1 , or 3 . 1 1 ) were n o t , however, full-

computers. D O S traditionally used a c o m m a n d line

fledged operating systems. Instead, they were operat-

interface, although newer versions o f D O S support a

ing environments for the D O S operating system—that

menu-driven interface. T h e t w o primary forms of D O S

is, they were graphical shells that operated

are P C - D O S and M S - D O S . P C - D O S was created orig-

the D O S operating s y s t e m — w h i c h were designed to

inally for I B M PCs (and is o w n e d by I B M ) , whereas

make D O S easier to use.

around

M S - D O S was created for use with I B M - c o m p a t i b l e PCs.

W i n d o w s 9 5 (released in 1 9 9 5 ) and Windows 9 8

Both versions were originally developed by M i c r o s o f t

(released in 1 9 9 8 ) both used a G U I similar to the one

D O S (Disk O p e r a t i n g S y s t e m ) The dominant operating system for microcomputers during the 1980s and early 1990s. W i n d o w s The operating system created by Microsoft in 1985 with a graphical user interface.

Chapter

3: Computer

Software

Microsoft Windows has been the predominant personal operating system for many years and holds about 90 percent of the market.

7 used with W i n d o w s 3 . x but were easier to use than earlier versions o f W i n d o w s . B o t h W i n d o w s 9 5 and W i n d o w s 9 8 supported multitasking, long file n a m e s , a higher degree o f Internet integration, m o r e options for customizing the desktop user interface, larger hard drives, D V D drives, and USB devices.

Wu£6&%^ runs ox{j$&' which are one of the fastest growing areas of the personal computer market.

W i n d o w s N T (New Technology) was the first 3 2 bit version o f W i n d o w s designed for high-end w o r k stations and servers. W i n d o w s N T was built from the g r o u n d up using a different kernel than the other versions o f W i n d o w s . W i n d o w s M e (Millennium E d i t i o n ) replaced W i n d o w s 9 8 . Designed for h o m e c o m p u t e r s , W i n d o w s Me

supported

improved

home

networking

and

a

shared I n t e r n e t c o n n e c t i o n . It also featured improved m u l t i m e d i a capabilities, better system p r o t e c t i o n , a faster b o o t p r o c e s s , and m o r e Internet-ready activities and g a m e s . W i n d o w s 2 0 0 0 , released in 2 0 0 0 to replace W i n dows N T , w a s geared toward high-end business w o r k stations and servers, and it included support for wireless devices and other types o f new h a r d w a r e .

and m u c h improved networking, c o l l a b o r a t i o n ,

and

synchronization tools. W i n d o w s 7, released in late 2 0 0 9 , is the newest version o f W i n d o w s . W i n d o w s 7 is available in b o t h 3 2 - b i t and 6 4 - b i t versions and in four main editions, including H o m e Premium (the primary version f o r h o m e users) and Professional (the primary version f o r businesses). Although the m i n i m u m suggested system r e q u i r e m e n t s for W i n d o w s 7 are essentially the s a m e as f o r V i s t a , W i n d o w s 7 is designed to start up and r e s p o n d faster than Vista. In addition, M i c r o s o f t states t h a t all versions o f W i n d o w s 7 will run well on n e t b o o k s — s o m e t h i n g Vista could n o t d o .

W i n d o w s X P replaced b o t h W i n d o w s 2 0 0 0 (for business use) a n d W i n d o w s M e ( f o r h o m e u s e ) . It a n d s h a r i n g ; i m p r o v e d n e t w o r k i n g c a p a b i l i t i e s ; and

Windows 7 Features

s u p p o r t f o r h a n d w r i t i n g and v o i c e input. A l t h o u g h

T h e a p p e a r a n c e of W i n d o w s 7 is similar t o W i n d o w s

M i c r o s o f t is p h a s i n g out W i n d o w s X P a n d o n l y net-

V i s t a — m a n y of t h e i m p r o v e m e n t s in W i n d o w s 7

b o o k s c a n be p u r c h a s e d with t h a t version o f W i n -

focus o n m a k i n g it faster a n d easier t o use. For i n -

d o w s t o d a y , t h e r e is still a large installed b a s e o f

stance, y o u c a n d r a g taskbar b u t t o n s t o r e a r r a n g e

W i n d o w s X P users. M i c r o s o f t plans t o s u p p o r t W i n -

t h e m in t h e o r d e r y o u prefer. To quickly a r r a n g e

d o w s X P until 2 0 1 4 .

t w o w i n d o w s side by side, y o u c a n d r a g a w i n d o w

i n c l u d e d i m p r o v e d p h o t o , v i d e o , a n d m u s i c editing

W i n d o w s Vista replaced W i n d o w s X P and was

t o t h e left or right e d g e of t h e d e s k t o p t o h a v e it

the current version of W i n d o w s until W i n d o w s 7 was

a u t o m a t i c a l l y resize a n d s n a p i n t o p l a c e t o fill half

released in late 2 0 0 9 . However, W i n d o w s Vista is still

of t h e screen. G a d g e t s h a v e m o v e d f r o m t h e S i d e -

editions

bar (as in W i n d o w s Vista) t o f r e e u p space o n t h e

( H o m e B a s i c , H o m e Premium, Business, and Ultimate)

screen. To m a k e it easier t o use a n d m a n a g e all of

and in b o t h 3 2 - b i t and 6 4 - b i t versions. O n e o f the most

y o u r c o n n e c t e d devices (such as printers, p o r t a b l e

obvious c h a n g e s in W i n d o w s Vista is the Aero interface,

digital m e d i a players, a n d U S B flash drives), W i n -

which is a visual graphical user interface that uses glass-

d o w s 7 includes a Device S t a g e . To easily s t r e a m

widely used today. It comes in four basic

like transparency, vibrant colors, and dynamic elements

m e d i a c o n t e n t stored o n y o u r c o m p u t e r t o a n y n e t -

such as Live T h u m b n a i l s o f t a s k b a r buttons. W i n d o w s

w o r k e d d e v i c e (such as a n o t h e r c o m p u t e r , a s t e r e o ,

Vista also introduced the Sidebar feature that contains

or a n X b o x 360), W i n d o w s 7 includes a Play To o p -

gadgets—small applications that are used to perform

t i o n . In a d d i t i o n , W i n d o w s 7 includes a H o m e G r o u p

a variety o f tasks, such as displaying weather infor-

f e a t u r e f o r i m p r o v e d h o m e n e t w o r k i n g , one-click

m a t i o n , a c l o c k , a calendar, a calculator, sticky notes,

Wi-Fi c o n n e c t i o n s , support f o r b o t h t o u c h a n d p e n

news headlines, personal p h o t o s , email messages, and stock tickers. T h e Vista Start menu contains an Instant Search feature to allow users to easily search for and open p r o g r a m s and documents stored on their c o m p u t ers. Vista also contains several built-in security features

input, a n d i m p r o v e d accessory p r o g r a m s (such as a m o r e versatile Calculator a n d a P a i n t p r o g r a m t h a t uses t h e R i b b o n interface f o u n d in r e c e n t versions of M i c r o s o f t Office).

Windows Server and Windows Home Server W i n d o w s S e r v e r is the version o f W i n d o w s designed for server use. Windows Server 2 0 0 8 includes Internet Information Services 7 . 0 , which is a powerful W e b platform for

Web

applica-

tions and W e b services; built-in

virtualization

follow the trend that M a c O S started and, in fact, use GUIs that highly resemble the one used with M a c O S . T h e latest versions of M a c O S , such as M a c O S X Leopard (shown in Exhibit 3 - 9 ) and M a c O S X S n o w L e o p a r d , are part o f the M a c O S X family. M a c O S X

E x h i b i t 3-9

allows

multithreading

Mac OS X Leopard

technologies; a variety of new security

tools

and enhancements; and streamlined tion and

configura-

management

tools. T h e

latest

ver-

sion of W i n d o w s Server 2 0 0 8 is called W i n d o w s Server

2008

includes are

R2

and

features

that

designed

specifi-

cally to w o r k with client computers running Windows 7. A

related

operat-

ing system designed for home use is W i n d o w s H o m e Server, which is preinstalled

on

home

server devices and designed to provide services for a home netw o r k . For instance, a h o m e server can serve as a central storage location for all devices in the home,

and multitasking, supports dual 6 4 - b i t processors, and

such as computers, gaming c o n s o l e s , and portable digi-

has a high level o f multimedia functions and connectiv-

tal media players. H o m e servers also can be set up to

ity. In addition, it includes the Safari Web browser, a

back up all devices in the h o m e on a regular basis, as

Spaces feature that allows you to organize groups o f

well as to give users access t o the data on the home

applications and windows into Spaces that can be dis-

server and to control the h o m e n e t w o r k from any com-

played or hidden as desired, a Stacks feature that allows

puter via the Internet.

you to store files (documents, p r o g r a m s , and so on) in a Stack on the D o c k , and a Q u i c k L o o k feature that

Mac OS and Mac OS X Server

shows you previews of files w i t h o u t opening them. T h e

M a c O S is the proprietary operating system for comput-

sion of M a c O S X (Snow L e o p a r d ) over the previous

ers made by Apple Inc. It is based on the U N I X oper-

version (Leopard) is responsiveness. F o r instance, the

ating system

main improvement provided by the most recent ver-

set the original standard for graphi-

and

cal user interfaces. M a n y o f today's operating systems W i n d o w s S e r v e r The version of Windows designed for server use. M a c O S The proprietary operating system for computers made by Apple Inc.

Chapter

3: Computer

Software

j

m upgrade that installs over your existing operating system or application program is less expensi ve than buying a new

T i m e M a c h i n e a u t o m a t i c b a c k u p and restore system is 5 0 percent faster, M a i l loads messages 8 5 percent faster and c o n d u c t s searches up to 9 0 percent faster, and the new 6 4 - b i t Safari browser is faster and m o r e resistant t o crashes. S n o w Leopard is also m o r e efficient, requir-

"orvalds, is pronounced witf short i sound- lih-nuks.

ing only a b o u t one-half the hard drive space as previous versions. M a c O S X S e r v e r is the server version o f M a c O S X . T h e latest v e r s i o n — M a c O S X Server S n o w L e o p a r d — is a full 6 4 - b i t operating system that is up to twice as fast as earlier server versions. N e w capabilities built into S n o w L e o p a r d Server include Podcast Producer 2 for creating and publishing podcasts, and M o b i l e Access Server for providing authorized users secure remote access t o firewall protected servers via M a c s , iPhones, and other Apple devices.

Linux Linux is an operating system developed by L i n u s Torvalds in 1 9 9 1 when he was a student at the University o f Helsinki in Finland. T h o u g h the o p e r a t i n g system resembles U N I X , Linux was developed independently from it. L i n u x was released to the public as o p e n source software; that is, a program w h o s e source c o d e is available to the public and can be modified t o i m p r o v e it or to customize it to a particular a p p l i c a t i o n .

Over

the years, the n u m b e r o f L i n u x users has g r o w n , a n d volunteer programmers from all over the w o r l d have

UNIX

c o l l a b o r a t e d to improve it, sharing their modified c o d e

U N I X w a s developed in the late 1 9 6 0 s at A T & T Bell

with others over the Internet. Although L i n u x origi-

L a b o r a t o r i e s as an operating system for midrange serv-

nally used a c o m m a n d line interface, m o s t recent ver-

ers. U N I X is a multiuser, multitasking operating sys-

sions o f L i n u x programs use a graphical user interface,

tem. C o m p u t e r systems ranging from m i c r o c o m p u t e r s

as s h o w n in E x h i b i t 3 - 1 0 . L i n u x is widely available as a

to m a i n f r a m e s c a n run U N I X , and it can support a variety o f devices from differ-

^ ^ ^ ^

ent m a n u f a c t u r e r s . This flexibility gives

Exhibit 3-10 Linux with a 3D graphical user interface

U N I X an advantage over competing o p erating systems in some situations. H o w ever, U N I X is m o r e expensive, requires a higher level o f technical knowledge, and tends t o be harder to install, maintain, and upgrade t h a n m o s t other c o m m o n l y used operating systems. M a n y versions of U N I X

are avail-

able, as are many operating systems based on U N I X . T h e s e operating systems—such as M a c

O S — a r e sometimes referred

as U N I X flavors. In fact, the term which

initially

referred

to

the

to

UNIX, original

U N I X operating system, has evolved to reFER to a group o f similar operating systems based

on U N I X . M a n y U N I X flavors are

incompatible, which creates some problems when a program written for one U N I X computer system is moved t o another computer system running a different

M a c O S X S e r v e r The server version of Mac OS X.

flavor of U N I X . T o avoid this incompatibility problem,

U N I X A multiuser, multitasking operating system developed

the O p e n G r o u p open source consortium is dedicated to

in the late 1960s at AT&T Bell Laboratories as an operating system

the development and evolution of the Single U N I X Specification—a standardized programming environment for U N I X applications. Both personal and server versions of

for midrange servers. L i n u x An open source operating system developed by LinusTorvalds in 1991 when he was a student.

U N I X - b a s e d operating systems are available.

Chapter

3: Computer

Software

free d o w n l o a d via the Internet. C o m p a n i e s are also per-

used with a phone or other device determines some o f

mitted t o customize Linux and sell it as a retail product.

the phone's capabilities (such as whether it can accept

C o m m e r c i a l Linux distributions, such as those avail-

touch input or its display can r o t a t e automatically as

able f r o m Red Hat and N o v e l l , c o m e with maintenance

the phone changes orientation), the interface used, and

and support materials (something that many of the free

the applications that can run o n that device.

versions do not offer), m a k i n g the c o m m e r c i a l versions m o r e attractive for c o r p o r a t e users. Over the years, L i n u x has g r o w n from an operating system used primarily by c o m p u t e r techies w h o

Mobile and Embedded Versions of Windows W i n d o w s M o b i l e is the version o f W i n d o w s designed

disliked M i c r o s o f t t o a widely accepted operating sys-

for mobile phones. It has some o f the look and feel o f

tem with strong support f r o m mainstream companies

the larger desktop versions o f W i n d o w s (see the Start

such as I B M , HP, Dell, and N o v e l l . Linux is available in

button in the upper-left c o r n e r o f the W i n d o w s M o b i l e

both personal and server versions. It is also widely used

device shown in Exhibit 3 - 1 1 ) , but it also has features

with mobile p h o n e s . T h e use o f L i n u x with inexpen-

useful to mobile users. F o r instance, W i n d o w s M o b i l e

sive personal c o m p u t e r s is g r o w i n g . In fact, one Linux-

supports multitasking; includes an improved mobile

based operating system (Android) developed for mobile

W e b browser; supports a free M y Phone service

that

phones m a y s o o n be extended to n e t b o o k s and other very portable personal c o m p u t e r s . One

reason

individuals

and

organizations

are

switching to L i n u x and o t h e r open source software is

E x h i b i t 3-11 Examples of operating systems for mobile devices

cost. Using the L i n u x operating system and a free or low-cost office suite, W e b b r o w s e r p r o g r a m , and email program can save hundreds o f dollars per computer.

LO33 Operating Systems for

Handheld PCs and Larger Computers / \ lthough n o t e b o o k , n e t b o o k , U M P C s , and other L

Vportable

fl

personal c o m p u t e r s typically use the

same operating systems as desktop computers, mobile phones and other mobile devices usually use mobile operating systems—either m o b i l e versions o f personal op-

W I N D O W S MOBILE

ANDROID

erating systems (such as W i n d o w s or Linux) or special operating systems (such as Apple iPhone O S or BlackBerry O S ) that are designed solely for mobile devices. T h e r e are also embedded operating systems designed to be used with everyday o b j e c t s , such as h o m e appliances, gaming consoles, digital c a m e r a s , toys, watches, GPS systems, h o m e medical devices, voting terminals, and cars. M o s t users select a mobile phone by considering the m o b i l e provider, hardware, and features associated with the p h o n e , instead of considering the operating system used. However, the operating system W i n d o w s M o b i l e The version of Windows designed for mobile phones.

C h a p t e r

3:

C o m p u t e r

S o f t w a r e

BLACKBERRY OS

£ OJ b. Q.

a u t o m a t i c a l l y syncs and backs up c o n t a c t s , t e x t messages, and o t h e r information t o the W e b ; and supports a variety o f s o f t w a r e , including F a c e b o o k applications, m o b i l e versions o f M i c r o s o f t W o r d , E x c e l , and PowerPoint; a n d m o r e . W i n d o w s M o b i l e 6 . 5 , also called M i c r o s o f t P h o n e , features a h o n e y c o m b H o m e screen interface t h a t allows users to view the i n f o r m a t i o n m o s t i m p o r t a n t t o them at a glance and accurately select the

Symbian O S is the most widely used mobile operating system, running on nearly half of the rorld s mobile phones.

W/MmwMw/////

desired item by t o u c h , and a W i n d o w s M a r k e t p l a c e for

o f a p p l i c a t i o n s available via the A p p S t o r e . A l t h o u g h

M o b i l e application store to help users locate and pur-

earlier versions o f iPhone O S do n o t a l l o w m u l t i t a s k -

chase additional mobile applications.

ing o f t h i r d - p a r t y software

(reportedly t o

increase

W i n d o w s E m b e d d e d is a family o f operating sys-

b a t t e r y life a n d stability), the latest v e r s i o n s s u p p o r t

tems based on Windows that is designed primarily for

m u l t i t a s k i n g a n d include an i m p r o v e d v e r s i o n o f the

c o n s u m e r and industrial devices that are not personal

Safari W e b b r o w s e r ; a new media p l a y e r ; t h e a b i l i t y t o

c o m p u t e r s , such as cash registers, digital p h o t o frames,

copy, c u t , a n d paste t e x t ; the ability t o send p h o t o s via

GPS devices, A T M s , medical devices, and r o b o t s . T h e r e

t e x t messaging; a n d better search c a p a b i l i t i e s .

are multiple versions of W i n d o w s Embedded based on different versions o f Windows (including W i n d o w s XP,

B l a c k B e r r y O S is the operating system designed for B l a c k B e r r y devices (see E x h i b i t 3 - 1 1 ) . It s u p p o r t s multi-

W i n d o w s Vista, and Windows M o b i l e ) to match the type

tasking a n d , like other mobile operating systems, it in-

o f device the operating system is to be used with and the

cludes email and W e b browsing s u p p o r t , m u s i c m a n -

computers with which the devices may need to interact.

agement, video recording, calendar t o o l s , a n d m o r e . In

T h e r e are also versions of W i n d o w s specifically designed

addition, B l a c k B e r r y O S includes a voice n o t e feature

to be embedded into cars, such as M i c r o s o f t A u t o — a n

that allows you t o send a voice note via email o r t e x t

embedded version of Windows that is designed specifi-

message and has an integrated m a p s f e a t u r e .

cally for integrated in-vehicle c o m m u n i c a t i o n , entertainment, and navigation systems. F o r instance, M i c r o s o f t Auto powers the Ford S Y N C system, which enables calls from m o b i l e phones and music from portable digital me-

P a l m O S is the original operating system designed for Palm devices. In 2 0 0 9 , Palm released P a l m w e b O S — a new Linux-based mobile operating system developed for next-generation Palm mobile phones, such as the Palm

dia players t o be controlled by voice or with buttons on

Pre. Unlike Palm O S , Palm w e b O S supports full mul-

the steering wheel.

titasking; it also includes Palm Synergy t o synchronize contacts and calendars from multiple l o c a t i o n s , an im-

Mobile Phone Operating Systems A n d r o i d (shown in E x h i b i t 3 - 1 1 ) is a L i n u x - b a s e d oper-

proved W e b browser, and a W e b - b a s e d application suite. S y m b i a n O S , used on m o s t N o k i a m o b i l e p h o n e s , is a mobile operating system that s u p p o r t s multithreading

ating system developed by the O p e n H a n d s e t Alliance, a group t h a t includes Google and m o r e than 3 0 technology a n d m o b i l e companies. Android supports multitasking a n d , as a relatively new operating system, it w a s built f r o m the ground up with current mobile device capabilities in m i n d , which enables developers t o create

W i n d o w s E m b e d d e d A family of operating systems based on Windows that is designed primarily for consumer and industrial devices that are not personal computers. A n d r o i d A Linux-based operating system developed by the Open

mobile a p p l i c a t i o n s that take full advantage o f all the

Handset Alliance that supports multitasking.

features a m o b i l e device has to offer. It is an open plat-

i P h o n e O S The mobile operating system designed for Apple mobile

f o r m , so users c a n c o n n e c t to any mobile n e t w o r k and

phones and mobile devices.

m o b i l e p h o n e provider they c h o o s e and they c a n customize their mobile phones (including the h o m e screen, dialer, and applications used) as m u c h as desired. T h e m o b i l e operating system designed f o r Apple m o b i l e p h o n e s and m o b i l e devices, such as the i P h o n e 3G,

is i P h o n e O S (see E x h i b i t 3 - 1 1 ) . T h i s o p e r a t i n g

system is based on Apple's M a c O S X o p e r a t i n g sys-

B l a c k B e r r y O S The operating system designed for BlackBerry devices. P a l m O S The original operating system designed for Palm devices. P a l m w e b O S A new Linux-based mobile operating system developed for next-generation Palm mobile phones released in 2009. S y m b i a n O S A mobile operating system that supports multithreading and multitasking.

tem, s u p p o r t s m u l t i - t o u c h input, and has t h o u s a n d s

Chapter

3: Computer

Software

Utility Programs A u t i l i t y p r o g r a m is a s o f t w a r e p r o g r a m t h a t p e r f o r m s a specific task, usually r e l a t e d t o m a n a g i n g o r m a i n t a i n ing t h e c o m p u t e r s y s t e m . M a n y utility p r o g r a m s — s u c h as p r o g r a m s f o r f i n d i n g files, d i a g n o s i n g a n d r e p a i r i n g system p r o b l e m s , c l e a n i n g u p a h a r d d r i v e , v i e w i n g i m -

• •

Uninstall

programs—Remove

the

programs

a l o n g w i t h r e l a t e d e x t r a n e o u s d a t a , such as references t o t h o s e p r o g r a m s in y o u r system files. Cleanup

utilities—Delete

temporary

files

(such

files still

as

ages, p l a y i n g m u l t i m e d i a files, a n d b a c k i n g u p f i l e s —

deleted

a r e built i n t o o p e r a t i n g systems. T h e r e a r e also m a n y

Recycle B i n , t e m p o r a r y In-

s t a n d - a l o n e utility p r o g r a m s a v a i l a b l e as a n a l t e r n a t i v e

t e r n e t files, a n d t e m p o -

o i 3

in t h e

t o t h e o p e r a t i n g system's utility p r o g r a m s (such as a

rary installation files) t o

search o r a b a c k u p p r o g r a m ) o r t o p r o v i d e a d d i t i o n a l

f r e e u p disk space, a n d

utility f e a t u r e s n o t usually b u i l t into o p e r a t i n g systems

sometimes

(such as a n a n t i v i r u s o r a f i l e c o m p r e s s i o n p r o g r a m ) .

necessary

locate u n information

S t a n d - a l o n e utility p r o g r a m s a r e o f t e n a v a i l a b l e in a

in t h e W i n d o w s regis-

suite o f r e l a t e d p r o g r a m s (such as a c o l l e c t i o n o f m a i n -

try a n d o t h e r system

t e n a n c e p r o g r a m s o r security p r o g r a m s ) . S o m e o f t h e

files (such as f r o m un-

most c o m m o n l y used i n t e g r a t e d a n d s t a n d - a l o n e utility

installed

programs include:

a n d d e l e t e it.

programs)

^Bdltion'

Pre

ty

Courtesy of S y a m

n t (

F i l e c o m p r e s s i o n p r o g r a m s — R e d u c e t h e size of ^

^ ^

^

F i l e m a n a g e m e n t p r o g r a m s — P e r f o r m file m a n -

files so t h e y t a k e u p less s t o r a g e s p a c e ; also used

a g e m e n t tasks so y o u c a n s e e t h e f o l d e r s a n d files

t o d e c o m p r e s s o r restore t h e files t o t h e i r original

a r e s t o r e d o n a d r i v e as w e l l as copy, m o v e , r e n a m e ,

size.

and delete them.

B a c k u p a n d r e c o v e r y p r o g r a m s — M a k e a copy for documents and other

o f i m p o r t a n t files, a n d t h e n r e s t o r e t h e m in case

files o n a s t o r a g e m e d i u m t h a t m e e t specific criteria.

of a p o w e r o u t a g e , h a r d w a r e f a i l u r e , o r accidental

Diagnostic

d e l e t i o n o r o v e r w r i t i n g o f files.

Search

tools—Search

programs—Evaluate

your

computer

system, l o o k i n g f o r p r o b l e m s a n d m a k i n g r e c o m -

Security

m e n d a t i o n s f o r f i x i n g a n y errors t h a t a r e d i s c o v e r e d .

software

programs—protect

Disk m a n a g e m e n t p r o g r a m s — D i a g n o s e andre-

a g a i n s t s o m e o n e accessing y o u r c o m p u t e r via t h e

pair p r o b l e m s r e l a t e d t o y o u r h a r d d r i v e .

Internet or a wireless c o n n e c t i o n .

being

against

malicious

installed o n y o u r c o m p u t e r a n d

Web

media players, and o t h e r m o b i l e devices. J u s t as with

b r o w s i n g , email, h a n d w r i t i n g r e c o g n i t i o n , synchroniza-

desktop and server versions o f L i n u x , embedded L i n u x

t i o n , and a range o f o t h e r a p p l i c a t i o n s designed for m o -

is available in a variety o f flavors f r o m different c o m -

bile c o m m u n i c a t i o n s a n d c o m p u t i n g . It has a flexible

panies. L i n u x is also the basis f o r several other m o b i l e

user interface f r a m e w o r k t h a t enables m o b i l e

operating systems, such as A n d r o i d , iPhone O S , and

and

multitasking.

It also

includes

support

for

phone

m a n u f a c t u r e r s to develop a n d c u s t o m i z e user interfaces

Palm w e b O S .

t o meet the needs o f their c u s t o m e r s . E m b e d d e d Linux is a n o t h e r o p e r a t i n g system alternative for mobile p h o n e s , G P S devices, p o r t a b l e digital

Operating Systems for Larger Computers Larger c o m p u t e r

systems—such

as high-end

servers,

m a i n f r a m e s , and s u p e r c o m p u t e r s — s o m e t i m e s use o p e m b e d d e d L i n u x An operating system alternative for

erating systems designed solely for t h a t type o f system.

mobile phones, GPS devices, portable digital media players,

F o r instance, I B M ' s i5/OS and z/OS are designed for

and other mobile devices.

I B M servers and m a i n f r a m e s , respectively. In a d d i t i o n ,

utility p r o g r a m A software program that performs a specific task,

m a n y servers and m a i n f r a m e s t o d a y run c o n v e n t i o n a l

usually related to managing or maintaining the computer system.

operating systems, such as W i n d o w s , U N I X , a n d L i n u x . L i n u x in particular is increasingly being used with both

m

Chapter

3: Computer

Software

T h e file management program that is incorporated into the Windows operating systems is Windows Explorer.

System Software or Application Software? T h e d i f f e r e n c e b e t w e e n system a n d a p p l i c a t i o n software

is n o t a l w a y s

straightforward.

Some

p r o g r a m s , such as t h o s e used t o b u r n D V D s , w e r e o r i g i n a l l y v i e w e d as utility p r o g r a m s . Today, t h e s e

mainframes

and supercomputers;

often

a group

of

L i n u x c o m p u t e r s are linked together t o form a L i n u x s u p e r c o m p u t i n g cluster. Larger c o m p u t e r systems may also use a customized operating system based on a c o n ventional operating system. F o r instance, m a n y

IBM

m a i n f r a m e s and Cray supercomputers use versions o f U N I X developed specifically for those c o m p u t e r s ( A I X and U N I C O S , respectively).

p r o g r a m s typically c o n t a i n a v a r i e t y o f a d d i t i o n a l f e a t u r e s , such as t h e ability t o o r g a n i z e a n d p l a y music a n d o t h e r media files, t r a n s f e r v i d e o s a n d d i g i t a l p h o t o s t o a computer, e d i t v i d e o s a n d p h o tos, c r e a t e D V D movies, c o p y CDs a n d D V D s , a n d c r e a t e slide s h o w s . Consequently, t h e s e p r o g r a m s n o w f i t t h e d e f i n i t i o n of a p p l i c a t i o n

programs

m o r e closely. O n t h e o t h e r h a n d , system s o f t w a r e n o w typically c o n t a i n s several a p p l i c a t i o n s o f t w a r e c o m p o n e n t s . For e x a m p l e , t h e M i c r o s o f t W i n d o w s

LO

o p e r a t i n g system includes a v a r i e t y o f a p p l i c a t i o n

Introduction to Application Software 3 4

p r o g r a m s , i n c l u d i n g a W e b browser, a c a l c u l a t o r , a calendar program, a painting program, a media player, a m o v i e m a k i n g p r o g r a m , a n i n s t a n t m e s saging program, a n d a text editing p r o g r a m . A

A

tion of t h e program, a n d t h e distinction b e t w e e n

W e b page, listening t o a music file, checking the inven-

t h e t w o c a t e g o r i e s is n o t a l w a y s c l e a r c u t .

p p l i c a t i o n s o f t w a r e includes all the p r o g r a m s that

a l l o w you t o perform specific tasks on a computer,

such as writing a letter, preparing an invoice, viewing a

p r o g r a m ' s classification as system o r a p p l i c a t i o n s o f t w a r e usually d e p e n d s o n t h e p r i n c i p a l f u n c -

tory o f a particular product, playing a g a m e , preparing financial

s t a t e m e n t s , and designing a h o m e . the open source c o m m u n i t y and the original c o p y r i g h t

Software Categories

notice must remain intact.

T h e four basic categories o f software are c o m m e r c i a l

that is developed and sold for a profit. W h e n you buy a

s o f t w a r e , s h a r e w a r e , freeware, and public d o m a i n soft-

commercial software program (such as M i c r o s o f t Office,

w a r e , w h i c h are described in E x h i b i t 3 - 1 2 . E a c h type

T u r b o T a x , or G a r a g e B a n d ) , it typically c o m e s with a

C o m m e r c i a l s o f t w a r e includes any software p r o g r a m

o f s o f t w a r e has different ownership rights. In addition,

single-user license, which means you c a n n o t legally m a k e

software t h a t falls into any o f these four categories can

copies o f the installation C D to give t o your friends and

also be o p e n s o u r c e s o f t w a r e — p r o g r a m s w h o s e source

you c a n n o t legally install the software on their c o m p u t -

code is available t o the public. An open source p r o g r a m

ers using your C D . You c a n n o t even install the software

can be c o p y r i g h t e d , but individuals and businesses are

on a second computer that you o w n , unless allowed

allowed t o modify the p r o g r a m and redistribute i t — t h e

by the license. F o r example, some software

only restrictions are that changes must be shared with

state that the program can be installed on o n e desktop

licenses

a p p l i c a t i o n s o f t w a r e The programs that allow you

ie most common tormat used for compressed files in the Windows environment is the .zip format.

Ik

to perform specific tasks on a computer. o p e n s o u r c e s o f t w a r e Programs whose source code is available to the public. c o m m e r c i a l s o f t w a r e A software program that is developed and sold for a profit.

Chapter

3: Computer

Software

Types of software

E x h i b i t 3-12

Category Commercial software

Description

Examples

A software program that is developed and sold

Microsoft Office (office suite)

for a profit.

Norton Antivirus (antivirus program) Adobe Photoshop (image editing program) World of Warcraft (game)

Shareware

A software program that is distributed on the

WinZip (file compression program)

honor system; typically available free of charge

Ulead Video ToolBox (video editing/conversion program) Image Shrinker (image optimizer)

but may require a small registration fee.

Deluxe Ski Jump 3 (game) Freeware

A software program that is given away by the

Internet Explorer (Web browser)

author for others to use free of charge.

OpenOffice.org (office suite) QuickTime Player (media player) Yahoo! Messenger (instant messaging program)

A software program that is not copyrighted.

Public domain software

Lynx (text-based Web browser) Pine (email program)

computer and one portable computer belonging to the

install software on a large number o f computers or need

same individual. T o determine which activities are allow-

to have the software available to multiple users over a

able for a particular commercial software program, refer

network can usually obtain a site license or network li-

to its software license. Schools or businesses that need to

cense for the number of users needed.

Open Source Software T h e use of o p e n s o u r c e s o f t w a r e has g r o w n o v e r t h e

source a l t e r n a t i v e s a r e also a v a i l a b l e f o r a w i d e selec-

past f e w years, p r i m a r i l y f o r cost reasons. O n e of t h e

t i o n of a p p l i c a t i o n p r o g r a m s t o d a y . For instance, t h e

first w i d e l y k n o w n o p e n s o u r c e p r o g r a m s w a s t h e Linux

f r e e O p e n O f f i c e . o r g office suite c a n b e used as a n alter-

o p e r a t i n g system. H o w e v e r , low-cost or no-cost o p e n

native to Microsoft Office, and t h e free G I M P program can b e used t o r e t o u c h p h o t o s instead of A d o b e

Fie

£d*

odt

OpenOfficc.org Writci

Vtew

Insert

Fgrmat

IliT

v

Table

P h o t o s h o p or a n o t h e r pricey i m a g e e d i t i n g p r o -

loots

Wndow

g r a m . In a d d i t i o n t o s a v i n g m o n e y , t h e s e a l t e r n a -

Help

•

Arial

ail |¥1 / ii f i l * • •

iz : s e

t i v e p r o g r a m s o f t e n r e q u i r e less disk space a n d

«

memory t h a n their commercial software coun-

o • 9 9 a

as

i

Wednesday 5th November Communty

ss

The OOo Gfobat Commu OpenOocument Format OpenOffice.org and the Panel Discussion: OOF L v

t e r p a r t s r e q u i r e . O t h e r possible benefits of us-

IhtaaiklMi

liaiJii'iieu

tlMKlfOOl

ing o p e n source s o f t w a r e i n c l u d e increased sta-

IX 4k.M« Ik at

bility a n d security ( b e c a u s e t h e y a r e tested a n d

laahti

i m p r o v e d by a w i d e v a r i e t y o f p r o g r a m m e r s a n d

Wtk»in* 0inner

I

~

I

users), a n d t h e ability t o m o d i f y t h e application's source c o d e . P e r c e i v e d risks o f using o p e n source

©

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Si

£x

baefc Community Q f M Presentation 4nrfhnMt C omrnunitv. all. Abstract: from Mac OS x Support to tables in Impress. OpenOfflce.org 3.0 offers a wide range of Improvements. This demo will showcase the highlights of the new and improved features of OpenOffke.org 3.0.

Heading 1 Headng2 Index

MMMleYi Christian jansen. BetMna Haberer'UserE.periente Engineer, Sun Microsystems, Inc. • Bberaon:.: Christian Jarvsen Is an User E-perience Engineer at Sun Microsystems. During the last 9 years, he played a major role in designing the user interfaces of

Appked Styles Pagc4

W h a t * * N « w in OpltnOTtice.org 3.0?

s o f t w a r e include lack of s u p p o r t a n d c o m p a t i b i l ity issues. A n e m e r g i n g t r e n d is a p p l y i n g o p e n source principles t o h a r d w a r e — s o m e

hardware

designers a r e releasing designs f o r n e w

hard-

w a r e t o t h e public in h o p e s t h a t m a n u f a c t u r i n g c o m p a n i e s w i l l use t h e designs in n e w p r o d u c t s

6MDefadt

The OpenOffice.org Writer word processing program.

Chapter

3: Computer

Software

a n d credit t h e m as t h e o r i g i n a l designer.

In a d d i t i o n t o their full versions, s o m e c o m mercial s o f t w a r e is available in a d e m o o r trial version. Typically, these versions c a n be used

Exhibit 3-13 Shareware and freeware programs are typically downloaded via the Web

free o f c h a r g e a n d distributed t o o t h e r s , b u t often they a r e missing some key features (such

& DOWNLOAD WINDOWS FREEWARE AND SHAREWARTUCOWS E • WINDOWS INTERNET EXPLORER ^3^^. ' TUCOWJ.COM/50FT' *»' \*t\ X I L-H Google

as t h e ability t o save o r print a d o c u m e n t ) o r

V

w

. FAVORITES

they will n o t r u n after the trial period e x p i r e s . B e c a u s e these p r o g r a m s are n o t designed as re-

46 DOWNLOAD WINDOWS FREEW »RE AND SH...

» Q * 3 <m • PAGE • SAFETY •

Software d o w n l o a d s

p l a c e m e n t s f o r the fee-based version, it is ethi-

DEBUT VIDEO CAPTURE SOFTWARE

cal t o use t h e m only t o determine w h e t h e r y o u

/2003/Vista

w a n t t o b u y t h e full p r o g r a m . If the decision

ROWSING POPULAR NEWEST Shareware I Freeware I COMMERCIAL DEMOS I QPENSOURCE LICENSES I OTHER LICENSES | ALL TITLES

is m a d e a g a i n s t purchasing t h e p r o d u c t , y o u should uninstall the demo o r trial version f r o m your c o m p u t e r .

DEBUT VIDEO CAPTURE SOFTWARE A/XP/2003/VMA

R e c e n t trends in c o m p u t i n g — s u c h as multiprocessing, virtualization, a n d cloud

comput9 INTERNET | PROTECTED MODE: OFF

sues f o r c o m m e r c i a l software c o m p a n i e s . F o r software

companies

must

1

ADDED OCT 29, 2007 98% POPULARITY

i n g — a r e leading t o n e w software licensing isexample,

ADDED MARIO, 2009 100% POPULARITY

decide

Most download sites list the license type

for each program.

w h e t h e r t h e n u m b e r o f installations allowed by the license is c o u n t e d by the n u m b e r o f c o m p u t ers o n w h i c h t h e software is installed o r by the total n u m b e r o f processors o r C P U cores used by those c o m p u t e r s , as well as decide h o w t o determine

to cultivate this type o f software distribution. Legally,

the n u m b e r o f users in a virtualized e n v i r o n m e n t . Soft-

shareware a n d d e m o versions o f c o m m e r c i a l software

w a r e v e n d o r s are expected t o develop a n d implement

are similar, b u t shareware is typically n o t missing key

new licensing models t o address these and other trends

features.

in the future. S h a r e w a r e p r o g r a m s are software programs

F r e e w a r e p r o g r a m s are s o f t w a r e

programs

that

that

are given a w a y by the author f o r others t o use free o f

are distributed o n the h o n o r system. M o s t shareware

charge. Although freeware is available w i t h o u t charge

p r o g r a m s a r e available t o try free o f charge, but typi-

and c a n be shared with others, t h e a u t h o r retains the

cally require a small fee if you c h o o s e t o use the pro-

ownership rights t o the p r o g r a m , s o y o u c a n n o t d o any-

gram regularly. By paying the requested registration fee,

thing with it—such as sell it o r m o d i f y i t — t h a t is n o t

you c a n use the program for as long as you w a n t t o

expressly allowed by the author. F r e e w a r e p r o g r a m s are

use it a n d m a y be entitled t o product support, updates,

frequently developed by individuals. C o m m e r c i a l soft-

and other benefits. Y o u can legally a n d ethically copy

ware c o m p a n i e s sometimes release freeware as well,

shareware p r o g r a m s t o pass along t o friends a n d col-

such as M i c r o s o f t ' s Internet E x p l o r e r a n d R e a l N e t -

leagues f o r evaluation purposes, b u t those individuals

w o r k s ' RealPlayer. Like shareware p r o g r a m s , freeware

are expected t o pay the shareware fee if they decide t o

programs are widely available over the Internet.

keep the p r o d u c t . M a n y shareware programs have a specified trial

P u b l i c d o m a i n s o f t w a r e is n o t c o p y r i g h t e d ; i n s t e a d ,

the ownership rights t o the p r o g r a m have been donated

period, such as o n e m o n t h . Although it is n o t illegal t o use shareware past the specified trial period, it is unethical t o d o s o . Shareware is typically much less expensive than c o m m e r c i a l versions o f similar software because it is often developed by a single p r o g r a m m e r and because

s h a r e w a r e p r o g r a m A software program that is distributed on the honor system; typically available free of charge but may require a small registration fee.

it uses the shareware marketing system t o sell directly t o

f r e e w a r e p r o g r a m A software program that is given away by the

c o n s u m e r s (usually via a variety o f software d o w n l o a d

author for others to use free of charge.

sites, such as the one shown in E x h i b i t 3 - 1 3 ) with little

p u b l i c d o m a i n s o f t w a r e A software program that is not

o r n o packaging o r advertising expenses. Shareware

copyrighted.

authors stress that the ethical use o f shareware helps

Chapter

3: Computer

Software

Software Ownership Rights specify

t h e s o f t w a r e . This license specifies t h e c o n d i t i o n s u n d e r

t h e a l l o w a b l e use o f t h a t p r o g r a m . A f t e r a s o f t w a r e

w h i c h a b u y e r c a n use t h e s o f t w a r e , such as t h e n u m b e r

T h e o w n e r s h i p rights o f a s o f t w a r e p r o g r a m

p r o g r a m is d e v e l o p e d , t h e d e v e l o p e r (typically a n i n d i -

o f c o m p u t e r s o n w h i c h it m a y b e installed ( m a n y soft-

v i d u a l or a n o r g a n i z a t i o n ) h o l d s t h e o w n e r s h i p rights

w a r e licenses p e r m i t t h e s o f t w a r e t o b e installed o n just

for that program a n d decides w h e t h e r t h e program can

o n e c o m p u t e r ) . In a d d i t i o n t o b e i n g i n c l u d e d in p r i n t e d

b e sold, s h a r e d w i t h o t h e r s , o r o t h e r w i s e d i s t r i b u t e d .

f o r m inside t h e p a c k a g i n g o f m o s t s o f t w a r e p r o g r a m s ,

W h e n a s o f t w a r e p r o g r a m is p u r c h a s e d , t h e b u y e r is n o t

t h e licensing a g r e e m e n t is usually d i s p l a y e d a n d must

actually b u y i n g t h e s o f t w a r e . I n s t e a d , t h e b u y e r is a c -

b e a g r e e d t o by t h e e n d user a t t h e b e g i n n i n g of t h e

q u i r i n g a s o f t w a r e l i c e n s e t h a t p e r m i t s h i m o r h e r t o use

s o f t w a r e i n s t a l l a t i o n process.

This statement explains that you are accepting the terms of the license agreement by installing the software.

\

Norton 360

This statement explains that the program can be tried for 14 days and then it needs to be either registered or uninstalled. Setup - Free Internet T V License Agreement

Install

Please read the followini important information before continuing

NORTON LICENSE AGREEMENT Norton 360 IMPORTANT: PLEASE READ THE TERMS AND CONDITIONS OF THIS UCENSE AGREEMENT ("LICENSE AGREEMENT") CAREFULLY BEFORE USING THE SOFTWARE (AS DEFINED BELOW) SYMANTEC CORPORATION, IF YOU ARE LOCATE6Vn THE AMERICAS. OR SYMANTEC ASIA PACIFIC PTE LTD. IF YOU ARE L\CATED IN THE ASIA PACIFIC RIM OR JAPAN, OR SYMANTEC LIMITED. IF YOJ ARE LOCATED IN EUROPE. THE MIDDLE EAST OR AFRICA fSYMANTEC")\s WILLING TO LICENSE THE SOFTWARE TO YOU AS THE INDIVIDUAL, t \ e COMPANY. OR THE LEGAL ENTITY THAT WILL BE UTILIZING THE SOFTWARE (REFERENCED BELOW AS "YOU" OR •YOURT ONLY ON THE CONDITIO^ THAT YOU ACCEPT ALL OF THE TERMS OF THIS LICENSE AGREEMENT\THIS IS A UEC • • •. • • • •. ••• KING THE "I AGREE OR "YES" BUTTON OR OTHERWISE INDICATING ASSENT ELECTRONICALLY OR LOADING THE SOFTWARE. YOU AGREE TO THE TERMS AND CONDITIONS OF THIS LICENSE AGREEMENT IF YOU DO NOT AGREE TO THESE TERMS AND CONDITIONS, CUCK THE "CANCEL" OR "NO" BUTTON OR OTHERWISE INDICATE REFUSAL. MAKE NO FURTHER USE OF THE SOFTWARE. ANC

;—_

_

Please read the folowin i License Agreement. Y o u must accept the terms of this agreement before contr jing with the installation L I C E N S E OF U N R E G I S T E R E D S O F T W A R E An unregistered copy of the S O F T W A R E ( " U N R E G I S T E R E D S O F T W A R E " ) may be used by the U S E R for evaluation purposes for a period of fourteen (14) days following the initial installation of the U N R E G I S T E R E D S O F T W A R E f'TRIAL P E R I O D " ) At the end of the TRIAL P E R I O D , the U S E R must either regrster the S O F T W A R E or remove it from his system. The U N R E G I S T E R E D S O F T W A R E may be freely copied and distributed to other users for their evaluation. U C E N S E OF R E G I S T E R E D S O F T W A R E A registered copy of the S O F T W A R E ( " R E G I S T E R E D S O F T W A R E " ) alows the U S E R to use the S O F T W A R E only on a single computet or network, and only by a a

I accept the agreement I do not accept the agreement

3 SHAREWARE P R O G R A M

COMMERCIAL S O F T W A R E P R O G R A M

t o the public d o m a i n . C o n s e q u e n t l y , it is free and can be

i

c a t i o n s o f t w a r e as d e s k t o p c o m p u t e r s . However, m o -

used, c o p i e d , modified, a n d distributed t o others with-

bile p h o n e s and o t h e r m o b i l e devices usually require

out restrictions.

m o b i l e s o f t w a r e ; t h a t is, s o f t w a r e designed for a specific type o f m o b i l e p h o n e o r o t h e r m o b i l e device. See

Desktop us. Mobile Software

Exhibit 3 - 1 4 .

N o t e b o o k c o m p u t e r s , t a b l e t c o m p u t e r s , U M P C s , and

pearance, many mobile applications

o t h e r p o r t a b l e c o m p u t e r s typically run the same appli-

for easier data input, such as an on-screen k e y b o a r d ,

In addition t o having a m o r e c o m p a c t , efficient a p include

a phrase list, or h a n d w r i t i n g recognition

features

capabilities.

s o f t w a r e ficense A permit that specifies the conditions under which a buyer can use the software. i n s t a l l e d s o f t w a r e A software program that must be installed on a computer before it is run. W e b - b a s e d s o f t w a r e A software program that is run directly from the Internet; also referred to as Software as a Service (SaaS) and cloudware.

Chapter

3: Computer

Software

The number of mobile applications is growing all the time, and many are available free of charge.

Exhibit 3-14 Mobile software

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the p r o g r a m is a c o m m e r c i a l , demo/trial, s h a r e w a r e ,

M i c r o s o f t Office, to facilitate sharing documents be-

freeware, o r public domain p r o g r a m .

tween the t w o platforms.

Instead o f being available in an installed f o r m a t , some software is run directly f r o m the Internet as

Installed vs. Web-Based Software Software also differs in h o w it is accessed by the end user. It c a n be installed on and run

Web-based

software.

Exhibit 3-15 Installed software

from the end user's computer (or installed on and run f r o m a network server in a netw o r k setting), o r it can be Web-based and accessed by the end user over the Internet. I n s t a l l e d s o f t w a r e must be installed on a c o m p u t e r before it is run. D e s k t o p soft-

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the p r o g r a m is installed using its installation p r o g r a m (which typically runs a u t o matically when the software C D o r D V D is inserted into the drive or when the d o w n -

Downloaded version will be

loaded p r o g r a m is opened). After the soft-

downloaded to the buyer's computer.

Packaged version will be shipped to the buyer.

ware is installed, it is ready to use. W h e t h e r

Chapter

3 : Computer

S o ft wa r

E x h i b i t 3-16

Web-based software ONLINE APPLICATIONS This program allows you to create presentations online.

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livered on demand via the W e b t o wherever the user is at the m o m e n t , provided he or she has an Internet connection (and has paid t o use the software if a payment is required). Also referred t o as Software as a Service (SaaS) and c l o u d w a r e , the use o f W e b - b a s e d software is growing rapidly. In fact, research firm G a r t n e r predicts that 2 5 percent o f n e w business software will be delivered via the W e b by 2 0 1 1 , up from 5 percent o f new software purchases in 2 0 0 6 . Typically, documents using W e b - b a s e d software are stored online.

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W E B DATABASE APPLICATIONS This application allows you to retrieve property information, such as home values and homes for sale.

LO35 Application Software for Business

S

o m e t i m e s , related s o f t w a r e p r o g r a m s (such as a g r o u p o f g r a p h i c s p r o g r a m s , utility p r o g r a m s , o r

office-related s o f t w a r e ) are sold bundled together as a s o f t w a r e s u i t e . Businesses a n d individuals often use office suites, s o m e t i m e s called p r o d u c t i v i t y s o f t w a r e suites, t o p r o d u c e written d o c u m e n t s . Typically, office suites c o n t a i n the f o l l o w i n g p r o g r a m s , and m a n y also c o n t a i n a d d i t i o n a l productivity t o o l s — s u c h as a c a l -

s o f t w a r e s u i t e Related software programs (such as a group of graphics programs, utility programs, or office-related

endar, a messaging p r o g r a m , o r c o l l a b o r a t i o n t o o l s : ^

W o r d p r o c e s s i n g s o f t w a r e — a l l o w s users t o create and edit c o m p l e x t e x t - b a s e d d o c u m e n t s t h a t

software) that are sold bundled together.

can also include images and o t h e r c o n t e n t .

Chapter

3: Computer

Software

Using software instead of paper and pencil to create a document means that you do not have to recreate the entire document w you want

terial, and reports. At its most basic level, w o r d processing is used to do what was done on a typewriter before computers were commonplace. M a n y documents created with word processing software also include c o n t e n t that was not possible to create using a typewriter, such as photos, drawn objects, clip art images, hyperlinks, video clips, and text in a variety of sizes and appearances. Like any document created with software instead o f paper and pencil, word processing documents can be retrieved, modified, and printed as many times as needed. T h e m o s t

^

S p r e a d s h e e t s o f t w a r e — p r o v i d e s users with a c o n v e n i e n t means of creating d o c u m e n t s c o n t a i n ing c o m p l e x mathematical c a l c u l a t i o n s .

^

D a t a b a s e s o f t w a r e — a l l o w s users t o store and organize vast amounts o f data and retrieve specific i n f o r m a t i o n when needed.

^

frequently used word processing programs are M i c r o s o f t W o r d , Corel WordPerfect, and Apple Pages. W o r d processing programs typically include

im-

proved c o l l a b o r a t i o n , security, and r i g h t s - m a n a g e m e n t tools (tools used t o protect original c o n t e n t f r o m misuse by o t h e r s ) . W o r d processing p r o g r a m s also typically include a variety o f Web-related t o o l s , as well as s u p p o r t

P r e s e n t a t i o n g r a p h i c s s o f t w a r e — a l l o w s users

for speech and pen input. Web-related features include

t o c r e a t e visual presentations t o convey i n f o r m a -

the ability t o send a document as an email message via

tion m o r e easily to others.

the w o r d processing p r o g r a m , the inclusion o f hyperlinks in d o c u m e n t s , and the ability t o c r e a t e o r m o d i f y

O n e o f the m o s t widely used office software

suites is M i c r o s o f t

W e b pages or blogs. T h e latest versions o f O f f i c e also

Office.

include the ability to c o l l a b o r a t e with o t h e r s o n l i n e .

T h e latest version is M i c r o s o f t Office 2010.

Similar

from

Corel

suites

are

available

(WordPerfect

Spreadsheet Concepts

Office)

and Apple ( i W o r k ) ; a free alterna-

A n o t h e r widely used application p r o g r a m is spread-

tive office suite is O p e n O f f i c e . o r g .

sheet s o f t w a r e . S p r e a d s h e e t s o f t w a r e is the type o f a p -

M a n y office suites are available in

plication software used to create c o m p u t e r i z e d spread-

a variety o f versions, such as a home

or

contains

student fewer

version

that

programs

than

sheets. A s p r e a d s h e e t is a group o f values a n d o t h e r data organized into rows and c o l u m n s , similar t o the ruled paper worksheets traditionally used by

a professional version. N o t all

keepers and a c c o u n t a n t s . M o s t spreadsheets

s o f t w a r e suites are available for

formulas that are used to c o m p u t e c a l c u l a t i o n s based

all o p e r a t i n g systems, however.

on data entered into the spreadsheet.

F o r e x a m p l e , M i c r o s o f t Office is

In spreadsheets created with spreadsheet s o f t w a r e ,

available for b o t h W i n d o w s and Mac

OS

computers;

iWork

is

available only for M a c O S c o m p u t ers; and O p e n O f f i c e . o r g is available for W i n d o w s , L i n u x , and M a c computers.

OpenOffice.org

available in m o r e than 3 0

is

bookinclude

OS also

v V

different

languages.

all formula results are updated a u t o m a t i c a l l y

when-

ever any changes are made to the d a t a . Consequently, n o manual computations are required, which increases accuracy. In addition, the a u t o m a t i c recalculation o f formulas allows individuals to modify spreadsheet data as

w o r d p r o c e s s i n g The use of a computer and word processing software to create, edit, save, and print written documents.

Word Processing Concepts

s p r e a d s h e e t s o f t w a r e The type of application software used to

Virtually all formal writing today is performed using a

create computerized spreadsheets.

word processing program. W o r d processing refers to using

s p r e a d s h e e t A group of values and other data organized into rows

a computer and word processing software to create, edit, save, and print written documents, such as letters, con-

and columns, similar to the ruled paper worksheets traditionally used by bookkeepers and accountants.

tracts, manuscripts, newsletters, invoices, marketing ma-

Chapter

3: Computer

Software

often as necessary either t o create n e w spreadsheets o r t o

o f program used t o create, maintain, and organize data

experiment with various possible scenarios (called what-

in a database, as well as to retrieve information from the

if analysis) to help make business decisions. Spreadsheet

database. T h e most c o m m o n l y used relational database

software typically includes a variety o f data analysis

management systems include M i c r o s o f t Access, Oracle

tools, as well as the ability t o generate charts. T h e most

D a t a b a s e , and I B M D B 2 .

widely used spreadsheet programs today are M i c r o s o f t

Databases are often used o n the W e b . For instance,

Excel, Corel Q u a t t r o P r o , and Apple N u m b e r s — a g a i n ,

many W e b sites use one or more databases to keep track

all are part o f their respective software suites. Spread-

of inventory; to allow searching for people, documents,

sheet software is c o m m o n l y used by a variety o f busi-

or other information; and t o place real-time orders. In

nesses and employees, including C E O s , managers, assis-

fact, any time you type keywords in a search b o x on a

tants, analysts, and sales representatives.

search site or hunt for a product o n a retail store's W e b

M o s t spreadsheet p r o g r a m s have built-in W e b c a -

site using its search feature, you are using a Web database.

pabilities. Although they are used less c o m m o n l y t o create W e b pages, m a n y spreadsheet programs include the option t o save the current w o r k s h e e t as a W e b page,

Presentation Graphics Concepts

and insert hyperlinks into w o r k s h e e t cells. M i c r o s o f t

If you try t o explain t o others w h a t you look like, it may

Excel includes the ability t o c o l l a b o r a t e online, as well

take several minutes. S h o w t h e m a c o l o r photograph,

as t o copy ranges o f cells t o a W e b publishing o r word

on the other h a n d , and you c a n c o n v e y the same infor-

processing p r o g r a m t o insert spreadsheet data into a

mation within seconds. T h e saying " a picture is worth a thousand w o r d s " is the c o r n e r s t o n e o f presentation

document as a t a b l e .

graphics. A p r e s e n t a t i o n g r a p h i c (see Exhibit 3 - 1 7 ) is an image designed t o visually e n h a n c e a presentation

Database Concepts

(such as an electronic slide s h o w o r a printed report),

People often need to retrieve specific data rapidly while

typically t o convey i n f o r m a t i o n m o r e easily to people.

on the j o b . F o r example, a customer service representa-

A variety o f software (including spreadsheet programs,

tive may need to locate a customer's order status quickly

image

while the customer is on the telephone. T h e type o f soft-

software) c a n be used t o create presentation graphics.

editing p r o g r a m s , a n d presentation

ware used for such tasks is a database management system. A d a t a b a s e is a collection o f related data that is stored on a computer and organized in a manner that enables information to be retrieved as needed. A database management system

(DBMS)—also

called d a t a b a s e s o f t w a r e — i s the type

d a t a b a s e A collection of related data that is stored on a tow>pv.\tf w\d orcjowzed in a manner that enables information to be retrieved as needed. d a t a b a s e s o f t w a r e The type of program used to create, maintain, and organize data in a database, as well as to retrieve information from it; also called a database management system (DBMS). p r e s e n t a t i o n g r a p h i c An image designed to visually enhance a presentation (such as an electronic slide show or a printed report).

E x h i b i t 3-17 Examples of presentation graphics

graphics

E x h i b i t 3-18

Graphics software

I

PAINTING P R O G R A M S Typically create images pixel by pixel so images cannot be layered or resized. DRAWING P R O G R A M S Typically create images using mathematical formulas so images can consist of multiple objects that can be layered, and the images can be resized without distortion.

mm PHOTO EDITING PROGRAMS Allow users to edit digital photos.

Presentation graphics often take the f o r m o f electronic

designed t o help individuals create o r m o d i f y g r a p h i c s ,

slides c o n t a i n i n g images, text, video, and m o r e that are

edit digital audio or video files, play m e d i a files, burn

displayed o n e after the other in an electronic slide show.

C D s and D V D s , and so forth, as discussed n e x t . S o m e

presentation

p r o g r a m s focus on just one task; o t h e r s are designed t o

g r a p h i c s s o f t w a r e and can be run on individual c o m p u t -

perform multiple tasks, such as t o i m p o r t a n d edit im-

ers or presented t o a large group using a c o m p u t e r pro-

ages, a u d i o , and video, and then create a finished D V D .

E l e c t r o n i c slide shows are created with

j e c t o r ; for instance, they are frequently used for business and educational presentations. S o m e o f the m o s t c o m m o n presentation graphics p r o g r a m s are M i c r o s o f t

Graphics Software

P o w e r P o i n t , C o r e l Presentations, and Apple K e y n o t e —

G r a p h i c s s o f t w a r e — a l s o called

again, all part o f their respective software suites.

w a r e — i s used t o create or m o d i f y i m a g e s . G r a p h i c s

Presentation graphics programs can be used to gen-

software

programs

digital

are c o m m o n l y

imaging

soft-

distinguished

by

erate W e b pages or W e b page c o n t e n t , and slides can

whether they are primarily oriented t o w a r d painting,

include hyperlinks.

drawing, or image editing, although these are general categories, not strict classifications. See E x h i b i t 3 - 1 8 .

Application Software for Working with Multimedia LO3.6

G

r a p h i c s are images, such as digital p h o t o g r a p h s ,

clip art, scanned drawings, and original images cre-

p r e s e n t a t i o n g r a p h i c s s o f t w a r e The type of program used to create electronic slide shows that can be run on individual computers or presented to a large group using a computer projector. g r a p h i c An image, such as a digital photograph, clip art, a scanned drawing, or an original image created using a software program. m u l t i m e d i a Any application that contains more than one type of

ated using a software p r o g r a m . M u l t i m e d i a technically

media; often used to refer to audio and video content.

refers t o any application that contains m o r e than one

g r a p h i c s s o f t w a r e A program used to create or modify images; also

type o f media, but is often used to refer t o audio and

called digital imaging software.

video c o n t e n t . T h e r e are a variety o f software p r o g r a m s

Chapter

3: Computer

Software

bitmap

Adobe P h o t o s h o p Elements, Ulead Photo Express, Ap-

i m a g e s , which are created by coloring the individual

ple iPhoto, Corel Paint Shop P r o P h o t o X 2 , M i c r o s o f t

pixels in an image. O n e o f the m o s t c o m m o n painting

Office Picture Manager, and the free Picasa 3 program.

p r o g r a m s is Microsoft Paint. Painting programs are of-

F o r professional image editing, A d o b e Photoshop is the

ten used to create and modify simple images, but, unless

leading program.

Painting

programs

traditionally

create

the painting program supports layers and other tools discussed shortly, use for these programs is relatively limited. This is because when something is drawn or

Audio Capture and Editing Software

placed on top o f a bitmap image, the pixels in the image

F o r creating and editing audio files, audio capture and

are recolored to reflect the n e w content, and whatever

audio editing software is used. T o capture sound from

was beneath the new c o n t e n t is lost. In addition, bit-

a m i c r o p h o n e , sound recorder software is used; to

mapped images c a n n o t be enlarged and still maintain

capture sound from a C D , ripping software is used. In

their quality, because the pixels in the images just get

either case, after the audio is captured, it can then be

larger, which m a k e s the edges o f the images look jag-

modified, as needed. For instance, background noise or

ged. Some painting p r o g r a m s (such as Corel Painter)

pauses can be removed, portions o f the selection can be

do support layers and so are m o r e versatile. Painting

edited out, multiple segments c a n be spliced together,

tools are also increasingly included in other types o f

and special effects such as fade-ins and fade-outs can be

software, such as in office suites and drawing programs.

applied. See Exhibit 3 - 1 9 . Also available are specialized

Drawing programs (also referred to as illustration programs) typically create v e c t o r g r a p h i c s , which use m a t h ematical formulas to represent image

^ ^ ^ ^ ^ ^ E x h i b i t 3-19

Audio editing software

content instead o f pixels. Unlike bitmap images, vector images c a n be resized and otherwise manipulated without loss o f quality. O b j e c t s in drawing programs can also typically be layered. So, if you place one object on top of another, you can later separate the t w o images if desired. D r a w i n g p r o g r a m s are often used by individuals and small business owners to create original art, logos, business cards, and m o r e . T h e y are also used by professionals t o create corporate images, W e b site graphics, and so forth. Popular drawing programs include Adobe Illustrator and CorelDRAW. Image

editing

or

photo

editing

programs are drawing or painting programs that are specifically designed for

I

touching up or modifying images, such as original digi-

audio capture and editing p r o g r a m s designed for spe-

tal images and digital p h o t o s . Some widely used con-

cific applications, such as creating podcasts or musical

sumer image editing and p h o t o editing programs are

compositions. Professional audio capture and editing software (such as Sony Creative Software Sound Forge 9 and Adobe Audition 3) is used to create professional

b i t m a p i m a g e A graphic created by coloring the

audio for end products, W e b pages, c o m m e r c i a l pod-

individual pixels in an image.

casts, presentations, and so forth. C o m m o n c o n s u m e r

v e c t o r g r a p h i c A graphic that uses mathematical formulas

audio capture and editing programs include W i n d o w s

to represent image content instead of pixels.

Sound Recorder, Apple G a r a g e B a n d , and Sony Creative Software Sound Forge Audio Studio s o f t w a r e .

m

Chapter

3: Computer

Software

E x h i b i t 3-20

Video creation software VIDEO EDITING

ALLOWS USERS TO IMPORT AND EDIT V I D E O ; THE FINISHED V I D E O CAN B E STORED IN A FILE OR INCLUDED IN A D V D PRESENTATION.

•' T I N •»»— 'OA/ft

A CLICK TO BURN THE FINISHED PRESENTATION TO A D V D .

A.

*—

flniHd

AH RIA AAA* A

AAA: I D % A I A U . A AAA" «4 A ,.AA, An A A 1 A AJ F A\ A A LV A A A 0 A

*A

T H E D V D INCLUDES THE V I D E O CLIPS

A*

ML A a AJ

AND U S E S THE TITLES AND A P P E A R A N C E DESIGNATED B Y THE USER.

A A

A

V I D E O CLIPS CAN B E EDITED AS N E E D E D ; THE T I M E L I N E IS U S E D TO CROP OUT S E C TIONS OF THE CURRENT V I D E O CLIP.

DVD AUTHORING ALLOWS USERS TO IMPORT AND ORGANIZE PHOTOS, V I D E O , AND M U S I C INTO A FINISHED D V D PRESENTATION.

Uideo Editing and DUD Authoring Software

D V D to control the playback o f those videos. D V D

Digital video can be imported directly into a video editing program by connecting the camera to the computer or by inserting the storage media containing the video (such as a D V D ) into the computer. After the video has been imported, video editing (such as deleting or rearranging scenes, adding voice-overs, and adding other special effects) can be performed, as shown in Exhibit 3 - 2 0 . Some video editing software today can edit video in high definition f o r m a t . D V D authoring refers to organizing c o n t e n t

to

be transferred to D V D , such as importing video clips and then creating the desired menu structure for the

burning refers to recording data (such as a c o l l e c t i o n of songs or a finished video) on a r e c o r d a b l e o r rewritable D V D . D V D authoring and burning

capabilities

are c o m m o n l y included with video editing capabilities in video creation software; there are also s t a n d - a l o n e D V D authoring programs, and D V D b u r n i n g capabilities are preinstalled on c o m p u t e r s c o n t a i n i n g a recordable o r rewritable optical drive. M a n y file m a n a g e m e n t programs (such as W i n d o w s E x p l o r e r ) include C D and D V D burning capabilities, as well.

Media Players M e d i a p l a y e r s are programs designed to play audio a n d video files available via your c o m p u t e r — s u c h as music

Individuals use video editing software to edit home videos or to create videos to upload to YouTube.

m e d i a p l a y e r A program designed to play audio and video files available via your computer.

Chapter

3: Computer

Software

Exhibit 3-21 Typical media player program

M Y LIBRARY IS SELECTED; U S E THE OTHER OPTIONS TO LISTEN TO THE RADIO, PURCHASE M U S I C , AND SO ON.

U S E THESE OPTIONS

—

B

TO V I E W T H E M E D I A FILES

Downtoadj » Recordngs

•

STORED ON YOUR

a

COMPUTER.

CD/DVD

CLICK TO PLAY A DISC IN YOUR C O M P U T E R ' S

t>

PtaySttocted

ft

Ed* d p Wo

C D OR D V D DRIVE.

B

Copy ToPtoy**

U S E THESE OPTIONS TO BURN A C D OR D V D ."

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g| C D s , downloaded music, o r video streamed from the

digital music players. Some also include the ability to

Internet. M a n y media players are available for free,

download video from the W e b and/or purchase and

such as RealPlayer (see E x h i b i t 3 - 2 1 ) , W i n d o w s M e d i a

download music via an associated music store.

Player, and Q u i c k T i m e Player. M e d i a players typically allow you to arrange your stored music and videos into playlists, and then transfer them to C D s or portable

Graphics, Multimedia, and the Web Graphics and multimedia software is often used by individuals and businesses alike to create Web sites o r content to be shared or distributed via the Web. In ad-

Music and Copyright Law

dition, games, tutorials, videos, demonstrations, and other multimedia content available on the Web are

It is i m p o r t a n t w h e n using digital music t o a d h e r e

often created with multimedia software.

t o c o p y r i g h t laws, such as o n l y t r a n s f e r r i n g music f r o m CDs t h a t y o u h a v e p u r c h a s e d a n d only d o w n l o a d i n g digital music files f r o m sites t h a t

com-

p e n s a t e t h e artists a n d r e c o r d labels. W h i l e most music d o w n l o a d sites t o d a y a r e legal a n d c h a r g e a r o u n d $1 per title, illegal peer-to-peer (P2P) M P 3 file e x c h a n g e s d o exist.

Other Types of Application Software

L 0 3 . 7

T

here are many other types o f application soft-

ware available today. Some are geared for busi-

ness or personal productivity; others are designed for

entertainment or educational purposes. Still others are intended to help users with a particular specialized application, such as preparing

financial

reports, issuing

prescriptions electronically, designing buildings, controlling machinery, and so forth.

Chapter

3 : Computer

Software

Desktop and Personal Publishing Software

designed to teach o n e o r more skills, such as reading, math, spelling, a foreign language, a n d w o r l d geography,

D e s k t o p p u b l i s h i n g refers to using a personal c o m p u t e r

or t o help prepare for standardized tests. E n t e r t a i n m e n t

t o c o m b i n e a n d manipulate text and images t o create

s o f t w a r e includes games, simulations, a n d o t h e r p r o -

attractive d o c u m e n t s that look as if they were created

grams that provide amusement. A hybrid o f these t w o

by a professional printer (see E x h i b i t 3 - 2 2 ) . Although

categories is called edutainment—educational s o f t w a r e that also entertains. Reference s o f t w a r e includes e n c y c l o -

E x h i b i t 3-22

Desktop publishing software

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Note Taking Software and Web Notebooks

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taking

software

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used by b o t h students a n d businesspeople

to

take

notes during class lectures, meetings, a n d similar set-

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accept pen input. Typically, note taking s o f t w a r e , such

m a n y d e s k t o p publishing effects can be produced using

as M i c r o s o f t O n e N o t e or Circus Ponies N o t e B o o k 3 . 0 ,

a w o r d processing program, users w h o frequently cre-

supports both typed and handwritten input; handwrit-

ate publication-style documents usually find a desktop

ten input can usually be saved in its handwritten form

publishing p r o g r a m a more efficient means o f creating those types o f documents. Some popular desktop publishing p r o g r a m s are Adobe InDesign, M i c r o s o f t Publisher, a n d Serif PagePlus X 3 . Personal publishing refers to creating desktop publishing-type d o c u m e n t s — s u c h as greeting c a r d s , invitations, flyers, calendars, certifi-

d e s k t o p p u b l i s h i n g The use of a personal computer to combine and manipulate text and images to create attractive documents that look as if they were created by a professional printer.

cates, and so f o r t h — f o r personal use. Specialized per-

e d u c a t i o n a l s o f t w a r e An application program designed to

sonal publishing programs are available for particular

teach one or more skills.

purposes, such as t o create s c r a p b o o k pages, cross stitch

e n t e r t a i n m e n t s o f t w a r e An application program that provides

patterns, and C D and D V D labels.

amusement, such as a game or simulation. r e f e r e n c e s o f t w a r e An application program such as an

Educational, Entertainment, and Reference Software

encyclopedia, dictionary, or atlas designed to provide information.

A wide variety o f educational and entertainment appli-

meetings, and similar settings.

cation programs are available. E d u c a t i o n a l s o f t w a r e is

n o t e t a k i n g s o f t w a r e An application program used by both students and business people to take notes during class lectures,

Chapter

3: Computer

Software

images, Web links, search results, and other content located on W e b pages.

CAD and Other Types of Design Software C o m p u t e r - a i d e d d e s i g n (CAD) s o f t w a r e

en-

ables users to design objects on the c o m puter. For e x a m p l e , engineers or architects can create designs o f buildings or other objects and modify the designs as often as needed. Increasingly, C A D programs are including capabilities to analyze designs in terms o f h o w well they meet a number o f design criteria, such as testing h o w a building design will hold up during an earthquake or h o w a c a r will perform under certain conditions. Besides playing an important role in the design o f finished products, C A D is useful in fields such as art, advertising, law, architecture, and movie production. In addition to the powerful C A D programs used in business, design programs are available for home and small business use, such as for designing new homes and for m a k i n g remodeling plans, interior designs, and landscape designs.

information from the notes—easier. Like a paper note-

Accounting and Personal Finance Software

b o o k , tabbed sections can be created (such as one tab

Accounting software

per course) and files, notes, W e b links, and any other

to

data are stored under the appropriate tabs. T h e built-

counting activities, such

in search tools allow you to find the information that

managing

as an image or converted t o typed text. See Exhibit 3 - 2 3 . Note taking software c o n t a i n s features designed specifically to m a k e note t a k i n g — a n d , particularly, retrieving

automate

E x h i b i t 3-24

Accounting software

is

used

common

inventory,

acas

creat-

you need quickly and easily. Online versions of these

ing payroll documents

programs, such as G o o g l e N o t e b o o k and Z o h o N o t e -

checks,

b o o k , are referred to as W e b n o t e b o o k s and are designed

statements, and keeping track

to help organize your online research, including text,

of business expenses (see E x -

preparing

and

financial

hibit 3 - 2 4 ) . P e r s o n a l f i n a n c e W e b n o t e b o o k An online version of a note taking software program.

s o f t w a r e is c o m m o n l y used at home by individuals to write checks and balance checking

c o m p u t e r - a i d e d d e s i g n (CAD) s o f t w a r e An application program that enables users to design objects on the computer.

accounts, track personal e x penses, manage stock

port-

a c c o u n t i n g s o f t w a r e An application program that is used to

folios, and prepare

automate some accounting activities.

taxes. Increasingly, personal

p e r s o n a l f i n a n c e s o f t w a r e Accounting software that is commonly used at home by individuals.

Chapter

3: Computer

finance

activities are b e c o m -

ing W e b - b a s e d , such as the online

Software

income

banking

and

online

This iPhone application helps individuals track business expenses.

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p o r t f o l i o m a n a g e m e n t services available through m a n y

access the files o n your c o m p u t e r ( d o c u m e n t s , as well as

b a n k s a n d b r o k e r a g e firms.

recorded T V shows and music) f r o m a n y W e b - e n a b l e d device while you are away f r o m h o m e . O t h e r r e m o t e access software automatically b a c k s up all data files o n

Project Management, Collaboration, and Remote Access Software

your main c o m p u t e r t o a secure W e b server so they c a n

P r o j e c t m a n a g e m e n t s o f t w a r e is used t o plan, sched-

p o r t a b l e c o m p u t e r o r mobile p h o n e , in s o m e c a s e s ) , as

be accessed f r o m any W e b - e n a b l e d device (such as a

ule, t r a c k , a n d analyze the tasks involved in a project,

well as shared with others f o r c o l l a b o r a t i o n purposes.

such as the c o n s t r u c t i o n o f a building o r the schedule

T o m a k e it easier t o share single large files with o t h e r s ,

for preparing a large advertising c a m p a i g n for a client.

you c a n use W e b - b a s e d file s e n d i n g a p p l i c a t i o n s , such as

Project m a n a g e m e n t capabilities are often included in

Y o u S e n d l t , which is shown in E x h i b i t 3 - 2 5 .

c o l l a b o r a t i o n s o f t w a r e — s o f t w a r e that enables a group o f individuals t o w o r k together on a p r o j e c t — a n d are increasingly available as W e b - b a s e d software p r o g r a m s . R e m o t e access s o f t w a r e e n a b l e s individuals t o a c -

cess c o n t e n t o n a n o t h e r c o m p u t e r they are authorized t o access, via the Internet. S o m e p r o g r a m s a l l o w you t o c o n t r o l the remote computer directly; others allow you

p r o j e c t m a n a g e m e n t s o f t w a r e An application program used to plan, schedule, track, and analyze the tasks involved in a project. c o l l a b o r a t i o n s o f t w a r e Software that enables a group of individuals to work together on a project.

t o access your media files (such as recorded T V shows

r e m o t e access s o f t w a r e Software that enables individuals to access

or music) f r o m any Web-enabled device while you are

content on another computer they are authorized to access, via the Internet.

a w a y from h o m e . F o r instance, the S l i n g b o x product

f i l e s e n d i n g a p p l i c a t i o n A Web-based program used to share single

gives you access t o and control over your cable b o x and

large files with others.

D V R via the Internet,

and O r b software allows you t o

Chapter

3:

Computer

Software

Quiz Yourself

2.

1.

W h a t is the purpose o f system software?

3.

2.

Explain multitasking.

3.

W h a t is the difference between multiprocessing

operating system?

If the operating system was developed to fulfill a new need, are there other operating systems that are being adapted or being developed as a result?

List the five m o s t widely used personal operating

D o you think your selected operating system will

systems.

succeed? W h y or why not?

5.

W h a t is a utility p r o g r a m ?

6.

W h a t is application software?

7.

W h a t advantages does it have over any current competition for this m a r k e t ?

a n d parallel processing? 4.

W h a t is the purpose and targeted market for this

6.

Prepare a one- or two-page s u m m a r y that answers these questions, and submit it to your instructor.

Explain the difference between commercial software and shareware p r o g r a m s .

8.

Explain the function o f a software license.

9.

Describe w h a t a software suite is.

Practice It 3-2 M a n y online tours and tutorials are available for application programs. Some are available through the software company's Web site; others are located on third-

1 0 . W h a t types o f programs do office suites typically contain?

party W e b sites. 1.

Select one c o m m o n software p r o g r a m , such as W o r d , E x c e l , PowerPoint, C h r o m e , Google D o c s ,

1 1 . W h a t does multimedia refer to?

or Paint. Locate a free online t o u r or tutorial for

1 2 . Explain the difference between a bitmap image

the program you selected, and then w o r k your

and a vector graphic.

way through one tour or tutorial.

1 3 . W h a t are media players?

2.

1 4 . Explain desktop publishing. 1 5 . W h y would an individual use personal

W h a t features of the application program do you think are most interesting?

finance

3.

software?

H o w helpful is the tour o r tutorial? Is the tour or tutorial easy to use and understand?

1 6 . W h a t type of software enables a group o f people

4.

to work together on a project?

Did you encounter any errors o r other problems as you worked through the tour or tutorial?

5.

Would you r e c o m m e n d this tour or tutorial to others? W h y or why not?

6.

Practice It Practice It 3-1 A number of new operating systems have been developed in the past few years, such as Android, Palm w e b O S , and the Google C h r o m e O S . 1.

Select one new or emerging operating system and research it.

Chapter

3: Computer

Prepare a one-page s u m m a r y that answers these questions, and submit it to your instructor.

Software

Select one operating system and g o t o the

On Your Own

manufacturer's W e b site. W h i c h o f the support options listed in the previous p a r a g r a p h are

ON YOUR OWN 3-1

available?

N o matter w h i c h operating system you have, it's likely

Select one support option. H o w it is used? W h a t

you will eventually need to get some help resolving

type o f information can be o b t a i n e d ?

a p r o b l e m . Support options typically include the following: searchable knowledge bases, technical support

4.

W h i c h support option would you prefer if y o u en-

phone n u m b e r s and email addresses, online c h a t , F A Q s ,

countered a problem with your o p e r a t i n g system?

and user discussion groups.

Why?

1.

R e s e a r c h the different types o f support options

5.

t h a t are typically available (listed a b o v e ) .

Prepare a one-page summary that answers these questions, and submit it to your instructor.

ADDITIONAL STUDY TOOLS

Chapter 3 IN THE BOOK

ONLINE

^

COMPLETE END-OF-CHAPTER EXERCISES

^

STUDY TEAR-OUT CHAPTER REVIEW CARD

• • •

TAKE PRACTICE QUIZ TO PREPARE FOR TESTS

^

PLAY "BEAT THE CLOCK" AND "MEMORY"

^

WATCH THE VIDEOS "HOW TO BACK UP YOUR FILES AUTOMATICALLY," "HOW TO FIND OUT WHAT'S RUNNING ON YOUR PC," AND "HOW TO USE FREE WEB APP ALTERNATIVES TO EXPENSIVE SOFTWARE"

COMPLETE ADDITIONAL END-OF-CHAPTER EXERCISES REVIEW KEY TERM FLASH CARDS (ONLINE, PRINTABLE, AND AUDIO]

Chapter

3 : Computer

Software

Networks and the Internet

Computer N e t w o r k s

Learning Objectives

Introduction

After studying the material in this chapter,

F r o m telephone calls to h o m e and business networks to Web surfing

l o

and online shopping, n e t w o r k i n g and the Internet are deeply embedded

LO4.2

Identify network characteristics

networking concepts and terminology, as well as with the variety o f

LO4.3

Understand h o w data is

activities that take place t o d a y via networks—including the Internet,

transmitted over a network

the world's largest n e t w o r k . It is also important to be aware of the p o -

LO4.4

you will be able to:

in our society. Because o f this, it is important to be familiar with basic

tential problems and risks associated with networks and our networked society. This chapter introduces basic networking principles, including w h a t a computer n e t w o r k is, h o w it w o r k s , and what it can be used for.

4

.1

Explain w h a t networks are

Describe common types of

network media

LO4.5

Identify protocols and

networking standards

LO4.6

Describe networking hardware

LO4.1 What Is a Network?

R

ecall that a c o m p u t e r n e t w o r k is a collection of computers and other hardware devices

that are connected so users can share hardware, software, and data, as well as c o m -

municate with each other electronically. Today, computer networks are converging with telephone networks and other communications networks, with both data and voice being sent over these networks. Computer networks range from small private networks to the Internet and are widely used by individuals and businesses. C o m m o n uses include: •

Sharing an Internet c o n n e c t i o n a m o n g several users

•

Sharing application s o f t w a r e , printers, and other resources

•

Facilitating Voice over IP (VoIP), email, videoconferencing, I M , and other c o m m u n i c a tions

applications Working collaboratively, such as sharing a c o m p a n y da-

c o m p u t e r n e t w o r k Computers

tabase or using collaboration tools to create or review

and other hardware devices that are connected to share hardware, software, and

documents I • Exchanging files a m o n g network users and over

data.

the Internet

Chapter

4: Computer

Networks

Computer networks are used extensively throughout society—people around the world use them every day in business, at school, at home, and on the go. © Image copyright Supri Suharjoto, 2009.

Used under license from Shutterstock.com

•

C o n n e c t i n g the computers and the entertainment devices, such as T V s , gaming consoles, and stereo systems, located within a h o m e In m o s t businesses, computer networks are essential. T h e y enable employees to share e x -

pensive resources, access the Internet, and c o m m u n i c a t e with each other as well as with business partners and customers. T h e y facilitate the exchange and collaboration of documents, and they are often a key c o m p o n e n t o f the ordering, inventory, and fulfillment systems used to process customer orders. In h o m e s , computer networks enable individuals to share resources, access the Internet, and c o m m u n i c a t e with others. In addition, they allow people to access a wide variety o f information, services, and entertainment, as well as share data, such as digital p h o t o s , downloaded movies, and music, a m o n g the networked devices in a h o m e . O n the g o , n e t w o r k s enable individuals to w o r k from remote locations, locate information whenever and wherever it is needed, and stay in touch with others.

C h a p t e r

4 :

C o m p u t e r

N e t w o r k s

ON THE JOB

a

B

_ _

-

Networking Applications Businesses a n d individuals use a w i d e v a r i e t y of w o r k i n g applications f o r c o m m u n i c a t i o n s ,

net-

information

r e t r i e v a l , a n d o t h e r a p p l i c a t i o n s . S o m e of t h e most c o m mon are: ^

I n t e r n e t — T h e Internet is t h e largest c o m p u t e r n e t w o r k in t h e w o r l d . M a n y n e t w o r k i n g

applications

t e r t a i n m e n t , a n d e m a i l , t a k e p l a c e via t h e I n t e r n e t . T e l e p h o n e — O n e o f t h e first c o m m u n i c a t i o n s n e t works

n e t w o r k s is t o d e l i v e r d i g i t a l m u l t i m e d i a

content,

such as d i g i t a l p h o t o s , d i g i t a l music, h o m e movies, d o w n l o a d e d movies, a n d recorded T V shows, to d e -

today, such as i n f o r m a t i o n r e t r i e v a l , s h o p p i n g , e n ^

M u l t i m e d i a N e t w o r k i n g — A g r o w i n g use of h o m e

is t h e

original

telephone

network.

Mobile

vices such as c o m p u t e r s , t e l e v i s i o n s , a n d h o m e e n t e r t a i n m e n t systems o n t h a t n e t w o r k . C o l l a b o r a t i v e C o m p u t i n g — W o r k g r o u p or c o l l a b o r a t i v e c o m p u t i n g uses n e t w o r k i n g t e c h n o l o g y w i t h collaborative software tools t o enable

individuals

t o w o r k t o g e t h e r o n d o c u m e n t s a n d o t h e r project

phones (also c a l l e d wireless phones)

components.

use a w i r e l e s s n e t w o r k f o r

com-

Telecommuting—With

m u n i c a t i o n s i n s t e a d of t h e

regu-

w o r k f r o m a r e m o t e l o c a t i o n ( t y p i c a l l y t h e i r homes)

telecommuting,

individuals

lar t e l e p h o n e n e t w o r k . T h e m o s t

a n d c o m m u n i c a t e w i t h t h e i r places o f business a n d

c o m m o n t y p e o f m o b i l e p h o n e is

clients via n e t w o r k i n g t e c h n o l o g i e s .

t h e cellular (cell) phone, w h i c h c o m -

Videoconferencing—Videoconferencing

m u n i c a t e s via cellular t e c h n o l o g y .

use of n e t w o r k i n g t e c h n o l o g y t o c o n d u c t real-time,

A n o t h e r , b u t less c o m m o n , t y p e of

face-to-face

m o b i l e p h o n e is t h e satellite phone,

cally l o c a t e d in d i f f e r e n t places.

w h i c h c o m m u n i c a t e s via

meetings

between

is

individuals

the physi-

satellite

technology. Television and Radio original

Broadcasting—Two

communications

networks

are

other

broadcast

television networks a n d radio networks. Other netw o r k s involved w i t h television content delivery are cable TV networks, satellite T V networks, and t h e p r i v a t e closed-circuit t e l e v i s i o n (CCTV) systems used by businesses f o r s u r v e i l l a n c e a n d security purposes. Global Positioning S y s t e m (GPS) Applications— T h e global positioning system (GPS) n e t w o r k consists of 24 D e p a r t m e n t of D e f e n s e G P S satellites (in o r b i t a p p r o x i m a t e l y 12,000 miles a b o v e t h e e a r t h ) . A G P S receiver measures t h e d i s t a n c e b e t w e e n t h e receiver a n d f o u r G P S satellites s i m u l t a n e o u s l y t o d e t e r m i n e t h e receiver's exact g e o g r a p h i c l o c a t i o n . Monitoring

Systems—Monitoring

systems

use

n e t w o r k i n g t e c h n o l o g y t o d e t e r m i n e t h e c u r r e n t loc a t i o n or status of a n o b j e c t , such as w h e r e a vehicle w a s d r i v e n a n d h o w f a s t it w a s d r i v e n , t h e vital signs of e l d e r l y or i n f i r m i n d i v i d u a l s , a n d t h e t e m p e r a t u r e

T e l e m e d i c i n e — T e l e m e d i c i n e uses n e t w o r k i n g t e c h n o l o g y t o p r o v i d e m e d i c a l i n f o r m a t i o n a n d services. It is most o f t e n used t o p r o v i d e c a r e t o individuals w h o m a y n o t o t h e r w i s e h a v e access t o t h a t c a r e , such

a n d r e l a t i v e h u m i d i t y in p h a r m a c e u t i c a l plants d u r -

as a l l o w i n g p e o p l e living in r e m o t e a r e a s t o consult

i n g t h e d r u g d e v e l o p m e n t process. M o n i t o r i n g sys-

w i t h a specialist. Telesurgery is a f o r m o f robot-as-

t e m s a r e also in h o m e s t o m a n a g e a n d c o n t r o l s m a r t

sisted surgery in w h i c h a t least o n e of t h e s u r g e o n s

d e v i c e s such as s m a r t a p p l i a n c e s a n d h o m e a u t o m a -

p e r f o r m s t h e o p e r a t i o n by c o n t r o l l i n g t h e r o b o t r e -

t i o n systems.

m o t e l y o v e r t h e I n t e r n e t or a n o t h e r n e t w o r k .

Chapter

4:

Computer

Networks

L O 2 Network Characteristics

technology is developed that will charge systems without any direct ph^

4

N

e t w o r k s c a n be identified by a variety o f c h a r a c teristics, including whether they are designed for

wired o r wireless access, their topology, their architecture, and their size or coverage area.

Wired vs. Wireless Networks

Network Topologies

N e t w o r k s c a n be designed for access via wired and/

T h e physical topology of a c o m p u t e r n e t w o r k indicates

or wireless c o n n e c t i o n s . With a w i r e d n e t w o r k c o n n e c -

h o w the devices in the n e t w o r k are a r r a n g e d . T h e three

tion, the c o m p u t e r s and other devices on the n e t w o r k

m o s t c o m m o n physical topologies are star, bus, and

are physically connected via cabling to the n e t w o r k .

mesh, as s h o w n in E x h i b i t 4 - 1 .

W i t h a w i r e l e s s n e t w o r k c o n n e c t i o n , wireless (usually radio) signals are used to send data through the air be-

^

tween devices, instead o f using physical cables. W i r e d

which all network transmissions are sent. If the

n e t w o r k s include the conventional telephone n e t w o r k ,

central device fails, the n e t w o r k c a n n o t f u n c t i o n .

cable T V n e t w o r k s , and the wired n e t w o r k s c o m m o n l y found in s c h o o l s , businesses, and g o v e r n m e n t facilities.

S t a r n e t w o r k — A network in w h i c h all the netw o r k e d devices connect to a central device t h r o u g h

^

B u s n e t w o r k — A network t h a t uses a c e n t r a l

Wireless n e t w o r k s include conventional television and

c a b l e t o which all network devices c o n n e c t . All

radio n e t w o r k s , cellular telephone n e t w o r k s , satellite

data is transmitted down the bus line f r o m o n e

T V n e t w o r k s , and the wireless n e t w o r k s

device t o a n o t h e r so, if the bus line fails, then the

commonly

found in h o m e s , schools, and businesses. Wireless netw o r k s are also found in many public l o c a t i o n s , such as c o f f e e h o u s e s , businesses, airports, hotels, and libraries, to provide Internet access to users while they are on the go via p u b l i c wireless h o t s p o t s . M a n y n e t w o r k s today are accessible via both wired and wireless c o n n e c t i o n s . F o r instance, a business may have a wired main c o m p a n y n e t w o r k to which the c o m puters in e m p l o y e e offices are always c o n n e c t e d , as well as provide wireless access t o the n e t w o r k for visitors

n e t w o r k c a n n o t function. ^

M e s h n e t w o r k — A n e t w o r k t h a t uses a n u m b e r o f different c o n n e c t i o n s between n e t w o r k devices so that data can take any o f several possible paths from source t o destination. C o n s e q u e n t l y , if o n e device on a mesh network fails, the n e t w o r k c a n still function, assuming there is a n a l t e r n a t e path available. M e s h n e t w o r k s are used m o s t often with wireless n e t w o r k s .

and e m p l o y e e s t o use while in waiting r o o m s , confert e l e c o m m u t e The use of computers and networking

ence r o o m s , and other locations. A h o m e n e t w o r k may have a wired c o n n e c t i o n between one c o m p u t e r and the devices needed t o c o n n e c t that c o m p u t e r to the Internet, plus wireless access for other devices that may need t o access the h o m e network wirelessly. W i r e d n e t w o r k s tend to be faster and m o r e secure than wireless n e t w o r k s . Wireless n e t w o r k s have the advantage o f allowing easy c o n n e c t i o n s in locations where physical wiring is impractical or inconvenient, as well as giving users much m o r e freedom a b o u t where they c a n use their computers. W i t h wireless n e t w o r k i n g , for

technology to enable an individual to work from a remote location. w i r e d n e t w o r k A network in which computers and other devices are connected to the network via physical cables. w i r e l e s s n e t w o r k A network in which computers and other devices are connected to the network without physical cables. h o t s p o t A location that provides wireless Internet access to the public. star n e t w o r k A network that uses a host device connected directly to several other devices.

e x a m p l e , you can surf the W e b on your n o t e b o o k c o m -

b u s n e t w o r k A network that uses a central cable to which all network

puter f r o m anywhere in your house, access the Internet

devices are attached.

with your portable c o m p u t e r o r m o b i l e p h o n e while on

m e s h n e t w o r k A network that uses multiple connections between

the g o , and create a h o m e network w i t h o u t having t o

network devices.

run wires a m o n g the r o o m s in your house.

Chapter

4: Computer

Networks

E x h i b i t 4-1

Common network topologies

M a n y n e t w o r k s , however, don't c o n f o r m to a standard topology. Some

networks

combine

topologies

and c o n n e c t multiple smaller n e t w o r k s , in effect turning several smaller networks into one larger one. F o r e x a m p l e , t w o star networks m a y be joined together using a bus cable.

Network Architectures N e t w o r k s also vary by their a r c h i t e c t u r e ; that is, the way they are designed to c o m m u n i c a t e . T h e two most c o m m o n network architectures are client-server and peer-to-peer. Client-server n e t w o r k s include both clients, which are computers and other devices on the network that request and use network resources, and servers, which are computers that are dedicated to processing client requests. N e t w o r k servers are typically powerful computers with lots o f m e m o r y and a very large hard drive. T h e y provide access to s o f t w a r e , files, and other resources that are being shared via the network. Servers typically perform a variety o f tasks. For example, a single server can act as a n e t w o r k server to manage network traffic, a file server to m a n a g e shared files, a print server to handle printing-related activities, and/ or a mail server or W e b server to manage email and Web page requests, respectively. O n l y one server appears in the network illustrated in E x h i b i t 4-2, and it is capable o f performing all server tasks for that network. W h e n a client retrieves files f r o m a server, it is called d o w n l o a d i n g ; transferring data f r o m a client to a server is called u p l o a d i n g . W i t h a peer-to-peer ( P 2 P ) n e t w o r k , a central server is n o t used. As s h o w n in E x h i b i t 4 - 3 , all the c o m p u t ers on the n e t w o r k w o r k at the s a m e functional level, and users have direct access t o the computers and o t h e r devices a t t a c h e d t o the n e t w o r k . F o r instance, users can access files stored on a peer computer's hard drive and print using a peer c o m p u t e r ' s printer, p r o vided those devices have been designated as shared devices. Peer-to-peer n e t w o r k s are less expensive and less c o m p l i c a t e d t o i m p l e m e n t t h a n client-server netw o r k s because there are n o dedicated servers, but a r c h i t e c t u r e The way computers are designed to communicate.

they may n o t have the s a m e p e r f o r m a n c e as clientserver n e t w o r k s under heavy use. Peer-to-peer c a p a bilities are built into m a n y p e r s o n a l o p e r a t i n g systems

client-server n e t w o r k A network that includes both clients and

and are often used in c o n j u n c t i o n w i t h small office or

servers.

home networks.

client A computer or other device on a network that requests and uses network resources.

Another

type

of

peer-to-peer

networking—

sometimes called Internet peer-to-peer (Internet P 2 P ) computing—is performed via the Internet. Instead o f

Chapter

4: Computer

Networks

Connecting to a Wi-Fi Hotspot To c o n n e c t t o a Wi-Fi h o t s p o t , all y o u n e e d is a d e v i c e ,

T h e n y o u c a n use y o u r b r o w s e r a n d e m a i l p r o g r a m as

such as a m o b i l e p h o n e o r a n o t e b o o k c o m p u t e r , w i t h

u s u a l . For s e c u r e d n e t w o r k s , y o u w i l l n e e d t o s u p p l y t h e

a W i - F i a d a p t e r installed a n d e n a b l e d . O n a W i n d o w s

a p p r o p r i a t e passphrase b e f o r e y o u c a n c o n n e c t t o t h e

c o m p u t e r t h a t has a Wi-Fi a d a p t e r i n s t a l l e d , a n icon

I n t e r n e t v i a t h a t h o t s p o t . For m o s t f e e - b a s e d h o t s p o t s ,

s h o u l d a p p e a r in t h e system t r a y r e p r e s e n t i n g y o u r w i r e -

a l o g o n screen a p p e a r s . Y o u n e e d t o e n t e r a u s e r n a m e

less n e t w o r k c o n n e c t i o n . W h e n y o u a r e w i t h i n r a n g e o f

and password, a n d then agree w i t h t h e n e t w o r k usage

a W i - F i h o t s p o t , a small y e l l o w circle a p p e a r s o n t h e icon

terms before being connected.

indicating that

wire-

less

were

networks

f o u n d . Click this icon t o s e e a l l o f t h e Wi-Fi access

points

in t h e

a r e a . If m o r e t h a n o n e h o t s p o t is listed, click the network to which y o u w a n t t o connect. If t h e n e t w o r k

does

not

pass-

require

a

Connections are available Wireless Network Connection

p h r a s e , it is a n u n s e cured this

network

and

•NEPA

information ap-

Information sent over this netwjork might be visible to others.

pears b e l o w t h e netw o r k n a m e in t h e list.

Connect automatically

To c o n n e c t t o t h e s e lected network, the

Connect

click

Message

button.

default

For f r e e h o t s p o t s , y o u should be connected

L8N2L

shortly. F o r s o m e f r e e hotspots,

you

[Connect

test-E

need

t o start y o u r browser, a n d t h e n click a b u t ton t o indicate

that

you

the

agree

with

1. Click t h e wireless network icon.

Open Network and Sharing Center

- M FT * 4»

n e t w o r k usage terms.

5:08 PM 6/29/2014

placing c o n t e n t o n a W e b server f o r o t h e r s t o view via the I n t e r n e t , c o n t e n t is e x c h a n g e d over the Internet directly b e t w e e n individual users via a peer-to-peer netw o r k . F o r i n s t a n c e , o n e user c a n c o p y a file f r o m a n o t h e r user's hard drive t o his o r her o w n c o m p u t e r via the I n t e r n e t . Internet P 2 P n e t w o r k i n g is c o m m o n l y used for e x c h a n g i n g music and video files with o t h e r s over

s e r v e r A computer that is dedicated to processing client requests. d o w n l o a d To retrieve files from a server to a client. u p l o a d To transfer files from a client to a server. peer-to-peer ( P 2 P ) n e t w o r k A network in which the computers on

the I n t e r n e t — a n illegal a c t if the c o n t e n t is c o p y r i g h t -

the network work at the same functional level, and users have direct access

p r o t e c t e d a n d the e x c h a n g e is u n a u t h o r i z e d , a l t h o u g h

to the network devices.

legal I n t e r n e t P 2 P n e t w o r k s exist.

Chapter

A:

Computer

Networks

city o r county. M o s t M A N s are o w n e d a n d operated by a city o r by a network provider in o r d e r t o provide

Sharing Folders on a Network

individuals in that location access t o t h e M A N . S o m e wireless M A N s are created by cities o r large organizations (including M i c r o s o f t a n d G o o g l e ) t o provide

Do not enable sharing for fold-

free o r l o w - c o s t Internet access t o area residents. T h e s e

ers t h a t y o u w a n t t o k e e p p r i v a t e from

others

When

on

your

projects are typically supported by local t a x e s a n d are

network.

sometimes referred to as municipal W i - F i p r o j e c t s . E x -

y o u enable sharing for a

hibit 4-4 s h o w s a sign identifying a wireless M A N in

folder, o t h e r p e o p l e o n y o u r n e t w o r k c a n s e e it. If y o u c h o o s e t o use a P 2 P n e t w o r k , b e sure Image copyright Mike Flippo, 2009. Used under license from Shutterstock.com

Sign describing a MAN in Riverside, California

E x h i b i t 4-4

t o d e s i g n a t e t h e files in y o u r s h a r e d f o l d e r as read-only t o

p r e v e n t y o u r o r i g i n a l files f r o m b e i n g o v e r w r i t t e n by a n o t h e r P 2 P user.

w w w . S M A R T R l V l P B l U t COM

Network Size and Couerage Area N e t w o r k s are also classified by their size and their coverage a r e a . T h i s impacts the types o f users the network is designed t o service. T h e m o s t c o m m o n categories o f n e t w o r k s c a n use both wired and wireless c o n n e c t i o n s . A

p e r s o n a l a r e a n e t w o r k ( P A N ) is a n e t w o r k

J

Downtown

I

Moll

I

of

personal devices for one individual (such as his o r her p o r t a b l e computer, mobile p h o n e , headset, digital c a m era, p o r t a b l e digital media player, and printer) that is designed t o enable those devices t o c o m m u n i c a t e and share d a t a . PANs can be set up t o w o r k together automatically as soon as the devices get within a certain

d o w n t o w n Riverside, California. In a d d i t i o n , some In-

physical distance o f each other. F o r instance, a P A N c a n

ternet service providers are e x p e r i m e n t i n g with setting

be used t o synchronize portable devices automatically

up free wireless M A N s in select m e t r o p o l i t a n areas f o r

with a d e s k t o p computer as soon as the individual re-

their subscribers t o use when they a r e o n t h e g o .

turns h o m e o r t o the office. T h e range o f a P A N is very

A w i d e a r e a n e t w o r k ( W A N ) is a n e t w o r k that covers

limited, so devices in a P A N must be physically located

a large geographical area. Typically, a W A N consists o f

close together.

t w o o r m o r e L A N s that are c o n n e c t e d together using

A local area n e t w o r k (LAN) is a network that covers a relatively small geographical area, such as a h o m e , an

communications

technology.

T h e Internet,

by

this

definition, is the world's largest W A N . W A N s m a y be

office building, or a school. L A N s allow users on the network t o exchange files and email, share printers and other hardware, and access the Internet. T h e client-server network shown in Exhibit 4-2 is an example o f a L A N . A m e t r o p o l i t a n a r e a n e t w o r k ( M A N ) is a n e t w o r k

designed t o service a metropolitan area, typically a

p e r s o n a l a r e a n e t w o r k ( P A N ) A network that connects an individual's personal devices that are located close together. local a r e a n e t w o r k (LAN) A network that connects devices located in a small geographical area. m e t r o p o l i t a n a r e a n e t w o r k ( M A N ) A network designed to

IRELSSRAI>JS MORE COMMON TODAY

service a metropolitan area. w i d e a r e a n e t w o r k ( W A N ) A network that connects devices located in a large geographical area.

WIRED P A N

C h a p t e r

4:

C o m p u t e r

N e t w o r k s

publicly accessible, like the Internet, o r they m a y be pri-

A v i r t u a l p r i v a t e n e t w o r k ( V P N ) is a private, secure

vately owned and operated. F o r instance, a c o m p a n y

path across a public network (usually the Internet) that

may have a private W A N t o transfer data from o n e lo-

is set up t o allow authorized users private, secure a c -

cation t o another, such as f r o m each retail store t o the

cess t o the c o m p a n y network. F o r instance, a V P N c a n

c o r p o r a t e headquarters. Large W A N s , like the Internet,

allow a traveling employee, a business partner, o r an

typically use a mesh topology.

employee located at a satellite office o r public wireless

An intranet is a private n e t w o r k , such as a company

hotspot t o connect securely t o the c o m p a n y network

L A N , that is designed t o be used by an organization's

via the Internet. A process called tunneling is typically

employees and is set up like the Internet with data posted

used t o carry the data over the Internet; special encryp-

on W e b pages that are accessed with a W e b browser.

tion technology is used t o protect the data so it c a n n o t

Consequently, little o r n o employee training is required

be understood if it is intercepted during transit.

to use an intranet, and intranet content can be accessed using a variety o f devices. Intranets today are used for many purposes, such as coordinating internal email and communications, making c o m p a n y publications available t o employees, facilitating collaborative computing, and providing access to shared calendars and schedules. A c o m p a n y n e t w o r k that is accessible t o authorized outsiders is called an e x t r a n e t . E x t r a n e t s are usually a c cessed via the Internet, a n d they c a n be used to provide customers a n d business partners with access t o the data they need. Access t o intranets and extranets is typically restricted t o employees a n d other authorized users, sim-

LO4.3

D

Data Transmission

ata transmitted over a n e t w o r k has specific characteristics, and it c a n travel over a network in

various ways. T h e a m o u n t o f data that can transfer during a given time period, h o w the data is transmitted, h o w it is timed, and h o w it is delivered all factor into the transmission.

ilar to other c o m p a n y n e t w o r k s .

Bandwidth B a n d w i d t h (also called t h r o u g h p u t ) is t o the amount o f data that c a n be transferred in a given time period. Just as a wide fire hose allows m o r e w a t e r t o pass through

PROVIDE SECURE, REMOTE ACCESS TO

it per unit o f time than a n a r r o w garden hose allows,

THE COMPANY NETWORK WITHOUT THE

more data t o pass through it per unit o f time than o n e

COST OF PHYSICALLY EXTENDING THE

a networking medium with a high bandwidth allows with a low bandwidth. T e x t data requires the least a m o u n t o f bandwidth; video data requires the most.

PRIVATE NETW Analog us. Digital Signals D a t a c a n be represented as either analog or digital i n t r a n e t A private network that is set up similarly to the

signals. Voice and music data in its natural form, for

Internet and is accessed via a Web browser.

instance, is analog. D a t a stored o n a computer is digi-

e x t r a n e t An intranet that is at least partially accessible to

tal. M o s t networking media send data using digital signals, in which data is

authorized outsiders.

represented by only t w o

v i r t u a l p r i v a t e n e t w o r k ( V P N ) A private, secure path over the

discrete states: Os and I s .

Internet used for accessing a private network. b a n d w i d t h ( t h r o u g h p u t ) The amount of data that can be transferred in a given time period. d i g i t a l s i g n a l A type of signal where the data is represented by Os and 1s. a n a l o g s i g n a l A type of signal where the data is represented by continuous waves.

Analog signals, DIGITAL SIGNALS

vAA^ ANALOG SIGNALS

Chapter

4: Computer

Networks

such

as

those used by the conventional telephone

system,

represent data with c o n tinuous waves. T h e data to

be transmitted

a

networking

over

medium

must m a t c h the type o f

is usually measured in t h e n u m b e r o f bps (bits p e r

for some wireless networking a p p l i c a t i o n s , n e t w o r k i n g media typically use serial t r a n s m i s s i o n . W h e n data is sent using serial t r a n s m i s s i o n , o n e o f

s e c o n d ) , K b p s (thousands o f bits

the following three techniques is used t o o r g a n i z e the

per s e c o n d ) , M b p s (millions o f

after it is received:

bits p e r second), o r G b p s (billions

bits being transferred so the data c a n be r e c o n s t r u c t e d

^

S y n c h r o n o u s t r a n s m i s s i o n — D a t a is o r g a n i z e d

into groups o r blocks o f data, w h i c h are t r a n s -

o f bits per second).

ferred at regular, specified intervals. B e c a u s e the transmissions are synchronized, b o t h devices k n o w when data c a n be sent and when it should arrive.

s i g n a l — a n a l o g o r digital—that the medium supports. If

M o s t data transmissions within a c o m p u t e r a n d

it doesn't, then the data must be converted before it is

over a network are synchronous t r a n s m i s s i o n s .

t r a n s m i t t e d . F o r instance, analog data that is t o be sent using digital signals, such as analog music b r o a d c a s t by

•

A s y n c h r o n o u s t r a n s m i s s i o n — D a t a is sent w h e n

a digital radio station, must first be converted into digi-

it is ready t o be sent, without being s y n c h r o n i z e d .

tal f o r m . L i k e w i s e , digital data t o be sent using analog

T o identify the bits that belong in each byte, a

signals, such as c o m p u t e r data sent over a conventional

start bit and stop bit are used at the beginning a n d

analog telephone n e t w o r k , must first be converted into

end o f the byte, respectively. T h i s o v e r h e a d m a k e s

analog f o r m . T h e conversion o f data between analog

a s y n c h r o n o u s transmission less efficient t h a n syn-

and digital f o r m is performed by networking h a r d w a r e .

c h r o n o u s transmission, and so it is n o t as widely used as synchronous transmission.

Transmission Type and liming N e t w o r k i n g media c a n also use either serial transmission o r parallel transmission. W i t h serial t r a n s m i s s i o n , data is sent o n e bit at a time, o n e after the other along a single p a t h . W h e n parallel t r a n s m i s s i o n is used, the message is sent at least one byte at a time, with each bit in the byte t a k i n g a separate path. See E x h i b i t 4 - 5 . Although parallel transmission is frequently used within c o m p u t e r c o m p o n e n t s , such as f o r buses, a n d is used

•

I s o c h r o n o u s t r a n s m i s s i o n — D a t a is sent at the

same time as other related data t o s u p p o r t types o f real-time applications t h a t require t h e different types o f data t o be delivered at t h e p r o p e r speed for that application. F o r e x a m p l e , w h e n t r a n s m i t ting a video file, the audio data m u s t be received at the proper time in order f o r it t o be played with its corresponding video d a t a . T o a c c o m p l i s h this with i s o c h r o n o u s transmission, the sending and receiving devices first c o m m u n i c a t e t o determine the bandwidth and other f a c t o r s needed for the

E x h i b i t 4-5

Serial vs. parallel transmissions

transmission, and then the necessary b a n d w i d t h is reserved just f o r that t r a n s m i s s i o n .

01000001 SERIAL TRANSMISSIONS All the bits in one byte follow one another over a single path.

serial t r a n s m i s s i o n A type of data transmission in which the bits in a byte travel down the same path one after the other. p a r a l l e l t r a n s m i s s i o n A type of data transmission in which bytes of data are transmitted at one time with the bits in each byte taking a separate path. s y n c h r o n o u s t r a n s m i s s i o n A type of serial data transmission in which data is organized into groups or blocks of data that are transferred at regular, specified intervals.

PARALLEL TRANSMISSIONS The eight bits in each byte are transmitted over separate paths at the same time.

a s y n c h r o n o u s t r a n s m i s s i o n A type of serial data transmission in which data is sent when it is ready to be sent without being synchronized. i s o c h r o n o u s t r a n s m i s s i o n A type of serial data transmission in which data is sent at the same time as other related data.

C h a p t e r

4:

C o m p u t e r

N e t w o r k s

Exhibit

4-6 Transmission timing

SYNCHRONOUS TRANSMISSIONS Data is sent in blocks and the blocks are timed so that the receiving device knows when they will arrive.

Dear Haryi Today

b i t in class- Th

we did quite a

RECEIVING DEVICE

e professor intr

oduced a speaker_ ^ f ^ . -i who talked abo

Data is sent in blocks.

SENDING DEVICE

Start bit.

ASYNCHRONOUS TRANSMISSIONS Data is sent one byte at a time, along with a start bit and a stop bit.

Stop bit

>1—B—El—IS— One byte (character) of data. SENDING DEVICE

RECEIVING DEVICE ISOCHRONOUS TRANSMISSIONS The entire transmission is sent together after requesting and being assigned the bandwidth necessary for all the data to arrive at the correct time.

Video portion of movie Audio portion of movie RECEIVING DEVICE

• ••

Entire transmission is sent together.

SENDING DEVICE

to i

Although all three o f these methods send data one

^

H a l f - d u p l e x t r a n s m i s s i o n — D a t a can travel in

bit at a time, the three m e t h o d s vary with respect t o

either direction, but only in o n e direction at a time

h o w the bits are organized f o r transfer, as shown in

(like a walkie-talkie where only o n e person can

Exhibit 4 - 6 .

talk at a t i m e ) . Some n e t w o r k transmissions are half-duplex.

Another distinction between the different types o f transmissions is the direction in which transmitted data can move. ^

^

F u l l - d u p l e x t r a n s m i s s i o n — D a t a can move in

both directions at the same time (like a telephone).

S i m p l e x t r a n s m i s s i o n — D a t a travels in a single

M a n y network and m o s t Internet connections are

direction only (like a d o o r b e l l ) . S i m p l e x trans-

full-duplex; sometimes t w o connections between

mission is relatively u n c o m m o n in data trans-

the sending device and receiving device are needed

missions because m o s t devices t h a t are mainly

to support full-duplex transmissions.

one-directional, such as a printer, c a n still transmit error messages a n d o t h e r data b a c k t o the computer.

Delivery

Method

W h e n data needs to travel across a large network, typis i m p l e x t r a n s m i s s i o n A type of data transmission

cally one o f the three methods s h o w n in Exhibit 4 - 7 is used. W i t h circuit switching, a dedicated path over a

in which data travels in a single direction only.

network is established between the sender and receiver

half-duplex t r a n s m i s s i o n A type of data transmission in

and all data follows that path f r o m the sender t o the

which data can travel in either direction, but only in one direction at

receiver. O n c e the c o n n e c t i o n is established, the physi-

a time.

cal path or circuit is dedicated t o that c o n n e c t i o n and

full-duplex transmission A type of data transmission in which

c a n n o t be used by any other device until the transmis-

data can move in both directions at the same time.

sion is finished. T h e most c o m m o n e x a m p l e o f a circuitswitched network is the conventional telephone system.

Chapter

4 : Computer

Networks

is the least expensive type o f net-

Circuit-switched, packet-switched, and broadcast networks E x h i b i t 4-7

working c a b l e a n d has been in use the longest. In fact, it is the same type o f c a b l i n g used inside m o s t h o m e s f o r telephone communications.

Twisted-pair

cabling can be used with analog and digital data

both trans-

mission and is c o m m o n l y used for

LANs.

Twisted-pair

cable

is rated by category, w h i c h indicates the type of d a t a , speed,

Sender CIRCUIT-SWITCHED NETWORKS Data uses a dedicated path from the sender to the recipient.

PACKET-SWITCHED NETWORKS Data is sent as individual packets, which are assembled at the recipient's destination.

distance, and o t h e r f a c t o r s that

BROADCAST NETWORKS Data is broadcast to all nodes within range; the designated recipient retrieves the data.

the cable supports. C a t e g o r y 3 (Cat 3) twisted-pair cabling is regular telephone c a b l e ; higher speed and quality c a b l i n g — s u c h as Category 5 ( C a t 5 ) , C a t e g o r y 6 (Cat 6 ) , and C a t e g o r y 7 ( C a t 7 ) — i s frequently used for h o m e

T h e technique used for data sent over the Internet

or business n e t w o r k s . T h e pairs o f wires in twisted-pair

is p a c k e t switching. With p a c k e t s w i t c h i n g , messages

wire are twisted together to reduce interference and im-

are separated into small units called packets. Packets

prove p e r f o r m a n c e . T o further i m p r o v e p e r f o r m a n c e , it

c o n t a i n i n f o r m a t i o n about the sender and the receiver,

can be shielded with a metal lining. T w i s t e d - p a i r cables

the actual data being sent, and information a b o u t h o w

used for n e t w o r k s have different c o n n e c t o r s than those

t o reassemble the packets to reconstruct the original

used for telephones.

message. Packets travel along the n e t w o r k separately,

Coaxial c a b l e (also k n o w n as coax) w a s originally

based on their final destination, network traffic, and

developed to carry a large n u m b e r o f high-speed video

other n e t w o r k conditions. W h e n the packets reach their

transmissions at one time, such as t o deliver c a b l e T V

destination, they are reassembled in the proper order.

service. A c o a x i a l cable consists o f a relatively thick

A n o t h e r alternative is b r o a d c a s t i n g , in which data is

center wire surrounded by insulation a n d then covered

sent out, typically in packets, to all nodes on a network

with a shield o f braided wire to b l o c k e l e c t r o m a g n e t i c

and is retrieved only by the intended recipient. B r o a d -

signals from entering the c a b l e . C o a x i a l c a b l e is c o m -

casting is used primarily with L A N s .

monly used today in c o m p u t e r n e t w o r k s , for shortrun telephone transmissions outside o f the h o m e , and for cable television delivery. A l t h o u g h m o r e expensive than twisted-pair cabling, it is m u c h less susceptible

LO4.4

Networking Media

to interference and can carry m o r e d a t a m o r e quickly. p a c k e t s w i t c h i n g A method of transmitting data

o c o n n e c t the devices in a network, either wired A

in which messages are separated into packets that travel

media (physical cables) or wireless media (typically

radio signals) can be used. T h e most c o m m o n wired and wireless networking media are discussed next.

along the network separately, and then are reassembled in the proper order at the destination. b r o a d c a s t i n g A method of transmitting data in which data is sent out to all nodes on a network and is retrieved only by the intended recipient.

Wired Networking Media

t w i s t e d - p a i r c a b l e A networking cable consisting of insulated wire

T h e m o s t c o m m o n types of wired networking media

strands twisted in sets of two and bound into a cable.

are twisted-pair, c o a x i a l , and

c o a x i a l c a b l e (coax) A networking cable consisting of a center wire

fiber-optic

c a b l e , which

are s h o w n in E x h i b i t 4 - 8 . A twisted-pair c a b l e is made up of pairs o f thin

inside a grounded, cylindrical shield, capable of sending data at high speeds.

strands o f insulated wire twisted together. Twisted-pair

Chapter

4: Computer

Networks

Exhibit 4-8 Wired network transmission media Pairs of copper wires are insulated with a plastic coating and twisted together; most cables contain at least two pairs.

The entire cable is covered by a plastic covering.

TWISTED-PAIR CABLES The entire cable is Outer conductor is covered by a plastic made out of woven or covering. braided metal.

The innermost part of the cable is a single copper wire.

COAXIAL CABLES The entire cable is surrounded by strengthening material and covered by a plastic covering.

White insulating material surrounds the copper wire.

The core of each fiber is a single glass or plastic tube, which is surrounded by a reflective cladding.

A protective plastic coating protects each fiber; a cable contains multiple fibers. FIBER-OPTIC CABLES

Although not used extensively for networking home

Fiber-optic c a b l e is c o m m o n l y used for the high-

computers at the m o m e n t , that may change with the

speed b a c k b o n e lines o f a n e t w o r k , such as to c o n -

relatively new option o f networking via the existing

nect n e t w o r k s housed in s e p a r a t e buildings or for the

c o a x in a home. C o a x is also growing in popularity for

Internet i n f r a s t r u c t u r e . It is also used for telephone

h o m e multimedia n e t w o r k s .

b a c k b o n e lines a n d , increasingly, is being installed by

Fiber-optic cable is the newest and fastest of these

telephone c o m p a n i e s all the w a y t o the h o m e or busi-

three types of wired transmission media. It contains

ness to provide super-fast c o n n e c t i o n s directly to the

multiple—sometimes

several hundred—clear glass or

end user. T h e biggest a d v a n t a g e o f

fiber-optic

cabling

plastic fiber strands, each a b o u t the thickness of a hu-

is speed; the main d i s a d v a n t a g e o f

fiber-optic

cabling

man hair. Fiber-optic cable transfers data represented by

is the initial e x p e n s e o f b o t h the c a b l e and the instal-

light pulses at speeds of billions of bits per second. Each

lation.

strand has the capacity to carry data for several television stations or rhousands of voice conversations. However, each strand can send data in only one direction, so two strands are needed for full-duplex data transmissions.

Wireless Networking Media Wireless networks usually use radio signals to send data through the airwaves. All wireless applications in

fiber-optic c a b l e A networking cable that contains

the United States—such as wireless n e t w o r k s , mobile

hundreds of thin transparent fibers over which lasers transmit

phones, radio and T V broadcasts, s o n a r and radar ap-

data as light.

plications, and GPS systems—use specific frequencies as assigned by the Federal C o m m u n i c a t i o n s C o m m i s s i o n

( F C C ) . Frequencies are measured in hertz ( H z ) . T h e frequencies that c o m p r i s e the electromagnetic s p e c t r u m —

T h e 2 0 0 9 switch from analog t o

the range o f c o m m o n electromagnetic r a d i a t i o n — a r e

digital television b r o a d c a s t s freed

shown in E x h i b i t 4 - 9 . Different parts o f the spectrum

up s o m e o f the V H P and U H F

have different properties, such as the distance a signal can travel, the a m o u n t of data a signal can transmit

frequencies for other applications.

in a given period o f time, and the types o f objects a signal c a n pass through. T h e s e properties m a k e certain frequencies m o r e appropriate for certain applications. E a c h type o f c o m m u n i c a t i o n is assigned specific

o w n frequency. M o s t radio frequencies in the U n i t e d

frequencies within which to operate. As illustrated in

States are licensed by the F C C and c a n only be used

E x h i b i t 4 - 9 , m o s t wireless networking applications use

for that specific application by the licensed individuals in their specified geographic areas. H o w e v e r , the 9 0 0

E x h i b i t 4-9

M H z , 2 . 4 G H z , 5 G H z , and 5 . 8 G H z f r e q u e n c i e s

The electromagnetic spectrum

used by m a n y

cordless

landline

phones, garage d o o r o p e n e r s , a n d -r-

G A M M A RAYS

300 EHz 30 EHz

- - 30GHz --

3 GHz

--300 MHz-

X-RAYS 30 PHz ULTRAVIOLET (UV) V I S I B L E LIGHT

300 GHz •

750 THz 400 THz

- - 30MHz - - 3 MHz

Extremely high frequency (radio astronomy, etc. Ultra high and super high frequency (UHF television, cell phones, GPS, satellite communications, radar, Wi-Fi, WiMAX, Bluetooth, etc.) Very high frequency (VHF television, FM radio, etc.) Medium and high frequency (AM radio, short-wave radio, CB radio, etc.)

other c o n s u m e r d e v i c e s — a s

well

as for W i - F i , W i M A X , a n d Bluetooth

wireless

networking—fall

within an unlicensed p a r t o f the spectrum

and, therefore, can

be

used by any p r o d u c t o r individual. A frequency range c a n be further broken d o w n i n t o multiple c h a n nels, each o f w h i c h c a n be used simultaneously by different users. T h e r e are also w a y s t o

combine

multiple signals t o send t h e m over a transmission m e d i u m at o n e time

INFRARED (IR)

to allow m o r e users t h a n

would

otherwise be possible. Because the n u m b e r o f wireless

300 GHz

applications is g r o w i n g all the time and the parts o f the spectrum a p -

L

RADIO

propriate for today's wireless net-

FREQUENCY (RF)

working applications are limited, the wireless spectrum is relatively crowded 3 Hz

and

frequencies

are

in

high d e m a n d .

frequencies located in the radio frequency ( R F ) band at the low end o f the electromagnetic spectrum. T h i s

r a n g e — u p to 3 0 0 G H z — i s sometimes referred to as the wireless spectrum.

Radio Signals R a d i o signals c a n b e short r a n g e (such as t o c o n -

T h e frequencies assigned to an application, such

n e c t a w i r e l e s s k e y b o a r d or m o u s e t o a c o m p u t e r ) ,

as F M radio or cell phone service, typically consist o f

m e d i u m r a n g e (such as t o c o n n e c t a c o m p u t e r t o

a range o f frequencies to be used as needed for that a p -

a w i r e l e s s L A N or public h o t s p o t ) , o r l o n g r a n g e

plication. F o r instance, F M radio stations b r o a d c a s t on

(such as t o p r o v i d e I n t e r n e t access t o a l a r g e g e o -

frequencies f r o m 8 8 M H z to 1 0 8 M H z and each radio

graphic area or to broadcast a T V s h o w ) .

station in a p a r t i c u l a r geographic area is assigned its

Chapter

4: Computer

Networks

m

E x h i b i t 4-10

How cellular phones work

1. The sender (in 2. this example, the passenger in the car) makes a call using a cell phone.

The call is transmitted 3. The tower transmits 4. When the sender as radio waves to the , the call to the travels out of the current tower located in the / switching office. cell, the next tower same cell as the sender. / ^ri^**takes over,

/

Cell tower

The Mobile Telephone Switching Office (MTSO) routes the call to the appropriate telephone network; in this example, the regular telephone network.

The recipient answers the phone (in this example, using a conventional phone at home).

Mobile Telephone Switching Office (MTSO)

Cellular radio transmissions are used with cell phones

which routes the call to the recipient's telephone via his

and are sent and received via cellular (cell) towers—tall

or her mobile or conventional telephone service pro-

metal poles with antennas o n t o p . Cellular service areas

vider, depending on the type o f phone being used by

are divided into h o n e y c o m b - s h a p e d zones called cells;

the recipient. See Exhibit 4 - 1 0 . W h e n a cell phone user

each cell contains one cell tower. W h e n a cell phone user

moves out o f the current cell into a new cell, the call

begins t o make a call, it is picked up by the cell tower

is passed automatically t o the appropriate cell tower

located in the cell in which the cell phone is located and

in the cell that the user is entering. T h e transmission o f

that belongs t o the user's mobile phone provider. T h a t

data, such as email and W e b page requests, sent via cell

cell tower then forwards the call t o the mobile phone

phones works in a similar manner. T h e speed o f cellular

company's M o b i l e Telephone Switching Office ( M T S O ) ,

radio transmissions depends o n the type o f cellular standard being used.

cellular radio t r a n s m i s s i o n A type of data transmission used with cell phones in which the data is sent

and

received via cell towers.

M i c r o w a v e s are high-frequency radio signals that can send large quantities o f data at high speeds over long distances. M i c r o w a v e signals c a n be sent o r received using microwave stations o r c o m m u n i c a t i o n s

m i c r o w a v e s High-frequency radio signals that can send large quantities of data at high speeds over long distances. m i c r o w a v e s t a t i o n A device that sends and receives high-

satellites, but must travel in a straight line f r o m o n e station or satellite to another w i t h o u t

encountering

any obstacles, since microwave signals are line o f sight. M i c r o w a v e stations are earth-based stations that c a n

frequency, high-speed radio signals.

transmit microwave signals directly t o each other over

C h a p t e r

4:

C o m p u t e r

N e t w o r k s

Exhibit 4-11 How satellite Internet works Ex»

I

3. An orbiting satellite receives the request and beams it down to the satellite dish at the ISP's operations center. 2.. The Z I lie request I c q U c b l is lbsent belli up u p to IU ad satellite bdlcllllc

4. The ISP's operations center receives the request (via its satellite dish) and transfers it to the Internet. M

B

M

from the individual's satellite dish.

HughesNet*

j

^ H H H H I

H

i

THE INTERNET 1 . Data, such as a Web page request, is sent from the individual's computer to the satellite dish via a satellite modem.

5. The request travels over the Internet as usual.The requested information takes a reverse route back to the individual. •

'—

•' -

distances o f up to about 3 0 miles. T o avoid buildings,

service, GPS receivers, satellite radio receivers, a n d sat-

m o u n t a i n s , and the curvature o f the earth obstructing

ellite phones.

the signal, m i c r o w a v e stations are usually placed on tall

Traditional c o m m u n i c a t i o n s satellites m a i n t a i n a

buildings, t o w e r s , and m o u n t a i n t o p s . M i c r o w a v e sta-

g e o s y n c h r o n o u s orbit 2 2 , 3 0 0 miles a b o v e the earth.

tions typically contain both a dish-shaped microwave

Because these satellites are so far a b o v e the surface o f

antenna and a transceiver. W h e n one station receives

the earth, there is a slight delay while the signals travel

a transmission from another, it amplifies it and passes

from earth, to the satellite, and b a c k to earth again.

it on t o the n e x t station. M i c r o w a v e stations can e x -

T h i s delay—less than one h a l f - s e c o n d — i s n o t n o r m a l l y

change data transmissions with c o m m u n i c a t i o n s satel-

noticed by m o s t users, such as individuals w h o receive

lites, as well as with other microwave stations.

Internet or T V service via satellite, but it does m a k e

C o m m u n i c a t i o n s satellites are space-based devices

geosynchronous satellite transmissions less practical for

launched into orbit around the earth to receive and

voice, gaming, and other real-time c o m m u n i c a t i o n s . Be-

transmit m i c r o w a v e signals to and from earth (see the

cause o f this delay factor, low earth o r b i t ( L E O ) satellite

satellite Internet example in E x h i b i t 4 - 1 1 ) . C o m m u n i -

systems were developed for use with satellite telephone

cations satellites were originally used to facilitate mi-

systems. L E O satellites typically are located anywhere

c r o w a v e transmission when m i c r o w a v e stations were

from 1 0 0 to 1 , 0 0 0 miles above the e a r t h a n d , c o n s e -

n o t e c o n o m i c a l l y viable, such as over large, sparsely

quently, provide faster transmission t h a n

populated a r e a s , or were physically impractical, such

satellites. M e d i u m earth orbit ( M E O ) systems typically

as over large bodies of water. Today, c o m m u n i c a t i o n s

use satellites located a b o u t 1 , 0 0 0 t o 1 2 , 0 0 0 miles a b o v e

satellites are used to send and receive transmissions to

the earth and are used most often f o r G P S .

traditional

and f r o m a variety of other devices, such as personal

O n e type o f wireless networking that does not use

satellite dishes used for satellite television and Internet

signals in the R F band of the electromagnetic spectrum is infrared (IR) t r a n s m i s s i o n , which sends data as infrared light rays over relatively short distances. Like an infrared television remote control, infrared technology requires

specifically t o c o m m u n i c a t e with satellites, such as for satellite T V and Internet services, arc typically called satellite dishes.

c o m m u n i c a t i o n s s a t e l l i t e A device that orbits the earth and relays communications signals over long distances. i n f r a r e d (IR) t r a n s m i s s i o n A wireless networking medium that sends data as infrared light rays.

Chapter

4 : Computer

Networks

N e t w o r k i n g standards typically address both h o w

Because speed and direction that keeps p a c e with the e a r t h s rotation, they appear t o remain station; over any give

the devices in a network physically connect, such as the types of cabling that can be used, and how the devices c o m m u n i c a t e , such as the c o m m u n i c a t i o n s protocols that can be used.

TCP/IP and Other Communications Protocols T h e most widely used c o m m u n i c a t i o n s protocol today

line-of-sight transmission. Because o f this limitation, many formerly infrared devices, such as wireless mice and keyboards, n o w use R F radio signals instead. Infrared transmissions are still used with remote controls, such as for computers that contain T V tuners. T h e y are also used to beam data between some mobile devices, as well as between some game consoles, handheld gaming devices, and other h o m e entertainment devices.

is TCP/IP. TCP/IP is the p r o t o c o l used for transferring data over the Internet and actually consists of two protocols: Transmission C o n t r o l P r o t o c o l ( T C P ) , which is responsible for the delivery o f d a t a , and Internet Protocol (IP), which provides addresses and routing information. TCP/IP uses packet switching to transmit data over the Internet; when the p a c k e t s reach their destination, they are reassembled in the proper order (see E x h i b i t 4 - 1 2 ) . Support for TCP/IP is built into virtually all operating systems, and IP addresses are commonly used to identify the various c o m p u t e r s and devices on

Communications Protocols and Networking Standards LO4.5

A

networks such as L A N s . T h e first widely used version o f IP—Internet Prot o c o l Version 4 ( I P v 4 ) — w a s standardized in the early 1 9 8 0 s . IPv4 uses 3 2 - b i t addresses, which allows for

protocol is a set o f rules to be followed in a specific situation. In n e t w o r k i n g , for instance, c o m -

munications p r o t o c o l s determine h o w devices on a net-

work c o m m u n i c a t e . T h e term standard

refers to a set

of criteria or requirements that has been approved by a recognized standards organization, such as the American National Standards Institute ( A N S I ) , which helps to develop standards used in business and industry, or I E E E , which develops n e t w o r k i n g standards, or is accepted as a de facto standard by the industry.

2

3 2

possible unique addresses. A l t h o u g h still widely

used today, IPv4 was never designed to be used with the billions o f devices that access the Internet today and, consequently, a newer version o f IP (IPv6) was developed. IPv6 uses 1 2 8 - b i t addresses, which allows for 2

1 2 8

possible unique addresses, and adds m a n y

improvements to IPv4 in areas such as routing, data security, and n e t w o r k a u t o c o n f i g u r a t i o n . While IPv4 and IPv6 are expected to c o e x i s t f o r several years until IPv6 eventually replaces I P v 4 , the U.S. government has m a n d a t e d that all federal agencies be capable o f switching to I P v 6 . While TCP/IP is used to c o n n e c t to and c o m m u -

andards help manufacturers re their hardware and

nicate with the Internet, other p r o t o c o l s are used for specific Internet applications. S o m e examples are: ^

software products w 1 >i k with cts.

HTTP (Hypertext Transfer Protocol)—used to display Web pages

^

H T T P S (Secure H y p e r t e x t Transfer Protocol)—used to display W e b pages

^

F T P (File Transfer P r o t o c o l ) — u s e d to transfer files over the Internet

p r o t o c o l A set of rules to be followed in a specific situation. TCP/IP A networking protocol that uses packet switching to facilitate the transmission of messages; the protocol used with the Internet.

^

S M T P (Simple M a i l Transfer P r o t o c o l ) — u s e d t o deliver e-mail over the Internet

^

P O P 3 (Post Office P r o t o c o l ) — u s e d to deliver email over the Internet

Chapter

4 : Computer

Networks

E x h i b i t 4-12

How TCP/IP works

1. Each message is split into packets.

2 . The packets are addressed to the same destination. From: [email protected]

ftTTlj

To: [email protected]

From: [email protected]

j

j

To: [email protected] From: [email protected]

SUE'S PC

4. The packets are reassembled into the message at the destination.

J I M ' S PC

Ethernet (802.3) E t h e r n e t (802.3) is the most widely used standard for wired n e t w o r k s . It is typically used with L A N s that have a star topology, though it can also be used with

|q^|

To: [email protected] 3. The packets may travel the same or different routes to the destination.

University of Southern California (USC)

W A N s and M A N s , and can be used in c o n j u n c t i o n with twisted-pair, c o a x i a l , or fiber-optic c a b l i n g . A b o u t every three years, the n e w approved a m e n d ments are incorporated into the existing I E E E

802.3

Ethernet standard to keep it up t o date. E x h i b i t 4 - 1 3 summarizes the various Ethernet standards. O f these, the m o s t c o m m o n are Fast Ethernet, G i g a b i t E t h e r n e t ,

Experts suggest that busniesses perform a network audti to determnie what hardware and software changes wil be needed to swtich to IPv6.

and 1 0 Gigabit Ethernet. T h e even faster standards listed in E x h i b i t 4 - 1 3 are currently under development and are expected to be used for c o n n e c t i o n s between

E t h e r n e t The most widely used standard for wired networks.

E x h i b i t 4-13

avoid multiple messages f r o m being sent at one

Ethernet standards

time and to detect any collisions of messages as they occur. Beginning in 1 9 9 7 , Ethernet became

Standard

Maximum Speed

full-duplex, so collisions n o longer occur. A recent E t h e r n e t d e v e l o p m e n t is Power over

10BASE-T

10 Mbps

Fast Ethernet (100BASE-T or 100BASE-TX)

100 Mbps

be sent along the c a b l e s in an Ethernet n e t w o r k

Gigabit Ethernet (1000BASE-T)

1,000 Mbps (1 Gbps)

along with d a t a . T h e s e c a b l e s are often referred

10 Gigabit Ethernet (10GBASE-T)

10 Gbps

40 Gigabit Ethernet*

40 Gbps

100 Gigabit Ethernet*

100 Gbps

Terabit Ethernet**

1,000 Gbps (1 Tbps)

E t h e r n e t ( P o E ) , which a l l o w s electrical power to

t o as E t h e r n e t c a b l e s . C o n s e q u e n t l y , in addition to sending d a t a , the E t h e r n e t c a b l e can be used to supply p o w e r to the devices on the n e t w o r k . P o E is m o s t often used in business

networks

with r e m o t e wired devices, such as o u t d o o r netw o r k i n g h a r d w a r e , security c a m e r a s , and o t h e r

* Expected by 2010

devices, that are n o t l o c a t e d n e a r a p o w e r outlet.

** Expected by 2015

It c a n also be used t o p l a c e n e t w o r k e d devices near ceilings o r o t h e r l o c a t i o n s where a nearby p o w e r outlet m a y n o t be a v a i l a b l e . Using P o E re-

servers, as well as for delivering video, digital X - r a y s

quires special h a r d w a r e a n d devices designed for P o E

and other digital medical images, and other high-speed,

but it eliminates the need f o r a c c e s s t o power outlets

bandwidth-intensive, n e t w o r k i n g applications.

for that p o r t i o n o f the n e t w o r k . R e g u l a r Ethernetand

enabled devices c a n be p o w e r e d via P o E if a special

used a set o f procedures collectively called CSMA/CD

P o E adapter, such as the o n e s h o w n in E x h i b i t 4 - 1 4 ,

(Carrier Sense Multiple Access/Collision Detection) to

is used.

Early

Ethernet

E x h i b i t 4-14

Chapter

networks

were

half-duplex

Ethernet-enabled devices powered via PoE

4 : Computer

Networks

Wi-Fi (802.11)

lernet has continued t o

O n e o f the m o s t c o m m o n networking s t a n d a r d s used

olve since it w a s i m e n t o

with wireless L A N s is Wi-Fi (802.11), w h i c h is a f a m -

in t h e mid-1970s.

ily o f wireless networking standards that use the I E E E 8 0 2 . 1 1 standard. Wi-Fi is the current standard f o r wireless n e t w o r k s in the home or office, as well as f o r public W i - F i h o t s p o t s . It is sometimes called wireless E t h e r n e t because it is designed to easily c o n n e c t to a wired Eth-

Phoneline, Powerline, G.hn, and Broadband over Powerline (BPL)

ernet n e t w o r k . W i - F i hardware is built into virtually all

T w o alternatives t o the Ethernet standard for wired

when the user is within range of a W i - F i n e t w o r k . In a d -

h o m e n e t w o r k s are the Phoneline and Powerline stan-

dition to portable computers and m o b i l e p h o n e s , W i - F i

dards. P h o n e l i n e (also called the H o m e P N A Alliance

capabilities are becoming increasingly integrated into

o r H o m e P N A standard) allows c o m p u t e r s t o be net-

everyday products, such as printers, digital c a m e r a s ,

portable c o m p u t e r s sold today. It is also built i n t o m a n y mobile phones to allow faster W e b b r o w s i n g via W i - F i

w o r k e d t h r o u g h ordinary telephone wiring and tele-

portable digital media players, handheld g a m i n g de-

p h o n e j a c k s w i t h o u t interfering with voice telephone

vices, and gaming consoles (see E x h i b i t 4 - 1 5 ) , t o a l l o w

calls, as well as over existing h o m e c o a x i a l c a b l e wir-

those devices to wirelessly n e t w o r k with o t h e r devices

ing. T h e n e w e s t version o f this s t a n d a r d — H o m e P N A

or to access the Internet.

3 . 0 — s u p p o r t s speeds up to 3 2 0 M b p s and is designed t o n e t w o r k b o t h the c o m p u t e r s and the h o m e entert a i n m e n t devices within a h o m e . T h e Powerline (also called H o m e P l u g ) standard allows c o m p u t e r s t o be

E x h i b i t 4-15

Wi-Fi enabled products

n e t w o r k e d over existing p o w e r lines using c o n v e n tional

electrical

outlets. Similar

to

Phoneline

net-

w o r k s , P o w e r l i n e n e t w o r k s are quick and easy to set up a n d a r e relatively fast (up t o 2 0 0 M b p s ) . In addit i o n , they have the advantage that houses usually have m a n y m o r e p o w e r outlets than p h o n e outlets. Similar t o the n e w e s t Phoneline s t a n d a r d , the newest Powerline s t a n d a r d — n a m e d H o m e P l u g A V — c a n be used to n e t w o r k h o m e entertainment devices in addition to computers. T h e G . h n standard is an emerging standard designed as a unified worldwide standard for creating h o m e n e t w o r k s over phone lines, power lines, and c o a x i a l c a b l e . It is being promoted by the H o m e G r i d F o r u m and is supported by the H o m e P N A Alliance. O n c e the standard is finalized, products that support all three types o f h o m e networking c o n n e c t i o n s discussed in this section can be developed. An emerging technology based on the Powerline standard that is under development and that is designed to deliver b r o a d b a n d Internet to homes via the existing o u t d o o r p o w e r lines (with the addition o f some new

PORTABLE DIGITAL MEDIA P L A Y E R S

G A M I N G CONSOLES

h a r d w a r e at the power poles) is b r o a d b a n d over Powerline ( B P L ) . Currently, B P L service is available only in limited areas through the area's power company, but B P L has great potential for delivering b r o a d b a n d Internet access to virtually any h o m e or business that has

Wi-Fi (802.11) A widely used networking standard for medium-range wireless networks.

access to electricity.

C h a p t e r

4 :

C o m p u t e r

N e t w o r k s

27

T h e speed o f a Wi-Fi network and the area it can cover depend on a variety o f factors, including the Wi-Fi

802.1 ig and 802.1m products can

standard and hardware being used, the number of solid

b e used o n the s a m e network, b u t

objects, such as walls, trees, or buildings, between the ac-

c o m p u t e r s using older 802.1 ig

cess point and the computer or other device being used, and the amount o f interference from cordless phones, baby monitors, microwave ovens, and other devices that also operate on the same radio frequency as Wi-Fi (usually 2 . 4 G H z ) . In general, Wi-Fi is designed for medium-

hardware t o c o n n e c t t o 802. nn networks will only c o n n e 802.1 ig speed:

range data transfers—typically between 1 0 0 and 3 0 0 feet indoors and 3 0 0 to 9 0 0 feet outdoors. Usually both speed and distance degrade with interference. T h e distance of a Wi-Fi network can be extended using additional anten-

and about twice the range. To ensure

nas and other hardware designed for that purpose.

that hardware from various vendors

A s u m m a r y o f the different W i - F i standards in use

will work together, consumers can

and under development is s h o w n in Exhibit 4 - 1 6 . T h e

look for products that are certified

most widely used o f these are 8 0 2 . 1 l g and 8 0 2 . 1 I n .

by the Wi-Fi Alliance.

Fi CERTIFIED'

Courtesy Wi-Fi Alliance. The Wi-Fi CERTIFIED logo is a registered trademark of the Wi-Fi Alliance

While Wi-Fi is very widely used E x h i b i t 4-16

today, it does have some l i m i t a t i o n s —

Wi-Fi standards

particularly its relatively limited range. F o r instance, an individual using a W i -

Wi-Fi S t a n d a r d

Description

802.11b

An early Wi-Fi standard; supports data transfer rates of 11 Mbps,

802.11a

Supports data transfer rates of 54 Mbps, but uses a different

Fi hotspot inside a coffeehouse will

radio frequency (5 GHz) than 802.11 g/b (2.4 GHz), making the standards incompatible. A current Wi-Fi standard; supports data transfer rates of 54

802.11g

Mbps and uses the same 2.4 GHz frequency as 802.11 b, so their products are compatible. The newest Wi-Fi standard; supports speeds up to about 300

802.11n

Mbps and has twice the range of 802.11 g. It can use either the 2.4 GHz or 5 GHz frequency. Designed for Wi-Fi mesh networks.

802.11u*

Includes additional security features.

802.11Z*

Designed for direct (ad hoc) networking between devices.

802.11ac and

Designed to increase throughput.

802.11ad**

lose that Internet connection when he or she moves out o f range of that netw o r k and will need to locate another hotspot at his o r her next location. In addition, many businesses may be physically t o o large for a Wi-Fi netw o r k to span the entire organization. While hardware can be used to extend a Wi-Fi n e t w o r k , an emerging possibility for creating larger wireless networks is W i M A X .

802.11s*

WiMAX and Mobile WiMAX WiMAX

(Worldwide

Interoperability

for M i c r o w a v e Access) is a series o f

* Expected by 2010

standards designed for longer range

** Expected no earlier than 2012

wireless Similar

networking to

Wi-Fi,

connections.

WiMAX

(also

k n o w n as 802.16a) is designed to p r o T h e 8 0 2 . 1 I n standard is currently the fastest Wi-Fi

vide Internet access to fixed l o c a t i o n s , sometimes called

standard today. Its use of M I M O (multiple in, multiple

hotzones. However, W i M A X hotzones can provide ser-

out) antennas to transfer multiple streams of data at one

vice to anyone in the h o t z o n e , including mobile users,

time, in addition to other improvements, allows for data

while the range o f Wi-Fi hotspots is fairly limited. T h e

transmissions typically about five times as fast as 8 0 2 . 1 l g

coverage o f a hotzone is significantly larger; a typical

W i M A X (802.16a) An emerging wireless networking

transmit data as far as 6 miles o r so w i t h o u t line of

standard that is faster and has a greater range than Wi-Fi.

sight. W i t h W i M A X , it is feasible t o provide coverage

hotzone radius is close to 2 miles, t h o u g h W i M A X can

to an entire city or other geographical area by using

Chapter

4: Computer

Networks

I

Wi-Fi SD Cards O n e i n t e r e s t i n g n e w Wi-Fi p r o d u c t t h a t b e c a m e a v a i l a b l e r e c e n t l y is t h e Wi-Fi S D c a r d . T h e s e cards a r e d e s i g n e d t o u p l o a d p h o t o s wirelessly a n d a u t o m a t i c a l l y

Wi-Fi

Wi-Fi

2GB

f r o m y o u r c a m e r a t o y o u r c o m p u t e r via a Wi-Fi n e t w o r k .

Wi-Fi

2GB

4GB

S o m e cards c a n also t a g y o u r p h o t o s w i t h l o c a t i o n i n f o r m a t i o n b a s e d o n g e o g r a p h i c c o o r d i n a t e s as y o u t a k e

Courtesy Eye-Fi

t h e m (called geotags); others can automatically upload y o u r p h o t o s t o p h o t o sharing W e b sites like Flickr, Face-

directly t o y o u r computer w h i l e o n t h e g o w h e n e v e r

b o o k , o r Picasa.

t h e c a m e r a is in r a n g e o f y o u r c o m p u t e r .

F o r i n s t a n c e , a l l t h r e e Eye-Fi c a r d s in t h e a c c o m panying

p h o t o wirelessly transfer t h e p h o t o s

from

In a d d i t i o n t o a l l o w i n g y o u t o s h a r e y o u r

photos

i m m e d i a t e l y w i t h others, using a Wi-Fi S D c a r d f o r y o u r

y o u r digital camera t o y o u r h o m e c o m p u t e r as soon

digital p h o t o s c a n also give y o u t h e p e a c e o f m i n d t h a t

as t h e c a m e r a is w i t h i n r a n g e o f y o u r h o m e W i - F i n e t -

your photos are backed up on your h o m e computer and/

w o r k . T h e Eye-Fi S h a r e a n d t h e Eye-Fi P r o c a r d s c a n

o r o n l i n e . This is especially beneficial if y o u r c a m e r a is

w/relessly u p l o a d p h o t o s t o y o u r f a v o r i t e p h o t o

stolen o r t h e c a r d b e c o m e s d a m a g e d . In f a c t , using a n

a l s o

s h a r i n g W e b site, a n d t h e Eye-Fi P r o c a r d a u t o m a t i -

Eye-Fi c a r d e n a b l e d o n e w o m a n t o c a t c h t h e i n d i v i d u a l

cally g e o t a g s y o u r p h o t o s . In a d d i t i o n , t h e Eye-Fi P r o

w h o stole h e r c a m e r a g e a r w h i l e s h e w a s o n v a c a t i o n —

c a r d c a n u p l o a d v i d e o s a n d u n c o m p r e s s e d R A W files in

her p h o t o s , a l o n g w i t h images o f t h e t h i e f w i t h t h e c a m -

a d d i t i o n t o photos, send images t o p h o t o sharing W e b

era gear, w e r e u p l o a d e d t o h e r h o m e c o m p u t e r a n d t h e

sites a n d y o u r h o m e c o m p u t e r v i a a w i r e l e s s h o t s p o t

police w e r e a b l e t o a p p r e h e n d t h e t h i e f a n d r e c o v e r t h e

w h e n y o u are away from home, a n d upload

stolen gear.

photos

multiple W i M A X t o w e r s , similar t o the w a y cell p h o n e

t o deliver b r o a d b a n d wireless n e t w o r k i n g t o

cells o v e r l a p t o provide c o n t i n u o u s cell p h o n e service.

users via a m o b i l e p h o n e , p o r t a b l e c o m p u t e r , o r o t h e r

See E x h i b i t 4 - 1 7 . W i M A X c a n use licensed r a d i o fre-

W i M A X - e n a b l e d device. W i M A X c a p a b i l i t i e s a r e b e -

q u e n c i e s , in a d d i t i o n t o unlicensed frequencies like W i -

ginning t o be built into p o r t a b l e c o m p u t e r s a n d o t h e r

Fi, t o a v o i d interference issues.

devices, a n d W i M A X is currently being used t o provide

mobile

M o b i l e W i M A X (802.16e) is the m o b i l e version o f the

Internet access t o selected g e o g r a p h i c a l a r e a s by a n u m -

W i M A X wireless n e t w o r k i n g s t a n d a r d . It is designed

ber o f c o m p a n i e s in over 1 3 5 c o u n t r i e s . In t h e United S t a t e s , f o r i n s t a n c e , Sprint N e x t e l ' s W i M A X

E x h i b i t 4-17

WiMAX vs. Wi-Fi

division

and W i M A X leader C l e a r w i r e h a v e m e r g e d a n d are in ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^

t h e p r o c e s s o f building a

new WiMAX-based

nationwide network

high-speed

designed

to

deliver b o t h fixed a n d mobile

WiMAX-based

I n t e r n e t service t o businesses a n d individuals.

mobile WiMAX

WiMAX hotzone

(802.16e) Aversion of WiMAX designed to be used

Wi-Fi hotspot

with mobile phones.

C h a p t e r

4:

C o m p u t e r

N e t w o r k s

29

Cellular Standards

up to about 1.7 M b p s at the present time, with speeds

Cellular standards have evolved over the years

to

better fulfill the demand for m o b i l e Internet, m o b i l e multimedia delivery, and o t h e r relatively recent m o bile trends. T h e original

first-generation

phones were

a n a l o g and designed for voice only. N e w e r cell p h o n e s , starting with s e c o n d - g e n e r a t i o n ( 2 G ) p h o n e s , are digital, support both data and v o i c e , and are faster. C o m -

expected to reach 3 M b p s in the near future. T h e s e speeds are equivalent to the speeds many home b r o a d band Internet users experience. Consequently, Internet access via a 3 G network is often referred to as mobile b r o a d b a n d . In addition to m o b i l e phones, computers can access the Internet via a 3 G n e t w o r k with appropriate hardware.

mon 2 G wireless standards include G S M ( G l o b a l System for M o b i l e c o m m u n i c a t i o n s ) and C D M A (Code Division M u l t i p l e A c c e s s ) . B o t h o f these standards are

veloped t e c h n o l o g i e s such as E D G E (Enhanced D a t a

Locked vs. Unlocked Phones

Rates for G S M

A l t h o u g h many mobile phones a r e locked t o a

designed for voice traffic and b o t h support speeds up to 1 4 . 4 K b p s , t h o u g h s o m e wireless providers have deE v o l u t i o n ) t h a t can be used with

2 G n e t w o r k s to provide faster service; for instance,

particular cellular provider, b u y i n g a n

E D G E supports speeds up t o 1 3 5 K b p s . T h e s e interim

mobile p h o n e allows y o u t o switch providers and

unlocked

developments are s o m e t i m e s referred to as 2 . 5 G cel-

k e e p y o u r s a m e p h o n e , as w e l l as carry y o u r c o n -

lular s t a n d a r d s . B o t h G S M a n d C D M A are used in

tacts a n d o t h e r d a t a w i t h y o u t o a n e w u n l o c k e d

the United States, a l t h o u g h they are n o t c o m p a t i b l e

p h o n e just by m o v i n g t h e S I M c a r d c o n t a i n i n g

with each other. ( S o m e p h o n e s t h a t can be used with

data to t h e n e w phone.

that

both standards are available.) G S M is also widely used overseas, though with different frequencies so international travelers will need t o ensure their 2 G phone supports the frequencies used in their destination loca-

Virtually all mobile phone providers today have, or

t i o n — s o m e 2 G p h o n e s s u p p o r t multiple frequencies

are in the process o f building, a 3 G network. T h e 3 G

to permit i n t e r n a t i o n a l r o a m i n g . T h e current standard for cellular networks today in

standard used with a n e t w o r k depends on the type of cellular network. F o r instance, G S M mobile networks,

the United States and m a n y other countries is 3 G (third

such as A T & T Wireless and T - M o b i l e , typically use the

generation). 3 G cellular standards use packet switching

H S D P A (High Speed D o w n l i n k P a c k e t Access)/UMTS

instead of circuit switching and are designed to support

(Universal

Mobile Telecommunications

System)

3G

both data and voice. Users o f 3 G mobile phones and

standards for their 3 G n e t w o r k s ; C D M A

other 3 G mobile devices c a n access b r o a d b a n d Internet

such as Verizon Wireless and C r i c k e t Wireless, typically

networks,

content (such as online m a p s , music, games, TV, videos,

use the E V - D O (Evolution D a t a Optimized) 3 G stan-

and more—see Exhibit 4 - 1 8 ) at relatively fast s p e e d s —

dard instead. T o get 3 G speeds, m o b i l e users need to be in range of their providers' 3 G n e t w o r k ; typically, users outside the coverage area can still get service, but only at 2 G speeds. T h e n e x t generation for m o b i l e

networks—4G

(fourth g e n e r a t i o n ) — i s under development and t w o standards have emerged so far: the mobile W i M A X standard already discussed and L o n g Term Evolution ( L T E ) . L T E , which is supported by A T & T Wireless, Verizon Wireless, and T - M o b i l e , is a cellular standard and is based on U M T S . L T E n e t w o r k s are expected t o arrive in the United States, by 2 0 1 1 . W h i l e m o b i l e W i M A X is not a cellular s t a n d a r d , the new n a t i o n a l W i M A X n e t w o r k being built in the U n i t e d States by Sprint N e x t e l and Clearwire will be used to provide 4 G mobile phone service t o s u b s c r i b e r s , in addition to Internet service.

Uuetooth can automatically

Personal Mobile Hotspots

synchronize a portable c o m p u t e r o r mobile phone w i t h a desktop

Y o u k n o w y o u c a n access W i - F i h o t s p o t s in m a n y l o c a t i o n s , b u t h o w a b o u t c r e a t i n g y o u r o w n hots p o t w h e n e v e r y o u n e e d it? T h a t ' s n o w possible w i t h several emerging products designed t o crea t e p e r s o n a l m o b i l e hotspots t h a t c a n b e

used

c o m p u t e r , or c o n n e c t a wireless keyboard as soon as t h e c o m p u t e r is p o w e r ^ ^ ^

w i t h a n y W i - F i d e v i c e , such as n o t e b o o k c o m p u t ers, m o b i l e p h o n e s , a n d p o r t a b l e g a m i n g d e v i c e s . One

such

Wireless's

product

MiFi

is

Verizon

Intelligent

Mobile

or less) c o n n e c t i o n s . It is designed to replace c a b l e s be-

H o t s p o t , s h o w n in t h e a c c o m p a n y -

tween devices, such as to c o n n e c t a wireless k e y b o a r d

ing illustration. T h e M i F i is a b o u t t h e

o r mouse to a desktop computer, to send print j o b s

size of s e v e r a l s t a c k e d c r e d i t

wirelessly f r o m a portable c o m p u t e r t o a printer, o r t o

cards.

its

c o n n e c t a mobile phone to a wireless headset. B l u e t o o t h

initial s e t u p , it

devices automatically recognize and n e t w o r k with each

After

creates a m o -

other when they get within transmission r a n g e . Blue-

by

t o o t h signals can transmit through clothing a n d o t h e r

the

nonmetallic o b j e c t s , so a mobile p h o n e o r o t h e r device

device. T h e MiFi device c o n -

in a p o c k e t or briefcase can c o n n e c t with B l u e t o o t h

bile h o t s p o t just

powering

up

nects t o V e r i z o n W i r e l e s s ' s 3G m o -

h a r d w a r e , such as a headset, w i t h o u t having t o be re-

bile n e t w o r k a n d p r o v i d e s access t o t h a t n e t w o r k

moved from the pocket or briefcase. In a d d i t i o n , s o m e

f o r u p t o f i v e Wi-Fi devices. To t h o s e devices, t h e

industry experts predict that m a j o r h o u s e h o l d appli-

M i F i h o t s p o t a p p e a r s as a n y o t h e r W i - F i h o t s p o t ,

ances will be Bluetooth-enabled in the f u t u r e , resulting

so users c o n n e c t as t h e y n o r m a l l y w o u l d . W h i l e

in an a u t o m a t i c , always connected, s m a r t h o m e .

t h e cost p e r M B is relatively e x p e n s i v e a n d t h e r e

Bluetooth works using radio signals in the frequency

is c u r r e n t l y n o u n l i m i t e d d a t a p l a n , this d e v i c e is

band of 2 . 4 G H z , the same as W i - F i . It traditionally sup-

useful f o r m a n y s i t u a t i o n s — s u c h as i P h o n e users

ports data transfer rates up to 3 M b p s , though the new-

w h o n e e d t o quickly d o w n l o a d files l a r g e r t h a n

est Bluetooth 3 . 0 standard incorporates 8 0 2 . 1 1

t h e limit a l l o w e d via a cellular c o n n e c t i o n a n d so

nology to support transfers up to 2 4 M b p s . W h e n t w o

n e e d t o use a Wi-Fi c o n n e c t i o n i n s t e a d , a n d f a m i -

Bluetooth-enabled devices c o m e within range of each

lies w h o w a n t t o all access t h e I n t e r n e t w h i l e t r a v -

other, their software identifies each other using their

j

tech-

e l i n g in a car. W i t h a r e c e n t poll i n d i c a t i n g t h a t

unique identification numbers and establishes a link. Be-

9 0 % o f c o n s u m e r s s u r v e y e d p r e f e r I n t e r n e t access

cause there may be many Bluetooth devices within range,

t o D V D v i d e o players in t h e i r cars, it a p p e a r s t h a t

up to 1 0 individual Bluetooth n e t w o r k s (called piconets)

m o b i l e p e r s o n a l hotspots a r e h o t .

can be in place within the same physical area at one time. Each piconet can connect up to eight devices, for a m a x i m u m of 8 0 devices within any 1 0 - m e t e r radius. See

Bluetooth, Ultra Wideband (1MB), and Other Short-Range Wireless Standards

Exhibit 4 - 1 9 . T o facilitate this, Bluetooth divides its al-

Several wireless networking standards are in existence

frequencies, jumping randomly (in unison with the other

or being developed that are designed for short-range

devices in that piconet) on a regular basis to minimize

located radio spectrum into multiple channels o f 1 M H z each. Each Bluetooth device can use the entire range o f

wireless networking connections. M o s t o f these are used to facilitate PANs or very small, special-purpose h o m e n e t w o r k s , such as connecting h o m e entertainment devices or appliances within a h o m e . Bluetooth is a wireless standard that is designed for

B l u e t o o t h A networking standard for very shortrange wireless connections. p i c o n e t A Bluetooth network.

very short-range ( 1 0 m e t e r s — a p p r o x i m a t e l y 3 3 f e e t —

C h a p t e r

4:

C o m p u t e r

N e t w o r k s

Exhibit

ECAUSE BLUETOOTH

4-19Piconets

The desktop computer, keyboard, printer, and mouse form a piconet to communicate with each other. The headset and cell phone (not shown in this photo) belong to another piconet.

The headset and cell phone form a piconet when they are within range to communicate with each other.

ANSMITTERS CHANGE FREQUENCIES 1 , 6 0 0 TI EVERY SECOND, TW< TRANSMITTING DEV ARE UNLIKELY TO B E SAME FREQUENCY AT SAME TIME.

A n e w s t a n d a r d t h a t is designed t o c o n n e c t peripheral devices, similar t o B l u e t o o t h , but t h a t transfers data more

quickly

is

wireless USB. The

speed o f wireless U S B depends on the distance

between

the

devices

being

used, but is a p p r o x i m a t e l y 1 0 0 M b p s interference between piconets, as well as from other de-

at 1 0 meters ( a b o u t 3 3 feet) o r 4 8 0 M b p s at 2 meters

vices, such as garage-door openers, Wi-Fi networks, and

(about 6 . 5 feet).

some cordless phones and baby monitors, that use the same frequencies. As the use o f Bluetooth g r o w s , the standard is evolving to meet new needs. F o r instance, Bluetooth 2 . 1 includes support for N e a r Field C o m m u n i c a t i o n s ( N F C ) , a standard for m a k i n g payments via mobile p h o n e , and the newest B l u e t o o t h 3 . 0 standard is fast enough to support multimedia applications, such as transferring music, p h o t o s , and videos between computers, mobile phones, and other devices. O n e interesting emerging Bluetooth application is intended to protect teenagers from texting or talking on their mobile phones while driving—a special Bluetooth-enabled car key prevents the driver's mobile phone from being used

Bluetooth and Wireless USB A l t h o u g h B l u e t o o t h a n d w i r e l e s s U S B can be used f o r similar a p p l i c a t i o n s , it is possible t h e y m i g h t coexist. For e x a m p l e , w i r e l e s s U S B m i g h t be used t o c o n n e c t c o m p u t e r h a r d w a r e in m o r e p e r m a n e n t setups, w h e r e a s B l u e t o o t h m i g h t be used in short-range m o b i l e s i t u a t i o n s w i t h p o r t a b l e c o m puters a n d m o b i l e devices.

while the car is on. T h e r e are several wireless technologies being dew i r e l e s s U S B A wireless version of USB designed to

cornea peripheral devices.

U l t r a W i d e b a n d ( U W B ) A networking standard for very shortrange wireless connections among multimedia devices. W i r e l e s s H D ( W i H D ) An emerging wireless networking specification designed for connecting home consumer devices.

veloped to transfer multimedia c o n t e n t quickly between nearby devices. O n e e x a m p l e is Ultra W i d e b a n d ( U W B ) . Similar to wireless U S B (because wireless U S B is based on U W B ) , U W B speeds vary f r o m 1 0 0 M b p s at 1 0 meters (about 3 3 feet) to 4 8 0 M b p s at 2 meters (about 6 . 5 feet). A n o t h e r possibility is W i r e l e s s H D ( W i H D ) . Similar

T r a n s f e r J e t A networking standard for wireless connections between

t o U W B , W i H D is designed for fast transfers o f high-

devices that are touching.

definition video between h o m e c o n s u m e r

electronic

devices, such as high-definition T V s , s e t - t o p b o x e s ,

C h a p t e r

4 :

C o m p u t e r

N e t w o r k s

g a m i n g c o n s o l e s , and D V D players, but it is B a c k e d by seven m a j o r electronics c o m p a n i e s , W i H D is designed t o transfer full-quality u n c o m p r e s s e d highdefinition a u d i o , video, and data within a single r o o m at speeds up t o 2 5 G b p s , t h o u g h t h o s e speeds have

,VB is especially a p p r o p r i a t e for applications that require high-speed transfers over short

n o t been o b t a i n e d yet. W i H D o p e r a t e s at 6 0 G H z and

distances, such as wirelessly

i n c o r p o r a t e s a smart antenna system t h a t allows the

delivering multimedia c o n t e n t . \\\\\\\\w

system t o steer the transmission, allowing for n o n line-of-sight c o m m u n i c a t i o n s . W i H D aims t o help users c r e a t e an e a s y - t o - m a n a g e wireless video n e t w o r k . Devices t h a t include W i H D capabilities began t o bec o m e a v a i l a b l e in 2 0 0 9 . A new wireless standard designed for very fast

Bee can be used for home and c o m m e r c i a l a u t o m a t i o n

transfers between devices that are extremely close t o -

systems to c o n n e c t a wide variety o f devices (such as

gether (essentially touching each other) is TransferJet.

appliances and lighting, heating, c o o l i n g , water,

Developed by Sony, TransferJet is designed to quickly

tion, and security systems), and allows for their c o n -

transfer large files, such as digital p h o t o s , music, and

trol from anywhere in the w o r l d . Z i g B e e is also used in

video, between devices as soon as they c o m e in c o n t a c t

industrial plant manufacturing, personal h o m e health-

with each other. F o r example, you can use TransferJet

c a r e , device tracking, t e l e c o m m u n i c a t i o n s , a n d wireless

to transfer data between mobile phones or between dig-

sensor n e t w o r k s .

ital c a m e r a s , to download music or video from a c o n -

ZigBee is designed to a c c o m m o d a t e m o r e

filtra-

than

sumer k i o s k or digital signage system to a mobile phone

6 5 , 0 0 0 devices on a single network and supports speeds

or other m o b i l e device, or to transfer images or video

from 2 0 K b p s to 2 5 0 Kbps, depending o n the frequency

from a digital c a m e r a to a T V set or printer. At a m a x i -

being used (several different frequencies are available

m u m speed o f 5 6 0 M b p s , TransferJet is fast enough to

for Z i g B e e n e t w o r k s ) . ZigBee has a range o f 1 0 t o 1 0 0

support the transfer of video files.

meters (about 3 3 to 3 2 8 feet) between devices, depend-

An emerging networking standard designed

for

ing on p o w e r output and environmental c h a r a c t e r i s t i c s .

inexpensive and simple short-range networking (par-

A wireless mesh configuration c a n be used t o greatly

ticularly sensor networks) is ZigBee ( 8 0 2 . 1 5 ) . ZigBee is

extend the range o f the network.

intended f o r applications that require low data transfer rates and several years of battery life. F o r instance, Zig-

E x h i b i t 4-20

F o r a s u m m a r y of the wireless n e t w o r k i n g standards just discussed, see E x h i b i t 4 - 2 0 .

Summary of common wireless networking standards

Category

Examples

Intended Purpose

Approximate Range

Short range

Bluetooth Wireless USB

To connect peripheral devices to a mobile phone

33 feet

or computer. Ultra Wideband (UWB)

To connect and transfer multimedia content

TransferJet

(computers, TVs, DVD players, etc.).

WirelessHD (WiHD) ZigBee

1 inch-33 feet

between home consumer electronic devices

To connect a variety of home, personal, and

33 feet-328 feet

commercial automation devices. Medium range Long range

Wi-Fi (802.11)

To connect computers and other devices to a local

100-300 feet indoors;

area network.

300-900 feet outdoors

WiMAX

To provide Internet access to a large geographic

Mobile W i M A X

area for fixed and/or mobile users.

6 miles non-line of sight;

Cellular standards (2G and 3G)

To connect mobile phones and mobile devices to a

30 miles line of sight

cellular network for telephone and Internet service.

C h a p t e r

4:

10 miles

C o m p u t e r

N e t w o r k s

describing devices used t o obtain Internet access via certain n e t w o r k s , such as cellular o r W i M A X networks. W h e n selecting a network adapter or modem, the \

/ arious types o f h a r d w a r e are necessary t o create a •

computer n e t w o r k , t o c o n n e c t multiple networks

together, or to c o n n e c t a c o m p u t e r or network t o the Internet. T h e following sections discuss the most c o m mon types o f networking h a r d w a r e used in h o m e and small office n e t w o r k s .

type o f device being used and the expansion slots and ports available on that device need t o be considered as well. F o r e x a m p l e , network adapters and modems for desktop computers typically c o m e in P C I , PCI Express (PCIe), o r U S B format, and n e t w o r k adapters and m o dems for portable computers usually connect via USB or an ExpressCard slot. In addition, the network adapter or m o d e m needs t o support the type o f networking m e -

Network Adapters and Modems

dia (such as twisted-pair cabling, c o a x i a l cabling, or

A n e t w o r k a d a p t e r , also called a n e t w o r k i n t e r f a c e c a r d

(NIC) when it is in the f o r m o f an expansion card, is used t o c o n n e c t a c o m p u t e r t o a network (such as a home or business n e t w o r k ) . A m o d e m (derived from the terms modulate

a n d demodulate)

is used t o c o n n e c t

a c o m p u t e r t o a n e t w o r k over telephone lines. Technically, t o be called a m o d e m , a device must convert digital signals (such as those used by a computer) t o modulated analog signals (such as those used by conventional telephone lines) a n d vice versa. However, in everyday use, the term modem

is also used t o refer t o

any device that c o n n e c t s a c o m p u t e r t o a broadband Internet c o n n e c t i o n , such as a cable m o d e m used for cable Internet service. In addition, the term modem often used interchangeably with network

adapter

is

when

• H I nternet

wireless signal) being used. S o m e examples o f network adapters and m o d e m s are s h o w n in Exhibit 4 - 2 1 .

Switches, Routers, and Other Hardware for Connecting Devices and Networks A variety o f networking h a r d w a r e is used to c o n n e c t the devices o n a n e t w o r k , as well as t o connect multiple n e t w o r k s together. F o r i n s t a n c e , as mentioned earlier in this chapter, n e t w o r k s using the star topology need a central device t o c o n n e c t all o f the devices on the n e t w o r k . In a wired n e t w o r k , this device w a s originally a h u b . A h u b transmits all data received t o all network devices c o n n e c t e d t o the h u b , regardless of which device the data is being sent t o , so the bandwidth o f the network is shared a n d the network is n o t extremely efficient. Today, the central device in a wired network is usually a s w i t c h . A switch contains ports to which the devices on the n e t w o r k c o n n e c t (typically via networking cables) and facilitates c o m m u n i c a t i o n s between the devices, similar t o a h u b . B u t , unlike hubs, switches identify which device c o n n e c t e d to the switch

odem a n d r 3 0 seconds, then plug in your m o d e m and wait 3 0 seconds

is the o n e the data is intended f o r a n d send the data only t o that device, rather than sending data out to all connected devices. Consequently, switches are more efficient than hubs.

then plug in your router.

Updating Firmware n e t w o r k a d a p t e r A device used to connect a computer to a network. n e t w o r k i n t e r f a c e c a r d (NIC) A network adapter in the form of an expansion card.

You can often update t h e firmware—embedded instructions—for a router a n d o t h e r

networking

hardware t o improve performance or obtain n e w capabilities. F i r m w a r e u p d a t e s a r e usually d o w n -

m o d e m A device that is used to connect a computer to a network over

l o a d e d f r o m t h e m a n u f a c t u r e r ' s site; o f t e n r o u t -

telephone lines.

er u p d a t e s n e e d t o b e installed w i t h a c o m p u t e r

s w i t c h A device that connects multiple devices on a wired network and

connected t o t h e device via a w i r e d , n o t wireless,

forwards data only to the intended recipient.

connection.

Exhibit 4-21 Network adapters and modems

T o c o n n e c t multiple networks (such as t w o L A N s , t w o W A N s , or a L A N and the Internet), a r o u t e r is

used. R o u t e r s pass data on to the intended recipient only and can plan a path t h r o u g h the network to ensure the data reaches its destination in the m o s t efficient manner possible, and are used t o route traffic over the Internet. A w i r e l e s s access p o i n t is a

de-

vice used t o grant network access to wireless client devices. In home and small business n e t w o r k s , typically the capabilities o f a switch, router, and wireless access point are integrated into a single w i r e l e s s r o u t e r

device. A wireless router (such as the one shown in E x h i b i t 4-22) is

r o u t e r A device that connects multiple networks together and passes data to the intended recipient using the most efficient route.

M o s t computers and mobile devices c o m e with a network

w i r e l e s s access p o i n t A device on a wireless network that connects wireless devices to that network. w i r e l e s s r o u t e r A router with a built-in wireless access point.

adapter and/or a m o d e m built in.

Chapter

4 : Computer

Networks

c o m m o n l y used to connect both wireless (via Wi-Fi)

A n o t h e r alternative for increasing the range o f

and wired (via Ethernet cables) devices to a network

a Wi-Fi

network

is using a higher-gain

(stronger)

and to connect that n e t w o r k to an Internet c o n n e c t i o n .

a n t e n n a . T h e M I M O a n t e n n a s used by many 8 0 2 . 1 I n

S o m e broadband modems today include wireless router

routers a l l o w for faster c o n n e c t i o n s and a greater

capabilities to create a wireless n e t w o r k and to provide

range than typically experienced by 8 0 2 . 1 l g wireless

Internet access using a single piece o f hardware. T o con-

n e t w o r k s , but sometimes this still isn't enough. Us-

nect just two L A N s together, a b r i d g e can be used. T h e

ing a n e t w o r k adapter designed f o r the router being

most c o m m o n use for a bridge in a h o m e network is to

used typically helps the n e t w o r k range to some e x t e n t ;

wirelessly c o n n e c t a wired device (such as a home au-

so does replacing the a n t e n n a on the router with a

dio/video system, D V R , or gaming console) to a home

higher-gain a n t e n n a or adding an external antenna to

network via a wireless c o n n e c t i o n .

a n e t w o r k i n g adapter, if the a d a p t e r contains an an-

Also, routers and other devices are used to connect

tenna c o n n e c t o r .

multiple devices t o a cellular n e t w o r k . F o r instance, 3 G mobile b r o a d b a n d routers are used to share a 3 G mobile wireless Internet c o n n e c t i o n with multiple devices (such as your cell p h o n e , personal computer, and handheld gaming device)—essentially creating a Wi-Fi hotspot that connects t o your 3 G Internet connection. Other devices can be used t o route cell phone calls over a b r o a d b a n d n e t w o r k in order to provide better cellular coverage while indoors.

Antennas W h e n b u y i n g a n e x t e r n a l a n t e n n a f o r a device, b e sure t h e y a r e c o m p a t i b l e . For instance, 802.11n MIMO

routers w i t h t h r e e a n t e n n a s cannot

use

a single a n t e n n a d e s i g n e d f o r 802.11g devices. T h e r e a r e also r a n g e e x t e n d e r s a n d

antennas

designed t o extend t h e r a n g e of a cellular netw o r k , such as t o b o o s t r e c e p t i o n i n s i d e a h o m e

Other Networking Hardware Additional networking h a r d w a r e is often needed to e x tend the range o f a n e t w o r k and to share networking

in o r d e r t o use a cell p h o n e as a p r i m a r y h o m e telephone.

media. R e p e a t e r s are devices t h a t amplify signals along a n e t w o r k . T h e y are necessary whenever signals have

A n t e n n a s c o m e in a variety o f f o r m a t s and are

possible

classified as either directional a n t e n n a s (antennas that

over the n e t w o r k i n g m e d i u m being used. Repeaters

c o n c e n t r a t e the signal in a p a r t i c u l a r area) or o m n i -

are available for b o t h wired a n d wireless n e t w o r k s ;

directional a n t e n n a s ( a n t e n n a s t h a t are equally effec-

repeaters for a wireless n e t w o r k are often called r a n g e

tive in all d i r e c t i o n s ) . D i r e c t i o n a l a n t e n n a s have a far-

e x t e n d e r s . R a n g e e x t e n d e r s usually c o n n e c t wirelessly

ther range than o m n i d i r e c t i o n a l a n t e n n a s , but a m o r e

to travel farther t h a n w o u l d be otherwise

t o the network and repeat the wireless signal to extend

limited delivery a r e a . T h e strength o f an antenna is

coverage of that n e t w o r k outside or to an additional

measured in decibels ( d B ) . F o r a p p l i c a t i o n s where a

floor o f a building, o r t o eliminate dead s p o t s — a r e a s

large W i - F i c o v e r a g e area is needed (such as in a large

within the n o r m a l n e t w o r k range that d o n ' t have cov-

business o r a h o t e l ) , high-gain o u t d o o r antennas c a n

erage. S o m e W D S (Wireless D i s t r i b u t i o n System) wire-

be used (in c o n j u n c t i o n with o u t d o o r range extenders

less access points can be used as range extenders by

and access p o i n t s , if needed) t o e n a b l e the n e t w o r k to

extending the n e t w o r k c o v e r a g e f r o m one access point

span a larger area than the h a r d w a r e would n o r m a l l y

to another.

allow. H i g h - s p e e d c o m m u n i c a t i o n s lines are expensive and a l m o s t a l w a y s have far g r e a t e r c a p a c i t y t h a n a

b r i d g e A device used to connect two LANs. r e p e a t e r A device on a network that amplifies signals. r a n g e e x t e n d e r A repeater for a wireless network. a n t e n n a A device used for receiving or sending radio signals and often used to increase the range of a network.

single device c a n use. B e c a u s e o f t h i s , signals f r o m multiple devices are o f t e n c o m b i n e d a n d sent t o gether to share a single c o m m u n i c a t i o n s m e d i u m . A m u l t i p l e x e r c o m b i n e s the t r a n s m i s s i o n s f r o m several different devices and sends t h e m as o n e m e s s a g e . R e gardless o f h o w the signals are s e n t , w h e n the c o m bined signal r e a c h e s its d e s t i n a t i o n , t h e

Chapter

4 : Computer

Networks

individual

Devices in a Network This is a n e x a m p l e of h o w t h e d e v i c e s discussed in this c h a p t e r m i g h t b e used in a n e t w o r k . A s s h o w n , m a n y d i f f e r e n t t y p e s o f h a r d w a r e a r e used t o c o n n e c t n e t w o r k i n g d e v i c e s .

DIAL-UP CUSTOMER

DIAL-UP CUSTOMER

DIAL-UP CUSTOMER

J )

SCHOOLS OR B U S I N E S S E S W I T H MULTIPLE LANS

m e s s a g e s are s e p a r a t e d f r o m o n e a n o t h e r . M u l t i p l e x -

Multiple analog signals can be sent at one time by using multiple frequencies, and multiple optical signals can be sent at one time by using multiple wavelengths.

ing is f r e q u e n t l y used w i t h

fiber-optic

cables

and

other high-capacity media to increase data throughp u t . F o r i n s t a n c e , if eight signals a r e m u l t i p l e x e d a n d sent t o g e t h e r o v e r e a c h fiber in o n e

fiber-optic

cable,

then the t h r o u g h p u t o f t h a t c a b l e is i n c r e a s e d by a f a c t o r o f eight. A c o n c e n t r a t o r is a type o f multiplexer t h a t c o m bines multiple messages a n d sends them via a single transmission medium in such a w a y that all the

Chapter

4 : Computer

N e tv

individual messages are simultaneously active, instead of being sent as a single c o m b i n e d message. F o r exam-1 pie, ISPs often use c o n c e n t r a t o r s t o c o m b i n e the signals from their conventional dial-up m o d e m customers to be sent over faster c o m m u n i c a t i o n s connections to their Internet destinations.

Practice It Practice It 4-1 H o m e networks—particularly wireless home n e t w o r k s — are becoming very c o m m o n . Suppose that you have a desktop computer and a n o t e b o o k computer, and you want to network the two computers wirelessly. You also want to use a printer with both computers. 1.

Quiz Yourself

Determine the hardware you will need to wirelessly network the t w o c o m p u t e r s and the printer.

1.

Define computer

network.

2.

Create a labeled sketch o f the n e t w o r k .

2.

H o w do GPS receivers determine the receiver's

3.

Create a list o f the hardware you need to acquire.

geographical location?

4.

Describe telecommuting.

4.

W h a t are the three m o s t c o m m o n network

network (excluding the cost o f the computers and the printer). R e c o r d the sources where you found

topologies? 5.

the prices.

W h a t is the difference between a client-server network and a peer-to-peer n e t w o r k ?

6.

Research the a p p r o x i m a t e c o s t o f the hardware to determine the overall cost o f creating the wireless

3.

5.

Prepare a one-page summary o f your

findings

that includes your sketch, and submit it to your

W h a t is a small n e t w o r k designed to c o n n e c t the

instructor.

personal devices for an individual (such as via Bluetooth) called?

Practice It 4-2

7.

W h a t is the world's largest W A N ?

As computers get smaller and devices such as cell phones

8.

W h a t is a virtual private n e t w o r k (VPN)?

have more capabilities, the differences between the vari-

9.

Describe the difference between digital and analog signals.

ous types o f computers are blurring. F o r example, most cell phones are capable o f surfing the W e b , sending and receiving email, as well as m a k i n g and receiving phone

1 0 . W h a t are the three m o s t c o m m o n types o f cables used to create wired n e t w o r k s ?

calls and text messages. 1.

Research W i - F i , W i M A X , and 3 G and 4 G net-

1 1 . W h a t is TCP/IP?

w o r k s . W h i c h type o f n e t w o r k s are used most

1 2 . W h a t is the most widely used standard for wired

often by cell phone users? W h y ?

networks?

2.

1 3 . W h a t is the current standard for wireless networks?

W h i c h type o f network do m o s t laptops use? W h a t a b o u t n e t b o o k s and slate computers?

3.

R e s e a r c h the c o s t o f 3 G d a t a p l a n s with at least t h r e e cell p h o n e c o m p a n i e s . W h a t is the

1 4 . W h a t is an emerging wireless n e t w o r k i n g stan-

a v e r a g e c o s t ? F i n d at l e a s t o n e c o m p a n y t h a t

dard t h a t is faster a n d h a s a g r e a t e r range t h a n

o f f e r s a 4 G d a t a p l a n . H o w d o e s the a v e r a g e

Wi-Fi?

c o s t o f the 3 G d a t a p l a n s c o m p a r e to the c o s t

1 5 . W h a t is Bluetooth?

o f the 4 G d a t a p l a n ?

1 6 . W h a t is a switch?

4.

If you need to transfer a large file from your cell phone or slate computer to a n o t h e r computer,

1 7 . W h a t does a router do?

which type o f network would be the fastest? H o w

1 8 . W h a t is a repeater?

much faster? W h a t conditions might affect download time? 5.

Prepare a one-page summary that answers these questions, and submit it to your instructor.

Chapter

4 : Computer

Networks

2.

On Your Own

for illegal purposes, should the o r g a n i z a t i o n o r person w h o set up the P2P n e t w o r k be respon-

On Your Own 4-1 Internet peer-to-peer (P2P) networking involves sharing files a n d other resources directly with other c o m -

sible? E x p l a i n your answer. 3.

e x c h a n g e d via an Internet P2P n e t w o r k , some content

W o u l d you w a n t to use an Internet P 2 P n e t w o r k ? W h y or w h y not?

puters via the Internet. While some c o n t e n t is legally 4.

(such as movies and music) is exchanged illegally. 1.

If a P 2 P n e t w o r k set up for legitimate use is used

Use the W e b to research m o r e a b o u t B i t T o r r e n t and Gnutella's LimeWire. D o y o u t h i n k these are legitimate P 2 P networks? W h y o r w h y n o t ?

Should Internet P2P networks be regulated to ensure they are used for only legal activities? W h y

5.

Prepare a one-page summary t h a t a n s w e r s these questions, and submit it t o y o u r instructor.

o r w h y not?

ADDITIONAL STUDYTOOLS

Chapter 4 IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study tear-out Chapter Review Card

^

Take practice quiz to prepare for tests

^

Review key term flash cards (online, printable, and audio)

^

Play "Beat the Clock" and "Memory" to quiz yourself

^

Watch the videos "How to Select a Wireless Router," "How to Set Up a Wireless Network," "How to Share a Printer over a Network," and "WiMAX vs. Wi-Fi"

Chapter

4:

Computer

Networks

1001010101

Networks and the Internet -

Introducing the Internet and Email Learning Objectives After studying the material in this chapter,

Introduction

you will be able to:

With the prominence o f the Internet in our personal and professional lives today, it is hard to believe that there was a time not t o o long ago when few people had even heard o f the Internet, let alone used it. But technology is continually evolving. In fact, it is only relatively recently that technology has evolved enough to allow the use of multimedia applications—such as downloading music and movies, watching T V and videos, and playing multimedia interactive g a m e s — o v e r the Internet to become everyday activities. Today, Internet

and World

Wide

Web are household w o r d s , a n d , in many ways, they have redefined h o w people think a b o u t c o m p u t e r s , c o m m u n i c a t i o n s , and the availability o f

LO5.I

Understand h o w the Internet

evolved

LO5.2

Describe c o m m o n Internet

LO5.3

Set up your computer to use

LO5.4

Use Microsoft Internet Explorer

communication methods and activities

the Internet

LO5.5

U

s

e

W i n d o w s Mail

news and information. Despite the popularity o f the Internet, however, many users c a n n o t answer some important basic questions a b o u t it. W h a t makes up the Internet? Is it the same thing as the World Wide Web? H o w did the Internet begin, and where is it heading? H o w can the Internet be used to find specific information? This chapter addresses these types of questions and m o r e .

LO5.1

Evolution of the Internet

T

he Internet is a worldwide collection o f separate, but interconnected, networks accessed

daily by millions o f people using a variety of devices to obtain information, dissemi-

nate information, access entertainment, or c o m m u n i c a t e with others. Although Internet

become

has

a household w o r d only during the past t w o decades or so, it has actually operated in

one form o r a n o t h e r for much longer than that. A R P A N E T The predecessor of the

From ARPANET to Internet2

Internet, named after the Advanced

T h e U.S. Department o f Defense Advanced R e -

Research Projects Agency (ARPA), which

search Projects Agency (ARPA) created A R P A N E T

sponsored its development.

in 1 9 6 9 . O n e objective of the A R P A N E T project

Chapter

5: Introducing

the Internet

and

Email

CHAPTER

In only 20years, Internet and World Wide Web have become household words and ubiquitous tools in our personal, social, and business lives and activities.

was t o create a computer network that would allow researchers located in different places t o c o m m u n i c a t e with each other. A n o t h e r objective w a s t o build a c o m p u t e r network capable o f sending o r receiving data over a variety o f paths to ensure that network c o m m u n i c a t i o n s could c o n t i n u e even if part o f the network w a s destroyed, such as in a nuclear attack or by a natural disaster. Initially, A R P A N E T connected four supercomputers and enabled researchers at a f e w dozen a c a d e m i c institutions t o c o m m u n i c a t e with each other and with government agencies. E x h i b i t 5 - 1 is a sketch o f A R P A N E T that w a s drawn in 1 9 6 9 . As the project grew during the next decade, students were granted access t o A R P A N E T as hundreds o f college and university n e t w o r k s were connected t o it. These networks consisted o f a mixture o f different c o m puters s o , over the years, protocols were developed f o r tying this m i x o f computers and netw o r k s together, for transferring data over the n e t w o r k , and f o r ensuring that data was transferred intact. Additional

net-

w o r k s soon connected t o A R P A N E T , and

began with an experimental

this i n t e r n e t — o r network o f n e t w o r k s —

project called A R P A N E

Internet.

r

eventually evolved into the present-day

Chapter

5: Introducing

the Internet

and

Email

E x h i b i t 5-1

met

Hand-drawn sketch of ARPANET

today is t h e result of the evolution o f ^ ^ ^ ^ ^ reation of the ^ W i d e M (WWW).

1

decades because (1) it required a c o m p u t e r and (2) it was hard to use (see the left image in E x h i b i t 5 - 2 ) . As always, however, c o m p u t e r and networking technology improved and new applications quickly followed. Then,

in

1989,

named T i m T

H

e

AtfA

a

researcher

Berners-Lee

pro-

posed the idea o f the World

******

W i d e W e b ( W W W ) . He envisioned the W o r l d Wide Web as

PEC

2

a way to organize information

W<1

in the f o r m o f pages linked together through selectable text or images (today's hyperlinks) on _ _ _ _ _ _

the

screen. Although

the

introduction o f Web pages did not replace all other Internet resources, such as email

and

T h e Internet infrastructure can be used for a vari-

collections o f downloadable files, it became a popular

ety of purposes, such as researching topics of interest;

way for researchers to provide written information to

exchanging email and instant messages; participating

others.

in videoconferences and making telephone calls; down-

In 1 9 9 3 , a group of professors and students at the

loading software, music, and movies; purchasing goods

University o f Illinois N a t i o n a l C e n t e r for Supercom-

and services; watching T V and video online; accessing

puting Applications ( N C S A ) released the M o s a i c W e b

computers remotely; and sharing files with others. M o s t

browser. Soon after, use of the W o r l d Wide Web be-

o f these activities are available through the primary In-

gan to increase dramatically because Mosaic's graphi-

ternet resource—the World Wide W e b .

cal user interface and its ability to display images on Web pages made using the World Wide Web both easier and more fun than in the past. Today's Web pages are

The World Wide Web

a true multimedia, interactive experience, as shown in

In its early years, the Internet was used primarily by

the right image in E x h i b i t 5 - 2 . T h e y can contain text,

the government, scientists, and educational institutions.

graphics, animation, sound, video, and three-dimen-

Despite its popularity in academia and with govern-

sional virtual reality objects.

ment researchers, the Internet went virtually unnoticed

A growing number of today's Web-based applica-

by the public and the business c o m m u n i t y for over t w o

tions and services are referred to as Web 2 . 0 applications.

Chapter

5: Introducing

the Internet

and

Email

E x h i b i t 5-2

Internet

The Internet: Then and Now

I n t e r n e t 2 is a c o n s o r t i u m o f r e s e a r c h e r s , e d u c a t o r s , and t e c h n o l o g y leaders f r o m in-

^ ^ ^ ^ ftp>dir 100 port cofwand successful 300 opening ASCII mode data connection for file list EH15 readie.txt Hon Apr 10 1:S2:04 1110 322S1 pkzip.exe Tues Sept L 0

dustry, g o v e r n m e n t , a n d the

ITCRC;

•

mSb?l iis-zip Sun Jan 17 ID:]

rfc M2D transfer complete ftp>cd rfc SDD cud command successful ftp>get rfc-contents-txt co itents.txt

international

community

that is dedicated t o the development o f r e v o l u t i o n a r y Internet t e c h n o l o g i e s . Internet2 uses h i g h - p e r f o r m a n c e n e t w o r k s linking over 2 0 0 m e m b e r institutions t o deploy and test n e w n e t w o r k applications

and

capabili-

ties. H o w e v e r , the I n t e r n e t 2 EARLY 1990S

n e t w o r k is n o t a n e w net-

TODAY

w o r k designed t o

eventu-

ally replace the I n t e r n e t — i t is simply

a

research

and

Although there is no precise definition, Web 2 . 0 generally

development tool t o help create t e c h n o l o g i e s t h a t en-

refers to applications and services that use the Web as a

sure the Internet in the future can handle t o m o r r o w ' s

platform t o deliver rich applications that enable people to

applications. M u c h o f I n t e r n e t ! research is f o c u s e d on

collaborate, socialize, and share information online. Some

speed. F o r instance, the Internet2 L a n d Speed R e c o r d is

Web 2 . 0 applications include cloud computing, social net-

an ongoing contest for the highest-bandwidth e n d - t o -

working sites, podcasts, blogs, and wikis.

end n e t w o r k . T h e current record is an average speed o f

T h e W e b is only part o f the Internet, but it is by far the m o s t widely used part. Today, m o s t c o m p a n i e s

9 . 0 8 G b p s while transferring 2 0 . 4 2 T B o f d a t a a c r o s s a b o u t 3 0 , 0 0 0 miles o f n e t w o r k .

regard their use o f the Internet and their World Wide W e b presence as indispensable competitive

business

tools, and m a n y individuals view the I n t e r n e t — a n d es-

The Internet Community Today

pecially the W e b — a s a vital research, c o m m u n i c a t i o n s ,

T h e Internet c o m m u n i t y today consists o f individuals, businesses, and a variety o f o r g a n i z a t i o n s located

and e n t e r t a i n m e n t medium.

t h r o u g h o u t the w o r l d . Virtually a n y o n e with a c o m puter o r other W e b - e n a b l e d device c a n be p a r t o f the Internet, either as a user or as a supplier o f i n f o r m a t i o n

The Internet Is Not the World Wide Web E v e n t h o u g h m a n y p e o p l e use t h e t e r m s a n d Web

Internet

interchangeably, they are not t h e same

o r services. M o s t members o f the Internet c o m m u n i t y fall into one or m o r e of the following g r o u p s : ^

U s e r s — P e o p l e w h o use the Internet t o retrieve c o n t e n t or perform online activities, such as t o l o o k up a telephone number, read the day's news

t h i n g . Technically, t h e I n t e r n e t is t h e physical n e t w o r k , a n d t h e W e b is t h e c o l l e c t i o n of W e b p a g e s accessible o v e r t h a t n e t w o r k . A m a j o r i t y o f I n t e r n e t a c t i v i t i e s t o d a y t a k e p l a c e via W e b p a g e s , b u t I n t e r n e t resources o t h e r t h a n t h e W e b a r e n o t accessed via a W e b b r o w s e r . For instance, files c a n b e u p l o a d e d a n d d o w n l o a d e d using a n FTP (File Transfer P r o t o c o l ) p r o g r a m a n d c o n v e n t i o n a l e m a i l c a n b e accessed using a n e m a i l p r o g r a m .

e Internet, a c c o r d i n g t o t h e P e w Internet & A m e r i c a n Life Project, is used by approximately 75 percent o f the U . S . population.

/

headlines or top stories, b r o w s e through an online c a t a l o g , make an online p u r c h a s e , d o w n l o a d a

^

^

Application service providers (ASPs)—The c o m p a n i e s that manage and distribute Web-based

music file, watch an online video, m a k e a p h o n e

software services to customers over the Internet.

call, or send an email message.

Instead o f providing access t o the Internet like ISPs d o , ASPs provide access t o software applica-

I n t e r n e t service p r o v i d e r s (ISPs)—Businesses or other organizations, including telephone, cable,

tions via the Internet. C o m m o n ASP applications

and satellite c o m p a n i e s , that provide Internet ac-

for businesses include office suites, collaboration

cess to others, typically for a fee. Exhibit 5 - 3 shows

and c o m m u n i c a t i o n s s o f t w a r e , accounting pro-

the logos o f some o f these c o m p a n i e s . Regardless

grams, and e-commerce s o f t w a r e .

o f their delivery m e t h o d and geographical coverage, ISPs are the o n r a m p t o the Internet, providing

^

I n f r a s t r u c t u r e c o m p a n i e s — T h e enterprises that own or operate the paths or " r o a d w a y s " along

their subscribers with access t o the World Wide

which Internet data travels, such as the Internet

Web, email, and other Internet resources. Some

backbone and the c o m m u n i c a t i o n s networks con-

ISPs also provide proprietary online services avail-

nected to it. Examples o f infrastructure companies

able only t o their subscribers.

include conventional and mobile phone companies, cable companies, and satellite Internet providers.

E x h i b i t 5-3 ISP logos

^

H a r d w a r e a n d s o f t w a r e c o m p a n i e s — T h e organizations that m a k e and distribute the products

^at&t

used with the Internet and Internet activities. For e x a m p l e , companies that create o r sell the software used in c o n j u n c t i o n with the Internet, such

verizon

as W e b browsers, email p r o g r a m s , e-commerce and multimedia software, and W e b development

(comcast.

tools, fall into this category. S o , t o o , do the com-

HUGHES

panies that m a k e the h a r d w a r e , such as network adapters, m o d e m s , cables, routers, servers, com-

Connect to the future:

puters, and mobile p h o n e s , for instance, that is

clearwre

0

E a r t h Link'

used with the Internet. ^

G o v e r n m e n t s — T h e ruling bodies of countries that can pass laws limiting both the information made

wireless broadband

available via Web servers located in a particular country and the access individuals residing in that country have to the Internet. F o r example, in France,

Use of the AT&T logo is granted under permission by AT&T Intellectual Property.; Courtesy of Verizon

Communications; Comcast; Hughes Network Systems, LLC; EarthLink, Inc.; and Clearwire

it is illegal to sell items or post online content related to racist groups or activities. In China, tight controls are imposed on what information is published on

I n t e r n e t c o n t e n t p r o v i d e r s — T h e suppliers o f the i n f o r m a t i o n t h a t is available through the

Web servers located in China, as well as on the in-

Internet. Internet c o n t e n t providers can be c o m -

formation available to its citizens. And in the United

mercial businesses, nonprofit organizations,

States, anything illegal offline is illegal online.

educational institutions, individuals, and m o r e .

^

K e y I n t e r n e t o r g a n i z a t i o n s — O t h e r organizations that are responsible for m a n y aspects o f the

I n t e r n e t service p r o v i d e r (ISP) A business or other organization that provides Internet access to others, typically for a fee.

Internet. F o r e x a m p l e , the Internet Society ( I S O C ) provides leadership in addressing issues that may impact the future o f the Internet. It also oversees

I n t e r n e t c o n t e n t p r o v i d e r A person or an organization that

the groups responsible for Internet infrastructure

a p p l i c a t i o n s e r v i c e p r o v i d e r (ASP) A company that manages

that can be used and h o w Internet addresses

provides Internet content.

standards, such as determining the p r o t o c o l s

and distributes software-based services over the Internet.

are constructed. I C A N N (Internet C o r p o r a t i o n for Assigned N a m e s and N u m b e r s ) c o o r d i n a t e s

Chapter

5: Introducing

the Internet

and

Email

Who's in Charge of the Internet and the World Wide Web? O n e r e m a r k a b l e characteristic of b o t h t h e I n t e r n e t a n d

and coordinating communications a m o n g

W o r l d W i d e W e b is t h a t t h e y a r e n o t o w n e d by a n y

networks connected t o the Internet. G o v e r n -

p e r s o n o r business, a n d n o s i n g l e p e r s o n , business, or

m e n t s in e a c h c o u n t r y

o r g a n i z a t i o n is in c h a r g e . E a c h n e t w o r k c o n n e c t e d t o

r e g u l a t e t h e c o n t e n t a n d use of t h e I n t e r n e t

t h e I n t e r n e t is privately o w n e d a n d m a n a g e d i n d i v i d u -

w i t h i n t h e i r b o r d e r s , as a l l o w e d by t h e i r l a w s .

have the p o w e r

th to

ally by t h a t n e t w o r k ' s a d m i n i s t r a t o r , a n d t h e p r i m a r y

However,

i n f r a s t r u c t u r e t h a t m a k e s u p t h e I n t e r n e t b a c k b o n e is

stacles g e t t i n g l e g i s l a t i o n passed i n t o l a w — l e t

legislators o f t e n f a c e serious o b -

t y p i c a l l y o w n e d by c o m m u n i c a t i o n s c o m p a n i e s , such as

a l o n e g e t t i n g it e n f o r c e d . M a k i n g g o v e r n m e n t a l

t e l e p h o n e a n d c a b l e c o m p a n i e s . T h e closest t h e I n t e r -

t r o l e v e n h a r d e r is t h e " b o m b p r o o f " d e s i g n o f t h e I n -

n e t c o m e s t o h a v i n g a g o v e r n i n g b o d y is a g r o u p o f o r -

t e r n e t itself. If a g o v e r n m e n t tries t o block access t o o r

g a n i z a t i o n s , i n c l u d i n g t h e ISOC, I C A N N , a n d W 3 C , t h a t

f r o m a specific c o u n t r y or W e b site, f o r e x a m p l e , users

a r e i n v o l v e d w i t h issues such as e s t a b l i s h i n g t h e p r o -

c a n use a t h i r d party, such as a n i n d i v i d u a l l o c a t e d in

con-

tocols used o n t h e Internet, making recommendations

a n o t h e r c o u n t r y or a d i f f e r e n t W e b site, t o c i r c u m v e n t

for changes, and encouraging cooperation

t h e block.

between

activities related to the Internet's naming system,

G o o g l e T a l k ; Web-based messaging services such as

such as IP address allocation and domain n a m e

M e e b o . c o m or W e b versions o f A I M , Y a h o o ! M e s s e n -

m a n a g e m e n t . T h e World W i d e W e b C o n s o r t i u m

ger, or G o o g l e T a l k ; or other online c o m m u n i c a t i o n s

( W 3 C ) is a group of over 4 5 0 organizations dedi-

programs that support instant messaging. O r i g i n a l l y a

c a t e d t o developing new p r o t o c o l s and specifica-

popular c o m m u n i c a t i o n s method a m o n g friends, I M

tions t o p r o m o t e the evolution o f the W e b and

has also b e c o m e a valuable business t o o l . I n s t a n t mes-

t o ensure its interoperability. In addition, many

saging capabilities are also sometimes integrated into

colleges and universities support Internet research

W e b pages, such as to ask questions o f a c u s t o m e r ser-

and m a n a g e blocks of the Internet's resources.

vice representative or to start a c o n v e r s a t i o n with o n e o f your friends via a social networking site; this type o f messaging is sometimes referred to as c h a t .

LO5.2

I

Beyond Browsing and Email

Text m e s s a g i n g is a f o r m o f messaging frequently

used by mobile phone users. Also called S h o r t M e s s a g e Service o r S M S , text messaging is used t o send short

n addition to basic browsing and email, m a n y other activities c a n take place via the Internet. Although

originally the programs that supported these various types o f online c o m m u n i c a t i o n s were dedicated to a single t a s k , today's programs often can be used for a variety o f types o f online c o m m u n i c a t i o n s .

^

^ ^ ^ ^ ^ ^ ^ ^ Instant messaging ( I M ) uses presence technology, w h i c h allows one c o m p u t i n g device t o

Other Types of Online Communications

identify the status o f another.

I n s t a n t m e s s a g i n g ( I M ) allows you to e x c h a n g e real-

time typed messages with people on your buddy l i s t — i n s t a n t m e s s a g i n g (IM) A way of exchanging real-time

a list of individuals such as family, friends, and business associates w h o m you specify. Instant

( I M s ) can be sent via computers and mobile phones using

installed

Windows

Live

messaging Messenger,

programs Yahoo!

such

typed messages with other individuals.

messages as

AIM,

Messenger,

t e x t m e s s a g i n g A way of exchanging real-time typed messages with other individuals via a cellular network and, typically, cell phones.

or

Chapter

5 : Introducing

the

(less than 1 6 0 characters) text-based messages via a cel-

from c o m p u t e r t o computer, such as by starting a voice

lular network. T h e messages are typically sent t o the

conversation with an online buddy using an I M pro-

recipient via his or her m o b i l e p h o n e number.

gram and a headset or m i c r o p h o n e connected to the

T w e e t i n g , sometimes referred t o as microblogging,

computer. C o m p u t e r - t o - c o m p u t e r calls, such as via the

is a free service that allows members (both individu-

popular Skype service, as well as via messaging pro-

als and businesses) to post short (up to 1 4 0 characters)

grams that support voice calls, are generally free. Often

updates—called t w e e t s — a b o u t what they are doing at

calls c a n be received from o r m a d e t o conventional o r

any moment. T h e updates can be sent via text message,

mobile phones f o r a small fee, such as t w o cents per

I M , email, or even X b o x (see Exhibit 5 - 4 ) , and are posted

minute for domestic calls.

to the member's Twitter.com page. Tweet updates can

M o r e p e r m a n e n t VoIP s e t u p s — s o m e t i m e s referred

also be sent t o your friends' mobile phones if they have

to as digital voice, b r o a d b a n d p h o n e , o r Internet phone

set up their accounts t o follow you via text. Members can

service—are designed to replace c o n v e n t i o n a l landline

also search the Twitter W e b site to find tweets o f interest.

phones

in h o m e s

and businesses. VoIP

is offered

through some ISPs, such as c a b l e , telephone, and E x h i b i t 5-4

mobile

Twitter

phone

companies;

it

is

also

through

offered dedicated

VoIP providers, such as

Vonage.

Perma-

nent VoIP setups require

a

broadband

Internet

connection

and

a VoIP

phone

adapter, also

called

an

phone

Internet

adapter,

that

between

a

goes

conven-

tional phone and a b r o a d b a n d router, as shown in Exhibit 5 - 5 . Once

your

phone

calls

are

routed

through your phone adapter

and router

t o the Internet, they travel t o the recipient's

phone,

which

c a n be another VoIP Internet telephony is the original industry term for

phone, a mobile p h o n e , o r a landline phone. VoIP

the process o f placing telephone calls over the Internet.

phone adapters are typically designed for a specific

Today, the standard term f o r placing telephone calls

VoIP provider. W i t h these m o r e permanent VoIP set-

over the Internet o r any other type o f data network is

ups, most users switching f r o m landline phone service

V o i c e o v e r I n t e r n e t P r o t o c o l ( V o I P ) and it can t a k e m a n y

can keep their existing telephone number.

forms. At its simplest level, VoIP calls c a n take place

T h e biggest advantage o f VoIP is cost savings, such as unlimited local and long-distance calls for as little as $ 2 5 per m o n t h , or cable and VoIP services bundled

t w e e t i n g Sending short status updates about your

together for a b o u t $ 5 0 per m o n t h . O n e o f the biggest

current activities via the Twitter service.

disadvantages o f VoIP at the present time is that it does

V o i c e o v e r I n t e r n e t P r o t o c o l (VoIP) The process of

not function during a power outage o r if your Internet

placing telephone calls via the Internet.

connection goes down.

W e b c o n f e r e n c e A face-to-face meeting taking place via the Web.

W e b conferences typically take place via a personal computer or mobile phone and are used by businesses

Chapter

5: Introducing

the Internet

and

Email

E x h i b i t 5-5

How VoIP works

your Face-book p a g e t o the individuals you

identift.

W///MWMMM/

THE INTERNET.

locations, as well as for e m p l o y e e training, sales presentations, c u s t o m e r s u p p o r t , a n d

1. A conventional phone is plugged into a VoIP adapter, which is connected to a broadband modem.

3HB j

other business applications. W e b i n a r s (Web seminars) are similar to W e b conferences, but typically have a designated presenter and an audience. A l t h o u g h interaction with the audience is usually included, a Webinar is typically m o r e o n e - w a y c o m m u n i c a t i o n than a W e b c o n f e r e n c e . A social n e t w o r k i n g s i t e c a n

. Calls coming from the VoIP phone travel over the Internet to the recipient's phone.

be l o o s e l y

defined as any site that creates a c o m m u nity o f individuals w h o c a n c o m m u n i c a t e with and/or share i n f o r m a t i o n another.

Some

examples

are

with

one

MySpace

and F a c e b o o k , which a l l o w users t o p o s t

and individuals. Basic Web conferences, such as a video

information

call between individuals as in E x h i b i t 5 - 6 , can be per-

M e e t u p . c o m , which connects people with

f o r m e d via any online c o m m u n i c a t i o n s p r o g r a m , such

hobbies and interests; video sharing sites like Y o u T u b e ;

as an instant messaging program, that supports video

and p h o t o sharing sites like Flickr and F o t k i . Social

p h o n e calls. Business Web conferences that require mul-

networking can be performed via personal c o m p u t e r s ,

tiple participants or other c o m m u n i c a t i o n tools, such

though the use o f mobile social n e t w o r k i n g — s o c i a l net-

as a shared w h i t e b o a r d or the ability for attendees to

w o r k s accessed with a mobile phone or o t h e r m o b i l e

share the c o n t e n t on their c o m p u t e r screens, may need

device—is growing rapidly. In fact, J u p i t e r

to use W e b conferencing software or services instead.

predicts the n u m b e r of active m o b i l e social n e t w o r k -

Business W e b conferencing is often used for meetings

ing users will rise from 5 4 million t o d a y to 7 3 0 mil-

between individuals located in different geographical

about

themselves

for

others

to

read;

common

Research

lion in five years, and M y S p a c e expects half o f its traffic to c o m e from mobile devices within a few years. S o m e reasons for this include that m o s t individuals c a r r y a

E x h i b i t 5-6

Web conferencing

mobile p h o n e with them all the t i m e , m a n y individuals like to c o m m u n i c a t e with others via the W e b while they are on the g o , and the use o f a m o b i l e p h o n e enables location applications to be integrated into the social networking experience. Social networking sites are used m o s t often t o c o m municate with existing friends. F a c e b o o k , for instance (shown in E x h i b i t 5 - 7 ) , allows you to post p h o t o s , videos, music, and other content. Y o u c a n also c h a t with

W e b i n a r A seminar presented via the Web. social n e t w o r k i n g site A site that enables a community of individuals to communicate and share information.

Chapter

5: Introducing

the Internet

and

Email

E x h i b i t 5-7

Social networking sites

MARK ZUCKCRBCRG • <*««<,

facebook

PERSONAL PROFILING SITES Allow individuals to post information about themselves, link pages with friends, exchange messages, and so forth.

«O

. %C

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BUSINESS NETWORKING SITES Help businesspeople find business contacts, potential new employees and clients, dinner and traveling partners during business trips, and so forth.

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1* F a c e b o o k friends w h o are currently online, and publish

sites include sites designed for children and families,

notes and status updates o n your F a c e b o o k wall, as

such as to e x c h a n g e m e s s a g e s , view online tasks lists,

well as the walls o f your friends' F a c e b o o k pages.

and access a shared family calendar.

In addition t o being

used f o r personal

activi-

ties, social n e t w o r k i n g sites t o d a y are also viewed as a business m a r k e t i n g t o o l . F o r instance, M y S p a c e , F a c e b o o k , and Y o u T u b e are often used by businesses,

Blogs, UVikis, and Other Types of Online Writing

political c a n d i d a t e s , e m e r g i n g m u s i c i a n s , and other

A b l o g — a l s o called a W e b l o g — i s a W e b page that

professionals or p r o f e s s i o n a l o r g a n i z a t i o n s to increase

c o n t a i n s short, frequently updated entries in c h r o n o -

their online presence. T h e r e are also business social

logical order, typically as a m e a n s o f expression o r

n e t w o r k i n g sites designed f o r business

networking.

c o m m u n i c a t i o n (see E x h i b i t 5 - 8 ) . In essence, a blog

T h e s e sites (such as L i n k e d l n s h o w n in E x h i b i t 5 - 7 )

is an online personal j o u r n a l accessible t o the public

for recruiting n e w e m p l o y e e s , finding new

that is usually created and updated by o n e individual.

are

used

j o b s , building p r o f e s s i o n a l c o n t a c t s , and o t h e r busi-

Blogs are written by a wide variety o f i n d i v i d u a l s —

ness activities. O t h e r specialized social

including ordinary people, as well as celebrities, writ-

networking

ers, students, and experts on p a r t i c u l a r s u b j e c t s — a n d can be used to post personal c o m m e n t a r y , research upb l o g A Web page that contains short, frequently updated

dates, c o m m e n t s on current events, political opinions^

entries in chronological order, typically by just one individual.

celebrity gossip, travel diaries, television s h o w r e c a p s , and m o r e .

Chapter

5: Introducing

the Internet

and Email

Understanding E-Commerce O n l i n e shopping and online investing are examples o f

i t e m s f o r sale o n a n a u c t i o n site, such as e B a y o r Y a h o o !

e-commerce—online

A u c t i o n s , a n d p a y a small listing f e e a n d a c o m m i s s i o n

financial

transactions.

It is v e r y

c o m m o n t o d a y t o o r d e r p r o d u c t s , b u y a n d sell stock,

to

p a y bills, a n d m a n a g e f i n a n c i a l a c c o u n t s o n l i n e . H o w -

c a n visit t h e a u c t i o n site a n d e n t e r

t h e auction

site

if t h e i t e m

is s o l d .

Individuals

bids o n a u c t i o n

ever, since o n l i n e f r a u d , c r e d i t c a r d f r a u d , a n d i d e n t i t y

items until t h e e n d o f t h e auction. A n o t h e r

t h e f t (a s i t u a t i o n in w h i c h s o m e o n e g a i n s e n o u g h p e r -

w a y t o p u r c h a s e i t e m s f r o m o t h e r i n d i v i d u a l s is v i a o n -

sonal

information

t o pose as a n o t h e r person)

a r e con-

tinuing

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line classified a d s , s u c h as t h o s e f- HORN*

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card

payment

service

such

PayPal

whenever

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services

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possible w h e n p u r chasing

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all t h e i r a c c o u n t s , v i e w

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activities.

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customers t o check balances o n

t i c i p a t i n g in o n l i n e

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is i m p o r t a n t t o b e

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9 Internet | Protected Mode: Of

to the

Internet & A m e r i c a n

Life

Project, close t o o n e - h a l f o f a l l U.S. a d u l t s n o w b a n k o n l i n e .

t h a t a n y f r a u d u l e n t activities can b e d i s p u t e d . Also, be sure t o enter your p a y m e n t information only o n

B u y i n g a n d selling stocks, b o n d s , m u t u a l f u n d s , a n d

a secure W e b p a g e (look for a URL t h a t begins w i t h

o t h e r t y p e s o f securities is r e f e r r e d t o as o n l i n e i n v e s t -

https

instead of

http).

Online

f i n a n c i a l a c c o u n t s s h o u l d also b e p r o t e c t e d w i t h s t r o n g user

of 0* QTOAMcWTRAfct

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clude t h e ability t o o r d e r sales a n d p u r chases;

access

formance

per-

histories,

corporate news, and

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billion by 2012. O n l i n e auctions are t h e most c o m m o n w a y t o pur-

nmm

requires

online

Common

ture, and more, and download-

W e b p a g e s . Forrester Research

see

stock q u o t e c a p a b i l -

both

physical products, such as c l o t h -

movies, music, a n d e-books, via

it is

to

ities o n m a n y s e a r c h OILETWOLUO

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m e n t i n f o r m a t i o n ; a n d set u p a n o n l i n e p o r t f o l i o t h a t displays t h e status of t h e stocks y o u specify.

e-commerce Online financial transactions.

Chapter

5 : Introducing

the Internet

and

Email

E x h i b i t 5-8

An example of a blog

ZAC'S BLOG - WINDOWS INTERNET EXPLORER ^ <jf Favorites

http://www.zacsunderland.com/blog/index.html

| *T | X | \11 Google FIL •

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ZAC'S

BLOG

MY NAME I S ZAC SUNDERLAND AND I AM 17 YEARS O L D . I DEPARTED JUNE 14TH FROM MARINA DEL REY, C A L I F O R N I A IN AN ATTEMPT TO BECOME THE YOUNGEST PERSON TO CIRCUMNAVIGATE T H E WORLD ALONE BY YACHT. ON JULY 1 6 T H , 2009 13 MONTHS L A T E R , I SUCCESSFULLY C O M P L E T E D MY M I S S I O N . T H I S BLOG I S THE RECORD OF MY YEAR AT SEA ALONE. ®2009 ZAC SUNDERLAND A L L RIGHTS RESERVED

Ads by Google

I SALE

CREW NEEDED CREW FMDER

BODRUM BOAT

SATTMQ ^RC A B O U T ME

THURSDAY, AUGUST 27, 2009 MARINA DEL REY, CALIFORNIA, UNITED

CONGRATULATIONS MIKE! I HAVEN'T HAD TIME FOR MUCH SIGHTSEEING SINCE TOUCHING DOWN IN NEW

EW MY COMPLETE

YORK THIS TIME. I HAVE BEEN IN MEETINGS SINCE I ARRIVED. IT'S ALL GOOD AS I AM NAVIGATING MY WAY THROUGH A MAJOR CHANGE IN MY LIFE SINCE RETURNING FROM MY SOLO SAIL AROUND THE WORLD.

P R E V I O U S POSTS I HEAR THAT CONGRATULATIONS ARE IN ORDER FOR FELLOW SOLO SAILOR. MIKE

CONGRATULATIONS MIKEL

PERHAM. GOOD ON VA MIKE AND ALL THE BEST FOR VOU AND VOUR FAMILY

BEAUTIFUL VIRGINIA BEACH

9

9

Internet | Protected Mode: Off

Blogging s o f t w a r e , available via blogging sites such

politicians, and individuals today. O n e new ethical issue

as EAogger.com, is usually used to easily create and pub-

surrounding blogging relates to bloggers w h o are paid to

lish blogs and blog updates t o the W e b . Blogs are also

blog about certain products. Although some Web sites

frequently published on s c h o o l , business, and personal

that match up bloggers with advertisers require that the

W e b sites. Blogs are usually updated frequently, and

blogger reveal that he or she receives payment for "spon-

entries can be posted via c o m p u t e r s , email, and mobile

s o r e d " posts, some believe that commercializing blog-

phones. Blogs often contain text, p h o t o s , and video clips.

ging will corrupt the blogosphere. O t h e r s , however, view

With their growing use and audiences, bloggers are beginning to have increasing influence on businesses,

it as a natural evolution o f w o r d - o f - m o u t h advertising. Another form o f online writing sometimes used for educational purposes is the w i k i . W i k i s , named for the H a w a i i a n phrase wiki

wiki

m e a n i n g quick, are a w a y

o f creating and editing c o l l a b o r a t i v e W e b pages quickly and easily. Similar to a blog, the c o n t e n t on a wiki page

W o r d t o c r e a t e blog

can be edited and republished to the W e b just by press-

t

ing a Save or Submit button. However, wikis are intended to be modified by others and so are especially appropriate for c o l l a b o r a t i o n , such as for class Web

w i k i A collaborative Web page that is

pages or group projects. T o protect the content o f a

designed to be edited and republished by

wiki from sabotage, the entire wiki or editing privileges

variety of individuals.

for a wiki can be password protected.

\\\\

C ha PRE

n6

Email

E x lh i b i t 5-9

Wikipedia

& Wikipedia, the free encyclopedia - Windows Internet Explorer * 4

| W http://en.wikipedia.org/v-/i h/M aIn_Page

Favorites

|» l Goog/e f

\\' Wikipedia, the free encyclopedia

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discussion

W e l c o m e

to

Wikipedia,

2,875,646 articles in English The Free kncyclopedij navigation • Main page • Contents

• Featured content

Overview • Editing • Questions • Help

[ Go 1 [ Search |

Community portal

• Recent changes

• Contact Wikipedia

• Donate to Wikipedia Help

Arts

•

Biography • Mathematics • Technology

•

Geography • Science

• History

• Society • All portals

Contents • Categories • F eatured content • A-Z index

In t h e n e w s N A S A launches

Eli Lilly (1838-1898) was a

search

|

•

T o d a y ' s featured article

• Random article

About Wikipedia

Safety •

The English Wikipedia thanks its contributors for creating over 2,500 featured articles.

• Current events

interaction

Page •

view source] | history

the free encyclopedia that anyone can edit.

WIKIPEDIA

•

. 1 Log in / create account

y e w continued donations keep Wikipedia running* main page

m

soldier, pharmaceutical

Space Shuttle

chemist, industrialist, and

Atlantis STS-125

founder of the Eli Lilly and

(pictured}, the fifth

Company pharmaceutical

and final servicing

corporation. Lilly enlisted in the

mission to the

Union Army during the American Civil War, he

Hubble Space Telescope.

recruited a company of men to serve with him, and

Artillery shelling by the Sri Lanka

was later promoted to colonel and given command

Army kills at least 378 civilians and

of a force of cavalry. After the war, he attempted to

injures over 1,000 others in the safe

run a plantation in Mississippi but failed and

zone in Sri Lanka.

returned to his pharmacy profession after the death

In ice hockey, Russia wins the 2009

%

Internet | Protected Mode: Off

O n e o f the largest wikis is W i k i p e d i a

(shown

in

Product, Corporate, Government, and Other Information

E x h i b i t 5 - 9 ) , a free online e n c y c l o p e d i a t h a t

contains

T h e W e b is a v e r y useful t o o l f o r l o c a t i n g p r o d -

a r e s p o n s i b l e manner, there a r e i n s t a n c e s o f e r r o n e o u s

over eight million articles w r i t t e n in 2 5 0 l a n g u a g e s , is updated by m o r e t h a n 7 5 , 0 0 0 active c o n t r i b u t o r s , a n d is visited by hundreds o f t h o u s a n d s o f individuals e a c h day. W h i l e m o s t W i k i p e d i a c o n t r i b u t o r s edit articles in

uct a n d c o r p o r a t e i n f o r m a t i o n . M a n u f a c t u r e r a n d

i n f o r m a t i o n being added t o W i k i p e d i a pages i n t e n t i o n -

r e t a i l e r W e b sites o f t e n i n c l u d e p r o d u c t specifica-

ally. As with a n y r e s o u r c e , visitors s h o u l d carefully eval-

tions, instruction manuals, a n d other information

uate the c o n t e n t o f a W i k i p e d i a a r t i c l e b e f o r e r e f e r e n c -

t h a t is u s e f u l t o c o n s u m e r s b e f o r e o r a f t e r t h e y

ing it in a r e p o r t , W e b page, o r o t h e r d o c u m e n t .

p u r c h a s e a p r o d u c t . T h e r e a r e also n u m e r o u s c o n -

An e - p o r t f o l i o , also called an e l e c t r o n i c p o r t f o l i o o r

s u m e r r e v i e w sites, such as E p i n i o n s . c o m , t o h e l p

digital p o r t f o l i o , is a collection o f an individual's w o r k

purchasers e v a l u a t e their options before buying a

accessible

p r o d u c t o n l i n e o r in a physical s t o r e . F o r investors

a r e typically linked t o a c o l l e c t i o n o f

a n d consumers, a variety of corporate information

information,

through

such

a Web

site. T o d a y ' s

as resumes, p a p e r s ,

e-portfolios

student-related projects,

and

is a v a i l a b l e o n l i n e , f r o m b o t h c o m p a n y W e b sites a n d sites, such as h o o v e r s . c o m , t h a t o f f e r f r e e o r fee-based corporate information.

e-portfolio A collection of an individual's work accessible via the Web.

Chapter

5:

Introducing

the

Internet

and

Email

E x h i b i t 5-10

Managing cookies

o t h e r original works. S o m e e-portfolios are used for a single course; others are designed t o be used and updated throughout a student's educational career, culminating in a comprehensive collection o f information that can be used as a job-hunting tool.

Cookies M a n y Web pages today use cookies—small text files that are stored on your hard drive by a Web server—to identify return visitors and their preferences. Although some individuals view all cookies as a potential invasion o f privacy, Web sites can read only their own cookie files and the use of cookies can provide some benefits to consumers. For example, cookies can enable a Web site to remember preferences for customized Web site content, as well as to retrieve a

shopping

cart

containing

items selected during a previous session. Some Web sites also use cookies to keep track o f which pages on their Web

the domain that the c o o k i e belongs t o . In addition, a

sites each person has visited, in order to recommend prod-

c o o k i e contains either personal information that you

ucts on return visits that match that person's interests. A

entered while visiting the W e b site o r an ID number as-

use of cookies that is more objectionable to some is the use

signed by the W e b site that allows the W e b site's server

of third-party cookies, which are cookies placed on your

t o retrieve your personal i n f o r m a t i o n from its database.

hard drive by a company other than the one associated

You can look at c o o k i e s stored on your computer's

with the Web page that you are viewing—typically a Web

hard drive, although sometimes deciphering the infor-

advertising company. Third-party cookies target advertise-

mation contained in a c o o k i e file is difficult. Internet

ments to Web site visitors based on their activities on the

Explorer users can view and delete cookies and other

site, such as products viewed or advertisements clicked.

temporary files by using Internet Explorer's Tools menu

T h e information stored in a c o o k i e file typically in-

to open the Internet O p t i o n s dialog b o x and selecting

cludes the name of the c o o k i e , its expiration date, and

the appropriate options in the Browsing history section on the General t a b . T h e Privacy t a b in this dialog b o x

c o o k i e A small file stored on a user's hard drive by a Web

(shown in E x h i b i t 5 - 1 0 ) can be used t o specify which

server; commonly used to identify personal preferences and

types o f cookies (if any) are allowed to be used, such

settings for that user.

as permitting the use o f regular c o o k i e s but not third-

t h i r d - p a r t y c o o k i e A cookie placed on your hard drive by a

party c o o k i e s or cookies using personally identifiable

company other than the one associated with the Web page that you are viewing.

information. Be aware that turning o f f c o o k i e s entirely might m a k e some features—such as a shopping c a r t — on some W e b sites inoperable.

Chapter

5:

Introducing

the

Internet

and

Email

M o s t users w h o have a c c e s s t o

Tracking Cookies Cookies

that

attempt

to

track

a personal c o m p u t e r such as a

your

activities

across a W e b site or t h e W e b sites b e l o n g i n g t o a n a d v e r t i s i n g n e t w o r k a r e r e f e r r e d t o as t r a c k i n g c o o k i e s . If y o u r security

software

includes

t r a c k i n g c o o k i e p r o t e c t i o n , b e sure it is e n a b l e d

desktop o r notebook c o m p u t e r at h o m e , w o r k , or school will use it t o access t h e Interr

to avoid these cookies from

being stored

on

your computer. Setting your browser's

privacy

settings t o block t h i r d party cookies can offer you

some

surprises for family members w h o share the s a m e c o m puter may find the feature useful, as well.

additional

protection H

viduals using a computer to shop for presents o r o t h e r

against

tracking cookies.

Users w h o w a n t more control over their c o o k i e s can c h o o s e t o accept or decline c o o k i e s as they are enc o u n t e r e d in m o s t browsers. Although this option in-

LO

Getting Set Up to Use the Internet 5 3

G

etting set up to use the Internet typically involves three decisions—determining the type o f device

terrupts your W e b surfing frequently, it is interesting

you will use to access the Internet, deciding w h i c h type

to see the c o o k i e s generated from each individual W e b

o f c o n n e c t i o n you want, and selecting the Internet ser-

site. A n o t h e r alternative is the private browsing option

vice provider to use. O n c e you have m a d e these deter-

available with many W e b browsers, including Internet

m i n a t i o n s , you c a n set up your c o m p u t e r t o access the

Explorer, C h r o m e , and Safari. T h i s option allows you

Internet.

to b r o w s e the W e b without leaving any history, including b r o w s i n g history, form data, c o o k i e s , usernames, and p a s s w o r d s , on the computer you are using. Private

Selecting the Type of Device

browsing is useful for individuals using school, library,

T h e Internet c a n be accessed using a variety o f devices.

or o t h e r public computers to visit password-protected

T h e type o f device used depends on a c o m b i n a t i o n o f

sites, research medical information, or perform other

factors, such as the devices available t o y o u , if you need

tasks t h a t the user may prefer t o keep private. Indi-

access just at h o m e or while on the g o , a n d w h a t types o f Internet c o n t e n t you w a n t to access. S o m e possible

Exhibit 5-11 Devices used to access the Internet

PERSONAL COMPUTERS

devices are shown in E x h i b i t 5 - 1 1 .

MOBILE PHONES

TELEVISIONS

Chapter

5:

Introducing

the

Internet

and

Email

O n e advantage of using personal computers for In-

tendo DSi all have W e b browsers that can be used to

ternet access is that they have relatively large screens

access W e b c o n t e n t . In addition to gaming consoles

for viewing Internet content, and they typically have a

that can c o n n e c t to television sets to display Internet

full keyboard for easier data entry. T h e y can also be

content, an emerging

used to view or otherwise access virtually any W e b page

T V s that have Internet capabilities built-in in order to

option

is

broadband-enabled

c o n t e n t , such as graphics, a n i m a t i o n , music files, games,

display W e b pages and other W e b content, such as the

and video clips. In addition, they typically have a large

weather, stock quotes, and other information displayed

hard drive and are connected to a printer so W e b pages,

at the b o t t o m o f the T V screen s h o w n in Exhibit 5 - 1 1 ,

email messages, and d o w n l o a d e d files can be saved and/

without any additional h a r d w a r e .

or printed easily. M o b i l e phones are increasingly being used to view and download music and other online content. In fact,

Choosing the Type of Connection and Internet Access

mobile W e b u s e — o r wireless W e b , as it is sometimes

Your computer needs to be c o n n e c t e d to the Internet to

Web page c o n t e n t , e x c h a n g e email and text messages,

called—is one o f the fastest growing uses of the Inter-

use it. Typically, this occurs by connecting your com-

net. Although mobile phones are convenient to use on

puter or other device you are using to a computer or

the g o , they typically have a relatively small display

a network, usually belonging t o your ISP, school, or

screen. S o m e devices include a built-in or sliding key-

employer, that is connected continually to the Internet.

board for easier data entry; others utilize pen or touch

Keep in mind that there are a variety o f wired and wire-

input instead.

less ways to connect to a n o t h e r device. M o s t types o f

Another option is using a gaming console or hand-

connections today are b r o a d b a n d or high-speed con-

held gaming device t o access W e b content, in addition

nections. In fact, more than 6 0 percent o f all home In-

to using that device t o play games. F o r instance, the

ternet connections in the United States are broadband

Sony PlayStation 3 , Sony PSP, N i n t e n d o W i i , and Nin-

connections, and that percentage is expected to climb

The Internet Is Not Free T h e m y t h t h a t t h e I n t e r n e t is f r e e stems f r o m t h e f a c t

companies, and other organizations that o w n

t h a t t r a d i t i o n a l l y n o cost has b e e n associated w i t h ac-

o f t h e I n t e r n e t i n f r a s t r u c t u r e p a y t o k e e p t h e i r parts

part

product

o f t h e I n t e r n e t r u n n i n g s m o o t h l y . ISPs a l s o p a y s o f t -

information—or w i t h email exchange, other than w h a t

w a r e a n d h a r d w a r e c o m p a n i e s f o r t h e resources they

I n t e r n e t users p a y ISPs f o r I n t e r n e t access. B u t , s o m e o n e

n e e d t o support their subscribers. Eventually,

s o m e w h e r e has t o p a y t o k e e p t h e I n t e r n e t u p a n d

o f t h e s e costs a r e p a s s e d a l o n g t o e n d users t h r o u g h

running.

ISP f e e s .

cessing

online

content—such

as

news

and

Businesses, schools, p u b l i c libraries, a n d most h o m e

r e v e n u e by selling on-screen a d s t h a t display o n t h e

t o connect t o t h e Internet.

screen w h e n t h e service is b e i n g u s e d . A l s o , t h e g r o w -

In a d d i t i o n , businesses,

ing t r e n d of subscription or per-use f e e s t o access W e b -

schools, libraries,

and

b a s e d resources n e g a t e s t h e m y t h t h a t t h e I n t e r n e t is

organiza-

f r e e . For instance, d o w n l o a d a b l e music a n d movies a r e

t i o n s m i g h t h a v e t o lease

v e r y c o m m o n , a n d s o m e j o u r n a l o r n e w s p a p e r articles

large

ligh-capacity tions

communica-

lines, such as f r o m

a

r e q u i r e a f e e t o v i e w t h e m o n l i n e . In f a c t , s o m e n e w s papers and magazines have m o v e d entirely online a n d

t e l e p h o n e company, to support

most c h a r g e a subscription f e e t o v i e w t h e level of c o n -

leir h i g h level of I n t e r n e t t r a f f i c .

t e n t t h a t w a s previously p u b l i s h e d in a p r i n t v e r s i o n . In

M o b i l e users w h o w a n t I n t e r n e t ac-

lieu o f a m a n d a t o r y f e e , s o m e W e b sites r e q u e s t a d o n a -

?ss w h i l e o n t h e g o typically pay hot-

t i o n f o r use of t h e site. M a n y experts e x p e c t t h e use of

: p r o v i d e r s o r m o b i l e p h o n e providers

fee-based I n t e r n e t c o n t e n t t o c o n t i n u e t o g r o w a t a

f o r t h i s access. ISPs, p h o n e c o m p a n i e s , c a b l e

5:

ISPs t h a t o f f e r f r e e I n t e r n e t access typically o b t a i n

users p a y ISPs f l a t m o n t h l y f e e s

other

Chapter

most

Introducing

the

Internet

and

Email

rapid pace.

However, dial-up c o n n e c t i o n s are much

Length of time to download a 1.5 GB movie using different connection options E x h i b i t 5-12

slower than other types o f c o n n e c t i o n s . T h e y are also i n c o n v e n i e n t , because y o u have t o instruct y o u r c o m p u t e r t o dial up your ISP every time y o u w a n t t o c o n -

BoF

nect t o the Internet. A l s o , t h a t t e l e p h o n e

(30 Mbps)

line will be tied up while y o u are access-

Cable (8 Mbps)

ing the Internet. Most

DSL

Internet

connections

today

are direct (or always-on) c o n n e c t i o n s , in

(6 Mbps)

which you have a c o n t i n u o u s c o n n e c t i o n

Satellite/

fixed wireless

to your ISP. Direct c o n n e c t i o n s keep y o u

(1.5 Mbps)

continually connected t o y o u r ISP a n d ,

Dial-up (56 Kbps)

therefore, continually c o n n e c t e d t o the Internet. With a direct c o n n e c t i o n , such as cable, D S L , satellite, o r fixed wireless, you access the Internet simply by opening a W e b browser, such as Internet E x -

t o 7 7 percent by 2 0 1 2 , according t o a recent G a r t n e r study. As applications requiring high-speed connections c o n t i n u e t o g r o w in popularity, access t o b r o a d b a n d Internet speeds are needed in order t o take full advantage o f these applications. F o r instance, high-definition television, video-on-demand ( V O D ) , and other multimedia applications all benefit from fast b r o a d b a n d c o n n e c tions, as s h o w n in Exhibit 5 - 1 2 . S o m e Internet connections are dial-up c o n n e c t i o n s , in w h i c h y o u r c o m p u t e r dials up and connects t o your ISP's c o m p u t e r only when needed. Dial-up connections usually w o r k over standard telephone lines. T o c o n n e c t to the Internet, your computer dials its m o d e m and then c o n n e c t s t o a modem attached t o a c o m p u t e r belonging t o y o u r ISP via the telephone lines. W h i l e c o n nected t o your ISP, your computer c a n access Internet resources. T o end that Internet session, you disconnect from your ISP. O n e advantage o f a dial-up c o n n e c t i o n is security. Because y o u are not continually connected t o the Internet, it is much less likely that anyone will gain access t o y o u r c o m p u t e r via the Internet, either t o a c cess the data o n your computer or, m o r e c o m m o n l y , t o use your c o m p u t e r in some illegal o r unethical manner.

plorer, C h r o m e , or F i r e f o x . D i r e c t Internet c o n n e c t i o n s are typically b r o a d b a n d c o n n e c t i o n s , are c o m m o n l y used in homes and businesses, a n d are often connected t o a L A N t o share the Internet c o n n e c tion with multiple devices within the h o m e o r business. T h e m o s t c o m m o n types o f Internet c o n n e c t i o n s for personal use today are summarized in E x h i b i t 5 - 1 3 and are described below. C o n v e n t i o n a l dial-up I n t e r n e t access uses a c o n v e n -

tional dial-up modem connected to a standard telephone jack with regular twisted-pair telephone cabling. C o n ventional dial-up Internet service is most often used with home computers for users w h o don't need, o r do n o t want t o pay for, broadband Internet service. Advantages include inexpensive hardware, ease o f setup and use, and widespread availability. T h e primary disadvantage is slow connection speed, since conventional dial-up m o dems connect t o the Internet at a m a x i m u m o f 5 6 K b p s . C a b l e I n t e r n e t access uses a direct c o n n e c t i o n a n d is the most widely used type o f h o m e b r o a d b a n d c o n nection, with over half o f the h o m e b r o a d b a n d m a r k e t . C a b l e c o n n e c t i o n s are very fast, typically between 5 and 2 0 M b p s , though some faster services are available for a premium fee, and are available wherever c a b l e T V access is offered as long as the local c a b l e provider

B r o a d b a n d over p o w e r lines

supports Internet access. Consequently, c a b l e Internet is

( B P L ) , a new w a y t o c o n n e c t t o t h e Internet through p o w e r outlets, will likely b e available in the ftitiin

c o n v e n t i o n a l dial-up I n t e r n e t a c c e s s Dial-up Internet access via standard telephone lines. c a b l e I n t e r n e t access Fast, direct Internet access via cable TV lines.

Chapter

5:

Introducing

the

Internet

and

Email

55

Exhibit 5-13

i

Typical home Internet connection options

Type of Internet

Approximate

Approximate Monthly

Connection

Availability

Maximum Speed*

Price

Conventional dial-up

Anywhere there is telephone service

56 Kbps

Free-$20

Cable

Virtually anywhere cable TV service 5-20 Mbps

$40-60

1-7 Mbps

$20-40

dish can be mounted and receive a signal

1-1.5 Mbps

$60-80

Fixed wireless

Selected areas where service is available

1-2 Mbps

$40-60

is available DSL

Within three miles of a switching station that supports DSL Anywhere there is a clear view to

Satellite

the southern sky and where a satellite

Broadband over fiber

Anywhere fiber has been installed to

(BoF)

the building

10-50 Mbps

$50-145

Mobile wireless (3G)

Virtually anywhere cellular phone service

700 Kbps-1.7 Mbps

Varies greatly; often bundled with mobile phone service

is available * Download speed; most connections have slower upload speeds.

i

not widely available in rural areas. Cable Internet ser-

typically up to around 1.5 M b p s . However, it is often

vice requires a cable m o d e m .

the only broadband option for rural areas. In addition to

D S L ( D i g i t a l S u b s c r i b e r L i n e ) I n t e r n e t access is a di-

a satellite modem, it requires a transceiver satellite dish

rect connection that transmits via standard telephone

mounted outside the home or building t o receive and

lines, but it does n o t tie up your telephone line. D S L re-

transmit data to and from the satellites being used. In-

quires a D S L m o d e m and is available only t o users w h o

stallation requires an unobstructed view o f the southern

are relatively close (within three miles) t o a telephone

sky to have a clear line o f sight between the transceiver

switching station a n d w h o have telephone lines capable

and appropriate satellite. Performance might degrade or

of handling D S L . D S L speeds are a b o u t one-half o f ca-

stop altogether during very heavy rain or snowstorms.

ble speeds, and the speed o f the c o n n e c t i o n degrades as

Fixed wireless Internet access uses a direct connection

the distance between the m o d e m and the switching sta-

and is similar to satellite Internet in that it uses wireless sig-

tion gets closer and closer t o the three-mile limit. Con-

nals, but it uses radio transmission towers—either stand-

sequently, D S L is usually only available in urban areas.

alone towers like the one shown in Exhibit 5 - 1 4 or trans-

D o w n l o a d speeds are typically between 1 and 7 M b p s .

mitters placed on existing cell phone towers—instead of

Satellite Internet access uses a direct connection, but

satellites. Fixed wireless Internet access requires a modem

is slower and more expensive than cable or D S L a c c e s s —

and, sometimes, an outside-mounted transceiver. Fixed wireless companies typically use Wi-Fi and/or W i M A X technology to broadcast the wireless signals to customers.

D S L (Digital S u b s c r i b e r Line) I n t e r n e t access

Speeds are typically up to about 2 M b p s , though the speed

Fast, direct Internet access via standard telephone lines.

depends somewhat on the distance between the tower and

s a t e l l i t e I n t e r n e t access Fast, direct Internet access via the

the customer, the type and number o f obstacles in the path, and the type and speed o f the connection between

airwaves and a satellite dish.

the wireless transmitter and the Internet.

fixed w i r e l e s s I n t e r n e t access Fast, direct Internet access

In areas where fiber-optic cabling runs all the way

available in some areas via the airwaves.

to the building, a n e w type o f direct c o n n e c t i o n is avail-

b r o a d b a n d o v e r fiber ( B o F ) or fiber-to-t h e p remises (FTTP) I n t e r n e t access Very fast, direct Internet access via fiberoptic networks.

Chapter

able to homes and businesses that is generically called broadband over

fiber

( B o F ) or

fiber-to-the-premises

( F T T P ) I n t e r n e t access, with other n a m e s being used by

5:

Introducing

the

Internet

and

Email

ISP Bandwidth Limits recently

Comcast, like most ISPs, includes a s t a t e m e n t in its

as p e o p l e a r e w a t c h i n g T V a n d v i d e o s o n l i n e , d o w n -

terms of service a g r e e m e n t t h a t allows it t o " e f f i c i e n t l y

l o a d i n g music a n d movies, playing o n l i n e multiplayer

m a n a g e its n e t w o r k s " in order t o p r e v e n t customers f r o m

g a m e s , u s i n g o n l i n e b a c k u p services, a n d o t h e r w i s e

using a higher t h a n normal level of b a n d w i d t h . H o w e v e r ,

I n t e r n e t t r a f f i c has i n c r e a s e d t r e m e n d o u s l y

p e r f o r m i n g h i g h - b a n d w i d t h a c t i v i t i e s . This has c r e a t e d

m a n y considered Comcast's blocking of P2P c o n t e n t t o b e

t h e issue o f ISPs p o t e n t i a l l y r u n n i n g o u t o f b a n d w i d t h

a blatant n e t neutrality issue because Comcast w a s block-

a v a i l a b l e f o r c u s t o m e r s , r e s u l t i n g in o u t a g e s o r d e l a y s .

ing access t o multimedia f r o m a source o t h e r t h a n its o w n

In r e s p o n s e , s o m e ISPs h a v e , a t t i m e s , b l o c k e d s e l e c t e d

cable source, a n d t h e Internet is designed f o r all c o n t e n t

t r a f f i c t o a n d f r o m t h e i r c u s t o m e r s , such as c a b l e g i a n t

t o b e t r e a t e d equally. There a r e also concerns a b o u t b a n d -

C o m c a s t b l o c k i n g t h e use o f P 2 P sites like B i t T o r r e n t ,

w i d t h caps a n d t h a t overcharges will g r o w t o a n u n r e a -

w h i c h is o f t e n used t o d o w n l o a d m o v i e s , music, a n d

sonable level—particularly by cable c o m p a n i e s a n d o t h e r

o t h e r l a r g e files. O t h e r ISPs a r e s l o w i n g d o w n t r a f f i c t o

providers t h a t m a y w a n t t o stifle Internet m u l t i m e d i a t o

a n d f r o m h e a v y users d u r i n g p e a k I n t e r n e t u s a g e p e r i -

protect their T V advertising revenues. To protect against

o d s o r e x p e r i m e n t i n g w i t h b a n d w i d t h caps as I n t e r n e t

this, t h e B r o a d b a n d Internet Fairness A c t has b e e n intro-

u s a g e m a n a g e m e n t t o o l s . F o r i n s t a n c e , C o m c a s t is cur-

d u c e d in t h e U n i t e d States t o require b r o a d b a n d providers

rently testing slowing d o w n traffic t o a n d f r o m heavy

t o submit t i e r e d pricing plans t o t h e FTC t o ensure t h e y

users d u r i n g p e a k periods. T i m e W a r n e r C a b l e is t e s t -

a r e n o t u n r e a s o n a b l e or discriminatory. It is unclear a t this

i n g t i e r e d p r i c i n g b a s e d o n u s a g e in c e r t a i n a r e a s , a n d

t i m e as t o t h e bill's o u t c o m e , as w e l l as w h e t h e r o r n o t

A T & T is t e s t i n g b a n d w i d t h caps f o r n e w c u s t o m e r s in

b a n d w i d t h caps will b e part of t h e f u t u r e o f h o m e Inter-

certain areas. W i t h a b a n d w i d t h cap, customers either

net service. H o w e v e r , it is clear t h a t , as I n t e r n e t usage by

t e m p o r a r i l y lose I n t e r n e t access o r a r e c h a r g e d a n a d -

t h e a v e r a g e consumer continues t o g r o w , t h e issue of a

d i t i o n a l f e e if t h e y e x c e e d t h e i r d o w n l o a d limit ( o f t e n

finite a m o u n t of Internet b a n d w i d t h versus a n increasing

5 G B t o 150 G B p e r m o n t h ) .

d e m a n d f o r o n l i n e multimedia c o n t e n t w i l l r e m a i n .

individual providers, such as Verizon's vice ( F i O S ) . T h e s e

fiber-optic

fiber-optic

ser-

n e t w o r k s a r e m o s t often

installed by telephone c o m p a n i e s in o r d e r t o upgrade E x h i b i t 5-14 WiMAX tower at the peak of Whistler Mountain in British Columbia

their overall infrastructures a n d , w h e r e i n s t a l l e d , are used t o deliver telephone and T V service in addition t o Internet service. H o w e v e r , s o m e cities are c r e ating to

fiber-optic

businesses

broadband

M A N s that include connections

and

homes

Internet

to

services.

provide Where

very

fast

available,

d o w n l o a d speeds for B o F service typically range b e t w e e n 1 0 M b p s and 5 0 M b p s a n d the c o s t varies accordingly. B o F requires a special n e t w o r k i n g t e r m i n a l installed at the building t o c o n v e r t the o p t i c a l signals into electrical signals t h a t c a n be sent t o a c o m p u t e r or over a L A N . M o b i l e w i r e l e s s I n t e r n e t access is the connection

most

commonly

used

with

direct mobile

p h o n e s and o t h e r m o b i l e devices t o k e e p

them

m o b i l e w i r e l e s s I n t e r n e t a c c e s s Internet access via a mobile phone network.

Chapter

5:

Introducing

the

Internet

and

Email

connected

to

the

Internet

Exhibit 5-15

via a mobile phone n e t w o r k ,

Typical Wi-Fi hotspots

even as they are carried f r o m place to place. Some m o b i l e wireless services can be used with

notebook

comput-

ers and other computers as well. F o r instance, A T & T ' s D a t a C o n n e c t service allows access to the Internet on a n o t e b o o k or n e t b o o k

com-

puter via the A T & T wireless network, and some phones

can

be

mobile

COFFEEHOUSES AND OTHER PUBLIC LOCATIONS

connected

Often free, but some charge a fee.

to a n o t e b o o k c o m p u t e r to act as a m o d e m to c o n n e c t that c o m p u t e r to the mobile phone's

wireless

network.

T h e speed of mobile wireless depends on the cellular standard

being

used—3G

net-

works typically have speeds between Costs

1 and

for

1.7

mobile

Mbps. wireless

Internet access vary widely,

HOSPITALS, BUSINESSES, AND OTHER ORGANIZATIONS Usually designed for employees but are sometimes also available free to visitors.

with some packages including unlimited Internet, some charging

by

the

number

COLLEGE CAMPUSES Usually designed for students and faculty; sometimes used directly in class for student assignments, as shown here.

o f minutes of Internet use, and some charging by the a m o u n t of data transferred.

their offices, as well as by employees and guests in

A Wi-Fi h o t s p o t is a l o c a t i o n with a direct Internet connection and a wireless access point that allows

c o n f e r e n c e r o o m s , waiting r o o m s , l u n c h r o o m s , and other onsite l o c a t i o n s .

users to c o n n e c t wirelessly (via W i - F i ) to the hotspot to use its Internet c o n n e c t i o n ; see E x h i b i t 5 - 1 5 . A W i - F i hotspot is n o t c o m m o n l y used for h o m e Internet access. Public W i - F i h o t s p o t s are widely available today, such as at m a n y c o f f e e h o u s e s and restaurants; at hotels, airports, and o t h e r l o c a t i o n s frequented by business travelers; and in o r n e a r b y public areas such as libraries, subway s t a t i o n s , and p a r k s . S o m e public W i - F i hotspots are free; o t h e r s charge per hour, per day, or on a subscription basis. College campuses also typically

have

Wi-Fi h o t s p o t s t o provide Internet ac-

cess to students. M a n y businesses and other organizations have W i - F i h o t s p o t s for use by employees in

Selecting an ISP T h e type o f device used (such as a personal c o m p u t e r or mobile p h o n e ) , the type o f Internet connection and service desired (such as c a b l e Internet or mobile wireless), and your geographical l o c a t i o n (such as m e t r o politan or rural) will likely determine your ISP o p tions. T h e pricing and services available through any t w o ISPs will p r o b a b l y differ s o m e w h a t , based on the speed o f the service, as well as o t h e r services available. T h e questions listed in E x h i b i t 5 - 1 6 can help you narr o w your ISP choices and determine the questions you w a n t answered before you decide on an ISP. A g r o w i n g trend is for ISPs t o offer a n u m b e r o f tiers; that is, different levels (speeds) o f service for different prices so

Wi-Fi h o t s p o t A location that provides wireless Internet

users requiring faster service can get it, but at a higher

access to the public.

price.

Chapter

5:

Introducing

the

Internet

and

Email

E x h i b i t 5-16

hardware—typically

Questions to ask before choosing an ISP

a

that c o n n e c t s t o y o u r

modem computer

or wireless r o u t e r via an E t h e r n e t Area

Questions to Ask

Services

Is the service compatible with my device?

c a b l e — y o u r s e l f . Y o u will usually need to select

some point during t h e

ordering

How many email addresses can I have?

or setup p r o c e s s . T h i s

username

What is the size limit on incoming and outgoing email messages and

is needed to log o n t o s o m e types of Internet c o n n e c t i o n s ; it is a l s o used in your email a d d r e s s

Do I have a choice between conventional and Web-based email?

net service.

Are there any special member features or benefits?

After one c o m p u t e r is success-

Does the service include Web site hosting?

fully connected

How fast are the maximum and usual downstream (ISP to my PC) speeds?

you may need t o add additional

to

the

Internet,

hardware to c o n n e c t o t h e r c o m -

How fast are the maximum and usual upstream (my PC to ISP) speeds?

puters and devices t h a t you w a n t

How much does the service slow down under adverse conditions, such as

to be able to access the Internet.

high traffic or poor weather?

F o r instance, to share a

broad-

Is 24/7 telephone technical support available?

band

Is Web-based technical support (such as via email) available?

nect other c o m p u t e r s directly t o

connection,

you

can

con-

the m o d e m via an E t h e r n e t cable

Is there ever a charge for technical support? Cost

that

will be associated with t h a t Inter-

Is there dial-up service that I can use when I'm away from home?

Support

and

Is there a monthly bandwidth limit?

attachments?

Speed

a username

your desired p a y m e n t m e t h o d at

or Wi-Fi c o n n e c t i o n

What is the monthly cost for the service? Is it lower if I prepay a few months

if the

mo-

dem contains a built-in switch o r

in advance? Are different tiers available?

wireless router. If the m o d e m does

Is there a setup fee? If so, can it be waived with a 6-month or 12-month

not

agreement?

include

switching

or

wire-

less routing capabilities, you will

What is the cost of any additional hardware needed, such as modem or

need to c o n n e c t a switch or wire-

transceiver? Can the fee be waived with a long-term service agreement?

less router t o the m o d e m ,

Are there any other services (telephone service, or cable or satellite TV, for

typi-

cally via an E t h e r n e t c a b l e , and

instance) available from this provider that I have or want and that can be

then c o n n e c t y o u r devices t o the

combined with Internet access for a lower total cost?

switch or router, in o r d e r to share the Internet c o n n e c t i o n with those devices.

Setting Up Your Computer T h e specific steps for setting up y o u r c o m p u t e r t o use your selected type o f Internet c o n n e c t i o n depend on the type o f device, the type o f c o n n e c t i o n , and the ISP you have c h o s e n to use. S o m e types o f Internet c o n n e c t i o n s , such as satellite and b r o a d b a n d over fiber, require p r o f e s s i o n a l installation, after w h i c h you will be online. W i t h o t h e r types, you c a n install the necessary

LO

Using Microsoft Internet Explorer

I

5 4

nternet E x p l o r e r 8 , the current version o f M i c r o soft's W e b browser, provides all the tools you need

to c o m m u n i c a t e , access, and share i n f o r m a t i o n on the Web.

Internet Explorer is the m o s t popular b r o w s e r in

h o m e p a g e (start p a g e ) The page that appears when you start a browser.

t h e world.

Chapter

5:

Introducing

the

Internet

and

Email

Starting Internet Explorer

window. The default home page for Internet Explorer is M S N . c o m . See E x h i b i t 5 - 1 7 . T h e home page on

W h e n you start Internet Explorer, the page that appears

your screen might be different.

is called the h o m e p a g e o r the s t a r t p a g e .

Entering a URL in the Address Bar and Using Links

Start Internet Explorer.

T o navigate t o different W e b p a g e s , you can click

QP On the taskbar, click the I n t e r n e t Explorer

the links o n a W e b page. A s y o u click different links,

button • .

the U R L in the Address b a r c h a n g e s . Recall

from

C h a p t e r 1 t h a t the U R L is t h e address o f a W e b page.

A

T o display a specific W e b p a g e , y o u c a n enter its U R L P r o b l e m ? If t h e I n t e r n e t E x p l o r e r b u t t o n d o e s

in the Address bar. In m o s t c a s e s , U R L s are n o t case-

n o t a p p e a r o n t h e taskbar, click t h e S t a r t b u t t o n ,

sensitive. However, if y o u a r e e n t e r i n g a U R L that in-

click A l l P r o g r a m s , a n d t h e n click I n t e r n e t

cludes m i x e d cases, it is safer t o use the mixed-case

Explorer.

f o r m a t o f the U R L .

I F T H E p r o g r a m W I N D O W D O C S NOR MIL THE SCREEN

W h e n a W e b page a p p e a r s , o r l o a d s , in a b r o w s e r

entirely, click the M a x i m i z e b u t t o n \mSmi on the title bar. T h e h o m e page appears in your browser

w i n d o w , it is c o p i e d f r o m t h e W e b server t o y o u r c o m p u t e r . T h e m a i n p a g e o n a W e b site is also called the h o m e p a g e . T h e h o m e p a g e a p p e a r s when y o u type t h e d o m a i n n a m e a n d t o p - l e v e l d o m a i n o f a

MSN.com, the default start page for Internet Explorer

E x h i b i t 5-17

W e b site.

Address bar ICOM - WINDOWS INTERNET Explor<

ft " Q

" 03 m •* PAGER SAFETY

TOOLS *

LATINO STGN IN Web Search P

LOVE WHAT BING CAN BRING? TAKE IT WITH YOU EVERYWHERE YOU GO ON THE WEB. LIFESTYLE

MONEY

BOSTON, MA |

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1 0

M O S T

B A R G A I N

SETTINGS

MAKE M S N MY HOMEPAGE

MORE 95V 72* F 'C

L I V A B L E M A R K E T S

THESE CITIES HAVE SOME OF THE MOST AFFORDABLE REAL ESTATE & RELATIVELY HIGH Qualifr-OF-LIFE SCORES. THE SOUTH DOMINATES FOR LOW-COST CITIES COASTAL LIVING COMES AT A HIGH PRICE BING BEST CITIES TO FIND A JOB ADVERTISEMENT

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Chapter

5:

Introducing

the

Internet

and

Email

ROOTS OF THE WELL-KNOWN FROM PARKERS LINK TO A WITCH TO HITJERS SURPRISING DMA FIND, CHECK OUT FAMOUS FAMILY TREES ;

4

•

\ioo%

~

E x h i b i t 5-18

NASA home page

SA - Home - Windows Internet E

bar

& SUGGESTED SITES • ^ GET MORE ADD-ONS <

>^FAVORITES X

Address

* U " L3 #

MAC* . i_i<

m.

w

P

AGC

SAFETY ~ TOOLS"

Back a n d Forward buttons

(Another page might open instead o f the N A S A

ACTIVITY

h o m e page, but the h o m e page should a p p e a r

Go to a specific Web page and use a link.

momentarily.) See Exhibit 5 - 1 8 .

C l i c k anywhere in the A d d r e s s bar. T h e current

I N e a r the t o p o f the window, p o i n t t o A B O U T N A S A

U R L is selected. Anything you type will replace

so t h a t the pointer changes t o

the selected U R L .

A B O U T N A S A . T h e A b o u t N A S A W e b page appears

J T Y P C

in the b r o w s e r window, and the U R L in the A d -

www.nasa.gov.

> Press t h e E n t e r key.

Internet E x p l o r e r adds http://

to the

U R L , and then displays the page in the b r o w s e r window.

and then click

dress b a r changes t o the address for t h a t page. ^

T

j

p

.

Y

q

uc

a

n a

|

s

Q

c

|

j

c

k

t h e G o t o b u t t o n «•> on t h e Address bar

Visiting Preuiously Viewed Web Pages

to display t h e p a g e

After you visit a W e b page during a b r o w s e r session,

indicated by the URL.

you can use the B a c k and F o r w a r d b u t t o n s t o the left o f the Address b a r t o move t o the m o s t recently viewed

T h e h o m e page for

W e b pages. Y o u c a n also quickly g o t o t h e start page

the N A S A W e b site appears, and the n a m e o f the

for your b r o w s e r by clicking the H o m e b u t t o n o n t h e

W e b page appears on the t a b and in the title bar.

C o m m a n d bar. O n c e y o u have visited a W e b page by typing its U R L in the Address bar, you can start typing the U R L ,

The Dynamic Web

and a list o f W e b sites you previously visited t h a t c o n -

The

d r o p - d o w n list b e l o w the Address bar.

Web

is a d y n a m i c m e d i u m , so t h e screen-

tain the string o f characters you are typing appears in a

shots o f W e b p a g e s s h o w n in t h i s b o o k w i l l m o s t likely d i f f e r f r o m t h e p a g e s y o u s e e w h e n t h e Web

p a g e s a p p e a r in y o u r b r o w s e r w i n d o w . Y o u

l o a d To copy a Web page from a server to a computer,

s h o u l d still b e a b l e t o i d e n t i f y t h e e l e m e n t s c a l l e d o u t in t h e f i g u r e s .

h o m e p a g e The main page on a Web site.

C h a p t e r

5:

I n t r o d u c i n g

t h e

I n t e r n e t

a n d

E m a i l

Y o u

c a n c l i c k t h e

b u t t o n

Go to previously viewed Web pages.

t o v i e w

Q u i c k

t h u m b n a i l s o f all

ft

THE left of the A D D R E S S BAR, click the B a c k b u t t o n @ . T h e previously viewed Web p a g e — the NASA Web site h o m e p a g e — a p p e a r s in the browser window. N o w the F o r w a r d button is

a N e w T a b . W h e n you open a n e w t a b by right-clicking a

available.

link, the current tab and the new t a b create a t a b g r o u p ,

f W ) T o the left o f the Address bar, click the F o r w a r d button Q

. T h e A b o u t N A S A page loads again.

T h e F o r w a r d button is again unavailable (dimmed) because there are n o m o r e pages after the current page in the history list. I O n the C o m m a n d bar, click the H o m e b u t t o n [||

which is a collection o f related t a b s . W h e n multiple tabs are open, the tab that appears t o be on t o p is the active t a b . T o m a k e another tab the active t a b and display the Web page on that tab in the b r o w s e r window, click the tab. Finally, you can close a t a b for a W e b page that n o longer interests you.

Your browser's start page appears in the browser

ACTIVITY

window. ) C l i c k in the A d d r e s s b a r , and then type n. A list o f U R L s beginning w i t h n t h a t were visited using

Use tabs. \% T o the right o f the N A S A - H o m e t a b , point to the

the b r o w s e r a p p e a r s b e l o w the Address bar. See

N e w Tab b u t t o n . T h e N e w T a b b u t t o n

Exhibit 5 - 1 9 .

on it.

| In the list, click http://www.nasa.gov/. T h e N A S A

I Click the N e w T a b b u t t o n

appears

A new tab appears in

the browser window. In the Address bar, the text

W e b site home page appears again.

" a b o u t : T a b s " appears. T h i s t e x t appears in the

Exhibit 5-19 List of previously visited Web pages

U

Address bar whenever a new, blank t a b is created.

[http://www.nasa. gov/ i Favorites w < "1 ^ http://nascar.corr com/

previously visited W e b pages beginning with n (your list might differ)

P

Love what Bing can bring'' Take it with you everywhere you go on the web

Using Tabs

T h e text in the Address b a r is selected. See

T a b s allow you to display multiple W e b pages in the same browser window. W i t h t a b b e d browsing, you can

Exhibit 5 - 2 0 . | Type w w w . u s a . g o v and then press the Enter key.

create a tab for each W e b page you visit that you might

T h e h o m e page for the USA.gov W e b site appears

want to return to quickly. T o open a new t a b , you click

in the new t a b .

the N e w T a b button t o the right o f the current tabs, or right-click a link on a W e b page, and then click O p e n in

I Scroll down to the bottom of the page. Right-click the

t a b g r o u p A collection of related tabs,

Contact Us link, and

a c t i v e t a b The tab that appears to be on top in a browser window.

then on the shortcut

C h a p t e r

5:

I n t r o d u c i n g

the

I n t e r n e t

and

menu, click O p e n in

Email

^k, T i p : Y o u c a n also press a n d h o l d t h e Ctrl k e y w h i l e y o u c l i c k a link to o p e n t h e linked p a g e in a n e w t a b .

E x h i b i t 5-20

New, blank tab in Internet Explorer window

NewTab Favorites -

fT

^

Suggested Sites •

button

G e t More Add-ons *

^ ! New Tab

© NASA - Home

Page

Safety

Tools •

QuickTabs button Browsls with InPrivate

REOPEN CLOSED TABS View tabs that you've closed £ince starting Internet Explorer.

n e w t a b in

Browse the\web without storing data about your browsing session. Open an InPrivat\ Browsing window

front of N A S A • H o m e tab

USE AN ACCELERATE

C

|

Open a web service with 1 .

O

S

E

T

A

B

fed

from a webpaqe.

button

Show copied text FP Blog with Windows Live Map with Bing T=> Search with Bing •fe Translate with Bing

|

Learn more about tabs and tab shortcuts. Accelerators, and InPrivate Browsing

* . Internet | Protected Mode: On

N e w T a b . A new tab opens to the right of the current tab displaying Contact Us: USA.gov as the Web

[]P

LlOOtt -

Right-click the NASA - H o m e t a b , and then on the shortcut menu, click Close O t h e r Tabs. T h e USA.gov

page title on the tab. The USA.gov tab and the Con-

tab closes, and the N A S A - H o m e t a b b e c o m e s the

tact Us: USA.gov tabs are the same color to indicate

current t a b .

they are in the same tab group. I Click the C o n t a c t Us: U S A . g o v t a b . The

C o n t a c t Us page b e c o m e s the active tab in the window.

^ K , T i p : Y o u c a n click t h e

Using Search Sites

Q u i c k T a b s b u t t o n |OO|

Finding

t o t h e left o f t h e first

through the p o w e r o f search engines, a v a i l a b l e

tab to see thumbnail

search sites. S e a r c h sites are W e b sites designed

i m a g e s of o p e n tabs,

information

on the I n t e r n e t

is m a d e

p o p u l a r search engines are G o o g l e , Bing (the

USA.gov t a b , point

a thumbnail to switch

search engine f o r Internet E x p l o r e r

to the C l o s e T a b

to that tab.

w h i c h is n o w p o w e r e d by M i c r o s o f t Bing

button [ X L The

specifi-

cally t o help you find i n f o r m a t i o n o n the W e b .

a n d t h e n y o u c a n click

I O n the C o n t a c t U s :

easier

through

8 ) , and

Some default

Yahoo!,

technology.

but-

ton changes to [ X I C l i c k the Close Tab b u t t o n

T h e C o n t a c t Us:

s e a r c h site A Web site designed to help users search

USA.gov tab closes. Because there is only one t a b

for Web pages that match specified keywords or selected categories.

left in the tab group that had been colored green, the JJSA.gov

tab is n o longer colored.

Chapter

5:

Introducing

the

Internet

and

Email

search sites use a s e a r c h

Most

engine—a

software

E x h i b i t 5-21

program—

Using a search site

in c o n j u n c t i o n with a huge d a t a base o f i n f o r m a t i o n a b o u t W e b

v ga

' *Go g.,-W,ndow, Internet fepiore, 0

|

pages t o help visitors find W e b

•

google.com

ft - B '

pages that c o n t a i n t h e i n f o r m a -

• I- '

P»gei^

tion they are seeking. Search

site

databases

Type appropriate keywords in the search box to display the search results.

are

updated o n a regular basis; f o r example, G o o g l e

estimates

that

its entire index is updated a b o u t once per m o n t h . Typically, this o c curs using small, a u t o m a t e d p r o grams (often called spiders o r w e bcrawlers) that use the hyperlinks located o n W e b pages t o j u m p continually At

each

from

page t o page.

W e b page, t h e spider

program records i m p o r t a n t data about the page into t h e search site's d a t a b a s e , such as t h e page's U R L , its title, the k e y w o r d s that appear

frequently o n t h e page,

and the keywords a n d descriptive information added t o t h e page's code

by the W e b page

author

when the page was created. In ad-

Type In the name of your favorite artist, song or composer and well create a radio station featuring that mustc and more like it.

dition t o spider p r o g r a m s , search

lartist o

site databases also o b t a i n information from W e b page

authors

w h o submit W e b page U R L s a n d keywords

associated

Click the hyperlink for a Web page in the search results to display that page.

with

»> i Internet | Protected Mode: Off

their

W e b sites to the search site. T o conduct a search, type a p propriate k e y w o r d s — o n e o r m o r e words describing w h a t you are looking f o r — i n t o a search b o x on a search site. Multiple keywords are sometimes called a search p h r a s e . T h e site's search engine then uses those keywords t o return a list o f links t o W e b pages (called hits) that match your search criteria (see Exhibit 5 - 2 1 ) . Search sites differ in determining h o w close a

Evaluating Web Sites W h e n y o u g a t h e r i n f o r m a t i o n f r o m W e b pages, y o u n e e d t o d e t e r m i n e if t h e i n f o r m a t i o n c a n be trusted. Y o u should e v a l u a t e b o t h t h e author a n d t h e source t o d e c i d e if t h e i n f o r m a t i o n c a n b e c o n s i d e r e d r e l i a b l e a n d w h e t h e r it is biased. B e

s e a r c h e n g i n e A software program used by a search

sure t o also check f o r a d a t e t o see h o w u p t o d a t e

site to retrieve matching Web pages from a search database. k e y w o r d A word typed in a search box on a search site or other Web page to locate information related to that keyword.

is i m p o r t a n t , t r y t o v e r i f y t h e i n f o r m a t i o n w i t h a s e c o n d source.

hit A link that matches search criteria in a search site.

5:

I n t r o d u c i n g

o l d . If y o u w i l l b e using t h e i n f o r m a t i o n in a r e port, paper, o r o t h e r d o c u m e n t in w h i c h accuracy

s e a r c h p h r a s e Multiple keywords.

C h a p t e r

t h e i n f o r m a t i o n i s — m a n y o n l i n e articles a r e y e a r s

the

I n t e r n e t

a n d

E m a i l

Setting a Search Engine in Internet Explorer

^ T I P : IF T H E SEARCH

Search the Internet

P H R A S E Y O U W A N T TO

using a search engine.

USE APPEARS IN THE

I T o the right o f the

Y o u c a n c h a n g e t h e search e n g i n e used w i t h t h e S e a r c h b o x in I n t e r n e t Explorer. To d o this, click t h e S e a r c h box a r r o w , a n d t h e n click F i n d M o r e P r o v i d e r s . T h e I n t e r n e t Explorer A d d - o n s G a l l e r y W e b p a g e a p p e a r s listing search e n g i n e s y o u c a n

S E L E C T IT A N D E X E C U T E

the S e a r c h b o x , and

THE SEARCH.

then type live g r e e n .

A list o f suggestions for completing the search phrase appears. See E x h i b i t 5 - 2 2 .

a d d . Click t h e search e n g i n e y o u w a n t t o use, a n d t h e n click A d d t o I n t e r n e t Explorer. This o p e n s

LIST, Y O U C A N CLICK IT TO

Address bar, click in

E x h i b i t 5-22

Using the Search box

t h e A d d S e a r c h P r o v i d e r d i a l o g box. If y o u w a n t t h e s e a r c h e n g i n e y o u selected t o b e t h e d e f a u l t s e a r c h e n g i n e , click t h e M a k e this m y

X

default

s e a r c h p r o v i d e r check box t o select it. Click A d d t o

Bing Suggestions

close t h e d i a l o g box a n d a d d t h e search e n g i n e t o

•

t h e S e a r c h box.

I I

m a t c h m u s t be between the specified search criteria and a W e b page before a link to that page is displayed, so the n u m b e r o f hits from one search site t o a n o t h e r may vary. You

can

also

use the

Search

box

in

Internet

E x p l o r e r t o access a search site. T h e Search b o x is lo-

live green live green expo live green go yellow live green live smart live green in piano live green landscape associates live green twin cities

suggestions for completing the

live greenery

search phrase

Update

121 See how Live Search has evolved

cated to the right o f the Address bar. T o c o n d u c t a search using the S e a r c h b o x , you type keywords in the Search b o x , and then click the Search button [pj or press the

I T o the right o f the Search b o x , click the S e a r c h

Enter key t o begin the search. T h e hits are displayed on

b u t t o n [pj. A list o f hits for the search p h r a s e live

the search site you used.

green

O f t e n , a search phrase returns millions o f hits. T o

appears in your default search site in the

current t a b . Usually, the first 1 0 hits a p p e a r on the

n a r r o w the search, you can add w o r d s to the search

page and links to additional pages o f results are

phrase. F o r e x a m p l e , if you type cooking

listed at the b o t t o m o f the p a g e .

as the search

phrase, the list o f results will include recipe sites, sites with definitions o f c o o k i n g , links t o b o o k s a b o u t c o o k -

| Scroll d o w n the page to e x a m i n e the t o p 1 0 hits.

ing, and so o n . T o restrict the list o f results t o only W e b

| Scroll b a c k up t o the top o f the p a g e , click in the

sites that c o n t a i n recipes for c o o k i n g in the fusion style

S e a r c h box at the top o f the search site page after

with fish, you c a n add fusion,

the k e y w o r d green.

fish,

and recipes

search phrase.

to the

Press the S p a c e b a r , type o n a

b u d g e t and then press the E n t e r k e y . T h e list o f results changes to include only W e b sites t h a t discuss living green on a budget. | Scroll d o w n the list on the first page o f results a n d click one t h a t interests you. T h e W e b page you

Spider p r o g r a m s c a n b e tremendously fast, visiting millions o f pages per day.

clicked loads in the current t a b , replacing the list o f results. E x a m i n e the W e b page you selected. ) T o the left o f the Address bar, click the B a c k b u t t o n Q . T h e list of results appears in the t a b again.

C h a p t e r

5 :

I n t r o d u c i n g

t h e

I n t e r n e t

a n d

E m a i l

After you close your b r o

Favorites tab in the Favorites Center E x h i b i t 5-23

t h e pages you visited are n available via t h e tabs o r B

O

N o t i c e that in the list o f results, the

^

link you clicked has changed from blue to purple t o indicate that you

Favorites tab

have visited that W e b page.

bar

wnasa^gjErt^

S

A d d to Favorites...

eHow

0_

Suggested Sites *

•

A

History

Pin t h e

|, Favorites Bar

Favorites

Microsoft Websites

| To the left of the Address bar, click the

favorite added to

®

Favorites Center

| | Government Sites

NASA - Home ©

Using Favorites Web addresses can be very long and, as a result, difficult

button

W i n d o w s Live

^^^^^

browser window again.

Center

M S N Websites

twice. T h e h o m e page on the

N A S A Web site appears in the

a d d e d to

NASA - Home - W i n d o w s Internet E x p l o r e - ^

and F<

Back button Q

f a v o r i t e

^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^

0

W e l c o m e to Travel.State.Gove t

usa.gov T h e U.S. Government's Official...

to remember, so you can save the U R L of a Web page as a favorite. A favorite is a shortcut to a Web page saved in a list. You can use favorites to store and organize a list of Web pages you want to revisit. W h e n you add a Web page as a favorite, you can choose to add it to the list in the Favorites Center, or you can add it to the Favorites bar, which is directly below the Address bar. To add a Web page as a favorite, you first need to open

folder a d d e d to Favorites Center

the Favorites Center by clicking the Favorites button in the Favorites bar. T h e Favorites Center contains three tabs: Favorites, Feeds, and History. Favorites are listed on the Favorites tab. See Exhibit 5 - 2 3 . To add a favorite, click Add to Favorites; to add all the open tabs as favor-

(If the Favorites tab is n o t selected, click the Favorites t a b . T h e list o f favorites stored on the computer appears. Refer t o E x h i b i t 5 - 2 3 .

ites in a folder in the Favorites list, click the Add to Favor-

(At the top o f the

ites arrow, and then click Add Current Tabs to Favorites.

Favorites Center,

T o help keep your favorites organized, you can create folders. You can also add a favorite to the Favorites bar.

ACTIVITY

Add Web pages as favorites and pin the Favorites Center.

click the A d d t o

T i p : Y o u c a n select a different folder by

Favorites button.

c l i c k i n g t h e C r e a t e in

T h e Add a Favorite

arrow and choosing

dialog b o x opens.

a n o t h e r folder, or

See Exhibit 5 - 2 4 .

creating a n e w folder

T h e text in the

b y clicking N e w Folder.

N a m e b o x is the name of the cur-

rkm) O n the Favorites bar, click the Favorites b u t t o n .

rently displayed W e b page, as it appears on the

T h e Favorites Center opens on top o f the browser

Internet Explorer title bar. Y o u can edit this to

window.

change the name of the favorite, if you w a n t . T h e Create in b o x also displays the n a m e o f the folder in which the favorite will be s t o r e d — t h e default Favorites folder means that the favorite will be

f a v o r i t e A shortcut to a Web page saved in a list.

stored in the main Favorites list.

Chapter

5:

Introducing

the

Internet

and

Email

E x h i b i t 5-24

|D In the Favorites Center, click the

Add a Favorite dialog box

Add to Favorites button arrow,

and then click A d d C u r r e n t Tabs t o Favorites. T h e A d d T a b s t o Favorites dialog b o x o p e n s ,

Add a Favorite

n a m e of

Add this webpage as a favorite. To access your favorites, visit the Favorites Center.

favorite Name:

click to create

Instead o f the N a m e b o x ,

a n e w folder

the t o p b o x is t h e F o l d e r

•P

NASA-Home

Create in:

In the Folder N a m e b o x , type

New Folder

Favorites Add

Name box.

G o v e r n m e n t S i t e s a n d then click A d d . T h e dialog b o x closes a n d

Cancel

the folder G o v e r n m e n t Sites appears as the last item in the Favorites list in the F a v o r i t e s

click t o select a

Center.

different folder

After you have added a W e b page as a favorite, y o u c a n I In the dialog b o x , click A d d . T h e Add a Favorite

click its link in the Favorites Center, a n d t h a t page will

dialog b o x closes and the W e b page is saved as a

load in the current t a b . T o help keep y o u r favorites or-

favorite.

ganized, you c a n also delete a favorite if y o u n o longer need it.

I O n t h e Favorites bar, click the Favorites b u t t o n . T h e N A S A - H o m e Web page is listed as the last favorite in the Favorites list.

ACTIVITY

I In t h e upper-right corner o f the Favorites Center, Favorites Center changes t o a pane that remains

Go to a favorite and delete favorites.

open t o the left o f the browser window, and the

UP

click the P i n t h e F a v o r i t e s C e n t e r b u t t o n

[jfil. T h e

Close the Favorites Center button \ X] appears in place o f the Pin the Favorites Center button.

NASA-Home

favorite. T h e NASA

( Click in the A d d r e s s bar, type usa.gov and then

h o m e page loads in

press the E n t e r key. T h e USA.gov h o m e page a p -

the current t a b .

pears in the current t a b .

I In the Favorites

( C r e a t e a n e w t a b , type travel.state.gov in the

Center, right-click

Address bar, a n d then press the E n t e r k e y .

Using the Favorites Bar If y o u k n o w y o u w i l l revisit a t e itotfo t etnh, eyFoauc a n m a k e it m o r e accessible byfsaavvoirnig v o r i t e s bar. W h e n y o u a d d a f a v o r i t e t o t h e F a v o r ites bar, it a p p e a r s t o t h e r i g h t o f t h e F a v o r i t e s b u t t o n a n d t o t h e left o f a n y o t h e r f a v o r i t e s c u r r e n t l y s t o r e d o n t h e F a v o r i t e s bar. To visit a f a v o r ite s t o r e d o n t h e F a v o r i t e s bar, simply click it.

In the F a v o r i t e s

Center, click the

^ T i p : To open all the favorites stored in a folder, right-click the folder in the Favorites Center, and then on the shortcut menu, click Open in Tab group.

i

the N A S A - H o m e f a v o r i t e , a n d t h e n o n t h e s h o r t c u t

m e n u , click D e l e t e . A dialog b o x appears asking if you are sure y o u w a n t t o m o v e t h e s h o r t c u t t o the Recycle B i n . I Click Yes. T h e dialog b o x closes a n d the favorite is deleted. I O n the Favorites bar, click the F a v o r i t e s b u t t o n . ) In the Favorites list, right-click the G o v e r n m e n t Sites f o l d e r , and then on the shortcut m e n u click Delete.

| In the dialog b o x , click Yes. T h e folder in the Favorites list and its c o n t e n t s are deleted.

Chapter

5:

Introducing

the

Internet

and

Email

Subscribing to RSS Feeds and Web Slices A f e e d is f r e q u e n t l y u p d a t e d W e b site c o n t e n t , such as

d a t e d , t h e f e e d n a m e o n t h e F e e d s t a b is b o l d . Click it

n e w s or blogs, d e l i v e r e d directly t o y o u r browser, u s u -

t o see t h e list o f u p d a t e d stories f r o m t h e W e b p a g e . A W e b S l i c e is a p o r t i o n o f a W e b p a g e t h a t is f r e -

ally f r o m a n e w s site. F e e d s RSS

q u e n t l y u p d a t e d . If a W e b p a g e p r o v i d e s a W e b Slice,

Feeds b e c a u s e t h e RSS f i l e

t h e F e e d s b u t t o n o n t h e C o m m a n d b a r is g r e e n . To

f o r m a t is o f t e n used t o m a k e

subscribe t o a W e b Slice, click t h e g r e e n Feeds b u t -

are

sometimes

feeds page

called

available. provides

If

t o n , a n d t h e n in t h e d i a l o g

a Web

box t h a t

a feed, the

o p e n s , click A d d

Feeds b u t t o n o n t h e C o m -

t o F a v o r i t e s Bar. A s w i t h a

m a n d b a r is o r a n g e . To s u b -

f e e d , w h e n t h e W e b Slice is

scribe t o t h e f e e d , click t h e

updated, t h e button on the

Feeds b u t t o n , a n d t h e n o n t h e p a g e t h a t a p p e a r s , click

Favorites

t h e Subscribe t o this f e e d link. T h e f e e d is a d d e d t o t h e

y o u c a n click it t o v i e w t h e

Feeds t a b in t h e F a v o r i t e s Center. W h e n t h e f e e d is up-

updated content.

Using the History List

b a r is b o l d , a n d

I Click the T o d a y link t o e x p a n d t h a t folder. A list o f W e b sites you visited t o d a y a p p e a r s in alphabeti-

T h e H i s t o r y list t r a c k s the W e b pages you visit over a

cal order, with a separate folder f o r each site. See

certain time p e r i o d , n o t just during a browsing session.

Exhibit 5 - 2 5 .

T h e H i s t o r y list c o n t a i n s the U R L s for the W e b sites and pages t h a t you h a v e visited. T o display the History

\ In the list, click the usa ( w w w . u s a . g o v ) folder link,

list, you open a p a n e l called the Favorites Center, and

and then click the Contact U s : U S A . g o v link. T h e

then click the H i s t o r y b u t t o n . T o return t o a page in the H i s t o r y list, click the W e b site's entry in the list for

History tab in the Favorites Center

a particular day, a n d then click the U R L t o revisit a

E x h i b i t 5-25

specific page o n t h a t site. By default, the entries in the

Close the Favorites Center button

H i s t o r y list are o r g a n i z e d into date folders (Today, Yesterday, T w o W e e k s a g o , and so o n ) . W i t h i n each date

N A S A - H o m e - W i n d o w s Internet EXPLOI

folder, there is a folder f o r every W e b site you visited. W i t h i n each site folder, the W e b pages you visited ap-

nasa.gov

pear in a l p h a b e t i c a l order. ^jf Favorites ^

Use the History list and unpin the Favorites Center.

link

f e e d Frequently updated Web site content, such as news

J

H i s t o r y list A list that tracks the Web pages you visit over a certain time period.

•

History

History tab

NJ Last W e e k Today

and delivered to your browser.

Feeds

Glet

View By Date

H i s t o r y list appears in the Favorites Center.

W e b S l i c e A portion of a Web page that is frequently updated

| } ] Suggested Sites •

A d d to Favorites...

Favorites

VWi In the Favorites Center, click the H i s t o r y t a b . T h e

or blogs, delivered directly to your browser.

J

I I

Monday ! Today ^

bing ( w w w . b i n g . c o m )

^

msn (www.msn.com)

O

nasa (www.nasa.gov)

€{j travel.state (travel.state.gov) €Jj usa (www.usa.gov)

list of W e b V.

sites visited today (the list o n your computer might b e longer)

Copyright Law and the Internet Recall t h a t c o p y r i g h t is t h e l e g a l r i g h t t o sell, p u b l i s h ,

c r e d i t t o a n y W e b site t h a t y o u u s e in y o u r r e s e a r c h .

o r d i s t r i b u t e a n o r i g i n a l artistic o r literary w o r k ; it

By c a r e f u l l y c h e c k i n g t h e c o p y r i g h t a n d p e r m i s s i o n p o l i -

is h e l d by t h e c r e a t o r o f a w o r k as s o o n as it exists in

cies o f t h e W e b sites y o u visit, y o u c a n e n s u r e t h a t y o u

physical f o r m . B e f o r e y o u d o w n l o a d o r c o p y g r a p h i c s ,

m a k e t h e r i g h t decision r e g a r d i n g if a n d h o w y o u c a n

m a p s , i m a g e s , sounds, o r i n f o r m a t i o n f r o m W e b sites

use t h e c o n t e n t y o u f i n d a n d a v o i d v i o l a t i n g a n y c o p y -

t h a t y o u visit, y o u n e e d t o f i n d o u t if a n d h o w y o u c a n

right laws.

use t h e m a t e r i a l s a n d t h e n , if necessary, g e t permission

T h e g u i d e l i n e s f o r citing W e b p a g e c o n t e n t a r e s i m i -

f r o m t h e o w n e r o f t h e c o n t e n t . S o m e W e b sites i n c l u d e

lar t o t h o s e f o r w r i t t e n sources. In g e n e r a l , t h e a u t h o r ,

t h e i r c o p y r i g h t a n d permission r e q u e s t i n f o r m a t i o n o n

d a t e o f p u b l i c a t i o n , a n d article o r W e b p a g e t i t l e a r e

t h e i r h o m e p a g e s . S o m e W e b sites i n d i c a t e t h a t t h e

listed a l o n g w i t h a " R e t r i e v e d " s t a t e m e n t

m a t e r i a l is f r e e , b u t a l m o s t e v e r y t h i n g o n t h e I n t e r n e t is c o p y r i g h t e d . U n d e r t h e f a i r use policy, y o u c a n use c o p y r i g h t e d for

educational

or nonprofit

listing

t h e d a t e t h e article w a s r e t r i e v e d f r o m t h e I n t e r n e t a n d t h e U R L o f t h e W e b p a g e used t o

material

r e t r i e v e t h e article. If in d o u b t w h e n p r e -

purposes,

p a r i n g a research paper, c h e c k w i t h y o u r

as o p p o s e d t o c o m m e r c i a l p r o f i t . I n f o r -

instructor as t o t h e style m a n u a l , such

mation

as A P A , M o d e r n

that

is c o n s i d e r e d

factual a n d

m a t e r i a l s t h a t a r e so o l d t h a t c o p y r i g h t p r o t e c t i o n n o l o n g e r exists also fall u n d e r

Favorites Center tact Us page on the USA.gov Web site loads in the current tab. \ In the upper-right c o r n e r o f the Favorites Center,

^ T i p : To delete your browsing history, click the Safety button on the Command bar, and then click Delete Browsing History. Select the items you want to delete, and then click Delete.

Association

she prefers y o u t o f o l l o w a n d r e f e r t o t h a t

t h e c a t e g o r y o f f a i r use. Y o u s h o u l d still g i v e

closes and the Con-

Language

( M L A ) , o r Chicago M a n u a l o f S t y l e , h e o r g u i d e f o r direction.

lrchasing a copyrighted item

oes not change the creator s

copyright protection; you

legally duplicate it or portray item as yo

point t o the Close t h e Favorites Center

however, large graphics and tables might n o t w r a p cor-

b u t t o n [x],

rectly, causing problems when you print. Because o f this,

and then click the Close t h e F a v o r i t e s

C e n t e r b u t t o n [xl. T h e Favorites C e n t e r closes, and

before you print a W e b page, it's a g o o d idea t o preview

the b r o w s e r w i n d o w resizes as large as possible o n

it. Changing the orientation from p o r t r a i t t o landscape

the screen.

might help t o better a c c o m m o d a t e the t e x t and graph-

Printing a Web Page

ics o n the page. T h e n , if necessary, open the Page Setup dialog b o x and change other settings t o adjust the W e b page t o fit better on the paper. Y o u c a n also adjust the

It is not always easy t o read a W e b page on a computer

margins. W h e n you open the Print dialog b o x , you c a n

monitor, especially if the page presents a large a m o u n t o f

select a printer, change the n u m b e r of pages t o print, o r

information. Printing the page might seem like the best

change the number o f copies t o print.

option. However, W e b pages are n o t usually designed

M a n y W e b pages provide a link t o a separate

with printing in mind. T h e default letter-size paper is

printer-friendly version o f the page. T h i s option c o n -

8V2 X 1 1 . A W e b page could be wider than your paper,

trols w h a t is printed, including only essential i n f o r m a -

especially if it is designed for a large, high-resolution

tion and ensuring that it will print in an appropriate

screen. In this case, text might wrap t o another page;

format.

Chapter

5:

Introducing

the

Internet

and

Email

69

that in addition t o the c o m m a n d s that appear on the toolbar, you c a n also customize the header and footer.

Print a W e b page.

I In the Headers and Footers section, under Header,

\% O n the C o m m a n d bar, click the P r i n t b u t t o n a r r o w

m

click the - E m p t y - a r r o w , a n d then click Custom.

] , and then click P r i n t P r e v i e w . T h e Print

T h e C u s t o m dialog b o x opens with the insertion

Preview window opens o n t o p o f the W e b browser window.

point in the empty b o x .

See E x h i b i t 5 - 2 6 . T h e title o f the W e b

page and the page n u m b e r appear in the header,

| Type your n a m e , and then click O K . T h e dialog

and the U R L a n d the current date appear in the

b o x closes.

footer. I O n the toolbar, click the L a n d s c a p e b u t t o n

) In the Page Setup dialog b o x , click OK. T h e Page

The

Setup dialog b o x closes, a n d your n a m e appears in

orientation o f the page in the preview changes t o

the center o f the header.

landscape. I O n the toolbar, click the P a g e S e t u p button § g . The

Page Setup dialog b o x opens. See Exhibit 5 - 2 7 . N o t i c e

E x h i b i t 5-26

| O n the toolbar in the Print Preview window, click

^ T i p : You can also click Page Setup on the Print button menu to open the Page Setup dialog box.

the Print b u t t o n

T h e Print dialog b o x opens.

See Exhibit 5 - 2 8 . I In the Page R a n g e section, click the P a g e s option b u t t o n . In the b o x next t o Pages, 1 is selected.

Print Preview window in Internet Explorer

Print Preview ID

E3

D

1

P a

9

e

V i e w

"

!

S h n n k

T

o

F i t

w

toolbar header

Print

ir

button

orientation buttons

footer

Page 1

of 6

E x h i b i t 5-27

Page Setup dialog box in Internet Explorer (Type 3. N o w only the third page will print.

Page Setup

LETTER 8.5*11*1. •-{I

PORTRAIT

o LANDSCAPE

PRINT BACKGROUND COLORS AND IMAGES orientation

J

MARGINS (INCHES)

PAPER OPTIONS PAGE SIZE:

LEFT:

0.75

RIGHT:

RJ.75

TOP:

0.75

instructor does n o t w a n t you t o print, click C a n c e l . If you clicked Print, the

BOTTOM. 0 75

dialog b o x and the Print

m ENABLE SHRINK-TO-FIT

options

If you are instructed t o print, click P r i n t . If y o u r

Preview w i n d o w c l o s e , the C o n t a c t Us page o n

HEADERS AND FOOTERS HEADER:

the U S A . g o v W e b site

FOOTER:

appears in the n o r m a l

TITLE

URL

-EMPTY-

-EMPTY-

PAGE U OF TOTAL PAGES

DATE IN SHORT FORMAT

Internet E x p l o r e r w i n d o w , and page 3 prints. If y o u clicked C a n c e l , the dialog b o x closes a n d the Print Preview w i n d o w is still open.

CHANGE FONT header a n d

OK

If the Print Preview w i n -

CANCEL

dow is still o p e n , in the

footer options

upper-right c o r n e r o f the Print Preview w i n d o w , click the Close b u t t o n

E x h i b i t 5-28 f

[ M K ^ J . T h e Print Preview

Print dialog box in Internet Explorer

w i n d o w closes a n d the C o n t a c t Us page o n the USA.gov W e b site a p p e a r s

F \ PRINT

in the n o r m a l I n t e r n e t Explorer window. T h e changes you m a d e t o the header in the Page Setup

^ H P PHOTOSMART C55C

selected

dialog b o x are saved,

MICROSOFT X P S D O C U R

printer

so you will c h a n g e the

JFFLPB SEND T O ONENOTE 20

(yours

middle part o f the header

might

b a c k t o Empty.

differ) •

PRINT TO FILE

PREFERENCES

O n the C o m m a n d bar, click the P r i n t b u t t o n

FIND PRINTER..

arrow [ #

a n d then

click P a g e S e t u p . T h e Page Setup dialog b o x o p e n s again. click to

In the H e a d e r s and

specify pages to print

F o o t e r s section, under

FPAGE NUMBER OR A SINGLE AMPLE. 5-12

Header, click the C u s t o m a r r o w , and then click -Empty-. CANCEL

t y p e t h e pages to print here

C l i c k O K . T h e Page Setup

click t o print t h e W e b page

dialog b o x closes. click t o cancel printing

Chapter

5:

Introducing

the

Internet

and

Email

7

LO5.5

Saving a Web Page If y o u w a n t t o save a W e b p a g e , click t h e P a g e b u t t o n o n t h e C o m m a n d bar, a n d t h e n click S a v e A s t o o p e n t h e S a v e W e b p a g e d i a l o g box. D e p e n d ing o n w h a t p o r t i o n o f t h e W e b p a g e y o u w a n t t o save, y o u c a n click t h e S a v e as t y p e a r r o w a n d choose f r o m f o u r o p t i o n s . T h e W e b p a g e , c o m p l e t e ( * h t m , * . h t m l ) o p t i o n saves t h e e n t i r e W e b p a g e , i n cluding its graphics a n d o t h e r e l e m e n t s t h a t m a k e up t h e p a g e . This o p t i o n c r e a t e s a f o l d e r w i t h all of t h e site's r e l a t e d files, i n c l u d i n g p a g e e l e m e n t s , such as i m a g e s a n d sounds. T h e W e b A r c h i v e , single file (*.mht) o p t i o n saves a " p i c t u r e " of t h e current W e b page, w i t h o u t any of t h e page elements. The t w o o t h e r o p t i o n s — W e b p a g e , H T M L only ( * h t m * . f

html) a n d Text File ( * . t x t ) — l e t y o u save just t h e H T M L c o d e or t h e t e x t f r o m t h e W e b p a g e , respectively, w i t h o u t saving t h e graphics, f r a m e s , or styles on the W e b page.

Using Windows Mail

E

mail allows you to c o m m u n i c a t e with other users on a network such as the Internet. Sending and

receiving email messages is m o r e efficient than using ground or airmail services. Y o u can avoid making several phone calls or printing m e m o s by sending one message to many people. You can also attach files, such as word processing documents, graphics, or spreadsheets, to an email message.

Understanding How Email Works An email message is a simple t e x t document

that

you can c o m p o s e and send using an email program, also called email client s o f t w a r e , such as M i c r o s o f t W i n d o w s Live M a i l . W h e n you send a message, it travels from your computer, the

j

through

network,

such

as a L A N or the Internet, and arrives at a c o m p u t e r that

Exiting Internet Explorer

has been designated and set up as an

When you are done using Internet Explorer, you can end the Internet E x p l o r e r session. If you have only one tab open, you close Internet E x p l o r e r the same way you do any other p r o g r a m , using the Close button on the title bar. However, if m o r e than one tab is open, you can choose to close one t a b t o leave a W e b page instead o f closing Internet E x p l o r e r entirely. T o close the tab for the current W e b page, click its Close T a b button. If you have m o r e than one t a b open and you close Internet Explorer, a dialog b o x will open asking if you want to close all tabs before exiting the program.

email server, which stores the email messages until the recipients request them. T h e n the server forwards the messages to the appropriate computers. Because email uses this storeand-forward technology, you can send messages to any users on the network, even if they do not have their computers turned on. W h e n it's convenient, your recipients log on to the network and use their email programs to receive and read their messages. If your c o m p u t e r is n o t p a r t o f a L A N , you c a n access an email server via the Internet. T o do so, you open an email a c c o u n t with a service that provides Internet access. F o r e x a m p l e , email accounts are included as part o f the s u b s c r i p t i o n fee for America

Exit Internet Explorer. Q)

O n l i n e ( A O L ) and m o s t ISPs. E m a i l accounts are also

In the upper-right corner o f the title bar, click the Close b u t t o n |

A dialog

opens,

box

^ k . T i p : To automatically

asking if you w a n t

c l o s e all t a b s w h e n y o u

to close all tabs o r

exit Internet Explorer,

the current t a b .

click t h e A l w a y s close

I Click Close all t a b s

to close all the tabs and exit Internet Explorer.

Chapter

5:

Introducing

all t a b s c h e c k b o x C l o s e all t a b s b u t t o n in t h e dialog box.

Internet

and

sites, such as Y a h o o ! and H o t m a i l . After you establish an email a c c o u n t , you c a n c o n n e c t t o the Internet and go to the service provider's W e b site to access your email a c c o u n t . T h e email address you use directs the message to its destination. Your email address is included as the return address in any message you send, so that your

before clicking t h e

the

provided free o f charge by advertiser-supported W e b

recipients can easily respond to your message. If you w o r k for a c o m p a n y or attend a school that provides email, you might have been instructed h o w to apply for

Email

ON THE JOB

Writing Effective and Appropriate Email Messages W h e n y o u c o m m u n i c a t e using e m a i l , t h e i n f o r m a t i o n y o u s e n d m i g h t b e r e a d by users o t h e r t h a n t h e i n t e n d e d r e c i p i e n t ( s ) , especially if y o u w o r k f o r a c o r p o r a t i o n o r p r i v a t e i n s t i t u t i o n , so b e a w a r e t h a t e m a i l is n o t p r i v a t e .

^

^

K e e p t h e f o l l o w i n g g u i d e l i n e s in m i n d as y o u c o m p o s e

U s e a p p r o p r i a t e l a n g u a g e — t h a t is, d o n o t use s l a n g , abbreviations t h a t others might not understand, or p r o f a n i t y . H u m o r a n d sarcasm c a n also b e m i s i n t e r -

^

e m a i l servers limit t h e size o f t h e files y o u c a n s e n d o r r e c e i v e as a t t a c h m e n t s . ^

C h e c k t h e s p e l l i n g in t h e m e s s a g e , a n d p r o o f r e a d it b e f o r e y o u s e n d it.

p r e t e d in a n e m a i l .

A n e m a i l m e s s a g e , like a n y w r i t t e n d o c u m e n t , r e f l e c t s

P r o v i d e m e a n i n g f u l i n f o r m a t i o n in t h e subject line t o

y o u r a b i l i t y t o c o m m u n i c a t e clearly a n d e f f e c t i v e l y — a n

clearly i n d i c a t e t h e c o n t e n t s o f t h e message. E v e n a f t e r p e o p l e r e a d y o u r message, t h e subject helps t h e m quickly l o c a t e i n f o r m a t i o n t h e y m i g h t n e e d later. ^

L i m i t t h e f i l e size o f a t t a c h m e n t s so d o w n l o a d i n g your message doesn't take t o o long. N o t e t h a t most

email messages: ^

State a n y action that y o u expect t h e recipient t o t a k e , i n d i c a t i n g t h e t i m e f r a m e , if a p p r o p r i a t e .

K e e p t h e c o n t e n t of t h e message short a n d related t o t h e t o p i c in t h e subject line.

an email a c c o u n t o r you might have been assigned one

i m p o r t a n t skill in a n y p e r s o n a l , a c a d e m i c , o r p r o f e s s i o n a l endeavor. By f o l l o w i n g these guidelines, y o u can ensure t h a t r e c i p i e n t s o f y o u r e m a i l messages a r e n o t d i s t r a c t e d by i n a p p r o p r i a t e l a n g u a g e o r t o n e , o r c o n f u s e d by t y p ing o r g r a m m a t i c a l errors.

Y o u must download and install W i n d o w s

Live

by a system administrator. In other situations, you cre-

M a i l before y o u c a n use it. O n c e W i n d o w s Live M a i l

ate y o u r o w n email address, though it must f o l l o w a

is installed, you sign in t o it with y o u r email u s e r n a m e

particular f o r m a t .

and a p a s s w o r d .

T h e email address [email protected]

is a typ-

ical email address. It begins with a username, o r login I D ; in this c a s e , johnjwynn.

T h i s is the n a m e that you

enter o r are assigned when your email a c c o u n t is set up. T h e @ s y m b o l signifies that the email server n a m e will be provided n e x t — w h i c h , in this case, is

wynnco.biz.

Check to see if Windows Live Mail is installed. Q ) O n the taskbar, click the S t a r t b u t t o n Q . T h e

insertion point is blinking in the S e a r c h p r o g r a m s and files b o x at the b o t t o m o f the S t a r t m e n u .

Downloading Windows Live Mail

B P Type W i n d o w s L i v e M a i l . T h e S t a r r m e n u c h a n g e s

W i n d o w s Live M a i l is a free email p r o g r a m that allows

to display items that m a t c h t h o s e k e y w o r d s . If

you t o send, receive, and m a n a g e email. Y o u c a n send

W i n d o w s Live M a i l appears at the t o p o f the list

email t o a n d receive email f r o m a n y o n e in the world

under P r o g r a m s , then it is installed o n y o u r c o m -

w h o has an email address, regardless o f the operating

puter. If W i n d o w s Live M a i l did n o t a p p e a r under

system or type o f c o m p u t e r the person is using.

P r o g r a m s w h e n you c o n d u c t e d y o u r s e a r c h , it is n o t installed, and you need t o d o w n l o a d a n d install it b e f o r e y o u c a n use it.

IIL A D D R E S S

C H A N G E S ,

^OU C A N S U B S C R I B E TO A N E M A I L F O R W A R D I N G S E R V I C E S O Y O U D O M I S S

A N Y M A I L

THAT M I G H T B E

TO Y O U R O L D A D D R E S S .

S E N T

U P Click a b l a n k area of the d e s k t o p to c l o s e the

S t a r t m e n u w i t h o u t selecting a n y t h i n g . If W i n d o w s Live M a i l is n o t installed o n y o u r c o m p u t e r , c o m p l e t e the n e x t Activity. If it is installed, skip the n e x t Activity a n d go t o the section titled " S e n d i n g and Receiving Email Using W i n d o w s Live M a i l . "

a p t e r 5 : Introducing

the

Internet

and

Email

ACTIVITY

E x h i b i t 5-29

D o w n l o a d a n d install F

W i n d o w s Live Mail.

T

List of Windows Live Essentials programs

Windows Live

VWS Start I n t e r n e t E x p l o r e r .

Click in the A d d r e s s b a r , type e x p l o r e . l i v e . c o m a n d

C H O O S E

then press the E n t e r k e y .

T H E P R O G R A M S Y O U W A N T T O INSTALL

Click each program name for details.

A W e b page listing the *

W i n d o w s Live p r o g r a m s appears.

A

P r o b l e m ? If the

URL

isn't valid, click in the S e a r c h b o x to the right of the Address bar, type W i n d o w s L i v e E s s e n t i a l s and then click the result link that lists Windows Live Mail.

Messenger

Messenger

Mail

Send instant messages to contacts or groups, play games, share pictures as you chat and see what's new with people you know.

E

#

0

| , Movie Maker

Photo Gallery

0

tS Toolbar

0

I

0

ft

Installed with this program: • • • •

Writer Family Safety

Microsoft Application Error Reporting Microsoft Visual Studio Runtime Windows Live Communications Platform Windows Live Call

keep Mail selected to install it

click to install selected programs

I Click the E s s e n t i a l s link.

Space needed:

178 MB

Space available:

9.77 GB

"

f>

Install

Cancel

W i n d o w s Live M a i l is o n e o f several p r o g r a m s you can d o w n l o a d . | Click the D o w n l o a d n o w link. T h e File D o w n l o a d -

I Click C o n t i n u e . Internet E x p l o r e r closes, and the dialog b o x changes t o s h o w the progress o f the

Security W a r n i n g dialog b o x opens. ) Click R u n . T h e dialog b o x closes, the p r o g r a m d o w n l o a d s , and then the User A c c o u n t C o n t r o l dialog b o x opens asking if you w a n t t o allow the program t o m a k e changes t o the computer.

installation. After the p r o g r a m is installed, the dialog b o x changes t o tell y o u t h a t you're almost done, and asks you t o select y o u r settings to set your search provider, your h o m e page, and to improve W i n d o w s Live. T h e first t w o check b o x e s

| Click Yes. T h e dialog b o x closes, and then W i n -

set options in Internet Explorer, and the last one

dows Live installer starts. After a m o m e n t , it lists

collects information a b o u t your system and peri-

the programs available with W i n d o w s Live. See

odically sends it t o M i c r o s o f t .

Exhibit 5 - 2 9 .

) Click the S e t y o u r s e a r c h p r o v i d e r c h e c k box to

I Click the check b o x e s next to all the programs except M a i l t o deselect them. I Click Install. T h e dialog b o x c h a n g e s to tell you t h a t s o m e p r o g r a m s , including

deselect it. Click the S e t y o u r h o m e p a g e check b o x A

If Mail has a green check mark next to it instead of a check box, it is already installed. Click C a n c e l and skip the rest of the steps in this set of steps. Problem?

Internet Explorer, need t o be closed before you

install the p r o g r a m s . T h e Close these programs for

5:

Introducing

the

W i n d o w s L i v e c h e c k box t o select it.

Click C o n t i n u e . Internet E x p l o r e r starts again. O n the title bar, click the C l o s e b u t t o n J W C J — J

t o close the Internet E x p l o r e r w i n d o w . T h e W i n d o w s Live installation dialog b o x says " W e l c o m e t o W i n d o w s L i v e " a n d asks if you have a W i n d o w s Live I D . Y o u will n o t sign up for o n e at this t i m e . Click Close. T h e installation is c o m p l e t e .

me option b u t t o n is selected.

Chapter

to deselect it. If you w a n t , click the Help i m p r o v e

Internet

and

Email

Sending and Receiving Email Using Windows Live Mail

E x h i b i t 5-30

dialog box

Add an E-mail Account

T o use W i n d o w s Live M a i l , y o u need an Internet c o n n e c t i o n , an email address, and a passw o r d . T h e first thing you need t o do is start the program.

Q

t y p e your email ACTIVITY

address here

b u t t o n @ , point t o A l l P r o g r a m s ,

f o l d e r . T h e list o f W i n d o w s Live p r o g r a m s installed on your c o m puter appears. P P

E-mail address: Get a free e-mail account

Password:

t y p e your password here

scroll t o the b o t t o m o f the list, and then click the W i n d o w s L i v e

^Please enter your e-mail account information below:

[email protected]

Start W i n d o w s Live Mail.

nXS O n the taskbar, click the S t a r t

Add an E-mail Account

[7] Remember password How shouWyour name appear in e-mail sent from this account? Display Name:

deselect this if

For example: John J mith

y o u are w o r k i n g o n a public

Manually configure server settings for e-mail account

computer

C l i c k W i n d o w s L i v e M a i l . T h e Start

t y p e your n a m e as y o u

m e n u closes and W i n d o w s Live

w a n t it t o a p p e a r in

M a i l starts.

email messages y o u

Cancel

send here

£ P If the w i n d o w docs nor already fill your screen, o n the title bar, click the M a x i m i z e b u t t o n \mg__. N o w y o u need t o create an a c c o u n t . T o d o this, you need t o have a valid email address and a password from an ISP.

Q|

Click F i n i s h . T h e dialog b o x closes

P r o b l e m ? If you don't see folders below your account name in the pane on the left, point to your account name, and then click the

A

and the a c c o u n t and its folders appear in the pane o n the left.

ACTIVITY Create a n email account.

E x h i b i t 5 - 3 1 shows the W i n d o w s Live

Expand arrow

M a i l w i n d o w with

If the Add your email account dialog box is not al-

t w o emails in the

ready o p e n , click the Accouts t a b and then click the

I n b o x . T h e various elements in the M a i l w i n d o w

E m a i l b u t t o n . T h e Add an E-mail A c c o u n t dialog

are labeled in the exhibit.

b o x o p e n s . See Exhibit 5 - 3 0 . 0 ^ T y p e your email address, click in the P a s s w o r d box, and then type your password. If you are working on a public computer, click the R e m e m b e r passw o r d c h e c k b o x t o deselect it.

^

An email message looks similar t o a m e m o , with header lines for D a t e , T o , F r o m , C c , a n d S u b j e c t , followed by the body o f the message. T h e D a t e line s h o w s the date on w h i c h you send the message a n d the F r o m fine lists your n a m e o r email address; these lines are n o t visible

Click in the Display N a m e box, and then type your

in the w i n d o w in which you create your email message.

first and last n a m e .

Y o u complete the other lines. T h e T o line lists the email

tUm) C l i c k N e x t . T h e dialog b o x changes t o display a message asking you if you w a n t t o sign in using your email address.

addresses o f o n e o r m o r e recipients. T h e C c line lists the email addresses o f anyone w h o will receive a courtesy copy o f the message, and the B c c line lists the email addresses o f anyone w h o will receive a blind courtesy

Click Yes. Enter your email address and password

c o p y o f the message. B c c recipients are n o t visible t o

and then click S i g n i n . A dialog b o x opens saying

each other o r t o the T o a n d C c recipients. T h e Subject

y o u r email a c c o u n t w a s added.

line provides a quick overview o f t h e message t o p i c ,

Chapter

5:

Introducing

the

Internet

and

Email

there might be a Sign In

Windows Live Mail window listing the messages in the Inbox E x h i b i t 5-31

button here

unread message INBOX - WINDOWS LIVE Mai REPLY ALL toolbar

•<* views

•in

Add to calendar

j Find a m e s s a g e

read message U n k n o w n sender

P/j

/

read e-mail (1) rn— Unread f r o m contacts

Sort b y d a t e " :

Unread feeds (482)

/

Descendi/g

9/8/2014 m

Kerry DeRosa N e w marketing piece

- Your Account N a m e Inbox

John Wynn

?

*

To:

[email protected] -

Delete and block

|

Allow sender

[[email protected]]

You;

Add contact 9 8/20.

Meet about schedule?

John W y n n

this yellow bar appears w h e n t h e

M e e t about schedule?

a)

Drafts

sender's n a m e

Hi,

Sent i t e m s v\

W e need to meet to set up the new schedule. Can you meet tomorrow?

Junk e - m a i l Deleted items

your account

. Outbox

| _,(<

is not in your Contacts folder

Thanks, John

name appears here

Add e - m a i l a c c o u n t

I

folders

reading p a n e

list

commonly used folders

message list (no messages or different messages will appear in your list)

Mail ». , If] Q

Calendar

folder p a n e

Contacts Feeds Newsgroups

Working on

2 message{s), 1 unread

me £

similar to a headline. T h e m a i n p a r t o f the email is the

email server, w h i c h routes it t o the recipient. It also

message body.

keeps a c o p y o f the message in the Sent items folder,

W h e n you click the S y n c b u t t o n , W i n d o w s Live M a i l moves the message f r o m y o u r c o m p u t e r t o your

which you can open t o see all the messages you have sent or replied t o .

Setting Up a Hotmail Account in Windows Mail If y o u h a v e a W i n d o w s Live ID, y o u c a n set u p y o u r Hot-

link, t y p e y o u r live.com o r h o t m a i l . c o m e m a i l address in

maiY a c c o u n t in W i n d o w s Live M a i l so t h a t y o u c a n check

t h e E-mail address b o x a n d t h e c o r r e s p o n d i n g p a s s w o r d

y o u r H o t m a i l a c c o u n t f r o m W i n d o w s M a i l . (If y o u h a v e a

in t h e P a s s w o r d box. A f t e r y o u c r e a t e t h e a c c o u n t , a b a r

H o t m a i l a c c o u n t , t h e n y o u a l r e a d y h a v e a W i n d o w s Live

a p p e a r s a t t h e t o p o f t h e W i n d o w s Live M a i l w i n d o w

ID. If y o u n e e d a W i n d o w s Live ID, y o u c a n c r e a t e o n e

asking y o u t o click D o w n l o a d t o d o w n l o a d t h e f o l d e r s

by g o i n g t o t h e W i n d o w s Live h o m e p a g e a t h o m e . l i v e ,

associated w i t h t h a t a c c o u n t . Click D o w n l o a d , a n d t h e

com.) To d o this, in t h e A d d a n E-mail A c c o u n t d i a l o g

f o l d e r s a n d messages s t o r e d o n y o u r H o t m a i l a c c o u n t

box t h a t o p e n s w h e n y o u click t h e A d d e-mail a c c o u n t

will d o w n l o a d t o your computer.

Chapter

5:

Introducing

the

Internet

and

Email

Click in the S u b j e c t box, and then type Test M e s s a g e . O n the title bar, the n a m e o f the w i n d o w

Create and send an email message.

changes t o Test Message.

O n the toolbar, click the N e w b u t t o n . A N e w

^

Message window, type This is a test m e s s a g e . , press

M e s s a g e w i n d o w opens. | T o the right o f the S u b j e c t b o x , click

A\

the S h o w Cc & Bcc link. T h e Cc

and

B c c b o x e s appear b e l o w the T o b o x a n d a b o v e the

Click in the large b o x in the b o t t o m h a l f o f the Test the Enter k e y twice, and then type your n a m e .

If the link to the right of the Subject box is Hide Cc & Bcc, the Cc and Bcc boxes are already displayed. Skip Step 2. Problem?

S u b j e c t b o x . See

^

In the Test Message window, on the t o o l b a r , click the S e n d b u t t o n . T h e message is m o v e d t o the O u t b o x folder before it is routed to the email server. Unless a problem occurs, you p r o b a b l y w o n ' t notice this transmission; it occurs quickly. In the folders list, click the S e n t i t e m s f o l d e r . T h e message list changes to display the list o f messages

Exhibit 5-32.

that you have sent.

I C l i c k in the To box, and then type your email W i n d o w s Live M a i l transfers, or d o w n l o a d s , messages

address.

addressed to you from your email server t o y o u r Inb o x . After messages have been

Exhibit 5-32 New Message window

downloaded

to

your

Inbox,

they appear in a list with the click to send t h e

name o f the sender a n d

New Message •Send

Save

Attach

Check names

High

the

subject displayed; unread mes-

Low

sages appear in b o l d , with an

message

unread mail i c o n . T h e n u m b e r o f unread

t y p e email

messages

appears

in parentheses t o the right o f

address of

the I n b o x folder. T o

recipient

preview

a message, you click the mes-

here

sage in the list t o display its contents in the reading pane, S h o w C c & Bcc link c h a n g e s to this link w h e n t h e Cc a n d Bcc boxes are visible

o r you c a n d o u b l e - c l i c k the message t o o p e n it in a separate w i n d o w . Y o u c a n also print the messages that you receive.

Receive and read an email message. I In the folders list, click the Inbox f o l d e r . T h e mes-

email keeps each conversation thread distinct and makes it

sage list changes to show the list o f messages in your I n b o x . the toolbar, click the S y n c b u t t o n . W i n d o w s

simpler t o find all the messages

Live M a i l downloads your email messages f r o m

related t o that

message list.

email server, and Test M e s s a g e appears in the

:

Introducing

the

Internet

and

Email

E x h i b i t 5-33

| In the message list, click Test

Message window with a reply 1 <=> i a muUmd

email address of

' RE TEST MESAGE

Message. T h e content o f the

t h e original sender

selected message appears

appears here

in the reading pane a n d , t o indicate that you have read the message, the read mail icon [Q] appears next t o the name o f the sender

subject line

in the I n b o x .

is filled in automatically

Replying to and Forwarding Email Messages

C YOUR NAME SENT: WEDNESDAY, SEPTEMBER , 2C 014 11:30 A M TO: YOUR NAME SUBJECT: TEST MESSAGE THIS IS A TEST MESSAGE.

Some o f the email you receive

original

with the

message

preface "Re:"

header

will ask you t o provide information,

answer

ques-

original

tions, o r confirm decisions.

message

Instead o f creating a n e w email message, y o u c a n reply directly t o a message that you

received. As part

o f the

reply, W i n d o w s Live M a i l fills in the T o and Subject b o x e s , and includes the t e x t o f the original message. You c a n also send a message t o someone w h o

) Type This t e s t m e s s a g e w a s r e c e i v e d .

| In the R e : Test Message window, o n the toolbar,

wasn't included o n the original message. T h e Forward

click the S e n d b u t t o n . T h e message closes and is

feature creates a c o p y o f the original message subject

sent t o your O u t b o x . In the message list, note that

and body, but leaves the T o , C c , and B c c b o x e s blank.

the icon for the original Test M e s s a g e has changed

You c a n enter the recipient o r recipients w h o m you

again t o

want t o receive a c o p y o f t h e message.

that you have replied t o this message.

With both the reply t o a n d forward features, you can add a n e w message a b o v e the original message.

. T h e red, left-pointing a r r o w indicates

| With the original Test M e s s a g e selected in the message list, on the toolbar, click the F o r w a r d b u t t o n . T h e F w : Test Message w i n d o w opens. As with a reply, the subject line is filled in automatically, although with F w : prefacing the original subject

Reply to and forward an email message. M a k e sure

lest

Message is selected in the message list, and then on the toolbar, click the Reply button. The

R e : Test Message w i n d o w opens. Y o u r n a m e o r email

to indicate it is a forwarded message. T h e original message appears in the b o t t o m portion o f the mes-

^ k , T i p : If c o p i e s o f t h e

sage body. W i t h forwarded messages, the T o b o x

message have been

is n o t filled in automatically. Instead, the T o b o x is

sent to more than o n e person, y o ucan s e n d a r e p l y t o all t h e recipients at o n c e by c l i c k i n g t h e R e p l y all button.

empty, and the insertion point is in the T o b o x . See Exhibit 5 - 3 4 . | In the T o b o x , type your email address. | Click in the blank area o f the message body above the copied original message, type This is a n

address appears

e x a m p l e of a f o r w a r d e d m e s s a g e . , and then o n the

in the T o b o x , a n d R e : Test Message appears in

toolbar, click the S e n d b u t t o n . T h e message closes

the Subject b o x . T h e original message appears in

and is sent t o your O u t b o x . In the message list, the

the b o t t o m p o r t i o n o f the message body, and the

icon for the original Test M e s s a g e is n o w \__\. T h e

insertion point is in the message body above the

green, right-pointing a r r o w indicates that this mes-

original message. See E x h i b i t 5 - 3 3 .

sage has been forwarded.

Chapter

5:

Introducing

the

Internet

and

Email

E x h i b i t 5-34

Message window with a forwarded message I If the reply a n d

Fw: Test Message

insertion

f o r w a r d e d messages are High

point

not in y o u r I n b o x , o n the toolbar, click the Sync button.

subject line is filled Subject

Fw; Test Message

A]B Format 0

"

in automatically w i t h

^~

t h e preface "Fw:"

Add photos

Stationery •

Calibri •

_

10 *

From: Your Name S e n t : Wednesday, September 08, 2014 11:30 AM To: Your Name Subject: Test Message

• ^

_ •

7

* '

/•

Deleting Email Messages

ft

After you read and

original

1 J

F

to

message

<-

header

This is a test message.

your

messages,

respond you

can

delete a n y message t h a t

you

no

you

longer

need.

When

delete a message f r o m t h e I n -

Your Name

b o x , it m o v e s t o t h e

Deleted

items folder. J u s t as y o u r I n box will accumulate

lots

of

messages, y o u r D e l e t e d items folder w i l l t o o ; therefore, y o u should empty the contents of this folder

periodically.

i n g so p e r m a n e n t l y r e m o v e s t h o s e i t e m s f r o m

Doyour

computer. T o e m p t y the D e l e t e d items folder, rightc l i c k it i n the F o l d e r s list, c l i c k E m p t y ' D e l e t e d i t e m s '

Reply All and Forwarding

folder o n the shortcut m e n u , a n d t h e n click Yes

in

the c o n f i r m a t i o n b o x to c o n f i r m the d e l e t i o n . Y o u

It's i m p o r t a n t t o use t h e R e p l y a n d R e p l y A l l f e a t u r e s a p p r o p r i a t e l y . If n o t all m e s s a g e recipients n e e d t o r e a d y o u r r e p l y use t h e R e p l y f e a t u r e so t h a t y o u do not clutter

others'

Inboxes

c a n m o v e a deleted message f r o m the D e l e t e d items f o l d e r t o a n o t h e r f o l d e r if y o u d o n ' t w a n t t h e m e s sage p e r m a n e n t l y d e l e t e d ; h o w e v e r , o n c e t h e D e l e t e d i t e m s f o l d e r is e m p t i e d , t h e m e s s a g e n o l o n g e r e x i s t s on your computer.

unnecessarily, a n d so that you don't inadvertently send a reply t o m a n y when

you

people meant

t o s e n d it t o o n e

ACTIVITY

Delete email messages. Q)

it is n o t a l r e a d y selected.

person. Likewise, if it's

In the message list, click Test M e s s a g e to select it, if

O n the t o o l b a r , c l i c k the D e l e t e b u t t o n . T h e

important

s e l e c t e d m e s s a g e is m o v e d t o t h e D e l e t e d i t e m s

t h a t e v e r y o n e w h o received t h e original email rem a i n in t h e " c o n v e r s a t i o n " c r e a t e d by t h e e m a i l

folder.

c h a i n , b e s u r e t o use t h e R e p l y A l l f e a t u r e so t h a t

I n t h e m e s s a g e l i s t , c l i c k R e : Test M e s s a g e to

n o o n e is l e f t o u t by m i s t a k e . W h e n y o u f o r w a r d a

select it, press a n d h o l d the Ctrl key, a n d t h e n

message, be a w a r e that y o u might be f o r w a r d i n g

click Fw:Test Message. B o t h messages are

p r i v a t e e m a i l addresses c o n t a i n e d in t h e h e a d e r in t h e o r i g i n a l message. Finally, b e a w a r e t h a t t h e r e is n o t h i n g t o stop a n y o n e t o w h o m y o u s e n d , r e ply, or f o r w a r d a m e s s a g e f r o m f o r w a r d i n g it o n t o others, including people y o u don't know.

selected. £P

O n the toolbar, click the Delete b u t t o n . T h e selected messages a r e m o v e d t o t h e D e l e t e d i t e m s folder. I n t h e f o l d e r s list, c l i c k t h e S e n t i t e m s f o l d e r .

Chapter

5:

Introducing

the

Internet

and

Email

Email Privacy M a n y p e o p l e mistakenly b e l i e v e t h a t t h e e m a i l t h e y send

p l o y e r a n d y o u r ISP h a v e access t o t h e e m a i l y o u s e n d

a n d receive is p r i v a t e a n d w i l l n e v e r b e r e a d by a n y o n e

t h r o u g h t h o s e o r g a n i z a t i o n s . Businesses a n d ISPs t y p i -

o t h e r t h a n t h e i n t e n d e d recipient. B e c a u s e e m a i l is t r a n s -

cally a r c h i v e ( k e e p copies o f ) e m a i l messages t h a t t r a v e l

m i t t e d o v e r public m e d i a , h o w e v e r , only e n c r y p t e d (elec-

t h r o u g h t h e i r servers a n d a r e r e q u i r e d t o comply w i t h

tronically s c r a m b l e d ) e m a i l c a n b e t r a n s m i t t e d safely.

subpoenas f r o m l a w e n f o r c e m e n t agencies for archived

A l t h o u g h unlikely t o h a p p e n t o y o u r personal e m a i l ,

e m a i l messages.

nonencrypted

email

be intercepted

can

a n d read

by s o m e o n e else. C o n s e quently,

from

a

privacy

standpoint, a nonencrypte d e m a i l message s h o u l d be

viewed

more

like

a

postcard t h a n a letter. It

is also

Chris, From: [email protected]

The meeting is Monday at 2 pm. Please bring all related personnel files detailing the anticipated firing of Joe D.

To: [email protected] From: [email protected]

To: [email protected]

CONFIDENTIAL

Eve

important

t o realize t h a t y o u r e m -

I In the message list, select the Test M e s s a g e , R e : Test M e s s a g e , and F w : Test Message messages,

and then move them

REGULAR (NONENCRYPTED EMAIL) = POSTCARD

^ T i p : You can also right-click the Deleted items folder, and then click Empty'Deleted Items'folder.

t o the D e l e t e d i t e m s

ENCRYPTED EMAIL = SEALED LETTER

Adding Contacts to the Contacts Folder T h e Contacts folder is an address b o o k where you store information a b o u t the people and businesses with w h o m you c o m m u n i c a t e . E a c h person or organization is called a contact. Y o u c a n store business-related information a b o u t each c o n t a c t , including j o b title, phone and f a x numbers, postal and W e b addresses, and email

folder.

addresses, as well as more personal information, such

I In the folders list, click the D e l e t e d i t e m s folder.

T h e messages you deleted appear in the message

as birthdays, anniversaries, and spouse and children's names.

list, and the E m p t y this folder button [ X J appears ACTIVITY

to the right o f Deleted items. I N e x t to the Deleted items folder, click the

A d d contacts to t h e Contacts folder.

E m p t y t h i s f o l d e r b u t t o n [ X j . A dialog b o x opens

At the b o t t o m o f the folder pane, click the

asking if you are sure y o u w a n t t o permanently

Contacts b u t t o n . T h e W i n d o w s Live Contacts

delete the contents o f the 'Deleted Items' folder. I Click Yes. T h e dialog b o x closes and the messages in the Deleted items folder are permanently deleted.

window opens. See E x h i b i t 5 - 3 5 . Q|

O n the toolbar, click the N e w b u t t o n . T h e Add a

C o n t a c t dialog b o x opens. Q u i c k add is selected in the list o f forms o n the left. See Exhibit 5 - 3 6 .

In the folders list, click the Inbox f o l d e r . A n y mes-

T h e form that appears by default is the Q u i c k

sages that are still in your I n b o x appear in the

add form in which you c a n enter basic c o n t a c t

message list.

information. f\% In the list of forms, click Contact. T h e dialog b o x changes to show the fields available in the

c o n t a c t Each person or organization with whom

C o n t a c t form. T h e insertion point is in the First

you communicate and about whom you store information.

name b o x .

Chapter

5:

Introducing

the

Internet

and

Email

E x h i b i t 5-35

might not a p p e a r o n y o u r

Windows Live Contacts window

screen if y o u are not signed i n t o W i n d o w s Live

WINDOWS LIVE CONTACTS [FROM YO«r_LIVE.COM_ADDRESS© VE CORN NEW "

EDIT

DELETE

Contacts

E-MAIL

PRINT

CONTACT DIRECTORIES

I Find a contact

All CONTACTS P) FAVORITES (O.I

VIEW »

Classmate Name [email protected]

JOHN

WYNN

YOUR REQUEST FOR CONTACT UPDATES IS PENDING

John W y n n selected c o n t a c t

_^JOHN_W)'NN©VVYNNCO.BIZ 978-555-0987 YOU (OFFLINE) [email protected]

CREATE A NEW CATEGORY SHARE YOUR CONTACT INFO VIEW YOUR PROFILE

PERSONAL FULL NAME

JOHN WYNN

MOBILE PHONE

978-555-0987

JOB TITLE

PRESIDENT

COMPANY NAME

WYNN CO

for selected c o n t a c t

WORK ADDRESS

435 MAIN St. METHUEN, MA 01844

WORK PHONE

978-555-3209

WORK E-MAIL

[email protected] (PREFERRED E-MAIL)

WORK WEBSITE

WWW.WYNNC0.BI2

OTHER contacts list (no contacts

c o n t a c t information

INFO

INFO

ADD CONTACT INFO

will appear if y o u h a v e not a d d e d any contacts yet)

Add a Contact dialog box with the Quick add form selected E x h i b i t 5-36

(Type K e r r y in the First n a m e b o x , press the T a b k e y twice, and then type D e R o s a in the L a s t n a m e b o x . ( Click in the W o r k p h o n e b o x , a n d then type 978-555-2399. | Click in the W o r k e-mail b o x , a n d then type kerry

[email protected].

) Click the P r i m a r y e-mail a d d r e s s a r r o w , and then click W o r k . T h i s sets Kerry's w o r k email address as the default email address.

list of forms

| At the b o t t o m o f the d i a l o g b o x , click A d d c o n t a c t . T h e dialog b o x closes,

and

Kerry

D e R o s a appears in the c o n t a c t s list. I Add your o w n infor-

^ T i p : T o p r i n t a list o f contacts, click t h e Print

m a t i o n as

button o n t h e toolbar.

a contact. Y o u c a n de-

lete c o n t a c t s if you n o longer need t h e m In the c o n t a c t s list, click K e r r y D e R o s a , and then on the toolbar, click the D e l e t e b u t t o n .

Chapter

5:

Introducing

the

Internet

and

Email

81

A warning dialog b o x appears telling you that the

I F A N I M

V

A O E S N O T A C C E P T

M E S S A G E S

contact will also be deleted from other W i n d o w s Live locations.

W I T H

Click OK. T h e dialog b o x closes and the selected

ATTACHMENTS

contact is deleted.

I N FORMATS

U S E D TO S P R E A D VIRUSES,

In the W i n d o w s Live C o n t a c t s window, click the Close b u t t o n |

LARGE ATTACHMENTS

T h e w i n d o w closes and the

W i n d o w s Live M a i l w i n d o w appears.

M I G H T N O T B E NOTIFIED DIDN'T RECEIVE

T H E

O R S O M E T I M E S T H E SENDER

THAT A

RECIPIEN

M E S S A G

Working with Attachments An a t t a c h m e n t is a file that you send with an email mes-

Q ) In the First Quarter Sales window, on the tool-

sage. T h e file c o n t e n t does n o t appear within the mes-

bar, click the Attach button. T h e Open dialog box

sage body, and the recipients can save the file to their

appears.

computer, and then open, edit, and print it just as they can a file they created.

T\% In the pane on the left, click the drive or folder c o n taining the files you need as you work through the steps in this book. In the right side o f the dialog b o x ,

ACTIVITY

double-click folders as needed until you see the files provided with this b o o k . (You'll learn more about

A t t a c h a file t o a m e s s a g e .

navigating to drives and folders in Chapter 7.)

On the toolbar, click the N e w b u t t o n . A New M e s sage window o p e n s .

Display the contents of the Chapter 5 folder included with this book, display the contents o f the Chapter

In the To b o x , type your e m a i l address, click in the

folder, click the data file Quarterly Sales, and then at

Subject box, and then type First Q u a r t e r S a l e s .

the bottom of the dialog b o x , click O p e n . The dialog b o x closes, and the file is listed as an attachment

^

below the subject, as shown in Exhibit 5 - 3 7 .

T i p : If t h e n a m e y o u are entering as a r e c i p i e n t is listed in y o u r c o n t a c t s list, t h e

E x h i b i t 5-37

Message window with an attachment

n a m e appears just below t h e box as y o u a r e t y p i n g it, a n d y o u c a n click it t o add the name as a r e c i p i e n t .

indicates an attachment

) Click in the message b o d y b o x , type H i , (including

FIRST QUARTER SALES IS] QUARTERLY SALES.XLLX (201 KB) AJB FORMAT «^ ADD PHOTOS STATIONERY * CALIBRI

the c o m m a ) , press the E n ter k e y twice, type T h e a t tached workbook contains t h e sales n u m b e r s f r o m t h e first q u a r t e r . L e t m e k n o w if y o u h a v e a n y q u e s t i o n s . , press the E n t e r k e y twice, and then type your n a m e . a t t a c h m e n t A file that you send with an email message.

Hi, The attached workbook contains the sales numbers from the first quarter. Let me know if you have any questions.

Message with an attachment selected in the message list E x h i b i t 5-38

attached

/ Reply

R e p l y all

Quick views selected

Unread e-mail

message

Forward

To: Sort b y d a t e Q$ W

Your Account N a m e

D e s c e n d i n g 4-

i:

First Q u a r t e r Sales 10:36 A M

»

10:28 A M

*

N e w marketing piece _\

John W y n n

(Ol

9/8/2014 2:20 P M

Your N a m e ; BQuarterlySa~les.xlsx(206KB)

First Quarter Sales

Your N a m e

Kerry DeRosa

Inbox (1)

Sent i t e m s

[email protected]"

Your Name

[ F i n d a message

i f r o m contacts

Drafts

Sync

A d d t o calendar

(1)

U n r e a d f e e d s (45!

file

Hi,

Meet about schedule?

Junk e - m a i l

The attached workbook contains the sales numbers from the first quarter. Let me know if you have any questions.

Deleted items

Your Name

! O n the toolbar, click the S e n d b u t t o n . T h e message

First Q u a r t e r Sales message appears in the mes-

w i n d o w closes and is sent, along with the attached

sage list. A paperclip appears b e l o w t h e time that

file.

the message w a s received in the message list t o indicate that an attachment is included in the message.

Large Attachments

I In the message list, click the First Q u a r t e r S a l e s

If y o u a t t a c h a l a r g e file t o a n e m a i l m e s s a g e , it

m e s s a g e . T h e message appears in the reading

might t a k e a long time for your recipient t o d o w n -

pane, a n d the attachment is listed in t h e message

l o a d y o u r m e s s a g e . M o s t e m a i l servers limit t h e

header. See E x h i b i t 5 - 3 8 .

size o f t h e files y o u c a n a t t a c h ; s o m e a l l o w files n o l a r g e r t h a n 1 M B . Check w i t h y o u r c o r r e s p o n d e n t s b e f o r e s e n d i n g l a r g e file a t t a c h m e n t s t o f i n d o u t a b o u t size restrictions a n d t o set u p a c o n v e n i e n t time t o send t h e attachment.

I In the reading

Problem?

pane, double-click Q u a r t e r l y Sales.xlsx.

box did n o t o p e n ,

T h e M a i l Attach-

someone deselected

ment dialog b o x

t h e A l w a y s ask before

opens asking if you W h e n y o u receive a message that contains an attach-

w a n t t o open the

ment, y o u c a n c h o o s e t o open o r save the a t t a c h m e n t .

file.

T o open the a t t a c h m e n t , you need t o m a k e sure the program used t o create the a t t a c h m e n t is installed on your computer. If the program is n o t installed, sometimes you c a n use a t e x t editor, such as W o r d P a d or N o t e p a d , to open a n d read the attached file.

If t h e M a i l

Attachment dialog

o p e n i n g this t y p e of file c h e c k b o x i n t h a t dialog box. Skip

I Click O p e n . T h e

S t e p 4.

M i c r o s o f t Excel p r o g r a m starts and

the file opens in the Excel window. I O n the right end o f the title bar, click t h e C l o s e b u t t o n [gff£_*gj. T h e Excel window-

closes.

Open a message attachment. umM

| D e l e t e the First Q u a r t e r S a l e s m e s s a g e f r o m the

If the First Q u a r t e r Sales message is n o t in your

I n b o x and Sent items folders, a n d then empty

I n b o x , o n the toolbar, click the S y n c b u t t o n . T h e

the Deleted items folder.

C h a p t e r

5:

I n t r o d u c i n g

the

I n t e r n e t

a n d

E m a i l

8 3

I O n the title bar of the Windows Live

^Tip:

M a i l window, click the Close button Kfl.

T h e Win-

dows Live M a i l window

closes and

1 3 . W h a t is included in an email message header?

If y o u w a n t t o

save the attachment,

1 4 . W h a t is the difference between replying to an email message and forwarding it?

right-click t h e attachment, and then

1 5 . W h a t happens when you delete an email

o n the shortcut m e n u , click S a v e as.

message? 1 6 . W h a t is an attachment?

the program exits.

Practice It

Sending Photos W i n d o w s Live M a i l lets y o u a v o i d using a t t a c h m e n t s w h e n y o u send p h o t o g r a p h s . Instead of a t t a c h i n g

Practice It 5-1 1.

photos, w h i c h usually a r e large files, y o u can click

then press the Enter key.

t h e A d d p h o t o s b u t t o n in a N e w M e s s a g e w i n d o w t o send t h u m b n a i l s , w h i c h a r e smaller versions of

Start Internet Explorer, type w w w . c o m p u t e r h i s t o r y . o r g in the Address bar, and

2.

Click the Exhibits link, and then click the

y o u r photos. Recipients c a n t h e n click t h e t h u m b -

Internet History 1 9 6 2 to 1 9 9 2 link. Examine this

nails t o display larger versions of t h e photos.

Web page. 3.

Use the Back button to return to the home page on the C o m p u t e r History M u s e u m W e b site.

4.

Quiz Yourself

Open a new t a b , and then go to w w w . a r c h i v e . o r g , the Internet Archive W e b site.

5.

Open any link on the current Web page in a new tab.

1.

W h a t is an Internet service provider?

2.

W h a t is a W e b i n a r ?

3.

W h i c h is more appropriate for collaborating with

of results, click the link to the C o m p u t e r History

others—a blog o r a wiki?

page on the Web site computersciencelab.com.

4.

6.

Open a new t a b , and then c o n d u c t a search using c o m p u t e r history as the search phrase. In the list

7.

W h y do some people o b j e c t to third-party

Add the home page o f the C o m p u t e r History M u s e u m as a favorite.

cookies? 8.

Close the tabs displaying the h o m e pages of the

5.

W h a t are the t w o definitions o f home

6.

W h a t is a tab group?

7.

H o w are search site databases typically

net Archive W e b site as favorites in a folder named

updated?

Archive.

page}

C o m p u t e r History M u s e u m and the Computer Science L a b . Add the t w o W e b pages on the Inter-

H o w do you use a search engine to conduct a

9.

search? 9.

Is the number of hits returned for a particular search phrase always the same from one search site to another?

W h y o r why not?

page, h o w do you save the U R L ?

1 1 . Display the home page of the C o m p u t e r History M u s e u m in the Print Preview window, switch the

1 2 . W h a t does a printer-friendly version o f a Web page provide?

Introducing

C o m p u t e r History page on the Computer Science

orientation to landscape, and then add your name

1 1 . W h a t is the History list?

5:

1 0 . In a new t a b , use the History list to go to the Lab Web site.

1 0 . If you w a n t to be able to quickly revisit a Web

Chapter

In the current t a b , use the Favorites list to go to the home page of the C o m p u t e r History M u s e u m .

the

Internet

and

Email

to the middle portion o f the header. If instructed, print page 1 .

1 2 . Reset t h e t h e middle portion o f the header t o

messages you sent t o the Deleted items folder.

- E m p t y - , delete the favorites a n d the favorites folder y o u added, and then exit Internet Explorer.

E m p t y the Deleted items folder. 2 4 . Delete the c o n t a c t J o h n W y n n . E x i t W i n d o w s Mail.

1 3 . Start W i n d o w s Live M a i l . 14. C r e a t e a new email message. Address it t o yourself. 1 5 . T y p e W e b S i t e s a b o u t C o m p u t e r H i s t o r y as the

Practice It 5-2 1.

subject.

near your location at the end o f it, click in t h e

1 6 . Type t h e following as the message body:

Search b o x o n the Yelp.com page, type y o u r city

Hi, T h e C o m p u t e r History M u s e u m W e b site has several interesting exhibits illustrating t h e history of

and state, and then click Search. 2.

that category t o read reviews o f t h a t r e s t a u r a n t . 3.

Open a new tab, and then go to w w w . c i t y s e a r c h . c o m in the new tab. If the site doesn't a u t o m a t i c a l l y dis-

1 7 . Send the email, and then d o w n l o a d messages from

play the Citysearch page for a large city near y o u ,

your server t o your I n b o x .

click in the Search b o x on the Citysearch page,

1 8 . R e p l y t o the W e b Sites a b o u t C o m p u t e r History

type your city a n d state, and then click G O !

message, typing the following as the message: Thanks for t h e information.

Display the Restaurants category in a n e w t a b , and then click a link for a popular r e s t a u r a n t in

computers.

Vbur Name

Start Internet Explorer, and then go to www.yelp.com. If the U R L doesn't change t o include a large city

4.

Display the Restaurants category in t h e current tab, and then click links t o find reviews o f the

1 9 . F o r w a r d the R e : Web Sites a b o u t C o m p u t e r His-

same restaurant you read a b o u t o n Y e l p . c o m .

tory message t o yourself. Type the following as the

(Hint:

message:

clicking links, click in the Search b o x o n t h e City-

T h e I n t e r n e t A r c h i v e W e b site stores h i s t o r i c a l ,

search page, type the restaurant n a m e , a n d then click G O ! )

digital collections.

2 0 . Add t h e following person as a c o n t a c t , and then

If you can't find the same r e s t a u r a n t by

5.

Add the pages with reviews o n each site as favorites.

select t h e w o r k email address as the primary email address:

6.

Print o n e review o f the restaurant y o u c h o s e .

First n a m e : J o h n

7.

Start W i n d o w s Live M a i l .

Last n a m e : W y n n

8.

Add a friend, classmate, o r y o u r i n s t r u c t o r as a contact.

W o r k p h o n e : 978-555-3209 W o r k e-mail: j o h n _ w y n n @ w y n n c o . b i z

2 1 . Reply t o t h e F w : W e b Sites a b o u t C o m p u t e r H i s t o r y message. Attach the data file C o m p u t e r History S i t e s located in the C h a p t e r 5/Practice It folder included with this b o o k . Type the f o l l o w ing as t h e message b o d y : P l e a s e s e e t h e a t t a c h e d list.

2 2 . W h e n the message with the a t t a c h m e n t arrives in your I n b o x , open the a t t a c h m e n t in M i c r o s o f t W o r d . E x i t W o r d after reading the d o c u m e n t . 2 3 . M o v e the four messages you received f r o m your I n b o x t o the Deleted items folder. M o v e the four

9.

Create a new email message addressed t o t h e person y o u added as a c o n t a c t . Type your email address in the C c b o x .

1 0 . Type R e s t a u r a n t S u g g e s t i o n as t h e subject. Type the following as the message body, replacing the italicized text with the n a m e o f the restaurant a b o u t which you read reviews a n d with your name: Hi, I r e a d a r e v i e w of Restaurant, a n d I t h i n k w e s h o u l d plan o n going t o lunch there.

Your Name

1 1 . If a friend or classmate sent you the message, reply

dialog b o x t o m o v e these c o m m a n d s into the

to it; otherwise, reply t o the c o p y that you sent t o

new folder. Close the dialog b o x when you are

yourself. Type P l e a s e s e e t h e a t t a c h e d file, as the

finished.

message body, a n d then attach the data file R e s t a u rant R e v i e w Sites located in the Chapter 5/Practice

6.

message.

It folder included with this b o o k . 1 2 . Delete the favorites you added, and then exit In-

7.

Address the message t o your instructor, and add your email address to the C c b o x .

ternet Explorer. Delete the messages you sent and received, delete the c o n t a c t you added, and then

Start W i n d o w s Live M a i l , a n d then create a new

8.

Type Helpful Sites as the subject, and then type the following as the message body, replacing the italicized

exit W i n d o w s Live M a i l .

text with the name of the Web site with information about Internet hoaxes that you liked the best: Hi,

On Your Own

I t h i n k t h e W e b s i t e Hoax Site c o n t a i n s u s e f u l information about avoiding Internet hoaxes.

On Your Own 5-1 1.

Start Internet Explorer, and then search for information on Internet h o a x e s .

2.

D i s p l a y a result in t h e c u r r e n t t a b , e x a m i n e the site, a n d then r e t u r n t o t h e list o f results. D i s p l a y three m o r e sites in t h e s a m e m a n n e r , r e t u r n i n g t o t h e list o f results after e x a m i n i n g each site.

3.

Use the History list t o display the home pages o f t w o o f the sites you e x a m i n e d in separate tabs. Add these tabs as favorites in a folder named Hoax Sites.

4.

Close all but o n e t a b , a n d then search for sites that contain information a b o u t Internet scams. Display three results from the results list in new tabs. ( D o not display the pages o f any W e b sites you already visited.) Add these three W e b pages as favorites (do not create a folder).

5.

Open the Favorites Center, a n d then open the Organize Favorites dialog b o x by clicking the Add t o Favorites b u t t o n a r r o w , and then clicking O r g a n i z e Favorites. U s e t h e N e w Folder c o m m a n d in this dialog b o x t o create a n e w folder n a m e d S c a m Sites. O n e a t a t i m e , select the three favorites that c o n t a i n i n f o r m a t i o n a b o u t Internet s c a m s , and then use t h e M o v e c o m m a n d in this

Your Name 9.

Send the email message.

1 0 . W h e n the message arrives in your I n b o x , forward it t o your instructor, again Ccing yourself. Add a sentence identifying the site with the most useful information a b o u t Internet s c a m s . 1 1 . Delete the message you sent and received, and then exit W i n d o w s M a i l . 1 2 . In Internet Explorer, close all b u t o n e t a b , and then go t o the site that y o u identified as containing useful information a b o u t Internet h o a x e s . 1 3 . Display the W e b page in Print Preview, and then examine the page in landscape orientation. 1 4 . Change the page setup so that your name appears in the middle o f the footer. 1 5 . Print the page if instructed, and then reset the middle area in the footer t o -Empty-. 1 6 . Delete the favorites and favorites folder that you created. 1 7 . Delete your browsing history. T o do this, start by clicking the Safety button o n the C o m m a n d bar. 1 8 . Exit Internet Explorer.

ADDITIONAL STUDY

TOOLS

Chapters IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study tear-out Chapter Review Card

^

Take practice quiz to prepare for tests

^

Review key t e r m flash cards (online, printable, and audio)

^

Play "Beat the Clock" and "Memory" to quiz yourself

^

W a t c h the videos "Google 15-Second Search Tips" and "Google Search Plain and Simple"

Chapter

5:

Introducing

the

Internet

and

Email

Networks and the Internet

N e t w o r k and Internet Security and Privacy Learning Objectives After studying the material in this chapter,

Introduction

you will be able to:

N e t w o r k s and the Internet help m a n y o f us be more efficient and effective w o r k e r s , as well as add convenience and enjoyment to our personal lives. However, the widespread use o f h o m e and business networks and the Internet increases the risk o f unauthorized computer access, theft, fraud, and other types o f c o m p u t e r crime, and the vast a m o u n t o f business and personal data stored on computers accessible via c o m p a n y networks and the Internet increases the chances o f data loss due to crime or employee errors. In addition, our networked society has raised a number of privacy c o n c e r n s . Although sometimes selected people or organizations have a legitimate need for some types o f personal information, there is always the danger that information provided to others will be misused.

L06

Explain network and Internet

.1

security concerns

LO6.2

Identify online threats Describe cyberstalking and other

personal safety concerns Assess personal computer

LOU security

L06.c

Identify privacy concerns

LO6.6

Discuss current network and Internet security legislation

T h i s chapter l o o k s at a variety o f security and privacy concerns stemming from the use o f c o m p u t e r networks and the Internet in our society, and introduces safeguards for each concern, along with an explanation o f precautions you can take t o reduce the c h a n c e that these security problems will happen t o you. T h e chapter also looks at legislation related to network and Internet security.

Understanding Security Concerns

LO6.I

W

hy should you be c o n c e r n e d a b o u t network and Internet security? F r o m a c o m p u t e r

virus making y o u r c o m p u t e r function abnormally, to a hacker using your personal

information

to m a k e fraudulent purchases, to someone harassing you online in a discussion

group, a variety o f security concerns related t o computer networks and the Internet exist. Many

I n t e r n e t security c o n c e r n s

today can

be c a t e g o r i z e d

as c o m p u t e r

crimes.

C o m p u t e r c r i m e — s o m e t i m e s referred t o as c y b e r c r i m e — i n c l u d e s any illegal a c t involving ^^^^^^^^^^^^^^^^^^^

a c o m p u t e r . C y b e r c r i m e is an i m p o r t a n t security c o n c e r n

c o m p u t e r c r i m e (cybercrime)

today. It is a m u l t i b i l l i o n - d o l l a r business t h a t is o f t e n

Any illegal act involving a computer.

c o n d u c t e d by seasoned c r i m i n a l s . In f a c t , a c c o r d i n g t o the F B I , organized c r i m e o r g a n i z a t i o n s in m a n y

Chapter

6:

Network

and

Internet

Security

and

Privacy

•\_m

Camilo Jimenez/iStockphoto

M f h the growing use of wireless networks, social networking sites, and remote network access, network and Internet security has never been more essential to all computer users.

c o u n t r i e s are increasingly turning t o c o m p u t e r c r i m e t o target millions o f p o t e n t i a l victims easily, a n d phishing a t t a c k s and o t h e r Internet s c a m s are e x p e c t e d t o increase in r e a c tion t o the r e c e n t t r o u b l e d e c o n o m y . O t h e r types o f c o m p u t e r c r i m e do n o t include the I n t e r n e t , such as using a c o m p u t e r t o c r e a t e c o u n t e r f e i t c u r r e n c y o r m a k e illegal copies o f a DVD. W i t h s o m e security c o n c e r n s , such as w h e n a spyware p r o g r a m c h a n g e s y o u r b r o w s e r ' s h o m e p a g e , the c o n s e q u e n c e m a y be just an a n n o y a n c e . In o t h e r c a s e s , such as w h e n s o m e o n e steals y o u r identity and p u r c h a s e s items using y o u r n a m e and credit c a r d number, the c o n s e q u e n c e s are m u c h m o r e s e r i o u s . In a d d i t i o n , with the g r o w i n g use o f wireless n e t w o r k s , a p p l i c a t i o n s such as social n e t w o r k i n g sites, and individuals accessing c o m p a n y n e t w o r k s remotely, paired with an increasing n u m b e r o f security and privacy regulat i o n s t h a t businesses need t o c o m p l y w i t h , n e t w o r k and I n t e r n e t security has never been m o r e i m p o r t a n t . C o n s e q u e n t l y , all c o m p u t e r users should be a w a r e o f the security c o n c e r n s surrounding c o m p u t e r n e t w o r k and Internet use, and they should t a k e a p p r o p r i a t e precautions.

Chapter 6: Network and Internet Security and Priva

Exhibit

Unauthorized Access and Unauthorized Use Unauthorized

6-1 Sample code of conduct

19

t i http.V/www.stetson.edu/support/policieslabcode.php - Windows Internet Explorer _

access

occurs whenever an individual

_j Favorite*

http://w.»M.stetson.edu/;upport/poliae5labcode.php [Si

Page •

http://www.5tet5on.edu/support/policieslabcode...

gains access to a computer, network,

file,

or

other resource without p e r m i s s i o n —

Admission

HelpDesk

typically by hacking into the resource. involves

Unauthorized use using a

resource

for

computer

Code of Conduct for Stetson Computer Lab Use

unauthorized

Information T e c h n o l o g y Stetson University

activities. Often, they happen

•

at the same time, but unau-

authority to ask for your ID even while you are working on a c o m p u t e r •

a user is authorized t o access

•

other lab users

for the particular activity the

•

that you m a y c o m p l e t e your work

students may be authorized

•

T h e computing labs are an a c a d e m i c resource The following will not be permitted in the computer labs g a m e s Internet relay chat software M U D ' s

to access the Internet via a

pornography,

Lab A s s i s t a n t s are not allowed to debug your program, interpret c l a s s a s s i g n m e n t s or help with your homework The Lab A s s i s t a n t s are there to help you with using the t e c h n o l o g y s o

user performs. F o r instance,

some use, such as

Y o u must be considerate of other users Privacy and concentration are important in the computer labs If you need to talk to s o m e b o d y p l e a s e do s o in a w a y that d o e s not disturb

w o r k but is not authorized

lab,

N o smoking dnnking or eating is allowed in any computing facility All o p e n and unopened food, dnnks and t o b a c c o products are prohibited from entering the labs

a particular computer or net-

computer

Y o u must present your S t e t s o n Student ID e a c h time you enter the c o m p u t e r labs Not having I a S t e t s o n ID will result in no a c c e s s to the computer labs T h e L a b A s s i s t a n t s have the

thorized use can o c c u r w h e n

campus

C a m p u s Life

Safety •*

•

but

%

viewing

would

etc

Do not m a k e c h a n g e s to the hard drive configurations of the c o m p u t e r s in the labs

Internet | Protected M o d e : Off

likely

be deemed off-limits. F o r employees, checking personal

Hacking

email or visiting personal F a c e b o o k pages at work

H a c k i n g refers t o the act o f breaking into a computer

might be classified as unauthorized use.

or n e t w o r k . It can be performed in person if the hacker

Unauthorized access and m a n y types o f unauthor-

has physical access to the computer, but it is more often

ized use are criminal offenses in the United States and

performed via the Internet or a n o t h e r network. H a c k -

m a n y other countries. T h e y can be c o m m i t t e d by both

ing in the United States and m a n y o t h e r countries is a

insiders—people w h o w o r k for the c o m p a n y whose

crime.

computers are being a c c e s s e d — a n d outsiders. W h e t h e r

Typically, the motivation for hacking is to steal

a specific act constitutes unauthorized use or is illegal

data, sabotage a c o m p u t e r system, o r perform some

depends on the c i r c u m s t a n c e s , as well as the specific

other type o f illegal act. In particular, the theft of con-

c o m p a n y or institution involved. T o explain acceptable

sumer data, such as credit card n u m b e r s and cardholder

computer use to their employees, students, or other

information, has increased dramatically over the past

users, many organizations and educational institutions

several years. Another growing trend is to hack into a

publish guidelines for behavior, often called codes of c o n d u c t (see Exhibit 6 - 1 ) .

computer and " h i j a c k " it for use in an illegal or un-

u n a u t h o r i z e d access When an individual gains

graphic W e b sites.

ethical act, such as generating spam or hosting p o r n o In addition to being a threat t o individuals and

access to a computer, network, file, or other resource without permission.

businesses, hacking is also considered a very serious

u n a u t h o r i z e d u s e When someone uses a computer resource for

threat to national security in the United States. T h e in-

unauthorized activities. c o d e s of c o n d u c t Guidelines for behavior that explain acceptable computer use. h a c k To break into a computer or network.

creased number o f systems that are controlled by c o m -

J

puters and are connected to the Internet, along with the continually improving abilities o f hackers and the increasing availability o f sets o f tools t h a t allow hackers to access a system, has led t o an increased risk o f c y b e r t e r r o r i s m — w h e r e terrorists launch a t t a c k s via the

c y b e r t e r r o r i s m An attack launched by terrorists via the Internet

Chapter

6:

Network

and

Internet

Security

and

Internet. Current concerns include a t t a c k s against the

Privacy

War Driving and Wi-Fi Piggybacking: Legal and Ethical?

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... JJWIRE GLOBAL WI-FI FINDER

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p

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T

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if n o t l e g a l l y — q u e s t i o n a b l e acts. B o t h t h e h a c k e r a n d t h e o w n e r o f t h e Wi-Fi n e t w o r k risk t h e i n t r o d u c t i o n o f c o m p u t e r viruses (either i n t e n t i o n a l l y o r u n i n t e n t i o n a l l y ) a n d u n a u t h o r i z e d access o f t h e d a t a

located

o n t h e i r c o m p u t e r s . In a d d i t i o n , t h e n e t w o r k

owner

P < SAN FRANCISCO PUBLIC LIBRARY KHOJODS* '- 100 LARTTN I SFREET

f

OT

m a y experience reduced performance or even cancelled I n t e r n e t service if t h e ISP limits b a n d w i d t h o r t h e n u m b e r o f c o m p u t e r s a l l o w e d t o use a single I n t e r n e t c o n n e c t i o n . A l t h o u g h products a n d services a r e a v a i l a b l e t o h e l p m o b i l e users locate l e g i t i m a t e public Wi-Fi hotspots, l a w s in s o m e countries, such as t h e U.K., a r e clear t h a t u n a u t h o r i z e d access o f a Wi-Fi c o n n e c t i o n is illegal. In t h e U n i t e d States, f e d e r a l l a w is n o t as clear, a l t h o u g h

2 % INTERNET | PROTECTED MODE: OFF

s o m e states h a v e m a d e using a Wi-Fi c o n n e c t i o n w i t h o u t

Wi-Fi finder lists hotspots for specific area

p e r m i s s i o n illegal. A d v o c a t e s o f w a r d r i v i n g a n d Wi-Fi

on purpose a n d some communities a r e creating a col-

p i g g y b a c k i n g state t h a t , unless individuals o r businesses

lection o f w i r e l e s s access points t o p r o v i d e w i r e l e s s I n -

p r o t e c t t h e i r access points, t h e y a r e w e l c o m i n g o t h e r s

t e r n e t access t o e v e r y o n e in t h a t c o m m u n i t y . H o w e v e r ,

t o use t h e m . Critics c o m p a r e t h a t logic t o t h a t o f a n

it is d i f f i c u l t — i f n o t i m p o s s i b l e — t o t e l l if a n u n s e c u r e d

u n l o c k e d f r o n t d o o r — y o u c a n n o t legally e n t e r a h o m e

n e t w o r k is t h a t w a y intentionally, unless c o n n e c t i n g t o

just b e c a u s e t h e f r o n t d o o r is u n l o c k e d . S o m e wireless

t h e w i r e l e s s n e t w o r k displays a w e l c o m e s c r e e n s t a t i n g

n e t w o r k o w n e r s d o l e a v e t h e i r access points u n s e c u r e d

t h a t it is a f r e e public Wi-Fi h o t s p o t .

c o m p u t e r s c o n t r o l l i n g vital systems, such as the na-

built i n t o wireless routers and o t h e r n e t w o r k i n g h a r d -

tion's p o w e r grids, b a n k s , and w a t e r filtration facilities,

w a r e , they are typically n o t e n a b l e d by d e f a u l t .

as well as c o m p u t e r s related t o n a t i o n a l defense, the airlines, a n d the s t o c k m a r k e t . Today, h a c k e r s often gain access via a wireless net-

War Driving and Wi-Fi Piggybacking

w o r k . T h i s is b e c a u s e wireless n e t w o r k s are b e c o m i n g

U n a u t h o r i z e d use o f a W i - F i n e t w o r k

is called

war

increasingly c o m m o n and it is easier t o h a c k into a wire-

driving o r W i - F i piggybacking, d e p e n d i n g o n the l o c a -

less n e t w o r k t h a n a wired n e t w o r k . In fact, it is possible

tion o f the h a c k e r at the t i m e . W a r d r i v i n g typically in-

to gain access t o a wireless n e t w o r k just by being within

volves driving in a c a r with a p o r t a b l e c o m p u t e r l o o k -

range o f a wireless access point, unless the access point

ing for unsecured W i - F i n e t w o r k s t o c o n n e c t t o . Wi-Fi

is sufficiently p r o t e c t e d . A l t h o u g h security features are

p i g g y b a c k i n g refers t o accessing s o m e o n e else's

unse-

cured W i - F i n e t w o r k f r o m the h a c k e r ' s c u r r e n t l o c a t i o n , such as inside his o r her h o m e o r outside a W i - F i hotspot location.

timates, as many as 7 0 percent o f all W i - F i networks—belonging t o businesses and individuals—are left unsecured.

w a r d r i v i n g Driving around an area with a Wi-Fienabled computer or mobile device to find a Wi-Fi network to access and use without authorization. Wi-Fi p i g g y b a c k i n g Accessing an unsecured Wi-Fi network from your current location without authorization.

Interception of Communications

data stored on c o m p a n y servers and focusing on steal-

Instead o f accessing data stored on a c o m p u t e r via hacking, some criminals gain unauthorized access to

ing data in real time during credit card and debit card transactions.

data, files, email messages, VoIP calls, and other content as it is being sent over the Internet. F o r instance, unencrypted messages, files, logon i n f o r m a t i o n , and more sent over an unsecured wireless n e t w o r k can be captured and read by a n y o n e within range using software

LO6 2 Online Threats

ested in intercepting personal email sent to friends and

C

relatives, proprietary c o r p o r a t e information and sensi-

can take several forms, including launching a computer

tive personal i n f o r m a t i o n is at risk if it is sent unsecured

virus, altering the content o f a W e b site, or changing

over the Internet or over a wireless h o m e or corporate

data or programs located on a computer. Computer

network. T h e widespread use o f wireless networks, as

sabotage is illegal in the United States, and acts of sabo-

well as the increased use o f wireless connections t o

tage are estimated to cost individuals and organizations

designed

o m p u t e r s a b o t a g e — a c t s o f malicious destruction t o

for that purpose.

Although it is unlikely t h a t anyone would be inter-

a computer or c o m p u t e r r e s o u r c e — i s another c o m -

mon type o f c o m p u t e r crime today. C o m p u t e r sabotage

transmit data via m o b i l e p h o n e s and other portable de-

billions o f dollars per year, primarily for labor costs

vices, has opened up n e w opportunities for data inter-

related to correcting the p r o b l e m s caused by the sabo-

ception. F o r instance, the data on mobile devices with

tage, lost productivity, and lost sales.

Bluetooth capabilities enabled can be accessed by other Bluetooth devices that are within range. A new trend is criminals intercepting credit and debit card information

during the card

verification

process; that is, in-

Botnets A c o m m o n tool used t o p e r f o r m c o m p u t e r sabotage is a botnet. A c o m p u t e r that is c o n t r o l l e d by a hacker

tercepting the data

or other c o m p u t e r criminal is referred t o as a b o t or

from a card in real

z o m b i e c o m p u t e r ; a group o f bots t h a t are controlled

time as a purchase

by one individual and can w o r k together in a coordi-

is being authorized.

nated fashion is called a b o t n e t . According to the F B I ,

In

an estimated one million U.S. c o m p u t e r s are currently

several

recent

cases, this occurred via

part o f a botnet.

packet-sniffing

software

installed

or gas station credit/debit card readers, by hackers. T h e

Computer Viruses and Other Types of Malware

packet-sniffing software gathered the data during trans-

M a l w a r e is a generic term that refers t o any type o f m a -

at payment terminals, such as restaurant cash registers

actions and then sent it t o the hackers. T h e increased

licious software. M a l w a r e p r o g r a m s are intentionally

occurrence o f real-time a t t a c k s may be partly because

written to perform destructive a c t s , such as damaging

of the new Payment Card Industry D a t a Security Stan-

programs, deleting files, erasing a hard drive, or slow-

dard (PCI DSS) rules that require companies to limit

ing down the p e r f o r m a n c e o f a computer. This dam-

the credit card data stored on c o m p a n y servers and to

age can take place immediately after a computer is in-

encrypt the data that is allowed to be stored. Conse-

fected or it can begin when a particular condition is

quently, hackers may be moving away from targeting

met. A malware program that activates when it detects

c o m p u t e r s a b o t a g e An act of malicious destruction to a computer or computer resource. b o t ( z o m b i e c o m p u t e r ) A computer that is controlled by a hacker or other computer criminal. b o t n e t A group of bots that are controlled by one individual. m a l w a r e Any type of malicious software.

Spyware is one type ot malware often used by c o m p u t e r criminals t o send sensitive d a t a secretly from infected c o m p u t e r s t o the criminal.

E x h i b i t 6-2

How a computer virus might spread

1 . A computer virus originates when an unscrupulous programmer intentionally creates it and embeds it in a file.The infected file is then posted to a Web page where it will be downloaded via the Internet or is sent as an email attachment to a large group of people.

COMPANY NETWORK

3. A virus can spread very quickly because every computer that comes in contact with the virus—whether through an infected removable storage medium, infected downloaded file, or infected email attachment—becomes infected, unless virus-protection software is used to prevent it.

2. When the infected file is opened on a computer, the virus copies itself to that computer's hard drive and the computer becomes infected.The virus may then email itself to people in the newly infected computer's email address book or copy itself to any removable storage medium inserted into that computer.

a certain c o n d i t i o n , such as when a particular keystroke

illegal, but it is considered highly unethical and irre-

is pressed o r an employee's n a m e is deleted from an

sponsible behavior. Distributing m a l w a r e , o n the other

employee file, is called a logic b o m b . A logic b o m b that

hand, is illegal, and virus writers w h o release their mal-

is triggered by a particular date or time is called a time

ware are being vigorously p r o s e c u t e d . O n e type o f malware is the v i r u s — a software p r o -

bomb. Writing a c o m p u t e r virus or other type o f malware

gram that is installed without the permission or k n o w l -

or even posting the malware code on the Internet is not

edge o f the c o m p u t e r user, that is designed to alter the way a c o m p u t e r operates, and t h a t c a n replicate itself to infect any new media it has access t o . C o m p u t e r viruses are often embedded into program o r data files, such as

Costs of Malware

g a m e s , videos, and music files d o w n l o a d e d f r o m W e b pages or shared via a P 2 P service. T h e y are spread when an infected file is d o w n l o a d e d , transferred to a new

M a l w a r e c a n b e v e r y costly in

c o m p u t e r via an infected removable storage m e d i u m , o r

t e r m s of t h e l a b o r costs a s -

emailed to a n o t h e r computer (see E x h i b i t 6 - 2 ) . Viruses

sociated w i t h removing the viruses

and

correcting

can also be installed when a recipient clicks a link in an

any

r e s u l t i n g d a m a g e , as w e l l as

v i r u s A software program installed without the user's

t h e cost o f lost p r o d u c t i v i t y o f

knowledge and designed to alter the way a computer operates or to

employees.

cause harm to the computer system.

Chapter

6:

Network

and

Internet

Security

and

Privacy

93

T H E I N

M Y D O O M

2 0 0 4 ,

W O R M ,

S P R E A D

S O

AT O N E P O I N T , O N E T E N

E M A I L S

R A P I D L Y

O U T

C O N T A I N E D

t o infect the computer. Still other w o r m s are specifically

R E L E A S E D

O F T H E

written to take advantage o f newly discovered security

THAI

holes in operating systems and email programs. A Trojan horse is a type o f malware that mas-

E V E R Y

querades as something else—usually an

application

p r o g r a m . W h e n the seemingly legitimate program is

W

downloaded or installed, the m a l w a r e part of the T r o jan horse infects the computer. M a n y recent T r o j a n horses masquerade as n o r m a l ongoing activities when email message or an instant message, such as an elec-

they are installed, such as the W i n d o w s Update service

tronic greeting card email t h a t c o n t a i n s a link to view

or an antivirus or antispyware p r o g r a m telling the user

the card. O n c e a c o p y o f the infected file reaches a new

to download a file containing p r o g r a m updates, to try

computer, it typically embeds itself into p r o g r a m , data,

to trick unsuspecting users into d o w n l o a d i n g another

or system files on the new c o m p u t e r and remains there,

malware program or buying a useless program. F o r

affecting that c o m p u t e r a c c o r d i n g t o its programmed

instance, after a rogue antivirus p r o g r a m like the one

instructions until it is discovered and removed.

shown in E x h i b i t 6-3 is installed (usually without the

A n o t h e r c o m m o n f o r m o f m a l w a r e is the w o r m .

user's direct knowledge or p e r m i s s i o n ) , the malware

Like a computer virus, a c o m p u t e r w o r m is a malicious

takes over the c o m p u t e r displaying warning messages

program that is typically designed to cause damage.

or scan results indicating the c o m p u t e r is infected with

Unlike a c o m p u t e r virus, however, a c o m p u t e r w o r m

malware. In addition, the rogue antivirus program typi-

does not infect other c o m p u t e r files on the infected

cally prevents access to any W e b sites other than its

c o m p u t e r to replicate itself; instead, it spreads by creat-

own and prompts the user to buy a fake anti-malware

ing copies o f its code and sending those copies to other

program to get rid o f the " m a l w a r e . "

computers via a n e t w o r k . O f t e n , the w o r m is sent to

Unlike viruses and w o r m s , T r o j a n horses c a n n o t

other computers as an email a t t a c h m e n t . Usually after

replicate themselves. T r o j a n horses are usually spread

the infected email a t t a c h m e n t is opened by an individ-

by being downloaded from the Internet, though they

ual, the worm inflicts its d a m a g e and then automati-

may also be sent as an email a t t a c h m e n t , either from the

cally sends copies o f itself t o other computers via the

T r o j a n horse author or f r o m individuals w h o forward

Internet or a private n e t w o r k , typically using addresses in the email address b o o k located on the newly infected computer. Some newer w o r m s do n o t require any user action t o infect the user's computer. Instead, the w o r m

Ex x lh i b i t 6-3

Antivirus 2009

f*^

scans the Internet l o o k i n g for c o m puters that are vulnerable t o t h a t particular w o r m and sends a c o p y o f itself to those computers t o infect them. O t h e r worms just require the

Rogue antivirus program

f-*

Antivirus 2009 Stay protected from the latest threats SYSTEM S SECURITY PRIVACY

user to view an infected email message or insert an infected r e m o v a b l e storage medium into the c o m p u t e r

SETTINGS

©Help

Antivirus 2009: System scan TYPE „J> SPYWARE ADWARE 4 SPYWARE 4 BACKDOOR 0 TROJAN 1 DIALER • SPYWARE £ TROJAN £ TROJAN

• °'* Tf

n

w o r m A malicious program

j ROGUE % ROGUE A TROJAN

designed to spread rapidly to a large

<

number

Registration

RUN TYPE C: //WINDOWS/SYSTEM32/IESETUP. DLL AUTORUN AUTORUN C: //WINDOWS/SYSTEM32/SVCHOST. EXE AUTORUN C: //WINDOWS/SYSTEM32/CMDIA!32. DH AUTORUN AUTORUN C: //WINDOWS/SYSTEM32/EXPLORER. EXE C: //WINDOWS/SYSTEM32/ALG. EXE C: //PROGRAM FILES/TRUSTEDANTIVIRUS C://PROGRAM FILES/SECUREPCCIEANER C: //WINDOWS/SYSTEM32/

NAME SPYWARE. IEMONSTER. D ZBB. PORNADVERTISER .BA SPYWARE. IMMORITOR WIN32. RBOT.FM INF OSTEALER. BANKER. E DIALER. XPEHBAM. BIZ_DIALER 5py WARE. KNOWNBADSITES TROJAN. TOOSO TROJAN. MAILGRABBER.S TROIAN.ALG.T TRUSTEDANTRVRUS SECUREPCCLEANER TROJAN. BAT. ADDUSER.T >

of computers by sending copies of

itself to other computers. Trojan h o r s e A malicious program that masquerades as something else.

SCARING: |||||| LLLLLLLLLLLLLLLLLLLL [SCAN NOW] GET FULL REAL-TIME PROTECTION WITH ANTIVIRUS 2009

Remove

Path: Infections found:

40

Q SAVE REPORT

E x h i b i t 6-4

How a DoS attack might work

The hacker's computer sends several simultaneous requests; each request asks to establish a connection to the server but supplies false return information. In a distributed DoS attack, multiple computers send multiple requests at one time.

Hello? I'd like some info...

Hello? I'd like some info... 2. The server tries to respond to each request but can't locate the computer because false return information was provided. The server waits for a short period of time before closing the connection, which ties up the server and keeps others from connecting.

'm busy, I can't help you right

I can't find y o u , Til wait and try again...

HACKER'S COMPUTER

LEGITIMATE COMPUTER

.The hacker's computer continues to send new requests, so as a connection is closed by the server, a new request is waiting.This cycle continues, which ties up the server indefinitely.

4. The server becomes so overwhelmed that legitimate requests cannot get through and, eventually, the server usually crashes.

Hello? I'd like some info... W E B SERVER

it, n o t realizing the program is a T r o j a n horse. Some

a r e s p o n d i n g ping b a c k t o a false r e t u r n a d d r e s s , o r

T r o j a n horses today act as spyware and are designed to

to

find private information located on infected computers

e n o u g h useless traffic is g e n e r a t e d , t h e server h a s n o

and then send that information t o the m a l w a r e creator

r e s o u r c e s left t o deal with legitimate r e q u e s t s (see

to be used in illegal activities. A n o t h e r type o f T r o j a n

E x h i b i t 6 - 4 ) . An emerging trend is D o S a t t a c k s a i m e d

horse records every keystroke made on the infected

at m o b i l e wireless n e t w o r k s . T h e s e a t t a c k s t y p i c a l l y

request

nonexistent

information

continually.

If

computer, a n d then sends the sensitive information it

involve repeatedly establishing a n d r e l e a s i n g c o n n e c -

recorded t o criminals.

tions with the g o a l o f o v e r l o a d i n g t h e n e t w o r k t o disrupt service.

Denial of Service (DoS) Attacks A d e n i a l o f s e r v i c e ( D o S ) a t t a c k is an a c t o f s a b o t a g e

t h a t a t t e m p t s t o flood a n e t w o r k server or W e b server

DoS

attacks

today

are o f t e n

directed

toward

p o p u l a r sites a n d typically are c a r r i e d o u t via multiple c o m p u t e r s . T h i s is k n o w n as a d i s t r i b u t e d d e n i a l of s e r v i c e ( D D o S ) a t t a c k . D D o S a t t a c k s are typically

with so m a n y requests for a c t i o n t h a t it shuts d o w n or

p e r f o r m e d by b o t n e t s created by h a c k e r s ; the c o m p u t -

simply c a n n o t handle legitimate requests a n y longer,

ers in the b o t n e t participate in t h e a t t a c k s w i t h o u t the

c a u s i n g legitimate users t o be denied service. F o r e x -

o w n e r s ' k n o w l e d g e . Because h o m e c o m p u t e r s are in-

a m p l e , a h a c k e r might set up o n e or m o r e c o m p u t e r s

creasingly using direct Internet c o n n e c t i o n s but tend

t o c o n t a c t a server c o n t i n u a l l y with a request t o send

to be less p r o t e c t e d than s c h o o l a n d business c o m p u t ers, h a c k e r s are increasingly targeting h o m e c o m p u t ers f o r b o t n e t s used in D D o S a t t a c k s a n d o t h e r f o r m s of computer sabotage.

is c o m m o n ror an types o f d e n i a l of s e r v i c e (DoS) a t t a c k An act of

malware to be referred t o as

sabotage that attempts to flood a network server or a Web

"viruses," even though s o m e

server with so much activity that it is unable to function. d i s t r i b u t e d d e n i a l of s e r v i c e ( D D o S ) a t t a c k A DoS attack

m i g h t not technically

carried out by multiple computers.

c o m p u t e r vi ruses.

ter

6:

Network

and

Internet

Security

and

Privacy

T h e best protection against m a n y d o t cons is pro-

Security c o m p a n y W e b s e n s e

tecting your identity—that is, protecting any identifying

reports that over half o f the W e b

information a b o u t you that could be used in fraudu-

sites classified as malicious are

lent activities. W i t h any dot c o n , it is important t o a c t

actually legitimate W e b sites that

stance, you should w o r k with your local law enforce-

quickly if you think you have been a victim. F o r inment agency, credit card c o m p a n i e s , and the three

have been c o m p r o m i s e d .

m a j o r consumer credit b u r e a u s — E q u i f a x ,

Experian,

and T r a n s l l n i o n — t o close any accessed or fraudulent

\\\\\\\\\\\\\\\\\\\\\

accounts, place fraud alerts o n your credit report, and take other actions t o prevent additional fraudulent a c tivity while the fraud is being investigated.

Data, Program, or Web Site Alteration Another type o f c o m p u t e r sabotage occurs when a

Theft of Data, Information, and Other Resources

hacker breaches a c o m p u t e r system t o delete data, change data, modify p r o g r a m s , o r otherwise alter the data and programs located there. F o r e x a m p l e , a stu-

D a t a t h e f t or i n f o r m a t i o n t h e f t is the theft o f data or

dent might try t o h a c k into the school database t o

information located on o r being sent from a computer.

change his o r her grade, o r a hacker might change a

It can be committed by stealing an actual computer, or

program located o n a c o m p a n y server t o steal money

it can take place over the Internet o r a network by an

or information.

individual gaining unauthorized access t o that data by

D a t a on W e b sites c a n also be altered by hackers.

hacking into the computer o r by intercepting the data

For instance, individuals sometimes hack into and alter

in transit.

other people's social n e t w o r k i n g a c c o u n t s . In early

M o n e y is another resource that c a n be stolen via a

2 0 0 9 , for instance, the Twitter accounts o f over 3 0

computer. C o m p a n y insiders sometimes steal money by

high-profile individuals, including then President-elect

altering c o m p a n y programs t o transfer small amounts

O b a m a , were accessed by an unauthorized individual

of m o n e y — f o r e x a m p l e , a few c e n t s ' w o r t h o f bank a c -

who sent o u t fake and sometimes embarrassing tweets

count interest—from a very large n u m b e r o f transac-

posing as those individuals. It is also becoming more

tions t o an a c c o u n t controlled by the thieves. Added

c o m m o n for hackers t o c o m p r o m i s e legitimate Web sites

together, the amounts

and then use those sites t o perform malware attacks.

can be substantial.

Another

example o f monetary theft performed via computers

Typically, a hacker alters a legitimate site t o display an

involves hackers electronically transferring money il-

official-looking message that informs the user that a

legally from online bank a c c o u n t s , traditional

particular software p r o g r a m must be downloaded, or

bank

accounts, credit card a c c o u n t s , o r accounts at online

the hacker posts a rogue b a n n e r ad on a legitimate site

payment services such as PayPal.

that redirects the user t o a m a l w a r e site instead o f the

Y o u should be vigilant a b o u t p r o t e c t i n g private

site for the product featured in the banner a d .

i n f o r m a t i o n by sending sensitive i n f o r m a t i o n via secure W e b servers only a n d n o t disclosing personal

Online Theft, Online Fraud, and Other Dot Cons

y o u r m o t h e r ' s maiden n a m e — u n l e s s it is absolutely

A booming area of computer crime involves online fraud,

be used a n d t h a t it will n o t be s h a r e d with o t h e r s . In

i n f o r m a t i o n — e s p e c i a l l y a S o c i a l Security n u m b e r o r necessary a n d y o u k n o w h o w t h e i n f o r m a t i o n will

theft, scams, and related activities designed to steal money

a d d i t i o n , never give o u t sensitive p e r s o n a l i n f o r m a -

or other resources from individuals or businesses—these

tion t o a n y o n e w h o requests it over the p h o n e o r by

are collectively referred t o as dot cons.

e m a i l ; businesses t h a t legitimately need b a n k a c c o u n t i n f o r m a t i o n , p a s s w o r d s , o r credit c a r d n u m b e r s will n o t request t h a t i n f o r m a t i o n via p h o n e o r e m a i l . E n -

d o t c o n A fraud or scam carried out through the Internet.

crypting c o m p u t e r s a n d o t h e r h a r d w a r e c o n t a i n i n g

d a t a t h e f t ( i n f o r m a t i o n t h e f t ) The theft of data or

sensitive i n f o r m a t i o n so it will n o t b e r e a d a b l e if the

information located on or being sent from a computer.

h a r d w a r e is lost o r stolen is a n o t h e r i m p o r t a n t prec a u t i o n discussed later in this c h a p t e r .

Chapter

6:

Network

and

Internet

Security

and

Privacy

E x h i b i t 6-5

How identity theft works

1. The thief obtains information about an individual from discarded mail, employee records, credit card transactions, Web server files, or some other method.

2. The thief uses the information to make purchases, open new credit card accounts, and more in the victim's name. Often, the thief changes the address on the account to delay the victim's discovery of the theft.

3. The victim usually finds out by being denied credit or by being contacted about overdue bills generated by the thief. Clearing one's name after identity theft is time-consuming and can be very difficult and frustrating for the victim.

Identity Theft, Phishing, and Pharming A l t h o u g h information u s e d

A growing dot c o n trend is obtaining enough inform a t i o n a b o u t an individual to perform fraudulent financial t r a n s a c t i o n s . Often, this is carried out in c o n -

identity theft is often g a t h e r

junction with identity theft. I d e n t i t y t h e f t occurs when

via c o m p u t e r , it can also b e

s o m e o n e o b t a i n s enough information a b o u t a person to

obtained from mailboxes, tras

be able t o masquerade as that person—usually to buy products o r services in that person's n a m e , as illustrated

dumpsters, and o t h e r locatio

in E x h i b i t 6 - 5 . Typically, identity theft begins with o b taining a person's name, address, and Social Security number, often from a discarded or stolen d o c u m e n t , such as a preapproved credit card application that was

credit card or debit card numbers by using an illegal de-

sent in the mail; from information obtained via the In-

vice attached to an A T M or credit card reader that reads

ternet, such as a resume posted online; from informa-

and stores the card numbers t o be retrieved by the thief

tion located on a computer, such as on a stolen c o m -

at a later time. Social engineering involves p r e t e n d i n g —

puter or h a c k e d server; or from information sent from

typically via phone or email—to be a b a n k officer, poten-

a c o m p u t e r via a computer virus or spyware program

tial employer, or other trusted individual in order to get

installed on that computer. T h e thief may then order a

the potential victim to supply personal information.

copy o f the individual's birth certificate, obtain a " r e -

P h i s h i n g (pronounced " f i s h i n g " ) is the use o f a

p l a c e m e n t " driver's license, m a k e purchases and charge them to the victim, and/or

spoofed email m e s s a g e — a n email that appears to c o m e

open

from a legitimate organization such as eBay, PayPal, o r

credit or bank accounts in the vic-

a b a n k , but is actually sent from a p h i s h e r — t o trick

tim's n a m e . Identity theft is illegal and,

in 1 9 9 8 , the federal govern-

ment passed the Identity T h e f t and

i d e n t i t y t h e f t Using someone else's identity to

Assumption Deterrence Act, which

purchase goods or services, obtain new credit cards or bank

made identity theft a federal crime. Other

commonly

used

loans, or otherwise illegally masquerade as that individual.

tech-

p h i s h i n g The use of spoofed email messages to gam credit card

niques are skimming and social engi-

numbers and other personal data to be used for fraudulent purposes.

neering. Skimming involves stealing

Chapter

6:

Network

and

Internet

Security

and

Privacy

S p e a r p h i s h i n g s c h e m e s m i g h t

i n c l u d e p e r s o n a l i z e d

i n f o r m a t i o n . t h e

m a

D o n ' t b e f o o l e d

e m a i l i s .

usually include an urgent message stating that the individual's credit card or a c c o u n t information needs t o be updated and instructing the recipient o f the email t o click the link provided in the email in order to keep the account active, as shown in E x h i b i t 6 - 6 . If the victim

I d e n t i t y t h e f t c a n b e e x t r e m e l y distressing f o r vic-

clicks the link and supplies the requested information

tims, c a n t a k e y e a r s t o s t r a i g h t e n o u t , a n d c a n b e

via the spoofed site, the criminal gains access to all in-

v e r y e x p e n s i v e . F o r e x a m p l e , f o r a y e a r a n d a half,

formation provided by the victim. Phishing attempts

a t h i e f used t h e i d e n t i t y o f v i c t i m M i c h e l l e B r o w n

can also occur via instant messages, text messages, fake

t o o b t a i n o v e r $50,000 in g o o d s a n d services, t o

messages sent via eBay or M y S p a c e , Twitter tweets, and

r e n t p r o p e r t i e s — e v e n t o e n g a g e in d r u g t r a f f i c k -

pop-up security alert w i n d o w s . Phishers also frequently

ing. A l t h o u g h t h e c u l p r i t w a s e v e n t u a l l y a r r e s t e d

utilize spyware; typically, clicking the link in the phish-

a n d c o n v i c t e d f o r o t h e r c r i m i n a l acts, she c o n t i n -

ing email installs the spyware o n the victim's computer,

u e d t o use B r o w n ' s i d e n t i t y a n d w a s e v e n b o o k e d

and it will remain there, transmitting passwords and

i n t o jail using B r o w n ' s s t o l e n identity. A s a f i n a l

other sensitive data t o the phisher, until it is detected

insult a f t e r t h e c u l p r i t w a s in prison, U.S. C u s t o m s

and removed.

agents detained t h e real Michelle B r o w n w h e n

Another recent trend is the use o f more targeted,

she w a s r e t u r n i n g f r o m a t r i p t o M e x i c o b e c a u s e

personalized phishing schemes, k n o w n as spear phishing.

of t h e criminal r e c o r d o f t h e i d e n t i t y t h i e f . B r o w n

Spear phishing emails are directly targeted to a specific

states t h a t s h e h a s n o t t r a v e l e d o u t o f t h e c o u n -

individual and typically appear t o c o m e from an organi-

try since, f e a r i n g a n a r r e s t o r s o m e o t h e r serious

zation or person that the targeted individual has an asso-

p r o b l e m r e s u l t i n g f r o m t h e t h e f t o f h e r identity,

ciation with. T h e y also often include personalized infor-

a n d estimates s h e h a s s p e n t o v e r 500 h o u r s t r y i n g

mation, such as the potential victim's name, to make the

t o correct all t h e p r o b l e m s r e l a t e d t o t h e i d e n t i t y theft.

spear phishing emails seem even m o r e legitimate. Spear phishers also target employees o f selected organizations

T^^^iP^B^p^pjgl^F

by posing as someone within the company, such as a human resources or technical support employee. These

the recipient into revealing sensitive personal informa-

spear phishing emails often request confidential informa-

tion, such as W e b site logon i n f o r m a t i o n or credit card

tion or direct the employee t o click a link to supposedly

numbers. O n c e o b t a i n e d , this i n f o r m a t i o n is used in

reset his or her password. T h e goal o f corporate spear

identity theft and other fraudulent activities. A phish-

phishing attacks is usually t o steal intellectual property,

ing email typically looks legitimate and it contains links

such as software source code, design documents, or

in the email that appear t o g o t o the W e b site o f the

schematics.

legitimate business, but these links go t o the phisher's W e b site that is set up t o l o o k like the legitimate site in-

P h a r m i n g is another type o f scam that uses spoofed

s r e a d — a n a c t called W e b site s p o o f i n g . P h i s h i n g e m a i l s

domain names t o obtain personal information for use in fraudulent activities. W i t h pharming, the criminal re-

are typically sent t o a wide group o f individuals and

routes traffic intended for a c o m m o n l y used W e b site t o a spoofed W e b site set up by the pharmer. Sometimes s p e a r p h i s h i n g A personalized phishing scheme

pharming takes place via malicious code sent to a c o m -

targeted at an individual.

puter via an email message or other distribution m e t h o d .

p h a r m i n g The use of spoofed domain names to obtain personal

M o r e often, it takes place via changes m a d e t o a D N S

information to be used in fraudulent activities.

server—a c o m p u t e r that translates U R L s into the appropriate IP addresses needed t o display the W e b page

Chapter

6:

Network

and

Internet

Security

and

Privacy

E x h i b i t 6-6

Phishing email

• A* jjj —S

%^ Q Reply

From: To:

»

Bank of America Security Measures

Message (HTML)

a

Message

Reply Forward to All Respond

x '®>

X

Move to Folder -

ft

-

c

M

i

j $ Create Rule

Delete

s

B l o c k

Other Actions -

Sender

Actions

- J Not Junk

Junk E-mail

G

T*

Categorize Follow Mark as U p ' Unread Options 5

^

Find Related *

onbrebanking@atert. bankof america. com Deborah Morley

Find Sent

l i

a*)

Link to E-mail Record Auto-link

^ Select-

Business Contact... j W e d 9/3/2008 1:50 A M

Cc Subject

Bank of America Security Measures

The link is for an insecure Web page and does not use the bofa.com domain.

Y o u r Online B a n k i n g is B l o c k e d

http://www.htss.com.gr/www/ BankOfAmerica/.com/update/ informabon/update&restore=suspended/ index.htm

Because of unusual number of invalid login attempts on to believe that, their might be some security problem or „ ^ have decided to put an extra verification process to e n s " , P!*?y_^your account security. Please click on siqrwi to Online Banking the verification process and ensure your «Oount security. It is all about your security. Thank you, and visit the customer service section. 1

This email looks legitimate, but the link goes to a spoofed W e b page.

f

B a n k of America, M e m b e r FDIC. © 2009 B a n k of America Corporation. All Rights Reserved.

1 corresponding t o a U R L . After hacking into a c o m p a n y

your c o m p u t e r o r a b o u t your activities t o a c r i m i n a l . In

D N S server, t h e pharmer changes the IP addresses used

addition, shred the preapproved credit c a r d offers a n d

in c o n j u n c t i o n with a particular c o m p a n y U R L (called

other documents containing personal i n f o r m a t i o n that

D N S poisoning) so any Web page requests made via the

frequently arrive in the mail before recycling t h e m . T o

legitimate c o m p a n y U R L are routed via the company's

prevent the theft o f outgoing mail c o n t a i n i n g sensitive

poisoned D N S server t o a phony spoofed W e b page

i n f o r m a t i o n , don't place it in y o u r m a i l b o x — m a i l it at

located o n the pharmer's W e b server. S o , even though

the post office o r in a USPS drop b o x .

a user types t h e proper U R L t o display the legitimate

T o avoid phishing schemes, never click a link in an

c o m p a n y W e b page in his o r her browser, the spoofed

email message t o g o t o a secure W e b s i t e — a l w a y s type

page is displayed instead. Because spoofed sites are set

the U R L f o r that site in your b r o w s e r ( n o t necessarily

up t o look like the legitimate sites, the user typically

the U R L shown in the email message) instead. I f y o u

does n o t notice a n y difference, a n d any information

think an unsolicited email message requesting i n f o r m a -

sent via that site is captured by the pharmer.

tion from y o u m a y be legitimate, type the U R L f o r t h a t site in your browser t o load the legitimate site a n d then update your a c c o u n t information.

Protecting Against Identity Theft In addition t o disclosing personal information

T o prevent identity theft, protect your Social Secuonly

rity n u m b e r a n d give it out only w h e n necessary. K e e p

w h e n it is necessary and only via secure W e b pages,

a close eye o n your credit card bills a n d credit history

you should use security software and keep it up t o date

to m a k e sure y o u catch any fraudulent charges o r a c -

to guard against computer viruses, spyware, a n d other

counts opened by an identity thief as s o o n as possible.

m a l w a r e that c a n be used to send information from

M a k e sure your bills arrive every m o n t h — s o m e thieves

Chapter

6:

Network

and

Internet

Security

and

Privacy

Online Auction Fraud and Other Internet Scams

will change your mailing address t o delay d e t e c t i o n — and read credit card statements carefully to look for unauthorized charges. Be sure t o follow up on any calls

Online auction fraud

you get from creditors, instead o f assuming it is just a

( s o m e t i m e s called I n t e r n e t a u c -

t i o n f r a u d ) occurs when an o n l i n e auction buyer pays

mistake. M o s t security experts also r e c o m m e n d order-

for merchandise that is never delivered, or that is de-

ing a full credit history o n yourself a few times a year to

livered but it is n o t as represented. A wide range o f

check for accounts listed in your n a m e that you did not

other scams c a n o c c u r via W e b sites o r unsolicited

open and any other p r o b l e m s .

emails. C o m m o n types

You can also use browser-based antiphishing tools

o f scams include

and digital certificates t o help guard against identity

scams,

theft and the phishing and pharming schemes used in

loan

work-at-home

c o n s , pyramid schemes,

conjunction with identity theft. Antiphishing tools are

bogus credit card offers

built into many email p r o g r a m s and W e b browsers to

and prize

help notify users o f possible phishing W e b sites. For in-

and

stance, some email p r o g r a m s will disable links in email

promotions,

fraudulent

busi-

ness opportunities and

messages identified as questionable, unless the user

franchises. T h e s e offers typically try t o sell potential

overrides it; many browsers warn users when a W e b

victims n o n e x i s t e n t services o r worthless i n f o r m a t i o n ,

page associated with a possible phishing U R L is re-

or they try t o convince potential victims t o volun-

quested (see E x h i b i t 6 - 7 ) ; and antiphishing capabilities

tarily supply their credit c a r d details and other per-

are included in many recent security suites.

sonal i n f o r m a t i o n , which are then used for fraudulent purposes.

E x h i b i t 6-7

One

Unsafe Web site alert

ongoing

Internet

scam is the Nigerian letter fraud scheme. This scheme involves an email message that appears t o come from the

Nigerian

government

and that promises the p o tential a

victim

substantial

a share o f amount

of

m o n e y in exchange for the use

o f the victim's

account.

Supposedly

bank the

victim's bank account inf o r m a t i o n is needed t o facilitate a wire transfer but the victim's account is emptied

instead,

or

up-front

cash is needed to pay for nonexistent fees, which the c o n artist keeps while giving nothing in return. See E x h i b i t 6 - 8 . T h e theme o f these scams often changes to fit current events. T h e best protection against m a n y dot cons is c o m -

online auction fraud (Internet auction

mon sense. Be extremely cautious o f any unsolicited

f r a u d ) When an item purchased through an online auction is never delivered after payment, or the item is not as specified by

email messages you receive a n d realize that if an offer

the seller.

sounds t o o good t o be true, it p r o b a b l y is. Before bidding on an auction item, check o u t the feedback rating

Chapter

6:

Network

and

Internet

Security

and

Privacy

Digital Certificates and Digital Signatures T h e p u r p o s e o f a d i g i t a l c e r t i f i c a t e is t o a u t h e n t i c a t e

ing a n e m a i l m e s s a g e o r o t h e r d o c u m e n t v i a a d i g i t a l

t h e identity of a n individual or organization. Digital

s i g n a t u r e . To d i g i t a l l y sign a n e m a i l m e s s a g e o r o t h e r

c e r t i f i c a t e s a r e g r a n t e d by C e r t i f i c a t e A u t h o r i t i e s a n d

d o c u m e n t t h e sender's p r i v a t e k e y is u s e d a n d t h a t key,

typically contain t h e name of t h e person, organization,

a l o n g w i t h t h e c o n t e n t s of t h e d o c u m e n t ,

o r W e b site b e i n g c e r t i f i e d a l o n g w i t h a c e r t i f i c a t e s e -

a unique digital signature; consequently, a digital sig-

generates

rial n u m b e r a n d a n e x p i r a t i o n d a t e . D i g i t a l c e r t i f i c a t e s

n a t u r e is d i f f e r e n t w i t h e a c h s i g n e d d o c u m e n t . W h e n

a l s o i n c l u d e a public/private k e y pair. In a d d i t i o n t o b e -

a d i g i t a l l y s i g n e d d o c u m e n t is r e c e i v e d , t h e r e c i p i e n t ' s

i n g u s e d by t h e c e r t i f i c a t e h o l d e r t o e n c r y p t files a n d

c o m p u t e r uses t h e sender's public k e y t o v e r i f y t h e d i g i -

e m a i l m e s s a g e s , t h e s e keys a n d t h e d i g i t a l c e r t i f i c a t e

t a l s i g n a t u r e . B e c a u s e t h e d o c u m e n t is s i g n e d w i t h t h e

a r e u s e d w i t h secure W e b p a g e s t o g u a r a n t e e t h e W e b

sender's p r i v a t e k e y a n d t h e d i g i t a l s i g n a t u r e w i l l b e

p a g e s a r e secure a n d actually b e l o n g t o t h e stated

d e e m e d i n v a l i d if e v e n o n e c h a r a c t e r o f t h e d o c u m e n t

organization.

is c h a n g e d a f t e r it is s i g n e d , d i g i t a l s i g n a t u r e s g u a r a n -

T h e keys i n c l u d e d in a d i g i t a l c e r t i f i c a t e c a n also

t e e t h a t t h e d o c u m e n t w a s sent by a specific i n d i v i d u a l

be used t o authenticate t h e identity of a person send-

a n d t h a t it w a s n o t t a m p e r e d w i t h a f t e r it w a s s i g n e d .

o f the seller t o see c o m m e n t s written by o t h e r a u c t i o n

Cyberstalking and Other Personal Safety Concerns

LO6

sellers a n d buyers. Always pay for a u c t i o n s and o t h e r online p u r c h a s e s using a credit c a r d o r an online paym e n t service such as PayPal t h a t accepts credit card p a y m e n t s so you can dispute the t r a n s a c t i o n y o u r c r e d i t c a r d c o m p a n y , if needed. F o r

I

through

expensive

items, c o n s i d e r using an e s c r o w service, w h i c h allows

3

n addition t o being expensive a n d i n c o n v e n i e n t , c y b e r c r i m e c a n also be physically d a n g e r o u s . A l t h o u g h

m o s t o f us m a y n o t ordinarily view using t h e Internet

y o u t o ensure t h a t the merchandise is as specified b e f o r e

as a potentially dangerous activity, c a s e s o f

your p a y m e n t is released t o the seller.

physical

h a r m due t o Internet activity d o h a p p e n . F o r e x a m p l e , children E x h i b i t 6-8

y )

Reply

From: To; Cc

3

and

teenagers

;

become

pedophiles

Nigerian letter fraud email

u • •

have

victims

who

of

arranged

f a c e - t o - f a c e m e e t i n g s by using

YOUR NOTIFICATION OF PAYMENT VIA. ATM ... M

information

gathered

via e m a i l , m e s s a g e

THIS I S TO OFFICIALY INFORM YOU THAT WE HAVE OPEN YOUR PAYMENT F I L E Fo WHICH WORTH ABOUT EIGHT HUNDERED THOUSAND DOLLARS (US$800.QQQ.OQ).WE ALSO FOUND OUT THAT YOU HAVE NOT RECEIVED ANY PAYMENT.

boards,

social n e t w o r k i n g sites, o r

Reply to Ail Respond

CENTRAL BANK OF NIGERIA < [email protected]: Deborah Mortey

the

digital certificate

Sent Sun 6/7/2009 7:18

Electronic data that can be used to verify the identity

Subject YOUR NOTIFICATION OF PAYMENT VIA ATM CARD AND NOTICE ON RECENT HAPPENINGS OFFICE OF THE PRESIDENCY

of a person or an organization; includes a key pair that

INCONJUNCTION WITH THE OFFICE OF THE CENTRAL BANK OF NIGERIA ALHA3I UMARU YARADUA (GCFR) ASO- ROCK, GARKI ABUDA NIGERIA.

can be

used for encryption and digital signatures.

Our ref: ATM/13479/IDR Your ref: Date: 91/ 29 / 2999

d i g i t a l s i g n a t u r e A unique digital code that can be attached

YOUR NOTIFICATION OF PAYM HAPPENINGS ATTENTION: BENEFICIARY THIS IS TO OFFICIALY INFORM YOU THAT WE HAVE OPEN YOUR PAYMENT FILE WHICH WORTH ABOUT EIGHT HUNDERED THOUSAND DOLLARS (US$899.999.99).WE ALSO FOUND OUT THAT YOU HAVE NOT RECEIVED ANY PAYMENT. SINCE THE BRITISH GOVERNMENT HAS SET ASIDE ONLY EIGHT HUNDERED MILLION UNITED STATE DOLLARS, (US$899,999,999.99) FROM THE ONE

Chapter

to a file or an email message to verify the identity of the sender and guarantee the file or message has not been changed since it was signed.

6:

Network

and

Internet

Security

and

Privacy

Cyberstalking typically begins with online harass-

T h e m o s t c o m m o n security risks

ment, such as sending harassing o r threatening email

and c o m p u t e r crimes that take place

messages to the victim, posing as the victim in order to

via networks and the I nternet are

sign the victim up for p o r n o g r a p h i c or otherwise of-

hacking, c o m p u t e r viruses, identity

address and telephone number, o r hacking into the

fensive email newsletters, publicizing the victim's h o m e victim's social networking pages to alter the content. Cyberstalking can also lead to offline stalking and possibly physical h a r m — i n at least o n e case, it led to the death of the victim.

other online sources. Also, a growing number of inci-

Although there are as yet n o specific federal laws

dents have occurred in which children are threatened

against cyberstalking, all states have m a d e it illegal, and

by classmates via email, W e b site posts, or text mes-

some federal laws do apply if the online actions include

sages. Adults may fall victim t o unscrupulous or dan-

computer fraud or another type o f computer crime,

gerous individuals w h o misrepresent themselves online,

suggest a threat o f personal injury, o r involve sending

and the availability o f personal information online has

obscene email messages.

made it m o r e difficult for individuals to hide from people w h o may w a n t t o do them h a r m , such as abused

Online Pornography

women trying to hide f r o m their abusive husbands.

A variety o f controversial and potentially objectionable material is available on the Internet. Although there

Cyberbullying and Cyberstalking

have been attempts to ban this type o f material from the

T w o o f the most c o m m o n ways individuals are harassed

Internet, they have not been successful. Like its printed

online are cyberbullying and cyberstalking. Children

counterpart, online pornography involving minors is

and teenagers bullying other children or teenagers via

illegal. Because of the strong link experts believe ex-

the Internet, such as through email, text messaging, a

ists between child pornography and child molestation,

social networking site, o r other online c o m m u n i c a t i o n s

many experts are very concerned a b o u t the amount of

m e t h o d , is referred to as c y b e r b u l l y i n g . Unfortunately,

child pornography that can be found and distributed

cyberbullying is c o m m o n today. By some estimates, it

via the Internet. T h e y also believe that the Internet

affects as many as o n e - h a l f o f all U.S. teenagers. M a n y

makes it easier for sexual predators to act out, such as

states and schools have reviewed their harassment stat-

by striking up " f r i e n d s h i p s " with children online and

utes and bullying policies a n d , as a result, implemented

convincing these children to meet them in real life.

new laws or amended existing harassment laws to address cyberbullying. Repeated threats or other harassment carried out on-

Protecting Against Personal Safety Concerns

line between adults is referred to as cyberstalking. Cyber-

T h e increasing a m o u n t o f attention paid to cyberbul-

stalkers sometimes find their victims online; for instance,

lying and cyberstalking is leading to more efforts to

someone in a discussion group w h o makes a comment or

improve safeguards for children. F o r instance, social

has a screen name that the cyberstalker does not like, or

networking sites have privacy features that can be used

bloggers who are harassed and threatened with violence

to protect the private i n f o r m a t i o n o f their members. In

or murder because of their blogging activities. Other

addition, numerous states in the U.S. have implemented

times, the attack is more personal, such as employers

cyberbullying and cyberstalking laws. Although there is

w h o are stalked online by ex-employees w h o were fired

no surefire way to protect against cyberbullying, cyber-

left their position under adverse conditions,

stalking, and other online dangers completely, some

or otherwise

and celebrities w h o are stalked online by fans.

common-sense precautions can reduce the chance o f a serious personal safety problem occurring due to online activities. T o protect yourself against cyberstalking and

c y b e r b u l l y i n g Children or teenagers bullying other

other types o f online harassment:

children or teenagers via the Internet.

• Use gender-neutral, n o n p r o v o c a t i v e identifying

cyberstalking Repeated threats or harassing behavior between

names, such as jsmith,

adults carried out via email or another Internet communications method.

iamcute.

Chapter

6:

Network

and

Internet

Security

and

Privacy

instead o f janesmith

or

Be careful a b o u t the types o f p h o t o s you post o f

O N E

yourself online and do not reveal personal in-

S T U D Y R E V E A L E D

THAT

» P E R C E N T O F U S E R S

f o r m a t i o n , such as your real n a m e , address, or telephone number, to people you meet online.

B R M A T I O N

O N

T H E I R

yf^^m^

D o n o t respond to any insults or other harassing c o m m e n t s you may receive online.

;D

C o n s i d e r requesting that your personal i n f o r m a -

STORE

THAT

FOR IDENTITY

C O U L D

THEFT.

tion be removed from online directories, especially t h o s e associated with your email address or other g o v e r n m e n t employees may be targeted by c o m p u t e r

online identifiers.

thieves for the i n f o r m a t i o n contained on their c o m p u t ers. A n d even if the data on a device is n o t the p r i m a r y reason for a theft, any unencrypted sensitive data stored

Personal Computer Security

L O 6 . 4

on the stolen device is at risk o f being e x p o s e d o r used for fraudulent purposes, which is h a p p e n i n g at u n p r e c edented levels today.

T

here are a n u m b e r o f security c o n c e r n s surround-

ing c o m p u t e r s and related technology that all in-

dividuals should be concerned a b o u t , including having your c o m p u t e r stolen, losing a term paper because the storage m e d i u m your paper was stored on b e c o m e s unr e a d a b l e , losing your mobile phone containing your entire c o n t a c t list and calendar, or buying pirated or digitally counterfeited products. Although c o n c e r n s a b o u t h a c k i n g , c o m p u t e r viruses, identity theft, and cyberbullying are valid, there are additional c o m p u t e r security issues t h a t are n o t related specifically t o n e t w o r k s and the Internet.

H a r d w a r e loss also occurs when h a r d w a r e is being transported in luggage or in a p a c k a g e t h a t is lost by an airline or shipping company, or w h e n an individual misplaces or otherwise loses a piece o f h a r d w a r e . If any sensitive data was contained on the lost h a r d w a r e , individuals risk identity theft. Businesses h o s t i n g sensitive data that is breached have t o deal with the n u m e r o u s issues and potential consequences o f t h a t loss, such as notifying c u s t o m e r s that their personal

information

w a s e x p o s e d , responding to potential lawsuits, a n d trying t o repair d a m a g e to the c o m p a n y ' s r e p u t a t i o n . Computer

hardware often consists o f

relatively

delicate c o m p o n e n t s that can be d a m a g e d easily by p o w e r fluctuations, heat, dust, static electricity, water,

Hardware Loss and Damage

and abuse. F o r instance, fans clogged by dust c a n cause

H a r d w a r e loss c a n occur when a personal computer, U S B flash drive, mobile device, or other piece o f hardware is stolen or is lost by the owner. H a r d w a r e loss, as well as o t h e r security issues, can also result from hardware d a m a g e — b o t h intentional and

accidental—and

system failure. O n e o f the m o s t obvious types o f h a r d w a r e loss is h a r d w a r e t h e f t , which occurs when h a r d w a r e is stolen from an individual or from a business, s c h o o l , or other organization. A l t h o u g h security experts stress t h a t the vast m a j o r i t y o f h a r d w a r e theft is stolen t o o b t a i n the value o f the h a r d w a r e itself, c o r p o r a t e executives and

a c o m p u t e r t o overheat; dropping a c o m p u t e r will often break it; and spilling a drink on a k e y b o a r d o r leaving a m o b i l e p h o n e in the p o c k e t o f y o u r j e a n s while they go through the wash will likely c a u s e s o m e d a m a g e . In addition t o accidental d a m a g e , b u r g l a r s , vandals, disgruntled employees, and other individuals s o m e t i m e s intentionally damage the c o m p u t e r s a n d o t h e r h a r d ware they have access t o .

System Failure and Other Disasters Although m a n y o f us m a y prefer n o t t o t h i n k a b o u t it, s y s t e m f a i l u r e — t h e complete m a l f u n c t i o n o f a c o m puter

system—and

other types o f

computer-related

h a r d w a r e t h e f t The theft of computer hardware,

T H E

RECOVERY RATE O F A LOST O R

C O M P U T E I ' I S A B O U T

2 O R

s y s t e m f a i l u r e The complete malfunction of a computer

STOLEN

system.

3

t e r 6:

Network

and

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Security

and

Privacy

Exhibit 6-9 Cable locks secure computers and other hardware

NOTEBOOK COMPUTERS This combination cable lock connects via a security slot built into the notebook computer.

permutations.

DESKTOP COMPUTERS AND MONITORS This keyed cable lock connects via a cable anchor attached to the back of the monitor.

disasters do happen. F r o m accidentally deleting a file

Encryption can be used to prevent a file from being

to having your c o m p u t e r just stop working, computer

readable if it is intercepted or viewed by an unauthor-

problems can be a huge inconvenience, as well as cost

ized individual. Full disk e n c r y p t i o n ( F D E ) provides an

a great deal of time and money. W h e n the system con-

easy way to protect the data on an entire computer in

tains your personal d o c u m e n t s and data, it is a prob-

case it is lost or stolen. F D E systems encrypt everything

lem; when it contains the only copy o f your c o m p a n y

stored on the drive (the operating system, application

records or controls a vital system—such as a nuclear

programs, data, temporary files, and so forth) automati-

power plant—it can be a disaster. System failure can

cally, so users don't have to remember to encrypt sensi-

occur because o f a h a r d w a r e problem, software prob-

tive documents and the encryption is always enabled. A

lem, or c o m p u t e r virus. It can also occur because o f a

hard drive that uses F D E , which is often referred to as

natural disaster, s a b o t a g e , o r a terrorist attack.

a self-encrypting hard d r i v e , typically needs a username

Protecting Against Hardware Loss, Hardware Damage, and System Failure

computer containing the drive will b o o t .

Locked doors and equipment can be simple deterrents

word

to computer theft. T o secure c o m p u t e r s and other hard-

feature (such as a built-

ware to a table or other o b j e c t that is difficult to move,

in

you can use cable locks, such as the ones shown in E x -

as in the U S B drive in

and password or biometric characteristic before the Encryption can also be used to protect the data stored on removable storage media; either a strong passor

a

fingerprint 6-10)

biometric reader,

hibit 6 - 9 . As an additional precaution with portable

Exhibit

computers, you can use laptop alarm software that

to provide access to the

emits a very loud alarm noise if the computer is un-

data on the drive. Some

plugged, if USB devices are removed, or if the computer

is

used

software

tools are designed

is shut down w i t h o u t the owner's permission.

to

aid in hardware recovfull disk e n c r y p t i o n (FDE) A technology

ery. O n e software tool

that encrypts

that can be used to help

everything stored on a storage medium

automatically, without any user interaction.

increase the chances o f

s e l f - e n c r y p t i n g h a r d d r i v e A hard drive that uses full disk

a stolen o r lost c o m -

encryption (FDE).

puter being is

Chapter

6:

Network

and

Internet

Security

and

Privacy

computer

recovered tracking

Exhibit 6-10 Encrypted USB flash drive

I

Safeguarding Passwords P a s s w o r d s a r e secret w o r d s o r c h a r a c t e r c o m b i n a t i o n s associa t e d w i t h a n individual. They a r e t y p i c a l l y used in c o n j u n c tion

with

a

username.

name/password

User-

I'M A CURRENT ONLINE CUSTOMER Email Address Password:

#

a r e o f t e n used t o restrict access t o networks, computers,

used

to

remember

word "Msji5yotMd@". Or you can

#

(Password is case sensitive.)

combinations

be

t h e c o r r e s p o n d i n g s t r o n g pass-

[email protected] *

older t h a n my d a u g h t e r A b b y " could

choose

an

abbreviation

or u n u s u a l w o r d s y o u w i l l r e member, a n d t h e n a d d a mix

log in

of n u m b e r s a n d s p e c i a l

Web

char-

acters. D o n o t use y o u r n a m e ,

sites, r o u t e r s , a n d o t h e r c o m p u t i n g r e s o u r c e s — t h e user is g r a n t e d access t o t h e r e -

y o u r kids' o r p e t s ' n a m e s , y o u r address, y o u r b i r t h d a t e ,

q u e s t e d resource only after supplying t h e correct infor-

or a n y o t h e r p u b l i c i n f o r m a t i o n as y o u r p a s s w o r d .

m a t i o n . P a s s w o r d s typically a p p e a r as asterisks or d o t s as t h e y a r e b e i n g e n t e r e d so t h e y c a n n o t b e v i e w e d .

To k e e p y o u r p a s s w o r d s safe, d o n o t k e e p a w r i t t e n c o p y o f t h e p a s s w o r d in y o u r desk or t a p e d t o y o u r m o n -

C r e a t e s t r o n g passwords t h a t a r e a t least e i g h t c h a r -

itor. If y o u n e e d t o k e e p a record o f y o u r p a s s w o r d s , c r e -

a c t e r s l o n g ; use a c o m b i n a t i o n o f u p p e r a n d l o w e r c a s e

a t e a p a s s w o r d - p r o t e c t e d file o n y o u r c o m p u t e r . A l s o ,

letters, n u m b e r s , a n d symbols; a n d d o n o t f o r m w o r d s

use a d i f f e r e n t p a s s w o r d f o r y o u r h i g h l y s e n s i t i v e a c t i v i -

f o u n d in t h e d i c t i o n a r y or t h a t m a t c h t h e

username

ties, such as o n l i n e b a n k i n g or stock t r a d i n g , t h a n f o r

t h a t t h e p a s s w o r d is associated w i t h . O n e w a y t o c r e a t e

W e b sites t h a t r e m e m b e r y o u r settings o r p r o f i l e , such

a s t r o n g p a s s w o r d is t o c r e a t e a passphrase t h a t y o u c a n

as o n l i n e n e w s , a u c t i o n , or s h o p p i n g sites. If a h a c k e r

r e m e m b e r a n d use c o r r e s p o n d i n g letters a n d symbols,

d e t e r m i n e s y o u r p a s s w o r d o n a low-security site, h e o r

such as t h e first letter of e a c h w o r d , f o r y o u r p a s s w o r d .

she c a n use it o n a n a c c o u n t c o n t a i n i n g s e n s i t i v e d a t a if

For i n s t a n c e , t h e passphrase " M y son J o h n is f i v e y e a r s

y o u use t h e s a m e p a s s w o r d o n b o t h a c c o u n t s .

s o f t w a r e . C o m p u t e r tracking software can be used to

computer's video camera of the person using the stolen

help increase the chances of a stolen or lost c o m p u t e r

c o m p u t e r to help identify and prosecute the thief.

being recovered by sending identifying

information,

O f t e n any sign that computer tracking

software

such as o w n e r s h i p information and location informa-

is running on the computer or is sending i n f o r m a t i o n

tion determined from nearby W i - F i n e t w o r k s , to the

via the Internet is hidden from the user, so the thief is

c o m p u t e r tracking c o m p a n y on a regular basis. W h e n

usually not aware that a c o m p u t e r tracking system is

the c o m p u t e r is in the owner's possession, this informa-

installed on the computer. An alternative is tracking

tion is sent infrequently—maybe once a day. W h e n the

software that displays a message on the screen when

c o m p u t e r is reported lost or stolen, however, the c o m -

the c o m p u t e r is lost or stolen, such as a plea t o return

puter t r a c k i n g software typically increases its c o n t a c t

the device for a reward or a simple statement o f " T H I S

with the c o m p u t e r tracking software company, such

C O M P U T E R IS S T O L E N " in a big bright banner on the

as sending new information every 1 5 minutes, so cur-

desktop. Messages typically reappear every 3 0 seconds,

rent l o c a t i o n information can be provided to law en-

no matter h o w many times they are closed by the thief.

forcement agencies to help them recover the computer.

A n o t h e r antitheft tool is the use o f asset tags on

Some software can even take video or p h o t o s with the

hardware and other expensive assets. T h e s e labels usually identify the o w n e r o f the asset and are designed to be permanently attached to the asset. S o m e tags are designed to be indestructible; others are t a m p e r evident

IS; DON'T YOUR PASSWORDS DOWN ON STICK\ NOTES THAT YOU LEAVE ATTACHED TO YOUR MONITOR

labels that change their appearance if s o m e o n e tries t o remove them. p a s s w o r d A secret word or character combination associated with an individual.

Self-Destructing Devices W h e n y o u are less c o n c e r n e d a b o u t r e c o v e r i n g a stolen device t h a n a b o u t e n s u r i n g t h e d a t a located o n t h e c o m p u t e r is n o t c o m p r o m i s e d , devices t h a t self-destruct u p o n c o m m a n d a r e a v i a b l e o p t i o n . A v a i l a b l e as part o f s o m e c o m p u t e r t r a c k i n g s o f t w a r e programs, such as t h e o n e s h o w n in t h e a c c o m p a n y i n g illustration, as w e l l as stand-alone utilities, kill s w i t c h capabilities destroy t h e d a t a o n a d e v i c e , typically by o v e r w r i t i n g

preselected

files m u l t i p l e t i m e s , r e n d e r i n g t h e m u n r e a d a b l e , w h e n instructed. Kill switches a r e a c t i v a t e d u p o n customer r e quest w h e n t h e d e v i c e is d e t e r m i n e d t o b e lost or stolen. O n c e t h e kill s w i t c h is a c t i v a t e d , all d a t a o n t h e c o m p u t e r is erased w h e n e v e r it next c o n n e c t s t o t h e I n t e r n e t or

Courtesy Absolute Software Corporation

w h e n a n o t h e r p r e d e s i g n a t e d r e m o t e t r i g g e r is a c t i v a t e d , such as a certain n u m b e r o f unsuccessful l o g o n a t t e m p t s .

Keep in mind the following precautions when using

Proper care o f hardware c a n help prevent serious damage to a computer system. An obvious precaution

portable computers a n d other mobile devices:

is to not harm your hardware physically, such as by

• Install and use encryption, antivirus, antispyware,

dropping a portable computer. T o help protect portable

anci firewall s o f t w a r e .

•

devices against minor abuse, use protective cases, as

Secure computers with b o o t passwords; set your

shown in E x h i b i t 6 - 1 1 . T h e s e cases are typically pad-

mobile phone t o a u t o l o c k after a short period o f

ded or made from protective material; they also often

time and require a passcode t o unlock it.

have a thin protective layer over the device's display t o protect against scratches.

• Use only secure W i - F i c o n n e c t i o n s , and disable

If you need more protection than a protective

Wi-Fi and Bluetooth w h e n they are not needed.

case can provide, r u g g e d i z e d d e v i c e s are designed t o

D o n ' t store usernames or passwords attached to a c o m p u t e r o r inside its case. E x h i b i t 6-11

Use a plain case t o m a k e a portable

Protective cases

computer less c o n s p i c u o u s . Keep an eye on your devices at all

l•oOQ 111 y

times, especially when traveling. Use a cable lock to secure devices to a desk or other o b j e c t whenever you must leave them unattended. Regularly back up your data. Consider using tracking or kill switch

software.

•

r u g g e d i z e d d e v i c e A device that is designed to withstand much more physical

MOBILE PHONE CASE

abuse than a conventional device.

Chapter

6:

Network

and

Internet

Security

and

Privacy

NOTEBOOK CASE

prevents electrical power spikes f r o m h a r m i n g your sys-

o protect a portable c o m p u t e r

tem. F o r desktop computers, surge suppressors should

rom scratches and other d a m a g e ,

be used with all o f the powered c o m p o n e n t s in the c o m -

use a neoprcne laptop sleeve

puter system. Surge suppressors designed for p o r t a b l e

w h e n carrying it in a conventional

nect only one device.

c o m p u t e r s are typically smaller a n d designed to c o n Users w h o w a n t their desktop c o m p u t e r s to remain

brie:^^^^^^

powered up when the electricity goes o f f should use an u n i n t e r r u p t i b l e p o w e r s u p p l y ( U P S ) , s u c h as the

one

shown in E x h i b i t 6 - 1 2 , which c o n t a i n s a built-in battery. T h e length o f time that a UPS c a n p o w e r a system w i t h s t a n d much more physical abuse than conventional

depends on the type and number o f devices c o n n e c t e d

devices and range from semirugged to

ultrarugged.

to the UPS, the power capacity o f the UPS device, and

Ruggedized devices are used m o s t often by individu-

the age o f the battery. M o s t UPS devices also p r o t e c t

als w h o w o r k outside o f an office, such as field w o r k -

against p o w e r

ers, c o n s t r u c t i o n w o r k e r s , o u t d o o r technicians, military

individuals usually provide power for a few minutes t o

personnel, police officers, and

keep the system powered up during short p o w e r blips,

firefighters.

fluctuations.

UPSs designed for use by

T o protect hardware from damage due to power

as well as to allow the user to save open d o c u m e n t s and

everyone should use a s u r g e suppressor

shut d o w n the c o m p u t e r properly in case the electric-

with a c o m p u t e r whenever it is plugged into a power

ity remains off. Industrial-level UPSs typically run for a

outlet, as s h o w n in Exhibit 6 - 1 2 . T h e surge suppressor

significantly longer a m o u n t of time (up t o a few h o u r s ) ,

fluctuations,

but n o t long enough to p o w e r a facility during an e x tended p o w e r outage. E x h i b i t 6-12

Dust, heat, static electricity, a n d moisture

Surge protectors and UPSs

can also be dangerous to a c o m p u t e r , so be sure n o t to place your c o m p u t e r e q u i p m e n t in direct sunlight or in a dusty a r e a . Y o u c a n use a small handheld vacuum made for electrical equipment periodically to r e m o v e the dust from the k e y b o a r d and from inside the system unit, but be very careful when v a c u u m i n g

inside the

system unit. Also, be sure the system unit has plenty of ventilation, especially a r o u n d the fan vents. T o help reduce the a m o u n t o f dust that

SURGE S U P P R E S S O R FOR NOTEBOOK COMPUTERS

is drawn into the fan vents, raise your desktop c o m p u t e r several inches o f f the floor. Y o u should also avoid placing a p o r t a b l e c o m p u t e r on a soft surface, such as a c o u c h or b l a n k e t , to help prevent overheating. Unless your c o m puter is ruggedized, like the o n e s h o w n in E x -

S U R G E S U P P R E S S O R FOR DESKTOP COMPUTERS

hibit 6 - 1 3 , do not get it wet o r otherwise e x pose it to adverse c o n d i t i o n s .

s u r g e s u p p r e s s o r A device that protects a computer system from damage due to electrical fluctuations. u n i n t e r r u p t i b l e p o w e r s u p p l y ( U P S ) A device containing a built-in battery that provides continuous power UPS FOR HOME COMPUTERS

to a computer and other connected components when the

U P S FOR SERVERS

Chapter

electricity goes out.

6:

Network

and

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Security

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Privacy

To protect against becoming infected with a c o m -

jnt o f the phones

puter virus or other type of m a l w a r e , all computers

received by o n e d a t a recove

and other devices used to access the Internet or a c o m -

firm are w a t e r d a m a g e d

pany network should have security software installed. Security s o f t w a r e typically includes a variety of security features, including a

firewall,

protection against spy-

ware and bots, and protection against some types o f E x h i b i t 6-13

online fraud. O n e o f the m o s t i m p o r t a n t components

A ruggedized computer

is antivirus s o f t w a r e , which protects against computer viruses and other types of m a l w a r e . Antivirus

software

typically

runs

continuously

whenever the computer is on t o perform

real-time

monitoring of the c o m p u t e r and incoming email messages, instant messages, W e b page content, and downloaded files to prevent malicious software from executing. M a n y antivirus programs also automatically scan any devices as soon as they are c o n n e c t e d to a USB port in order to guard against infections from a USB flash drive, a portable digital media player, o r other USB device. Antivirus software helps prevent malware from being installed on your c o m p u t e r because it deletes or quarantines any suspicious c o n t e n t as it arrives. Regular full system scans can detect and remove any viruses or w o r m s that find their way onto your computer. See E x h i b i t 6 - 1 4 . E x h i b i t 6-14

security

Security software

s o f t w a r e Software, typically a suite of programs,

ANTIVIRUS SOFTWARE

used to protect your computer against a variety of threats. antivirus software Software used to detect and eliminate computer viruses and other types of malware. disaster r e c o v e r y p l a n (business c o n t i n u i t y p l a n ) A written plan that describes the steps a company will take following the occurrence of a disaster. h o t site An alternate location equipped with the computers and other equipment necessary to keep a business's operations going. f i r e w a l l A collection of hardware and/or software that protects a computer or computer network from unauthorized access.

Chapter

6:

Network

and

Internet

Security

and

Privacy

Disaster Recovery Plan To

and

e m e r g e n c y c o m m u n i c a t i o n s m e t h o d s , a n d so f o r t h . If a

o t h e r organizations should have a disaster recovery

supplement

backup

procedures,

businesses

h o t s i t e — a n a l t e r n a t e location e q u i p p e d w i t h t h e c o m -

p l a n (also c a l l e d a business c o n t i n u i t y p l a n ) — a

plan

puters, c a b l i n g , desks, a n d o t h e r e q u i p m e n t n e c e s s a r y

t h a t spells o u t w h a t t h e o r g a n i z a t i o n w i l l d o t o p r e -

t o k e e p a business's o p e r a t i o n s g o i n g — i s t o b e u s e d

p a r e f o r a n d r e c o v e r f r o m a d i s r u p t i v e e v e n t , such as

f o l l o w i n g a m a j o r disaster, it s h o u l d b e s e t u p a h e a d

a f i r e , n a t u r a l disaster, terrorist a t t a c k , p o w e r o u t a g e ,

o f t i m e , a n d i n f o r m a t i o n a b o u t t h e h o t site s h o u l d b e

o r c o m p u t e r f a i l u r e . Disaster r e c o v e r y plans s h o u l d i n -

i n c l u d e d in t h e disaster recovery p l a n . Businesses t h a t

c l u d e i n f o r m a t i o n a b o u t w h o w i l l b e in c h a r g e i m m e -

c a n n o t a f f o r d t o b e w i t h o u t e m a i l service s h o u l d also

d i a t e l y a f t e r t h e disaster has o c c u r r e d , w h a t a l t e r n a t e

consider m a k i n g arrangements w i t h a n e m e r g e n c y mail

facilities a n d e q u i p m e n t can b e used, w h e r e

backup

system p r o v i d e r t o a c t as a t e m p o r a r y m a i l s e r v e r if t h e

m e d i a is l o c a t e d , t h e priority o f g e t t i n g e a c h o p e r a t i o n

c o m p a n y m a i l server is n o t f u n c t i o n i n g . C o p i e s o f t h e

b a c k o n l i n e , disaster insurance c o v e r a g e i n f o r m a t i o n .

disaster r e c o v e r y p l a n s h o u l d b e l o c a t e d off-site.

Individuals and businesses c a n p r o t e c t against s o m e

installed on a c o m p u t e r w i t h o u t the user's p e r m i s s i o n .

types o f c o m p u t e r s a b o t a g e by c o n t r o l l i n g access t o their

F o r e x a m p l e , the user can be p r o m p t e d f o r p e r m i s s i o n

c o m p u t e r s a n d n e t w o r k s . Intrusion p r o t e c t i o n systems

w h e n e v e r a d o w n l o a d is initiated.

c a n help businesses detect and p r o t e c t against denial o f service ( D o S ) a t t a c k s . F o r e x t r a p r o t e c t i o n against spym a l w a r e , specialized security p r o g r a m s (such as the an-

Firewalls, Encryption, and Virtual Private Networks (VPNs)

t i s p y w a r e p r o g r a m shown in E x h i b i t 6 - 1 4 ) c a n be used.

A f i r e w a l l is a security system t h a t e s s e n t i a l l y c r e a t e s

In a d d i t i o n , m o s t W e b browsers have security settings

a b a r r i e r b e t w e e n a c o m p u t e r o r n e t w o r k a n d the In-

t h a t c a n be used t o help prevent p r o g r a m s f r o m being

ternet in o r d e r t o p r o t e c t against u n a u t h o r i z e d a c c e s s .

w a r e , r o g u e antivirus p r o g r a m s , and o t h e r specialized

Securing a Router A h o m e wireless n e t w o r k should b e secured p r o p -

Use the router's IP address to display the router's configuration screen.

Use this tab to enable MAC address filtering.

erly so it c a n n o t b e used by u n a u t h o r i z e d individuals. Security settings a r e specified in t h e router's c o n f i g u ration screen, such as t h e o n e s h o w n in t h e a c c o m p a -

Use this tab to change the administrator password used to access this configuration screen.

nying illustration. To o p e n y o u r router's c o n f i g u r a t i o n Type your desired SSID here.

screen t o check or modify t h e settings, t y p e t h e IP address assigned t o t h a t device (such as 192.168.0.1— check f o r a sticker o n t h e b o t t o m of y o u r router or y o u r router's d o c u m e n t a t i o n f o r its d e f a u l t IP address

Enable SSID broadcast here.

a n d u s e r n a m e ) in y o u r browser's Address bar. Use t h e d e f a u l t password listed in y o u r router d o c u m e n t a t i o n t o log o n t h e first t i m e , a n d t h e n c h a n g e t h e password

Select the desired security mode here.

using t h e c o n f i g u r a t i o n screen t o p r e v e n t u n a u t h o r ized individuals f r o m c h a n g i n g y o u r router settings. To secure t h e router, enter t h e n e t w o r k n a m e (SSID) y o u w a n t t o h a v e associated w i t h t h e router, select

Type your desired network key here.

t h e a p p r o p r i a t e security m o d e , such as W E P , W P A , o r W P A 2 , t o b e used, a n d t h e n t y p e a secure passphrase t o b e used in order t o log o n t o t h e n e t w o r k .

Chapter

6:

Network

and

Internet

Security

and

Privacy

Exhibit 6-15 Online security scans can check your system for vulnerabilities Firewalls are

typically

two-way, so they check all incoming and out-

"^p Symantec.

going traffic and a l l o w only authorized traffic

Symantec'

to pass through the firewall. Personal

Security Check

firewalls

Secunty Check testyour ci tool that hefts deten t your ne

are typically s o f t w a r e -

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Security Scan

operating systems, and they

are

geared

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attempting those

through net

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( D S L , c a b l e , satellite, o r fixed

wireless

Internet

access) should use a firewall; c o m p u t e r s using dial-up

w o r k s use encryption to secure data t h a t is transferred

Internet access only are relatively safe from hackers.

over the n e t w o r k . S e c u r e W e b p a g e s use encryption so

M a n y routers, m o d e m s , and other pieces o f network-

that sensitive data sent via the W e b page is protected

ing hardware also include built-in firewall capabilities

as it travels over the Internet. T h e m o s t c o m m o n secu-

to help secure the n e t w o r k s these devices are used with.

rity protocols used with secure W e b pages are Secure

Firewalls designed t o p r o t e c t business networks may

Sockets Layer (SSL) and E x t e n d e d Validation Secure

be software-based, h a r d w a r e - b a s e d , or a c o m b i n a t i o n

Sockets Layer ( E V S S L ) . T h e U R L for W e b pages using

o f the t w o . T h e y can typically be used both to prevent

either form o f SSL begins with https:

network access by h a c k e r s and other outsiders, and to

instead of

http:.

Some Internet services, such as Skype VoIP calls

control employee Internet access.

and Hushmail Web-based emails, use built-in encryption. Encryption can also be added manually to a file

After installing and setting up a firewall, individuals and businesses should test their systems to determine

or an email message before it is sent over the Internet

if vulnerabilities still exist. Individuals can use online

to ensure that the content is unreadable if the file or

security tests—such as the Symantec Security Check

message is intercepted during transit. In addition to se-

shown in Exhibit 6 - 1 5 o r the tests at Gibson Research's

curing files during transit, encryption can be used to

ShieldsUP! site—to check their computers; businesses

protect the files stored on a hard drive so they will be

may wish to hire an outside consultant to perform a

unreadable if opened by an unauthorized person, such

comprehensive security assessment.

as if a hacker accesses a file c o n t a i n i n g sensitive data o r

E n c r y p t i o n is a w a y o f t e m p o r a r i l y converting data

if a computer containing sensitive files is lost or stolen.

into a form, known as a cipher, that is unreadable until

Increasingly, computers and hard drives, particularly

it is decrypted in order t o p r o t e c t that data from being

those used with portable c o m p u t e r s , are self-encrypt-

v i e w e d by unauthorized individuals. Secure Wi-Fi net-

ing; that is, encrypting all data automatically and invis-

e n c r y p t i o n A method of scrambling the contents

lould

of an email message or a file to make it unreadable if an

entered only on secure W e b

unauthorized user intercepts it. s e c u r e W e b p a g e A Web page that uses encryption to protect

pages so that a criminal cannot

information transmitted via that Web page.

Chapter

6:

Network

and

intercept t h a t '

Internet

Security

and

Privacy

E x h i b i t 6-16

Using public key encryption to secure an email message 1 . The email message (including any attached les) is created by the sender, who then uses the recipient's public key to encrypt the email (including any attached les) using the Message Options dialog box.

ibly to the user. W i n d o w s , M a c O S , and other current

files securely t o o t h e r s , provided b o t h the sender a n d

operating systems support encryption, and businesses

recipient agree on the private key t h a t will be used t o

are increasingly turning to encryption to prevent data

access the file. Public k e y e n c r y p t i o n , also called a s y m m e t r i c key

loss if a d a t a breach should occur. T h e t w o m o s t c o m m o n types o f encryption in use

encryption, utilizes t w o encryption keys t o encrypt and

t o d a y are private key encryption and public key en-

decrypt d o c u m e n t s . Specifically, public key encryption

c r y p t i o n . P r i v a t e k e y e n c r y p t i o n , also called s y m m e t r i c

uses a private key and a public key that are related

key e n c r y p t i o n , uses a single secret private key (es-

mathematically to each other a n d have been assigned

sentially a p a s s w o r d ) to b o t h encrypt and decrypt a

to a particular individual. An individual's public key is

file o r m e s s a g e being sent over the Internet. It is often

n o t secret and is available for a n y o n e t o use, but the

used t o e n c r y p t files stored on an individual's c o m -

corresponding private key is used only by the indi-

puter b e c a u s e the individual w h o selects the private

vidual to w h o m it was assigned. D o c u m e n t s o r mes-

key is likely the only o n e w h o will need t o access those

sages encrypted with a public key can only be decrypted

files. Private key e n c r y p t i o n c a n also be used t o send

with the matching private key. E x h i b i t 6 - 1 6 illustrates

O

CI

p r i v a t e k e y e n c r y p t i o n A type of encryption J

x

that uses a single key to encrypt and decrypt the file or

aiiuurd that may eventually

message. p u b l i c k e y e n c r y p t i o n A type of encryption that uses key pairs

p l a c e S S L is T r a n s p o r t L a y e r

to encrypt and decrypt the file or message.

Chapter

6:

Network

and

Internet

Security

and

Privacy

Additional Public Hotspot Precautions • Turn o f f file s h a r i n g so

Using f i r e w a l l s o f t w a r e , s e c u r e W e b p a g e s , V P N s , a n d e n c r y p t i o n is a g o o d start f o r p r o t e c t i n g a g a i n s t u n a u -

others

t h o r i z e d access a n d u n a u t h o r i z e d use a t a public Wi-Fi

files o n y o u r h a r d d r i v e .

h o t s p o t . H o w e v e r , y o u c a n use t h e a d d i t i o n a l p r e c a u -

can't

access t h e

• Turn o f f B l u e t o o t h a n d

tions listed b e l o w t o a v o i d d a t a o n y o u r c o m p u t e r s o r

Wi-Fi w h e n y o u a r e n o t

data sent over t h e Internet f r o m being compromised.

using t h e m .

• Turn o f f a u t o m a t i c c o n n e c t i o n s a n d p a y a t t e n t i o n t o

• Disable

t h e list o f a v a i l a b l e h o t s p o t s t o t r y t o m a k e sure y o u

bilities

c o n n e c t t o a l e g i t i m a t e access p o i n t .

another

• Only enter passwords, credit card numbers, a n d other

from

capa-

ad

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to

prevent computer

connecting

to

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your computer direct-

d a t a o n secure W e b p a g e s using a V P N .

ly w i t h o u t using a n access p o i n t .

• If y o u ' r e n o t using a V P N , e n c r y p t all sensitive files

• U s e antivirus s o f t w a r e a n d m a k e s u r e y o u r o p e r a t i n g

before transferring or emailing t h e m .

system is u p t o d a t e .

• If y o u ' r e n o t using a V P N , a v o i d o n l i n e s h o p p i n g , b a n k i n g , a n d o t h e r sensitive t r a n s a c t i o n s .

h o w public key encryption is used t o secure an email

Understanding Privacy Concerns

LO6.5

message. W h i l e email and file encryption c a n be used t o transfer individual messages and files securely over the Internet, a v i r t u a l p r i v a t e n e t w o r k ( V P N ) is designed t o

!

be used when a c o n t i n u o u s secure channel over the Internet is needed. A V P N provides a secure private tun-

P

rivacy is usually defined as the state o f being concealed o r free from unauthorized intrusion. T h e

term i n f o r m a t i o n p r i v a c y refers t o the rights o f indi-

nel from the user's c o m p u t e r through the Internet t o

viduals and companies t o c o n t r o l h o w information

another destination a n d is m o s t often used t o provide

about them is collected and used. T h e problem o f h o w

remote employees with secure access t o a c o m p a n y net-

to protect personal p r i v a c y — t h a t is, h o w to keep per-

w o r k . V P N s use encryption a n d other security mecha-

sonal information private—existed long before c o m -

nisms to ensure that only authorized users can access the

puters entered the picture. F o r e x a m p l e , sealing w a x

remote network and that the data c a n n o t be intercepted

and unique signet rings were used centuries ago to seal

during transit. Because it uses the Internet instead o f an

letters, wills, and other personal documents to guard

expensive private physical n e t w o r k , a V P N can provide

against their content being revealed t o unauthorized in-

a secure environment over a large geographical area at

dividuals, as well as to alert the recipient if such an in-

a manageable cost.

trusion occurred while the d o c u m e n t was in transit. But computers, with their ability t o store, duplicate, and

virtual

private

n e t w o r k ( V P N ) A private, secure

path over the Internet that provides authorized users a secure means of accessing a private network via the Internet p p r i v a c y The state of being concealed or free from unauthorized

'

PROVIDED

intrusion. mt i n f o r m a t i o n p r i v a c y The rights of individuals and companies in control how information about them is collected and used. to

THE DANGER THAT THE INFORMATION WILL B E MISUSED

• Chapter

6:

Network

and

Internet

Security

and

Privacy

manipulate large quantities o f data, c o m b i n e d with the

M a r k e t i n g databases are also used in c o n j u n c t i o n

fact that d a t a b a s e s containing our personal informa-

with W e b activities, such as social n e t w o r k

tion c a n be accessed and shared via the Internet, have

and searches performed via s o m e personalized search

added a n e w twist to the issue of personal privacy.

services. F o r instance, the data stored o n F a c e b o o k ,

activity

M a n y people are concerned a b o u t the privacy o f

M y S p a c e , and other social n e t w o r k i n g sites c a n be gath-

their W e b site activities and email messages. Recently,

ered and used for advertising purposes by m a r k e t i n g

an unprecedented number of high-profile data breaches

c o m p a n i e s , and the activities o f users o f personalized

have o c c u r r e d — s o m e via hacking and other network

search services (where users log in t o use the service)

intrusions; others due to lost or stolen h a r d w a r e , or

can be tracked and that data can be used f o r m a r k e t i n g

carelessness with papers or storage media containing

purposes.

Social Security numbers or other sensitive d a t a . Because

I n f o r m a t i o n a b o u t individuals is also available in

every data breach is a risk to information privacy, pro-

g o v e r n m e n t d a t a b a s e s . Some i n f o r m a t i o n , such as S o -

tecting the data stored in databases today is an impor-

cial Security earnings and i n c o m e t a x returns, is c o n -

tant c o n c e r n for everyone. O t h e r privacy concerns are

fidential

spam and o t h e r marketing activities, electronic surveil-

individuals. O t h e r information, such as birth records,

lance, and electronic monitoring.

marriage certificates, and divorce i n f o r m a t i o n , as well

and can legally be seen only by authorized

as property purchases, assessments, liens, a n d t a x values, is available to the public, including to the m a r k e t -

Databases, Electronic Profiling, Spam, and Other Marketing Activities

ing c o m p a n i e s that specialize in creating m a r k e t i n g databases. In the past, the data a b o u t any o n e individual was

I n f o r m a t i o n a b o u t individuals can be located in many

stored in a variety o f separate l o c a t i o n s , such as at dif-

different d a t a b a s e s . F o r e x a m p l e , educational institu-

ferent government agencies, individual retail stores, the

tions have databases containing student information, organizations

use a database to hold employee

person's b a n k and credit card c o m p a n i e s , a n d so forth.

in-

Because it w o u l d be extremely time c o n s u m i n g to lo-

f o r m a t i o n , and most physicians and health insurance

cate all the information a b o u t one person f r o m all these

providers maintain databases containing individuals'

different places, there was a fairly high level o f i n f o r m a -

medical i n f o r m a t i o n . If these databases are adequately

tion privacy. Today, however, m o s t o f an individual's

protected f r o m hackers and other unauthorized indi-

data is stored on computers that c a n c o m m u n i c a t e with

viduals, and if the data is not transported on a portable

each other via the Internet, which m e a n s accessing per-

c o m p u t e r o r other device that may be vulnerable to loss

sonal i n f o r m a t i o n a b o u t s o m e o n e is m u c h easier than

or theft, these databases do not pose a significant pri-

it used t o be. F o r example, a variety o f public infor-

vacy c o n c e r n t o consumers because the information can

m a t i o n a b o u t individuals is available free t h r o u g h the

rarely be shared without the individuals' permission.

Internet, as demonstrated in E x h i b i t 6 - 1 7 ; there are also

However, the data stored in these types o f databases is

paid services that can perform online d a t a b a s e searches

n o t always sufficiently protected and has been breached

for you.

quite often in the past. Consequently, these databases,

Collecting in-depth i n f o r m a t i o n a b o u t an individual

along with m a r k e t i n g databases and government data-

is k n o w n as electronic profiling. E l e c t r o n i c profiles are

bases that are typically associated with a higher risk of

generally designed to provide specific i n f o r m a t i o n and

personal privacy violations, are of growing c o n c e r n to

can include an individual's n a m e , c u r r e n t and previous

privacy a d v o c a t e s . M a r k e t i n g d a t a b a s e s contain marketing and demographic data a b o u t people, such as where they live and

m a r k e t i n g d a t a b a s e A collection of data about

what products they buy. This information is used for

people that is stored in a large database and used for

marketing purposes, such as sending advertisements that

marketing purposes.

fit each individual's interests via regular mail or email, or trying t o sign people up over the phone for some type of

g o v e r n m e n t d a t a b a s e A collection of data about people that is

service. Almost any time you provide information about

collected and maintained by the government.

yourself online or offline—when you subscribe to a mag-

e l e c t r o n i c p r o f i l i n g Using electronic means to collect a variety

azine, fill out a product registration card, or buy some-

of in-depth information about an individual, such as name, address,

thing using a credit card—there is a good chance that the information

income, and buying habits.

will find its way into a marketing database.

ch

a p t e r 6 : Network

and

Internet

Security

and

Privacy

E x h i b i t 6-17

Searchable databases available via the Internet PROPERTY VALUE SEARCH Some states permit searches for property located in that state, such as displaying the owner's name, address, and a link to additional information including property value for the supplied owner name.

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VITAL RECORDS SEARCH Some counties and states allow searches for documents related to marriages, divorces, births, legal judgments, deeds, liens, powers of attorney, and so forth.

i

Public Records - Search

(MM/DD/YYYY)

MAINTENANCE CONTRACT MARRIAGE LICENSE MARSHAL DEED MATERIAL LIEN MECHANICS LIEN

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ADDRESS NUMBER AND PHONE N U M B E R SEARCH Any information listed in a U.S. telephone book can be found using this site. You can search either by name or telephone number to view the available information.

I N T E R N E T|P R O T E C T E D MODE: ON

addresses, telephone number, marital status, number

individuals in a particular state w h o s e street addresses

and age o f children, spending habits, and product pref-

are considered t o be in an affluent area and w h o buy

erences. T h e information retrieved from electronic pro-

baby products. Another c o m p a n y might request a list

files is then sold t o c o m p a n i e s upon request t o be used

o f all S U V owners in a particular city w h o have n o t

for marketing purposes, as illustrated in E x h i b i t 6 - 1 8 .

purchased a c a r in five years.

F o r e x a m p l e , o n e c o m p a n y might request a list o f all

M o s t businesses and W e b sites that collect personal information have a p r i v a c y p o l i c y that discloses h o w the

personal information you provide will be used (see E x p r i v a c y p o l i c y A policy, commonly posted on a

hibit 6 - 1 9 ) . As long as their actions d o not violate their

company's Web site, that explains how personal information

privacy policy, it is legal f o r businesses t o sell the per-

provided to that company will be used.

sonal data that they collect. T h e r e a r e s o m e problems with privacy policies, however, including that they a r e

s p a m Unsolicited, bulk email sent over the Internet.

sometimes difficult t o decipher and that m o s t people do

Chapter

6:

Network

and

Internet

Security

and

Privacy

E x h i b i t 6-18

How electronic profiling might work

W h e n you make an electronic transaction, information about who you are and what you buy is recorded, usually in a database.

Databases containing the identities of people and what they buy are sold to marketing companies.

The marketing companies add The marketing companies create the new data to their marketing lists of individuals matching the databases; they can then reorgspecific needs of companies; the anize the data in ways that might companies buy the lists for their be valuable to other companies. own marketing purposes.

n o t t a k e t h e t i m e t o read t h e m b e f o r e using a site. In

used t o sell p r o d u c t s o r services t o i n d i v i d u a l s . S p a m is

a d d i t i o n , m a n y businesses p e r i o d i c a l l y c h a n g e t h e i r pri-

a l s o used in p h i s h i n g s c h e m e s a n d o t h e r d o t c o n s a n d

vacy policies without warning, requiring consumers to

is

r e r e a d p r i v a c y policies f r e q u e n t l y o r risk t h e i r p e r s o n a l

nets. T h e text message spam

i n f o r m a t i o n b e i n g used in a m a n n e r t h a t t h e y did n o t

s h o w n in E x h i b i t 6 - 2 0

is a n

a g r e e t o w h e n t h e i n f o r m a t i o n w a s initially p r o v i d e d .

e x a m p l e o f a phishing

spam

Spam

refers

to

unsolicited

email

sent t o

a

large

sent

frequently

message.

A

via

great

bot-

deal

of

g r o u p o f individuals a t o n e t i m e . T h e e l e c t r o n i c e q u i v a -

s p a m involves

lent o f j u n k m a i l (see E x h i b i t 6 - 2 0 ) , s p a m is m o s t o f t e n

p r o d u c t s , such as medicine o r

health-related

w e i g h t loss s y s t e m s , c o u n t e r f e i t p r o d u c t s , p o r n o g r a E x h i b i t 6-19

phy,

Web site privacy policy

as well as n e w a n d o f t e n f r a u d u l e n t

This indicates that your

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personal information may be used to keep you

updated on products that

PAGE" SAFETY

might interest you.

We ask you for certain kinds of personal information in order to provide you with the services you request and to process and deliver your order We also may use your personal information to provide you with customized communications and keep you updated on the latest promotions or products that may interest you In addition our site utilizes 'cookies/ Cookies do not gather any of your personally identifiable information They do allow us to provide you with a more personalized shopping experience and enable you to fully interact with and complete your transaction on our site

]

Lands End shares its customer information with its affiliated companies including Sears® and Kmart® We also may share your information with our business partners (below) in order to provide you with certain services. Finally we do make our mailing list available to carefully screened companies whose products or services might interest you If you prefer to have your name withheld please call us toll-free at 1-800-800-5800 or send an e-mail to websrteinquiry@landsend com In addition Lands End cooperates in advertising member networks with other consumer entities where we may communicate your personal information so that select members may inform you about products or services that might interest you If you prefer to have your name withheld please call us toll-free at 1-800-800-5800 or send an e-mail to websiteinquiry@landsend com

DONE

9

& INTERNET | PROTECTED MODE: OFF

Chapter

This indicates that your

personal information may

be disclosed to third parties, unless you opt out.

\ 125%

6:

Network

and

Internet

Security

and

Privacy

E x h i b i t 6-20

T h e sheer volume o f spam

Examples of spam

is staggering. For instance, Symantec's M e s s a g e L a b s estimated

that

more

recently than

90

percent o f all email messages is n o w spam. At best, large volumes o f spam are an annoyance t o recipients and can slow down ui

a mail server's delivery of impor-

YOl !

Franchise Opportunities Now Vv ailablel

tant messages. At worst, spam can disable a mail network com-

( I K K H F K I !

pletely, o r it can cause recipients to miss or lose important email

6:14pm Sat, Jun21

messages because those messages have been caught in a spam filter

Options EMAIL S P A M ....

TEXT MESSAGE S P A M

.......

'

-

- -

-

-

T

or were accidentally deleted by

J

the recipient while he or she was deleting a large number of spam email messages. M o s t

Internet

users spend several minutes each

opportunities and stock deals. S p a m can also be gener-

day dealing with spam, making spam very expensive for

ated by individuals f o r w a r d i n g email messages they re-

businesses in terms o f lost productivity, consumption o f

ceive, such as j o k e s , recipes, or notices o f possible new

communications bandwidth, and drain o f technical sup-

privacy or health c o n c e r n s , t o everyone in their address

port. Spam sent to a mobile phone, either via text mes-

b o o k s . Spam can also be sent via instant messages, f a x

sage or email, is also expensive for end users who have a

messages, mobile p h o n e s , F a c e b o o k or M y S p a c e ac-

limited data or text message allowance.

c o u n t s , Twitter pages, and via other social networking

O n e of the m o s t c o m m o n ways o f getting on a

communications methods.

spam mailing list is by having your email address entered into a marketing d a t a b a s e , which can happen when you sign up for a free online service or use your email address to register a p r o d u c t o r m a k e an online

Is Spam Legal?

purchase. Spammers also use s o f t w a r e to gather email addresses from W e b pages, message board posts, and

M o s t s p a m is l e g a l , b u t t h e r e a r e r e q u i r e m e n t s

social networking sites.

t h a t m u s t b e a d h e r e d t o in o r d e r f o r it t o b e l e g a l . For i n s t a n c e , t h e C A N - S P A M A c t o f 2003 e s -

Protecting the Privacy of Personal Information

tablished requirements for commercial emailers, such as using t r u t h f u l s u b j e c t lines a n d h o n o r i n g r e m o v e requests, as w e l l as s p e c i f i e d p e n a l t i e s

Protecting y o u r email address is o n e o f the best ways

for companies a n d individuals t h a t break t h e law.

t o avoid s p a m . O n e w a y t o a c c o m p l i s h this is to use

A l t h o u g h t h e C A N - S P A M A c t has n o t reduced t h e a m o u n t of s p a m c i r c u l a t e d t o d a y , it has i n c r e a s e d t h e n u m b e r of s p a m m e r s p r o s e c u t e d f o r s e n d i n g s p a m . In f a c t , s e v e r a l s p a m m e r s h a v e b e e n

imas

c o n v i c t e d in r e c e n t y e a r s . T h e y h a v e e i t h e r b e e n

tuse it

fined or sent t o prison, a n d m o r e are a w a i t i n g trial. For instance, o n e s p a m m e r w a s recently or-

arnves w i t n a u ^ ^

d e r e d t o p a y $230 m i l l i o n t o M y S p a c e f o r spam-

and

m i n g M y S p a c e users a n d a n o t h e r w a s o r d e r e d t o p a y F a c e b o o k a r e c o r d $873 m i l l i o n f o r spam-

bandwidth, mailbox space, and

m i n g its m e m b e r s .

hard drive

Chapter

6:

Network

and

Internet

Security

and

Privacy

o n e private e m a i l address for family, friends, c o l -

friends and family members to see, consider using a

leagues, a n d o t h e r trusted s o u r c e s . F o r online s h o p -

p h o t o sharing site that allows you t o restrict access

ping, signing up for free offers, message b o a r d s , p r o d -

to your photos, such as Flickr, Snapfish, o r F o t k i .

uct r e g i s t r a t i o n , and other activities t h a t typically lead

•

t o j u n k e m a i l , use a disposable o r t h r o w - a w a y e m a i l

Beware o f W e b sites offering prizes o r the c h a n c e to earn free merchandise in e x c h a n g e for your

a d d r e s s (a s e c o n d address o b t a i n e d f r o m y o u r ISP o r

personal information. C h a n c e s are g o o d that

a free email address from W i n d o w s Live H o t m a i l o r

the i n f o r m a t i o n will be sold t o direct m a r k e t e r s ,

Google's Gmail).

which will likely result in additional s p a m .

A n o t h e r advantage of using a t h r o w - a w a y email •

address for only noncritical applications is that you can

Consider using

quit using it and obtain a new one if spam begins to get

privacy software,

o v e r w h e l m i n g or t o o annoying.

such as A n o n y m o u s Surfing o r Privacy G u a r d i a n , to hide your personal

Unsubscribe or Ignore Spam Emails?

i n f o r m a t i o n as you b r o w s e the W e b so it is n o t revealed

To c o m p l y w i t h truth-in-advertising laws, a n unsub-

and your activities

scribe e m a i l address included in a n unsolicited e m a i l

c a n n o t be tracked by

must b e a w o r k i n g address. If y o u receive a m a r k e t -

marketers.

ing e m a i l f r o m a reputable source, y o u m a y b e a b l e

• J u s t because a W e b site or registration f o r m asks

t o unsubscribe by clicking t h e supplied link or o t h e r -

for personal information, that does n o t m e a n you

w i s e f o l l o w i n g t h e unsubscribe instructions. Because

have to give it. Supply only the required i n f o r m a -

s p a m f r o m less-legitimate sources o f t e n has unsub-

tion. Required fields are often m a r k e d with an as-

scribe links t h a t d o n o t w o r k or t h a t a r e present only

terisk or are colored differently t h a n n o n r e q u i r e d

t o verify t h a t y o u r email address is g e n u i n e — a very

fields—if

v a l u a b l e piece of information f o r f u t u r e u s e — m a n y

n o t , you can try leaving fields b l a n k and

see if the f o r m will still be a c c e p t e d .

privacy experts r e c o m m e n d never replying t o or try-

•

ing t o unsubscribe f r o m any s p a m .

If you are using a public computer, be sure t o remove any personal information and settings stored on the c o m p u t e r during your session. Y o u c a n use browser options to delete this data m a n u a l l y f r o m

Protecting your personal information is a critical

the c o m p u t e r before you leave. T o prevent the de-

step t o w a r d safeguarding your privacy. Consequently, it

leted data f r o m being recovered, run the W i n d o w s

m a k e s sense t o be cautious a b o u t revealing your private

Disk C l e a n u p program on the hard drive, m a k i n g

i n f o r m a t i o n to a n y o n e . Privacy tips for safeguarding

sure that the options for T e m p o r a r y Internet Files

personal i n f o r m a t i o n include the following: •

and the Recycle Bin are selected during the D i s k

R e a d a W e b site's privacy policy, if one exists, be-

Cleanup process. An easier o p t i o n is using the

fore providing any personal i n f o r m a t i o n . L o o k for

private browsing mode offered by s o m e browsers

a phrase saying that the c o m p a n y will not share

(see E x h i b i t 6 - 2 1 ) that allow you t o b r o w s e the

your i n f o r m a t i o n with other companies under any

W e b without leaving any history on the c o m p u t e r

c i r c u m s t a n c e s . If the W e b site reserves the right to

you are using. In either case, be sure to log out o f

share y o u r information if the c o m p a n y is sold or

any W e b sites you were using before leaving the

unless you specifically notify them otherwise, it is

computer.

best to assume that any information you provide will eventually be shared with others. •

t h r o w - a w a y e m a i l a d d r e s s An email address

Avoid putting too many personal details a b o u t

used only for nonessential purposes and activities that may

yourself on your Web site or on a social networking

result in spam; the address can be disposed of and replaced if

site. If you would like to post photographs or other

spam becomes a problem.

personal documents on a Web site for faraway

ch

apt

e r 6:

Network

and

Internet

Security

and

Privacy

Private browsing can protect your privacy at public computers E x h i b i t 6-21

identify

possible

spam

and either flag it o r move it t o a Spam

or J u n k

E m a i l folder. Custom email

filters

are used to route messages

automatically

particular on

folders

stated

to

based

criteria.

For

example, you can specify that email messages with keywords frequently used YouVe gone incognito Pages you view in this window wont appear in your browser history or ^Oi search history, and they wont leave other traces, like cookies, on your computer after you close _ _ { the incognito window. Any files you download or bookmarks you create will be preserved, however Going incognito doesn't affect the behavior of other people, servers, or software. Be wary of: • • • • •

Indicates private browsing mode is enabled.

Websites that collect or share information about you Internet service providers or employers that track the pages you visit Malicious software that tracks your keystrokes in exchange for free smileys Surveillance by secret agents People standing behind you

Learn more about incognito browsing

in spam subject lines, such as free, nity,

porn,

opportu-

last chance,

weight,

be routed into

pharmacy,

a folder named Possible Spam, and you can specify that all email messages from

your

boss's

email

address be routed into an Urgent

folder.

Filtering

can help you find important messages in your In-

CHROME

b o x by preventing it from becoming cluttered with spam. While keeping your personal i n f o r m a t i o n as private

Another alternative f o r reducing the amount o f

as possible c a n help t o reduce spam and other direct

spam you receive is t o o p t o u t . O p t i n g out refers to

marketing activities, filtering c a n also be helpful. Some

following a predesignated procedure t o remove your-

ISPs automatically b l o c k all email messages originat-

self from marketing lists, o r otherwise preventing your

ing from k n o w n or suspected spammers so those email

personal information f r o m being obtained by or shared

messages never reach the individuals' m a i l b o x e s ; other

with others. By opting o u t , you instruct companies you

ISPs flag suspicious email messages as possible spam,

do business with n o t t o share y o u r personal informa-

based on their c o n t e n t o r subject lines, t o warn indi-

tion with third parties. Y o u c a n also opt out o f being

viduals that those messages m a y c o n t a i n spam. T o deal

contacted by direct and online marketing companies.

with spam that m a k e s it t o y o u r computer, you can use

Opting-out procedures are confusing and time-

an e m a i l filter—a t o o l f o r automatically sorting incom-

consuming, and they do n o t always w o r k well. C o n -

ing email messages. E m a i l filters used t o capture spam

sequently, some privacy groups are pushing to change

are called s p a m filters, o r s o m e t i m e s j u n k e m a i l

t o an opt-in process, in which individuals would need

filters.

to o p t i n — r e q u e s t participation

M a n y email p r o g r a m s have built-in spam filters that

i n — t o a particular

e m a i l filter A tool that automatically sorts your incoming email messages based on specific criteria.

older

s p a m filter (junk e m a i l filter) An email filter used to redirect spam from a user's Inbox.

periodically t o locate any email

o p t o u t lo request that you be removed from marketing activities or that your information not be shared with other companies.

messages mistakenly filed t h e r e —

o p t in lo request that you be included in marketing activities or

especially before you permanently

that your information be shared with other companies.

C h a p t e r

6:

Network

and

I n t e r n e t

delete those mess;

S e c u r i t y

and

Privacy

to a secure W e b site to log in a n d view the encrypted

or

email message.

irect marketing association,

A final consideration for p r o t e c t i n g the privacy o f personal information for b o t h individuals and busi-

>ntact it directly o r use a W e b

nesses is protecting the i n f o r m a t i o n l o c a t e d on paper

itc t h a t provides opt-out tools for

documents and hardware that are t o be disposed of. Papers, C D s , D V D s , and other media c o n t a i n i n g sensitive data should be shredded, and the hard drives o f c o m puters to be disposed of should be w i p e d — o v e r w r i t t e n several times using special disk-wiping o r disk-

marketing

activity before c o m p a n i e s can collect

erasing

or

software—before

share any personal data. This is already the case in the

drive

E u r o p e a n U n i o n . In fact, W a l - M a r t recently changed its

that

still

in the U.S. business community is to use your informa-

personal

merely

be

been refor-

(which

can

recovered),

wiped drive is very

specifically opt out. stores

sold

data on a properly

tion as allowed for by each privacy policy unless you that

has

matted

only if c u s t o m e r s opt in. However, the general practice

business

are

erased o r even

privacy policy to share information with third parties

Any

they

or recycled. Unlike the d a t a on a

difficult

information

or

impossi-

ble to recover.

a b o u t employees, customers, or other individuals must

Wiping is typically viewed as an a c c e p t a b l e pre-

take adequate security measures to protect the privacy

caution for deleting sensitive data like W e b site pass-

o f that i n f o r m a t i o n . Secure servers and encryption can

words and t a x returns from hard drives a n d o t h e r stor-

protect the data stored on a server; firewalls and access

age media. However, before disposing o f storage media

c o n t r o l systems can protect against unauthorized ac-

containing sensitive data, businesses should consider

cess. T o prevent personal information from being sent

physically destroying the media, such as by shredding

intentionally or inadvertently via email, organizations

or melting the hardware. T o help with this p r o c e s s , data

can use email encryption systems that automatically en-

destruction services can be used.

crypt email messages containing certain keywords. F o r instance, s o m e hospitals use encryption systems that

Electronic Surveillance and Monitoring

scan all outgoing email messages and a t t a c h m e n t s , and then a u t o m a t i c a l l y encrypt all messages that appear to

T h e r e are m a n y ways electronic t o o l s c a n be used to

c o n t a i n patient-identifiable i n f o r m a t i o n . T h e recipient

w a t c h individuals, listen in on their c o n v e r s a t i o n s , o r

o f an encrypted email message typically receives a link

m o n i t o r their activities. Some o f these t o o l s , such as devices used by individuals to eavesdrop on wireless telep h o n e conversations, are not legal. O t h e r products and technologies, such as the GPS devices t h a t are built into

Chief Privacy Officer

some cars so they can be located if they are stolen o r the monitoring ankle bracelets used for offenders sentenced

E n s u r i n g t h a t t h e p r i v a t e d a t a s t o r e d by a business is a d e q u a t e l y p r o t e c t e d is increasingly responsibility o f a chief privacy o f f i c e r rapidly

growing

position

to house arrest, are used solely f o r law e n f o r c e m e n t

the

purposes. Still other electronic t o o l s , such as c o m p u t e r

(CPO)—a

in business. Typically,

C P O s a r e r e s p o n s i b l e f o r e n s u r i n g privacy l a w s a r e c o m p l i e d w i t h , i d e n t i f y i n g t h e d a t a in a c o m p a n y t h a t n e e d s t o b e p r o t e c t e d , d e v e l o p i n g policies t o protect t h a t data, and responding t o any incidents

original factory settings before

t h a t occur. A n o t h e r issue t h a t m u s t b e d e a l t w i t h

recycling o r disposing o f it t o

by C P O s is t h e c h a n g i n g d e f i n i t i o n o f w h a t i n f o r m a t i o n is r e g a r d e d as p e r s o n a l a n d , t h e r e f o r e ,

clear all o f your personal di

needs to be safeguarded.

from the ph(

mm

Chapter

6:

Network

and

In

monitoring

software, video

surveillance

equipment,

and presence technology, c a n often be used legally by individuals, by businesses in c o n j u n c t i o n with employee monitoring, and by law e n f o r c e m e n t agencies. Computer monitoring s o f t w a r e records keystrokes,

logs the programs o r W e b sites accessed, o r otherwise monitors

someone's

computer

activity. T h e s e

pro-

grams are typically m a r k e t e d t o w a r d parents, spouses, law enforcement agencies, o r employers. Although it is legal to use c o m p u t e r m o n i t o r i n g software on your o w n computer or o n the c o m p u t e r s o f your employees, installing it on other c o m p u t e r s w i t h o u t the o w n e r s ' knowledge to m o n i t o r their c o m p u t e r activity is usually illegal. V i d e o s u r v e i l l a n c e is closed circuit security cameras

Privacy Expectations in Public Places Legally s p e a k i n g , p e o p l e t y p i c a l l y h a v e f e w rights t o privacy in public places, b u t m a n y believe t h a t new

technology—such

as c a m e r a

phones—will

require t h e l a w t o reconsider a n d redefine w h a t is c o n s i d e r e d t o b e a p u b l i c p l a c e . In fact, some places h a v e b a n n e d

mobile

p h o n e s entirely t o

protect

privacy,

such

individuals'

as in

locker

rooms, restrooms, a n d c o u r t h o u s e s , a n d by m a n y research a n d p r o d u c t i o n facilities t o p r e v e n t corporate espionage.

used t o m o n i t o r activities taking place at facilities for security purposes. It is routinely used at retail stores, b a n k s , office buildings,

and other

privately owned facilities that are open

t o the pub-

lic, as well as public locations such as streets, parks, airports, sporting arenas, and subway systems for law enforcement purposes. Public video surveillance systems are often used in c o n j u n c t i o n with face recognition technology t o try t o identify k n o w n terrorists and other criminals, t o identify criminals when their crimes are caught o n tape, and t o prevent crimes

Employee monitoring

is t h e a c t o f recording

or

observing the actions o f employees while on the j o b .

from occurring. M a n y privacy advocates object t o the

Common

use o f video surveillance a n d face recognition technol-

screening telephone calls, reviewing email, and track-

employee

monitoring

activities

include

ogy in public locations; their concerns are primarily

ing c o m p u t e r and Internet usage. A l t h o u g h many em-

based on h o w the video captured by these systems will

ployees feel that being w a t c h e d at w o r k is an invasion

be used.

o f their personal privacy, it is legal a n d very c o m m o n in the United States.

c o m p u t e r m o n i t o r i n g s o f t w a r e Software that

P r e s e n c e t e c h n o l o g y is the ability o f one computing

can be used to record an individual's computer usage, such

device on a network t o identify a n o t h e r device on the

as recording the actual keystrokes used or creating a summary of

same network and determine its status. It can be used

Web sites and programs accessed. v i d e o s u r v e i l l a n c e The use of video cameras to monitor attmtiesof individuals for work-related or crime-prevention purposes. e m p l o y e e m o n i t o r i n g Observing or reviewing employees' actions while they are on the job. p r e s e n c e t e c h n o l o g y Technology that enables one computing device to locate and identify the current status of another device on the same network.

ie American M a n a g e m e n t isociation ( A M A ) reports that the majority o f all U . S . companies use s o m e type o f electronic surveillance with their employ*

to tell when s o m e o n e o n the n e t w o r k is using his or her c o m p u t e r o r m o b i l e phone, as well as the individual's

MONITOR AT-WORK ACTIVITIES

availability for c o m m u n i c a t i o n s ; that is, whether or not the individual is able and willing to take a call or re-

IT IS WISE—FROM A PRIVACY

spond t o an I M at the present time.

STANDPOINT—TO AVOID ACTIVITIES AT WO

Protecting Personal and Workplace Privacy T h e r e are not many options for protecting yourself a g a i n s t c o m p u t e r m o n i t o r i n g by y o u r e m p l o y e r o r the g o v e r n m e n t , o r against video surveillance

systems.

be m o n i t o r e d when initially hired. T h e y should review

H o w e v e r , businesses should t a k e t h e neces-

it periodically t o ensure that they understand the policy

sary security m e a s u r e s t o ensure t h a t

and do n o t violate any c o m p a n y rules while w o r k i n g

e m p l o y e e activities a r e n o t b e -

for that organization.

ing m o n i t o r e d by a h a c k e r o r other

AntiSpy

unauthorized

ual. Individuals

individ-

should

also

Network and Internet Security Legislation

LO66

secure their h o m e c o m p u t e r s to p r o t e c t a g a i n s t

keystroke

logging

computer

or

other

monitoring software that may

A

be i n a d v e r t e n t l y installed via P

an

electronic

game,

or

greeting

other

lthough new legislation is passed periodically t o

card,

address new types o f c o m p u t e r c r i m e s , it is dif-

downloaded

ficult for the legal system to keep p a c e with the rate at

file, a n d t h a t is designed t o p r o a h a c k e r with a c c o u n t

which technology changes. In addition, there are both

numbers,

domestic and international jurisdictional issues because

p a s s w o r d s , a n d o t h e r sensitive data t h a t c o u l d

m a n y c o m p u t e r crimes affect businesses a n d individu-

be used in identity theft o r o t h e r f r a u d u l e n t activities.

als located in geographic areas o t h e r t h a n the one in

A n t i s p y w a r e s o f t w a r e c a n be used t o detect a n d re-

which the c o m p u t e r criminal is l o c a t e d , a n d hackers

m o v e s o m e types o f illegal c o m p u t e r m o n i t o r i n g and

c a n m a k e it appear that activity is c o m i n g f r o m a dif-

spyware software.

ferent location than it really is. Nevertheless, c o m p u t e r

T o p r o t e c t the personal privacy o f their employees

crime legislation continues t o be p r o p o s e d a n d c o m -

and c u s t o m e r s , businesses and organizations have a re-

puter crimes are being prosecuted. A list o f selected fed-

sponsibility t o keep private information a b o u t their em-

eral laws concerning n e t w o r k a n d Internet security is

ployees, the company, and their customers safe. Strong

shown in E x h i b i t 6 - 2 2 .

security measures can help to protect against unauthor-

T h e high level o f c o n c e r n regarding c o m p u t e r se-

ized access by hackers. Businesses and organizations

curity and personal privacy has led state a n d federal

should t a k e precautions against both intentional and

legislators t o pass a variety o f laws since the 1 9 7 0 s .

accidental breaches o f privacy by employees. Finally,

Internet privacy is viewed as o n e o f the t o p policy

businesses and organizations have the responsibility t o

issues facing Congress today, a n d n u m e r o u s bills have

m o n i t o r their employees' activities t o ensure workers

been p r o p o s e d in the last several years regarding s p a m ,

are productive. In general, businesses must maintain a

telemarketing, spyware, online profiling, a n d

safe and productive w o r k p l a c e environment and pro-

very i m p o r t a n t privacy issues. H o w e v e r , C o n g r e s s has

tect the privacy o f their customers and employees, while

had difficulty passing new legislation. In a d d i t i o n t o

at the same time ensure the c o m p a n y is n o t vulnerable

the reasons stated a b o v e , including the rate at w h i c h

t o lawsuits.

technology changes and the jurisdictional issues w h e n

other

Employees have the responsibility to read a c o m p a -

c o m p u t e r crimes affect businesses a n d individuals in

ny's employee policy that specifies w h a t personal activi-

geographic areas other than the o n e in w h i c h the c o m -

ties are allowed during c o m p a n y time o r on c o m p a n y

puter criminal is located, privacy is difficult t o define

e q u i p m e n t , as well as w h a t activities, such as W e b surf-

and there is a struggle t o b a l a n c e f r e e d o m of speech

ing, email, telephone calls, and downloading files, may

with the right t o privacy.

Chapter

6:

Network

and

Internet

Security

and

Privacy

E x h i b i t 6-22

Computer network and Internet security legislation

Law a n d Description

Date 2004

Identity Theft Penalty Enhancement Act Adds extra years to prison sentences for criminals who use identity theft (including the use of stolen credit card numbers) to commit other crimes, including credit card fraud and terrorism.

2003

CAN-SPAM Act Implements regulations for unsolicited email messages. Fair and Accurate Credit Transactions Act (FACTA)

2003

Amends the Fair Credit Reporting Act (FCRA) to require, among other things, that the three nationwide consumer reporting agencies (Equifax, Experian, and Transllnion) provide to consumers, upon request, a free copy of their credit report once every 12 months. 2003

PROTECT Act Includes provisions to prohibit virtual child pornography. Health Insurance Portability and Accountability Act (HIPAA)

2003

Includes a Security Rule that sets minimum security standards to protect health information stored electronically. 2002

Homeland Security Act Includes provisions to combat cyberterrorism, including protecting ISPs against lawsuits from customers for revealing private information to law enforcement agencies.

2002

Sarbanes-OxleyAct Requires archiving a variety of electronic records and protecting the integrity of corporate financial data.

2001

USA PATRIOT Act Grants federal authorities expanded surveillance and intelligence-gathering powers, such as broadening the ability of federal agents to obtain the real identity of Internet users, intercept email and other types of Internet communications, follow online activity of suspects, expand their wiretapping authority, and more.

1998

Identity Theft and Assumption Deterrence Act of 1998 Makes it a federal crime to knowingly use someone else's means of identification, such as name, Social Security number, or credit card, to commit any unlawful activity.

1997

No Electronic Theft (NET) Act Expands computer piracy laws to include distribution of copyrighted materials over the Internet.

1996

National Information Infrastructure Protection Act Amends the Computer Fraud and Abuse Act of 1984 to punish information theft crossing state lines and to crack down on network trespassing.

1994

Computer Abuse Amendments Act Amends the Computer Fraud and Abuse Act of 1984 to include computer viruses and other harmful code.

1986

Computer Fraud and Abuse Act of 1986 Amends the 1984 law to include federally regulated financial institutions.

1984

Computer Fraud and Abuse Act of 1984 Makes it a crime to break into computers owned by the federal government. This act has been regularly amended over the years as technology has changed.

A n o t h e r issue is weighing the need t o implement

the Internet and carried a $ 5 0 , 0 0 0 fine. T h i s law w a s

legislation versus the use o f voluntary m e t h o d s t o p r o -

b l o c k e d by the U . S . Supreme C o u r t several times, based

tect c o m p u t e r security and personal privacy. F o r in-

on the likelihood t h a t it violates the First A m e n d m e n t

s t a n c e , the Child O n l i n e P r o t e c t i o n A c t ( C O P A )

has

and the possibility t h a t less restrictive alternatives such

been highly c o n t r o v e r s i a l since it w a s passed in 1 9 9 8 ,

as Internet filtering can be used instead t o prevent the

and, in fact, it has never been i m p l e m e n t e d . T h i s legisla-

access o f inappropriate materials by m i n o r s . A list o f

tion p r o h i b i t e d m a k i n g p o r n o g r a p h y or any o t h e r c o n -

selected federal laws related t o c o m p u t e r security and

tent deemed h a r m f u l t o m i n o r s available t o m i n o r s via

privacy are shown in E x h i b i t 6 - 2 3 .

Chapter

6:

Network

and

Internet

Security

and

Privacy

E x h i b i t 6-23

Date 2006

Federal legislation related to computer security and privacy

L a w and Description U.S. SAFE W E B Act of 2006 Grants additional authority to the FTC to help protect consumers from spam, spyware, and Internet fraud and deception.

2005

Real ID Act Establishes national standards for state-issued driver's licenses and identification cards; will be modified if the proposed Pass ID Act of 2009 is passed.

2005

Junk Fax Prevention Act Requires unsolicited faxes to have a highly-visible opt-out notice.

2003

CAN-SPAM Act Implements regulations for unsolicited email messages and lays the groundwork for a federal Do Not E-Mail Registry.

2003

Do Not Call Implementation Act Amends the Telephone Consumer Protection Act to implement the National Do Not Call Registry.

2003

Health Insurance Portability and Accountability Act (HIPAA)

2002

Sarbanes-OxleyAct

Includes a Security Rule that sets minimum security standards to protect health information stored electronically. Requires archiving a variety of electronic records and protecting the integrity of corporate financial data.

2001

USA PATRIOT Act Grants federal authorities expanded surveillance and intelligence-gathering powers, such as broadening the ability of federal agents to obtain the real identity of Internet users and intercept email and other types of Internet communications.

1999

Financial Modernization (Gramm-Leach-Bliley) Act Extends the ability of banks, securities firms, and insurance companies to share consumers' non-public personal information, but requires them to notify consumers and give them the opportunity to opt out before disclosing any information.

1998

Child Online Protection Act (COPA)

1998

Children's Online Privacy Protection Act (COPPA)

1998

Telephone Anti-Spamming Amendments Act

1992

Cable Act

1991

Telephone Consumer Protection Act

1988

Computer Matching and Privacy Protection Act

1988

Video Privacy Protection Act

1986

Electronic Communications Privacy Act

Prohibits online pornography and other content deemed harmful to minors; has been blocked by the Supreme Court. Regulates how Web sites can collect information from minors and communicate with them. Applies restrictions to unsolicited, bulk commercial email. Extends the Cable Communications Policy Act to include companies that sell wireless services. Requires telemarketing companies to respect the rights of people who do not want to be called. Limits the use of government data in determining federal-benefit recipients. Limits disclosure of customer information by video-rental companies. Extends traditional privacy protections governing postal delivery and telephone services to include email, cellular phones, and voice mail. 1984 1974

Cable Communications Policy Act Limits disclosure of customer records by cable TV companies. Education Privacy Act

Stipulates that, in both public and private schools that receive any federal funding, individuals have the right to keep the schools from releasing such information as grades and evaluations of behavior.

1974 1970 1970

Privacy Act Stipulates that the collection of data by federal agencies must have a legitimate purpose. Fair Credit Reporting Act Prevents private organizations from unfairly denying credit and provides individuals the right to inspect their credit records. Freedom of Information Act Gives individuals the right to inspect data concerning them that is stored by the federal government.

Chapter

6:

Network

and

Internet

Security

and

Privacy

1.

Quiz Yourself 1.

At one university, precautions for containing code created during this course include only allowing fourth year students to take the course, not hav-

H o w do many organizations and educational

ing a network connection in the classroom, and

institutions explain acceptable computer use to

prohibiting the removal o f storage media from

their employees, students, or other users?

the classroom. D o you think these precautions are

2.

W h a t is the typical m o t i v a t i o n for hacking?

3.

W h y might hackers be moving away from target-

sufficient? 2.

ing data stored on c o m p a n y servers and focusing

Should writing virus code be allowed as part of a computer degree curriculum?

on stealing data in real time during credit card and

3.

debit card transactions?

Is it ethical for colleges to teach computer virus writing? Is it ethical for students t o take such a

4.

Define

5.

W h a t is malware?

6.

H o w does a D o S a t t a c k disable a server?

7.

Define

8.

W h a t is online auction fraud?

9.

W h a t is the purpose o f a digital certificate?

botnet.

course? 3.

Does teaching illegal and unethical acts (such as writing virus code) in college classes help to legitimize the behavior in society?

phishing.

4.

Would you feel c o m f o r t a b l e taking such a course? W h y or why not?

5.

Prepare a one- or two-page summary that answers these questions, and submit it t o your instructor.

1 0 . W h y are many states and schools reviewing their harassment statutes and bullying policies?

Practice It 6-2

1 1 . W h a t is a hard drive that uses full-disk encryption

Some people view using live surveillance cameras as a

often called?

valid crime prevention t o o l ; other people think it is an

1 2 . W h a t does antivirus software do?

invasion o f privacy.

1 3 . H o w does a firewall help protect a computer?

1.

1 4 . W h a t is a marketing database?

Is it ethical for businesses to use video cameras to record customers' activities? If so, for what purposes?

1 5 . W h a t is a t h r o w - a w a y email address? 1 6 . W h a t is the difference between opt-out

2. and

Does the government have the responsibility to use every means possible to protect the country

opt-in}

and its citizens, or do citizens have the right not to

1 7 . W h a t does c o m p u t e r monitoring software do?

be watched in public?

1 8 . Is it legal for c o m p a n i e s to review the email of

3.

their employees?

O n e objection stated a b o u t these systems is "It's not the same as a c o p on the corner. This is a c o p on every corner." W h a t if it were a live police officer at each public video c a m e r a location instead of a camera? Would that be m o r e acceptable from

Practice It

a privacy standpoint? 4.

Practice It 6-1

public, should they be c o n c e r n e d that law enforce-

Some college c o m p u t e r classes include instruction on

ment personnel may see them?

writing c o m p u t e r viruses. S o m e believe that students

5.

need to k n o w h o w viruses w o r k in order to be able to dustry disagrees, and m o s t antivirus professionals were

6.

never virus writers.

6:

Network

Does the risk of being recorded deter some illegal or unethical acts?

develop antivirus s o f t w a r e ; however, the antivirus in-

Chapter

If people do not plan to c o m m i t criminal acts in

Prepare a one- or two-page summary that answers these questions, and submit it t o your instructor.

and

Internet

Security

and

Privacy

D o the organizations reserve the right to change

3.

On Your Own

t h e i r p o l i c i e s a t a later t i m e w i t h o u t n o t i c e ? I f s o , w i l l they try to notify consumers?

On Your Own 6-1 A l t h o u g h a company's privacy policy m a y look accept-

4.

d a t a w i t h t h i r d - p a r t y o r g a n i z a t i o n s ? I f s o , is t h e

a b l e w h e n y o u r e a d it b e f o r e s u b m i t t i n g p e r s o n a l i n f o r -

data personally identifiable, a n d c a n customers

m a t i o n t o t h a t c o m p a n y , t h e r e is n o g u a r a n t e e t h a t the

opt out?

policy w i l l n o t be c h a n g e d . 5.

L o c a t e three different p r i v a c y policies o n W e b

1.

W h a t type of impact do y o u think a change in a company's privacy policy w o u l d h a v e o n customer

sites, a n a l y z e t h e m , a n d c o m p a r e t h e m . 2.

D o a n y of the policies a l l o w for a n y sharing of

loyalty?

D o t h e p o l i c i e s specify w h a t p e r s o n a l i n f o r m a t i o n

6.

m i g h t be shared a n d w i t h w h o m ?

P r e p a r e a one- or two-page s u m m a r y t h a t a n s w e r s these q u e s t i o n s , a n d s u b m i t it t o y o u r i n s t r u c t o r .

CAPSTONE

Computer Concepts T e c h n o l o g y is c h a n g i n g o u r w o r l d a t a n explosive p a c e . Older technology

b e c o m e s o b s o l e t e v e r y quickly,

3 . W h a t risks a r e i n v o l v e d or r e l a t e d t o n e w t e c h n o l -

and

o g y ? W h o is a f f e c t e d by t h e s e risks? C a n t h e s e risks b e m i n i m i z e d ? If so, h o w ? If n o t , w h y n o t ?

n e w t e c h n o l o g y is b e i n g i n t r o d u c e d all t h e t i m e . T h i n k a b o u t s o m e of t h e technological advances y o u have seen in t h e last s e v e r a l m o n t h s as w e l l as r e c e n t t e c h n o l o g i e s that h a v e b e c o m e obsolete.

4.

D o t h e benefits of n e w t e c h n o l o g y o u t w e i g h t h e risks? W h o s h o u l d h a v e t h e u l t i m a t e d e c i s i o n a b o u t t h i s — c o n s u m e r s ? g o v e r n m e n t ? businesses? E x p l a i n your answer.

1.

Discuss t h e i m p a c t of n e w t e c h n o l o g y r e g u l a r l y a n d q u i c k l y r e p l a c i n g existing t e c h n o l o g y . B e sure t o c o n s i d e r t h e p e r s o n a l , business, s o c i e t a l , e c o n o m i c , global, a n d environmental impacts of t h e n e w technology.

2. W h a t benefits does n e w t e c h n o l o g y provide? B e s u r e t o c o n s i d e r individuals, businesses, local c o m m u n i t i e s , t h e country, a n d t h e w o r l d .

5. W h a t e t h i c a l c o n c e r n s a r e r e l a t e d t o t h e i n t r o d u c t i o n of n e w t e c h n o l o g y ? 6. P r e p a r e a t w o - or t h r e e -page s u m m a r y t h a t a n s w e r s t h e s e q u e s t i o n s , a n d t h e n s u b m i t it t o y o u r instructor.

Windows

7

Exploring Microsoft Windows 7 I .earning Objectives After studying the material in this chapter,

Introduction

you will be able to:

M a n y personal c o m p u t e r s

use the Microsoft W i n d o w s 7 operating

s y s t e m — W i n d o w s 7 f o r short. Windows

is the name o f the operating

system, and 7 indicates the version you are using. Recall that the operating system is s o f t w a r e that manages and coordinates activities on the computer and helps the c o m p u t e r perform essential tasks, such as displaying information on the c o m p u t e r screen and saving data on disks. M u c h of the software created for the W i n d o w s 7 operating system looks and w o r k s similarly. T h i s similarity in design means that after you learn h o w to use o n e W i n d o w s 7 program, you are well on your way to understanding h o w t o use others. W i t h W i n d o w s 7, you can use

l o

7

.I

Identify the parts of the

W i n d o w s 7 desktop

LO7.2

Use c o m m o n W i n d o w s elements

LO7.3

Navigate W i n d o w s

LO7.4

W o r k with the Recycle Bin

LO7.5

Get Help

LO7.6

Shut d o w n W i n d o w s

more than one p r o g r a m at a time, making it easy to switch between your w o r d processing p r o g r a m and your appointment b o o k program, for e x a m p l e . It also m a k e s it easy to access the Internet. In this chapter, you learn the basics o f working with W i n d o w s 7. This provides the foundation you need t o use M i c r o s o f t Office applications and other programs to accomplish b o t h personal and business tasks.

LO7.1 Exploring the Windows 7 Desktop

I

n W i n d o w s terminology, the d e s k t o p is a workspace for projects and the tools that you need to manipulate your projects. Essentially, the desktop is the screen you see when you

first start W i n d o w s . T o learn a b o u t the features of the desktop, you'll start W i n d o w s and explore the various elements. M i c r o s o f t W i n d o w s 7 An operating system

Starting Windows and Examining the Desktop

from Microsoft used by many personal computers. d e s k t o p The first screen you see when you start Windows; used as a workspace for projects and the tools that you need to

T o start W i n d o w s , you simply turn your

manipulate your projects.

computer on. After completing the b o o t process, a W e l c o m e screen appears listing

Chapter

7:

Exploring

Microsoft

Windows

7

C H A P T E R

Microsoft Windows is the most common

operating

system for both desktop and portable PCs, whether for business or personal use.

all the users f o r the computer. Before you start w o r k i n g with W i n d o w s 7, y o u might need t o click y o u r user n a m e and type a p a s s w o r d . After you provide this i n f o r m a t i o n , the W i n d o w s 7 desktop appears.

S t a r t W i n d o w s 7.

A

Turn o n your computer. After a m o m e n t , W i n d o w s 7 starts a n d the W e l c o m e screen appears. On the Welcome screen, click your a c c o u n t name. If a password b o x appears, type your password in the b o x , and then click the G o b u t t o n

T h e W i n d o w s 7 desktop

a p p e a r s . See Exhibit 7 - 1 . (Your desktop might have a different b a c k g r o u n d a n d icons.)

P r o b l e m ? If a n account name button does not appear, t h e W e l c o m e screen disappears, and t h e W i n d o w s desktop s h o w n in E x h i b i t 7-1 a p p e a r s . S k i p S t e p 2.

Chapter

7:

Exploring

Microsoft

Windows

7

taskbar

Start button

buttons

I L

f

*

fm

«

S h o w desktop

<

button

clock

T h e desktop is the w h o l e w o r k s p a c e on the screen.

ton appears on the left end o f the taskbar. You use this

T h e graphic in the middle and the colors used in the

to start programs, access d o c u m e n t s , adjust settings

background are part o f a t h e m e , a set of desktop back-

on your computer, and other tasks. By default, three

grounds, window c o l o r s , sounds, and screen savers. If

buttons appear next to the Start b u t t o n . B u t t o n s are

you see a different b a c k g r o u n d on your screen, some-

graphical icons you click to start p r o g r a m s or perform

one personalized the desktop by changing the theme.

c o m m a n d s . T h e notification a r e a displays icons that

T h e taskbar is the horizontal bar at the b o t t o m of

provide information a b o u t the c o m p u t e r and some o f

the screen with buttons that provide quick access to

the programs that are running, as well as display the

c o m m o n tools and running p r o g r a m s . T h e Start but-

current date and time. T h e S h o w desktop button at the right end of the taskbar hides everything on the desktop so that you can see the desktop.

t h e m e A set of desktop backgrounds, window colors,

T h e Recycle B i n stores deleted items until you re-

sounds, and screen savers.

!

move them from the drive permanently. T h e Recycle

t a s k b a r The horizontal bar at the bottom of the screen with

Bin might be in a different position on your desktop

buttons that provide quick access to common tools and running

compared to E x h i b i t 7 - 1 .

programs.

b u t t o n A graphical icon you click to start a program or perform a P

i

command. n o t i f i c a t i o n a r e a The part of the taskbar that displays icons that

E DESKTOP MIGHT B E HIDDEN BY

provide information about the computer and programs that are running.

OPEN WINDOWS, BUT THE TASKBAR

p

IS ALMOST ALWAVI

R e c y c l e B i n Storage for deleted items until you remove them from the drive.

C h a p t e r

7:

E x p l o r i n g

M i c r o s o f t

Windows

7

BOT

Changing the Desktop Theme T h e d e f a u l t d e s k t o p y o u see a f t e r y o u first install W i n -

click t h e r i g h t m o u s e b u t t o n , a n d t h e n click P e r s o n a l i z e

d o w s 7 h a s a b l u e b a c k g r o u n d w i t h a four-color W i n -

t o o p e n t h e P e r s o n a l i z a t i o n w i n d o w . Click a t h e m e in

d o w s l o g o . H o w e v e r , y o u c a n easily c h a n g e t h e a p p e a r -

t h e box t o select it. T h e n close t h e P e r s o n a l i z a t i o n w i n -

a n c e o f t h e d e s k t o p . To c h a n g e t h e d e s k t o p t h e m e ,

dow. The desktop will be updated t o s h o w t h e t h e m e

position t h e pointer on a blank area of t h e desktop.

you selected.

drag this d o w n to see additional t h e m e s

select a t h e m e here

j *

Windows 7

S I

Characters

9

See also

this r o w identifies

Display Taskbar and Start Menu Ease of Access Center

Desktop Background Harmony

Window Color

Sounds

Screen Saver

Sky

Windows Default

None

T h e p o i n t e r is a small o b j e c t , such as an arrow, that moves on the screen when you move your mouse. T h e pointer is usually shaped like an arrow, although it changes shape depending on the pointer's location on

^

t h e current personalization settings

R i g h t - c l i c k — C l i c k i n g the right m o u s e b u t t o n and immediately releasing it.

^

D o u b l e - c l i c k — C l i c k i n g the left m o u s e b u t t o n twice in quick succession.

the screen and the tasks you are performing. ^

D r a g — P o s i t i o n i n g the pointer on t o p o f an item, and then pressing and holding the left m o u s e but-

Using the Mouse

ton while moving the pointer.

T o move the pointer on the screen, you use the pointing device connected to your computer. T h e most c o m m o n

p o i n t e r A small object, such as an arrow, that moves

type o f pointing device is the mouse, so this b o o k uses that

on the screen when you move your mouse.

term. If you are using a different pointing device, such as a trackball or touchpad, substitute that device whenever you see the term mouse.

W h e n you drag the mouse on a

surface (or roll the trackball or slide your finger on a touch pad), the pointer on the screen moves in a corresponding direction. You use the mouse to perform specific actions: ^

P o i n t — P o s i t i o n i n g the pointer directly on t o p o f an item.

^

C l i c k — P r e s s i n g the left mouse button and i m m e -

p o i n t To position the pointer directly on top of an item. click To press the left mouse button and immediately release it. right-click To click the right mouse button and immediately release it. double-click To click the left mouse button twice in quick succession. d r a g To position the pointer on top of an item, and then press and hold the left mouse button while moving the pointer.

diately releasing it.

Chapter

7:

Exploring

Microsoft

Windows

7

I Point to the d e s k t o p . T h e b o x disappears from

:king sends a signal

around the Recycle Bin.

>ur c o m p u t e r t h a t vou w a n t

| Click the Recycle B i n , and then point to the desk-

to pt

top. T h e Recycle Bin is selected, as indicated by the b o x .

obj(

I O n the taskbar, in the notification area, point to the clock. Its ScreenTip appears showing the long version o f the current date. See E x h i b i t 7-2.

Screen Savers If a blank screen o r a n a n i m a t e d d e s i g n replaces

E x h i b i t 7-2

ScreenTip for the clock

t h e d e s k t o p , y o u r c o m p u t e r is set t o use a screen saver, w h i c h

is a

program

that

causes a m o n i t o r t o g o b l a n k o r t o display a n a n i m a t e d d e s i g n a f t e r a s p e c i f i e d a m o u n t o f idle t i m e . Press a n y key or m o v e t h e m o u s e t o display t h e d e s k t o p a g a i n .

W h e n you w a n t m o r e i n f o r m a t i o n a b o u t an item on the desktop, such as an icon on the taskbar, you can point to that item t o m a k e a ScreenTip appear, which identifies the n a m e o r purpose o f the item. You need to select an item before you can w o r k with it. To select an item with the m o u s e , you point to the item and then click it. T h e selected item is highlighted, usually by a different color, with a b o x around it, or by appearing pushed in.

P O n the desktop, right-click the R e c y c l e B i n . T h e Recycle Bin shortcut menu o p e n s . See Exhibit 7 - 3 . These are c o m m a n d s you can perform on the Recycle Bin.

W h e n you right-click an item, a shortcut menu opens. A m e n u is a group or list o f c o m m a n d s that you click to complete tasks. A s h o r t c u t m e n u lists actions

E x h i b i t 7-3

Recycle Bin shortcut menu

you can take with the item you right-clicked. You can right-click practically anything on the desktop, including a blank area o f the d e s k t o p , to view c o m m a n d s associated with that item. ACTIVITY

Use the mouse. O

O n the desktop, point t o the Recycle B i n . A lightcolored b o x appears a r o u n d the icon.

S c r e e n T i p A box that appears with information such as the name or purpose of a selected item when you point to an item.

c u t menus provide the

m e n u A group or list of commands that you click to complete tasks. s h o r t c u t m e n u A menu that lists actions you can take with the item you right-clicked.

Chapter

c o m m a n d s you need where you eed

7:

Exploring

Microsoft

Windows

7

^

Click a b l a n k area o f the desktop. T h e shortcut menu closes without selecting a c o m m a n d .

^

R i g h t - c l i c k a b l a n k area of the d e s k t o p . T h e desk-

t o p s h o r t c u t menu opens. T h e c o m m a n d s differ f r o m t h e c o m m a n d s that you s a w o n the Recycle Bin s h o r t c u t m e n u . Press the Esc key. T h e s h o r t c u t m e n u closes w i t h -

computer. T h e a r r o w \V\ next t o the All P r o g r a m s c o m -

o u t selecting a c o m m a n d .

m a n d o n the Start menu indicates t h a t y o u c a n view m o r e options by opening a submenu. Just

below

Exploring the Start Menu

the All Programs

W h e n y o u click the Start button, the Start menu opens.

command

T h e S t a r t m e n u provides access t o p r o g r a m s , docu-

Search

ments, a n d m u c h m o r e . T h e Start menu is organized

and files b o x , o r

into t w o p a n e s , as shown in E x h i b i t 7-4, which are sep-

simply the search

is the

programs

arate areas o f a menu o r window. E a c h pane lists items

box, which helps

you c a n p o i n t t o o r click.

you quickly find anything stored o n y o u r c o m p u t e r , including p r o g r a m s , documents, pictures, m u s i c , videos, W e b pages, and email messages. W h e n y o u w a n t

E x h i b i t 7-4

Start menu

to use the Search p r o g r a m s right p a n e

| W*j

Microsoft Word 2010

|Pgj

Microsoft PowerPoint 2010

[Jfrjj Microsoft Excel 2010

I

this icon m i g h t

and files b o x , y o u o p e n the

be different o n

Start m e n u , a n d then type

your screen

o

Microsoft Outlook 2010

used programs; your list m i g h t differ

|jN^

Microsoft OneNote 2010

^ WordPad

arrow indicates a submenu opens w h e n y o u point t o or click t h e

|

Calculator Windows Media Center Paint All Programs

command

e

o

r

m

o

r

e

w o r d s related

to w h a t y o u w a n t t o find.

your a c c o u n t

F o r e x a m p l e , if y o u w a n t

n a m e appears

to find a n d play t h e H a p p y

here

Birthday

Microsoft Access 2010

list of recently

n

song

stored

on

your computer, y o u c o u l d

commands to access c o m m o n locations o n

type birthday programs Windows

your c o m p u t e r

in t h e Search and

files

searches

box. your

computer for any program or file n a m e that

commands to

includes

a n d displays the

birthday,

access tools o n

song a n d a n y o t h e r search

your computer

results in t h e Start where

buttons for logging off a n d shutting d o w n

menu,

y o u c a n click the

song t o play it. T h e right pane o f the

your computer

Start menu c o n t a i n s

com-

mands that open w i n d o w s to access T h e left pane c o n t a i n s the programs list a n d the

documents, and much more.

see a list o f p r o g r a m s that were used recently o n the Programs c o m m a n d . Y o u use this t o display the All Prog r a m s list, which replaces the list o f recently used pro-

used

S t a r t m e n u A menu that provides access to programs,

search b o x . W h e n y o u first click the Start b u t t o n , y o u computer. N e a r the b o t t o m o f the left pane is the All

commonly

p a n e A separate area of a menu or window. s e a r c h b o x A search feature that helps you quickly find anything stored on your computer.

grams with the list o f all the programs installed o n the

Chapter

7:

Exploring

Microsoft

Windows

7

p e n m g n i i M ™ K ^ f t » a ^ s gives ^ ^ ^ ^ ^ ^

and p o w e r t o

simultaneously

Use the Start menu. nfc O n the taskbar, click the S t a r t b u t t o n I Start menu opens.

r o g r a m s o r file

.The

| Point t o A l l P r o g r a m s . T h e All Programs c o m m a n d is selected. After a s h o r t pause, the All P r o g r a m s list appears o n the Start menu, and the All P r o g r a m s c o m m a n d c h a n g e s t o the Back command.

Program Organization on the Start Menu

) In the All Programs list, click Accessories. T h e list of accessory programs appears. | In the list, click C a l c u l a t o r . T h e C a l c u l a t o r pro-

T h e left p a n e o r g a n i z e s p r o g r a m s f o r easy access.

gram w i n d o w o p e n s . T h i s w i n d o w is an example

W h e n y o u first install W i n d o w s 7, t h e left p a n e

o f a w i n d o w that c o n t a i n s a p r o g r a m . N o t i c e

c o n t a i n s a s h o r t list o f p r o g r a m s o n y o u r c o m -

that a c o r r e s p o n d i n g b u t t o n appeared on the

puter. A f t e r y o u u s e a p r o g r a m , W i n d o w s 7 a d d s it

taskbar.

t o this list so y o u c a n q u i c k l y f i n d it t h e next t i m e

I Click the S t a r t b u t -

y o u w a n t t o u s e it. T h e S t a r t m e n u c a n list o n l y a certain number of programs—after that, t h e pro-

t o n @ , and then

g r a m s y o u h a v e n o t o p e n e d lately a r e r e p l a c e d by

in the right pane,

t h e p r o g r a m s y o u u s e d m o r e recently.

click C o m p u t e r . T h e Computer window opens, and the W i n dows E x p l o r e r but-

locations on the c o m p u t e r o r tools for managing Win-

ton on the t a s k b a r

dows 7. A w i n d o w is a rectangular w o r k area that con-

becomes selected.

tains a program, t e x t , files, o r other data. F o r example,

See Exhibit 7 - 5 .

if you click Computer, the C o m p u t e r w i n d o w opens, which displays all the drives o n your computer.

QP

F r o m the b o t t o m section o f the right pane, you can open w i n d o w s t h a t help you effectively w o r k with W i n d o w s 7. F o r e x a m p l e , the Control P a n e l contains

Click the S t a r t b u t -

t o n Q . In the right pane, click Pictures. T h e Pictures win-

specialized tools t o c h a n g e the w a y W i n d o w s 7 looks

dow opens, and t w o

and behaves, and H e l p a n d Support provides articles,

W i n d o w s Explorer

A

P r o b l e m ? If the

Computer window fills the entire screen and the Restore Down button ||j§ is the middle sizing button, click it. If the Maximize button is the middle button, point to any border of the Computer window, and then drag it toward the center of the window to make the window smaller.

video demonstrations, a n d steps for performing tasks

buttons appear t o be stacked o n e on top o f the

in W i n d o w s 7.

other.

Finally, you turn o f f your c o m p u t e r from the Start menu and log out from your user a c c o u n t . W h e n you

W h e n a program is started, it is said t o be open or run-

are finished working with your computer, you need to

ning. A button appears o n the t a s k b a r for each open

shut down the system. Shutting down the system before

program. A w i n d o w is also considered to be open, and

physically turning it o f f saves energy, preserves your

has a corresponding button o n the taskbar. In this case,

data and settings, a n d ensures your c o m p u t e r starts

the Calculator program is open o r running, and the

quickly the n e x t time you use it.

C o m p u t e r and Pictures windows are open.

w i n d o w A rectangular work area that contains a

A quick way *

program, text, files, or other data. C o n t r o l P a n e l A window that contains specialized tools to change the way Windows 7 looks and behaves.

Chapter

7:

Exploring

Microsoft

Windows

7

ram is the corresponding

Exhibit 7-5 Calculator program window and Computer window open on the Windows desktop

W i n d o w s Explorer button —

E v e r y t h i n g o n t h e S t a r t m e n u is a c t u a l l y a s h o r t c u t . A s h o r t c u t is a very small f i l e t h a t p o i n t s t o t h e location o f t h e actual folder or file. W h e n a file p o i n t s t o a n o t h e r f o l d e r o r f i l e , clicking it h a s t h e s a m e e f f e c t as clicking t h e a c t u a l f i l e . Y o u c a n c r e a t e s h o r t c u t s t o a n y f i l e o r storage location o n your computer. To c r e a t e a s h o r t c u t ,

Using Common Windows Elements

LO7.2

Shortcuts

right-click

a n i t e m , a n d t h e n click

Create

shortcut o n t h e shortcut

menu.

T

here are t w o types o f w i n d o w s : p r o g r a m

win-

d o w s and W i n d o w s E x p l o r e r w i n d o w s . P r o g r a m

windows

open

when

a

program

starts

and

display

c o m m a n d s for w o r k i n g with t h e p r o g r a m a n d the p r o gram's workspace. W i n d o w s E x p l o r e r windows

open

t o display the c o n t e n t s o f the c o m p u t e r and its storage devices o r c o m m a n d s f o r m a n a g i n g W i n d o w s

7.

All w i n d o w s , w h e t h e r they c o n t a i n a p r o g r a m , files, o r

Icons a s s o c i a t e d w i t h a s h o r t c u t has a small a r r o w a t t h e lower-left. T h e s h o r t c u t s h o w n h e r e o p e n s t h e Pictures w i n d o w .

s h o r t c u t A very small file that points to the location of the actual folder or file.

Chapter

7:

Exploring

Microsoft

Windows

7

E x h i b i t 7-6

Window elements

other data, have the following elements in c o m m o n (re-

in the window Address bar; if there are multiple

fer to E x h i b i t 7 - 6 ) :

words in the Address bar separated by triangles, the

^

last (rightmost) name is the n a m e o f the window.

T i t l e b a r — D i s p l a y s the w i n d o w title and contains the sizing buttons. In program windows,

^

the window title appears directly in the title bar.

S i z i n g b u t t o n s — U s e d t o enlarge, shrink, or close a window.

^

W i n d o w t i t l e — I d e n t i f i e s the p r o g r a m and document contained in the window.

t i t l e b a r A banner at the top of a window that displays

^

the window title and contains the sizing buttons. sizing b u t t o n s The buttons used to enlarge, shrink, or close

li

D e t a i l s p a n e / S t a t u s b a r — D i s p l a y s information

o r messages a b o u t the task you are performing or the selected item.

a window. D e t a i l s p a n e A banner at the bottom of a window that displays

information or messages about the selected item.

Resizing and Mouing Windows

s t a t u s b a r A banner at the bottom of a window that displays

After you open a window, you c a n manipulate it by changing its size and position. In m o s t w i n d o w s , three

information or messages about the task you are performing or the 1

selected item.

sizing buttons appear on the right end o f the title bar. The

Chapter

7:

Exploring

Microsoft

Windows

7

first b u t t o n is the

M i n i m i z e button L c J ,

which

[f your computer seems to be cspondingslovvh to keystrokes and mouse actions, you might

| M o v e the pointer o f f the

Calculator thumbnail.

T h e thumbnail and the C a l c u l a t o r w i n d o w o n the desktop disappear. | Click the

Calculator button L '-1. T h e

Calculator

w i n d o w reappears on the d e s k t o p . | O n the taskbar, click the shrinks a w i n d o w t o its button o n the taskbar. A minimized w i n d o w is still open; if the minimized w i n d o w is a p r o g r a m window, the program is still running. You c a n redisplay a minimized w i n d o w by clicking the

Windows Explorer button

Because t w o W i n d o w s E x p l o r e r w i n d o w s are open, t w o thumbnails appear instead o f either w i n d o w being restored. | Click the

Computer window thumbnail. T h e

w i n d o w ' s button on the taskbar o r by pointing t o the

C o m p u t e r w i n d o w returns t o its previous size a n d

button o n t h e taskbar, and then clicking the thumbnail

position.

(small picture) that appears. T h e middle sizing button changes depending o n the state o f the window. If the w i n d o w is n o t as large as it can be o n t h e screen, the middle button is the M a x i mize button

When you click the M a x i m i z e button,

the w i n d o w resizes t o fill the screen. W h e n the w i n d o w

| O n the C o m p u t e r window title bar, click the

Maximize button \^k\. T h e C o m p u t e r w i n d o w expands t o fill the screen. O n the title bar, click the

IdHbl T h e C o m p u t e r w i n d o w returns t o its previ-

is m a x i m i z e d , t h e button is the R e s t o r e D o w n button

ous size.

[ i f y . Clicking the Restore D o w n button returns the

Point t o the

w i n d o w t o the size it was before you maximized it. T h e third button on the title b a r is the Close button

IMM^WJ. You

click it t o close the window. If the win-

d o w is a p r o g r a m window, clicking the Close button can also stop the program from running. (This is called exiting o r closing the program.) Y o u c a n also resize a window manually. W h e n you

Restore Down button

Computer window title bar, press

and

hold down the left mouse b u t t o n , a n d then drag in one direction. T h e w i n d o w m o v e s as y o u m o v e the mouse. Position the C o m p u t e r w i n d o w a n y w h e r e o n the desktop, a n d then release the m o u s e b u t t o n . T h e C o m p u t e r w i n d o w stays in its n e w l o c a t i o n .

left border o f the C o m p u t e r

point t o a w i n d o w border, the pointer changes t o a t w o -

Point t o the

headed arrow. Using the two-headed a r r o w pointer, you

so that the pointer changes t o o=fr, a n d then drag

drag the w i n d o w border until the w i n d o w is the size

the border t o the left a b o u t a n inch. T h e w i n d o w

you w a n t . T o m o v e a window t o a n e w position o n the

widens by the a m o u n t you dragged.

screen, you drag the window by its title bar. Y o u c a n n o t reposition a m a x i m i z e d window.

previous size. O n the C o m p u t e r

Resize, move, and close windows.

w i n d o w title bar,

O n the Pictures window title bar, click the MiniT h e Pictures w i n d o w s h r i n k s t o

the W i n d o w s E x p l o r e r button o n the taskbar. M i n i m i z e the

Computer window, and then

mini-

mize the Calculator window. On the taskbar, point to the

click the Close

button \mm

The

Computer window closes, and the W i n dows E x p l o r e r button o n the t a s k b a r is

Calculator button

A thumbnail o f the w i n d o w appears. M o v e the pointer on top o f the

thumbnail.

Drag the left border o f the C o m p u t e r w i n d o w t o the right a b o u t an inch t o return t h e w i n d o w t o its

ACTIVITY

mize button

window

Calculator window

A small Close button

Tip: You can also click a taskbar button, and then click the Close button [I|J in the upper-right corner of the thumbnail to close a window.

no longer selected. D r a g the C a l c u l a t o r w i n d o w by its title bar t o reposition the w i n d o w o n the d e s k t o p .

appears on

thumbnail A small picture of an object.

the t h u m b n a i l , a n d the Calculator w i n d o w reappears o n the d e s k t o p .

Chapter

7: Exploring

Microsoft

Windows

7

dean and organized des

Close the Calculator

window. T h e

Windows 7 gnd the Aero Desktop Experience

Calculator win-

Windows 7 provides themes, which are sets of desktop backgrounds, window colors, sounds, and screen savers that allow you to personalize the Aero desktop experience. The themes that take advantage of Aero's rich three-dimensional appearance are called Aero themes. You can use an Aero theme only if your computer hardware and version of Windows 7 support it. (The Microsoft Web site provides detailed information about the requirements for using Aero themes.) Otherwise, your computer is set by default to use a desktop theme called Windows 7 Basic, which provides most of the same elements as the enhanced experience, including windows and icons, but not the same graphic effects. In this book, the figures show the Windows 7 Aero theme. If you are using Windows 7 Basic or a high contrast theme, the images on your screen will vary slightly from the figures and some features will not be available. (These are noted throughout the chapter.)

d o w button on the t a s k b a r disappears. O n the taskbar, right-click the Windows

Q,

button and then Close window.

Explorer

o n the shortcut menu, click

Switching Between Open Windows W h e n more than o n e w i n d o w is open on the desktop, there can be only o n e active

window,

the window t o

which the next keystroke o r c o m m a n d is applied. W h e n more than o n e w i n d o w is o p e n , the active w i n d o w is the window that appears t o b e o n t o p . Because only o n e w i n d o w is active at a time, you must switch between w i n d o w s if you w a n t t o w o r k in another window. T o m a k e a w i n d o w active, you c a n click in it o r you can click its button on the taskbar. Y o u can also use a shortcut key c o m b i n a t i o n t o switch from

one open window t o another. A keyboard shortcut is a key o r combination o f keys that perform a c o m m a n d . F o r example, you can use k e y b o a r d shortcuts t o switch between open windows. You c a n use a k e y b o a r d shortcut t o activate Aero

Flip 3D

(often shortened t o

Flip 3D),

Alt key, W i n d o w s Flip displays thumbnails o f all your

which displays all

open windows. Continue holding down the Alt key as

your open windows in a three-dimensional stack o f

you press the T a b key t o m o v e from one thumbnail t o

thumbnails. T o activate Flip 3 D , press a n d hold the

the next. T h e w i n d o w corresponding to the selected

W i n d o w s key, and then press a n d release the T a b key.

thumbnail appears on the d e s k t o p .

Each time you press t h e T a b key, the next w i n d o w moves t o the top o f the s t a c k . You c a n use a n o t h e r k e y b o a r d shortcut t o activate Windows Flip, which displays a thumbnail o f each open window in a b o x called the task switcher window. W h e n you press and hold down the Alt key, and

Switch between windows. QP

then press and release the T a b key without releasing the

active window The window to which the next

perform a command.

Aero Flip 3D (Flip 3D) A Windows 7 feature that displays all open windows in a three-dimensional stack of thumbnails so you can switch between windows.

Personalize.

The

Personalization w i n d o w opens. ^

O n the taskbar, click the Windows

Explorer button

3- T h e Libraries w i n d o w opens.

keystroke or command is applied.

keyboard shortcut A key or combination of keys that

Right-click a blank area o f the d e s k t o p , and t h e n on the shortcut menu, click

Q|

On the taskbar, click the Start click

Ofc P r e s s

Computer

button @

, and then

t o open the C o m p u t e r window.

and hold the

Windows key

(the key with the

M i c r o s o f t W i n d o w s icon Sg o n it), and then press and release the Tab key without releasing the W i n -

Windows Flip A Windows 7 feature that displays thumbnails of all

dows key. T h e three open windows appear as a 3 D

open windows so you can switch between windows.

stack o f thumbnails along with a t h u m b n a i l o f the desktop. See E x h i b i t 7 - 7 .

laving too many open windows can make it difficult to find specific informat

Exhibit 7-7 Aero Flip 3D

switcher w i n d o w appears o n t o p o f the three open w i n d o w s , t h e t h u m b n a i l in the task switcher w i n d o w t h a t corresponds t o the C o m p u t e r w i n d o w is selected, and then after a f e w m o m e n t s , all the windows e x c e p t t h e C o m p u t e r w i n d o w become t r a n s p a r e n t e x c e p t f o r a border. See E x h i b i t 7 - 8 . With the A l t k e y still p r e s s e d , p r e s s the Tab

£P

key two more times t o select the desktop thumbnail in the task switcher window. All three windows are transparent. Q|

A

R e l e a s e the Alt key.

The t h r e e w i n d o w s

are minimized t o b u t t o n s o n the taskbar.

Problem? If nothing seems to happen or if parts of the Computer window become selected when you press the Windows+Tab keys, you are not using an Aero theme. Release the Windows+Tab keys, read but do not perform Exhibit 7-8 Windows Flip Steps 4 through 6. Continue with Step 7. You will not see the window corresponding to the selected transparent thumbnail in Step 7. windows

i\

( W i t h the W i n d o w s key still pressed, press the

Display the

•

v

Organize » |

fi £

Tab key twice t o flip

Computer window,

a n d then

a n d then close it.

omputer » System properties

Favorites

•

Personalization window,

Display the close it.

Desktop

bp * a A * Had r Dsik Dvries (1) -< Compuetr Unmstall or change a program

»

Pi

• |

Local Disk (CO

Downloads

the Personalization

~ i

w i n d o w t o the front o f

task switcher window

the stack.

I Release the Windows

Hcmegroup

key. T h e Personaliza-

Computer &

tion w i n d o w is the active window.

4p .

) Press and hold the Alt

Local Disk ( O )

\

Network V.1NDCAVS7-PC

U P

/

WORKGROUP 1 ^ O. Genuine Intel(R) CPU

Memwy:

2.00 GB

...

key, and then press and release the Tab key without releasing the Alt key. T h e task

selected thumbnail matches the window that is still visible

Chapter

7: Exploring

Microsoft

Windows

7

puters in a network, those drives sometimes (although

i.(>:,, Navigating Windows

not always) have letters associated with them as well. In the example shown in E x h i b i t 7 - 9 , the network drive

ou explore, or navigate, your computer t o w o r k

has the drive letter E .

with its contents a n d resources. In this c o n t e x t ,

navigate

means t o move f r o m o n e location t o another

on your computer, such as f r o m o n e window t o another. T o successfully navigate your computer, you need t o understand a bit a b o u t h o w files are organized. T h e Computer w i n d o w represents your computer and its storage devices. T h e icon f o r each object a p pears in the right pane o f the C o m p u t e r window. See

Hard Drive Reference In this section, you explore the contents of your hard drive, which is assumed to be drive C. If you use a different drive, such as drive E, substitute its letter for C throughout this chapter.

E x h i b i t 7 - 9 . Each storage device you can access on your computer is associated with a letter. T h e first hard drive is usually drive C (if you a d d other hard drives, they are usually designated D , E , and so o n ) . If you have a

Drives are organized into folders. A

folder

is a con-

tainer that helps t o organize files o n a computer, just

C D o r D V D drive o r a U S B flash drive plugged in t o a

like a paper folder is used t o organize files in a file cabi-

U S B port, it usually has the n e x t letter in the alphabetic

net. W h e n you open a W i n d o w s E x p l o r e r window, you

sequence. If you c a n access hard drives o n other com-

are looking at the contents o f t h e computer, a drive, or a folder. In W i n d o w s 7, files a n d folders are also

Exhibit 7-9 Relationship between your computer and the Computer window

organized into libraries. A library is a central place to view a n d organize files a n d folders stored anywhere

that

the

c o m p u t e r c a n access, such as those on your

hard drive on your computer

hard drive, removable drives, and network. F o r example, if you store some music files on

your

hard

drive

and others on an e x ternal drive, such as a digital music player attached t o your c o m puter, they all appear in the M u s i c library. The

Libraries

w i n d o w is shown in Exhibit

7-10.

The

left pane in W i n d o w s

DVD drive

Explorer

windows

is called the Navigation pane, and it lists locations

navigate To move from one location to another on your computer.

locations you access frequently), Libraries (for the W i n -

computer. library A central place to view and organize files and folders stored anywhere that the computer can access.

7: Exploring

Microsoft

your pane

organizes resources into five categories: Favorites (for

folder A container that helps to organize files on a

Chapter

on

computer a n d your network. T h e Navigation

Windows

J 7

dows default libraries), H o m e g r o u p (for your shared h o m e network, if any), C o m p u t e r (for the drives a n d devices o n your c o m p u t e r ) , and N e t w o r k (for n e t w o r k locations your c o m p u t e r can access).

Exhibit 7-10 Parts of a Windows Explorer window

arch box

Using Windows Explorer Windows

Address bar

T o display t h e c o n t e n t s o f a drive o r folder listed in a W i n d o w s Explorer win-

^ FAVORT IES • DESKTOP 40. DOWNLOADS RECENT PLACES ^ LIBRARIES r*\ DOCUMENTS J» MUSC I @ PICTURES g VIDEOS

dow,

you double-click

it.

Libraries If y o u d o u b l e - c l i c k a file in OPEN A LB IRARY TO SEE YOUR FILES AND ARRANGE THEM BY FOLDER, DATE, AND OTHEaR. W i n d o w s E x p l o r e r winW DOCUMENTS dow, t h e p r o g r a m that c a n display t h e c o n t e n t s o f t h a t LB IRARY

HOMEGROUP COMPUTER & LOCAL DISK (C:)

file s t a r t s . I f y o u click a l o cation

in

the

Navigation

pane, the contents of that l o c a t i o n is displayed in the window.

VIDEOS LB IRARY

^1 NETWORK 4 ITEMS

Navigate in Explorer windows. U P O n the taskbar, point

T h e W i n d o w s Explorer w i n d o w also contains a t o o l b a r with buttons to perform c o m m o n tasks, and a Details pane that displays the characteristics o f an o b -

to the Windows Explorer button and then click the Libraries window thumbnail. T h e Libraries w i n d o w b e c o m e s

ject you select in the C o m p u t e r window. As you open

active. N o t i c e that Libraries is selected in the

folders a n d navigate your computer, the contents o f the

N a v i g a t i o n pane, and because n o t h i n g is selected

t o o l b a r c h a n g e t o include buttons that you c a n use in

in the right pane, the Details p a n e provides infor-

the current folder.

m a t i o n a b o u t the current folder; in this c a s e , it c o n t a i n s four items. I In the Navigation pane, under L i b r a r i e s , click

Windows Touch If you have a multi-touch monitor, a Windows 7 feature called Windows Touch lets you perform tasks such as selecting icons, opening folders, and starting programs using your finger as a pointing device. To make it easier to select objects and identify which ones are selected, Windows Touch displays a check box next to objects such as files and icons on the desktop and in folder windows. If you are not using a multitouch monitor, these check boxes do not appear in your folder windows or on the desktop.

Music. M u s i c

is n o w selected in the N a v i g a t i o n

pane and appears after Libraries in the Address bar. T h e right pane displays the c o n t e n t s o f the M u s i c library, which c o n t a i n s the Sample M u s i c folder (you might see additional folders o r song files). I In the right p a n e , d o u b l e - c l i c k the

Sample Music folder. T h e folder o p e n s , its c o n t e n t s a p p e a r in the right pane o f the window, a n d S a m p l e M u s i c appears in the Address b a r

Tip: The search box next to the Address bar in a Windows Explorer window has the same function as the search box on the Start menu except the search is restricted to the current location.

after M u s i c .

Chapter

7: Exploring

Microsoft

Windows

7

Changing the View of Windows

) In the right pane, click Kalimba (or another song file if Kalimba is not available). T h e Details pane

You can change the appearance o f folder windows

changes to show i n f o r m a t i o n a b o u t the selected

to suit your preferences. W i n d o w s 7 provides a vari-

file. See Exhibit 7-11.

ety o f ways t o view the c o n t e n t s o f a folder—Extra

Y o u might see different

music files.

Large Icons, Large Icons, M e d i u m I c o n s , Small Icons, List, Details, Tiles, and C o n t e n t . E x h i b i t 7-11

Exhibit 7-11 File selected in a Windows Explorer window

a

folder

in

shows

Details

view,

which displays a small icon and lists information about

Address bar shows folder hierarchy

each file. T h e icon provides a visual cue

Libraries

Organize <

k-T

)

Pla>

•

Music

•

Sample

Music

Share with

-

•

New

Bum

folder

Music library

Favorites

Sample

current folder name and window name

Arrange by:

C o n t r i b u t i n g artists Mr.

[si

±

Libraries *

M u s k

H E

Pictures

8

Videos

M a i d with the Flaxen Sleep

Documents

J>

Folder

'

Music

Scruff

Richard

Hair

Bob

Away

Stortzman..

Acri

Album Ninja

top pane appears only when a library is selected

by using the Change your view button on the toolbar.

Tuna

Bob

Acri

O n the t o o l b a r in the

you might not see these details on your screen

you might see large icons instead

(C)

w i n d o w , click the

More options button 0

%

Network State: &

Kalimba MP3

information about the selected file

Format Sound

C o n t r i b u t i n g artists: M r .

Album:

Shared Scruff

j

y o u r view button

Tuna

T h e list o f available Exhibit

The Address bar displays your current location as a series of links separated by arrows. You can click a folder name in the Address bar to display the contents of that folder. You can also click an arrow to open a drop-down list with the names of each folder in that location. To display the contents of one of those folders, click the folder name in the list. You can also click the icon at the left end of the Address bar to change the hierarchy in the Address bar so each folder is separated by a backslash. You can then type a path directly in the Address bar to moe quickly to another folder.

7: Exploring

Ninja

(next to the Change

~1

views opens. See

Navigating Using the Address Bar

Chapter

You

S a m p l e M u s i c folder

Computer Local Disk

type.

Fine Music,

Q|

&

file

c a n change the view

C h a n g e the view of folders.

Homegroup

fl|

the

about

Microsoft

Windows

7

7-12.

Exhibit 7-12 Options for changing the folder view

You can see details about from file m

Click the

More options button Q

again,

and then click Details t o return t o Details view. N o matter which view you use, you can sort the file list by file name o r another detail, such as size, type, or date. If you are viewing music files, you c a n sort by details such as contributing artists or album title. If you are viewing picture files, you can sort by details such as date taken o r size. Sorting helps you find a particular file in a long

P Click Tiles. T h e folder changes to the Tiles view. See

file listing. In any view that shows column headings, such as Details view, you can click a column heading

E x h i b i t 7 - 1 3 . T h e file list appears as thumbnails

to sort the list by the information in that column. You can

with the file type and size listed below the file name.

also right-click a blank area o f the window, and then use the Sort by c o m m a n d on the shortcut menu t o change the

Exhibit 7-13 Tiles view in a Windows Explorer window

•L B IR A R E IS • M U S C I •S A M P L EM U S C I *f I P L A YA L L O R G A N Z IE » XT F A V O R T IE S •D E S K T O P F. D O W N L O A D S A L M IS B S A M P L EIK M U C I3AF 'I« R E C E N T PLACES M P O R M A TS O U N D I 80 .2 M B M A D I W T H I T H EF L A X E NH A R I ^L B IR A R E IS MP3 F O R M A TS O U N D *' D O C U M E N T S 39 .2 M B I SLEEP A W A Y J>P U S C IS C IM TU R E 1 MP3 F O R M A TS O U N D •V D IEOS | 4.61 MBF~ H O M E G R O U P

Search Sample Music

sort order.

]i) a m

fi

Sort a file list in a Windows Explorer window.

Musci library

I

C O M P U T E R &L O C A LD S IK (C)

thumbnails

%N E T W O R K

U P In the Windows Hxplorer window, click

More options button

the Contributing artists column heading. T h e list is resorted in a l p h a b e t i c a l order by the artist's n a m e , as indicated by t h e small up a r r o w in the C o n t r i b u t i n g artists c o l u m n heading. Click the

file type and size

Contributing artists column head-

ing again. T h e sort o r d e r is reversed, and the list is in descending a l p h a b e t i c ( Z - A ) order, as indicated by the d o w n a r r o w in

3T IEMS STATE: 2i S H A R E D

the column heading. I O n the toolbar, click

the More options button 0 , and then click

Large icons.

T h e folder n o w shows the file list as large icons with

^ Tip: Click the Change your view button [iT|to cycle among the Large Icons, List, Details, Tiles, and Content views.

only the file n a m e b e l o w each icon

Right-click a blank area o f the right p a n e , and then o n the shortcut m e n u , point to

Sort by. A submenu

o f options by w h i c h you

can sort the files opens. See E x h i b i t 7 - 1 4 . T h e s e categories correspond t o the c o l u m n headings t h a t are displayed in Details view. | O n the submenu, click Name. T h e list is resorted in alphabetical order by file n a m e .

Chapter

7: Exploring

Microsoft

Windows

7

Exhibit 7-14 Sort by options in a Windows Explorer window

arrow indicates the list is sorted by this column; the direction of the arrow indicates the sort order Arrange by B| Maid with

B /

Richard Stortzman...

Fine Music,

View

•

Mr. Scruff

Ninja Tuna

Sort by

•

Name

Group by

•

4>4LConb rtiun itg Album

Refresh Paste Homegroup

Sort by command on the shortcut menu

dots indicate the current sort conditions

Title

Paste shortcut Share with

artists

9 Ascending^^

•

^4rT5escending

New

More...

Properties

r

ACTIVITY Use the Navigation pane. QP

M o v e the pointer into the Navigation pane. Collapse arrows appear n e x t t o Favorites, Libraries, and Computer, and e x p a n d arrows appear next t o the items listed under these elements. See Exhibit 7 - 1 5 . |Next to M u s i c , click the

expand icon [>].The

folders in the M u s i c library appear below the list,

Using the Navigation Pane

and the icon next t o M u s i c changes t o the collapse

As you have seen, you c a n click a folder in the Navigation pane t o navigate directly t o that folder and display its contents in the right pane. Y o u c a n also use the Navigation pane t o navigate t o other locations o n

icon \^\. T h i s folder list includes the M y M u s i c and the Public M u s i c folders. | In the Navigation pane, e x p a n d the

Public Music

folder. T h e Sample M u s i c folder is listed under

your c o m p u t e r and t o subfolders. W h e n you move the

Public M u s i c , and it is selected because the c o n -

pointer into the N a v i g a t i o n pane, triangles appear next

tents o f this folder are displayed in the right pane.

to some i c o n s . Right-pointing, white triangles \V]— called e x p a n d i c o n s — i n d i c a t e that a folder contains other folders that a r e n o t currently displayed in the Navigation p a n e . D o w n w a r d - p o i n t i n g black triangles [ * } — c o l l a p s e i c o n s — i n d i c a t e t h e folder is expanded, and its subfolders are listed below the folder name.

Chapter

7: Exploring

Microsoft

Windows

7

| In the Navigation pane, e x p a n d the

Documents

folder. T h e folder list in the D o c u m e n t s folder includes the M y D o c u m e n t s and the Public D o c u ments folders.

I Close

the

Sample Music window.

Bin holds deleted items until you

remove

them

perma-

nently. Y o u c a n double-click the Recycle Bin t o open the Recycle Bin w i n d o w and see the files that are ready to be permanently deleted. If y o u w a n t t o keep a file t h a t is in the R e c y c l e Bin instead o f p e r m a n e n t l y de-

ix)- Working with the Recycle Bin 4

leting it, y o u c a n return the file to its previous location. T o do s o , right-click a file in the Recycle Bin w i n d o w and then click R e s t o r e on the shortcut m e n u , or click the file t o select it a n d then click the R e s t o r e this item button on the t o o l b a r . Deleting a

you delete a file from a hard drive, it is

file f r o m removable media, such as a U S B o r n e t w o r k

n o t removed from your computer. Instead, it is

drive, doesn't move the file to the R e c y c l e Bin, but de-

\\/hen •

•

moved to the Recycle Bin. See Exhibit 7 - 1 6 . T h e Recycle

letes it instantly. W h e n you n o longer need t h e files in the R e c y c l e

Exhibit 7-16 Recycle Bin and Recycle Bin window

Bin, y o u c a n

permanently

delete

To

them.

do

this,

right-click t h e R e c y c l e Bin and t h e n c l i c k E m p t y R e cycle B i n o n the

shortcut

m e n u , o r c l i c k the E m p t y the R e c y c l e Bin b u t t o n on the t o o l b a r in the R e c y c l e Bin w i n d o w . K e e p in m i n d that

you

cannot

retrieve

files t h a t have been e m p t i e d f r o m the R e c y c l e B i n .

Recycle Bin A folder on your computer that holds deleted items until you remove them permanently.

Chapter

7: Exploring

Microsoft

Windows

7

command on a menu or a button that is gray (sometimes lied grayed out) is unavailable and elk no el

LO75

Getting Help

A

s you w o r k , you might need m o r e information

a b o u t W i n d o w s 7 or one o f its programs. Windows

Help and Support

provides access to Help files stored on

your computer

as

^\\as

Help

well

information

stored on the M i c r o soft W e b site. If you are

not

connected

Empty the Recycle Bin

to the W e b , you will

Make it a practice to regularly empty the Recycle Bin. Storing many files in the Recycle Bin can slow down your computer's start up time. The unneeded files also take up space on your computer. Files you want to keep should be stored in other folders, not in the Recycle Bin. Remember, permanently deleted files can no longer be retrieved from the Recycle Bin.

computer.

have access to only the Help files stored on your T h e home page in W i n dows

Help

and

Support

provides tools for

finding

answers and other information a b o u t W i n d o w s 7. In the W i n d o w s Help and Support window, you can click a link in the N o t sure where to start? section to display a list o f topics. E a c h t o p i c link opens an article providing detailed information a b o u t that topic or instructions for performing a task. You can use the t o o l b a r t o navigate W i n d o w s Help and Support. F o r e x a m p l e , the Help and Support home button returns you t o the h o m e page. T h e Back and Forward buttons move you between the pages you have viewed.

Work with the Recycle Bin. Right-click t h e

Recycle Bin. T h e

Recycle Bin s h o r t -

cut menu opens. If n o files are currently in the Recycle Bin, the E m p t y Recycle Bin c o m m a n d will be gray (and unavailable). Press the Esc key to close the shortcut menu. Double-click t h e

Recycle Bin. T h e

Recycle Bin

w i n d o w opens. Any files or folders currently in the Recycle Bin are listed in this window.

ACTIVITY Use Windows Help and Support. I O n the taskbar,

click the Start

button A . I In the right pane o f

Close the Recycle Bin window.

the Start menu, click

Help and Support.

^ T i p : You can also start Windows Help and Support from a folder window by clicking the Get help button i®| on the toolbar.

T h e home page of

Windows Help and Support Help files stored

W i n d o w s Help and Support opens, as shown in

on your computer as well as Help information stored on the Microsoft Web site.

the contents you see on the h o m e page on y o u r

Exhibit 7 - 1 7 . If you are n o t connected to the W e b , screen might differ.

Chapter

7: Exploring

Microsoft

Windows

7

Getting help with dialog boxes and windows link.

Click the

Exhibit 7-17 Windows Help and Support window

T h e W i n d o w s Help and

Q WINDOWS HELP AND SUPPORT fib

H

&

°P

P

to that heading in the

TIONS

article.

| Search Help

Back and Forward buttons

Support w i n d o w scrolls

toolbar

I O n the t o o l b a r , click the

Find an answer quickly

ENTER A FEW WORDS IN THE SEARCH BOX ABOVE.

Back button @ . T h e previous

Search Help box

page you visited, w h i c h is the W i n d o w s B a s i c s : all topics page, is redisplayed.

Not sure where to start?

link to find more information on the Microsoft Web site

• HOW TO GET STARTED WITH YOUR COMPUTER! • LEARN ABOUT WN I DOWS BASICS BROWSE HELP TOPICS

Using the Contents List T h e C o n t e n t s list l o g i c a l l y o r g a n i z e s all o f the t o p i c s in W i n d o w s and

CHECK OUT THE WN I DOWS WEBSITE, WHICH HAS INFORMATION, DOWNLOADS, AND IDEAS FOR DOING MORE WTIH YOUR PC.

Support

and categories

links to basic Help information

a table

into

Help topics

similar

of contents

to

in

a

b o o k . In t h e C o n t e n t s list, you c a n c l i c k a c a t e g o r y t o

display the titles o f r e l a t e d t o p i c s . T h e n , you click a t o p i c t o get help

FEATURED THIS MONTH: • WHAT' 5 NEW IN WN I DOWS 7 • GETTING STARTED WTIH WN I DOWS 7

about a particular task or feature. F o r e x a m p l e , y o u c a n use the C o n tents list to learn m o r e a b o u t

files

and folders.

OIJ MORE SUPPORT OPTIONS i ONLINE HELP

ACTIVITY Find a Help topic using the Contents list.

button to switch between online and offline Help

I In the N o t sure where t o start?

the h o m e page for W i n d o w s H e l p and Support.

section, click the

Learn about Windows Basics link. A

list o f topics related to us-

ing W i n d o w s 7 appears in the W i n d o w s Help and Support window. I S c r o l l d o w n t o the H e l p a n d s u p p o r t h e a d i n g , and t h e n c l i c k the

Help and Support home button [fS t o return t o

I O n the toolbar, click the

Getting help link.

An a r t i c l e

e x p l a i n i n g h o w t o get help is displayed in the W i n d o w s H e l p a n d S u p p o r t w i n d o w . T h e " I n this a r t i c l e " s e c t i o n o n t h e right side o f

I On

the toolbar, click the

Browse Help button

[W

A list of categories appears in the W i n d o w s H e l p and Support window. I In the Contents list, click the

libraries category. A

Files, folders, and

list of topics and o t h e r c a t e -

gories related to files, folders, and libraries appears in the window.

I Click

the

Working with files and folders topic.

the w i n d o w p r o v i d e s links t o the h e a d i n g s in

W i n d o w s Help and Support w i n d o w displays

the a r t i c l e .

information about that t o p i c .

Chapter

7: Exploring

Microsoft

Windows

7

The

T o quickly op Windows Help Support window press the Fi key the desktop is acti\

Click a blank area of the W i n d o w s Help and Support w i n d o w t o close the ScreenTip.

Using the Search Help Bom If you can't find the topic you need by clicking a link or using the toolbar, or if y o u w a n t t o quickly find Help pages related to a particular topic, you can use the Search Help b o x . Y o u enter a w o r d or phrase about the topic you w a n t to find t o see a list o f Help pages

I In the first paragraph b e l o w the Working with files and folders heading, click the word

icons,

which is green by default. A ScreenTip shows the definition o f icons.

See

Exhibit 7 - 1 8 .

Browse Help button

containing those words. If n o n e o f the articles answer your question, you could click the Ask button on the t o o l b a r t o open a page listing o t h e r ways t o get Help information.

links to headings in the article Use the Search Help box.

Exhibit 7-18 ScreenTip with definition

U P O n the toolbar, click in

the Search Help box.

Windows Help and Suj

Type shutdown and then click the Search

ASK OPTIONS •

Help button [P

A list

o f Help pages contain-

Search Help

ing the words shut down

Working with files and folders

W i n d o w s Help and

A FILE IS AN ITEM THAT CONTAINS INFOF R M - this article In -C RATION EXAMPLE, TEXT O R IMAGES O R MUSIC. WHEN USING LIBRARIES TO ACCESS OPENED, A FILE CAN LOOK VERY MUCH LIKE A YOUR FILES AND FOLDERS TEXT DOCUMENT O R A PICTURE THAT YOU UNDERSTANDING THE PARTS MIGHT FIND ON SOMEONES ' DESK O R IN A OF A WN IDOW FILING CABINET. ON YOUR COMPUTER, FILES VIEWING AND ARRANGN IG ARE REPRESENTED WT IH ICONS; THIS MAKES IT FILES ANDOLDERS LESOBJECT O A SMALL PICTURE THAT REPRESENTS A FILE, FOLDER, PROGRAM, O R OTHER R AND MOVING FILES FUNCTION. X

Support window. See E x h i b i t 7 - 1 9 (your search results might differ).

) Click the Turning off

your computer properly topic. T h e article appears in the Windows

• CREATING AND DELETING FILES • OPENING AN EXISTING FILE

ScreenTip with definition

Help and Support window.

A

i f *

Mi

V

MOLLY CLARK

PENGUINS

TEXT DOCUMENT

appears in the

Problem? If a Topic not found message appears in the Help window, click the Back button @ on the toolbar, and then click a different topic link.

MORE SUPPORT OPTIONS 9 ONLINE HELP -

Chapter

7: Exploring

Microsoft

Windows

7

Windows Help and Support window.

I Close the

Exhibit 7-19 Results of a search in the Help window

p

search text

itt

A

s

k

°p

t

i

o

n

s

shut down

Ask button 1 'IIB Search Help button

28 results for shut down 1.

Shutting Down Windows

LO76

I

you

turn

Doing

so

always

Windows off

your

saves

shut before

computer.

energy,

pre-

serves y o u r d a t a a n d settings, and m a k e s sure y o u r c o m p u t e r

Change what happens when you press the power button on your computer

2.

should

down

m

Turning off your computer properly

Y

ou

starts quickly the n e x t time you use

3.

Troubleshoot problems with installing updates

4.

Change what happens when you close your laptop

the Shut d o w n b u t t o n at the b o t t o m

5.

Turn off a computer: frequently asked questions

o f the Start m e n u . W h e n you click the

6.

Optimize Windows 7 for better performance

7.

Sleep and hibernation: frequently asked questions

8.

Turn off your computer using Windows Media Center

9.

W h y won't my computer turn on or off quickly?

it. You can turn o f f W i n d o w s 7 using

Shut down b u t t o n , y o u r

W i n d o w s itself, a n d then c o m -

Corrupted files: frequently asked questions

11.

Resolving stop (blue screen) errors in Windows 7

12.

Turn the guest account on or off

13.

Fixing game performance problem:-

14.

User accounts: frequently asked questions

15.

Change, create, or delete a power plan (scheme)

M o r e support options

pletely turns o f f y o u r computer.

topics related to the search text (your search results might differ)

i 10.

computer

closes all open p r o g r a m s , including

F o r greater flexibility, you can click the a r r o w on the Shut down b u t t o n t o display shut d o w n

options,

more

including

Log off and Sleep. T h e Sleep o p tion saves your w o r k a n d then turns down the p o w e r t o y o u r

monitor

and computer. A light on the outside of the c o m p u t e r case blinks or turns yellow t o indicate t h a t the c o m 9

Online Help •

puter is sleeping. B e c a u s e your w o r k is saved, you do n o t need t o close

I Log Off, Sleep, or Shut Down When you're finished working on the computer, you need to decide whether to log off the computer, put the computer to sleep, or shut down. If you are using a computer that belongs to someone else, follow that person's policy. Otherwise, the best approach depends on who uses the computer and how long it will be idle. Keep the following guidelines in mind as you make your decision: ^

Log off—This command closes all programs and logs you off of Windows 7 but leaves the computer turned on. If another person might use the computer shortly, log off Windows to protect your data and prepare the computer for someone else to use.

^

Sleep—By default, Windows 7 is set to sleep after 15 to 30 minutes of idle time, depending on whether you are using a notebook or desktop computer. If

you will be away from the computer for more than 15 minutes but less than a day, you can generally let the computer go to sleep on its own. Shut down—If your computer is plugged in to a power outlet and you don't plan to use the computer for more than a day, you save wear and tear on your electronic components and conserve energy by shutting down, which ends your Windows 7 session and turns off your computer. You should also turn off the computer when it is susceptible to electrical damage, such as during a lightning storm, and when you need to install new hardware or disconnect the computer from a power source. If your notebook computer is running on battery power only and you don't plan to use it for more than a few hours, you should also turn it off to save your battery charge.

Chapter

7: Exploring

Microsoft

Windows

7

your programs or files before putting your c o m p u t e r

9.

In the Navigation pane, h o w do you display the

t o sleep. To wake a desktop computer, you press any

list of subfolders in a folder w i t h o u t displaying

key or move the mouse. T o w a k e a n o t e b o o k computer,

them in the right pane of the w i n d o w ?

you might need to press the hardware power button

1 0 . H o w do you permanently delete files in the

on your computer case instead. After you w a k e a c o m puter, the screen looks exactly as it did when you turned off your computer.

Recycle Bin from a drive? 1 1 . H o w do you access W i n d o w s Help and Support? 1 2 . W h y should you shut down W i n d o w s before turning off your computer?

ACTIVITY Turn off Windows 7. | P Click the Start

button @ on the taskbar.

I Do

one of the

following: •

Shut down button. Click the

^ T i p : Shutting down does not automatically save your work, so be sure to save your files before clicking the Shut down button.

W i n d o w s 7 displays a message that it is

click

Log off, and

1.

Start W i n d o w s 7 and log o n , if necessary.

2.

Use ScreenTips to identify each o f the icons on the

3.

computer.

Options button Q ,

Practice It 7-1

Write the steps you take as you complete this exercise.

taskbar.

shutting d o w n , and then turns off your

• N e x t to the Shut d o w n button, click the

Practice It

Paint (in the Accessories folder). T h i s program

More

then fol-

low your school's logoff procedure.

Use the Start menu to open the program named allows you to create simple drawings.

4.

Use the Start menu to open the M u s i c folder, and then use the Start menu to open the Documents folder.

5.

Quiz Yourself 1.

Minimize the D o c u m e n t s window. Click the Paint window to m a k e the Paint w i n d o w active, and then minimize the Paint window. M a x i m i z e the M u s i c window, and then restore it to its previous

W h a t happens when you point to the Start

size.

button? W h a t happens w h e n you click the Start 6.

button?

Use Flip 3 D to switch to the D o c u m e n t s window, and then resize the D o c u m e n t s window by making

2.

W h a t happens when you right-click an item?

3.

W h a t is a library?

4.

W h a t is the left pane in a W i n d o w s Explorer win-

and then close that window. Use the taskbar to

dow called?

close the M u s i c window.

5.

it approximately one inch taller. 7.

H o w do you change the view in a W i n d o w s E x -

8.

plorer window? 6. 7.

8.

Resize the D o c u m e n t s w i n d o w b a c k to its original size (approximately one inch shorter).

H o w do you manually resize a w i n d o w to a spe-

cific size

Use W i n d o w s Flip to switch t o the Paint window,

that you w a n t ?

9.

In the open window, use the Navigation pane to display the contents o f the Videos Jibrary. Display

W h e n m o r e than one w i n d o w is open, h o w many

the contents o f the Sample Videos folder in the

w i n d o w s can be active at the same time?

right pane.

In a W i n d o w s E x p l o r e r window, h o w do you display the c o n t e n t s o f a folder in the window?

1 0 . In the Navigation pane, e x p a n d the D o c u m e n t s library, and then e x p a n d the M y D o c u m e n t s folder.

Chapter

7: Exploring

Microsoft

Windows

7

1 1 . C h a n g e the view o f the Sample Videos w i n d o w to

6.

Large I c o n s .

Point to a file to display the S c r e e n T i p , and note the date the p h o t o was t a k e n .

1 2 . In the N a v i g a t i o n pane, collapse the D o c u m e n t s

7.

library.

Use the S t a r t m e n u t o d i s p l a y t h e c o n t e n t s o f t h e A c c e s s o r i e s folder in t h e All P r o g r a m s list, a n d t h e n c l i c k G e t t i n g S t a r t e d . In t h e list o f

1 3 . C h a n g e the view of the Sample Videos w i n d o w

t o p i c s , c l i c k P e r s o n a l i z e W i n d o w s , a n d t h e n in

b a c k to Details.

t h e t o p p a n e , click the P e r s o n a l i z e W i n d o w s

1 4 . O p e n the R e c y c l e Bin w i n d o w . If there is a file o r folder in the Recycle Bin, select it, and then e x a m i n e the details a b o u t the file in the Details

button. 8.

could use with D V D s .

pane. 1 5 . C l o s e the Recycle Bin window.

9.

started in a previous step. R e a d the i n f o r m a t i o n in

click Properties. Examine the w i n d o w that opens,

1 7 . O p e n the W i n d o w s Help and Support window,

O p e n W i n d o w s Help and S u p p o r t , a n d then find a topic that explains h o w to use the p r o g r a m you

1 6 . O p e n the Recycle Bin shortcut m e n u , and then and then click the Cancel b u t t o n .

Use the Start menu to open a p r o g r a m t h a t you

the window. 1 0 . Close all open windows.

and then display the Contents list. Click the C u s t o m i z i n g your computer category, and then click the W h a t is a theme? topic. L o c a t e the green w o r d window,

and then display its definition in a

ScreenTip. 1 8 . Use the Search Help b o x to display a list o f results for the w o r d

libraries.

Click the W o r k i n g with

libraries t o p i c , and then read the information in

On Your Own

On Your Own 7-1

Write the steps you take as you c o m p l e t e this project. 1.

plays digital media. Start this p r o g r a m .

1 9 . C l o s e the W i n d o w s Help and Support window. 2 0 . Turn o f f W i n d o w s 7 by using the Sleep c o m m a n d ,

2.

Display the Accessories folder in the Start m e n u , and then locate the program t h a t a l l o w s you to

shutting d o w n , or logging off.

Practice It 7-2

O p e n the All Programs list in the Start m e n u , and then use ScreenTips to locate the p r o g r a m that

the w i n d o w .

create short notes. Start this p r o g r a m . 3.

Use W i n d o w s Help and Support t o research the p r o g r a m you started in the previous step.

Write the steps you take as you complete this exercise. 4.

Use the Search Help b o x in W i n d o w s Help and

1.

Start W i n d o w s 7 and log on, if necessary.

2.

O p e n a W i n d o w s Explorer w i n d o w using your

p r o g r a m you researched in the previous step. N o t e

log on n a m e in the Start menu.

whether all the results seem relevant.

3.

O p e n the C o m p u t e r window. Identify the names

Support to list all the Help topics related to the

5.

4.

p r o g r a m in Step 2 .

In the N a v i g a t i o n pane, e x p a n d the C o m p u t e r folder, and then e x p a n d the hard disk, such as

6.

M u s i c folder. Display the contents o f the Sample M u s i c folder in the window. 5.

Use the Start menu to open the Pictures folder in a new window. Display the contents o f the Sample Pictures folder in the window, and then change the

Use Flip 3 D to m a k e the p r o g r a m you started in Step 1 the active window.

Local Disk ( C : ) . E x p a n d the Users folder, e x p a n d the Public folder, and then e x p a n d the Public

Use ScreenTips to identify the t w o b u t t o n s on the note created on the desktop w h e n you started the

of the drives on the computer.

7.

Use W i n d o w s Flip to m a k e the note created w h e n you started the program in Step 2 active.

8.

Use the t a s k b a r to close the w i n d o w associated with the p r o g r a m you started in Step 2 .

9.

Close all o f the other open w i n d o w s .

view to E x t r a Large Icons.

Chapter

7: Exploring

Microsoft

Windows

7

M

A

N

A

G

I

N

G

Y

O

U

R

F

I

L

E

S

Learning Objectives

Introduction

After studying the material in this chapter, you will be able to:

Knowing h o w t o save, l o c a t e , and organize computer files makes you

L08.I

Organize files and folders

L08.2

Manage files and folders

LO8.3

Work with compressed files

more productive when you are w o r k i n g with a computer. A file, often referred to as a d o c u m e n t , is a collection of data that has a name and is stored on a computer. Y o u can open any file, edit its contents, print it, and save it again—usually with the same program used to create it. You organize files by storing them in folders. Having well organized files makes it easier and faster to find the files you want and to w o r k efficiently.

In this chapter, you will learn strategies for organizing your files and folders, and then practice navigating the files and folders on your computer. You'll learn h o w to create, n a m e , copy, move, and delete folders as well as n a m e , copy, m o v e , and delete files. You'll also w o r k with compressed files.

LO8.1

A

Organizing Files and Folders computer can store folders and files on different types of disks, ranging from r e m o v able media—such as U S B drives, C D s , and D V D s — t o hard disks, which are p e r m a -

nently stored on a computer. A computer distinguishes one drive from another by assigning each a drive letter. T h e

hard disk is usually assigned to drive C. T h e remaining drives can have any other letters, but are usually assigned in the order that the drives were installed on the computer. S o , your U S B drive might be drive D o r drive G .

The Windows 7 File System W i n d o w s 7 stores thousands of files in many folders on the hard disk o f your computer. T h e s e are system files that W i n d o w s 7 needs to display the desktop, use drives, and perform ^^^^^^^^^^^^^^^^^^^

other operating system tasks. T o ensure system stability and

file system The hierarchy of how files and folders are organized.

to find files quickly, W i n d o w s 7 organizes the folders and files in a hierarchy, or

file system.

At the top o f

the hierarchy, W i n d o w s 7 stores folders and files that

Chapter

8: File

Management

9 Knowing computer

how to save, locate,

files will make

this effectively,

you more

it is important

for managing

it needs w h e n you turn on the computer. T h i s location is called the usually drive C (the hard disk). T h e term root

root directory,

and

organize

productive. to devise

To do

a

files on your

strategy computer.

and is

refers t o a popular m e t a p h o r for visualizing

a file s y s t e m — a n upside-down tree, which reflects the file hierarchy that W i n d o w s 7 uses. In E x h i b i t 8 - 1 , the tree trunk corresponds t o the r o o t directory, the branches t o the folders, and the leaves t o the files. Some folders contain other folders. An effectively organized c o m puter contains a few folders in the root directory, and those folders contain other folders, also called

subfolders.

root directory The top of the file system

for system files and folders. Y o u should n o t store your o w n

where Windows 7 stores folders and files that it needs when you turn on the computer.

w o r k here because it could interfere with W i n d o w s o r a

subfolder A folder contained within another folder.

T h e r o o t directory, o r t o p level, o f the hard disk is only

program.

Exhibit 8-1 Windows file hierarchy drive C root directory 4-

some folders are also reserved for Windows and programs

Jan bills Jan I

system file system

taxe^

My Documents Financials

Windows

7

System system file

top level of the hard disk is for system files and folders only

system file

program

program am file

FILE subfolder in Windows folder

destinations

Feb bills

Creative

novel ^ chapter 1 4~ novel chapter 2

Developing an Organizational Strategy

Don't Delete or Move System Files Do not delete or move any files or folders from the root directory of the hard disk—doing so could disrupt the system so that you can't run or start the computer. In fact, you should not reorganize or change any folder that contains installed software because Windows expects to find the files for specific programs within certain folders. If you reorganize or change these folders, Windows cannot locate and start the programs stored in that folder. Likewise, you should not make changes to the folder (usually named Windows) that contains the Windows operating system.

Chapter

8:

File

Management

It is important to develop a strategy for organizing your folders and files. Exhibit 8-2 shows h o w you could organize your files on a hard disk if you were taking a full semester of distance-learning classes. T o duplicate this organization, you would open the main folder for your documents, create four f o l d e r s — o n e each for the Basic Accounting, Computer C o n c e p t s , M a n a g e m e n t Skills II, and Professional Writing c o u r s e s — a n d then store the writing assignments you complete in the Professional Writing folder. If you store your files on removable media, such as a U S B drive or rewritable C D , you can use a simpler organization because you do not have to account for system files. In general, the larger the medium, the more

If you are working in a computer lab or on a public computer, you might not be allowed to aceess

Syncing a Desktop and Laptop Computer If you work on two computers, such as one com puter at an office or school and another computer at home, or on a desktop and a laptop, you can copy the most recent version of your files from one computer to the other using a network connection or a portable storage device, such as a USB drive. Or, you can use a synchronization program to do this automatically to ensure that you are always working with the most recent version. Synchronizing—or syncing— folders and files between two computers means to copy

the most updated version from one computer to the other. To do this, you can use the Sync Center, which is available in Windows 7 and Windows Vista, or programs specifically designed to do this, such as SyncToy, a free program available from Microsoft, or GoodSync from Siber Systems. You can also sync to the "cloud" by using Windows Live SkyDrive or a service such as Box.net or Dropbox. For more information about syncing, check the help information available from each program's manufacturer.

levels o f folders you should use because large media can

s t o r e — o n e each for Courses, Creative, F i n a n c i a l s , and

store m o r e files, and, therefore, need better organiza-

V a c a t i o n . T h e Courses folder c o u l d then include one

tion. F o r e x a m p l e , if you are organizing files on a U S B

folder for each course, and each o f t h o s e folders could

drive, you c o u l d create folders in the top level o f the

contain the appropriate files.

U S B drive for each general category o f documents you

W h e n you open Windows Explorer, it shows the contents of the four Windows built-in libraries by default. R e m e m b e r that a

Exhibit 8-2 Folders and files organized on a hard disk

library is a central place to

view

and

organize

similar types o f files and folders stored anywhere that your c o m p u t e r can access,

Top level of file system

Hard disk (CO

I Level 2

such

hard

i Windows

I

as

disk,

your

removable

drives, and a network.

_

T h e four default libraries are the D o c u m e n t s ,

I Program Files

Music,

Documents and other data

Pictures,

and

Videos libraries. In contrast, a folder stores files in

a

specific

location,

such as in the Professional Writing subfolder

My Documents

o f the M y

Documents

folder on the L o c a l Disk (C:) drive. T o open the Report Basic Accounting

Management Skills II

Computer Concepts

Professional Writing

file

stored

in

the

Professional

Writ-

ing

folder,

must

you

Folders created for each course 1^

T

Level 5 Memo

Policy

Proposal

Files for the Professional Writing course

1

J Report

synchronize (sync) To copy the most updated version from one computer to another.

4 k

Exhibit 8-3 Folders and files organized on a hard disk

navigate to the Local Disk (C:) drive, then the M y D o c uments folder, and finally the

Professional

Writing

folder. A library makes it easier to access similar types o f files. For example, you

might

store

some music files in the M y Music folder and others in a folder named

Libraries folder selected Navigation pane

Albums on your hard disk. You might also store music files in a Tunes folder on a U S B drive. If the

expanded Documents folder in Navigation pane

U S B drive

is connected to your c o m puter, the Music library c a n display all the music files in the M y Music, Albums, and Tunes folders. You can then arrange the files to quickly find the ones you want to open and play.

Navigating to Files To navigate t o the files you w a n t , it helps to know the file path. T h e path shows the location o f a file on a c o m -

Navigate to a library and a folder. O n the taskbar, click the Windows Explorer button 2- T h e Windows E x p l o r e r w i n d o w opens, displaying the contents o f the four default l i b r a r i e s —

puter and leads you through the file and folder organization t o the file. For e x a m p l e , the Customer List file is stored in the Chapter subfolder o f the Chapter 8 folder included with your data files. If you are working o n a U S B drive, the path t o this file might be:

D o c u m e n t s , M u s i c , Pictures, and Videos.

G:\Chapter 8\Chapter\Customer List.accdb

If the Windows E x p l o r e r w i n d o w is maximized, click the Restore Down button

I

I In the Navigation pane, under Libraries, point to the

Documents folder to display the Expand icon Click the Expand icon [j>J t o e x p a n d the D o c u ments folder. T h e folders in the D o c u m e n t s library appear in the Navigation pane. See Exhibit 8 - 3 . ^

In the Navigation pane, click the My Documents

This path has four parts, and each part is separated by a backslash (\): ^

G — T h e drive n a m e ; f o r e x a m p l e , drive G might be the name f o r the U S B drive

^

Chapter 8—A top-level folder on drive G

^

Chapter—A subfolder in the Chapter 8 folder

folder. T h e contents o f this folder appear in the right pane.

path A notation that indicates a file's location on your computer.

Chapter

8: File

Using the Navigation pane helps you explore your computer and orients you to your current location.

Management

\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\\

^\\\\

^

I D o u b l e - c l i c k t h e Chapter 8 folder. T h e c o n t e n t s

C u s t o m e r L i s t . a c c d b — T h e full file n a m e , including the file extension

of the Chapter 8 folder—the Chapter, O n Your O w n , a n d P r a c t i c e It s u b f o l d e r s — a p p e a r in t h e

If s o m e o n e tells you t o find the file G:\Chapter 8\

w i n d o w . T h e Address b a r s h o w s t h e p a t h t o t h e

Chapter\Customer List.accdb, y o u must navigate t o

C h a p t e r 8 folder.

drive G , open the Chapter 8 folder, a n d then open the C h a p t e r folder t o find the C u s t o m e r List file.

I In the Address bar, t o the right o f C h a p t e r 8 , click

Y o u c a n use a n y folder w i n d o w t o navigate t o the

the

right-pointing arrow \Y\. T h e

list o f subfolders

in the C h a p t e r 8 folder appears.

data files y o u need for the rest o f these chapters.

I In the list, click

Chapter. T h e

files in t h e C h a p t e r

folder appear in the E x p l o r e r w i n d o w . T h e icon

ACTIVITY

next t o each file name indicates t h e type o f file.

Navigate to a file.

More options arrow next t o the Change your view button \m »|. A menu appears.

I O n the toolbar, click the

In the Navigation pane, if the C o m p u t e r folder is n o t e x p a n d e d , click the Computer folder

Expand

I O n the m e n u , click List. T h e files a p p e a r in List

icon [ > ] . T h e drives on your computer are listed b e l o w the Computer folder in the Navigation pane.

J

T h e drives o n your computer are n o w displayed in

More options arrow n e x t to the Change your view button |£ i »|, and then click Large Icons. T h e files a p p e a r in Large Icons

the right p a n e .

view. N o t e that in any o f the I c o n s views, y o u c a n

In the Navigation pane, click the

^

view in the folder window. See E x h i b i t 8 - 4 .

Computer folder.

In the Computer window, double-click the drive con-

O n the toolbar, click the

see the contents o f graphics

^ ^ ^ ^

taining your data files. For example, if your data files are on the hard drive, double-click

Local Disk (C:). If your Data Files

path on your screen might differ

are o n a USB drive, double-click

Removable Disk letter:),

(drive

where drive

letter is whatever letter your removable drive is, such as E , F, or G . If your data files are on a network drive, in the Navigation pane, click

the Network folder, and then in the window, double-click the drive containing your data files. ) In the folder window, double-click folders as needed until you see the Chapter 8 folder included with your data files.

Chapter

8: File

Management

L08.2

A

Managing Folders and Files

Guidelines for Creating Folders

fter you devise a plan f o r storing your files, you

As you organize your files by creating folders, keep in mind the following guidelines to ensure that you and others who might later work with your files can quickly and easily find the files you need:

are ready t o get organized by creating folders

and subfolders that will hold your files and then moving the files into the appropriate folders.

^

Creating a Folder or Subfolder First, determine which files seem t o belong together. Then, develop an appropriate file structure. When you are work-

^

ing on your own computer, you usually create folders within the M y Documents folder and other standard folders, such as M y Music and M y Pictures. When you create a folder, you give it a name, preferably one that describes its contents. A folder name can have up to 2 5 5 characters, but cannot include the / \: * ? " < > or I characters. F o r e x a m p l e , l o o k again at the files in Exhibit 8 - 4 .

^

All o f these files are related t o a business named Cathy's Candy Shoppe.

^

Candy and Web Page Screenshot are graphics

Keep folder names short and familiar. Long names can be cut off in a folder window, so use names that are short but meaningful, such as project names or categories. Develop standards for naming folders. Use a consistent naming scheme that is logical to you and others. For example, you could use a project name as the name of the main folder, and include step numbers in each subfolder name, such as 01 Plan, 02Approvals, 03Prelim, and so on. Create subfolders to organize files. If a file listing in a folder window is so long that you must scroll the window, consider organizing those files into subfolders.

files. Candy is a photograph o f candy, and Web Page Screenshot is a graphic file in the file format P N G .

^

Business Plan is a P o w e r P o i n t presentation that contains the beginning o f a presentation t o explain the store's business plan.

^ ^

Customer List is an Access file listing potential

Create folders. QP

Expenses is an E x c e l file that lists projected e x -

the window. T h e folder n a m e is highlighted, and a

with the placeholder label New folder

^

appears in

b o x appears around it. T e x t y o u type will replace

Flyer is a Word d o c u m e n t that contains a flyer t o announce the grand opening o f the store.

^

New folder button. A folder icon

customer names a n d addresses.

penses for the store. ^

O n the t o o l b a r in the C h a p t e r 8\Chapter folder window, click the

the highlighted text. See E x h i b i t 8 - 5 .

Hfc Type Graphics and then press the Enter key. replaces the placeholder name and the

Letterhead is a W o r d d o c u m e n t o f (as the name

Graphics

implies) letterhead f o r the store.

new Graphics folder is selected in the window.

Web Page Draft is a W o r d document saved as an

Right-click a b l a n k a r e a o f t h e w i n d o w . A s h o r t c u t

H T M L document that c a n be published t o a W e b

menu opens. See E x h i b i t 8 - 6 .

server and accessed as a W e b page.

TmW O n t h e s h o r t c u t m e n u , p o i n t t o New, a n d t h e n click

O n e w a y t o organize these files is t o create the fol-

Folder. A n e w f o l d e r

is c r e a t e d .

lowing three f o l d e r s — o n e f o r graphics, o n e for the finances, a n d o n e f o r marketing:

^

Graphics folder—Candy and W e b Page Screenshot

^

Finances folder—Business Plan and Expenses

^

Marketing folder—Customer List, Flyer, Letterhead, and W e b Page D r a f t

Chapter

8: File

Management

A

Problem? If the New command is not on your shortcut menu or if the New command does not have an arrow next to it, click a blank area of the window to close that menu, and then repeat Step 3, being sure to click a blank area of the window.

New folder button on toolbar I Type Finances and then press the Enter key. T h e n e w folder is r e n a m e d . ) C r e a t e a n e w folder

Marketing.

named

The

C h a p t e r 8\Chapter folder n o w c o n t a i n s three s u b f o l d e r s .

Moving or Copying Files and Folders If you w a n t t o place a file into a folder f r o m a n o t h e r l o c a t i o n , you c a n m o v e the file or c o p y it. M o v i n g a file removes it f r o m its c u r r e n t location and places it in a new l o c a t i o n Copying

you

also

specify.

places

the

file in a n e w l o c a t i o n that you specify, but does

not

remove it f r o m its current l o c a t i o n . Y o u c a n m o v e and

Exhibit 8-6 Shortcut menu in a folder window

copy

folders

way

that

copy

in the

you

files.

same

move

When

and

you

do,

you m o v e o r c o p y all the files c o n t a i n e d in the folder. « Removable Disk (E:) • CMPTR • Chapter 8 • Chapter

OrgF an eoe i • Bun r New fod ler aziv tris• ,- Open Share wth r • Desko tp £ Down olads .^ Recent Palces m Lb irare is Bus niess Paln f§ Documenst 1 My Documenst ^ Pubcil Documenst mf* Musci t Pciu tres Fyler H Vd ieos Homego rup Compuetr & Local Dsik (C:) Removab el Dsik (F)j Graphcis N e foed lrer Fe liwfD od la e t mode fid: 111/72/014 52 :7 PM 4

—

New command on shortcut menu

The move

easiest

files

or

way

to

folders

is

t o drag t h e m , just as you dragged w i n d o w s in C h a p ter 7. W h e n you drag a file or

folder

from

one

loca-

tion t o a n o t h e r on the same drive, the file o r folder is moved f r o m its original location t o the n e w l o c a t i o n . When

you drag a

file

or

folder f r o m o n e drive to another drive, the file

arrow indicates a submenu will open when you point to this command

or folder is copied instead o f m o v e d . You

can

override

this default behavior by dragging a file using the right

mouse button. When

you

drag a file o r folder using

I Double-click the

the right mouse button, a shortcut menu appears, and

Finances folder. T h e

window

you c a n choose the M o v e here or the C o p y here c o m -

changes t o display the contents o f the Finances

m a n d , depending on w h a t y o u w a n t t o d o .

folder, which n o w contains the Business Plan presentation file.

T o move or copy m o r e t h a n one file at the same time, you select all the files you w a n t t o copy, and then

I O n the title bar, t o the right o f the Address bar,

drag them as a group. T o select files that are adjacent in

click the

a window, click the first file in the list, hold down the

Back button @

. T h e contents o f the

Chapter folder appear in the window. T h e fold-

Shift key, click the last file in the list, and then release

ers n o w appear first in the w i n d o w because the

the Shift key. To select files that are n o t adjacent, click

window automatically resorts when you redisplay

one file, hold down the Ctrl key, click the other files,

its contents, and folders appear first by default.

and then release the Ctrl key.

Expenses file, but do n o t release the mouse button. Drag the Expenses file to the Finances folder, and then release the mouse button.

( Right-click the

ACTIVITY Move files or folders.

Q|

A shortcut menu opens on the Finances folder.

Drag the BUSINESS PLAN FILE on t o p of t h e FINANCES FOLDER, but do n o t release t h e m o u s e b u t t o n .

| O n the shortcut menu, click

A ScreenTip a p p e a r s identifying the a c t i o n

Customer List file, and then press and Ctrl key. Click the Flyer file, the Letterhead file, and the Web Page Draft file, and then release the Ctrl key. T h e four files you clicked are selected. hold the

Exhibit 8-7.

Exhibit 8-7 Moving a file into a folder selected file

Removable Disk (E:) C•MPTR • Chapter 8 • Chapter Print Burn New folder

Libraries [j] Documents B My Documents ± Public Documents mP Music fr- Pictures H Videos Finances folder

1

Humeyruup lomputer Local Disk (C:) Removable Disk (E:)

Search Chapter

u

19 Business Plan

Candy

Customer List

Expenses

4

Graphics

Pi

D r a g the four selected

Marketing

folder.

Web Page Draft

>

^k, Tip: Because the files are listed sequentially, you could also press the Shift key, click the first file in the list, click the last file in the list, and then release the Shift key to select all the files.

files into the

J Flyer

file is

| Click the

as moving t h e file t o t h e F i n a n c e s folder. See

Favorites • Desktop & Downloads „ Recent Places

Move here. The

moved from the current folder t o the Finances folder.

I

Web Page Screenshot

ScreenTip

r

F.nan
Business Plan Size: 73.1 KB Microsoft PowerPoint Presentation Date modified: 10/7/2014 11:45 AM Title: Cathys' Candy Shoppe Tags: Add a tag Authors: Cathy

Hfc Select the Candy file and the Web Page Screenshotfile,and then drag them into

the Graphics folder. Drag the Graphics folder into the

Marketing folder. In the Navigation pane, expand the drive containing your data files,

expand subfolders until you have expanded the I Release the m o u s e button. T h e file n o longer ap-

Chapter 8\Chapter folder, and then

expand the

pears in the w i n d o w because it has been moved t o

Marketing folder. T h e Graphics folder is listed

the Finances folder.

below the M a r k e t i n g folder. See Exhibit 8 - 8 .

Chapter

8: File

Management

/ /

Remember that the defaul result for

Exhibit 8-8 Chapter 8\Chapter folder window after moving files and the Graphics folder Back button

file or folder from one drive to another is tocop) the file or folder.

If you w a n t t o copy a file or folder f r o m o n e location

to another

on

the

same drive, press and hold the Ctrl key while you drag. T h e S c r e e n T i p t h a t appears indicates t h a t you are c o p y ing the item. Y o u can also copy a file or folder using the right mouse button to drag the file; click C o p y here on the shortcut menu that appears w h e n you release the

Using the Clipboard Another way to move or copy files and folders is to use the Clipboard, a temporary storage area in Windows on which files, folders, text, or other objects are stored when you copy or move them. To use the Clipboard, right-click a file or folder, and then on the shortcut menu, click Cut to remove the file or folder from its current location and place it on the Clipboard, or click Copy to duplicate the file or folder on the Clipboard, leaving the original in its original location. To paste the contents of the Clipboard, rightclick a blank area of the folder window in which you want to put the moved or copied file or folder, and then on the shortcut menu, click Paste.

mouse button instead of M o v e here. R e m e m b e r when you c o p y a folder, its contents are also c o p i e d .

ACTIVITY Copy files or folders. In the Navigation pane, click the

Graphics folder.

T h e t w o files in the G r a p h i c s folder a p p e a r in the folder window. Press a n d hold the Ctrl key, a n d then drag the Web Page Screenshot file t o the Finances folder in the N a v i g a t i o n p a n e , but d o n o t release the Ctrl key. T h e S c r e e n T i p indicates t h a t the file will be c o p i e d t o the F i n a n c e s folder. See Exhibit 8-9.

Clipboard A temporary storage area in Windows on which objects are stored when you copy or move them.

Chapter

8:

File

Management

/

I In the Address bar,

Exhibit 8-9 Copying a file

after Chapter, click the

right-pointing arrow [•], a n d then click

Marketing. The con-

Search Graphics

tents o f the Marketing - Documents | My Documents ^ Public Documents my Music

Candy % W e b Page Screenshot

Date modified

Type

folder appear in the

12/2/2013 4:22 PM

JPEG image

folder window.

9/13/2014 7:29 PM

PNG .mage

| Right-click the Web

Page Draft file, and then

fe] Pictures H

Videos

drag it to the Finances

folder in

selected file

the Navigation

pane. T h e same shortcut

Finances folder

menu you saw when you were moving files appears.

Marketing + Movetc Finances 4-

A

ScreenTip

Graphics | On Your O w n W e b Page Screenshot PNG image Date taken: Specify date taken Dimensions: 719x728

ScreenTip Move to

Size: 156 KB Date created: 11/17/2014 5:00 PM

) Release the mouse b u t t o n , and then release the

Ctrl

key. T h e file is copied t o the Finances folder. N o tice that the W e b Page Screenshot file is still listed in the Graphics folder.

appears. You can still choose the Copy here command on the shortcut menu when it appears. Finances

I O n the shortcut menu, click

Finances folder.

Copy here. T h e

file is

copied t o the Finances folder. ) O n the title bar, t o t h e left o f t h e Address bar, click the

I In the Navigation p a n e , click the

Problem? Even though you intend to copy the file, the

Back button

@ . T h e c o n t e n t s o f the

previously viewed folder, t h e F i n a n c e s folder,

T h e W e b Page Screenshot file is listed in the folder

appear in t h e w i n d o w , including the W e b Page

window along with the other t w o files in the

D r a f t file.

Finances folder.

Determining Where to Store Files When you create and save files on your computer's hard disk, you should store them in subfolders. The top level of the hard disk is off-limits for your files because they could interfere with system files. If you are working on your own computer, store your files within the My Documents folder, which is where many programs save files by default. When you use a computer on the job, your employer might assign a main folder to you for storing your work. In either case, if you simply store all your files in one folder, you will soon have trouble finding

[#7 V^^k

Chapter

8: File

Management

the files you want. Instead, you should create subfolders within a main folder to separate files in a way that makes sense for you. Even if you store most of your files on removable media, such as USB drives, you still need to organize those files into folders and subfolders. Before you start creating folders, whether on a hard disk or removable disk, be sure to plan the organization you will use.

I Press a n d hold the Ctrl key. In the Navigation p a n e , drag the Graphics folder o n t o p o f the

Chapter folder. Release the mouse button, and then release the Ctrl key. T h e Graphics folder is copied t o the Chapter folder and appears after the F i n a n c e s folder in the folders list. In the N a v i g a t i o n pane, click the Graphics

folder

in the C h a p t e r folder (not the original Graphics folder in the M a r k e t i n g folder). T h e files in the original G r a p h i c s folder appear in the folder w i n d o w because they were copied along with the folder.

Naming and Renaming Files

Guidelines for Naming Files Be sure to give your files and folders meaningful names that help you remember their purpose and contents. You can easily rename a file or folder by using the Rename command on the file's shortcut menu. The following are a few suggestions for naming your files: ^

Use common names. Avoid cryptic names that might make sense now, but could cause confusion later, such as nonstandard abbreviations or imprecise names like Stuff2013.

^

Don't change the file extension. When renaming a file, don't change the file extension. If you do, Windows might not be able to find a program that can open it.

^

Find a balance between too short and too long. Use file names that are long enough to be meaningful, but short enough to read easily on the screen.

As y o u w o r k with files, pay attention t o file n a m e s — they provide important information a b o u t the file, including its c o n t e n t s a n d purpose. A file n a m e such as C a r S a l e s . d o c x has three parts:

^

Main part of the file name—the name you provide when you create a file, and the n a m e you associate with a file

^

Dot—the period (.) that separates the main part o f the file n a m e from the file extension

^

File extension—usually

three o r four characters

t h a t f o l l o w the dot in the file n a m e T h e m a i n part o f a file n a m e c a n have up t o 2 5 5 c h a r a c t e r s , which gives you plenty o f space t o name your file descriptively so that you will k n o w its contents just by l o o k i n g at the file name. Y o u c a n use spaces and

Rename files or folders. Display t h e c o n t e n t s of the

Marketing folder

in the

window.

Flyer file.

certain p u n c t u a t i o n symbols in your file n a m e s . Like

R i g h t - c l i c k the

folder n a m e s , file names c a n n o t contain the \ / ? : * " <

click Rename. T h e shortcut m e n u closes, a n d the

O n the s h o r t c u t menu,

> I symbols because these characters have special mean-

file n a m e is highlighted in the s a m e m a n n e r as it

ing in W i n d o w s 7.

was when you created a n e w folder.

Recall that the file e x t e n s i o n — t h r e e or m o r e c h a r a c ters following a d o t after the file n a m e — h e l p s you identify files. F o r e x a m p l e , in the file n a m e C a r Sales.docx, the extension

docx

identifies the file as o n e created by

M i c r o s o f t Office W o r d . You might also have a file called C a r S a l e s . j p g — t h e jpg extension identifies the file as one created in a graphics p r o g r a m , such as Paint, o r as a p h o t o g r a p h . T h o u g h the main parts o f these file names are identical, their extensions distinguish them as dif-

(Type Grand

Opening Flyer and then press t h e Enter key. T h e file n a m e changes to the name you typed. | Click the

Letterhead

file, pause for a

ferent files. Y o u usually d o n o t need t o add extensions

m o m e n t , and then

to file names because the program you use t o create the file adds the file extension automatically. Also, although

Letterhead file name. T h e file

W i n d o w s 7 keeps t r a c k o f extensions, n o t all computers

n a m e becomes high-

are set t o display t h e m .

lighted.

click the

Chapter

A

Problem? If your computer is set to display file extensions, a dialog box might open asking if you are sure you want to change the file extension. Click No, right-click the Flyer file, on the shortcut menu, click Rename, type Grand Opening Flyer, and then press the Enter key.

8: File

Management

I In the folder window, right-click the Web Page

I Click immediately before the L in the file n a m e , type

Company, press

the

Spacebar,

Draft file. O n the shortcut menu, click Delete.

and then press

If your data files are stored on the hard drive, a

the Enter key. T h e file is renamed.

dialog b o x opens asking if y o u are sure you w a n t to move the file t o the Recycle Bin. If your data

Deleting Files and Folders Y o u should periodically

files are stored on r e m o v a b l e media or a network

delete

drive, a dialog b o x opens asking if you are sure

unneeded files and folders so that

you w a n t t o permanently delete the file.

your folders and drives don't get

(Click Yes. T h e file is either moved t o the Recycle

cluttered. When you delete a file

Bin or permanently deleted.

or folder from the hard drive, the file or folder and all o f its c o n -

) If the Recycle Bin c o n t a i n s files, right-click the

tents are moved t o the R e c y c l e

Recycle Bin. O n the shortcut menu, click Empty

Bin. After you empty the R e c y c l e

Recycle Bin. A dialog b o x opens asking if you are

Bin, you can n o longer recover the files it contained.

sure you w a n t to permanently delete the items.

W h e n you delete a file o r folder from removable media,

| Click Yes. T h e dialog b o x closes, and the files in

such as a U S B drive, o r f r o m a n e t w o r k drive, it is per-

the Recycle Bin are permanently deleted.

manently deleted a n d c a n n o t be recovered.

ACTIVITY Delete files or folders. Q|

Display the contents o f the

Finances folder

in the

folder window.

I Drag the Web Page

A

Screenshotfileontop Z ! \ Problem? If you of the Recycle Bin on y Bin, drag the Finances the desktop. If your folder window to a data files are stored new location by its on the hard drive, title bar. the file is moved to c a r V t

s e e t h e

R e c

c l e

the Recycle Bin. If your data files are stored on removable media or a network drive, a dialog b o x opens asking if you are sure you w a n t t o permanently delete the file. ) If the Delete File dialog b o x is open, click Yes. T h e dialog b o x closes, and the file is deleted.

I

f you transfer files from one location to another, such as from your hard disk t o a removable disk or vice

versa, or from one computer t o another via email, you can store the files in a compressed (zipped) folder. A com-

pressed (zipped) folder stores

files in a compact format

so they take up less disk space. Y o u can then transfer the files more quickly. W h e n you create a compressed folder, Windows 7 displays a zipper on the folder icon. You compress a folder so that the files it contains use less space on the disk. C o m p a r e t w o folders—a folder named Photos that c o n t a i n s about 8.6 M B o f files, and a compressed folder containing the same files but requiring only 6 . 5 M B o f disk space. In this case, the compressed files use a b o u t 2 5 percent less disk space than the uncompressed files.

e a tile or folder ycle Bin, double-click the eeycle Bin to open its window, le file or folder, and ck the Restore command. compressed (zipped) folder A folder that stores files in a compact format.

Creating a Compressed Folder You can create a compressed folder using the Send to Compressed (zipped) folder command on the shortcut menu of one or more selected files or folders. Then you can compress additional files or folders by dragging them into the compressed folder. You can open a file directly from a compressed folder, although you cannot modify the file. To edit and save a compressed file, you must extract it first. If a different compression program, such as W i n Z i p , has been installed on your computer, the Send to

Compressed (zipped) folder c o m m a n d might not appear

Exhibit 8-10 New compressed folder

on t h e s h o r t c u t menu. Instead, it might be replaced by the n a m e o f your c o m pression

p r o g r a m . In this

case, refer t o your compression p r o g r a m ' s Help system for instructions o n working with c o m p r e s s e d files. Computer

ACTIVITY

&

Local Disk (C)

M

Removable Disk (E:) CMPTR

new compressed file

i» Chapter 8

Compress folders and files.

Chapter Finances X Graphics

Display the contents

». Marketing

of the Chapter folder in

j

default file name of the zipped file is the same as the folder you clicked to create it

Finances

M O n Your O w n

the w i n d o w .

it Practice It

Sou lo itn Fe li*: k Fn iances t created: 111,72/014 52 :7 PM Dae t 111/72/014 52 :7 Dae Ij Szie: 20 .1 MB

Select the Finances

folder and the Marketing folder.

Compressed (zipped) Folder modified:

R i g h t - c l i c k either

PM

o f the selected folders. O n the shortcut menu, point to

Send to,

and then click

Compressed (zipped) folder on the s u b m e n u . After a few moments, a new compressed f o l d e r w i t h a zipper i c o n a p p e a r s in t h e w i n d o w w i t h t h e file n a m e selected. See Exhibit 8-10.

I Type Final Files and then press the Enter key t o r e n a m e the

A

Problem? If the Compressed (zipped) folder command does not appear on the Send to submenu of the shortcut menu, a different compression program is probably installed on your computer. Click a blank area of the Chapter window to close the shortcut menu, and then read but do not perform the remaining steps.

compressed folder.

W h e n y o u extract a file, you create a n u n c o m p r e s s e d copy o f the file in a folder you specify, preserving t h e files in their folders as appropriate. T h e original file remains in the compressed folder.

Extract compressed files. Q|

Right-click the

Final Files compressed folder.

O n the shortcut menu, click Extract All. T h e E x t r a c t Compressed (Zipped) Folders dialog b o x opens.

Consider compressing files when sharing files electron it

Extracting a Compressed Folder Y o u open a compressed folder by double-clicking it. Y o u c a n then m o v e a n d copy files a n d folders in a compressed folder, although you c a n n o t rename them.

extract To create an uncompressed copy of a compressed file.

In the box with the selected path and file n a m e , click to the

Exhibit 8-11 Extract Compressed (Zipped) Folders dialog box

right o f the file n a m e (Final Files), press the

Spacebar, and then type Extracted. This is the name o f the folder to which the files will be extracted. See Exhibit 8 - 1 1 .

Select a Destination and Extract Files

same as the compressed file name

Files will be extracted to this folder C:\CMPTR\Chapter8\CHapter\Final Files Extracted

Browse...

when complete

Problem? If in the path on your Extract Compressed screen might (Zipped) Folders dialog differ box the path to the Final Files Extracted folder is not the when selected, the window location where you of the folder containing the are storing the files extracted files will open after you create as you work they are extracted Extract Cancel through the steps in this book, click Browse, click the Expand arrows as needed until you I Click Extract. A dialog b o x showing the progress can select the folder in which you are storing of the extraction appears briefly, and then the Final solution files, and then click OK. In the Files will be Files Extracted folder w i n d o w extracted to this folder box, click at the end of the opens listing the Finances and path, type \ (a backslash), and then type Final Files Marketing folders. Extracted.

Backing Up Your Data You should back up your data regularly so that you can restore your files if something happens to your computer. Performing a backup can include backing up an entire computer (so it can be restored at a later date, if needed), backing up all data files (in order to restore them in case the computer is lost or damaged), or backing up only selected files (to make sure you have a clean copy of each file if the original is accidentally lost or destroyed). Depending on their size, backup data files can be placed on a recordable or rewritable CD or DVD disc, an external hard drive, a USB flash drive, or virtually any other storage medium. To protect against fires and other natural disasters, you should store backup media in a physical location other than where your computer is lo-

cated or inside a f i r e - r e s i s t a nt safe. You can perform backups by manually copying files that change, but backup utility programs make the backup process easier. For convenience, many backup programs can be scheduled to back up specified files, folders, or drives on a regular basis (such as every night or once a week). You can also back up to the cloud using an online backup service, such as Carbonite or MozyHome. These services back up your files automatically to a secure Web server on a regular basis, provided you have a broadband Internet connection.

Tmm\ Double-click the

Marketing folder.

It contains all

the files and the Graphics folder that you moved into the original M a r k e t i n g folder. ^

In t h e A d d r e s s bar, t o the r i g h t o f F i n a l Files

right-pointing arrow [•], Finances. T h e c o n t e n t s o f this

E x t r a c t e d , c l i c k the and then click

Practice It

Practice It 8-1 1.

following information, and then r e c o r d y o u r answers:

f o l d e r m a t c h the c o n t e n t s o f the F i n a n c e s f o l d e r

a. T h e path to the location w h e r e y o u r data files

you compressed.

for this b o o k are stored.

In the upper-right corner o f the Finances folder w i n d o w , click the

Close button

\md2m*\- T h e

b. T h e path to the location w h e r e y o u will store the files you create as you w o r k t h r o u g h the

F i n a n c e s folder window closes.

activities and projects in this b o o k .

In the upper-right corner o f the C h a p t e r folder window, click the

Use a folder window as necessary t o find the

Close button

UmSSwJ.

c. T h e m e t h o d you will use to navigate t o these locations. d. A n y guidelines or c o n v e n t i o n s y o u n e e d t o use w h e n n a m i n g the files y o u save f o r this b o o k . F o r e x a m p l e , s h o u l d all t h e file n a m e s

Quiz Yourself 1.

W h a t is the r o o t directory?

2.

W h a t is a folder contained within another folder

start with your course n u m b e r or tutorial n u m b e r ? If s o , describe t h e c o n v e n t i o n s . 2.

Practice It folder in a folder w i n d o w , and then display the files as Large I c o n s .

called? 3.

W h a t are the four default libraries in

3.

W h a t is a path?

5.

W h e n you use the left mouse button to drag

drag a file o r folder from one drive to another

4.

D e s c r i b e t w o ways to copy a file or folder from one l o c a t i o n to another on the same drive without

H o w m a n y characters can a file n a m e have?

8.

W h a t happens to a file or folder you delete?

9.

W h a t happens to the files and folders in the

5.

you e x t r a c t it?

M o v e the Agenda, Evaluation F o r m , and Sales files M e e t i n g folder.

6.

M o v e the N e w Bonus Plan file f r o m the C h a p t e r 8\ Practice It folder into the Sales D e p t folder.

7.

M o v e the Sales Meeting folder f r o m the C h a p t e r 8\ Practice It folder into the Sales D e p t folder.

8.

C o p y the N e w Bonus Plan file l o c a t e d in the Sales Dept folder into the Sales M e e t i n g folder, and then copy the Sales file located in the Sales M e e t i n g folder into the Sales Dept folder.

1 0 . W h y w o u l d you compress files?

1 2 . Is a file deleted from a compressed folder when

M o v e the A r t l for Brochure and A r t 2 for B r o c h u r e

f r o m the C h a p t e r 8\Practice It folder into the Sales

Recycle Bin when you empty the Recycle Bin?

1 1 . H o w can you identify a compressed folder?

Sales

M a r k e t i n g Info folder.

using the C l i p b o a r d . 7.

and

files from the Chapter 8\Practice It folder into the

drive? 6.

Marketing Info, Sales Dept,

Meeting.

a file o r folder from one location to a n o t h e r on a drive, w h a t happens? W h a t happens when you

In the C h a p t e r 8\Practice It folder w i n d o w , create three folders:

W i n d o w s 7? 4.

Display the data files located in the C h a p t e r 8\

9.

R e n a m e the Sales M e e t i n g folder as

Spring Sales

Meeting. 1 0 . Delete the Sales file from the Spring Sales M e e t ing folder, and then empty the R e c y c l e Bin, if necessary.

11. In the Chapter 8\Practice ItASales Dept folder, create a compressed (zipped) folder named Sales Meeting Zipped that contains all of the files and folders in the Spring Sales Meeting folder, and then move the zipped folder into the Chapter 8\ Practice It folder.

10. Rename the Auto Sales Extracted folder as Auto Sales Restored.

12. Extract the contents of the Sales Meeting Zipped folder to a new folder named Sales Meeting Extracted in the Chapter 8\Practice It folder.

On Your Own

13. Close all open windows.

11. Close all open windows.

On Your Own 8-1 1.

Practice It 8-2

Click the Start button, click Help and Support, and then use one of the following methods to locate topics on searching for files:

1.

Display the data files located in the Chapter 8\ Practice It folder in a folder window, and then display the files using List view.

• In the Windows Help and Support window, click the Learn about Windows Basics link. Click the Working with files and folders link.

2.

Copy the Flyer file located in the Chapter 8\ Practice It folder to the Chapter 8\Practice It folder. (Hint: Use the right mouse button to drag the file to a blank area of the folder window.) Rename the Flyer - Copy file as Advertising Flyer.

• In the Windows Help and Support window, click the Browse Help topics link. Click the Files, folders, and libraries link, and then click the Working with files and folders link.

3.

Copy the First Qtr Sales file located in the Chapter 8\Practice It folder to the Chapter 8\Practice It folder three times. Rename the files Second Qtr Sales, Third Qtr Sales, and Fourth Qtr Sales.

4.

Create two folders in the Chapter 8\Practice It folder: Auto Sales and Advertising.

5.

Move the Flyer and Advertising Flyer files into the Advertising folder, and then move the Advertising folder and the four "Qtr Sales" files into the Auto Sales folder.

6.

Compress the Auto Sales folder to a folder named Auto Sales Compressed.

7.

Extract the files from the Auto Sales Compressed folder to a folder named Auto Sales Extracted.

8.

Delete the Flyer file from the Auto Sales Extracted\ Auto SalesVAdvertising folder.

9.

Open the Recycle Bin folder window, and then restore the Flyer file to the Auto Sales ExtractedVAuto SalesVAdvertising folder. (Hint: Right-click the Flyer file in the Recycle Bin window, and then on the shortcut menu, click Restore.) Note that if you are working on a USB drive, you cannot complete this step.

Chapter

8: File

Management

• In the Search Help box, type searching for files and then press the Enter key. In the search results, click the Working with files and folders link. 2.

In the In this article section, click the Finding files link. Read the topic and click any See also or For more information links, if necessary, to provide the following information: a. Where is the Search box located? b. Do you need to type the entire file name to find a specific file? c. How do you create a filter?

3. Display the contents of the Chapter 8 folder, and then display the full path in the Address bar. (Hint: Click the icon in the Address bar.) What is the full path? 4. Write down the method you used to locate topics on searching for files and your answers to the remaining questions.

A D D I T I O N A L S T U D Y T O O L S

Chapter

8

IN THE BOOK

ONLINE

^

Complete end-of-chapter e x e r c i s e s

^

C o m p l e t e additional e n d - o f - c h a p t e r e x e r c i s e s

^

Study tear-out Chapter Review Card

^

T a k e p r a c t i c e quiz t o p r e p a r e f o r t e s t s

^

R e v i e w key t e r m f l a s h c a r d s ( o n l i n e , p r i n t a b l e , and audio) Play " B e a t t h e C l o c k " a n d " M e m o r y " t o quiz yourself

^

W a t c h t h e videos "Navigate to a library and folder," "Navigate t o Files," and m o r e

Introducing Microsoft Office 2010

Si S

Learning Objectives

Introduction Microsoft Office 2010,

AFTER STUDYING THE MATERIAL IN THIS CHAPTER, YOU WL IL BE ABLE TO: or

Office,

is a collection o f M i c r o s o f t programs.

T h e most c o m m o n l y used programs include W o r d , Excel, Access, and PowerPoint. You use W o r d t o enter, edit, and format text. With Excel, you enter, calculate, analyze, and present numerical data. Access enables you to enter, m a i n t a i n , and retrieve related information (or data) in a format known as a d a t a b a s e . PowerPoint is used to create a collection o f slides that c a n c o n t a i n text, charts, pictures, sound, movies,

L O 9 .1 START OFFICE PROGRAMS AND EXPLORE COMMON ELEMENTS L O 9 . 2 USE THE RIBBON L O 9 . 3 WORK WITH FILES L O 9 . 4 USE THE CLIPBOARD L O 9 . 5 GET HELP

multimedia, and so o n . Office is available in m a n y suites, each o f which contains a different combination o f these p r o g r a m s . F o r example, the Professional

L O 9 . 6 EXIT OFFICE PROGRAMS

suite includes W o r d , E x c e l , PowerPoint, Access, O u t l o o k , Publisher, and O n e N o t e . Other suites are available and can include m o r e or fewer programs. Each Office p r o g r a m contains valuable tools t o help you accomplish many tasks, such as composing reports, analyzing data, preparing presentations, compiling information, sending email, planning schedules, and compiling notes. W o r d is used to enter, edit, and f o r m a t text. T h e files you create in W o r d are called documents, although m a n y people use the term document

to refer to any file created on a

computer. Word, often called a w o r d processing program, offers many special features that help you compose and update all types o f documents, ranging from letters and newsletters t o reports, brochures, f a x e s , and even b o o k s , in attractive and readable formats. Y o u can also use Word to create, insert, and position figures, tables, and other graphics to enhance the look o f your documents. Excel is used to enter, calculate, analyze, and present numerical data. You can do some o f this in Word with tables, but Excel provides many more tools for recording and formatting numbers as well as performing calculations. T h e graphics capabilities in Excel also enable you to display data visually. Y o u might, for example, generate a pie chart or a bar chart to help people quickly see the significance o f and the connections between information. T h e files you create in Excel are called w o r k b o o k s (commonly referred to as spreadsheets), and Excel is

Microsoft Office 2010 (Office)

often called a spreadsheet program. Access is used t o enter, maintain, and retrieve

A collection of Microsoft programs.

r

d

a

t

e

d

information (or data) in a f o r m a t k n o w n as

a database. T h e files you create in Access are called

Chapter

9: Introducing

Microsoft

Office

2010

d a t a b a s e s , and Access is often referred to as a database or relational database program. W i t h Access, you can create forms to m a k e data entry easier, and you c a n create professional reports to improve the readability o f your data. PowerPoint is used to create a collection of slides that can contain text, charts, pictures, sound, movies, multimedia, and so on. T h e files you create in PowerPoint are called presentations, and PowerPoint is often called a presentation graphics program. Y o u can show these presentations o n your computer monitor, project them o n t o a screen as a slide show, print them, share them over the Internet, or display them on the W e b . Y o u can also use PowerPoint to generate presentation-related documents such as audience handouts, outlines, and speakers' notes. In this chapter, you'll be introduced to M i c r o s o f t Office programs and learn a b o u t features c o m m o n to all o f the Office p r o g r a m s .

Chapter

9: Introducing

Microsoft

Office

2010

ON THE JOB

Integrating Office Programs Most organizations rely heavily on teams to complete work tasks, and, consequently, team members rely on each other to complete their assigned projects successfully. For example, you might be responsible for providing data for others to analyze, or for collecting other team members' data and creating a report. When a team works together to complete a project, it is vital that each member of the team complete his or her piece of the project. One of the main advantages of Office is integration, the ability to share information between programs. Integration ensures consistency and accuracy, and it saves time because you don't have to reenter the same information in several Office programs. It also means that team members can effortlessly share Office files. Team members can create files based on their skills and information that can be used by others as needed. Businesses can take advantage of the integration features of Office every day, as described in the following examples:

integration The ability to share information between programs.

Chapter

9: Introducing

Microsoft

Office

2010

• An accounting department can use Excel to create a bar chart illustrating fourth-quarter results for the previous two years, and then insert it into a quarterly financial report created in Word. This report could include a hyperlink that employees can click to open the Excel workbook and view the original data. • An operations department can include an Excel pie chart of sales percentages on a PowerPoint slide, which is part of a presentation to stockholders. • A marketing department can combine a form letter created in Word with an Access database that stores the names and addresses of potential customers to produce a mailing to promote its company's product. These few examples show how information from one Office program can be integrated with another to save time and effort.

l o . i Starting Office Programs and Exploring Common Elements 9

^ -

AcerSystem

/\ 1.

Exhibit 9-1 Start menu with Microsoft Office programs listed

11 o f the

Vmon

Office programs have c o m -

elements. To learn

about

some

of the features the programs share, you will start a few Office programs and

examine

the p r o g r a m w i n d o w s .

Starting Office Programs You can start any Office program from the Start menu on the

i

Adobe

i

EgisTec

it eSobi v2

» Maintenance

Pictures

L Microsoft McAfee Office

Music

[0

Microsoft InfoPath Filler 2010

[N]

Microsoft OneNote 2010

Games Computer Control Panel

< [0\ Microsoft Outlook 2010

Devices and Printers L[PB] Microsoft PowerPoint Publisher 2010 2010 1 S] Microsoft SharePoint Workspa5£-28f~ Default Programs [W] Microsoft W o r d 2010 4r^ ~ Jk Microsoft Office 2010 Tools Help and Support

starts, you can immediately begin to create new files or work with existing ones. You can have more

click to start Word

Back

than one Office program open at a button appears on the taskbar.

Documents

|A1 Microsoft Access 2010 L1 £ Microsoft Excel 2010 Designer 2010 Li Microsoft InfoPath

Office programs

name of registered user appears here

Student Name

i Games | Intel® Matrix Storage Manager

taskbar. As soon as the program

once. As you open each program,

*

Shut down •

Search programs and fUes

Start button

ACTIVITY click

Q | M a k e sure your computer is on and the W i n d o w s desktop appears on your screen. Hfc

O n the taskbar, click

the Start button

then

2010.

a n d a new, b l a n k w o r k b o o k o p e n s . See Exhibit 9-3.

A

and then click All

Programs. I Click

Start button @ , All Programs, c l i c k Microsoft Office, a n d c l i c k Microsoft Excel Excel starts

I O n t h e t a s k b a r , click the

Start Office programs.

Microsoft Office,

and then point to

Microsoft Word 2010.

Problem? If you don't see Microsoft Office, point to Microsoft Word 2010 on the All Programs list.

See E x h i b i t 9 - 1 . Depending on h o w your c o m -

Start button click All Programs, click Microsoft Office, a n d then click Microsoft PowerPoint P o w e r P o i n t starts a n d

! O n the taskbar, click the

2010.

a new, b l a n k presentation o p e n s . Y o u c a n see the s a m e elements labeled in t h e W o r d a n d E x c e l w i n d o w s in E x h i b i t s 9 - 2 a n d 9 - 3 in the P o w e r Point w i n d o w .

puter is set up, you might see different icons and c o m m a n d s on your desktop and menu.

(Click Microsoft Word 2010.

W o r d starts

and a new, blank document o p e n s . See E x h i b i t 9 - 2 . T h e elements labeled in Exhibit 9 - 2 c a n be found in all o f the Office p r o g r a m s .

A

Problem? If the window doesn't fill your screen as shown in Exhibits 9-2 and 9-3, click the Maximize button | in the title bar.

Although each Office program individually is a strong tool, their potential is even greater when used together

Chapter

9: I n t r o d

Exhibit 9-2 Word window with a new, blank document File tab

Quick Access Toolbar Home

Insert

Page Layout

CahbrK(Body) -11

-J

References

Mailings

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* Select Editing

Home tab

Ribbon

workspace

view buttons

Y

Word program button on taskbar

status bar Page: 1 of 1

;

W o r d s : 0 | 23

B

Examining Common Elements

13

-3

zoom controls

a 100% -

p r o g r a m s a r e running o r t w o files within the same

As you c a n see in Exhibits 9 - 2 and 9 - 3 , many o f the elements in both the Word a n d Excel program windows are the same. In fact, all o f the Office programs have these same elements, which are described in Exhibit 9 - 4 . Because these elements are the same in each program, after you've learned o n e p r o g r a m , it's easy to learn the

program are open, y o u c a n use t h e program buttons on the t a s k b a r t o switch f r o m o n e program o r file t o another. W h e n y o u p o i n t t o a p r o g r a m button, a thumbnail (small picture) o f e a c h open w i n d o w in that p r o g r a m is displayed. T o m a k e a file active, you click its t h u m b n a i l .

others.

Switching Between Open Programs and Files T h r e e p r o g r a m s a r e n o w running a t the same t i m e — Word, Excel, and PowerPoint. T h e taskbar contains b u t t o n s f o r all three p r o g r a m s . W h e n t w o o r m o r e

Switch between open files. O n the taskbar, point t o the Microsoft Word program button [wj. A thumbnail o f the open W o r d document appears. See E x h i b i t 9 - 5 . Click the

T h e active program changes from P o w e r P o i n t t o

thumbnail A small picture of an object.

Chapter

9:

Introducing

Microsoft

Document 1 - Microsoft Word thumbnail.

Word.

Office

2010

Help button

Exhibit 9-3 Excel window with a new, blank workbook File tab

Quick Access Toolbar

m

" E H

Exhibit 9-4 Elements common to all Office programs Element

Description

Ribbon

Provides access to the main set of commands organized by task into tabs and groups

File tab

Provides access to document-level features and program settings

Quick Access Toolbar

Provides one-click access to commonly used commands, such as Save, Undo, and Repeat

Home tab

Contains buttons to access the most commonly used commands in each program

Title bar

Contains the name of the open file, the program name, the sizing buttons, and the Close button

Sizing buttons

Minimize and restore or maximize the program window

Close button

Closes the program window and the open file; if there is only one open file, also exits the program

Help button

Opens the Help window for that program

Workspace

Displays the file you are working on (Word document, Excel workbook, Access database, or PowerPoint slide)

Status bar

Provides information about the program, open file, or current task as well as the view buttons and zoom controls

View buttons

Change how a file is displayed in the workspace

Zoom controls

Magnify or shrink the content displayed in the workspace

Chapter

9: Introducing

Microsoft

Office

2010

Exhibit 9-5 Thumbnail of the open Word document Page width option button, and then

| Click the

click OK. T h e Word d o c u m e n t is magnified t o its page width. ( O n the taskbar, point

to the Microsoft Excel program button [|], and then click the Microsoft Excel - Bookl thumbnail. Excel is the active program. | O n the Excel status bar, click the Zoom

level button 100% . The Z o o m dialog b o x opens. See E x h i b i t 9 - 8 .

Zooming

I Click in the

Y o u c a n z o o m in t o get a c l o s e r l o o k at the c o n t e n t o f an open d o c u m e n t , w o r k s h e e t , slide, o r database report. Likewise, you c a n z o o m o u t t o see m o r e o f the c o n t e n t at a smaller size. W h e n y o u z o o m , you c a n select a specific percentage o r size t o z o o m t o , o r you c a n z o o m t o preset sizes, such as t w o pages displayed at o n c e . Y o u change t h e z o o m level by using t h e z o o m c o n t r o l s at the right e n d o f t h e status bar, o r by using b u t t o n s in the Z o o m g r o u p o n t h e V i e w t a b on the

Custom box

after

100, press

nfc O n the Word status bar, drag the Zoom slider [ J all the w a y to the left. T h e percentage on the Z o o m level button is 1 0 % , a n d the document is reduced to its smallest size. See E x h i b i t 9 - 6 .

Ffc Click the View tab. In the Z o o m group, click the One Page button. T h e z o o m

level changes so that

the entire page appears in the window. £P

O n the View t a b , in the Z o o m group, click the

Zoom button. T h e Z o o m dialog b o x opens. See Exhibit 9-7.

Chapter

9: Introducing

Microsoft

Office

2010

Back-

and then type 60. T h e C u s t o m option button becomes selected instead o f the 1 0 0 % option button. | Click OK. T h e dialog b o x closes and the zoom level in the Excel w i n d o w is changed t o 6 0 % . | O n the Excel status bar, click the

Zoom In button

( + ) six times. T h e w o r k s h e e t is magnified to 1 2 0 % of its original size.

Ribbon.

Zoom a program window.

the

space key three times t o delete the text in the b o x ,

The zoom percentage ranges from 10 percent to 4 0 0 percent in Excel and PowerPoint and to 5 0 0 percent in Word.

VIEW TAB

Exhibit 9-6 Zoom level in the Word window set to 10% ' O

^^^^^^^^^^^^^^^^"^^^Documentl^Microsoft

Home

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Calibri{Body)

B

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Heading 2

Styles •

Styles

Select Editing

document at the smallest zoom percentage

Zoom Out button

1

Zoom slider

1

Zoom In button

Page: 1 o f 1 , W o r d s : 0 | *3

Exhibit 9-7 Zoom dialog box in Word Zoom

Exhibit 9-8 Zoom dialog box in Excel

Page width option button

Zoom

—£

Page width Text width 9 [vvhoie page]

Many pages: selected option button indicates current zoom level

OK

type a custom zoom percentage here

Cancel

OK

Cancel

Chapter

9:

introducing

Microsoft

Office

2010

Scroll bars appear in Office program

windows

when the w o r k s p a c e is taller o r wider than the window. Depending on the program and z o o m level, you might see a vertical scroll bar, a horizontal scroll bar, or both. E x h i b i t 9 - 9 shows the scroll bars in t h e Excel window.

Scroll in a program window.

Scrolling

In Excel, on the horizontal s c r o l l bar, click the

Z o o m i n g c a n shift part o f the w o r k s p a c e o u t o f view.

right scroll arrow \V] twice.

To change which area o f the w o r k s p a c e is visible in

T h e worksheet shifts

t w o columns t o the right. C o l u m n s A and B

the program window, y o u c a n use the scroll bars. Y o u

(labeled by letter at the t o p o f the columns) shift

learned a b o u t scroll bars in t h e W i n d o w s chapter. T o

out o f view and t w o other c o l u m n s shift into view

scroll in a window, y o u c a n click the scroll arrows at

on the right side o f the w i n d o w .

either end o f the scroll b a r t o scroll o n e line at a time;

scroll box

you can drag the scroll b o x t h e length o f the scroll b a r

O n the horizontal scroll bar, drag the

to scroll a longer distance; o r y o u c a n click above o r

all the way to the left. T h e w o r k s h e e t shifts left t o

below the scroll b o x t o j u m p a screen at a time.

display columns A and B again.

Exhibit 9-9 Scroll bars in Excel Hi a

3

B IP B I r, Insert

*"Iookl ^RFICROSOFT EXCET

Page Layout

Review

j

I

-

Insert • Delete •

A

D

B

F

E

jp F o r m a t '

Styles

Cells

G

H

i

a^2"

up scroll

Sort & F i n d &. Filter- Select-

arrow M

J

scroll box in vertical scroll bar

m

left scroll arrow

19 20 21 « < • M [ Sheet 1 Sheet2 Sheet3 , Ready |

1

Conditional Format Cell F o r m a t t i n g • as T a b l e * S t y l e s '

Clipboard

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

& S3

View

•1

Q

Chapter

9:

Introducing

Microsoft

Office

2010

sen horizonta scroll bar

right scroll arrow

\

R i is

OKI

120%

0

down scroll arrow

buttons

Exhibit 9-10 Ribbon in Word

^ Calibri (Body)

b

i

- 11

u •

- A' A'

a u x, x

1

Aa'

Find Replace

a~ fS ^ ^ m 1

ANoSpac ..i Headnig 1 Headn ig 2 - Change

<s* ;

!

Styles -

groups J

I O n the vertical scroll bar, click the

down scroll

* Select -

n

1

t o p r o g r a m . O t h e r tabs a r e p r o g r a m specific, such as

arrow [•] three times. R o w s 1 , 2 , and 3 (labeled

the Design t a b in P o w e r P o i n t a n d t h e D a t a s h e e t t a b

by n u m b e r at the left o f the rows) scroll up out o f

in A c c e s s .

view and three new rows appear at the b o t t o m o f the w i n d o w .

O n each t a b , the buttons are organized into g r o u p s . T h e group names appear at the b o t t o m o f the R i b b o n

I O n the vertical scroll bar, drag the scroll box up t o the t o p o f the scroll bar. R o w s 1 , 2 , and 3 scroll b a c k into view.

below t h e buttons. Exhibit 9 - 1 0 s h o w s t h e H o m e t a b in W o r d . T h e first t a b o n the R i b b o n , the File t a b , a p p e a r s in all o f the Office p r o g r a m s . Clicking the File t a b doesn't change the c o m m a n d s on the R i b b o n . I n s t e a d , it opens

l o . 2 Using the Ribbon 9

~ he R i b b o n c o n t a i n s t h e b u t t o n s t h a t you click JL

t o p e r f o r m tasks. T h e R i b b o n is organized into

t a b s . E a c h t a b has buttons related t o p a r t i c u l a r activities. F o r e x a m p l e , in W o r d , the Insert t a b o n t h e R i b b o n provides access t o all t h e c o m m a n d s f o r adding o b j e c t s such as shapes, pages, t a b l e s , illustrations, t e x t , and s y m b o l s t o a d o c u m e n t . A l t h o u g h t h e t a b s differ f r o m p r o g r a m t o p r o g r a m , the H o m e t a b in each p r o g r a m c o n t a i n s t h e c o m m a n d s f o r t h e m o s t frequently p e r f o r m e d activities, including cutting a n d pasting,

B a c k s t a g e view.

Backstage view

provides access t o file-

level features, such as creating n e w files, o p e n i n g existing files, saving files, printing files, a n d closing files, as well as t h e m o s t c o m m o n p r o g r a m o p t i o n s . In B a c k stage view, the left pane is called the

navigation bar

and

c o n t a i n s c o m m a n d s and t a b s . Like clicking a b u t t o n o n the R i b b o n , clicking a c o m m a n d in the n a v i g a t i o n b a r in B a c k s t a g e view performs an a c t i o n o r o p e n s a dialog b o x in which you c a n c h o o s e o p t i o n s . C l i c k i n g a t a b changes t h e i n f o r m a t i o n and o p t i o n s in t h e main part o f the w i n d o w in Backstage view. E x h i b i t 9 - 1 1 s h o w s B a c k s t a g e view in P o w e r P o i n t .

c h a n g i n g f o n t s , a n d using editing t o o l s . In addition,

Switching Tabs

the Insert, R e v i e w , and View t a b s a p p e a r o n t h e R i b -

T o display t h e c o m m a n d s o n a R i b b o n t a b , you click

b o n in all the Office p r o g r a m s e x c e p t A c c e s s , although

the t a b . T h e File t a b is a little d i f f e r e n t f r o m the o t h e r

the c o m m a n d s they include might differ f r o m p r o g r a m

t a b s . C l i c k the File t a b once t o display B a c k s t a g e view. Click it again t o hide B a c k s t a g e view a n d return t o the d o c u m e n t and the R i b b o n t a b t h a t w a s previously active. Y o u c a n also click a n o t h e r t a b o n t h e R i b b o n

of the content in t workspace; scrolling shifts the workspace tha is visible in the program window.

t o close B a c k s t a g e view and display the c o m m a n d s o n that t a b .

Backstage view The view in Office programs that provides access to file-level features. navigation bar The left pane in Backstage view.

Chapter

9: Introducing

Microsoft

Office

2010

Exhibit 9-11 Backstage view in PowerPoint with the Info tab selected File tab ^ *^^* ^^rKentationl"^Microsoft PowerPoint" InsfW TJffigir^ T r a n s i t i o n s A n i m a t i o n s Slide S h o w R e v i e w View —,

BIBW

1

Information about Presentation! commands Permissions

E

A n y o n e c a n o p e n , c o p y , a n d c h a n g e a n y part o f t h i s p r e s e n t a t i o n .

Properties *

Prepare for Sharing

Size

Not saved yet

Slides

1

H i d d e n slides

0

Document properties and author's name

Title

A d d a title

Content that people with disabilities are unable to read

Tags

Add a tag

Before sharing this file be aware that it contains;

R e l a t e d Dates

Versions There are no previous versions of this file.

Last M o d i f i e d

Never

Created

T o d a y , 10:29 A M

Last P r i n t e d

Never

Related People Author

Vour Name Add an author

Last M o d i f i e d By

N o t saved yet

S h o w All P r o p e r t i e s

navigation bar

I Click the

ACTIVITY Switch tabs on the Ribbon. | O n the R i b b o n in the Excel window, click the

Insert tab.

T h e commands on the Insert tab appear on the R i b b o n . See Exhibit 9 - 1 2 . ) Click the

Formulas

tab. This t a b appears only o n the Excel R i b b o n .

exactly the same as the c o m m a n d s on the Insert

^k,Tip: To hide the commands on the Ribbon and display only the tab names, click the Minimize the Ribbon button below the sizing buttons. Click the Expand the Ribbon button \w\ to redisplay the full Ribbon.

is unique t o P o w e r P o i n t .

I Click the

File tab. Backstage view in PowerPoint

appears, replacing the blank presentation in the w o r k s p a c e . In the navigation bar, either the Recent or the Info t a b will be selected. ) In the navigation bar, click the

Info tab. Backstage

view displays the Info t a b , w h i c h contains information a b o u t the current file. I Click the

File tab again. B a c k s t a g e view closes, and

the Insert t a b is again the active t a b on the PowerPoint R i b b o n .

Word the active p r o g r a m , a n d then click the File tab. Backstage view in W o r d appears.

the active p r o g r a m . click the

tab on the Excel R i b b o n .

) Make

i M a k e PowerPoint

I O n the R i b b o n ,

Insert tab. T h e c o m m a n d s on the Insert

tab on the PowerPoint R i b b o n are similar, but n o t

I O n the R i b b o n , click the Home tab. B a c k s t a g e Slide Show tab. T h i s t a b

view closes, the b l a n k d o c u m e n t r e a p p e a r s , a n d the H o m e t a b is the active t a b o n t h e R i b b o n .

How Buttons and Groups Appear on the Ribbon and workspace windows are maximized. If you are using a different screen resolution or window size, the buttons on the Ribbon might show more or fewer button names, and some groups might be reduced to a button. For example, at the lower resolutions, such as 800 x 600, the Editing group on the Word Home tab is collapsed into a button. If you are using a monitor set to a lower resolution, and you can't find a button referenced in the steps, you might need to click the group button first.

The buttons and groups on the Ribbon change based on your monitor size, your screen resolution, and the size of the program window. With smaller monitors, lower screen resolutions, and resized program windows, buttons can appear as icons without labels and some groups are condensed into a button that you click to display the commands in the group. The instructions and figures in this book were created using a screen resolution of 1024 x 768 and, unless otherwise specified, the program 1024

X 768

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Chapter

9:

Introducing

Microsoft

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Office

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2010

Using Buttons

Finally, some buttons have an a r r o w on them, but

F o r the most part, when y o u click a button, something happens in the file. F o r e x a m p l e , the Clipboard group

they are n o t t w o - p a r t buttons. Clicking this type o f button always opens a list o f c o m m a n d s o r options.

on the H o m e tab includes the C u t , Copy, Paste, and

ACTIVITY

F o r m a t Painter buttons, w h i c h y o u c a n click t o move o r copy text, objects, and f o r m a t t i n g . Some buttons are

toggle buttons:

one click turns

the feature on and the n e x t click turns the feature off.

Use buttons on the Ribbon. I In the Word window,

when you click the Bullets button []=] in the Paragraph

type Landscaping Ideas and then press the Enter key. T h e text

group on the Word H o m e t a b t o select it, the currently

appears in the first

selected paragraphs are f o r m a t t e d as a bulleted list;

line o f the document

W h i l e the feature is o n , the button remains colored o r highlighted to indicate that it is selected. F o r example,

Problem? If you make a typing error, press the Backspace key to delete the incorrect letters and then retype the text.

and the insertion

clicking it again removes the bullets. Some buttons have t w o parts: a button that executes trie default c o m m a n d , a n d an a r r o w that opens a menu o f all the c o m m a n d s o r options available for that c o m m a n d . T o use the default c o m m a n d , you click the icon part o f the button. T o change the default, you click the a r r o w part o f the button a n d then click o n e o f the c o m m a n d s o r options that appears.

point moves t o the second line.

I O n the H o m e t a b , in the F o n t g r o u p , click the

Bold button

[Bj. T h e button changes to orange to

indicate that it is selected. See E x h i b i t 9 - 1 3 .

Exhibit 9-13 Bold button toggled on in Word

Home

Insert

Page Layout

Sometimes,

arrow.

Clipboard

f[B]

I

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Aa'

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In this book, when you need to click the icon part of a two-part button, the instruction will be simply to click the button. When you need to click the arrow part of a two-part button, the instruc-

1

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Clicking Two-Part Buttons

tion will be to click the button

A

Font

.

Bold button toggled on

the arrow is to the right of the button. button

7 button arrow (Type

Other times, the arrow is below the button. button button arrow

j—

^

Remodeling Ideas. T h e t e x t

you typed is in

bold. I Click the

|

Bold button

[B]. T h e button toggles off and changes back

Slideew-

to its original color.

I Press the Enter key, and then type

^k,Tip: Position the pointer on top of a button to see its name and keyboard shortcut (if it has one).

Organizing Ideas. The

toggle button A button that you click once to turn a feature on and click again to turn it off.

text in the third line is n o t bold because you toggled the c o m m a n d o f f before you started typing.

Chapter

9:

Introducing

Microsoft

Office

2010

I On the H o m e tab, in the

Exhibit 9-14 Two-part button

P a r a g r a p h g r o u p , point

to the Bullets button [1= but do n o t

Bullets button

click. T h e b u t t o n turns orange, and a line separating

options appear when you click the Bullets button arrow

the b u t t o n icon f r o m the a r r o w indicates that this is a two-part button.

I Click the icon part o f

the Bullets button [j= bullet is added in front o f the third line o f text and the line is indented.

I In

I C l i c k in the second line o f text, and then click the arrow part o f the Bullets button [j

A list o f

the list, click the

check mark bullet style v^L A

c h e c k m a r k bullet is added in f r o n t o f the second

types o f bullets appears. See E x h i b i t 9 - 1 4 .

line o f text and the line is indented. J O n the H o m e t a b , in the P a r a g r a p h g r o u p , point

to the Line and Paragraph Spacing button Although this button has a n a r r o w n e x t t o its icon, there is n o line dividing the b u t t o n into t w o parts. T h e a r r o w indicates that a list o f o p t i o n s

Using Key Tips

will open when you click the b u t t o n .

You can use keyboard shortcuts to perform commands instead of clicking buttons on the Ribbon. To access the options on the Ribbon using the keyboard, press the Alt key. A label, called a Key Tip, appears over each tab and over each button on the Quick Access Toolbar. To select a tab, press the corresponding key. After you select a tab, new Key Tips appear over each button on that tab. Press the appropriate key or keys to select a button.

Click the

second line o f t e x t — t h e line the insertion point is currently in—changes t o three lines.

Using Galleries and Litre Preview A gallery is a menu o r grid t h a t s h o w s visual represent a t i o n s o f the o p t i o n s available for a b u t t o n . F o r e x a m -

IF

Clipboard

BI

2

2 Font

appeared.

T h i s gallery s h o w s an icon o f e a c h bullet style y o u

ID

11 AT a' Aa' U - mU X X -A

w h e n you clicked t h e Bullets b u t t o n a r r o w in t h e

previous set o f steps, t h e Bullets gallery

References

.A

O n the m e n u , click 3.0. T h e spacing after the

ple, Pagejjyout

Line and Paragraph Spacing button

menu o f options opens.

'

gallery A menu or grid that shows visual representations of the options available for a button.

Chapter

9: Introducing

Microsoft

Office

2010

c a n select. Some galleries include a M o r e but-

Exhibit 9-15 Live Preview using the Font Size gallery

ton \f\ that you click t o e x p a n d the gallery t o see all the options it c o n t a i n s . W h e n you point t o a n option in a gallery,

Live Preview

shows

the results that w o u l d o c c u r in your file if you

ST

clicked that option. T o c o n t i n u e t h e bullets

J

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Insert

Page L a y o u t

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e x a m p l e , when y o u p o i n t t o a bullet style in the Bullets gallery, a b u t t o n a p p e a r s before the paragraph in which t h e insertion point is l o cated. By moving t h e p o i n t e r f r o m option t o option, you c a n quickly see t h e t e x t f o r m a t t e d with different bullet styles, m a k i n g it easier t o select the style y o u w a n t .

ACTIVITY Use galleries and Live Preview. fmmS Double-click

Landscaping.

T h e entire

word is highlighted with blue t o indicate that it is selected. VWS O n the H o m e t a b , in the F o n t group, click the

Font Size button arrow |n

-|. A gallery o f font

sizes (text sizes) opens. I In the gallery, point to 26. Live Preview shows the selected text formatted in the larger size. See Exhibit 9-15.

Tip: You can press the Esc key to close a menu or gallery without making a selection.

| Click a blank area o f the d o c u m e n t t o close the gallery without selecting anything.

Budget

and then press the

Enter key.

Click

tab

t o m a k e it

the active t a b . In the F o n t g r o u p , click the Font

button arrow

\ca\\M

Algerian. T h e

gallery closes and

font.

Using Dialog Boxes M a n y o f the groups o n t h e R i b b o n tabs have a small button in their right c o r n e r s . T h i s is a Dialog B o x or task pane related t o that g r o u p o f buttons. A

the b o x containing the w o r d you just typed. | O n the R i b b o n , click t h e Home

In the gallery, click

the text you typed is f o r m a t t e d with the Algerian

L a u n c h e r ft ; clicking this b u t t o n opens a dialog b o x

| M a k e Excel the active p r o g r a m . | Type

D

-\ t o display the

F o n t gallery. | Point to several o f the fonts t o preview the effect on the text you just typed.

dialog

box is a w i n d o w that opens o n t o p o f the program w i n d o w in which you enter o r c h o o s e settings for performing a task. F o r e x a m p l e , the Page Setup dialog b o x in W o r d c o n t a i n s options t o c h a n g e h o w the document l o o k s . S o m e dialog b o x e s organize related information into t a b s , a n d related o p t i o n s a n d settings are organized into groups, just as they a r e o n the R i b b o n . Y o u select settings in a dialog b o x using option b u t t o n s , check b o x e s , t e x t a n d spin b o x e s , a n d lists to specify h o w y o u w a n t t o perform a t a s k . E x h i b i t 9 - 1 6 shows the Page t a b in the E x c e l Page Setup dialog b o x with

Live Preview Shows the results that would occur if you clicked the option to which you are pointing in a gallery. dialog box A window in which you enter or choose settings for performing a task.

the various c o n t r o l s labeled a n d described. T h e only c o n t r o l that does n o t appear in t h e dialog b o x shown in E x h i b i t 9 - 1 6 is a check b o x . C h e c k b o x e s appear in groups. Y o u c a n click o n e o r m o r e c h e c k b o x e s in a group t o select t h e m . A c h e c k m a r k in a c h e c k b o x indicates that it is selected.

Drag the scroll box

Exhibit 9-16 Page tab in the Page Setup dialog box in Excel

to t h e b o t t o m o f the scroll b a r t o see s o m e o f the additional c h o i c e s ,

a tab organizes related options

and then click a blank area o f t h e dialog b o x

click the up or down spin arrow in a spin box to increase or decrease the number in the box

to close t h e list w i t h o u t selecting anything.

[j)

( : l l c k

t n e

Sheet tab

to m a k e it the active t a b

click the arrow in a list box and then click an option in the list

in the dialog b o x . In the Print section o f the dialog b o x ,

click the Black and white check box. A c h e c k m a r k

click a button to open another dialog box or window

appears in the c h e c k b o x , indicating t h a t it is selected. Unlike o p t i o n b u t t o n s , y o u c a n select more than one check b o x in a section o f a dialog b o x .

I Click the Draft quality check box. A check mark appears in this check b o x as well. I Click the Margins tab t o m a k e it t h e active t a b in the dialog b o x . Click the Top up arrow three t i m e s . T h e value in

ACTIVITY

the T o p b o x changes from . 7 5 t o 1 . 5 .

Open a n d use a dialog box.

£POn the Excel

R i b b o n , click the

In the B o t t o m b o x , click after the 5. T h e insertion

Page Layout tab to

point appears in the B o t t o m b o x after the 5 .

m a k e it the active t a b . £

Press the

In the Page Setup group, click the

Launcher

Dialog Box

Click Cancel. T h e dialog b o x closes w i t h o u t

with the Page t a b as the active t a b in the dialog

changing the page setup in t h e E x c e l w o r k b o o k .

box.

option button. T h e blue

Landscape

dot moves from the

Portrait option button t o the Landscape option button, indicating that the Landscape option is n o w selected. Landscape means that when you print, the page will be wider than it is long. I Click the

Paper size arrow. A list

four t i m e s , a n d then

type 2.

. T h e Page Setup dialog b o x opens

I In the O r i e n t a t i o n section, click the

Backspace key

Using Task Panes A

task pane

is a n a r r o w w i n d o w that appears t o the left

or right o f the document w i n d o w t o help you navigate through a c o m p l e x task o r feature. F o r e x a m p l e , y o u can use the Clipboard task pane t o paste some o r all o f

o f paper sizes

opens. T h e size that appeared in the b o x before y o u clicked the a r r o w (Letter 8 . 5 X l l i n . ) is selected. A scroll b a r appears o n the right side o f the list because you need t o scroll t o see the

task pane A narrow window that appears to the left or right of the document window to help you accomplish a set of tasks.

additional choices in the list.

Chapter

9: Introducing

Microsoft

Office

2010

task pane Close button

Exhibit 9-17 Research task pane in Excel Review tab Home

Insert

Page Layout ^

Spelling Research Thesaurus

/

Translate

New Comment

D e l e t e Previous

Language

/ -

Next

Show/Hide Comment

m S h o w All C o m m e n t s czzz . . S h o w Ink

Comments fx

Budget

re-

A 1 BUDGET

X SEARCH FOR: BUDGET

Research button

5

BRNG

5

Type text to look up n a variety of research and reference services.

6 7 8 9 10 12 13 14 15 16 17 18 19 20 21 < » M 1 sheetl Shee2 w t / Shee3 t « Ready I 2 I

You can also press ALT and tick a word to start a

mamxh.

Q

GET UPDATES TO YOUR SERVICES..

^

GET SERVICES ON OFFICE MARKETPLACE

Q

RESEARCH OPTIONS...

2 , Eaoa tR. 120%

t

the items that were cut o r copied from any Office pro-

ACTIVITY

gram during the current w o r k session. T h e commands and options available in a task pane vary depending on the purpose o f the task pane. Y o u will learn how to use the specific task panes as you learn a b o u t those elements in the various Office programs. M o s t task panes open w h e n y o u click the button

Open and close a task pane.

Q) O n the Excel R i b b o n , click the Review QH

In the Proofing group, click the

tab.

Research button.

T h e Research task pane opens t o the right o f the

associated with the options in the task pane. F o r e x a m -

document window. See E x h i b i t 9 - 1 7 . This task

ple, clicking the Research b u t t o n in the Proofing group

pane contains options for conducting research on

on the Review t a b opens the R e s e a r c h task pane t o

the Internet.

the right o f the w i n d o w . W h e n you are finished w o r k ing with a task p a n e , you c a n click its Close button t o close it.

In the Research task pane title bar, click the Close

button X .

Displaying Contextual Tabs

contextual tab A tab on the Ribbon that contains commands related to a specific type of object or activity.

A contextual tab is a t a b on the R i b b o n that contains c o m m a n d s related t o a specific type o f o b j e c t o r activity.

Chapter

9:

Introducing

Microsoft

Office

2010

Exhibit 9-18 Contextual Drawing Tools Format tab in PowerPoint

Drawing Tools Format tab

PRESENTATC INL - MCIROSOFT POWERPCI Home

aw

Insert

Design

no a

Transitions

Animations

Slide S h o w

| Abe J | Abe j | Abe j ! gf 5

Insert Shapes

^

S h a p e Fill »

-4l Bring F o r w a r d •

|^ A l i g n •

, Shape Outline »

- j Send Backward

j£j

S h a p e Effects •

| ^ Selection P a n e

S h a p e Styles

1

Group '

j f c Rotate »

W o r d A r t Styles

selected text box

a if 8.5-

Click to add title

Click to add subtitle

An object is anything in a d o c u m e n t that c a n be m a nipulated as a w h o l e , such as a table, a picture, a shape,

I W i t h the p o i n t e r as

click the d o t t e d line.

A solid line appears on t o p o f the d o t t e d line

a c h a r t , o r a n equation. Any o b j e c t that y o u c a n se-

because the t e x t b o x o b j e c t is n o w selected, and

lect in an Office document has a related c o n t e x t u a l t a b .

the D r a w i n g T o o l s F o r m a t t a b a p p e a r s o n t h e

T h e c o n t e x t u a l tabs appear when the o b j e c t is selected.

Ribbon.

C o n t e x t u a l tabs usually appear t o the right o f the standard R i b b o n tabs just below a title label. F o r e x a m p l e , when you select a table in a W o r d d o c u m e n t , t w o Table Tools c o n t e x t u a l tabs appear t o the right o f the View tab.

Although c o n t e x t u a l tabs appear only when you

select an o b j e c t , they function in the same way as standard t a b s o n t h e R i b b o n . C o n t e x t u a l tabs disappear

I Click the Drawing

Tools Format tab to m a k e it the active t a b o n the R i b b o n . See E x h i b i t 9 - 1 8 . I In the middle o f the

^ T i p : Sometimes a contextual tab will become the active tab on the Ribbon automatically when you select an object.

when you click elsewhere on the screen, deselecting the

P o w e r P o i n t win-

object.

dow, click anywhere on the white space outside o f the selected text b o x o b j e c t . T h e o b j e c t is n o longer selected, and the c o n t e x t u a l t a b disappears

ACTIVITY

f r o m the R i b b o n . T h e H o m e t a b is n o w the active

Display and close a contextual tab. £

t a b because that was the active t a b before you

M a k e PowerPoint the active p r o g r a m . T h e Power-

selected the contextual t a b .

Point w o r k s p a c e contains t w o text b o x e s , which are b o x e s that contain text. A text b o x is an e x a m p l e o f an object. £

object Anything in a document that can be manipulated as a whole.

In the center o f the window, position the pointer directly o n top o f the dotted line around Click add

to

title so that the pointer changes t o i|.

Chapter

9: Introducing

Microsoft

Office

2010

view does with the Mini toolb;

work

Exhibit 9-19 Transparent Mini toolbar in Word

H^^H

Using the Mini Toolbar The

Mini toolbar,

Home

a*

Calibri (Body)

Paste

which appears next to the

Clipboard

pointer whenever you select t e x t using the

Insert

f»

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mouse or when you right-click, contains buttons for the most c o m m o n l y used formatting

Mini toolbar is transparent at first

c o m m a n d s , such as font, font size, styles, color, alignment, and indents. T h e e x a c t buttons on

TCaNM (f • 11 • A* A" %W

the M i n i toolbar differ in each Office p r o g r a m ,

Landscaping I

and all o f the c o m m a n d s on the M i n i t o o l b a r appear on the R i b b o n for that p r o g r a m . W h e n

S

b/

n

Remodeling Ideas

A-^r pointer

you use the mouse to select t e x t by dragging

• Organizing Ideas

over it, a transparent version o f the M i n i toolbar appears. To select t e x t by dragging, you click before the first c h a r a c t e r you w a n t to select, and then without releasing the mouse button, drag across the rest o f the characters you want to select. When all o f the characters that you want to select are highlighted, release the mouse button. After you cause the M i n i t o o l b a r t o appear, you can move the pointer over the M i n i t o o l b a r t o m a k e it c o m e into full view so you can click a button on it.

I O n the Mini toolbar, click the Bold button [B_. T h e Bold button on the M i n i t o o l b a r and the Bold button in the Font group on the H o m e tab are orange, and the selected text is formatted with bold. I Click a blank area o f the d o c u m e n t to deselect the text.

Use the Mini toolbar. •

Using the Mini Toolbar

M a k e Word the active p r o g r a m . | In the first line o f text, double-click

Ideas. The entire word is highlighted with blue to indicate that it is selected, and the Mini toolbar faintly appears

A

Problem? If the Mini toolbar disappears, you probably moved the pointer to another area of the worksheet. Repeat Step 2.

Although the Mini toolbar lets you quickly format text it can disappear unexpectedly if you move the pointer away from the toolbar, press a key, or click in the workspace. Therefore, the steps in this book will instruct you to use the Ribbon. You may use the correct button on the Mini toolbar if you prefer. Calibri (E »

B

above and to the right o f the selected text. See

11 »

I U

Exhibit 9-19. I M o v e the pointer t o w a r d the M i n i t o o l b a r until you can see it clearly.

LO9.3

T

Mini toolbar A toolbar with buttons for commonly used formatting commands that appears next to the pointer when text is selected using the mouse or when you right-click.

Working with Files

he most common tasks you perform in any Office

program are to create, open, save, and close files. All

of these tasks can be done from Backstage view, and the processes for these tasks are basically the same in all Office

Chapter

9: Introducing

Microsoft

Office

2010

programs. T o begin working in a program, you need t o

additional storage folders within t h a t folder o r navigate

create a new file or open an existing file. When you start

to a n e w l o c a t i o n .

Word, Excel, or PowerPoint, the program opens along with a blank file—ready for you to begin working on a new doc-

ACTIVITY

ument, w o r k b o o k , or presentation. When you start Access, the N e w tab in Backstage view opens, displaying options

Save a file for the first time.

for creating a new database or opening an existing one.

Q ) ON THE WORD RIBBON, CLICK THE File tab. BACKSTAGE VIEW OPENS.

Saving a File

I In the navigation bar, click

As y o u create a n d modify an Office file, your w o r k is

Save As.

Backstage view

stored only in t h e computer's temporary memory, n o t

closes, and the Save

on a hard drive. If you were t o exit the program without

As dialog b o x opens.

saving, turn o f f your computer, o r experience a p o w e r

See Exhibit 9 - 2 0 .

failure, your w o r k would be lost. Y o u c a n save files t o

T h e text in the File

the hard drive located inside your computer, an external

name b o x is the sug-

hard drive, a n e t w o r k storage drive, o r a portable stor-

^ Tip: The Save As dialog box looks similar to a Windows Explorer folder window, and you navigate through it in the same manner.

gested file n a m e .

age drive such as a U S B flash drive. T o save a file, you can click either the Save but-

Exhibit 9-20 Save As dialog box in Word

ton o n the Q u i c k Access Toolbar o r the Save c o m mand in Backstage view. If it is the first time you

W [ ] Save As ^n Lb irae rio st • Og ra ze i|•J) •New fsd ler• Documen *. Temp ae lts * DOCUMENTS LIBRARY Aa rnge by: Fod ler * If Favoe tris n Icu lC daem s:ats o lu c ao itnsi. Scanned Docum ai2S td • Desko tp en st yOUT iJSt Of folde at Felis If. Down olads ,. D RecentP alces *FaxDocumentThemes, SNAGH and files wil differ ^ Lb irae ris | M y D a t S o u c r e s if your computer rr—is I Documen st l OneNo et Noetbooks configured to show , O u o l t o k F e l i s J> Mus ci file extensions, you

are saving a file, the Save As dialog b o x will open so that you c a n specify save options. Y o u can also

• | ** | | Search Documents

click the Save As c o m m a n d in Backstage view t o

Y

open the Save As dialog b o x , in which you c a n n a m e the file you are saving and specify a location t o save it.

Navigation

T h e first time you save a

file,

pane

you need to name it. This file name includes a title you specify and a file extension assigned by Office t o indicate the file type. You should specify a descriptive title that ac-

curately reflects the content o f the document, workbook, presentation, or database, such as Budget sis or 3rd Quarter

Sales

type a descriptive file name here

Analy-

Memo.

—" Your descriptive

will see .docx here

Auh tors: Your Name • Save Thumbna li

Tags: Add a a tgclick to save the file

title can include uppercase and lowercase letters, numbers, hyphens, and spaces in any combination, but not the special characters ? " / \ < > * I and :. Each file name ends with afileextension, which is a period followed by several characters that Office adds t o your

I Use the techniques you learned in the W i n d o w s and File M a n a g e m e n t chapters t o navigate t o the

descriptive title t o identify the program in which that file

drive and folder where you plan t o store the files

was created. T h e default file extensions for Office 2 0 1 0

you create as you w o r k through these steps.

are .docx for W o r d , .xlsx for Excel, .accdb for Access, and .pptx for PowerPoint. File names (the descriptive title and

file name A title that describes the content of the file and a file extension assigned by Office.

extension) can include a maximum o f 2 5 5 characters. You also need t o decide where t o save the file— on which drive a n d in w h a t folder. Store each file in a logical l o c a t i o n that you will r e m e m b e r whenever you w a n t t o use t h e file again. T h e default storage location

file extension A period followed by several characters that Office adds to the descriptive title part of a file name to identify the program in which that file was created.

for Office files is the D o c u m e n t s folder; you c a n create

Chapter

9: Introducing

Microsoft

Office

2010

The default Windows setup is to hide file extensions. The figures in these chapters do not showfileextensk

unchanged, original version o f the file will still be stored in the location you specified.

Modify a file and save your changes. P In the third line o f the d o c u m e n t , click immedi^

Click in the

File name box.

ately after Ideas.

T h e default file name is

T h e insertion point blinks at the

location where you clicked.

selected.

P Press the Backspace key five times t o delete

tm\S Type Bulleted List Example in the File name b o x .

Ideas,

and then type Suggestions.

[P Click Save. T h e Save As dialog b o x closes, and the

I O n the Q u i c k

name o f your file appears in the W o r d program

Access Toolbar, click

w i n d o w title bar. See E x h i b i t 9 - 2 1 .

the Save button

T h e saved file includes everything in the d o c u -

T h e changes you

^ T i p : You can also press the Ctrl+S keys to save your changes.

ment at the time y o u last saved it. Any n e w edits o r

made to the document are saved in the file stored

additions y o u m a k e t o the d o c u m e n t exist only in the

on the drive.

computer's m e m o r y a n d a r e n o t saved in the file on the drive.

Closing a File

If y o u m a k e c h a n g e s t o t h e file, y o u need t o save t h o s e c h a n g e s t o t h e v e r s i o n o f t h e file t h a t is n o w

Although you can keep multiple files open at one time,

s t o r e d on a disk. B e c a u s e y o u a l r e a d y n a m e d the

you should close any file you are n o longer working on

d o c u m e n t and selected a s t o r a g e l o c a t i o n , w h e n you

t o conserve system resources as well as to ensure that

c l i c k the Save b u t t o n o r use t h e Save c o m m a n d in

you don't inadvertently m a k e changes t o the file. You can

B a c k s t a g e view, the Save As d i a l o g b o x does n o t open

close a file by clicking the Close c o m m a n d in Backstage

again.

view. If that's the only file open in that program, the pro-

If you want t o save a c o p y o f the modified file

gram window remains open and n o file appears in the

with a different file n a m e so that you still have the un-

window. You can also close a file by clicking the Close

changed original version, o r if you w a n t t o save the file

button in the upper-right corner o f the title bar. If that's

to a different location, y o u c a n click the File t a b , and

the only file open in that program, the program exits.

then in the navigation bar, click the Save As c o m m a n d

In Excel, you also have the option o f clicking the Close

t o open the Save As dialog b o x again. If you give the

W i n d o w button just above the R i b b o n and below the

file a new name or navigate t o a different location, the

title bar to close the file without exiting the program.

Exhibit 9-21 File name in the program window title bar

ST A ^

Bulleted List EX7MPIE*^1icrosoft WorcP 'lings

Review

View

AaBbCcDc fl N o r m a l

AaBbCcDc s

« N o Spaci... s

AaBbCAaBbCc Heading 1

Heading 2

Replace -

*i Select •

to

S I

file name in the title bar

if your computer is configured to show file extensions, you will

Landscaping

see .docx here

S Remoden ilg d Ieas

Chapter

9: Introducing

Microsoft

— T T T T

Office

2010

Exhibit 9-22 Protected View bar in Word

IJKj^H

^^^^^^^m^^^B^UjKiSlf^^tj'BC^iMHJ

^ ^ B u l l e t e d List E x a m p l e - M i c r o s o f t W o r d ^ ^ Home

Protected View

Insert

Paget

ayout

I. ailings

References

Review

QJj

View

T h i s file o r i g i n a t e d f r o m a n I n t e r n e t l o c a t i o n a n d m i g h t b e u n s a f e . Click f o r m o r e details.

Enable Editing

click to allow editing, saving, and printing of the file

ACTIVITY

Save Files Before Closing

Close a file.

ni O n the W o r d R i b b o n , click the File tab t o open B a c k s t a g e view.

j£ In the navigation bar, click Close. Backstage

view

closes and the document closes, but the W o r d w i n d o w stays open. A ^

M a k e PowerPoint the active p r o g r a m . In the title bar, click the

Close button

\mm£mJ. T h e

As a standard practice, you should save files before closing them. If you try to close a file without saving your changes, a dialog box opens asking whether you want to save the file. Click Save to save the changes to the file before closing the file and program. Click Don't Save to close the file and program without saving changes. Click Cancel to return to the program window without saving changes or closing the file and program.

file closes and the program exits. W o r d is the a c Microsoft Excel

tive p r o g r a m again.

Do you want to save the changes you made to 'Bookl'?

Opening a File

If you dick "Don't Save", a recent copy of this file will be temporarily available. Learn more

W h e n you w a n t t o open a blank d o c u m e n t , w o r k b o o k ,

Save

Don't Save

Cancel

presentation, o r database, you create a new file. W h e n you w a n t t o w o r k on a previously created file, you must first open it. O p e n i n g a file transfers a copy o f the file from the storage location (either a hard drive o r a por-

In the navigation bar, click Open. T h e O p e n dialog

table drive) t o t h e computer's m e m o r y a n d displays it

box,

on your screen. T h e file is then in your computer's mem-

log b o x , opens. T h e current folder should be the

ory and o n t h e drive.

same folder in which you saved t h e file Bulleted

which looks very similar t o t h e Save As dia-

List E x a m p l e .

ACTIVITY

FmW

the W o r d R i b b o n , click the

Bulleted List Example,

and

then click Open. T h e file opens in the W o r d p r o -

Open a file.

[WW O n

In the list o f Hies, click

File tab

gram window. t o open

B a c k s t a g e view.

Any file y o u open that w a s d o w n l o a d e d from the Internet, accessed from a shared n e t w o r k , o r received as an email a t t a c h m e n t might open in Protected View.

In Protected View, you can see the file contents, but you c a n n o t edit, save, o r print them until y o u enable edit-

Save frequently as you work so that the file is updated to reflect the latest content if the program or your computer shuts down unexpectedly.

ing. T o d o s o , click the Enable Editing b u t t o n o n the Protected View bar, as shown in E x h i b i t 9 - 2 2 . If t h e

Protected View A view of a file in an Office program in which you can see the file contents, but you cannot edit, save, or print them until you enable editing.

Chapter

9: Introducing

Microsoft

Office

2010

T o open a recently used file, click the File tab, and then in the navigation bar, click the Recent tab.

Keyboard Shortcuts for Cut, Copy, and Paste When you cut, copy and paste frequently, the keyboard <shortcuts for the Cut Copy, and Paste comooara mands can save you time. To cut selected text or objects, press the Ctrl+X keys. To copy the selected text or objects, press the Ctrl+C keys. To paste the contents of the Clipboard, press the Ctrl+V keys. f

Protected View bar is red a n d the Enable Editing button does n o t appear on the bar, that means that a bigger p o tential security problem w a s detected and something in the file might harm your computer. If you decide that you want t o edit the file anyway, you c a n click the File tab, and then click Edit Anyway.

and t o paste the items o n t h e C l i p b o a r d , you need t o click the t o p part o f the button.) he Clipboard is a t e m p o r a r y storage area in W i n A

dows o n which t e x t o r other objects are stored

when y o u copy or cut t h e m . T o

copy

ACTIVITY

text o r an object,

you select it, and then use the C o p y c o m m a n d t o place a copy o f it on the C l i p b o a r d so that you c a n paste it somewhere else. If you w a n t t o move text from o n e location and paste it s o m e w h e r e else, you first need t o

Cut, copy, and paste with the Clipboard. In the first line o f text in the W o r d window,

double-click Ideas t o select it.

cut it—that is, remove it f r o m the original location and

O n the H o m e t a b , in the C l i p b o a r d group, click

place it on the C l i p b o a r d using the C u t c o m m a n d . O n c e

the

something is o n the C l i p b o a r d , y o u c a n then paste it

the document and is placed o n the Clipboard.

anywhere you w a n t in t h e current document o r in another Office d o c u m e n t — t h a t is, y o u insert a copy o f the text o r object o n t h e C l i p b o a r d somewhere in the document. T h e text o r o b j e c t o n the Clipboard stays on the Clipboard until you c u t o r copy something else o r

Copy button [jS],

T h e selected text remains in

I In the third line o f text, click in front o f

Suggestions.

T h e text will be pasted at the insertion point. I O n the H o m e t a b , in the C l i p b o a r d group, click the

Paste button [|5].

T h e copied text,

Ideas,

appears between Organizing and Suggestions.

until you shut down your computer. In all o f the Office p r o g r a m s , you c a n click the C u t button in the Clipboard group o n the H o m e t a b t o cut selected text or objects, click t h e C o p y button in the same group t o copy selected text o r objects, and click the Paste button t o paste the text o r objects o n the Clipb o a r d . (Note that the Paste button is a two-part button,

Another button appears b e l o w the pasted text; ignore this for now. I In the third line o f text, double-click I In the Clipboard group, click the

Suggestions.

Cut button |Jt

T h e selected text is removed from the document and replaces the previously copied item on the Clipboard.

Clipboard A temporary storage area in Windows on which text or other objects are stored when you copy or cut them. copy To duplicate selected text or an object and place it on the Clipboard.

When you press the Delete or Backspace key, the deleted text or object is not placed on the Clipboard,

cut To remove selected text or an object from the original location and place it on the Clipboard. paste To insert a copy of the text or object on the Clipboard in a document.

Chapter

9: Introducing

Microsoft

Office

2010

t

Exhibit 9-23 ScreenTip for the Help button in Excel

Microsoft Excel Help button

Bookl - Microsoft Excel Insert

Page Layout

/

Data

a* A' • • y «
Calibri

B

Formulas

U

=j

General

J

$

• %

•

Too

B

A

Suggestio

1 BUDGET 2

D

C

E

IS

jp

Format

•t

description of the button's function

the b o x t o the right o f the b o x containing

BUDGET.

Home tab

Cell

button name

f

) M a k e Excel the active program, and then click

) Click the

Format

F o r m a t t i n g * as T a b l e * Styles•

Suggestions

Bl

Conditional

on the R i b b o n . In the Clip-

b o a r d g r o u p , click the Paste you c o p i e d , Suggestions,

button

T h e text

appears in the current

ACTIVITY View ScreenTips. Q)

In the upper-right c o r n e r , j u s t a b o v e the R i b b o n ,

point t o the

Microsoft Excel Help button [©]. T h e

ScreenTip shows the button's n a m e , k e y b o a r d shortcut, a n d a brief description o f its function.

box.

See E x h i b i t 9 - 2 3 .

LO9.5

Getting Help

I f you d o n ' t k n o w h o w t o perform a task o r w a n t A m o r e i n f o r m a t i o n about a feature, y o u c a n turn t o Office itself f o r information o n h o w t o use it. T h i s in-

?

formation is referred t o simply

as Help. Y o u c a n get Help in

A

Point t o other buttons on the R i b b o n a n d read their ScreenTips.

Using the Help Window F o r m o r e detailed information, y o u c a n use the

window

Help

t o access all the Help t o p i c s , templates, a n d

training installed on your c o m p u t e r with Office and available on O f f i c e . c o m .

Office.com

is a W e b site main-

tained by M i c r o s o f t that provides access t o the latest ^ \ W

ScreenTips and from the Help window.

Viewing ScreenTips ScreenTips are a fast and simple m e t h o d you c a n use t o get

© Image copyright Yi from Shuterstock.co jrs, 2009. Used under license

information a b o u t objects you

see on the screen. A ScreenTip

information a n d additional H e l p r e s o u r c e s . F o r e x a m ple, you c a n access current Help topics a n d training for Office. T o c o n n e c t t o O f f i c e . c o m , y o u need t o be able t o access the Internet from your c o m p u t e r . O t h e r w i s e , y o u see only topics that are stored o n y o u r computer. Each p r o g r a m has its o w n H e l p w i n d o w

from

which y o u c a n find information a b o u t all o f the Office

is a b o x with descriptive text a b o u t a button, an object, or another element o n the screen. J u s t point t o a button

ScreenTip A box that appears with descriptive text about an element on the screen when you point to it.

or an o b j e c t t o display its ScreenTip. In addition t o the button's n a m e , a ScreenTip might include the button's keyboard shortcut if it has o n e , a description o f the c o m m a n d ' s function, a n d , in some cases, a link t o m o r e information so that y o u c a n press the F l key while the ScreenTip is displayed t o open the Help w i n d o w with

Help window A window in which you can access Help topics, templates, and training. Office.com A Web site maintained by Microsoft that provides access to the latest information and additional Help resources.

the relevant t o p i c displayed.

Chapter

9: Introducing

Microsoft

Office

2010

You can use the Type words to search for box without displaying the Table of Contents pane, results of your search will be displayed in the Help wind

Search Help.

D

Click the

Microsoft Excel Help button \Q\. T h e

of the window. If the Table of Contents pane is not

Problem? If the same list of topics appears in the right pane in the Help window as in the Table of Contents pane, you are not connected to the Internet. In this case, the Getting Started topic is the first topic in the Table of Contents pane.

A

open on the left side

c o m m a n d s and features as well as step-by-step instruc-

of the Help window,

tions for using them.

Show Table of Contents button

click the

are t w o ways t o find Help topics—the search

There

Excel

Help w i n d o w opens. N o t i c e the toolbar at the top

function and the topic list. T h e search function enables

#

you to search the Help system for a task or a topic you

on the t o o l b a r to

display the pane. See

need help with. You can click a link to open a Help topic

Exhibit 9 - 2 4 .

with explanations and step-by-step instructions for a specific procedure. T h e Table o f Contents pane displays

I In the Table o f C o n -

the Help system content organized by subjects and top-

tents pane, click the

ics, similar t o a book's table o f contents. You click main subject links t o display related topic links, and you click

Getting started with Excel link. Subtopics

topic links to display that topic in the Help window.

under this main topic appear.

Exhibit 9-24 Excel Help window with Table of Contents pane open

Excel Help

g]

* : ffl &

Table of Contents ^ Accessibility Activating Excel

A

^Analyzing data

click to expand topic and display subtopics fiflfe

y

M

click to start search of the Help system

Hide Table of Contents button n

- P Searcher-

Type words to search for box

Help and How-to

^Office

t*ng

downloads | images | templates

on worksheet data •matting

Getting started with Excel 2010

Geting started with Excel 2010 Use sparklines to show data trends Use slicers to filter PivotTable data Keyboard shortcuts

conversion and compatibility

^ F i l e management ^Filtering and sorting

Table of Contents pane

0

Search Support

rms and controls rmulas nction reference

Browse Excel 2010 support

:tting help

^ G e t t i n g started with Excel• .^Importing and exporting data

x

.^Macros .^Printing ^ S e c u r i t y and privacy .^Spelling and grammar .^Tables

Help topic content appears in this pane

Getting started with Excel topic

• Charts • Customizing • Formulas I • Function reference

Geting help Geting started Macros Worksheets see all

^Training courses All Excel

Chapter

%^ Connected to Office.com

9: Introducing

Microsoft

Office

2010

ERA

I In the s u b t o p i c list, click the Getting

Exiting programs after you ar done using them keeps your Windows desktop uncluttered frees up system resources, and being lost.

started with

Excel 2010 link. T h e right pane in the Help window displays t h e topic content. • Click in the Type words to

search for box, and

then

type enter data.

I Click the Search button arrow. T h e Search

menu

s h o w s the online and local c o n t e n t available. I If your c o m p u t e r is connected t o the Internet, click All Excel in the Content from Office.com list. If your c o m p u t e r is n o t connected t o the Internet, click

Excel Help

in the Content from this computer list.

dialog b o x opens asking w h e t h e r y o u w a n t t o save

I Click the Search button. T h e Help w i n d o w displays a list o f topics related to the keywords enter

the changes y o u made t o the w o r k b o o k . I f y o u click Save, the Save As dialog b o x w o u l d open,

data

and then Excel would exit after y o u finish saving

in the right pane. Y o u can use the vertical scroll b a r

the w o r k b o o k .

in the H e l p w i n d o w t o view all o f the topics.

i Click Quick start: Edit and enter data in a worksheet. T h e topic c o n t e n t is displayed in the Help window.

I Click Don't Save. T h e w o r k b o o k closes without

A

Problem? If you are not connected to the Internet, click Quick start: Enter data in a worksheet.

saving a copy, and the E x c e l p r o g r a m exits. T h e W o r d w i n d o w is visible again. I O n the R i b b o n , click the

button

to open Back-

I In the navigation bar, click Exit. Y o u a r e again

O n t h e H e l p w i n d o w title bar, click the Close

J

File tab

stage view.

|g—g3an) to close the Help

asked if you w a n t t o save the c h a n g e s y o u m a d e .

window.

I Click Save. T h e changes you m a d e since t h e last time y o u saved the document are saved, t h e d o c u -

loq.6

ment closes, and the W o r d p r o g r a m e x i t s .

Exiting Office Programs

hen you finish working with a program, you should exit it. As with many other aspects o f Office, you c a n exit programs with a button or a command. As you have seen, when you click the Close but-

Quiz Yourself 1.

develop a budget?

ton in the program window title bar and only one file is open in that program, the file closes and the program exits. You can also use the Exit command in Backstage view t o exit a program and close an open file in one step. If you haven't saved the final ver-

f

o<0

sion o f the open file, a dialog b o x opens,

asking whether you want t o save your changes. Clicking the Save button in this dialog b o x saves the open file, closes the file, and then exits the program.

W h i c h Office program w o u l d y o u c h o o s e t o

2.

H o w d o y o u start an Office p r o g r a m ?

3.

H o w is the R i b b o n organized?

4.

W h a t is Backstage view?

5.

W h a t is Live Preview?

6.

W h a t is a c o n t e x t u a l tab?

7.

W h e n does the M i n i t o o l b a r appear?

8.

W h e n you m a k e changes t o a file, and then attempt to close the file o r exit the program w i t h o u t saving, w h a t happens?

9.

Exit Office programs. Q|

O n the E x c e l title bar, click the

ln^^gj. Because

Close button

you haven't saved this file, a

H o w do you close a file without exiting the program?

1 0 . W h a t is Protected View? 1 1 . W h a t is the Clipboard?

Chapter

9: Introducing

Microsoft

Office

2010

1 4 . Close the M y N a m e file w i t h o u t exiting Power-

1 2 . H o w long does text stay on the Clipboard?

Point. Open the

1 3 . W h a t are ScreenTips?

My Name

file.

1 5 . Double-click your last n a m e , cut it, click in front

1 4 . Hcyw d o you open the H e l p window?

o f your first name, and then paste the text. 1 6 . M a k e W o r d the active p r o g r a m . Double-click your

Practice It

street name, and then c o p y it t o the Clipboard. 1 7 . M a k e Excel the active p r o g r a m , and then paste the

Practice It 9-1

copied text.

1.

Start Word, start E x c e l , and then start PowerPoint.

2.

M a k e PowerPoint the active p r o g r a m , and then

open the PowerPoint H e l p window. Find informa-

use the Z o o m slider to z o o m to 1 0 0 % .

tion a b o u t W o r d A r t . Close the Help window.

1 8 . M a k e PowerPoint the active p r o g r a m , and then

3.

Use the Z o o m O u t button to z o o m to 6 0 % .

1 9 . Exit PowerPoint, saving changes when asked.

4.

M a k e Word the active p r o g r a m , and then scroll

2 0 . E x i t Excel and W o r d w i t h o u t saving changes.

down to the b o t t o m o f the page. 5.

M a k e Excel the active p r o g r a m , and then m a k e the Data tab the active t a b .

6.

Practice It 9-2 1.

M a k e PowerPoint the active program. Click in the b o x labeled Click to add title, type your first and last name. Double-click your first name. O n the

In the Font group, open the F o n t C o l o r gallery. (Hint:

2.

8.

3.

Use Live Preview t o preview several colors, and 5.

t o open the F o n t dialog b o x . Use the F o n t style arb o x to change the size t o 3 2 . In the Effects section, select the All Caps check b o x . Click Apply.

6.

M a k e the Drawing Tools Format tab

Tools Format tab disappear from the Ribbon. 1 1 . M a k e Word the active p r o g r a m . Type your name and address on three separate lines. Click in the line containing your n a m e , and then use the on the M i n i t o o l b a r to center the

line o f text containing your n a m e . 1 2 . Save the W o r d file to the drive and folder where you are storing your files using the file name My

Contact Info. 1 3 . M a k e P o w e r P o i n t the active program. Save the P o w e r P o i n t file using the file n a m e My Name.

9: Introducing

Microsoft

Office

Start W o r d . Open the data file named

Stockholder

7.

Scroll down so you can see the large space between the body o f the letter and the signature

the active tab on the R i b b o n . M a k e the Drawing

Chapter

In the chart, click a blank area above the legend

located in the Chapter 9\Practice It folder.

block, and then click in the middle of this space.

1 0 . Click directly on the border of the b o x around Click

button

the drive

Clipboard.

r o w to change the font style to Italic. Use the Size

Center

Budget Totals to

and to the right o f the bars, and then copy it to the

In the Font group, click the Dialog B o x Launcher

to add subtitle.

Save the changed file as

and folder where you are storing your files.

(under Standard C o l o r s ) . 9.

Use a button in the F o n t group to add an Ice Blue Fill C o l o r to the top b o x .

4.

then change the c o l o r o f the selected text to R e d

Use a button in the F o n t group to make the text in the top b o x bold.

Use the ScreenTips t o identify the F o n t

C o l o r button.)

Budget

located in the Chapter 9\Practice It folder.

H o m e tab, in the F o n t group, click the Bold button. 7.

Start E x c e l . O p e n the data file named

2010

8.

Paste the chart you copied. (Hint:

It will be pasted

with orange bars.) 9.

Save the file as

Stockholder Letter

to the drive and

folder where you are storing your files. 1 0 . M a k e the Page L a y o u t t a b the active tab. In the Page Setup group, click the M a r g i n s button, and then click W i d e to change the margins. 1 1 . In the Page Setup group, click the Dialog B o x Launcher to open the Page Setup dialog b o x . M a k e the Layout tab the active t a b , and then use the Vertical alignment b o x in the Page section t o change the vertical alignment to centered.

1 2 . Close the S t o c k h o l d e r Letter file without exiting

5.

W o r d , saving changes when asked. E x i t both open programs.

6. 7.

On Your Own

2.

8.

4.

t o the drive and

C u t the selected text b o x f r o m the file. O p e n a new W o r d document, and paste the t e x t

Use the Bullets gallery to change the bullet symbols to c h e c k m a r k s .

O p e n the PowerPoint data file named Music lo-

9.

Use the appropriate button on the Page L a y o u t

cated in the Chapter 9\On Y o u r O w n folder.

tab to add a page border. In the dialog b o x t h a t

Click a n y w h e r e on the bulleted list, and then click

opens, click the 3 - D button in the Setting list.

directly on t o p of the dotted line border. 3.

Music Categories

you cut into the document.

On Your Own 9-1 1.

Save the file as

folder where you are storing y o u r files.

Use the F o n t button in the F o n t group on the

1 0 . Save the file as

Music List

to the drive a n d folder

where you are storing your files.

H o m e t a b t o change the font to Broadway.

1 1 . Exit Word.

Use the T e x t S h a d o w button in the F o n t group on

1 2 . E x i t P o w e r P o i n t without saving c h a n g e s .

the H o m e t a b to add a s h a d o w effect to the text.

capstone

|^^^^^^__

Windows 7 and Office 2 0 1 0: Organize Your Files 1. Develop an organization strategy for storing the files you create and work with. Consider various folder and subfolder structures and evaluate which one best fits your needs. Plan your approach for naming the files and folders so that you can easily remember their purposes. 2. Use Word to record your plan for organizing the files on your computer. a. List the types of files stored on your computer. b. Determine where to store the files: on your hard drive or on removable media. c Sketch the folders and subfolders you will use to manage your files. If you choose a hard drive as your storage medium, plan to store your work files and folders in a subfolder of the Documents folder. d. Save the file with an appropriate file name, and then close it. 3. Implement your organization strategy: a. Create or rename the main and subfolders you want to use for your files. b. Move and copy files to the appropriate folders; rename and delete files as necessary.

4. Create a backup copy of your work files by creating a compressed file of the folders and files, and then copying the compressed file to a removable medium, such as a USB flash drive. 5. Use Windows Help and Support to learn about the Sync Center and how to use it. 6. Use Word to record information about what the Sync Center is and when you would use it. Save the file with an appropriate file name in the appropriate folder according to your plan. 7. Open the Sync Center, and then copy and paste an image of the Sync Center window to your document. a. Press and hold the Alt key as you press the Print Screen key to copy an image of the active window on your screen—in this case, the Sync Center window—to the Clipboard. b. Make the document about Sync Center the active window. c. With the insertion point on a blank line below the text you typed, paste the contents of the Clipboard. d. Save the file, and then close it.

Chapter

9: Introducing

Microsoft

Office

2010

WEB APPLICATIONS

^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^

Saving a File to Windows Live SkyDrive Often the purpose of creating a file is to share it with other people—sending it attached to an email message for someone else to read or use, collaborating with others on the same document, or posting it as a blog for others to review. Windows Live SkyDrive is an online workspace provided by Microsoft. All you need to access your workspace on SkyDrive is a Windows Live ID. When you are working in Word, Excel, and PowerPoint, you can click Save to Web on the Save & Send tab in Backstage view to save the current file directly to a folder on your SkyDrive. (You cannot save to SkyDrive from Backstage view in Access.) Exhibit 9-25 shows the Save to Web options on the Save & Send tab in Backstage view of Word before the user is signed in. Exhibit 9-26 shows the Save & Send tab in Backstage view in Excel after signing in to SkyDrive. You can also access your SkyDrive by opening a browser window, and then going to www.windowslive.com. After you sign in to your Windows Live account, click the Office link at the top of the window. You can choose to share access to the folders on your SkyDrive. If you do, the people to whom you grant permission can open the folders you share, and then access, view, and download the files stored in those folders. To do this, you need to work in a browser. Exhibit 9-27 shows a SkyDrive account in a browser window with both a private and a shared folder. Note: SkyDrive and Office Web Apps are dynamic Web pages and might change over time, including the way they are organized and how commands are performed. The steps and figures shown here were accurate at the time this book was published.

Exhibit 9-25 Save to Web options in the Save & Send tab in Word

Save to Windows Live SkyDrive Save to Web to access this document from any computer or to share it with other people. Learn more about Windows Live SkyDrive Sign in with: Windows Live ID (Hotmail, Messenger, XBOX Live)

Sig Sign up for Windows Live SkyDnve

Chapter

9: Introducing

Microsoft

Office

2010

Exhibit 9-26 Save & Send tab in Excel after signing in to SkyDrive ' ^^mm\\%m\Wm\^mm\Wm%\W^^^^^ ^ ^ ^^ ^ B^o\d^"Microsoft m

m

Home A

Save

Qt

Save As

^

Open

Insert

Page Layout

Formulas

m

m

Data

Save & Send

m

r

Review

Exc

View

Save t o W i n d o w s L i v e S k y D r i v e Save to Web to access this document from any computer or to share it with other people.

u

^ ij

Send Using E-mail

Save to Web selected Save to SharePoint File T y p e s Change File Type

Create PDF/XPS Document

Save & Send tab

•I Save As

you might not see a Public folder on your SkyDrive

1

J

Exhibit 9-27 SkyDrive account in browser window /9 Your SkyDrive - Windows Live - Windows Internet

Chapter

9: Introducing

Microsoft

Office

2010

W o r d 201 o

Creating a Document Learning Objectives

Introduction Microsoft Word 2010

After studying the material in this chapter, you will be able to: (or simply

Word)

is a word-processing program

used to enter, edit, and change the appearance o f text. Using W o r d , you can create all types o f d o c u m e n t s and m a k e them attractive and easy to read. In addition t o creating documents that include text, you can create and insert tables and charts in documents, and insert photos and drawings created in other p r o g r a m s . In this chapter, you'll learn h o w to enter and edit text in docu-

LO10.1 LO10.2 LO10.4

tools in W o r d to check the spelling and g r a m m a r in a document, and learn h o w to preview and print documents.

LO10

loio.i Entering Text

LO10.8 LO10.0

W

hen you w o r k in W o r d , you can customize the workspace to

suit your w o r k style. O n e thing you can do is show or hide

nonprinting characters in your documents.

Nonprinting characters

Undo and redo actions

LO10 .3 Create documents based on existing documents

LOlO.5 LOlO.6

ments. You will also learn h o w to change the way text and paragraphs look to m a k e a d o c u m e n t easier to understand. You'll also learn to use

Enter text

Select text Edit text Format text

.7 Format paragraphs Copy formats Find and replace text

LO10

. I O Check spelling and grammar

LO10

. I I Preview and print documents

are

characters that do not print and that control the way the document l o o k s . For example, the % c h a r a c t e r marks the end o f a paragraph, and the • character marks the space between words. It is helpful to display nonprinting characters so you can see whether you have typed an extra space, ended a paragraph, and so on. T h e first time you start W o r d , nonprinting characters are not displayed. To show t h e m , you click the Show/Hide ^ button in the Paragraph group on the H o m e t a b . If you exit W o r d

Microsoft Word 2010 Word

Application software used to create and format documents. nonprinting character A character that does not print and that controls the format of a document.

and nonprinting characters are displayed, they will appear again the next time you start W o r d . T o hide nonprinting characters, click the Show/ Hide 1 button to toggle it off. Another helpful tool in Word is the ruler. To display a horizontal ruler along the top of the workspace and a vertical ruler

Chapter

10:

Creating

a

Document

y Business Images/Shutterstock.com

People use Microsoft Word to create all types of documents for both professional and personal use, including letters, risumts, newsletters, brochures, flyers, faxes, and more.

along the left side o f the workspace, click the View Ruler button at the top o f the verti cal scroll bar o r select the Ruler check b o x in the Show group on the View t a b . Finally, y o u c a n adjust the z o o m level t o m a k e it easier t o read text o r see a n entire page at o n c e . As with any Office p r o g r a m , you can use t h e Z o o m slider on the right end o f the status bar. But W o r d also includes several preset z o o m settings that you c a n click in the Z o o m group o n the View t a b , including O n e Page, t o display an entire page in the w o r k s p a c e , a n d Page W i d t h , which widens the d o c u m e n t t o the width o f the d o c u m e n t window.

Save Your Files Remember to save your files to the drive and folder where you are storing the files you create as you complete the steps in this book. Also, be sure to save frequently as you go.

the document windo with nonprinting characters displayed, rulers visible, and the zoom level set to P a Width (unless specified otherwise). Chapter

10:

Creating

View tab. In the Z o o m Page Width b u t t o n . T h e width o f

I O n the R i b b o n , click the group, click the

Start Word and set up the document window. I Start Word. Word

the page changes to m a t c h the width o f the document window.

^ Tip: To create a new, blank document when Word is already running, click the File tab, in the navigation bar click New, and then, with Blank document selected on the New tab, click the . .. Create button in the . ,. pane on the right.

starts and displays a blank document. I If the Word program window is not maximized,

Maximize button , , I If the rulers are n o t ' . , , . displayed along the ,, .f , click the

lizl r

top and left sides or

| Click the

Show/Hide 11 button

In the Paragraph group, click the

[1[] if it is not already selected. ([if]).

When it is selected, it toggles on and is orange I O n the Q u i c k Access T o o l b a r , click the

button f£j-

Save

Because this is the first time this

document has been saved, the Save As dialog b o x opens with the temporary file n a m e selected in the File name b o x .

I Type Letter t o replace the t e m p o r a r y file name in the File n a m e b o x .

the window, at the top o f the vertical scroll bar, click the

Home tab.

( N a v i g a t e t o the drive and folder where you are

View Ruler

saving the files you create as you complete the

button

steps in this b o o k . I Click Save. C o m p a r e your screen to Exhibit 1 0 - 1 .

Exhibit 10-1 Word window with rulers and nonprinting characters displayed at Page Width zoom file name in title bar g e Layout - 11 '11

• A* " A

B / U ' ik

x'

Calibri (Body) Calibri (Body)

Home tab

X,

Font

References A' A

A*'

pjj^J

Mailings

Review

% "Q

View tab Vie

1

AaBbCcDc

AaBbCi

AaBbCc

U N o Spaci...

Heading 1

Heading 2

-

^

n

g

c

ri

\ Show/Hide 11 button

status bar

controls

uttons

T P a g e . 1 of 1 I W o r d s : 0 ,

l | 3

I

U4%

a

Entering Text

c o m m o d a t e the text. If you m a k e errors as you type, you

To enter text in a Word document, simply start typing. T h e characters you type appear at the insertion point. As you type, the text wraps to new lines as needed to ac-

can press the Backspace key, which deletes the characters and spaces to the left of the insertion point one at a time. You can also press the Delete key, w h i c h deletes characters to the right o f the insertion point one at a time. When

ON T H E J O B

^ ^ ^ ^ ^

you press the

Enter

key, a new p a r a g r a p h is created. A paragraph in W o r d c a n be sev-

Block Style Business Letters

eral lines, o n e line, o r even one

One of the most common types of documents is a block style business letter. In the block style, each line of text is left-aligned—that is, it starts at the left margin. In other words, the inside address, the date, and the closing are all left-aligned, and the first line of paragraphs is not indented. To show when a new paragraph starts, a blank line is added between each paragraph. The block style is probably the easiest style to use when creating any Word document, and has become very common in many businesses. The accompanying figure shows the parts of a block style letter.

w o r d . F o r e x a m p l e , the heading for this section,

Entering

Text,

would be a p a r a g r a p h in a W o r d document.

ACTIVITY Enter text. M o v e the pointer into the w o r k s p a c e . T h e pointer changes t o J .

return address (do not include if letter is printed on letterhead)

1107 Park St. Chicago, IL 6060lJ October 25, 2014 <

date

Press the

inside address

4— Enclosure 4 -

four

to the left o f the insertion point, Ave.,

I've enclosed a copy of my resume, which details my coursework and other job experience. I also enclosed the flyer I produced for the convention. I look forward to the opportunity to speak with you. You can reach me at the address at the top of this letter, by phone at 312-555-4995, or via email at [email protected].

+

Backspace key

times. T h e f o u r c h a r a c t e r s

Larry Cohen told me that you are looking for a new assistant. I would like to apply for the position. With my experience as an intern for Sanford Industries, I have developed strong skills in market research and analysis, and I believe that I would be a valuable asset to your team.

Sincerely,

the screen, a n d the p a r a you type.

salutation

Thank you for your consideration.

text you typed appears on graph m a r k m o v e s right as

Mabel Wong, Marketing Coordinator Gillespie Manufacturing 132 South Canal St. Chicago, IL 60601 Dear Ms. Wong:

Q| Type 1107 Parker Ave. T h e

complimentary close extra space for signature

are deleted.

Type St. (including t h e period).

Q|

Press the

Left Arrow key

six

times. T h e insertion point moves six c h a r a c t e r s to the left a n d is positioned between the k and the e in Parker.

Press the

Delete key

twice.

T h e t w o c h a r a c t e r s t o the right o f the insertion point are deleted.

signature line

indicates the letter has something accompanying it if someone other than the person who signed the letter typed it, the typist's initials go here in all lowercase

ommend includin dditional space between the date an the inside addre

Inserting the Current Date You can quickly insert the current date into a document in a variety of formats. Position the insertion point in the location where you want to insert the current date in the document. Click the Insert tab, and then in the Text group, click the Date & Time button to open the Date and Time dialog box. A variety of date formats are listed in the Available formats box. Click the format you want to use. If you want the current date to appear every time you open the document, select the Update automatically check box. If you want the date to remain unchanged, deselect the Update automatically check box. Click OK to close the dialog box and insert the current date in the format you specified.

Date and Tme Friday. October 24. 20 H October 24, 2014 10/24/14 2014-10-24 24-Oct-14 10.24.2014 Oct. 24, 14 24 October 2014 October 14 Oct-14 10/24/2014 10:19 A M 10/24/2014 10:19:55 A M 10:19 A M 10:19:55 A M 10:19 10:19:55

V%

Press the

Enter key.

T h e i n s e r t i o n p o i n t m o v e s to a

new line, creating a n e w paragraph. ^^Type

Chicago, IL 60601 a n d then press the Enter

key. A third paragraph is created.

HI |Engieh(U.S.)

0

select format you want to use select to update the date every time the document is opened Update automaticalv Cancel

Set As Qefeult

Q | Click after St. T h e insertion point appears at the end o f the line.

Language:

formats:

Av,

ACTIVITY Insert the date with AutoComplete.

DP

Type

Octo (the first

four letters of O c t o b e r ) . A

ScreenTip appears above the letters, as shown in Exhibit 1 0 - 2 , suggesting

as the complete

October

w o r d , and instructing you t o press the Enter key to complete the w o r d .

Inserting a Date with AutoComplete

Q ) Press the Enter key. T h e rest o f the w o r d

W h e n you insert dates, y o u c a n take advantage o f AutoComplete, a feature t h a t a u t o m a t i c a l l y

October

is inserted in the document.

inserts

dates a n d other regularly used items. T o insert the date with A u t o C o m p l e t e , type the first four c h a r a c ters o f all months e x c e p t M a y , J u n e , and July, a n d a ScreenTip appears telling y o u t h a t y o u c a n press the

Exhibit 10-2 AutoComplete suggestion for a month name

|V

Enter key t o insert the m o n t h n a m e into the d o c u m e n t . If y o u w a n t t o type s o m e t h i n g o t h e r than the m o n t h

Home

Insert

Page L a y o u t

Calibri (Body)

to use the A u t o C o m p l e t e feature, simply c o n t i n u e typ-

B / 9 • IU x, x'

ing a n d the ScreenTip will disappear. I f y o u type the current m o n t h — a n d it is n o t M a y , J u n e , o r J u l y — t h e n

*

11

References

Mailings

- A* a' Aa'

n a m e suggested in the S c r e e n T i p , o r if y o u don't w a n t

~

Revie

«7=* 4

*&

W\ Paragrj

Clipboard

a n o t h e r ScreenTip appears after y o u press the Spacebar,

instructing you t o press t h e E n t e r key t o insert

the current date in t h e f o r m

MMMM

example, October 2 4 , 2 0 1 4 ) .

AutoComplete A feature that automatically inserts dates and other regularly used items.

dd,

yyyy

(for

ScreenTip

1107-Park-st.m

first

paragraph

Chicago.^606011], [October (Press ENTER to Insert)]

OctoH

second paragraph

I Press the Spacebar. If the current m o n t h is

| Press the Spacebar. T h e i n c o r r e c t capitalization is automatically corrected.

O c t o b e r , a n o t h e r ScreenTip appears displaying the current date.

| Type Ms. Wong: and then press the Enter key.

(Type 25,2014 and then press the Enter key.

| Type

Correcting Errors as You Type

and then press the

Spacebar. T h e

corrected.

T h e AutoCorrect feature automatically corrects certain

| Type

misspelled w o r d s and typing errors. F o r e x a m p l e , if

your Web site,i

and then press t h e

Spacebar.

T h e capitalization o f the w o r d J is c o r r e c t e d . In

you type teh instead o f the, as soon as y o u press the

the n e x t step, watch as A u t o C o r r e c t c o r r e c t s the

S p a c e b a r o r t h e Enter key, A u t o C o r r e c t changes it t o

misspelled w o r d you when y o u press t h e Spacebar.

the. A u t o C o r r e c t also fixes capitalization errors, includ-

) Type

ing c h a n g i n g t h e first character in the first w o r d o f a

understand that yuo

a n d then press the

Spacebar. T h e misspelled w o r d a u t o m a t i c a l l y cor-

sentence t o a n uppercase letter.

rects t o you. In the next step, w a t c h as A u t o C o r -

Additionally, printed publications usually include

typographic characters, which

from

capitalization o f the first w o r d in t h e sentence is

rect corrects the misspelled w o r d

are special characters n o t

assistant

when

you type the period.

included o n t h e standard keyboard and that appear in professionally prepared documents. T h e A u t o C o r r e c t

) Type are looking for a new assisstant.

feature a u t o m a t i c a l l y converts some standard c h a r a c -

} Press the Spacebar, and then type

ters into t y p o g r a p h i c characters as you type. F o r e x a m -

i would like to

apply for the position.

ple, A u t o C o r r e c t changes (c) t o the standard copyright symbol © as s o o n as you type the closing parenthesis.

| Press the Spacebar, and then type

E x h i b i t 1 0 - 3 lists some o f the other c h a r a c t e r c o m b i n a -

at [email protected].

tions that A u t o C o r r e c t automatically converts t o typo-

You can reach me

a n d then press the

Enter key. A u t o C o r r e c t changes t h e email address

graphic c h a r a c t e r s .

you typed t o blue and underlined, a n d changes it to a hyperlink. See E x h i b i t 1 0 - 4 .

Exhibit 10-3 Common typographic characters inserted with AutoCorrect

Right-click the cut menu, click

hyperlink. O n the shortRemove Hyperlink. T h e

text is changed t o o r d i n a r y black t e x t and is n o longer a hyperlink.

Type

AutoCorrect converts to

em dash

word-word

word—word

smiley

:)or:-)

©

o f the document, a n d then type I gained experience working at Sanford Industries.

copyright symbol

(c)

©

trademark symbol

(tm)

TM

registered trademark symbol

(r)

ordinal numbers

1st, 2nd, 3rd, etc.

®

fractions

1/2,1/4

arrows

--> or <--

To insert this symbol or character

( D o n o t type the p e r i o d . ) In the n e x t step, watch as A u t o C o r r e c t changes characters t o a s y m b o l .

1 , 2 , 3 , etc. st

Click in the blank p a r a g r a p h a t the end

nd

% VA

rd

Type (r). As soon as y o u type the closing parenthesis, the c h a r a c t e r s (r) changed to the registered t r a d e m a r k s y m b o l ® , and the symbol is c h a n g e d t o a superscript. Type . (a period). See E x h i b i t 1 0 - 5 .

ACTIVITY Use AutoCorrect. I Press the Enter key t o insert a blank paragraph, and then type DEar. M a k e sure you type this w o r d

AutoCorrect A feature that automatically corrects certain misspelled words and typing errors. typographic character A special character not included on the standard keyboard that appears in professionally prepared documents.

with the t w o uppercase letters as shown here.

Chapter

10: Creating

a

Document

Exhibit 10-4 AutoCorrected text in document Letter - Microsoft W o r Home

Insert

jB *

Page Layout

~|u - A"

References A'

Mailings

y

3:

fj

two initial uppercase letters corrected

capitalization of first word in sentence corrected

Font

View

IE - IE - tfc zlAaBb(5 CcDc AaBbCcDc AaBbCi A aBbC ^ m s ^ := _

-j

Aa-

* . a. Clipboard

Review

ft

iW

I N o Spaci...

I Normal

r_

Heading 1

Heading 2

-

Paragraph

1107ParkSt.H capitalization of the word / corrected Chciago,-tL-60601H October-24-,201411 H ar-M ja FDroem -yosu.-W r-Wonegb:H -site/lunderstand-that-youare-looking-for-a^^ positon.You-canTeach-me-at-s [email protected] I

spelling of corrected

email address formatted as a hyperlink

- calibri (Body)

1

J

Parte

B

I

U

-11

- _b«

x.

'A^A' - ^

x

Aa'

%

- A_ -

1= » }= _E

W

~

T

M

V {=-

>

Paragraph

Clipboard

•

?F zl A_F) aBbCcDc * _

*

I Normal

Heading 1 AaBbCcDc AaBbG

I N o Spaci...

Styles

C

assistant

registered

trademark symbol j Chapter

AaBbCc Heading 2 y

LB i Find • e

- Change * Styles -

Replace

* Select Editing •

1107-Park-St.H Chciago,IL-60601H October-24-,201411 11 Dear Ms. Wong :U From-your-Web-sitMunderstand-thatYou-are-lookingfora^^ [email protected] hyperlink formatting l-gained-experience-workingat-Sanfordlndustriesstri® .11 es^. removed M

Change

Sites' *Editing Select'

Styles

Exhibit 10-5 Text entered in document

—>

Find •

i n Replace

10:

Creating

a

Document

M

Customizing AutoCorrect

the

When AutoCorrect changes a word, you can point to the corrected word to make the AutoCorrect symbol [=i| appear. When you point to the symbol, it changes to the AutoCorrect Options button [pj], which you can then click to undo the AutoCorrection or instruct AutoCorrect to stop making that particular type of corChange back to "ten" Stop Automatically Correcting "teh rection. For example, if AutoControl AutoCorrect Options... Correct fixed the spelling of a word, the menu choices would be to change the text back to its original spelling or to stop automatically correcting that specific word. If you click Control AutoCorrect Options, the AutoCorrect dialog box opens with the AutoCorrect tab selected. You can deselect AutoCorrect options, review the list of misspelled words that will be automatically corrected, or add words that you frequently misspell to the list.

O n the Q u i c k Access Toolbar, click the

button f£_|. T h e changes

Save

you made to the docu-

A u t o C o r r e c t : E n g l i s h (U.S.)

Mah t AutoCorrect AutoFormat As You Type [7] Show AutoCorrect Options butons [7j Correct TWo DNrbal CAptab 2] Caprtabe first letter of sentences H Capitalize first letter of table cek 23 Capitalize names of days 2 Correct accidental usage of cAPS LOCK key / Replacetextas you type Replace: With: % Plan text ~o".'2tTen ' tod rr

(e) (r) M

e

]

:(

#

-

•

0 Automatkaly use suggestions from the spefeng checker

Exhibit 10-6 Symbols gallery

m e n t are saved.

Inserting Symbols

| AHI 3 Q ' Jk Signature Line 4 WordArt Date & Time Text •jtf Object Tiber" Box" = Drop CaT pext ukk P a r t s

Sometimes y o u will w a n t to insert a typographic character n o t automatically entered with A u t o C o r r e c t . T o do this, y o u c a n use the Symbol button in the Symbols group on the Insert t a b . If the symbol you w a n t t o use appears in the Symbol gallery, simply click it to insert it. If the s y m b o l doesn't appear there, click M o r e Symbols to open the S y m b o l dialog b o x , scroll to find the symbol you w a n t t o use, click the symbol, click Insert, and then

a p it o £7 More Symbols..

you might see different symbols in the gallery

close the dialog b o x .

ACTIVITY

I B e l o w the gallery, click

In the body o f the letter, in the first paragraph, click after the period at the end o f the second

Spacebar.

position.), and then

press the

]P Type I've enclosed a copy of my r. ( D o not type the period.)

V%

Ribbon, click the Insert t a b . In the Symbols click the Symbol button. T h e Symbols gal-

On the

group,

Symbol

dialog b o x opens.

Insert symbols.

sentence (after

More Symbols. T h e

lery o p e n s . See E x h i b i t 1 0 - 6 .

I Scroll through the list o f symbols t o see the types o f symbols you c a n insert. I Click the

Font arrow, scroll to the b o t t o m o f the Wingdings. T h e s y m b o l s c h a n g e

list, and then click

to display the symbols in the Wingdings f o n t . I Click the Special Characters tab. A list o f special characters appears, including the paragraph symbol. ) Click the

Symbols tab, click

the

Font arrow, scroll to (normal text).

the top o f the Font list, and then click

Subset arrow, and then click Latin-1 Supplement. T h e list scrolls t o display the first r o w

Type a period.

Click the

Save the document.

in the Latin-1 Supplement subset. Click the

down scroll arrow [•] three

times t o scroll

the list three r o w s . L o w e r c a s e symbols appear in

Undoing and Redoing Actions LOIO 2

the bottom row. See E x h i b i t 1 0 - 7 .

Exhibit 10-7 Symbol dialog box Special ^ Symbols

^

^

^

Y

ou c a n

—

undo

(or reverse) the last thing

you did in a d o c u m e n t . T o do this, click y the U n d o b u t t o n o n the Quick Access

Speoal Characters

Toolbar. T o redo, o r restore your origi-

Subset arrow

Font:

Symbols tab

nal change, use the R e d o button, which '

reverses the a c t i o n o f the Undo button (or redoes t h e u n d o ) . T o undo more

than your last action, y o u c a n continue to click the U n d o button, o r y o u c a n click the U n d o button

C h a r a c t e r c o d e : 00D0

Latin Capital Letter E t h AutoCon-ect..

Shortcut Key..

your list of recently used symbols might differ

frorn:

Unicode ( h e x )

click this symbol

S h o r t c u t k e y : Ctrl+',Shrft-tf)

click to insert selected symbol

arrow

o n the Quick

Access

Toolbar. T h i s opens a list o f your recent actions in the order you completed them, with the m o s t recent action at the top o f the list. Y o u c a n click any action

Cancel

in the list t o undo it a n d all the actions above it in the list—in other w o r d s , every action you completed after the action y o u clicked. T h e R e d o button does n o t always appear.

In the fourth r o w o f symbols, click the

e symbol, and then click Insert. T h e symbol is inserted in the document. (Drag the dialog

Sometimes, the R e p e a t button appears in its place. If

^ T i p : If the dialog box is covering the inserted symbol, you can drag the dialog box out of the way by its title bar.

the R e p e a t button appears a n d is n o t dimmed, you c a n click it t o repeat the m o s t recent action.

Undo and redo actions.

b o x by its title bar

O n the Quick Access

to move it out o f the way, if necessary.)

Toolbar, point t o

In the dialog b o x , click

Close.

A

the Undo button f*j]. The ScreenTip Undo

Typing (Ctrl+Z)

Type sum. O n the Insert t a b , in the Symbols group, click the

Symbol button. T h e e symbol

appears in the gal-

lery now.

appears. If you click the button, you will undo the most recent typing action. T h e

In the gallery, click the e symbol. T h e gallery closes

button t o the right

and the symbol is inserted in the document.

of the Undo button

Problem? If the Undo Typing (Ctrl+Z) ScreenTip does not appear, select and then retype the last sentence in the Letter document that you created in this chapter. Then repeat Step 1.

is the Repeat button ffl). It is dimmed because you

undo To reverse the last action completed in the document. redo To restore the original change that was just undone.

can't repeat the most recent action.

Undo button resume is removed,

) Click the after

T h e period you typed and the R e p e a t button

changes to the R e d o button [(*].

Chapter

10:

Creating

a

Document

6 quickly undo the most recent action, press the Ctrl+Z to quickly redo the most recently undone action, press the Ctrl+Y

I In the list, click Typing

experience

immediately a b o v e working

at Sanf

ord

. . . ". T h e list closes and t h e a c t i o n you

Indu

k e y s ;

"I gained

AutoCorrect

c l i c k e d — t h e A u t o C o r r e c t a c t i o n t h a t changed (r) to ® — a s well as all the actions y o u p e r f o r m e d after that action are undone. T h i s m e a n s the sentence you typed about enclosing y o u r resume is deleted, and the period after the registration m a r k is removed.

Redo button

Point to the

§F]. T h e ScreenTip indicates

that you can redo the typing that you just undid.

J

Undo button

Point t o the Symbol

(Ctrl+Z)

J|.

T h e ScreenTip

name.

Undo

appears. Inserting a symbol was

the a c t i o n performed immediately prior t o typing the period. Click the

Undo button

J|.

O n the Q u i c k Access Toolbar, point t o the

button

T h e changes you m a d e t o the d o c u -

Close. T h e

File tab.

In the navigation

d o c u m e n t closes.

Redo

T h e ScreenTip—Symbol—identifies the

L O o iC r e a n t ig D o c u m e n s tB a s e d on E x s it n ig D o c u m e n s t 3

]JP Click the Redo button Hj. T h e action you just undid—inserting the e s y m b o l — i s redone and the e s y m b o l reappears.

W

hen y o u create a new d o c u m e n t , y o u c a n start

O n the Q u i c k Access Toolbar, click the

Undo

j*) H T h e list o f actions you have

button arrow

button

Save

m e n t are saved.

pane, click

action you c a n redo.

^

O n the Q u i c k Access Toolbar, click the

O n the R i b b o n , click the

T h e symbol that you

inserted is removed from the d o c u m e n t . ^

Click at the end o f the last sentence in the b o d y o f the letter, press the Enter key, and then type y o u r

c o m p l e t e d appears. See E x h i b i t 1 0 - 8 .

with a n e w blank d o c u m e n t as y o u did w h e n

you started typing the letter, o r y o u c a n start with an existing d o c u m e n t . F o r e x a m p l e , if y o u saved a n d closed a d o c u m e n t , you can re-open t h a t d o c u m e n t and continue w o r k i n g on it. If you simply open a d o c u m e n t ,

Exhibit 10-8 Undo button menu

m a k e changes, and then save the d o c u m e n t , the original d o c u m e n t is modified. If you w a n t t h e original document t o remain unchanged, you c a n c r e a t e a new docu-

Symbol ^|L

T y p i n g sum"

C o

J

B

la~

S

y

m

b

0

ment based on the original d o c u m e n t .

Undo button arrow

'

T y p i n g "ve e n c l o s e a c o p y o f m y r' AutoFormat

list of actions on your menu might differ slightly

Typing I " 1

T y p i n g ".*

AutoCorrect action that changed (r) to ®

AutoCorrect 4 T y p i n g "I g a i n e d e x p e r i e n c e w o r k i n g at Sanf o r d I n d u . . . Remove Hyperlink AutoFormat T y p i n g w o u l d like t o a p p l y f o r t h e p o s i t i o n . Y o u can... AutoCorrect Typing * i*

• J !

1

Using the Save As Command O n e way t o create a new d o c u m e n t based o n an existing d o c u m e n t is t o use the Save A s c o m m a n d . W h e n you open a document a n d then save i t with a n e w n a m e , you create a copy o f the original d o c u m e n t . Any changes you m a k e t o the copy will n o t affect the original d o c u m e n t .

AutoCorrect Typing are looking f o r a n e w assisstant' AutoCorrect Typing understand that y u o ' AutoCorrect T y p i n g y o u r W e b site, i

Use Save As to create a new document based on an existing document.

AutoCorrect

Cancel

On the R i b b o n , click the

File tab.

In the navigation

bar, click Open. T h e O p e n dialog b o x appears.

Chapter

10: Creating

a

Document

Using the New from Existing Command

You can change the location of the document you are saving.

Another way to create a copy o f a document is to use the N e w from existing command. Unlike using the Save As command, where you open the original document and then create a copy by saving it with a new name, the N e w

| Navigate to the drive a n d folder containing the

from existing command opens a copy o f the document as a

Chapter 10\Chapter folder included with your data

new document. T h e name in the title bar of the copy is the

files.

temporary file name Word assigns to new documents— Document—followed by a number. This method is a little

(Click Resume, and then click Open. T h e file Resume opens in the d o c u m e n t window. T h e file name appears in the title bar.

\ On the R i b b o n , click the File tab. In the navigation bar, click Save As. T h e Save As dialog b o x opens. I In the File name b o x , type Resume Final. If necessary, navigate t o the folder in which you are saving your files. | Click Save. T h e file is saved with the new n a m e .

safer than using the Save As c o m m a n d because the original document remains closed and unchanged.

ACTIVITY Create a new document based on an existing document. ^ Tip: To open a recently ) O n the R i b b o n , click used document, click the File tab. In the navthe File tab, in the igation bar, click New. navigation bar click T h e N e w t a b appears Recent, and then click in Backstage view. See a document in the list. Exhibit 1 0 - 9 .

Ex!hibit 10-9 New tab in Backstage view File tab Home id Save

Insert

Page Layout

1

Mailings

you might see a short list of recently used documents here

Available Template

t£ Save As &

References

Blank d o c u m e n t

QH m o e

Open

i f Close

n I o f R e c n t /

New from existing button

Blank document

c O o c m e .if f T e m e a s p t l S a v e n e d H p e l &S Agendas

Award certificates

Brochures

Budgets

Business cards

ii

|jj Options

O Exit

New selected

Contracts

Calendars

Design slides

Diagrams

Envelopes

Expense reports

Faxes

•

Create

J§ @ ||] ^ lJ §j Fryers

Gift certificates

Inventories

Invitations

Letters

Lists

Memos

^T——

IP mii

i r 1= ^ k|

Greeting cards

}

"1

Forms

Job

H#»«rrintinn«;

Chapter

10: Creating

a

Document

Labels

I In the Available Templates section, click the New

from existing button. T h e N e w from Existing D o c u m e n t dialog b o x opens. It is very similar to the O p e n dialog b o x . N o t i c e that the c o m m a n d b u t t o n n e x t t o Cancel is O p e n . ) In the C h a p t e r 10\Chapter folder, click the data file

Letter2. T h e

Open c o m m a n d button n e x t t o

C a n c e l changes to Create N e w . I Click

Create New.

The

dialog b o x closes and a copy o f the Letter2 file is created. T h e temporary file name Document 1 appears in the title bar of the new document.

A

Problem? The red, blue, and green wavy lines under some of the words indicate intentional errors in the document. Ignore them for now.

I Save the document as Cover Letter.

LO10.4

S

S e l e c t i n gT e x t

electing text is one o f the m o s t frequent actions you will perform as you w o r k in W o r d , as well as

the other Office programs. In fact, it's the first step in m a n y tasks y o u can perform in a file. F o r e x a m p l e , y o u need to select text before you c a n m o v e it t o a n e w position in a d o c u m e n t . You also need t o select t e x t before you c a n change its appearance. T h e r e are m a n y ways t o select t e x t in a d o c u m e n t , as described in E x h i b i t 1 0 - 1 0 . Y o u c a n select t e x t with the mouse o r the keyboard. T o select t e x t with the m o u s e , you press and hold the m o u s e b u t t o n , drag across a block o f text, and then release the m o u s e butt o n ; you double- o r triple-click it; o r y o u position the pointer in the

selection bar—the

white space in the left

m a r g i n — s o that the pointer changes t o

a n d then

click o r drag. T o select text using the k e y b o a r d , y o u press and hold the Shift o r Ctrl key, a n d then press o n e o f the a r r o w keys to extend the selection in the direc-

Using Templates A template is a file that contains instructions for changing the appearance of text and graphics, and often sample content, to guide you as you develop your own content. Word comes with templates that you can access by clicking the Sample templates button on the New tab in Backstage view. You can also use one of the many templates provided free of charge to Microsoft Office users on Office.com. To open one of these from Word, open the New tab in Backstage view, and then, in the Available Templates section, click a template category in the Office.com Templates to display the templates in that category. Click the template you want to use, and then click the Download button. Finally, you can create custom templates, such as company letterhead or memos, by saving a document as a template. To do this, in the Save As dialog box, click the Save as type arrow, and then click Word Template. When you open a template, you open a copy of the template as an unnamed document, not the template file itself (similar to the New from existing command).

tion o f the a r r o w key. Y o u c a n also use the m o u s e plus the Shift and Ctrl keys to select t e x t . W h e n t e x t is selected, it is highlighted in light blue. T o deselect t e x t , click anywhere in the d o c u m e n t o r press an a r r o w key.

ACTIVITY Select text. fj^ In the Cover Letter d o c u m e n t , in the return address o f the letter, in the first p a r a g r a p h , doubleclick the w o r d Park. T h e w o r d a n d the space following it are selected, indicated by the blue highlight. See E x h i b i t 1 0 - 1 1 . I Click anywhere in the d o c u m e n t except on the word Park. T h e w o r d is deselected. I In the body o f the letter, in the first

^ T i p : As you select text as you work through the steps in this book, refer back to Exhibit 10-10 for the different selection methods you can use.

line, double-click

template A file that contains formatting and sometimes sample content.

ting comman and PowerPoint as

selection bar The white space in the left margin of a document that you can use to select text.

Chapter

10: Creating

a

Document

Exhibit 10-10 Methods for selecting text Mouse and keyboard

To select

Mouse

Keyboard

A character

Click before the character, and then drag over the character

Move the insertion point to the beginning of the word, press and hold the Shift key, and then press the Right Arrow key

A word

Double-click the word

Move the insertion point to the beginning of the word, press and hold the Ctrl+Shift keys, and then press the Right Arrow key

Aline

Click $ in the selection bar

Move the insertion point to the beginning of the line, press and hold the Shift key, and then press the Down Arrow key

Multiple lines

Click $ in the selection bar, and then Move the insertion point to the beginning of the first line, press and drag up or down hold the Shift key, and then press the Down Arrow key until all the lines are selected

A sentence

Click at the beginning of the sentence, and then drag until the sentence is selected

A paragraph

Double-click $ in the selection bar, or triple-click at any location within the paragraph

Move the insertion point to the beginning of the paragraph, press and hold the Ctrl+Shift keys, and then press the Down Arrow key

Multiple paragraphs

Double-click $ in the selection bar, and then drag up or down

Move the insertion point to the beginning of the first paragraph, press and hold the Ctrl+Shift keys, and then press the Down Arrow key until all the paragraphs are selected

The entire document

Triple-click in the white space to the Press the Ctrl+A keys left of the document text, or click the Select button in the Editing group on the Home tab, and then click Select All

Press and hold the Ctrl key, and click in the white space to the left of the document text

A block of text

Click at the beginning of the block, and then drag until the entire block is selected

Click at the beginning of the block, press and hold the Shift key, and then click at the end of the block

Press and hold the Ctrl key, then click any location within the sentence

Nonadjacent blocks of text

Press and hold the Ctrl key, use any mouse method to select the first block, release the mouse button, and then use any mouse method to select another block

From, but do n o t release the mouse button. Drag to the right over the words

your Web site,

and

then release the mouse button. T h e four words are selected.

body o f the letter. T h e entire line is selected. | W i t h the line still selected, press and hold the

Ctrl

key, use any mouse method to select the first line

( M o v e the pointer into the selection bar so that it

in the second paragraph, and then release the

Ctrl key.

changes to

Chapter

) Using ^ ] , click to the left o f the first line in the

10:

Creating

a

Document

Exhibit 10-11 Selected text

I C o n t i n u e t o select t e x t in the d o c u m e n t using the different methods described in E x h i b i t 1 0 - 1 0 . W h e n you are done, deselect a n y selected text.

LO105 Editing Text

O

ne o f the fundamental features o f a w o r d p r o cessor is the ability t o easily edit t e x t w i t h o u t

retyping an entire d o c u m e n t . W h e n y o u edit a d o c u m e n t , you c a n type additional t e x t in the d o c u m e n t , delete existing t e x t from the d o c u m e n t , r e p l a c e t e x t al1107-Park-St.11 Chicago,-IL-60601H October-25,-201411 M abel Wong, M arketing-CoordinatorH Gillespie-ManufacturingH 132South-CanalSt.1l Chicago/IL-606011

ready in the d o c u m e n t , and c o p y o r m o v e t e x t w i t h i n the d o c u m e n t .

Replacing Selected Text T o replace existing text, you select the t e x t y o u n o longer w a n t , and then start typing. T h e t e x t you type replaces the selected text, no m a t t e r h o w m u c h t e x t is selected. T h e r e is no need to press the Delete key t o remove the selected text first.

Dear-Ms.WongiH

Moving the Insertion Point The insertion point indicates where text will be inserted in the document. You can click anywhere in a document to place the insertion point at the location where you clicked. You can also use the keyboard to move the insertion point in the document, which may be faster when your hands are already on the keyboard. Pressing the arrow keys moves the insertion point one character

in the direction of the arrow key you pressed. If you combine other keys with the arrow keys, you can move the insertion point quickly to different locations. The table below summarizes the most common keystrokes for End moving the insertion point in a t document. 1

Keystrokes for moving the insertion point To move insertion point

Press

Left or right one character at a time

Left Arrow key or Right Arrow key

Up or down one line at a time

Up Arrow key or Down Arrow key

Left or right one word at a time

Ctrl+Left Arrow keys or Ctrl+Right Arrow keys

Up or down one paragraph at a time

Ctrl+Up Arrow keys or Ctrl+Down Arrow keys

To the beginning or to the end of the current line

Home key or End key

To the beginning or to the end of the document

Ctrl+Home keys or Ctrl+End keys

To the previous screen or to the next screen

Page Up key or Page Down key

To the top or to the bottom of the document window

Alt+Ctrl+Page Up keys or Alt+Ctrl+Page Down keys

Chapter

10:

Creating

a

Document

Replace selected text. nc f

In the Cover L e t t e r d o c u m e n t , in the b o d y of the

letter, in the first sentence in the first paragraph,

select From your Web site, I understand and then

Remember that the Clipboard is a temporary storage area on your computer that holds copied text or objects

release the mouse b u t t o n . T h e text you dragged across is selected.

EP'Typc L.

T h e s e l e c t e d t e x t is r e p l a c e d with t h e c h a r -

acter you typed.

changes t o

j^Type arry Cohen told me. T h e n o w reads Larry looking

I Point t o the selected text so that the pointer

Cohen

told

for a new assistant

first s e n t e n c e me that

to the

you are Marketing

Coordinator.

I Press and hold the mouse button.

A

Problem? If you cannot see the pointer or the dotted vertical line, move the pointer slightly left or right.

After a m o m e n t , the pointer changes to tj^j and a faint,

Using Drag and Drop

dotted vertical line

O n e technique for moving and copying text is

drag and

drop. To use drag and drop t o m o v e text, select the text you w a n t t o move, press a n d hold the mouse button,

appears within the selected text.

| Drag up t o the inside address until the vertical

drag the selected text t o a n e w location, and then re-

line shows that the selected t e x t will be dropped

lease the mouse button. T o c o p y text using drag and

following the c o m m a and space after

drop, select the text you w a n t t o copy, press and hold

Wong.

the Ctrl key, drag the text t o the new location, and then release the mouse button and the Ctrl key. In either case, as you drag, the selected text remains in its original location

and a dotted vertical line indicates exactly where

the selected text will be dropped when you release the

Mabel

See E x h i b i t 1 0 - 1 2 .

) Release the mouse button. T h e selected text is moved from the first sentence t o after Wong,

Mabel

in the inside address.

) In t h e b o d y o f the letter, a t t h e e n d o f the first

mouse button. W h e n you release the mouse button, the

s e n t e n c e in t h e first p a r a g r a p h , select to the,

text is pasted in the n e w location (and if you did n o t

and then press t h e

press the Ctrl key, removed f r o m its original location).

w o r d s as well as t h e s p a c e b e f o r e the w o r d to

Unlike the C u t o r C o p y c o m m a n d s , when you drag and drop, the text y o u drag is not placed on the Clipboard. Therefore, if you w a n t t o paste the text you dragged t o another location, you need t o drag it again or use the Cut or Copy c o m m a n d .

are d e l e t e d . T h e first s e n t e n c e n o w ends with assistant. ) S c r o l l t h e d o c u m e n t until t h e first p a r a g r a p h in t h e b o d y o f t h e letter is a t t h e t o p o f the

| In the body o f the letter, select the second paragraph.

Use drag and drop to move and copy text. In t h e b o d y of t h e l e t t e r , in t h e first p a r a g r a p h a t t h e e n d of t h e first s e n t e n c e , s e l e c t

selected

window.

ACTIVITY

nc f

Delete key. T h e

Marketing

Coordinator.

( D r a g t h e selected t e x t d o w n t o t h e closing until the v e r t i c a l line i n d i c a t i n g t h e p o s i t i o n o f t h e t e x t is p o s i t i o n e d b e f o r e t h e w o r d

Sincerely,

and then release t h e m o u s e b u t t o n . T h e p a r a g r a p h is n o w t h e last p a r a g r a p h in t h e b o d y o f

drag and drop A technique for moving or copying selected text or objects to a new location. Office Clipboard A Clipboard available only to Office programs that can store up to 24 cut or copied blocks of text or other objects.

the letter. In the body o f the letter, in the second sentence in the first paragraph, select

Sanford Industries.

Point t o the selected text, press and hold the

Ctrl

key, and then press and hold the mouse b u t t o n .

Exhibit 10-12 Text being moved using drag and drop October25,-2014H

||

vertical indicator line

Mabel-Wong,-jfl GillespieManufactunngH 132South-CanalSt.1l Chicago,IL-606011I DearMs.Wong:H Larry-Cohen-told-me-that-youare-lookingfor-anew-assistant-to-the-Marke toapplyfor-the-position.-With-my^xperience-as-anHnternforSanford-lndustriesH-have-developedstrong-skillsin^rkt-researchandanalisis/and iVe-enclosed-a-copyof-my-resume/which^ pnrlnspdthp-flvprlnrndijrpdfnrthp-rn^^ i^^MWMII inn I r N, IIINMI ^ ^ ^ L , ^ ^ ^ ^

Move to where?

jfjjl^l^iSB 114%

After a m o m e n t , the pointer changes t o ^ to indicate that the text you are dragging is being copied instead o f moved. D r a g the selected t e x t d o w n t o the beginning o f the second paragraph in the body o f the letter until the vertical indicator line appears between the w o r d s At and I. Release the mouse b u t t o n , a n d then release the

A Problem? If the

selected text moves to the new location instead of being copied there, you released the Ctrl key before the mouse button. Undo your last action, and then repeat Step 12.

Ctrl key.

T h e t e x t you copied, Sanf ord Industries,

appears

after the w o r d At. Save the d o c u m e n t .

loio 6 F o r m a n t ig T e x t

O

nce y o u have entered the t e x t o f a d o c u m e n t , you c a n c h a n g e h o w it l o o k s — t h a t is, y o u c a n

format

the d o c u m e n t . T h e purpose o f f o r m a t t i n g is

t o m a k e the d o c u m e n t attractive, emphasize

certain

points in the d o c u m e n t , a n d m a k e the o r g a n i z a t i o n and flow o f t h e d o c u m e n t clear t o readers. Y o u c a n

The Office Clipboard The system Clipboard is a feature of Windows and is available to every program running on the computer. So if you cut text in a Word document, and then switch to a Win2 of 2 4 - C l i p b o a r d dows Explorer window and cut a laPasteAll [ f r dear All file, the cut file replaces the Word Click an item to paste: @ ] Second block of text cut or text on the Clipboard. When you copied use Microsoft Office programs, however, you also have access to @J temporary storage area on your computer that hold the Office Clipboard. The Office cut or copied objects Clipboard collects up to 24 items cut or copied from Office programs, and you can paste these items in any order in a document created in Word, Excel, Access, or PowerPoint. To use the Office Clipboard, you need to open the Clipboard task pane by clicking the Dialog Box Launcher in the Clipboard group on the Home tab. If you do not open the Clipboard task pane, the Office Clipboard is not available and each block of text or other object cut or copied replaces the current block of text or other object currently on the Clipboard. When the Clipboard task pane is open, the system Clipboard continues to work normally, but you can also use the Office Clipboard to store 24 cut or copied items. The last item cut or copied to the Clipboard the first item listed in the Clipboard task pane.

f o r m a t the d o c u m e n t by changing the style o f the t e x t , adding c o l o r t o t e x t o r as shading behind t e x t , adding b o r d e r s , a n d adding and removing space between lines and p a r a g r a p h s .

format To change the appearance of a file and its content.

Chapter

10: Creating

a

Document

3

T o format text, you c a n either select text that is

Exhibit 10-13 Font menu

already entered and then change the f o r m a t , o r you can

Font Size box arrow

Font box arrow

change the format and then type, and all the text from that point o n will retain the

Cambria, the default font for headings

new formatting.

Cambrai

T h e m e Fonts

Changing the Font and Font Size

Calibri, the default font for body text

A n easy w a y t o c h a n g e t h e l o o k o f a d o c u m e n t is t o c h a n g e t h e f o n t . A

font

is t h e design o f a set o f c h a r a c t e r s . F o r e x a m p l e , the f o n t used f o r t h e t e x t y o u a r e r e a d i n g

right

n o w is S a b o n f o n t , a n d t h e f o n t used f o r t h e h e a d ing

Changing

the

Font

and

Font

Calibri

is E u r o s t i l e

Size

f o n t . F o n t s a r e m e a s u r e d in points, w h i c h a r e units

list of Recently Used Fonts on your screen might differ

o f m e a s u r e m e n t . O n e p o i n t e q u a l s 1/72 o f an i n c h . T e x t in a b o o k is t y p i c a l l y p r i n t e d in 1 0 - o r 1 2 - p o i n t t y p e . T h e f o n t size o f this t e x t is 1 0 p o i n t s , a n d t h e f o n t size o f t h e

Changing

the

Font

and

Font

Size

h e a d i n g is 1 4 p o i n t s .

list of all fonts installed on the computer

T o change the f o n t , select t h e t e x t you w a n t t o tion where you will type n e w t e x t ) , click the F o n t b o x a r r o w in the F o n t g r o u p o n the H o m e t a b , and then select a font. See E x h i b i t 1 0 - 1 3 . T h e first font listed is the font Word suggests using f o r headings in the d o c u m e n t . T h e second f o n t listed is the font used for ordinary text in a d o c u m e n t , o r

body text. T h e

list o f

scroll to see the complete alphabetical list of fonts

All Fonts

0

Andaluj

O

AngsaiuNew

a"ftfft

O

AjigsuuUPC

tfftffl

O Aparajita

<S4oil<»li

yj> Jtft O Arial O Arial Black O Arial Narow < Arial Rounded MT Bold 0 Arial Unciode MS J O Baskjervfle Old Face 0

change (or position the insertion point at the loca-

All F o n t s is a c o m p l e t e a l p h a b e t i c a l list o f all available

Brcaci^vay O Times New Roman O Arial O Agency FB 0 Aharoni Tin O ALGERIAN Recently Used Fonts

Arabic Typ«j«tting

I O n the H o m e tab, in the F o n t group, click the Font

fonts. E a c h f o n t n a m e in t h e list is s h o w n in the font

box arrow. A list

that it n a m e s . F o r e x a m p l e , Arial appears in the Arial

(Body) is highlighted in orange, indicating that this

font, and Times N e w R o m a n appears in the T i m e s

font is currently applied t o the selected text.

N e w R o m a n font.

o f available fonts appears. Calibri

) Point t o several fonts, watching the Live Preview

T o change the font size, again select the text you w a n t t o change (or position the insertion point at the location where you will type n e w t e x t ) , click the F o n t Size b o x arrow in the F o n t group on the H o m e t a b , and then select a size.

in the selected text in the d o c u m e n t .

I Scroll down the list, and then click Verdana. T h e F o n t gallery closes, and the selected text is formatted in Verdana. I With all the text in the d o c u m e n t still selected, on the H o m e t a b , in the F o n t group, look at the Font Size b o x u

Change the font and font size.

- t o see that the font size o f the

selected text is 11 points.

Switch to the Resume Final document, and then se/ect a/( the text in the d o c u m e n t .

I O n the H o m e t a b , in the F o n t group, click the

Shrink Font button The font of the selected text changes from 1a'1 .points t o 1size 0 points. ) Deselect the text, and then select the

font The design of a set of characters. point The unit of measurement used for type; equal to 1/72 of an inch.

10: Creating

a

and the

paragraph mark

| In the F o n t group, click the

after it.

Grow Font button

[X\ twice. T h e point size o f the selected heading

body text Ordinary text in a document.

Chapter

heading

Education

increases from 1 0 points t o 1 2 points.

Document

Exhibit 10-14 Nonadjacent text formatted as bold Italic button toggled off Insert /

Page L a y o u t

'10

References

» A* A ' x

1

Aa' -

Mailings

~y

Review

IE * |E *

AaBbCcDc AaBbCcDc A a B b C AaBbCc

%W

^ - A, *

5 3 S J=-

[i,

Paragraph

1 Normal

1 N o Spaci...

Heading 1

ara F i n d " Change Styles •

Heading 2

Styles

iac

Replace

*t Select • Editing

Experience^ Internship-Sanfordlndustries,-September-2013 June-20141]

Bold button toggled on

Assisted -the-marketing-manager- with- daily-tasks-and-long-terTn-projects/and-participated-inweekly-staff-meetings-providing-ideas-and-suggestions-for-upcoming marketing events-andcampaigns.^ Developed relationships-with-customers,vendors, and coworkers^! Examined •market-competition-and-costs,andprepared-a-reportthatwasused-to-update-thecompany's-marketing-plan^

nonadjacent

Helped-prepare-promotional-materials-forupcomingmarketingcampaignU

text selected

Maintained and updated existing -customer-database^

and in bold

Sales-Manager-PQwerPiugs-Electronics,-August-2011-September-2013^ Majiaae&sia^ shifts^ Created-new-training program- to-facilitate-faster-start-up-and -improve-customer-relations^] Awarded-Employee-of-the-Month -eight-times^ Developed an -electronic-scheduling tool • for-creating weekly • employee- work- hours^ Sales-Clerk-RjQwerPiugs-Electronics,-August-2009 August-2011J

| At the t o p o f the document, select Stephen

Konoski.

I On

the H o m e t a b , in the F o n t g r o u p , click the

button [BJ. T h e button

J O n the H o m e t a b , in the F o n t group, click the

Font Size box arrow |io

and then click

20. T h e

size o f the selected text changes t o 2 0 points.

[B], and the selected text is f o r m a t t e d in bold. I Scroll d o w n until the E x p e r i e n c e heading is at the t o p o f the d o c u m e n t window, a n d then select the three lines beginning with

To make text stand out, you can change the style o f a font.

Font style refers

to format attributes applied to text, such

italics.

Internship, Sales Man-

ager, and Sales Clerk.

Changing Font Styles as bold and

Bold

toggles o n a n d changes to

T o change the font style, use the for-

matting commands in the Font group on the H o m e tab.

I In the F o n t

group, click the Bold button [BJ. T h e three selected lines are in bold. See Exhibit 10-14.

I Scroll up until the Education heading is at the t o p o f the d o c u m e n t window. In the second line b e l o w that heading, select cum laude. I In the F o n t group, click the

ACTIVITY

button toggles on, and the selected text is italicized.

CHANGE THE FONT STYLE.

U

With

Stephen

Konoski

still s e l e c t e d , p r e s s a n d h o l d

the Ctrl key, drag across the Education heading, and then release the

Italic button [ l ] . T h e

Ctrl key.

font style Formatting attributes applied to text.

Chapter

10:

Creating

a

Document

5

you want to us< addition to the colors available in the color palette, click More Colors below the color palette.

Formatting Professional Documents In professional documents, use color and special fonts sparingly. The goal of letters, reports, and other documents is to convey important information, not to dazzle the reader with fancy fonts and colors. Overuse of such elements only serves to distract the reader from the main point.

.

m

m I O n the H o m e tab, in the Font group,

Font Color button arrow A

click the

T h e color palette appears. I In the T h e m e Colors

^k. Tip: To restore selected text to the default font, size, and color, click the Clear Formatting button in the Font group on the Home tab.

section, in the first

Changing Text Color

row, point to the

orange color

(the last color). T h e

Another way to emphasize t e x t is to use color. Judicious

ScreenTip that appears identifies this as Orange,

use o f color makes headings or other important text

Accent 6 .

stand out. To apply c o l o r to t e x t , click the F o n t C o l o r button arrow in the F o n t group on the H o m e tab to open the document's c o l o r palette. See E x h i b i t 1 0 - 1 5 . T h e color palette contains a t o p r o w o f colors labeled T h e m e Colors. T h e next five r o w s under the theme col-

I In the T h e m e Colors section, in the first row, click the

Dark Blue, Text 2 color,

using the ScreenTip to

identify the c o l o r n a m e . I Save the document.

ors are lighter and darker variations of the theme colors. T h e specific theme c o l o r s available might change from one document to another. T h e r o w of colors under the Standard Colors label does n o t change from one document to the n e x t — t h i s r o w of colors is always available.

ACTIVITY Change the color of text. B Select the Education heading.

Exhibit 10-15 Color palette in the Font button gallery Font Color button arrow

I Automatic Theme

Theme Colors

Colors

darker and lighter shades of the theme colors

.I

Standard Colors

Standard Colors

TJ» More Colors. Gradient

Chapter

10:

Creating

a

Document

Using Text Effects To really make text stand out, you can use formatting such as an outline, shadows, reflections, and colorful glow effects. To apply these types of formatting, click the Text Effects button in the Font group on the Home tab. When you click the button, a gallery of predesigned text effects appears. Like other galleries, point to an effect to see a Live Preview ft of its effect on the selected A A text, and click an effect to A A A apply that formatting. You A A can also use the commands below the gal^ Outline lery to create A Shadow Reflection a customized Go lw format.

/a\

A A A A AA A AA AAA

loio 7

I

Formatting Paragraphs

Understanding Spacing Between Paragraphs

n addition to formatting t e x t , you can also apply f o r m a t t i n g t o entire paragraphs. F o r e x a m p l e , you

When discussing the correct format for letters, many business style guides talk about single spacing and double spacing between paragraphs. In these style guides, "to single space between paragraphs" means creating paragraphs with no extra space between them. Likewise, "to double space between paragraphs" means creating paragraphs with a blank line between them. In many word processors, after you type a paragraph, you press the Enter key once for single spacing and twice for double spacing. With the default paragraph spacing in Word 2010, however, you only need to press the Enter key once to insert a double space after a paragraph. Keep this in mind if you are accustomed to pressing the Enter key twice; otherwise, you will end up with more space than you want between paragraphs.

can c h a n g e the a m o u n t of space before or after a paragraph o r between the lines within a paragraph, change the alignment o f a paragraph from left-aligned to centered, o r indent a paragraph.

Adjusting Paragraph Spacing Paragraph spacing

refers to the space that appears di-

rectly a b o v e and below a paragraph. R e m e m b e r , in W o r d , any t e x t that ends with % (a paragraph m a r k symbol) is a paragraph. So, a paragraph can be a group o f w o r d s that is m a n y lines long, a single w o r d , or even a blank line, in which case the only character on the line is a p a r a g r a p h mark symbol. Paragraph spacing is measured in points. T h e default setting for paragraph spacing in W o r d is 0 points before each paragraph and 1 0 points after each paragraph. T o adjust paragraph spacing in W o r d , you use the Before a n d After b o x e s in the Spacing section in the P a r a g r a p h group on the Page L a y o u t t a b . You can also

I In the Paragraph group, in the S p a c i n g section,

use the Add Space Before Paragraph or R e m o v e Space

click the

After P a r a g r a p h c o m m a n d s on the Line and Paragraph

After box down arrow

t w i c e . T h e value in

the After b o x changes to 0 pt a n d the e x t r a space

Spacing button menu in the Paragraph group on the

is removed after the selected p a r a g r a p h s .

Home tab.

Exhibit 10-16 Paragraph spacing settings on the Page Layout tab Adjust paragraph spacing.

W

Page L a y o u t

In t h e R e s u m e F i n a l d o c u m e n t , at t h e t o p o f t h e r e s u m e under

Education,

select

Page Layout tab

M\ J">*W I

alio]-

Orientation * IJ

Margins

University of Chicago t h r o u g h Concentration: Marketing. O n the R i b b o n , click

the Page Layout tab. In the P a r a g r a p h g r o u p ,

»

|9 Line N u m b e r s » b?" H y p h e n a t i o n *

age Setup 11 C o l u m n s "

t h e t h r e e lines f r o m

Hfc

Size'

•p=?{ Breaks

Mailings ^

lesumeTlnar^Microsoft Wot Review

Watermark *

v*| P a g e C o l o r • J] P a g e B o r d e r s

Spacing section in the Paragraph group

View

Indent

Spacing

%W Left

0-

S i R i g h t : 0'

'

C

JS

Before: (

C

;J

After:

EducationH

University-of Chicago- •Chicago,-IL*!

selected paragraphs have 10 points of space after them

BA-CL/m/at/c/e,-Business,Oune,-2013^1 Concentration: Marketing^ Minor: Spanish^

in the Spacing section, 1 0 pt a p p e a r s in the After b o x , indicating that there is 1 0 points o f space after each of the selected p a r a g r a p h s . See

paragraph spacing The space above and below a paragraph.

Exhibit 1 0 - 1 6 .

Chapter

10:

Creating

a

Document

7

Exhibit 10-17 LINE AND PARAGRAPH SPACING BUTTON MENU Line and Paragraph Spacing button

so that th of the letti prints the letterhe& Hfc Select the Education heading. J) In the Paragraph g r o u p , in the Spacing section, click the

Before

box up arrow twice. T h e space above the selected p a r a g r a p h increases to 1 2 points.

points o f space are removed after each o f the

Switch to the Cover Letter document, and then

selected paragraphs.

scroll the document so that 1107 Park St. appears at the top o f the d o c u m e n t window. VM Select the first three lines in the inside address (from

Mabel Wong

through

I O n the H o m e t a b , in t h e P a r a g r a p h g r o u p , c l i c k the

Line and Paragraph Spacing button A m e n u o f line spacing options a p p e a r s , with t w o paragraph spacing c o m m a n d s a t t h e b o t t o m . See

132 South Canal St.).

^k,Tip: When entering text, you can press the Shift+Enter keys to move the insertion point to a new line without starting a new paragraph and therefore create new lines without the paragraph spacing.

Adjusting Line Spacing Line spacing

is the a m o u n t o f s p a c e that

appears

b e t w e e n lines o f t e x t w i t h i n a p a r a g r a p h . W o r d offers a n u m b e r o f preset line s p a c i n g o p t i o n s . P a r a graphs

formatted

single spaced.

with

t h e 1 . 0 setting are called

Single s p a c i n g a l l o w s the least a m o u n t

o f space b e t w e e n l i n e s — e s s e n t i a l l y n o e x t r a s p a c e . P a r a g r a p h s f o r m a t t e d with t h e 2 . 0 setting are called

double spaced a n d have

a b l a n k line o f space b e t w e e n

each line o f t e x t in t h e p a r a g r a p h . T h e default line spacing setting is 1 . 1 5 , w h i c h a l l o w s a little m o r e space b e t w e e n lines t h a n 1 . 0 s p a c i n g . T h e 1 . 1 5 line spacing setting is designed t o m a k e it easier t o read t e x t on a c o m p u t e r s c r e e n .

Exhibit 10-17. | At the b o t t o m o f the m e n u , click

After Paragraph. T h e

Remove Space

menu closes, and the 1 0

ACTIVITY Adjust line spacing. I Select all the text in the d o c u m e n t .

line spacing The amount of space between lines of text within a paragraph. single spaced Line spacing that has no extra space between lines of text in a paragraph. double spaced Line spacing that has a blank line of text between each line of text in a paragraph.

I O n the H o m e t a b , in the Paragraph group, click

the Line and Paragraph Spacing button |+=-[. T h e default line spacing setting for the selected text ( 1 . 1 5 ) is indicated by a check m a r k . I O n the m e n u , c l i c k 1.0. T h e s p a c i n g b e t w e e n lines in each p a r a g r a p h is c h a n g e d t o single spaced.

Chapter

10: Creating

a

Document

Aligning Paragraphs Normal

are

Exhibit 10-18 Varieties of text alignment

paragraphs

left-aligned—they

are flush with the left

margin a n d ragged, or uneven, along the right

margin.

Right-aligned

paragraphs are aligned along the right margin and

ragged

along the

left m a r g i n . Paragraphs

that

left alignment When you go to an interview, don't forget about your appearance. First impressions count, and you want to be able to spend the bulk of the interview discussing your abilities and accomplishments, not trying to overcome a negative first impression.

right alignment When you go to an interview, don't forget about your appearance. First impressions count, and you want to be able to spend the bulk of the interview discussing your abilities and accomplishments, not trying to overcome a negative first impression.

are centered are

positioned m i d w a y between the left a n d right margins along

and both

ragged margins.

Justified paragraphs are flush with b o t h the left and right m a r g i n s . T e x t in newspaper is

often

columns

justified.

See

Exhibit 1 0 - 1 8 . The

Paragraph

group o n the H o m e t a b includes

a

button

for

each o f the four types o f alignment described in E x h i b i t 1 0 - 1 8 . T o align a single p a r a g r a p h , click

center alignment When you go to an interview, don't forget about your appearance. First impressions count, and you want to be able to spend the bulk of the interview discussing your abilities and accomplishments, not trying to overcome a negative first impression.

justified alignment When you go to an interview, don't forget about your appearance. First impressions count, and you want to be able to spend the bulk of the interview discussing your abilities and accomplishments, not trying to overcome a negative first impression.

J

anywhere in that paragraph a n d then click the appropriate

alignment

Education heading. In the Align Text Right button

b u t t o n . T o align multiple paragraphs, select the para-

Click anywhere in the

graphs, a n d then click an alignment button.

Paragraph group, click the

y. T h e Align Text Right b u t t o n toggles o n , and the selected paragraph is right-aligned. See

ACTIVITY

Exhibit 1 0 - 1 9 .

Change the alignment of paragraphs. Switch t o the Resume Final document. ^

At the t o p o f the document, select the first t w o lines o f text (Stephen Konoski's n a m e and address). On the R i b b o n , click the Home tab. Note that in the Paragraph group, the Align T e x t Left button [ g ] is selected.

Q ) O n the H o m e t a b , in the Paragraph group, click the

Center button

[W]. T h e selected paragraphs are

left-align To align paragraph text along the left margin with ragged edges along the right margin. ragged Uneven, such as text with an uneven appearance along a margin. right-align To align paragraph text along the right margin with ragged edges along the left margin. center To center paragraph text between the left and right margins with ragged edges along both margins. justify To align paragraph text along both the left and right margins.

centered horizontally on the page.

Chapter

10: Creating

a

Document

Exhibit 10-19 Paragraphs with different alignments

Home

Paste

Insert

*

Verdana

^

B

/

Page Layout

References

Mailings

Review

View AA

U

- ak

X,

x'

- V a

- _A -

^

M

^

M

[=

P3r.3gi.pn

Clipboard

—1 alignment buttons

r-

AaBbCcDc AaBbCcDc AaBbG AaBbCc ; V\ U N o Spaci...

Heading 1

Heading 2

I Normal

-

r Styles

|ft Find • JjeReplace

Change

Styles *

* Select Editing

centered paragraphs

Stephen-Konoski^ <

1107-ParioSt.--L;jQhi.cam Education^ Uni versity-of-Chicago--Chicago/IL^l BAcivm7aLvde,-Business,June,-2013^1 Concentration: -Marketing^ Minor:-Spanish^

left-aligned paragraphs — 1 1

I In the Paragraph g r o u p , click the

button

Align Text Left

E . T h e E d u c a t i o n heading is left-aligned

again.

Using Tabs A

tab stop

(often called a

tab)

is a location on the hori-

zontal ruler where the insertion point moves when you press the T a b key. T a b stops are useful for aligning small amounts o f data in c o l u m n s . T h e r e are default t a b stops every one-half inch o n the horizontal ruler, indicated by the small tick m a r k s that appear along the ruler's b o t t o m edge. When you press the T a b key, the insertion point moves to the next t a b stop t o the right. It's important t o have the Show/Hide % button selected when you w o r k with tab stops, because then you c a n see the nonprinting t a b character (—•) that is inserted when you press the T a b key. A t a b is just like any other character you type; you can delete it by pressing the Backspace key o r the Delete key. You can override the default t a b stops by setting custom t a b stops. T h e four types o f t a b stops are Left, Center, Right, and D e c i m a l . ( T h e default t a b stops are all Left T a b stops.) A fifth t a b stop, the B a r T a b stop, is n o t actually a t a b s t o p — i t simply inserts a vertical bar in the d o c u m e n t at the location o f the stop placed

tab stop (tab) A location on the horizontal ruler where the insertion point moves when you press the Tab key. leader line A line that appears between two elements, such as between tabbed text.

Chapter

10:

Creating

a

right-aligned paragraph

Document

Tabs Dialog Box The Tabs dialog box lets you add a leader line and set tabs at precise positions. A leader line is a line or row of dots or dashes that appears in the space between tabbed text. A leader line makes it easier to read a long list of tabbed material because the eye can follow the dots from one item to the next, such as in a table of contents. To use the Tabs dialog box, doubleclick a tab stop on the ruler or click the Dialog Box Launcher in the Paragraph group on the Home tab, and then click Tabs at the bottom of the Indents and Spacing tab in the Paragraph dialog box. To create a tab stop at a precise position, click in the Tab stop position box, and then type the location on the ruler where you want to insert the tab—for example, 4.15. To change the alignTabs ment, click an option l a b stop position: Default tab stops: button in the Alignment w ~a II section. To set a leader r Tab stops to be deared: line, click an option but6.5' ton in the Leader section. To change a tab Ag ilnment stop, select it in the list, • Left Center Right Decm i al and then modify it as Leader needed. Make sure you 9 1 None 3click Set to set the tab 4 stop or the changes; Clear Al Clear clicking OK only closes Cancel the dialog box.

Exhibit 10-20 Tab stop alignment styles

tab selector with Left Tab stop selected

ALefttab -• A Center -» stop-aligns tab-stop -» theleftedge -» centers-text -» of-textbelow -• belowthe -• thetab-stop. -» tab-stop.

ARighttab • stop-aligns -» the-right • edgeoftext • belowthe tab-stop.

on the ruler. E x h i b i t 1 0 - 2 0 shows the different tab stop styles in a d o c u m e n t .

A Decimal

tab-stop aligns numbers on-the decimal point. -» 345.567 .037893 30.65 ->

A-BarH tab-stopH inserts-all vertical-barH belowthe-tabU stop,-creatingU along-vertical^ line-if-it-appearsH in-multiple-H sequential^ paragraphs.il

default tab stop appears as small gray tick marks below ruler

) Press the Tab key. A tab symbol a p p e a r s , a n d the insertion point moves to the n e x t default t a b stop

T o set a t a b stop, first select a tab stop style using the t a b selector, located to the left o f the horizontal ruler, and then click on the horizontal ruler where you w a n t to insert the tab stop. T h e default t a b stop style is the Left T a b . W h e n you click the t a b selector, you cycle through the four types of tab stops, and then through t w o m a r k e r s that can be used to set indents. T o return to the Left T a b style, continue clicking the t a b selector until it returns to the Left T a b style. W h e n you insert a tab stop (except the Bar T a b stop), all of the default tab stops to its left are removed. This means you press the Tab key only once to move the insertion point to the newly created tab stop, no matter where it is on the ruler. T h e Left T a b style is selected by default and is probably the tab style you will use most often.

at the 1-inch m a r k . I In the line beginning with Sales

Manager,

^

click immediately before the w o r d PowerPlugs,

and

then press the Tab

key.

Tip: One way to align columns of text is to separate the text in each row with tabs, and then add the appropriate tab stops.

I In the line beginning with Sales

insert a t a b

Clerk,

immediately before the w o r d

PowerPlugs.

\ Click anywhere in the line beginning with ship.

O n the horizontal ruler, click the

Intern-

2-inch mark.

W o r d inserts a Left T a b stop at that l o c a t i o n and removes the default tab stops t o its left. T h e t e x t after the new tab stop shifts to the right and starts

ACTIVITY

at the 2-inch m a r k . See E x h i b i t 1 0 - 2 1 .

Use tabs.

| T o the left o f the horizontal ruler, click the tab

I Scroll so that the Experience heading is at the t o p of the d o c u m e n t window. In the line beginning with Internship

(below the Experience heading),

click immediately before the w o r d

Sanford.

selector

It changes to s h o w the C e n t e r T a b

style [jl]. | Click the

tab selector [±\

again. It changes to s h o w

the R i g h t T a b style [j].

Chapter

10:

Creating

a

Document

Click immediately before the word

Exhibit 10-21 Text left-aligned at new Left Tab stop

Sanf

ord

line, and then press the Tab

in the Internship

key. T h e text moves t o the right so that the text after the second t a b in the paragraph is right-aligned at the n e w Right T a b stop. At the 2-inch m a r k o n the horizontal ruler,

drag the Left Tab stop down off of the ruler. T h e Left T a b stop is removed from the ruler, and the t e x t after the second

default tab stops still appear to the right of the new tab stop

S a n ford I n d u s t r i e s ,

default tab stops removed to the left of the new tab stop

ted-themarketincwfianager-with-daily-tasks-c eeklystc

I O n the horizontal ruler, click the 6-inch

moves t o the right o f f the page. T h i s is because there are n o default tab stops

deas-and-sugges

text aligned at new Left Tab stop

campaign

t a b in the current paragraph

before the Right T a b stop y o u inserted at

j

j

the right margin. S o the first t a b in the line moves the text after it t o the right margin, and the second t a b in the line moves the text

mark. A

after it t o the next t a b stop. In this case, the

Right T a b stop is added t o the ruler at the 6-inch

next t a b stop is the default t a b stop at the

mark.

7-inch mark on the ruler.

) O n the ruler, point to the Right Tab stop, and then

Click in the Internship

press and hold the mouse b u t t o n . A dotted vertical

line between the two t a b

symbols. T h e insertion point appears to the left o f

line appears. See E x h i b i t 1 0 - 2 2 .

the second t a b symbol. Press the

Exhibit 10-22 Tab stop selected for dragging

I:,

new Right Tab stop p Right Indent marker

Backspace key. T h e

first tab in the line is

deleted and the text after the only tab symbol in the line right-aligns properly at the Right T a b stop you inserted.

|

Creating Bulleted and Numbered Lists A

bulleted list

is a group o f related paragraphs with

a symbol, such as a d o t , dash, o r other character, that appears t o the left o f each p a r a g r a p h . F o r a group o f related paragraphs that have a particular order (such eptember-2013

June-201411

as steps in a procedure), y o u c a n use numbers instead o f bullets t o create a

Mong-term-pro]ects,-and-participated-inns-for-upcoming-marketing-eventp-and-

\4

d

o

t

t

e

d

|

j

n

e

$

h

o

w

s

where tabbed text will align

J Drag the Right Tab stop t o the right until it is on t o p o f the Right Indent m a r k e r

and then

numbered list.

If you insert a n e w

paragraph, delete a paragraph, o r reorder the paragraphs in a numbered list, W o r d adjusts the numbers t o m a k e sure they remain consecutive. W h e n you create a bulleted o r numbered list, the bullet symbol or the n u m b e r is placed at the beginning o f the paragraph and a t a b character is inserted

release the mouse button. T h e Right T a b stop is repositioned.

bulleted list A group of related paragraphs with a symbol to the left of each paragraph. numbered list A group of related paragraphs that have a particular order with sequential numbers to the left of each paragraph.

Chapter

10: Creating

a

Document

it tne no particular order; use a numbered list if the items have a specific,

s ^ ^ ^ ^ ^ ^ ^ S s

between the bullet symbol or the n u m b e r and the text

^ T p ir T ofindadditional

I In the Bullet Library

in the p a r a g r a p h .

section, point t o the

bullet symbols, click the Bullets button arrow|jE click Define New Bullet to open the Define New Bullet dialog box, and then click Symbol or Picture.

bullet styles t o see a

C r e a n it gaB u e l e t ld L s i t

Live Preview o f the bullet styles in the

To add bullets t o a series o f paragraphs, use the Bullets

document.

button in the Paragraph group o n the H o m e t a b . Y o u can change the symbol used for the bullet by clicking the

Q P

In the Bullet Library section, click the

Bullets button a r r o w to open a gallery o f bullet styles.

four diamonds shape. T h e round

bullets are replaced with the four d i a m o n d s symbol.

Create bulleted lists.

|P B e l o w the

Internship

Q)

line, select the four para-

page. Under the Technical Skills heading, select the

graphs beginning with Developed relationships w i t h . . . through Maintained and updated existing

Proficient with . . . t h r o u g h Advanced u s e r . . . , and then under t h e Activities heading, select the t w o p a r a g r a p h s f r o m American Marketing Association... t h r o u g h Chicago Crew Team....

t w o paragraphs from

customer database. P

O n the H o m e t a b , in the Paragraph group, click the

Bullets button [[=]. T h e Bullets button toggles

on, b l a c k circles appear as bullets before each se-

Bullets button

In the Paragraph group, click the

lected p a r a g r a p h , and the bulleted list is indented.

T h e selected paragraphs a r e f o r m a t t e d as t w o

Bullets button

bulleted lists with the four d i a m o n d s s y m b o l as

A gallery o f bullet styles opens. T h e

the bullet character. Clicking the Bullets button

In the Paragraph group, click the arrow 1~ : H.

Scroll d o w n until you can see the b o t t o m o f t h e

Recently Used Bullets section at the t o p o f the gal-

applies the last symbol used during this session o f

lery displays the bullet styles that have been used

W o r d as the bullet symbol.

since y o u started this session o f W o r d . T h e Bullet Library section, which appears below the Recently Used Bullets section, offers a variety o f c o m m o n

C r e a n it gaN u m b e r dL s i t

bullet styles. See Exhibit 1 0 - 2 3 .

T o create a numbered list from t e x t already in a d o c u ment, use the N u m b e r i n g b u t t o n

Exhibit 10-23 Bullets gallery

L

in t h e Paragraph

group on the H o m e t a b . As with t h e Bullets button arrow, you c a n click the N u m b e r i n g button a r r o w a n d then select f r o m a gallery o f n u m b e r i n g styles. AaBbCcDc

ACTIVITY

bullet style currently applied

Create a numbered list.

P

Experience! InternshipAssisted themarketing rr weekly staff-meetingspn campaigns.H selected bulleted list

I^1 1yI

four diamonds ty| —' s

e

• Developed relatioi -+; C h a n g e List Level • Examined-market D e f i n e N e w Bullet... updatethecompa • -» Helped-prepare - pfuiuuuui iar inoici lens* i ui •uu^uinn ly MI i • -» Maintained-and-updated-existing-customer-databaselj Salesj'Manager- -» PowerPlugs-Elect ronics*August«2011 S f

tab character

Switch t o the

Cover Letter

docu-

ment. Scroll so t h a t the saluta-

t

appears at the t o p o f the d o c u m e n t window. i

o

n

D

e

a

r

M

s

-

W

o

n

8

:

| In the body o f the letter, below the third paragraph, select the three paragraphs starting with

Verifying radio ad frequency... through Updating existing customer database.

I O n the H o m e t a b , in the Paragraph group, click

the Numbering button

T h e selected paragraphs

are changed to a numbered list. I O n the H o m e t a b , in the Paragraph group, click

the Numbering button arrow

A gallery o f

numbering formats appears. See Exhibit 1 0 - 2 4 .

T o add a colored horizontal line at the insertion point click the Bord button arrow in the Paragraph group on the Home tab, and

Exhibit 10-24 Numbering gallery I In the gallery, click the num-

Arabic numeral followed by right parenthesis. T h e gallery closes, bering style that shows

and the style o f numbers in the selected paragraphs is changed. I In the Paragraph group, click

the Bullets button [j=L The selected n u m b e r e d list is changed to a bulleted list. I Save the C o v e r Letter document.

Adding a Paragraph Border A paragraph border is an outline that appears around one or more paragraphs

in

a

document.

You

can c h o o s e to include only part o f a b o r d e r — f o r example, a

bottom

border that appears as an underline under the last line of text in the p a r a g r a p h — o r an entire b o x around a paragraph. Y o u can select different

Creating Bulleted or Numbered Lists as You Type To create a bulleted list as you type, click the Bullets button in the Paragraph group on the Home tab, type the first item in the list, and then press the Enter key. The next paragraph is formatted with the bullet symbol and the Tab character. To create a numbered list as you type, you can click the Numbering button in the Paragraph group on the Home tab and then start typing, or you can use AutoCorrect to create the list. To do this, type the number 1 followed by a period, and then press the Tab key. AutoCorrect formats the paragraph as the first item

Chapter

10:

Creating

a

Document

in a numbered list and the Numbering button in the Paragraph group on the Home tab is selected. After you type the first item and then press the Enter key, the number 2 automatically appears in the next paragraph and the insertion point appears after a Tab character, ready for you to type the second item. To end both a bulleted and numbered list as you type, press the Enter key twice after you type the last item in the list. This creates a new blank paragraph at the left margin with no bullet or number in front of it.

colors and line weights for the border

Exhibit 10-25 Border menu

as well, making the

border m o r e o r less prominent as needed. T o add a paragraph border, use the Border button in the Paragraph group on the Home tab.

ACTIVITY Add a paragraph border. Q)

Switch t o the Resume

Final document. Scroll the d o c u m e n t so

Stephen

is at the top of

Konoski

the d o c u m e n t window. nfc

Select the Education

paragraph, including paragraph mark.

the

|P O n the H o m e t a b , in the Paragraph g r o u p , click I O n the Border

the Border button arrow [H " . A menu o f border options appears, as shown in E x h i b i t 1 0 - 2 5 .

A

menu, click Top

Border. T h e menu closes, a black

^

Tip: The exact name that appears in the ScreenTip for the Border button changes depending on which border option is currently selected. In this case, the ScreenTip is Bottom Border because the bottom border is selected by default.

border appears above the selected paragraph, and the Border button in the Paragraph group changes t o show the T o p Border option. See E x h i b i t 1 0 - 2 6 .

Exhibit 10-26 Top border applied

Border button icon changed to last selected option—the Top Border style

rwjTtiij"*^Tri^P^^i^ ,

|H^^H

Home Verdana

Insert

Page L a y o u t '12

• A* A '

References AM'

Problem? If a box appears around Education instead of a border above the paragraph that spans the width of the page, you did not select the paragraph mark before applying the border. Undo the action, and then repeat Steps 2 through 4.

Mailings

Review

View

\%

AaBbCcDc

I N o Spaci...

Paragraph

AaBbG AaBbCc Heading 1 Headir _

Heading 2

_1_

-

Change S t y l e s ' j Ccf

Styles

S t e p h e n -Konoski^] border applied to the top of the paragraph

1107ParkSt.• J^jQhie^CiG, IL-60601 • • |• -312-555-4995-| •[email protected] Education^ University of Chicago -Chicago,II_1|

SelectEditing

Apply to b o x contains Paragraph, indicating

Border button Borders and Shading.

I In the Paragraph group, click the

arrow

|EB *L

a n

d

m

e

n

click

that the border will be applied to the current paragraph.

T h e Borders and Shading dialog b o x opens with the Borders tab selected. C u s t o m is selected in the

Click OK. T h e dialog b o x closes, and the bor-

Setting list on the left because the border is not ap-

der above the Education heading changes to the

plied to all sides of the paragraph. T h e Preview sec-

lVz-point, dark blue border you selected.

tion shows the current settings. See Exhibit 1 0 - 2 7 .

Adding Paragraph Shading

Exhibit 10-27 Borders tab in the Borders and Shading dialog box

Y o u c a n add shading as b a c k g r o u n d c o l o r to one o r m o r e p a r a g r a p h s . Y o u c a n use shading in c o n -

border options

j u n c t i o n with a b o r d e r f o r a m o r e defined ef-

you can change

fect. T o apply s h a d i n g , use the Shading b u t t o n in the P a r a g r a p h group on the

Cfck on diagram below or use buttons to apply borders

top border already

Home tab.

applied to selected paragraph

Add shading to a paragraph.

Preview section

I

£

identifies what the border will be applied to

At the t o p of the document,

select Stephen Konoski and the paragraph mark at the end o f the line.

I O n the H o m e t a b , in the Paragraph group,

Custom selected in Setting list

click the Shading button c o l o r palette appears.

down scroll arrow

four

(In the second r o w

times, and then click the line style that shows a

under T h e m e C o l -

(In the Style list, click the

Dark Blue, Text 2, Lighter 80% color. T h e c o l o r

thick line above a thin line. I Click the

Color arrow. T h e

ors, click the same color palette you

used when you changed the font color appears.

palette closes and light blue shading is

) In the color palette, under T h e m e C o l o r s , click

Dark Blue, Text 2. T h e

applied to the width

selected line style in the Style

b o x and the sample in the W i d t h b o x change to

of the entire para-

the dark blue color.

graph containing

| Click the

Width arrow, and

then click

IV2 pt.

Stephen's n a m e . See

Do

apply the selected

Indenting a Paragraph

border style.

Problem? If you clicked OK before clicking the top border in the Preview section of the dialog box, the custom border is not applied. Repeat Steps 5 through 9.

A

tion, click the top of

the paragraph. The solid black border is replaced with the double-line blue border. Below the Preview section, the

Chapter

10:

Creating

Problem? If the shading was applied only behind Stephen's name rather than across the width of the page, you did not select the paragraph mark. Undo the action, and then repeat Steps 1 through 3.

Exhibit 1 0 - 2 8 .

not close the dialog b o x yet; you still need to

In the Preview sec-

A

arrow |__-|. T h e

a

Document

W o r d offers a n u m b e r o f o p t i o n s for indenting a p a r a g r a p h . Y o u c a n shift the left edge o f an entire p a r a g r a p h to the r i g h t — i n c r e a s i n g the left i n d e n t — o r shift the right edge t o the l e f t — i n c r e a s i n g

the

right indent. Y o u c a n also c r e a t e specialized i n d e n t s . A

first-line indent

shifts the first line o f a p a r a g r a p h

f r o m the left m a r g i n , a n d a

hanging indent

shifts all

the lines o f a p a r a g r a p h f r o m the left m a r g i n the first line.

except

Border button icon changed to icon for Borders and Shading dialog box

Exhibit 10-28 Shading applied to a paragraph Shading button arrow References AM

%

Mailings

:E • |= -

AaBbCcDc 1 Normal

Clipboard

.

Font

AaBbCcDc

Paragraph

custom border applied to the top of paragraph

A A B B C .

A A B B C C

Heading 1

Heading 2

N o Spaci...

Styles

Styles

I

S t e p h e n - K o n o s k i 1]

-

light blue shading applied to paragraph

1 1 0 7 - P A R I O S T . - - ^

Education^ U N I V E R S I T Y

O F C H I C A G O

- C H I C A G O , - I L H

B A C L / M / A T I D E , B U S I N E S S , O U N E , - 2 0 1 3 H C O N C E N T R A T I O N :

M A R K E T I N G ^ ]

M I M A R . - S P A N I S H !

T o create indents, you c a n use the indent markers on the ruler. First, click in the paragraph y o u w a n t t o

dent m a r k e r s m o v e as a unit a l o n g w i t h t h e p a r a g r a p h s y o u a r e indenting.

indent o r select multiple paragraphs. T h e n , drag the appropriate indent m a r k e r to the left o r right on the horizontal ruler. T h e m a r k e r on the left end o f the ruler contains three p a r t s : the First Line Indent m a r k e r H a n g i n g Indent m a r k e r ^

the

and the Left Indent m a r k e r

Q . W h e n the three parts are aligned, the m a r k e r looks like § . T h e R i g h t Indent marker & is the only m a r k e r on the right e n d o f the ruler. ScreenTips appear as y o u point t o each m a r k e r so that y o u c a n drag the correct

Change paragraph indents. Under the Internship

line, click a n y w h e r e in the

paragraph that begins with Assisted

one-half

inch f r o m t h e left m a r g i n , p o s i t i o n t h e i n s e r t i o n p o i n t in t h e p a r a g r a p h y o u w a n t t o indent a n d then click the I n c r e a s e I n d e n t b u t t o n in t h e P a r a g r a p h g r o u p o n t h e H o m e t a b . Y o u c a n c o n t i n u e t o indent t h e p a r a g r a p h in i n c r e m e n t s o f h a l f inches by repeatedly c l i c k i n g t h e I n c r e a s e Indent b u t t o n . T o m o v e a n indented p a r a g r a p h b a c k t o the left o n e - h a l f i n c h , click the D e c r e a s e I n d e n t b u t t o n . N o t e t h a t if y o u use t h e I n c r e a s e I n d e n t b u t t o n t o indent a bulleted list, it will

the

marketing

manager. I O n the horizon-

^ T i p : You can also click in the paragraph you want to indent or select multiple paragraphs, click the Dialog Box Launcher in the Paragraph group, and then adjust the settings in the Indentation section.

tal ruler, point t o

marker. T o q u i c k l y i n d e n t an entire p a r a g r a p h

ACTIVITY

the Left Indent marker which is the rectangle at the b o t t o m o f the m a r k e r at the left margin o n the hori zontal ruler

Use

the ScreenTip t o m a k e sure you are pointing t o the cor-

indent t h e list o n e - q u a r t e r inch a t a t i m e . W h e n y o u

rect section o f the marker.

indent an e n t i r e p a r a g r a p h f r o m t h e left, all t h r e e in-

) W h i l e still pointing t o the

Left Indent marker • ,

press and hold the mouse b u t t o n . A dotted vertical line appears over the document.

first-line indent A paragraph in which the first line is indented from the left margin. hanging indent A paragraph in which all the lines are indented from the left margin except the first line.

Chapter

10:

Creating

a

Document

Left Indent marker • right t o the .5-inch mark on the horizontal ruler, as shown in

I D r a g the

) Under the

line, select the four items

Internship

Developed relationships with . . . t h r o u g h Maintained and updated existin t h e bulleted list, f r o m

Exhibit 10-29.

ing customer database. O n the ruler, notice t h a t the First Line Indent m a r k e r is a t the . 2 5 - i n c h m a r k . T h e first line o f e a c h o f t h e selected p a r a -

Exhibit 10-29 Left Indent marker selected for dragging .5-inch mark on the ruler

Insert Pttte

B

j

I

graphs is indented o n e - q u a r t e r inch. Also on the ruler, n o t i c e t h a t the H a n g i n g Indent m a r k e r is

1^^^

at t h e . 5 - i n c h m a r k . In t h e s e c o n d bulleted item, the only item t h a t is m o r e t h a n o n e line long,

Page Layout / References Mailngs

Exhibit 1 0 - 3 0 .

X, x /

n

Clipboard

the s e c o n d line is i n d e n t e d o n e - h a l f inch. See

Paragi

Exhibit 10-30 Hanging indent applied to a bulleted list

University-of-Chicago—-Chicago,-IL^ BA-cun?-/aude*Business,Oune,-2013^ Concentration: -Marketing^ Minor: -Spanish %

I

Paste

f

line shows where left edge of text will be positioned

Experienced Internship-

-•

Assisted-the-marketing-manager- with •< "weeklyfstaff-meetings-providing-ideas-. campaigns.^|

1 current paragraph

Verdana

B

Clipboard

I

- 10

U *

x

-

A

A'

x

AM'

%

- *f - £ •

Font

fi

2*2: Experience^ First Line Indent marker

selected bulleted list

| R e l e a s e t h e m o u s e b u t t o n . All t h r e e s e c t i o n s

Hanging Line Indent marker

InternshipAssisted-the-marketing -manager pa rti ci pa ted • i n • weekl y • s ta ff -m eel marketing-events-and campaign Developed-relationshipswithcu; Examined -market-competition-ai -• update-the-company's-marketing Helped-prepare-promotional-mat Maintained -and updated -existinc Sales-Manager- - PowerPlugsElec

o f the m a r k e r m o v e w h e n y o u drag the Left

5.:P

work-shifts.

Indent marker. T h e e n t i r e p a r a g r a p h c o n t a i n i n g

c

the insertion p o i n t i n d e n t s f r o m t h e left o n e h a l f inch. ) Scroll down so that the Experience heading is at the top o f the d o c u m e n t window. | Below the Sales

line, select the text in

Manager

the paragraph that begins below the Sales

Clerk

paragraph that begins Release the

Managed staff of five key, and then

press a n d hold the Ctrl

cashiers...,

line, click to the left o f the

Staffed sales register....

Ctrl key. T h e t w o n o n a d j a c e n t lines

are selected. | O n the H o m e t a b , in the Paragraph group, click

the Increase Indent button

. T h e selected para-

graphs indent one-half inch.

Chapter

10: Creating

a

a

In the Paragraph group, click the

§f]. T h e selected paragraphs indent onequarter inch from their original position, which is one-half inch from the left margin. Scroll t o the b o t t o m o f the document. Select the four nonadjacent bulleted items.

Decrease Indent button [i^J. T h e indent o f the selected paragraphs

In the Paragraph group, click the

decreases by one-half inch and the selected bulleted items are aligned at the left margin. Save the Resume Final d o c u m e n t .

Document

Increase Indent

button

loio.8 Copying Formats

\ Scroll d o w n , and then click a n y w h e r e o n t h e

Technical Skills heading. T h e p a r a g r a p h

formatting

is copied t o the heading, but t h e c h a r a c t e r f o r m a t I f y o u a r e w o r k i n g with a d o c u m e n t that contains

ting is copied only t o the w o r d y o u c l i c k e d . T h i s

A a lot o f f o r m a t t i n g , it can be easier t o copy the for-

time, the F o r m a t Painter b u t t o n r e m a i n s toggled

matting rather than trying t o re-create it o n a differ-

on so the pointer is still

ent b l o c k o f t e x t . Likewise, if you are pasting text that is f o r m a t t e d differently from the text in the location where y o u a r e pasting it, you c a n c o n t r o l whether the formatting is pasted.

^J.

\ Select Technical Skills and then Activities t o copy the formatting t o those headings. | In the C l i p b o a r d group, click t h e

Painter button

Format

. T h e F o r m a t Painter b u t t o n

J

toggles off, and the pointer returns t o its usual shape.

Using the Format Painter T h e Format Painter is a tool that allows y o u t o copy f o r m a t t i n g f r o m o n e l o c a t i o n t o a n o t h e r , such as f r o m o n e p a r a g r a p h o f t e x t t o a n o t h e r . Y o u c a n use t h e F o r m a t P a i n t e r t o apply t h e c o p i e d f o r m a t t i n g o n c e o r o v e r a n d o v e r again until y o u toggle it o f f . T o use the F o r m a t Painter, select the t e x t w i t h t h e f o r m a t t i n g you w a n t t o c o p y , click the F o r m a t P a i n t e r b u t t o n in the C l i p b o a r d g r o u p o n the H o m e t a b t o toggle it o n , a n d t h e n c l i c k o r select t h e t e x t y o u w a n t t o f o r m a t . T h e F o r m a t P a i n t e r toggles o f f a f t e r t h e f o r m a t t i n g is a p p l i e d . I f y o u w a n t t o f o r m a t multiple b l o c k s o f t e x t with t h e s a m e f o r m a t t i n g , d o u b l e - c l i c k t h e F o r m a t

( Scroll u p , a n d then under the E x p e r i e n c e heading, select the line beginning with Internship. I n the C l i p b o a r d group, double-click the

Format Painter

button I Click anywhere in the line beginning with Sales

Manager. T h e formatting

is c o p i e d , including the

Right T a b stop you set in the line beginning with INTERNSHIP.

Click anywhere in the line beginning with Sales

Clerk. T h e Right

T a b stop is applied t o this para-

graph.

P a i n t e r b u t t o n . It will r e m a i n toggled o n until y o u

Press the Esc key. T h e F o r m a t Painter b u t t o n

c l i c k t h e b u t t o n again o r press t h e E s c key.

toggles off, and the pointer returns t o its original shape. Under the

ACTIVITY

click the

Hfc In the R e s u m e Final document, scroll t o the t o p

Under the

SALES

line, select

of the d o c u m e n t , and then select the Education

M A N A G E R

heading.

the three paragraphs

O n the H o m e t a b , in the C l i p b o a r d group,

training program . . .

click the

from Created new

Format Painter button

J

, and then

move the pointer t o the document. T h e F o r m a t Painter b u t t o n toggles o n , and the pointer changes t o

line, select a n y o f the para-

Format Painter button

Use the Format Painter.

S

INTERNSHIP

graphs in the bulleted list. In t h e C l i p b o a r d g r o u p ,

^J.

) Five lines b e l o w the Education heading, click

through Developed

H^l.

^ Tip: To see the entire document at once, click the One Page button in the Zoom group on the View tab.

an electronic.... T h e paragraph formatting, including the bullet characters and the indent level, is copied t o the three paragraphs you selected, a n d the F o r m a t

anywhere o n the Experience heading. T h e font and

Painter toggles off. T h e d o c u m e n t should l o o k

paragraph formatting applied t o the Education

similar t o E x h i b i t 1 0 - 3 1 .

heading is copied t o the Experience heading, the F o r m a t Painter button toggles off, and the pointer returns t o its usual shape.

Experience heading. In the C l i p b o a r d double-click the Format Painter button \&_

) Select the group,

Save the R e s u m e Final d o c u m e n t .

Format Painter A tool that is used to copy formatting from one location to another, such as from one block of text to another.

Chapter

10: Creating

a

Document

location.

Exhibit 10-31 Completed resume

Another

button

that c o m m o n l y appears is the M e r g e Formatting button,

which

combines

the

formatting from the cut o r copied text with the for-

Stephen Konoski

matting o f the paragraph

1107 Park St. | Chicago, IL 60601 | 312-555-4995 | [email protected]

in w h i c h it is being pasted. When

other

buttons

are

Education

available,

University of Chicago - Chicago, IL BA cum laude, Business, June, 2013 Concentration: Marketing Minor: Spanish

that appear in a ScreenTip

similar

• •

Sanford Industries, September 2013-June 2014

Developed relationships with customers, vendors, and coworkers Examined market competition and costs, and prepared a report that was used to update the company's marketing plan Helped prepare promotional materials for upcoming marketing campaign Maintained and updated existing customer database

Sales Manager

PowerPlugs Electronics, August 2011 -September 2013

Managed staff of five cashiers, providing training, resolving conflicts, and scheduling work shifts. • Created new training program to facilitate faster start up and improve customer relations • Awarded Employee of the Month eight times •

Developed an electronic scheduling tool for creating weekly employee work hours

Sales Clerk

descriptive

have names

Y o u c a n also use Live Pre-

Assisted the marketing manager with daily tasks and long-term projects, and participated in weekly staff meetings providing ideas and suggestions for upcoming marketing events and campaigns. • •

will

when you point to them.

Experience Internship

they

PowerPlugs Electronics, August 2009-August 2011

view t o see the effect clicking each button will have. You

can preview the

pasted material before a c tually pasting it by clicking the Paste button arrow, and then pointing to each o f the Paste O p t i o n s buttons on the menu that opens. (This is the same menu that appears w h e n you click the Paste O p t i o n s button after pasting the text.)

Staffed sales register during peak store hours.

Technical Skills •

Proficient with both PCs and Macintosh computers

•

Advanced user of Microsoft Office, Adobe Dreamweaver, Adobe Flash

Activities American Marketing Association, collegiate member Chicago Crew Team, four years

ACTIVITY Use paste options. Q | A t the top of the docu-

ment, select Stephen

Konoski and the paragraph mark at the end o f the line. O n the H o m e t a b , in

Using Paste Options

the Clipboard group, click the

Copy button

W h e n you paste text in W o r d , a Paste O p t i o n s button appears below the lower-right c o r n e r o f the pasted text. You can click this button t o open a menu with buttons that c o n t r o l the formatting o f the pasted text. T h e buttons you see on the menu depend on w h a t you are

) Switch to the Cover Letter document. At the bottom o f the letter, click after the word

Sincerely,

and then press the Enter key three times.

pasting. T h e buttons that you will use most often are

I In the Clipboard group, click the Paste button.

Keep Source F o r m a t t i n g and Keep T e x t Only. T h e Keep

T h e copied text is pasted in the letter with the

Source F o r m a t t i n g option allows you t o retain the for-

same character formatting as the original text-

matting that the copied o r cut item had in its original

point, bold V e r d a n a — a n d because y o u copied

location. T h e K e e p T e x t O n l y option inserts the text

the paragraph mark as well, the same paragraph

using the formatting o f the surrounding text in the new

formatting—centered with blue s h a d i n g — a s the

20

>metimes, the formaI t t i l l g is not copied with pasted even when you select the Source Formatting bu

original t e x t . T h e Paste O p t i o n s button

The document you worked on in this chapter is only one example of a resume. You can organize the information in a resume in many ways. The Resume Final document is organized chronologically. If you have more relevant experience, you might place a list of accomplishments or a summary of your qualifications at the top. Some career counselors advise job seekers to include a mission or an objective statement as the first item in a resume. Before creating your own resume, conduct research so you can decide on the best format. Then you can use the skills you learned in this chapter to format your resume to best highlight your abilities.

|B(ctri)»

appears b e l o w the lower-right c o r n e r o f the pasted text. I Click the

Paste Options button |ft(ctny|. A menu 10-32.

with b u t t o n s appears, similar t o E x h i b i t I O n the Paste

^ T i p : To select a paste option before pasting an item, click the Paste button arrow in the Clipboard group on the Home tab, and then click the paste option that you want.

O p t i o n s menu,

Keep Source Formatting

point t o the

button B .This option retains the basic f o r m a t t i n g o f the pasted t e x t but tries t o m a t c h it t o

letter; that is, it changes t o 1 1 - p o i n t C a l i b r i . T h i s option also removes the blue shading. However, the pasted text is still bold. I O n the Paste Options menu, click the

the styles used in the

Only button [[§]. T h e

d o c u m e n t in which you pasted the text.

Keep Text

menu closes, a n d all the for-

matting is removed from the pasted t e x t including the paragraph m a r k .

| O n the Paste Options menu, point t o the Merge

Formatting button [®]. Live

i

Organizing a Resume

Preview changes the

| Press the Enter key to insert a blank paragraph be-

pasted t e x t s o it matches the formatting in the

tween the name and the word

Enclosures.

__ Save the document.

Exhibit 10-32 Pasted text with formatting still applied

I

Copy button

J

Mailings

"""TAGTTAYOUT^^TEFERENCES Calibri (Body)

'11

• A

A'

Reviev

Aa'

UII. IIYLI

I PI

UUUI-I. U

AaBbCcDc

AaBbCcDc

1 Normal

1 N o Spaci...

Paragraph

r»

Font

V.IUJV.U

•id^llTlj

Letter =VLICROSOFT Wore

IUI

I I I L

LUI

I V V . I I LIVJI I . I TUCRS

Heading 1

i*c Replace

Heading 2

Change Styles •

Styles I U H V U I U

I U L I L\* U P P W I

IUI

111 Y

|ft Find •

AA

AaBbC AaBbCe

I W J(J^UR\

*

Select Editing

WILLI

Y W U .

You^anreachme-at-the-addressat-thetop-ofthisletter/by-phoneat -312-555-4995,-or-via-email-ats_konoski@chJcagomail.com.Thank-youforyour-consideration.1l Sincerely,^

Paste Options button

I 1

Stephen-Konoski^ (?> Ctrl,? Paste Options:

you might see - another button on this menu

T*1 (a!

Set D e f a u l t Paste..

Enclosures-(2)11

selected option

Chapter

10:

Creating

a

Document

ix). „ Finding and Replacing Text \-

Find text.

\

\ •

l hen working with a longer d o c u m e n t , you can

Q|

• waste a lot of time reading through the t e x t t o

In the Cover L e t t e r d o c u m e n t , on the H o m e tab, in the Editing group, click the

locate a particular w o r d o r phrase. It's m o r e efficient to

Find button.

The

Navigation Pane opens on the left side of the

use the Navigation Pane t o locate the word or phrase.

document window.

If you want to replace t e x t t h r o u g h o u t a document, you Q)

can use the Find and R e p l a c e dialog b o x .

At the top of the Navigation P a n e , c l i c k in the

Search Document box,

F n id n ig Text

and then type

c. Every

letter

c in the document is highlighted with yellow. Continue typing

To find specific t e x t in a d o c u m e n t , first open the Navi-

convention.

gation Pane by clicking the Find button in the Editing

onvention

to complete the w o r d

As you c o n t i n u e typing, the highlight-

ing is removed from w o r d s t h a t do not match the

group on the H o m e t a b . T h e n , in the Search D o c u m e n t

search text. All seven instances o f the word con-

b o x in the N a v i g a t i o n Pane, type the text for which you

vention

are searching. As you type, W o r d highlights every in-

are n o w highlighted in the document.

stance o f the search t e x t in the d o c u m e n t , and a list o f

In the Navigation Pane, if it is not the current tab,

text snippets containing each instance o f the search text

click the

appears in the Navigation P a n e . Y o u can click a snippet

tab jl.

t o go immediately to that l o c a t i o n in the document.

of the word convention appear on the tab. See __________

Exhiibit 10-33 Navigation Pane with search results for convention Copy button

| Navigation Pane

Browse the results from your current search

Snippets o f text surrounding each instance Exhibit 1 0 - 3 3 .

I

imng^^^Reviev Find button Search Document box

in o r g a n i z i n g n a t i o n a l sales meetings and a convention for our customers. For t h e convention, I

Browse the results from your current search tab

p r i m a r y contact f o r e t h o s e v e n d o r s at t h e c o n v e n t i o n . Based o n convention evaluations, attendees

j u l d be a valuable-asset to y o u r - t e a m . f

A t S a n f o r d I n d u s t r i e s ! assists t h e m a r k e t i n g c o o r d i n a t o r in o r g a n i z i n g n a t i o n a l sales m e e t i n g s - a n d a c o n v e n t i o n for our-customers For the c o n v e n t i o n , I established relationships w i t h - v e n d o r s a n d - w a s - t h e primary contact

and a convention for our customers. For the c o n v e n t i o n , I established relationships with vendors

a r e l o o k i n g f o r - a n e w assistant. I w o u l d l i k e t o a p p l y f o r t h e p o s i t i o n . - W i t h r - S a n f o r d - l n d u s t r i e s , I h a v e - d e v e l o p e d - s t r o n g - s k i l l s in rjryjcj; r e s e a r c h a n d

fac&thosevendorsat t h e

c o n v e n t i o n Based on c o n v e n t i o n ^ v a l u a t i o n s , a t t e n d e e s

scoredthis convention 20% higher t J ^ t h e p r e v i o u s - y e j N L S - l

highlighted words

In-addition t o - w o r k i n g o n -thesales m e e t i n g and the c o n v e n t i o n , I we.realso r e s p o n s i b l e f o r t h e following: 1

snippet and corresponding word in document

requency-overweekendsl u t i n g - t h e m e e t i n g mi n u t e 5 f o r t h e t e a m i ustomer-database.f r

e s u m e , - w h i c h detail:


t d f o r t h e - c o n v e n t i o n " -look f o r w a r d t o t h e o p p o r t u n i t y t o s p e a k w i t h y o u . t h o s e v e n d o r s at t h e c o n v e n t i o n . Based o n c o n v e n t i o n evaluations,

attendees scored this

o n convention evaluations, attendees scored this c o n v e n t i o n 20% higher t h e n t h e p r e v i o u s year s.

t o w o r k i n g o n t h e sales meeting and the convention, I w e r e also r e s p o n s i b l e f o r the following: Page: 1 of 1 ; W o r d s : 1/234

Y o u c a n r e a c h - m e at t h e a d d r e s s a t t h e - t o p o f t h i s l e t t e r , b y p h o n e a t 3 1 2 - 5 5 5 - 4 9 9 5 , o r v i a e m a i l at

< Vnnn^iif&r.hicagomail.com. T h a n k y o u f o r y o u r - c o n s i d e r a t i o n . l

snippets containing the found word

SkiT

Enclo5ures-(2)1 , m U313

I

^

In

90%

highlighted in the d o c u m e n t a n d listed as snippets in the N a v i g a t i o n Pane.

Narrowing a Search To customize a search to narrow the results, you can click the Find Options and additional search commands arrow [[] to the right of the Search Document box in the Navigation Pane, and then click Options to open the Find Options dialog box (shown below). You can also click the More button on the Replace tab to expand the Find and Replace dialog box to display the Search Options section. For example, select the Find whole words only check box to search for complete words, or select the Match case check box to find text with the same case (upper or lower) as the search text.

button \X\.

Replacing Specific Text You can replace specific text using the Find and Replace dialog b o x , which you open by clicking the Replace button in the Editing group on the H o m e tab. This dialog b o x contains three tabs, with the Replace tab selected by default. Type the text you want to find in the Find what b o x , and the text you want to substitute in the Replace with b o x .

ACTIVITY Replace specific text.

Find Options

B • / [7]

In the Navigation Pane title bar, click the Close

Match case Find whole words only. Use wildcards Sounds like (English) Find all word forms (English) Highlight all Incremental find

•

Match prefix Match suffix Ignore punctuation characters • Ignore white -space characters

Press the

Ctrl+Home keys.

The insertion

point

moves t o the beginning o f the d o c u m e n t . Hfc O n t h e H o m e t a b , in t h e Editing g r o u p , c l i c k t h e

Replace button. T h e Find and R e p l a c e dialog b o x opens, with the Replace t a b displayed. T h e Find w h a t b o x contains the search t e x t y o u typed in the

Set As Default

Search D o c u m e n t b o x in the N a v i g a t i o n P a n e . See Exhibit 1 0 - 3 4 .

I Click in the Replace with box, and then type conference.

I In the N a v i g a tion P a n e , click

the first snippet. In the d o c u m e n t , the first instance o f the word

convention

is

highlighted with a blue b o x o n t o p o f the yellow highlight. Y o u c a n n o t simply type t o replace this. I In the d o c u m e n t , double-click t h e

^ Tip: To see additional options to narrow the search, click More at the bottom of the Replace tab.

^ T i p : To make the search more specific, in the Navigation Pane, I Click Find Next. T h e click the Find Options dialog b o x stays and additional search open, and in the commands arrow 0 d o c u m e n t the next instance o f t h e w o r d convento the right of the tion is highlighted. Search Document I In the dialog b o x , click Replace. T h e selected w o r d box, and then click in the d o c u m e n t changes t o conference, a n d the Options to open n e x t instance o f the the Find Options word convention Exhibit 10-34 Replace tab in the Find and dialog box. is selected. Replace dialog box Replace tab |

selected instance of the w o r d convention, and then type

Find and Replace

conference. T h e snippets in the Naviga

type text to find here

tion Pane a n d the highlighting in the d o c u m e n t disappear. ) In the N a v i g a t i o n Pane, click

the Next Search Result button \w\. T h e search is performed again, a n d the remaining six instances o f convention

are

type replacement text here

Replace All

FjndNcxt

j

click to replace all instances of the text in the Find what box

click to replace the selected instance of the text in the Find what box and then select the next instance Chapter

10: Creating

a

Document

last n a m e , is not in the dictionary, a red, wavy line a p -

Using Replace All

pears beneath it. A red, wavy underline also appears if

Be careful when you use the Replace All command. If you search for a short word, such as car, and replace all instances of car with auto, and then use the Replace All command, you could end up replacing the text string car in words such

which words are used can also be checked, so w o r d s

as careful

o f error. Finally, W o r d also c h e c k s the grammar in a

the same w o r d appears twice in a row. T h e c o n t e x t in

and carry, re-

sulting in autoeful and autory, or you could end up replacing Car with car. One . «= — way to avoid this is to use the options described in the Narrowing the Search box to make the search more specific.

that are spelled correctly but might be used incorrectly are underlined with a blue, wavy line. F o r example, if you type their

when you mean there,

the word would

be flagged. O f course, a c o m p u t e r program can't be 1 0 0 percent accurate in determining the correct context, so W o r d doesn't always catch every instance of this type document and flags potential g r a m m a t i c a l errors with a green, wavy underline. T o m a k e sure your d o c u m e n t will be checked for all types o f errors, you need to c h e c k the settings in the W o r d Options dialog b o x .

Check the Spelling and Grammar Checker settings. ) In the dialog b o x , click Replace All. All instances of the word convention t o conference,

in the d o c u m e n t are changed

and a n o t h e r dialog b o x opens tell-

ing you that five replacements were made.

I Click

File tab. In

Options. T h e

W o r d O p t i o n s dialog b o x opens.

list in the left pane, click

I N e a r the b o t t o m of the dialog b o x , under W h e n cor-

(Save the document.

recting spelling and g r a m m a r in W o r d ,

LOio.io C h e c k n ig S p e n i lg and

G r a m m a r

click the Use contex-

tual spelling

check

b o x to select it, if necessary. A check

efore you print or send a d o c u m e n t , you should always perform a final check o f the spelling using

the Spelling and G r a m m a r Checker. T h i s is c o m m o n l y called using the spell checker o r

spell checking. T h e

Proofing.

T h e right

for proofing and correcting d o c u m e n t s .

Find and Replace dialog b o x

closes.

B

the navigation bar, click

pane of the dialog b o x changes t o display options

dialog b o x is still open.

Close. T h e

In the Cover Letter document, on the Ribbon, click the

Hfc In the

I Click OK. T h e dialog b o x closes. T h e Find and Replace

Q)

spell

checker continually checks y o u r d o c u m e n t against the Office buiJr-in dictionary. If it finds a w o r d that doesn't match the correct spelling in the Office dictionary and was n o t fixed by A u t o C o r r e c t , or if a w o r d , such as a

mark appears in the check b o x . T h e

A

Problem? If any of the four selected check boxes in the When correcting spelling and grammar in Word section in Exhibit 10-35 are not selected on your screen, click them to select them now.

other check b o x e s in this section except S h o w readability statistics should already be c h e c k e d . C o m p a r e your screen to E x h i b i t 1 0 - 3 5 . C l i c k OK.

The d i a l o g b o x c l o s e s .

T h e r e are three ways to correct misspelled w o r d s . You can correct words individually by right-clicking

spell check To check a file for spelling and grammatical errors using the Spelling and Grammar Checker.

flagged words and then using options on the shortcut menu that opens. Y o u can check the entire d o c u m e n t by opening the Spelling dialog b o x . Or, you c a n simply delete the misspelled word and retype it.

Chapter

10:

Creating

a

Document

Exhibit 10-35 Word Options dialog box with Proofing selected Proofing selected

ffij

Check f l a g g e d words individually.

p~

In the body o f the letter, Change how Word corrects and formats your text.

in t h e first p a r a g r a p h ,

AutoCorrect options

Proofing Save

in t h e last sentence,

C h a n g e h o w W o r d corrects a n d f o r m a t s t e x t as y o u t y p e :

Language

[ AutoCorrect Options...

right-click t h e flagged spelling e r r o r analisis.

W h e n c o r r e c t i n g s p e l l i n g in M i c r o s o f t O f f i c e p r o g r a m s

Advanced

A shortcut m e n u o p e n s .

|7] I g n o r e w o r d s in UPPERCASE

Customize Ribbon

[V] I g n o r e w o r d s that contain numbers

Q u i c k Access T o o l b a r

S Add-Ins

See E x h i b i t 1 0 - 3 6 .

V ; I g n o r e I n t e r n e t a n d file a d d r e s s e s

0

Flag repeated w o r d s E n f o r c e a c c e n t e d u p p e r c a s e in F r e n c h

^ T i p : If a flagged word is one you frequently mistype, on the shortcut menu, point to AutoCorrect, and then click the spelling you want to always replace your mistyped word.

S u g g e s t f r o m main d i c t i o n a r y o n l y

Trust Center

[ Custom D i c t i o n a r i e s . . . ) French modes:

Traditional a n d n e w spellings [ • ]

Spanish modes:

Tuteo verb forms only

\n\

W h e n correcting spelling a n d g r a m m a r in W o r d

select these options

Z lfI

C h e c k s p e l l i n g as y o u t y p e

| [ V ] U s e contextual spelling \ [ V ] M a r k g r a m m a r errors as y o u t y p e Check grammar w i t h spelling 0

S h o w r e a d a b i l i t y statistics

W r i t i n g Style:

Grammar Only

[•]

[

Settings"

Recheck Document

Exceptions ton

On the s h o r t c u t menu,

& \ C o v e r Letter

click

H i d e s p e l l i n g errors in this d o c u m e n t o n l y

Hn i> nrammar errnr<: in thiirinmm*»ntnnlv

analysis.

The

spelling o f the w o r d is c o r r e c t e d , a n d the red, w a v y underline is removed.

Checking Flagged Words Individually You c a n right-click a word flagged with a colored wavy underline t o open a shortcut menu containing suggestions f o r alternate spellings o r a correction f o r a grammatical error as well as c o m m a n d s f o r ignoring the misspelled w o r d o r grammatical error o r opening the Spelling dialog b o x .

I In the second paragraph, in t h e first sentence, right-click the flagged g r a m m a r e r r o r

assists.

Only

one w o r d appears at the t o p o f the s h o r t c u t menu as a suggested replacement,

and this is

assist,

incorrect. I Click a blank area o f the w i n d o w t o close the shortcut menu without selecting anything.

Proofreading Your Document Although the Spelling and Grammar Checker is a useful tool, there is no substitute for careful proofreading. Always take the time to read through your document to check for errors the Spelling and Grammar Checker might have missed. Keep in mind that the Spelling and Grammar Checker cannot pinpoint inaccurate phrases or poorly chosen words. You will have to find those yourself. To produce a professional document, you must read it carefully several times. It's also a good idea to ask one or two other people to read your documents as well; they might catch something you missed.

Chapter

10: Creating

a

Document

document, ignore this instance o r

Exhibit 10-36 Shortcut menu for a misspelled word

ignore all instances, o r add t h e flagged w o r d t o the built-in dic-

«7 ' Insert

Page Layout

Calibri (Body)

B

I

U •

tionary o r t o the AutoCorrect list.

Mailings Aa'

AaBbCcDc

IHI^IA-S*

afe x, x

Paragraph

I Normal

AaB

ACTIVITY

UNo

Check the spelling in the entire document.

R j A

Larry-Cc ' ' A' A* iW W)king-for-a-new-assistant.l-would-like-to-a Q ) Press the Ctrl+Home keys. my-exp< b I u W ^ ~ A ~ $ )rdlndustrie" — — + §n^jlsis,-and-l-believe-that-l-would-be-a-valuable-! suggestions to T h e insertion point moves Calibn(E

11

1

word flagged as misspelled word

AtSanf< confere the-prin scored-1 Inaddit followir

analysis 1

—

J

analyses J

I g n o r e All A d d t o Dictionary AutoCorrect

•

Language

Look U p - -

K

M

^

Z

r

L

correct misspelling

to the beginning o f the

-For-thetonferenaM-UVlUUIKnUMMllflnsnipr' vendors at -the-conference.-Based-on-conferer gherthenthe-previous-year's.ll

Ignore

Spelling...

^

1 lr

les-me^ting-and-the-conference/l-were-also-ri

uency-overVi/eekendsH word flagged as rt 1 •ngt he-m eet iW-rn i n utes f ogrammatical error omerdatabas\

I've-enc C o p y enclose ^ Paste Options: You-can p ' * A s kono A d d i t i o n a l A c t i o n s _ J

*

me,-which-details-my-coursework-and-otherjc orthe-conferencallookforwardtothe-oppor ssaKhe-topof-thiWtter,-by-phone-at -312-55: Thank70u-for-your-09nsideration.il

Sincerely,^

word flagged as contextual spelling error

document. } O n the R i b b o n , click the

Review tab. In the Proofing

Spelling & Grammar button. The

g r o u p , click the

Spelling and G r a m m a r : English (U.S.) dialog b o x opens. T h e first flagged w o r d in the document, MRKT,

is highlighted in the

d o c u m e n t and appears in red in the N o t in Dictionary b o x in the dialog b o x . A list o f correctly spelled words appears in the Suggestions

T*\ C l i c k

a f t e r t h e w o r d ASSISTS,

and then type

ed. T h e

press the

Backspace key,

w o r d is changed to

ASSISTED,

and the green, wavy underline is removed. 3) In the second paragraph, in the second sentence, right-click the flagged c o n t e x t u a l spelling error fore. O n the shortcut m e n u , click for. T h e menu

b o x . T h e first w o r d — M A R K E T — i n the Suggestions list is highlighted. This is the c o r r e c t w o r d . See Exhibit 1 0 - 3 7 .

Exhibit 10-37 Spelling and Grammar dialog box showing a misspelled word

options change depending on the type of error

closes and the spelling o f the flagged w o r d is Soelling a i d G r a m m a r E n g l i s h (U.S.)

changed t o FOR.

Not in Dictionary!

Checking the Spelling in the Entire Document T o spell-check the entire d o c u m e n t , click the Spelling & G r a m m a r button in the Proofing group on the Review t a b . This opens the Spelling a n d G r a m m a r dialog b o x and highlights the first error after the insertion point. In the dialog b o x , the flagged w o r d is colored with the same c o l o r as the wavy underline in the document. O p -

With-my-experience-as-anintern-forSanfordIgnore Once Industries^-havedeveloped-strong-skils-in-mrktIgnore AJ research «nd-anarysis,-and-l-believe*haN-woL fd -bea-valuable-asset-to-yourteam. I Add to Dictionary

Suggestions: mark murk marks < merit mort

Suggestions list

1

Change | Change A| | AutoCorrect

•J Check grammar

tions f o r handling the flagged error change depending on the type o f error found. F o r e x a m p l e , when a duplicated w o r d is f o u n d , y o u c a n ignore it o r delete it; but when a w o r d is flagged as a misspelled w o r d , you

I In the dialog b o x , click Change. T h e w o r d is cor-

can select a suggested correct spelling and then change

rected in the document and the n e x t flagged w o r d

it o n c e , change all instances o f the misspelling in the

is highlighted. In this case, the w o r d THE appears

Chapter

10:

Creating

a

Document

Using the Research Pane The Research pane is a feature that allows you to explore information in an encyclopedia, look up a definition, find a synonym, or translate a word. To open the Research pane, in the Proofing group on the Review tab, click the Research button. At the top of the Research pane, type the word or phrase you are looking up in the Search for box. To choose a research tool, click the arrow in the box below the Search for box at the top of the pane, and then click the tool you want to use. For example, if you want to look up a topic in the Encarta Dictionary, select that tool from the list. The research tools available are described below: ^ ^

^

^ ^

p> HighBeam Research—use the HighBeam Research periodical search engine to return links to articles in periodicals for a word or phrase ^ MSN Money Stock Quotes—use the MSN Money Web site to look up stock quotes for a company ^ Thomson Gale Company Profiles—look up a company profile in the Thomson R e s e a r c h Search for: Gale Company Profiles database

•

X

• To open the Research pane directly to the Thesaurus to find synonyms of A l R e f e r e n c e B o o k s E n c a r t a O d w n a r y : Engfcsh ( N o r t h A m e r i c a ) the currently selected word, click Engfcsh A s s i s t a n c e : U S T h e s a u r u s : Engfcsh ( U . S . ; the Thesaurus button in the Proof- TT hh ee ss aa uu rr uu ss :: FSrpeannci shh ((FLriat np cnea)t i o n a l S o r t ) ing group on the Review tab; or T r a n s l a t i o n Encarta Dictionary—look up the definition of a right-click the word, point to Syn- A l R e s e a r c h Sites Brig word ac&va (Works onyms on the shortcut menu, and FttghBeam h Thesaurus—look up a synonym or antonym for then click Thesaurus. (If you right- A l B u s n e s s a( nT Md )R nRaens oe aa ri cSites MSN M o n e y Stock Q u o t e s a word using the U.S. English, French, or Spanish click a word, when you point to Syn- T h o m s o n G a t e C u n j a n y P r o f i e s thesaurus onyms, you'll see several synonyms Translation—look up the translation of a word; listed above the Thesaurus command.) you can select the language you are translating To open the Research pane directly to from and the language you are translating to the Translation tool, click the Translate Bing—use the Bing search engine to return results button in the Language group on the for a word or phrase Review tab, and then click Translate Factiva iWorks—use the Factiva iWorks business Selected Text; or right-click a word, search engine to return business-related results for and then click Translate on the shortO G e t u p d a t e s ID y o u r a word or phrase O G e t services o n O f l c e cut menu.

twice in a row. N o suggested alternate spellings

keyword

I Click

Explain. T h e

W o r d H e l p w i n d o w opens with

appear in the Suggestions b o x because the only

an e x p l a n a t i o n o f the g r a m m a r p r o b l e m . In this

c h o i c e here is t o delete the repeated w o r d o r leave

case, it describes subject-verb a g r e e m e n t .

it as is. ) Click Delete. T h e repeated w o r d is deleted, and the n e x t flagged w o r d , then, is highlighted. T h i s is a c o n t e x t u a l spelling error. | Click Change. T h e word is corrected in the document and the next flagged error is highlighted. T h i s is a g r a m m a r error.

I In the W o r d Help window, click the

\mm3mml T h e

| In the Spelling and G r a m m a r dialog b o x , click Change. T h e flagged w o r d is c o r r e c t e d and t h e n e x t flagged w o r d is highlighted. T h i s is a surn a m e , so it should not be c h a n g e d . I Click

Ignore All.

A

T h e w o r d is n o t changed. T h i s is the

^en with the contextual spellchecking feature, the spell checker doesn't catch every instance of a misused word.

Close button

dialog box closes.

last flagged w o r d in the document, so the Spelling and G r a m m a r dialog b o x closes, and a n o t h e r dialog b o x

Chapter

Problem? If another word in the presentation is flagged as misspelled, select the correct spelling in the Suggestions list, and then click the Change button.

10: Creating

a

Document

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Pi EuJEuuiiiy and Pi inliiiy Documents i.uiaii

at the document before printing. See Exhibit 1 0 - 3 8 . T h e Print settings in the left pane allow you to control a variety of print options. F o r e x a m p l e , you can change

T

consisted o f more than one page, you can click the N e x t

avoid wasting paper and time, you should first re-

Page [V] and Previous Page \4] buttons at the bottom o f

view it on the Print tab in B a c k s t a g e view to m a k e sure

the preview to scroll from page t o page, or you can drag

it will appear as you w a n t when printed. T h e Print tab

the scroll bar to the right o f the preview down.

the number o f copies that will print. If your document

o be sure the d o c u m e n t is ready to print, and to

contains options for printing the document and a preview displaying a full-page version of the document in

ACTIVITY

the right pane. However, you c a n n o t edit the document

Preview the document.

on the Print t a b ; it simply provides one last quick look

•

Proof the Cover Letter d o c u m e n t one last time and correct any remaining errors.

Exh ibit 10-38 Print tab in Backstage view

Home

J P ^ ^ W I

Insert

Page Layout

References

Mailings

change this value to change the number of copies to be printed

Review

|fl| Save

Print button

AVE

X~h

As

)pen

Copies:

1

Print

lose

click to change the selected printer

HP Photosmart C5500 series K.

132 Sour\ DM St

Ready Printer Properties

Pages the entire d o c u m e n t

"1© Print One Sided

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Collated 1,2,3 1,2,3 1,2,3 Portrait Orientation

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:

Left: I '

R i g h t : 1"

J

1 Page Per Sheet Page Setup

4

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•

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Zoom to Page button S I

Chapter

10:

Creating

a

Document

> O n the R i b b o n , click the

Close. T h e

Creating an Envelope

bar, click

Most printers are capable of printing envelopes. To create an envelope, you have to create a document with the address and return address sized and positioned correctly. To do this, click the Envelope button in the Create group on the Mailings tab to open the Envelopes and Labels dialog box with the Envelope tab selected. Type the recipient's name and address in the Delivery address box, type your return address in the Return address box, load an envelope in the printer, and then print it. If you click Add to Document instead of Print, the envelope will be added as a new page to the current document. Alternatively, if a letter is open in the document window, select the inside address and then open the Envelopes and Labels dialog box to have the recipient's name and address pasted in the Delivery address box. You can choose whether or not to include a return address; if you are using envelopes with a preprinted return address, you will not want to include a return address.

d o c u m e n t again.

Ctrl+End keys to

I Press the

move the insertion point

File tab.

In the navigation

C o v e r L e t t e r d o c u m e n t closes,

and the R e s u m e Final d o c u m e n t is the current

I P r o o f the d o c u m e n t one last time a n d c o r r e c t any remaining errors. J

Replace Stephen

Konoski

at the t o p o f the d o c u -

ment with your name. Save the document. View the R e s u m e Final d o c u m e n t on the Print t a b in B a c k s t a g e view.

A

Problem? IF THE RESUME FINAL DOCUMENT DOES NOTFITON ONE PAGE, CLICK THE 1 Page Per Sheet button NEAR THE BOTTOM OF THE PRINT TAB IN BACKSTAGE VIEW, POINT TO Scale to Paper Size, SCROLL DOWN THE SUBMENU, AND THEN CLICK Letter 8.5X1 lin.

Print the document, and then close it.

Quiz Yourself

to the end o f the document, press the Enter key, 1.

and then type your n a m e .

display them?

I Save the C o v e r Letter document. 2.

I O n the R i b b o n , click the

A

File tab

to open Backstage view. In the navigation bar, click

Print.

T h e Print t a b appears. ) R e v i e w your document and m a k e sure

Problem? IF THE DOCUMENT DOESN'T APPEAR TO FILL THE PREVIEW PANE, AT THE BOTTOM-RIGHT CORNER OF THE WINDOW, CLICK THE Zoom to Page button J

its overall layout

click the

File tab

on the R i b b o n , edit the docu-

m e n t , and then repeat Step 4 . | M a k e sure your printer is turned on and contains paper. ) Click the

H o w do you insert symbols t h a t are n o t included in the A u t o C o r r e c t list?

3.

H o w do you undo more than one action at a time?

4.

W h a t does the N e w from existing c o m m a n d do?

5.

W h e n you use drag and d r o p t o m o v e t e x t , c a n you next use the Paste c o m m a n d t o paste that t e x t s o m e w h e r e else? W h y or w h y n o t ?

6.

According to the chapter, w h a t is a point?

7.

W h a t is the default paragraph spacing in a W o r d d o c u m e n t ? W h a t is the default line spacing?

m a t c h e s the document in E x h i b i t 1 0 - 3 8 . If you n o tice a p r o b l e m with paragraph breaks or spacing,

W h a t are nonprinting c h a r a c t e r s a n d h o w do you

8.

W h a t is justified text?

9.

W h e r e are the default tab stops? W h a t happens t o them when you insert a new t a b stop?

1 0 . W h e n you create a bulleted or a n u m b e r e d list, w h a t character is inserted after the bullet s y m b o l

Print button in

the left pane o f the Print

t a b . B a c k s t a g e view closes and the letter prints.

o r the number, and w h a t type of indent is applied to the paragraph?

1 1 . Describe t w o ways t o indent a paragraph one-half

1 2 . W h a t tool will copy the f o r m a t o f a block o f text to another block o f t e x t ?

located in the C h a p -

to save the file as Complaint Letter. Use the N e w from existing c o m m a n d t o open the file

Menu

located in the Chapter 10\Practice It folder. Save

1 3 . W h a t happens when y o u type text in the Search D o c u m e n t b o x in the N a v i g a t i o n Pane?

this file as Cafe Menu. 1 1 . In the C o m p l a i n t Letter d o c u m e n t , in the body o f

1 4 . H o w are possible spelling errors, contextual spelling errors, and g r a m m a t i c a l errors flagged in a

the letter, in the first p a r a g r a p h , select we did not enjoy

(Specify the c o l o r s used.)

document?

Complaint

1 0 . O p e n the data file

ter 10\Practice It folder. Use the Save As c o m m a n d

inch from the left margin.

the

and replace it with

evening

instead of

the usual delightful service. A t the end o f the

1 5 . W h a t does the Print t a b in Backstage view show?

replace

Your

letter,

in the closing with your n a m e .

Name

1 2 . Use drag and drop t o m o v e the second paragraph (which begins with

Practice It

Type the date March 10,2014 using AutoComplete March.

to

Cafe:

Fixe.

1 4 . Select all the text in the d o c u m e n t , change the font

EasyGo,

Cafe

bold, increase

1 6 . Center align the first t w o p a r a g r a p h s . 1 7 . In the third paragraph, add a R i g h t T a b stop at the 6-inch mark on the ruler, and then drag it to

type

(tm)

allowing A u t o C o r r e c t to

change it to ™ .

Press the Spacebar. Type You can reach me at and then type your email address followed by a period. Press the Enter key, and then type your n a m e . R e m o v e the hyperlink formatting from your email address. R e m o v e the spacing after the first three paragraphs in the inside address.

Fixe

Meal,

and then type

Prix

$35.00.

1 8 . Increase the spacing a b o v e the second to last paragraph t o 4 2 points. Increase the spacing before and after the third paragraph t o 2 4 points.

a

lines starting with

Appetizer,

Entree,

and

Dessert.

F o r m a t the lines as bold, a n d then format them as a numbered list using A r a b i c numerals followed by a period. Decrease the indent so they are aligned at the left margin. 2 0 . F o r m a t the three paragraphs under the four paragraphs under paragraphs under

Dessert

Entree,

Appetizer,

and the three

as bulleted lists using

the right pointing a r r o w h e a d in the Bullet Library.

Save and close the d o c u m e n t .

10: Creating

the 6.5-inch m a r k . Insert a t a b character after

1 9 . Select all the text and the paragraph mark in the

Undo the A u t o C o r r e c t i o n that changed (tm) t o ™ .

Chapter

Corner

c o l o r to R e d , Accent 2 .

I am writing to express my disappointment at the service my colleagues and I received at our corporate function to celebrate the launch of our new product EasyGo. After

1 5 . In the first line, m a k e

the font size t o 2 0 points, a n d change the font

Dear Mr. Lefevre:

9.

is

in the second paragraph t o 1 2 points.

Cafe

Jacksonville, FL 32099

8.

a n d use the Symbol

Fixe

e so the w o r d

size t o 1 4 points. Change the font size o f the text

132 South Central St.

7.

button to insert

inside address, using the default paragraph spacing

Corner Cafe

6.

line, delete the e from

to Copperplate G o t h i c Light, a n d change the font

David Lefevre, Manager

5.

1 3 . Switch t o the Cafe M e n u d o c u m e n t . In the third

Press the Enter key, a n d then type the following and allowing A u t o C o r r e c t t o change

4.

from

Cafe

end o f the last sentence in the first paragraph after

plaint Draft.

3.

Corner

from.

Start Word. Display the rulers, show nonprinting

for

after the

course)

the second sentence in the first paragraph to the

characters, and then save the document as Com-

2.

main

T h e n use drag and drop t o c o p y

Practice It 10-1 1.

Our

third paragraph so it b e c o m e s the third paragraph.

Document

Increase the indent so that the bullet character is

2.

at the .5-inch m a r k on the ruler.

spaced.

2 1 . Add a c u s t o m border to the top and b o t t o m o f the p a r a g r a p h containing Prix Fixe Meal.

Use the style

3.

scrolling on the Borders t a b in the Borders and Shading dialog b o x ; the R e d , Accent 2 c o l o r ; and a width o f 3 points.

4.

2 2 . Add R e d , Accent 2 , Lighter 8 0 % shading to the first p a r a g r a p h .

today!).

5.

C h a n g e the spacing before this paragraph

2 4 . C o p y the first paragraph to the C l i p b o a r d . Switch 6.

7.

change the line spacing to single spacing. in the

C o m p l a i n t Letter document. C h a n g e the first instance t o

party,

8.

and then use the Replace dialog

Type the following paragraph: Thank you for

Press the Enter key, and then type the following questions as separate p a r a g r a p h s :

b o x t o replace all other instances with the w o r d

How do I learn how to network?

event.

What is the best way to find job listings?

2 7 . In the first paragraph, correct the spelling of the misspelled w o r d colleagues

Dear Ms.

then press the E n t e r key.

agreeing to give a presentation describing job search strategies. We surveyed our members, and they were hoping that you would address the following questions as part of your presentation:

2 5 . Select all the text in the d o c u m e n t , and then

2 6 . Find all instances of the w o r d function

Press the Enter key, type the salutation

Tyson: and

ied t e x t as the second line in the inside address as the pasted t e x t .

Press the Enter key, and then type the following as

Susan Tyson Career Counseling 12 Bay view Rd. Baltimore, MD 21201

b a c k t o 4 2 points.

text only. Add a paragraph break if necessary after

September 15,

the inside address:

reservation

t o the C o m p l a i n t Letter d o c u m e n t . Paste the c o p -

Press the Enter key, and then add 2014 as the date.

2 3 . C o p y the formatting of the first paragraph to the your

Type the following as the return address:

Baltimore Community Center 24819th St. Baltimore, MD 21201

that appears at the b o t t o m o f the Style list without

second t o last paragraph (Make

Change the font to C a n d a r a , c h a n g e the font size to 1 2 points, and change the line spacing to single

How do I prepare for an interview?

using the shortcut

Do I have to dress in a business suit?

m e n u . T h e n use the Spelling and G r a m m a r dialog b o x to c h e c k the rest of the d o c u m e n t . If a w o r d is flagged but spelled correctly, ignore it. 2 8 . Save the C o m p l a i n t Letter d o c u m e n t , e x a m i n e it in the preview pane on the Print tab in Backstage view, and then print it. Close the C o m p l a i n t Letter document. 2 9 . In the C a f e M e n u document, add your n a m e in the last p a r a g r a p h at the end of the d o c u m e n t . Save the d o c u m e n t . 3 0 . E x a m i n e the C a f e M e n u document in the preview

9.

Insert a new paragraph after the last question, and then type

Thank you again for your time.

Press the

Enter key, and then type the c o m p l i m e n t a r y closing

Sincerely,

(including the c o m m a ) .

1 0 . Press the Enter key three times, a n d then type your n a m e . Press the Enter key again, a n d type

Balti-

more Community Center. 1 1 . F o r m a t the four questions as a n u m b e r e d list, and then increase the indent so t h a t the n u m b e r s are aligned at the .5-inch m a r k .

pane on the Print tab in Backstage view, and then

1 2 . F o r m a t the four questions as b o l d .

print it. Close the C a f e M e n u d o c u m e n t .

1 3 . R e m o v e the extra space after the first t w o lines in the return address, after the first three lines in the

Practice It 10-2 1.

O p e n a new blank document and then save the

document as Thank You Letter.

inside address, and after your n a m e in the closing. 1 4 . Increase the space before the first line in the letter to 3 0 points.

1 5 . C h a n g e the alignment o f the return address, the date, and the closing t o right-aligned. 1 6 . C h e c k the spelling and g r a m m a r in the document and correct any errors. 1 7 . Save the document, preview and print it, and then close it.

1 2 . Below Comments,

click the placeholder, and then

type the following. In the paragraphs containing prices, press the T a b key instead o f the Spacebar before the price.

Per your request, here is my quote for completing your remodeling project: 5 Windows $1,325.79 Skylight $399.99 Labor $900.00

On Your Own

Total $2,625.78 Please let me know if you have any questions.

On Your Own 10-1 1.

1 3 . Change the size o f the t e x t b e l o w Comments

Create a new d o c u m e n t based on the Equity F a x template. (Hint:

Click the Sample templates

button on the N e w t a b in Backstage view.) This template contains placeholders that you click once to select and replace with t e x t .

to 1 4

points. 1 4 . F o r m a t the dollar a m o u n t s in bold. 1 5 . Indent all the text under Comments

one-half inch.

Indent all the text under Comments

from the right

one inch.

2.

Save the document as Price Quote.

3.

N e x t t o To:, click Type the recipient name t o select

behind all the text below Comments.

the placeholder. Type your instructor's n a m e .

this document uses a different c o l o r palette than

N e x t t o From:,

the other documents you have created.)

4.

click the n a m e , delete it, and then

type your name.

(Note that

1 7 . Indent the four paragraphs containing prices an-

5.

N e x t to Fax:, type 617-555-2098.

6.

N e x t t o Pages:,

7.

N e x t t o Phone:,

8.

N e x t to Re:, type Quote to complete remodeling

type 2. type 617-555-2090.

project. 9.

1 6 . Add shading using the T a n , B a c k g r o u n d 2 color

other inch. Notice that the shading is n o longer a rectangle behind all the t e x t . 1 8 . Decrease the indent o f the four paragraphs containing prices one inch. 1 9 . In the four paragraphs containing the prices, set a Left T a b stop at the 1-inch m a r k o n the ruler, and

click the placeholder, click the ar-

set a Decimal T a b stop at the 3-inch mark on the

row that appears, and then click Today below the

ruler. Insert a t a b before the first character in each

calendar.

of the four lines containing prices.

N e x t t o Date:,

1 0 . N e x t t o CC:, click the placeholder, click the small

2 0 . Save the document, e x a m i n e it in the preview pane

tab on the left edge o f the placeholder, and then

on the Print t a b in Backstage view, print it, and

press the Delete key.

then close the document.

1 1 . In the line o f check b o x e s , click the check b o x next t o For Review,

and then type x.

ADDITIONAL STUDYTOOLS Chapter

10

IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study tear-out Chapter Review Card

^

Take practice quiz to prepare for t e s t s

^

Review key term flash cards (online, printable, and audio)

^

Play "Beat the Clock" and "Memory" to quiz yourself

^

W a t c h the videos "Insert the Date with AutoComplete," "Use AutoCorrect," "Change Font and Font Size," "Adjust P a r a g r a p h Spacing, "Change the Alignment of P a r a g r a p h s , " "Create Bulleted Lists," and other concept videos

Word 2010

Formatting a Long Document Learning Objectives After studying the material in this chapter, you will be able to:

Introduction Although a shorter d o c u m e n t is useful f o r providing a s u m m a r y o r snapshot view, longer d o c u m e n t s are a fact o f life in the business w o r l d , the government a r e n a , a n d personal life. Businesspeople a n d government w o r k e r s often c r e a t e long d o c u m e n t s for developing business plans, proposing new ideas o r p r o d u c t s , evaluating current strategies, and explaining n e w p r o d u c t s o r a p p r o a c h e s . M e m b e r s o f the a c a d e m i c world c o m m o n l y use long d o c u m e n t s when applying f o r grants, documenting r e s e a r c h , submitting j o u r n a l articles, a n d even writing b o o k s . Word provides m a n y tools for working with longer documents and for making them easier t o read. You can change the format o f headings to m a k e them stand out, add page numbers and other information at the top o r bottom o f pages, add notes at the b o t t o m o f a page t o clarify statements in the d o c u m e n t , and so on. W h e n a document contains information based on other d o c u m e n t s , you need t o include the source in your document. W o r d provides tools t o do this easily and t o give your document a consistent l o o k .

LOn.i W o r k i n g w i t h

A

L O l I . I Work with styles L O l I . 2 Work with themes L O l I . 3 Change the style set L O l I . A Work with the document outline L O i i . c Change the margins L O n . 6 Control pagination L O n .7 Add page numbers, headers, and footers L O n . 8 Create citations and a list of works cited Create footnotes and endnotes

Styles

style is a named set o f formatting instructions. All text has a style applied t o it. Unless you change t o a different style, text is formatted with the N o r m a l style, which, as you

have seen, is text formatted as 1 1 - p o i n t Calibri in a left-aligned paragraph with line spacing set t o 1 . 1 5 and 1 0 points o f space after the paragraph. T h e N o r m a l style is part o f the

style A named set of formatting

Normal template,

which is the template on which all W o r d documents are

instructions.

based. In Chapter 1 0 , you learned that a template is a

Normal template The template on

file

which all Word documents are based.

that contains formatting and usually sample content t o guide you as you develop your own content. If you don't select a specific template, new blank docu-

Chapter

11: Formatting

a Long

Document

In longer Word documents, applying consistent formatting, using an effective organization, and adding information helps to convey the important points in the document more successfully.

merits are based on the N o r m a l template. T h e N o r m a l template does not contain any text or graphics, but it does include the N o r m a l style and other built-in styles. Using styles instead of direct formatting saves time and m a k e s the elements in a document consistent. F o r e x a m p l e , if you w a n t all the headings in a d o c u m e n t to be bold, dark red, 1 4 - p o i n t C a m b r i a , and centered, you could create a style named Heading that includes all those formatting instructions, which you apply to every heading in the document. If you then change your mind and decide you w a n t the headings to be 1 6 - p o i n t Arial on a shaded blue b a c k g r o u n d , you simply change the style definition, and then all the text that has the H e a d i n g style applied to it will update to the new style. W h e n you change the text formatting, such as by applying bold, or the paragraph formatting, such as by changing the alignment, you are applying direct f o r m a t ting.

Direct formatting

overrides the style currently applied,

^^^^^^^^^^^^^^

direct formatting Formatting that overrides the style currently applied,

but it does n o t change the style definition.

Chapter

11:

Formatting

a Long

Document

paragraph style

for-

depending on w h a t is selected when y o u apply the style.

mats an entire paragraph, and c a n include both para-

If you select only a character or a f e w words, the style is

T h e r e are five types o f styles. A

graph a n d text formatting instructions. T h e Heading

applied as a character style, and a n y paragraph format-

style described in the previous paragraph would be a

ting included in the style definition is ignored. If y o u

paragraph style. Another c o m m o n l y used style type is

apply a linked style to a p a r a g r a p h , it is treated as a

the character style. Character style definitions include

paragraph style—in other w o r d s , it applies both para-

only text formatting instructions. A third style type, the

graph and text formatting. T h e other t w o style types

linked style, behaves

are table and list styles, which are used t o format, as the

as a p a r a g r a p h or a character style

names indicate, tables and lists. Style definitions include m o r e than text and paragraph formatting instructions a n d the style type. T h e y

Understanding Linked Styles Linked styles can help you work more efficiently. For example, you could create a heading style that formats text as bold and with a color to match the colors in a company logo, and also center the text. You might want to format the company name whenever it appears in text using the same color and bold formatting as the headings, but without changing the alignment of the paragraph containing the company name. You could create a second style using a character style type. But if the heading style was a linked style instead of a paragraph style, you could use that heading style to apply only the text formatting to the company name. If you apply a style and the results aren't what you expected—that is, if you expected paragraph formatting to be applied and only character formatting was applied or vice versa—make sure the ^ correct elements are selected before you apply k j the style. For example, to be sure that the paragraph formatting in a linked style ^o^. definition is applied when you want it, make sure the insertion point is positioned in the paragraph with a! no text selected, or that all of ^^^N^ the text in the paragraph N^^ j^ is selected.

also specify which style the style is based o n — o f t e n the N o r m a l style. Paragraph a n d linked style definitions also specify which style will be applied to the next paragraph created when you press the Enter key. F o r paragraphs formatted with the N o r m a l style, the next paragraph created is also f o r m a t t e d with the N o r m a l style. F o r some styles, such as a style that is intended to format headings, the style f o r the next paragraph is usually the N o r m a l style o r a n o t h e r style created for body text. T h a t makes sense, because you typically only want to format a single paragraph with a heading style. W o r d c o m e s with m a n y built-in styles, and the m o s t c o m m o n l y used are listed in t h e Styles gallery in the Styles g r o u p o n the H o m e t a b . See E x h i b i t 1 1 - 1 .

Exhibit 11-1 Quick Styles in the Styles gallery

^ j> V

paragraph style A style type that includes instructions for formatting text and paragraphs. character style A style type that includes instructions only for formatting text. linked style A style type that acts as a paragraph style if applied to a paragraph and as a character style if applied to text.

Chapter

11: Formatting

a Long

Document

)on't worn about identifying the style type of a style. Just be sure to correctly select the text which you want to apply the style.

Styles t h a t a p p e a r in the Styles gallery are called Quick Styles. E a c h b u i l t - i n style has a n a m e t h a t reflects its suggested u s e . F o r e x a m p l e , the T i t l e style is i n t e n d e d f o r f o r m a t t i n g t h e title a t t h e b e g i n n i n g o f a d o c u m e n t , a n d t h e v a r i o u s H e a d i n g styles a r e intended t o f o r m a t d i f f e r e n t levels o f h e a d i n g s . T h e Q u i c k Styles are designed t o c o m p l e m e n t e a c h o t h e r a n d help you c r e a t e a d o c u m e n t with a c o h e s i v e l o o k . In t h e Styles gallery, a p a r a g r a p h s y m b o l (%) a p p e a r s n e x t

appear in the Styles gallery, open the Styles pane by clicking the Dialog Box Launcher in the Styles group, and then click style in the lb

t o t h e n a m e s o f the Q u i c k Styles t h a t a r e p a r a g r a p h

i\\\\\\\\\>

styles. Styles w i t h o u t t h e p a r a g r a p h s y m b o l n e x t t o their n a m e s a r e either c h a r a c t e r o r linked styles. In the Styles gallery, t h e N o r m a l , N o S p a c i n g , and List P a r a g r a p h styles a r e p a r a g r a p h styles; t h e H e a d i n g ,

ACTIVITY

T i t l e a n d S u b t i t l e , a n d t w o Q u o t e styles a r e linked

Apply Quick Styles.

styles; a n d t h e rest o f the styles (the S t r o n g style, t h e

Proposal located

t h r e e E m p h a s i s styles, and t h e t w o R e f e r e n c e styles)

Open the data file

are c h a r a c t e r styles.

C h a p t e r folder. Save the d o c u m e n t as

in the Chapter 11\

Biking

Proposal. Select the first paragraph in the d o c u m e n t (the title

Heading Styles You can choose from different levels of heading styles. The highest level. Heading 1, is used for the major headings in a document and applies the most noticeable formatting, with a larger font than all the other heading styles. (In heading styles, the highest level has the lowest number.) The Heading 2 style is used for headings that are subordinate to the highest level headings; it applies slightly less prominent formatting than the Heading 1 style. There are nine built-in heading styles. When you apply a heading style, the font labeled (Headings) in the Font list is applied to the text.

H e a d n ig 1

Heading 2 Heading 3

line). O n the H o m e t a b , in the Styles g r o u p , click the

More button

T h e Styles gallery o p e n s . R e f e r

back to Exhibit 1 1 - 1 . Point to several of the styles in the gallery to see the Live Preview o n the selected p a r a g r a p h , and then click the

Title style. T h e

gallery closes and

the Title style is applied t o the selected p a r a g r a p h . T h e r o w o f styles visible in the Styles g r o u p o n the H o m e t a b is scrolled t o display the style you just applied—the Title style. T h e Title style is a linked style and changes the t e x t t o blue, 2 6 - p o i n t C a m b r i a , adds a blue b o r d e r b e l o w the text, and changes the space after the p a r a g r a p h f r o m 1 0 points t o 1 5 points. C a m b r i a is the font labeled (Headings)

at the t o p o f the f o n t list. See

Exhibit 11-2. Select the nonadjacent heading paragraphs Over-

Applying a Quick Style To apply a Q u i c k Style, select the text o r paragraph t o which y o u w a n t t o apply the style, and then click the Q u i c k Style n a m e in the Styles gallery. W h e n you apply a style, that style is selected in the Styles gallery. W h e n you c r e a t e a new d o c u m e n t , only t w o heading styles, H e a d i n g 1 a n d H e a d i n g 2 , a p p e a r in t h e Styles gallery. I f y o u apply the H e a d i n g 2 style t o t e x t ,

view and Program Development. In the Styles group, click the up arrow [*] t o scroll the gallery up one row, and then click the Head-

ing 1 style. T h e

Heading 1 style is a linked style

that formats the selected paragraphs in b o l d , blue, 1 4 - p o i n t C a m b r i a , removes all the space after each paragraph, and changes the space before each selected paragraph t o 2 4 points.

the H e a d i n g 3 style is added t o t h e Styles gallery. As

Quick Style A style that appears in a gallery.

you apply e a c h m o r e subordinate heading style, t h e n e x t level o f heading style is added t o the gallery.

Chapter

11: Formatting

a Long

Document

Exhibit 11-2 Title style applied to selected text

*^*^ ^^^^"^^**^^Biiring i r

Home

Insert

—B,B

> W W

Page Layout

References

Mailings

Proposal - Microsoft W o r d

Review

Cambria (Headi

View

Developer

l ®Aabl Title

I

4af?feCc.

4 fibCcD(

Subtitle

Subtle Em...

0

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Emphasis

J

-

Rep|a£e

Change

I' I Styles" R \

Styles

M

H

S E L E C T

Editing

Proposal-for-Mountain-Biking-at-North Lake-CampU '

•

Budget heading click the More

O p e n t h e Styles gallery, a n d t h e n click t h e

I Scroll down, and then select the

paragraph. In the Styles g r o u p , button Q . Notice that only t w o Heading

Emphasis style. T h e

E m p h a s i s style is a c h a r a c -

ter style. T h e selected t e x t is f o r m a t t e d w i t h t h e

styles are

E m p h a s i s style, w h i c h a p p l i e s i t a l i c f o r m a t t i n g

in the gallery. I In the Styles gallery, click the

to text.

Heading 2 style. T h e

selected text is formatted with the Heading 2 style, which is similar t o the Heading 1 style but the color is a little lighter shade o f blue, the size o f the text is 1 3 points, and the space before the paragraph is 1 0 points. I In the Styles group, click the More button

0.

N o t i c e that the Heading 3 style has been added t o

Modifying a Quick Style If you w a n t t o change some parts o f the definition o f a Q u i c k Style, you can modify it. T o modify a Quick Style, first apply the Q u i c k Style t o t e x t o r a paragraph, and then modify the formatting o f the text o r paragraph using direct formatting. N e x t , right-click the Quick Style name in the Styles gallery, a n d then on the shortcut

the gallery. Use the list below t o apply Heading Q u i c k Styles to the following paragraphs:

menu, click Update
Style Name>

Style Name>

to M a t c h Se-

is replaced by the

name o f the style).

Minimum Funding—$200 Moderate Funding—$3,200

Heading 3

Questions Opportunity

Heading 2 Heading 1

Description of Program Issues to Consider Potential Trip Routes East

Heading 1

Heading 3

Heading 3

Heading 2 Heading 2

North

Heading 3

West

Heading 3

South

Heading 3

ACTIVITY Modify a Quick Style. Q)

Scroll down, and then select the

Budget heading

paragraph. Q | Reduce the font size o f the selected text to

12 points. On the H o m e rah, in the Font group, click the

At the t o p o f the d o c u m e n t , under the Program

Bold button [5] t o deselect it, and then click the Underline button U . T h e bold formatting

Development heading, in the first line, select key.

removed and the selected text is underlined.

Chapter

11:

Formatting

a

Long

D o c u m er

is

Exhibit 11-3 Redefined Heading 2 style

Home

Clipboard

Page L a y o u t

•

Cambria (Headii ' 1 2

J

B

J Paste

Insert

r

A

I

References

- A' A'

1 TJ |*|afc

X,

Mailings

Review

Aa•

X

1

Font

View

Developer

AaBbCd zl (5 AaBbCcDc AaBbCcDc A B a b G Paragrap="h

^ " B B"

11

Normal

H N o Spaci...

Heading 1 J Heading 2

Find •

A 4 '

Change Styles -

^

Replace

^ Select -

Styles

Heading 2 style redefined

B u d g n e i t g c o u d le g o w t o b a c d s iy r e i o c ^ i t n ls .s m o d e r a y e u t l f n d d a n d b e v e r s u c l c i e u f .l I O n the H o m e t a b , in the Styles group, right-click

then create the style based on the f o r m a t t e d t e x t . T o d o

Heading 2 style. O n the shortcut menu, click Update Heading 2 to Match Selection. T h e style is

this, select the formatted text, click the M o r e b u t t o n in

the

the Styles g r o u p , and then click Save Selection as a N e w

redefined to m a t c h the formatting changes you

Q u i c k Style to open the Create N e w Style f r o m F o r m a t -

m a d e t o the Budget heading, and all the headings

ting dialog b o x . You can n a m e and save the style from

with the H e a d i n g 2 style applied n o w m a t c h this

this dialog b o x . N e w Quick Styles are created as linked styles. To

style. See E x h i b i t 1 1 - 3 .

| Select the Minimum Funding—$200 heading paragraph. R e m o v e the bold formatting. Heading 3 style. Update Heading 3 to

) In the Styles group, right-click the O n the shortcut menu, click

Match Selection. Notice

that the formatting o f the

change this, in the Create N e w Style from Formatting dialog box, click Modify to open a larger version of the Create N e w Style from Formatting dialog b o x , click the Style type arrow, and then select the style type from the list. R e m e m b e r that part of a style definition is the style on which the style is based. So when you create a new

M o d e r a t e F u n d i n g — $ 3 , 2 0 0 heading changed to

style based upon the formatting o f selected t e x t , the new

m a t c h the new style definition.

style retains a connection to the original style. If you modify the original style, these changes will also be applied to the new style. For example, suppose you need to

Saving a Style to the Template The modified style is saved only with the current document. If you want to make the modified style available to all documents created based on the current template (even if it is the Normal template), right-click the Quick Style name, and then click Modify on the shortcut menu to open the Modify Style dialog box. In the Modify Style dialog box, click the New documents based on this template option button at the bottom of the dialog box, and then click OK.

create a new style that will be used exclusively for formatting the heading Budget

in all upcoming reports. You

could start by selecting text formatted with the H e a d ing 1 style, change the font c o l o r o f the selected text to purple, and then save the formatting o f the selected text as a new style named Budget.

If you then modify the

Heading 1 style—perhaps by adding italics—the text in the document that is formatted with the Budget style will also have italics, because it is based on the Heading 1 style. This connection between a new style and the style on which it is based enforces a consistent l o o k a m o n g styles, helping to create a document with a coherent design. T o take full advantage of this feature, you need to think carefully about what style you w a n t to use as the basis for a new style. For example, if you are creating a

Creating a New Quick Style

new style that will be used as a heading, you should base that new style on a heading style.

Y o u might find that you need to create a new style for

Finally, when you create a new p a r a g r a p h o r linked

your d o c u m e n t . T h e easiest way to create a new Q u i c k

style, the style for the next p a r a g r a p h created w h e n

Style is t o f o r m a t text in the way that you w a n t , and

you press the Enter key is the new style. T o c h a n g e this,

Chapter

11:

Formatting

a Long

Document

open the larger version o f the Create N e w Style from F o r m a t t i n g dialog b o x , as described a b o v e , click the Style for following paragraph arrow, and

Exhibit 11-5 Large Create New Style from Formatting dialog box

then select the style you w a n t .

style name

Create New Style from Formatting Properties

ACTIVITY Create a new Quick Style. £

click to change — t h e style type

At the top o f the d o c u m e n t , under the Overview heading, in the first line, select North

Lake Camp. In documents

Name:

NLC N a m e *

Style t y p e :

Linked (paragraph a n d character)

Style based o n :

IT Normal

Style for following p a r a g r a p h :

IT NLC Name

3 L Ft]

Formatting

produced at c a m p ,

the c a m p n a m e is in a different font and a

Q

Candara

11 0

I

B

U

dark green color.

formatting applied to the text before the dialog box was opened

I Change the font o f the selected text t o

Candara. Change the

Olive Green, Accent 3, Darker 50%.

color t o

click the More

Mourtarb idung at North Lake Carnp(NLC)s the next k>f)ai step in NLC s' s— : .. . . . ir ••• - click to change the style tor pressing the Enter key after tto«s«Kio.doorct^. the paragraph created HPaFrao grialpo hwn obPiragapt Folio* :ZI Panfaph Foo lwn ig Parayapn Foo lw ins Pm?aph iFg tr

B

Font: C a n d a r a , F o n t color: Accent 3, Style: Quick Style Based o n : Normal

) In the Styles group,

keep selected to save the style only with the current document

button

0 . Below the gallery,

Save Selection as a New Quick Style.

click

V A d d to Quick Style list o Only in this document

J Automatically update N e w documents based o n this template

Format -

A small Create N e w Style from Formatting dialog b o x opens with the temporary style n a m e selected in the N a m e b o x . See Exhibit 1 1 - 4 .

Exhibit 11-4 Small Create New Style from Formatting dialog box

click to save style as part of this template

I In the Styles group, if you d o n ' t see the N L C N a m e style, click the up scroll arrow [*]. T h e new N L C N a m e style is the second style in the gallery and is selected.

Create New Style from Formatting

I Under the Overview heading, in the parentheses

Name:

Style! <

type new style name here j

in the same line o f text, select NLC. In the Styles group, click the

Paragraph style preview:

Stylei

NLC Name style.

See Exhibit 1 1 - 6 .

In the Editing group, click the Replace button. T h e Find and Replace dialog b o x opens with N L C in OK

Modify...

Cancel

the Find what b o x . Click in the

Replace with box, type NLC, and

then

click More. T h e dialog b o x expands to show a d ditional options.

I In the N a m e b o x , type NLC Name. I Click Modify. T h e larger Create N e w Style from F o r m a t t i n g dialog b o x opens. See Exhibit 1 1 - 5 .

I Click

the Style type arrow, and then click

Character.

I Click OK. T h e dialog b o x closes and the new Q u i c k Style is added t o the Styles gallery.

Chapter

11:

Formatting

a

Long

Document

click to change the style on which this style is based

At the b o t t o m o f the dialog b o x , click Format, and then click

Style. T h e

Replace Style dialog b o x

opens. In the list, select NLC Name, and then click OK. T h e dialog b o x closes, and Style: N L C N a m e appears under the Replace with b o x .

Exhibit 11-6 Custom style applied to text Click Replace All. Click fferences

Mailings

| » > - ^\

Review

| := - |= •

WL W. M

Yes in t h e dialog b o x

* m

*= '

t h a t asks if you w a n t tW >

tl • _

®

AAaaBBbbCCccDDcc

AaBbCcD

-

Tl r Normal

NLC N a m e

AaBbCcDc Tl N o Spaci...

ft

AaBbG

Change

Heading 1

Styles »

iragraph

Find Replace

t o c o n t i n u e searching f r o m t h e beginning o f

* Select -

the d o c u m e n t .

Editing

Click OK in t h e dialog

il-for'Mountain-Biking- at-North implf

b o x that tells y o u t h a t 13 r e p l a c e m e n t s were m a d e . All instances o f N L C f o r m a t t e d with the N o r m a l style are

i-North-Lake-Camp-(NLcyis-the^exH^ ouldbeafun-newprogramforour^ampers/anditfits-withthe-camp's-mission-of-

replaced with N L C formatted with t h e N L C N a m e style. Click Close t o close the dialog b o x .

Using the Styles Pane

Save the document.

The Styles pane displays the complete list of styles available to a document, as well as indicates the style type of each style. To open the Styles pane click the Dialog Box Launcher in the Styles group on the Home tab. The list of styles displayed when you open the Styles pane is the list of recommended styles. For new documents, this means it lists the styles that appear in the Styles Styles gallery. To see the comClear All Normal plete list of styles available, click NLC Name the Options link at the bottom No Spacing of the Styles pane, and then in Heading 1 Heading 2 the Style Pane Options dialog Heading 3 box that opens, click the Select Heading-4 styles to show arrow, and then Title Subtitle click All styles. If you want to Subtle Emphasis add a style to the Styles gallery, Emphasis I n t e n s e Emphasis point to the style name in the Strong Styles pane, click the arrow that Quote appears, and then click Add to Intense Quote Subtle R e f e r e n c e Quick Style Gallery. Intense Reference The symbols to the right of Book Title each style name in the Styles H Show Preview pane indicate the style type: • Disable U n k e d Styles Paragraph styles are labeled with U character styles with a, and linked styles with . At the bottom of the Styles pane, you can select the Show Preview check box to see the format of each style, and select the Disable Linked Styles check box to change all linked styles to paragraph styles. #

M

loh.2

A

Working with Themes

fter you format a document with a variety o f styles, you can alter the look o f the d o c u m e n t by chang-

ing the document's theme. A theme is a coordinated set

of colors, fonts, and effects. Created by professional designers, themes ensure that a document has a polished, coherent look. Forty-four themes are included in Office. T h e default theme for new documents is the Office theme. Every theme assigns a font t o headings and t o body text. These t w o theme fonts are always listed at the t o p of the Fonts menu with the labels (Headings)

and (Body)

on the right. You have already seen this when you opened the Fonts menu t o apply a different font. Some themes use one font for headings and another f o r body text; other themes use the same font f o r both elements. In the Office theme, the heading font is C a m b r i a , and the body font is Calibri. If you change the theme, the theme fonts in the Font list change to match the fonts for the new theme.

This is the Office theme's heading font Cambria.

This is the Office theme's body font, Calibri.

This is the Newsprint theme's heading font, Impact. This is the Newsprint theme's body font. Times New Roman. W h e n y o u type text in a n e w d o c u m e n t , the t e x t is formatted with the body text font. If you c h a n g e the theme, text formatted with the theme fonts c h a n g e s t o

theme A coordinated set of colors, fonts, and effects.

Chapter

11:

Formatting

a

Long

Document

the f o r m a t o f the new theme's fonts. If you change the font o f text to a non-theme font, when you change the

I Click the

Themes button. T h e

T h e m e s gallery

opens. See E x h i b i t 1 1 - 8 .

theme, the font will not c h a n g e . You have also already seen the colors associated with a theme. When you displayed the c o l o r palette to

Exhibit 11-8 Themes gallery

change the font color or a paragraph border color, the colors under T h e m e C o l o r s are the coordinated colors

fere

me

o f the current theme. T h i s set o f colors changes when

1

you change the theme. So if you apply one o f these theme colors using direct formatting, or if you apply

rest of themes in alphabetical order (scroll to see entire list)

a style, such as a heading style, that formats text with color, when you apply a different theme, the c o l o r will change to m a t c h the equivalent c o l o r in the new theme. T h e T h e m e C o l o r s are c o o r d i n a t e d to look good together, so if you are going t o use multiple colors in a document (perhaps for paragraph shading and font c o l o r ) , it's a good idea to stick with the T h e m e C o l o r s . Clarity

Composite

Concourse

A a j Aa^| A^JAai S3 Aa

Applying a New Theme T o change the theme, click the T h e m e s button in the

Equity

Themes group on the Page L a y o u t t a b , and then select

Aa

the theme you w a n t in the gallery. T h e new theme is ap-

Executive

plied to the entire d o c u m e n t and all the elements within

Flow

Foundry

Reset t o T h e m e f r o m T e m p l a t e

it, with the colors and fonts changing to match the col-

Qj)

ors and fonts of the new t h e m e .

A

B r o w s e for Themes... Save C u r r e n t T h e m e . . .

ACTIVITY

I

Change the document's theme.

Q|

In the gallery, point to the

Austin theme

to see a

Scroll the document so you can see the title at the

Live Preview in the d o c u m e n t . T h e fonts in the

t o p of the window and the Budget heading near

document change, and the c o l o r o f the text for-

the bottom of the window.

matted with the Title style and with the Heading

Page Layout tab. In the the Themes button. T h e

O n the R i b b o n , click the T h e m e s group, point t o

name of the current t h e m e , the Office T h e m e , appears in a ScreenTip. See E x h i b i t 1 1 - 7 .

styles changes. N o t i c e that the changes you made to the Heading 2 style definition are retained. I Point to several other themes, and then scroll down and click the

Urban theme. T h e

fonts and

colors in the document change to those used in the Urban theme.

I Insert

| A?" ,—.

T h e mM es W ^ \OJ

W

U __

Page Layout

s,ze

'

>:J Line

Margins W =1 Columns •

2 2

I T Themes

References

Orientation' ^ B r e a k s "

be

Numbers

Mailinc _]

.\aterr Page Color •

Hyphenation

opens. N o t i c e that at the t o p , the Headings font is Trebuchet M S and the Body

font

is Georgia.

I Click a blank area o f the d o c u m e n t to close the

Page Setup

title, and then in the F o n t Font Color button arrow |A >

Font list, select the

I Theme Current: Office Theme. C h a n g e t h e o v e r a l l desigrV entire document, i n c l u d i n g ^ l o r s , f o n t s , a n d effects.

& Press Fl for more help.

posal-for-Mou] [e-Camplf name of current theme

Chapter

Home tab. In the Font Font box arrow. T h e Font gallery

O n the R i b b o n , click the

group, click the

11:

Formatting

a Long

Document

group, click the

The

color palette opens. T h e T h e m e C o l o r s in the palette are the Urban theme c o l o r s . T h e T h e m e Colors you saw previously were the Office theme colors. See E x h i b i t 1 1 - 9 .

Exhibit 11-9 Color palette for the Urban theme

Exhibit 11-10 Colors dialog box with the Standard tab selected Colors

Insert

1

—

*A

Page Layout

T r e b u c h e t M S (I- - 26

References

- A A

Mailings

select this green color

•"•SB

Clipboard

H

C

style headings colored with Urban theme colors

Standard i Custom Colors:

Proposal

color will preview here

"ake-Car-IHlm i l Standard Colors

N Overview!]

'3>

M o r e Colors... 1

j

Gradient

•

Mountaintildng«t-North^ake
color of text formatted with the NLC Name style changed

In the F o n t group, click the

Font Color button

arrow \A [ A new r o w n a m e d R e c e n t C o l o r s a p W

pears below the Standard C o l o r s row. T h i s r o w I Scroll through the document t o e x a m i n e the differences. O n e unexpected change is t o the N L C N a m e style.

heading, select North Lake Camp. In the Font g r o u p , click the Font Color

button arrow

|A

\.

w

The

a r o u n d the c o l o r in the palette, is Purple, Accent 3 , D a r k e r 5 0 % . T h i s color is in the same position as the t h e m e c o l o r you selected when you created the style. T h e r e is n o dark green c o l o r in the current t h e m e c o l o r palette, and the greens in the Standard C o l o r s a r e t o o bright. T h e font did n o t change because C a n d a r a was n o t one o f the theme fonts.

More Colors. T h e c o l o r

pal-

ette closes a n d the Colors dialog b o x opens with the C u s t o m t a b selected.

Standard tab.

ent color. In the Styles group,

selected color, as indicated by the orange b o x

Click the

during this session o f W o r d . Close the c o l o r palette w i t h o u t selecting a differ-

I At the t o p o f the document, under the Overview

B e l o w the palette, click

will be available in every d o c u m e n t you w o r k o n

T h e Standard t a b is se-

right-click the NLC

Name style, and Update NLC Name to Match Selection. T h e style

then click

definition is updated and all the text with that style a p plied changes color t o m a t c h the n e w definition.

Problem? If the instances of NLC'\n the document did not change from the purple color to the new green color, right-click the NLC Name style, click Select All 14 Instances on the shortcut menu, and then click the NLC Name style.

Modifying a Theme

lected, displaying a h e x a g o n c o m p o s e d o f small

O n c e you have chosen a theme, you c a n c h a n g e a n y o f

colored h e x a g o n s . See E x h i b i t 1 1 - 1 0 .

the three elements that m a k e up the t h e m e : the f o n t s ,

O n the left, in the r o w above the center row, click the

leftmost green hexagon. T h e N e w portion

of

the preview b o x changes t o the dark green c o l o r you selected.

the c o l o r s , a n d the effects. T o d o this, click the F o n t s , C o l o r s , o r Effects button in the T h e m e s g r o u p o n the Page L a y o u t t a b , a n d then select the f o n t s , c o l o r s , o r effects from another theme. Y o u c a n also c h a n g e the fonts a n d colors by clicking the a p p r o p r i a t e c o m m a n d

Click OK. T h e dialog b o x closes and the selected

on the C h a n g e Styles button m e n u in t h e Styles group

text is reformatted with the dark green color.

on the H o m e t a b .

Chapter

11:

Formatting

a Long

Document

Creating New Theme Fonts and Colors If none of the theme font sets suits your needs, you can click the Create New Theme Fonts command on the Fonts button menu in the Themes group on the Page Layout tab, or on the Fonts submenu on the Change Styles button menu in the Styles group on the Home tab. In the Create New Theme Fonts dialog box, select a heading and a body text font, and type a name for the new theme font set in the Name box.

1 9 Uad)

Create New Theme Font; Heading font:

Calibri

Sample

lext/Background - Dark 1 \W§ '

Text

Text

Text/Background - Light 1 [ f ~ | < Text/Background - Cark 2 j'l

'

Hyperlink Hyperlink

Accent 2

[fiL

Accent 2

B o d y text b o d y text b o d y text. B o d y text b o d y text.

Name:

Theme colors

Accent 1

3H e a n d g i

Body font:

Create New Theme Colors

Text/Background • Light 2 |

Sample

Cambria

listed, and type a name for the new color set in the Name box. In both cases, the new, custom font set and theme color set will be listed at the top of their respective menus.

m

Accent 4 Save

Cancel

You can customize theme colors by clicking the Create New Theme Colors command on the Colors button menu in the Themes group on the Page Layout tab, or on the Colors submenu on the Change Styles button menu in the Styles group on the Home tab. In the Create New Theme Colors dialog box, select a color for each theme element

Accent 5.

Ml

Accent £

M

Hyperlink Followed Hyperlink Name: 0

Save

Cancel

Exhibit 11-11 Theme Fonts menu

ACTIVITY Modify the theme fonts and colors.

Q) O n the R i b b o n , click the Page Layout tab. In the T h e m e s group, click the Theme

Fonts button [5H

T h e T h e m e Fonts menu opens.

Page Layout

Theme Fonts button

I Themes

—I

, rtc.

J

G i l l Sans M T Gill Sans MT

selected. See Exhibit 1 1 - 1 1 .

Live Preview, scroll up the list, and then click the

Module fonts. T h e

Technic

Aa

Tw Cen MT

Aa

T w Can M T

document. In t h e T h e m e s g r o u p , c l i c k t h e

ors BUTTON

B > Scroll

Theme Col-

d o w n t h e list t o see

t h a t t h e U r b a n c o l o r p a l e t t e is selected. See

Aa

F r a n k l i n Gothic M... Franklin Gothic Book

Aa

Trebuchet MS Georgia^ Veive

P o i n t to several of the t h e m e s l i s t e d to s e e the Live

Preview, and then click the Grid theme colors. T h e elements in the d o c u m e n t formatted with theme colors change t o the corresponding theme colors o f the Grid t h e m e .

11

Trek

Urban

Exhibit 11-12.

Chapter

Franklin G o t h i c Bo... Arial Thatch

M o d u l e theme fonts (Corbel for

both headings and body text) are applied t o the

\J Line N i

T r e b u c h e t MS Solstice

S c r o l l to the b o t t o m of the list to s e c that U r b a n is

Point to s e v e r a l of the t h e m e s l i s t e d to s e e the

O r i e n t a t i o n » >f^{ Breaks J j Size •

Formatting

a Long

Document

Aa

C e n u t r yG o h c ti Century G o t h i c

Waveform

Candara

C/eate CNaenwd aTrhae m e F o n t s . .

it is still 1 4 - p o i n t C a m b r i a , but t h e c o l o r is R e d , Accent

Exhibit 11-12 Theme Colors menu

2 , D a r k e r 5 0 % ; the paragraph is c e n t e r e d ; there is 2 0 points o f space before the p a r a g r a p h a n d 1 0 points o f space after the paragraph; and there is a R e d , A c c e n t 2 , D a r k e r 2 5 % double-line border under t h e p a r a g r a p h . You c a n select f r o m a total o f 1 4 style sets t o change the look o f all the text in a document. Y o u c a n change the style set b e f o r e o r after y o u apply styles. Be aware that if y o u redefine Q u i c k Styles before you apply a different style set, the c h a n g e s might not all be retained if you change the style set after y o u change the style definitions.

ACTIVITY Change the Style Set. QP

O n the H o m e t a b , in the Styles group, click the

Change Styles button. O n the menu that opens,

Waveform

•

selected theme color palette

Create N e w T h e m e Colors...

notice the Colors and Fonts c o m m a n d s . Pointing to these c o m m a n d s opens the same menus you s a w when used the T h e m e Colors a n d T h e m e Fonts buttons in the Themes group on the Page L a y o u t t a b . O n t h e m e n u , p o i n t t o Style S e t . A m e n u o f style

sets opens. See Exhibit 1 1 - 1 3 . | At t h e t o p o f the document, under the Overview

North Lake Camp. O n the R i b b o n , Home tab. Notice in the F o n t b o x that

heading, select click the

Exhibit 11-13 Style Set menu

the f o n t o f the text formatted with the N L C N a m e

Change Styles button

style is still C a n d a r a . Also notice that all o f the

•veloper

text f o r m a t t e d with the N L C N a m e style is still

0

the s a m e dark green you selected. T h i s is because

AaBbCcD

AaBbCcD

Tl N o r m a l

NLC Name

the dark green color was n o t a theme color, so it is

loii Changing the Style Set

k in i

list of style sets

A

available t o each d o c u m e n t . T h e default style

Fonts

Fancy

jj

Paragraph Spacing Set as D e f a u l t

Manuscript Modern Newsprint

calstepii ers, and

Perspective Simple Thatch

you change the style set, the Q u i c k Style definitions

W o r d 2003

ready seen, is formatted as 1 4 - p o i n t C a m b r i a with the

WJ C o l o r s

Formal

z

W o r d 2010 >ry,tradr

Reset t o Q u i c k Styles f r o m T e m p l a t e

perswill-

Reset D o c u m e n t Q u i c k Styles

iat-helph

Save as Q u i c k Style Set...

Blue, Accent 1 , D a r k e r 2 5 % c o l o r ; the paragraph is left-aligned, a n d there are 2 4 points o f space before the

style set A group of Quick Styles.

paragraph. If y o u change the style set t o the F o r m a l style set, the H e a d i n g 1 Q u i c k Style definition changes;

Chapter

11:

Formatting

a

Long

w

Style Set

A

Traditional

style set selected, the Heading 1 style, as you have al-

A

Find '

iac R e p l a c e M£ Select

Elegant

set f o r n e w d o c u m e n t s is the W o r d 2 0 1 0 style set. If are c h a n g e d . F o r e x a m p l e , with the default W o r d 2 0 1 0

Change Styles*

Heading 1

Distinctive

3

style set is a coordinated group o f Q u i c k Styles

1 N o Spaci...

ft

AaBbC.

D e f a u l t (Black a n d W h i t e )

unaffected by changing the theme c o l o r s . I Save the d o c u m e n t .

AaBbCcD

Document

• •

ment headings. Paragraphs f o r m a t t e d with the H e a d ing 1 style are the highest level headings. Paragraphs

Customizing the Normal Template

formatted with the Heading 2 style are subordinate t o Heading 1 paragraphs. In an outline, subordinate head-

The combination of themes and style sets provides an almost dizzying number of choices. You can select a theme; change the theme fonts, colors, or effects; and change the style set to create a document quickly formatted with a distinctive look. Change Styles * As you have seen, if you reA Style Set define Quick Styles and then Colors apply a different style set, Fonts your changes might not carry through. If you come up with Paragraph Spacing a combination you want to Set as Default save as the default when you create new documents—in other words, if you want to save changes to the Normal template— make all the changes you want using theme fonts and colors and the Style Set command, click the Change Styles button in the Styles group on the Home tab, and then click Set as Default.

ings—or subheadings—are indented below the H e a d ing 1 paragraphs. Each successive level o f heading styles (Heading 3 , Heading 4 , and s o o n ) is indented further to the right. W h e n y o u w o r k w i t h a n o u t l i n e , you c a n m o v e t o p i c s t o o t h e r l o c a t i o n s in t h e o u t l i n e , o r y o u c a n p r o m o t e o r d e m o t e h e a d i n g s . M o v i n g a heading t o a h i g h e r level in t h e o u t l i n e — f o r e x a m p l e , c h a n g i n g a Heading 2 paragraph into a Heading 1 p a r a g r a p h — is c a l l e d promoting t h e h e a d i n g . M o v i n g an item l o w e r in t h e o u t l i n e is c a l l e d

demoting

the h e a d i n g .

If y o u used t h e b u i l t - i n h e a d i n g styles t o f o r m a t t h e h e a d i n g s in y o u r d o c u m e n t , w h e n y o u p r o m o t e o r d e m o t e a h e a d i n g , t h e n e x t h i g h e r o r l o w e r level o f h e a d i n g style is a p p l i e d t o t h e h e a d i n g p a r a g r a p h . W h e n y o u w o r k with multiple-page d o c u m e n t s , there are several ways t o m o v e a m o n g the pages in t h e d o c u m e n t . T o see the c u r r e n t p a g e n u m b e r and the t o tal n u m b e r o f pages, l o o k a t the page c o u n t i n d i c a t o r at the left end o f the status bar, w h i c h lists the c u r r e n t page n u m b e r a n d t h e t o t a l n u m b e r o f pages in t h e

(Point to Modern. Live Preview shows a preview o f the M o d e r n style set in the document. N o t i c e that the changes t o the H e a d i n g 2 definition are not retained with this style set.

d o c u m e n t . Y o u c a n drag t h e scroll b o x in the vertical scroll b a r t o m o v e b e t w e e n t h e pages in the d o c u m e n t . As y o u drag, a S c r e e n T i p a p p e a r s identifying the current page number. I f p a r a g r a p h s are formatted with t h e built-in heading styles, t h e first heading o n

( O n the submenu, click Formal. T h e style set is

the page also appears in t h e S c r e e n T i p . ( R e m e m b e r

changed t o the F o r m a l style set. T h e changes t o

that pressing the Page Up a n d Page D o w n keys scrolls

the Heading 2 style are retained with this style set.

the d o c u m e n t one screen a t a t i m e , n o t necessarily one

And note that the t e x t f o r m a t t e d with the N L C

page at a t i m e , unless t h e d o c u m e n t was displayed a t

N a m e style is unaffected because it was created

O n e Page z o o m . ) Y o u c a n also click the page c o u n t in-

using a non-theme font and color.

d i c a t o r t o open the G o T o t a b in the Find and Replace dialog b o x , and then type t h e page n u m b e r you w a n t

| Save the document.

to go t o .

Working with the Document Outline

loii.4

R

eviewing a document's outline c a n help you keep track o f a document's overall organization.

It lets y o u see, a t a glance, the hierarchy o f the docu-

View different pages in a multiple-page document. £

In the v e r t i c a l scroll bar, p o i n t t o the

t o n . A S c r e e n T i p a p p e a r s identifying t h e page

promote To move an item to a higher level in an outline,

as page 1 . T h e first h e a d i n g o n t h e p a g e ,

demote To move an item to a lower level in an outline.

O v e r v i e w , a l s o a p p e a r s in t h e S c r e e n T i p . See Exhibit 1 1 - 1 4 .

Chapter

11

Formatting

a Long

scroll

box, and then press a n d h o l d t h e m o u s e but-

Document

Exhibit 11-14 ScreenTip identifying the current page number

iking Proposal - Microsoft/ ' .ord Home

Insert

Page L a y o u t

llcandm

References

Mailings

Review

View

Developer

^Tii - A~ A' Aa' | % j := - |= - '-"JE* zl AaBbCcD ("if 11 N o r m a l a,- mm mm > - _•

AaBbCcD

AABBC

AABBCC

No Spacing

Heading 1

Heading 2

Font

- cnange Styles«

PROPO

Replace *

SelectEditing

SAL-FOR-MOUNTAIN-BIKING-AT NORTH-LAKE-CAMPfl OVERVIEW^ current page number and first heading on page in ScreenTip

Mountainbikingat Northlake
Dynamicprogramming-isKEYtomaintaininqacamp'shistory, tradition, -andoveralNong-term-health. Programsatanycampneedtogrowandadapt,orthecamperswillvotewiththeirfeet. Over-theyears, much-planning, building, andbudgeting^edtoprogramsthathelpholdtheinterestofcampersfor morethanoneseason.-Mountainbikingwouldbeeasytoaddandgivecampmoreprogramflexibility.Itcouldbe targeted at olderboysorallcampers.-NLChasneededtodevelopmoreprogramsforoldercampersforseveralyears.fl atoj word count indicator

Words:"3y«39

I D r a g the

BUDGET^ Budgetingcouldgotwobasicdirections.-ltcouldbefundedataminimumJevelandbesuccessfulormoderately-funded and be-very successful. j| $> I • I •• , | jjjl [$ 3 §

scroll box

slowly down the verti

cal scroll b a r until the ScreenTip identi-

Exhibit 11-15 Find and Replace dialog box with the Go To tab selected

fies the current page as page 3 , and then release the mouse

Find and Replace

Page selected in list

b u t t o n . Page 3 appears in the d o c u m e n t window, and the page n u m b e r indicator on the

Enter page number: insertion point IN = Enter + and - to move relative to the current location, move forward four items.

status b a r identifies the page as Page 3 o f 4 . | O n t h e s t a t u s bar, c l i c k t h e

indicator

Page: 3 of 4

114*

page count

Next

Previous.

. T h e Find and

Replace dialog b o x opens with the G o T o t a b s e l e c t e d . In t h e G o t o w h a t b o x , P a g e is s e l e c t e d , a n d t h e i n s e r t i o n

command changes to Go To after you enter a page number

p o i n t is in t h e E n t e r p a g e n u m b e r b o x . S e e Exhibit 11-15. I In the E n t e r page number b o x , type 1. T h e N e x t c o m m a n d button changes t o G o T o .

i Click Go To. T h e document scrolls t o page 1 .

I In

the dialog b o x , click

Chapter

11:

Formatting

Close.

a

Long

Document

Document Statistics

Browse the pages of a document.

The word count indicator, which lists the number of words in the document, is located next to the page count indicator on the status bar. When text is selected, the number of words in the selection is identified be. fore a slash and I word Count the total numStatistics: ber of words. Pages 4 To see more 839 Words 4,158 Characters (no spaces) statistics, click 4,945 Characters ( w i t h spaces) the word count 75 Paragraphs indicator or click 104 Lines the Word Count y Indude textboxes,footnotesand endnotes button in the Close Proofing group on the Review tab to open the Word Count dialog box. The Word Count dialog box lists the number of pages, words, characters with and without spaces, paragraphs, and lines in the document or selected text.

Q)

View tab. In the S h o w Navigation Pane check box to

O n the R i b b o n , click the group, click the

select it. T h e Navigation Pane opens. At the top of the Navigation P a n e , if it is not already selected, click the

document tab [§§]. T h a t

Browse the pages in your

t a b b e c o m e s the current

tab and displays a thumbnail o f each page in the document in the N a v i g a t i o n Pane. Page 1 is selected and displayed in the document window. See Exhibit 1 1 - 1 6 .

Hfc In the Navigation

Pane, click the

page 2 thumb-

nail. T h e page 2 thumbnail b e c o m e s selected and page 2 appears in the d o c u m e n t window.

Exhibit 11-16 Browsing by pages in the Navigation Pane

There are two ways to work with a document outline: in the Navigation Pane in Normal view and in Outline view.

Using the Navigation Pane T h e Navigation Pane offers t w o ways to view a document's structure and navigate within it. You can view and navigate the document's out-

Browse the pages in your document tab

.^Search D o c u m e n t I

—!

line by displaying its headings in the document, or you can view and navigate the document's pages by

P •

Navigation Pane check box

PROPOSALFC NOR

displaying thumbnail images o f the pages. You've already seen o n e t a b in the Navigation Pane when you used it to find search text in a document. In addition to the Browse the results from your current search t a b , which is the t a b you used t o find and high-

Mountainbiking at North-Lake-Camp programming It would be a fun new fitness and outdoor activity |

light search text in a d o c u m e n t , the Navigation Pane includes the Browse the pages in your document tab and the Browse the headings in your document t a b .

PRC

Browse the Pages of a Document in the Navigation Pane

Dynamic programming is to mail Programs at any camp need to grow much planning, building, and budget more than one season Mountain biki Ittould be targeted at older boys or a campers for several years

T o m o v e quickly a m o n g the pages in your document, use the Browse the pages in your document t a b in the Navigation Pane. T h i s t a b displays the pages o f your document as t h u m b n a i l s . Y o u click a thumbnail to instantly move t o that page in the d o c u m e n t .

Chapter

11: Formatting

a Long

Document

Page 1 of 4

W o r d s : 839

Exhibit 11-17 Headings displayed in the Navigation Pane

Browse the Headings in a Document in the Navigation Pane

Home

T o w o r k w i t h a d o c u m e n t outline, use the B r o w s e the headings in y o u r d o c u m e n t t a b in the N a v i g a t i o n P a n e , which displays t h e d o c u m e n t headings as an outline. You c a n click a heading in the N a v i g a t i o n Pane t o dis-

Browse the headings in your document tab

Insert

Pag

Print Full Screen W e b O u t l i n e Layout Reading Layout

D

Document Views

play t h a t h e a d i n g at the t o p o f the d o c u m e n t window. You c a n also drag a heading up o r d o w n in the N a v i gation P a n e t o position it in a n e w l o c a t i o n in the outline. W h e n y o u d o this, any subheadings a n d body t e x t under t h e h e a d i n g move to the n e w l o c a t i o n with the

* Program Development

heading y o u drag. Y o u can also p r o m o t e a n d d e m o t e

* Budget

headings in t h e N a v i g a t i o n P a n e . W h e n y o u c h a n g e

Minimum Funding... Moderate Funding...

the level o f a heading, subheadings are p r o m o t e d o r d e m o t e d o n e level as well. T o identify headings that have s u b h e a d i n g s , either a Collapse a r r o w 0

Opportunity

o r an

E x p a n d a r r o w \V] appears n e x t t o them in the N a v i g a tion P a n e .

selected heading

Q u e s t i o n s <{

* D e s c r i p t i o n of P r o g r a m

Collapse arrow

Issues t o C o n s i d e r — P o t e n t i a l Trip R o u t e s East North West South

Change the outline in the Navigation Pane. Q | At the t o p o f the Navigation Pane, click the

Browse the headings in your document tab [ j ] . T h e d o c u m e n t headings are displayed in the Navigation P a n e , as shown in E x h i b i t 1 1 - 1 7 . T h e orange

Page; 2 of 4 , W o r d s : 876

highlighted heading, Questions, indicates the part o f the d o c u m e n t that contains the insertion point, which is positioned at the t o p o f page 2 . I In the N a v i g a t i o n Pane, click the

Program heading. T h e document

Description of

scrolls t o display

Exhibit 11-18 A collapsed heading in the Navigation Pane

that heading at the top o f the d o c u m e n t w i n d o w with the insertion point at the beginning o f the heading. I In the N a v i g a t i o n Pane, next t o the Potential Trip R o u t e s heading, click the

Collapse arrow 0 .

Layout

I

Navigation

under the Potential Trip R o u t e s heading disappear,

P•

Search D o c u m e n t

and the a r r o w next to the Potential Trip R o u t e s

3

See

Exhibit 1 1 - 1 8 . | In the Navigation Pane, drag the

W e b Outline Layout

Document Views

T h e headings formatted as Heading 3 headings

heading changes t o an E x p a n d a r r o w

Fullscreen Reading

Overview

Description of

* Program Development * Budget

Program heading up, but do not release the mouse

Minimum Funding...

b u t t o n . As you drag the heading, the pointer

Moderate Funding... Questions

changes t o 1^, which is the same pointer you s a w

Opportunity

when you used the drag and drop technique, and a black line appears indicating the position o f the

Expand arrow

heading w h e n you release the mouse b u t t o n . See

' D e s c r i p t i o n of P r o g r a m Issues t o C o n s i d e r Potential Trip R o u t e s

Exhibit 1 1 - 1 9 .

Chapter

l l : Formatting

a Long

Document

In Outline view, outline symbols appear to the left

Exhibit 11-19 Moving a heading in the Navigation Pane

o f each paragraph. T h e plus sign symbol Q

appears

next to headings that have subheadings or body text below the heading. T h e minus sign symbol Q

appears

next to headings that do not have any subordinate text. A small gray circle 0

IiHl Print Full S c r e e n W e b O u t l i n e Layout Reading Layout Document Views

D

next to a paragraph indicates the

text is body text and not a heading.

line indicates where heading will be positioned

W h e n you click the outline s y m b o l next to a heading, you select the heading a n d all o f its subordinate t e x t , or a section. T o m o v e a section after you select it, you can drag it or click the M o v e Up or M o v e D o w n button in the Outline T o o l s g r o u p on the Outlining t a b , which is visible only in O u t l i n e view. You can also use b u t t o n s on the O u t l i n i n g t a b t o promote or demote headings, or to d e m o t e t e x t f r o m a heading to

* Budget

pointer

Minimum Funding..

body t e x t .

Moderate Funding.. Questions

ACTIVITY

Opportunity ^ D e s c r i p t i o n of P r o g r a m

Change the outline in Outline view*

Issues t o C o n s i d e r Potential Trip Routes

I O n the View t a b , in the D o c u m e n t Views group, click

the Outline button. T h e document | W h e n the black line is positioned below the

switches to Outline

Program Development heading, as shown in

view, and a new t a b ,

Exhibit 1 1 - 1 9 , release the mouse button. T h e

Outlining, appears

Description o f Program heading and all the sub-

on the R i b b o n and

headings under it are moved to the new position

is the active t a b .

in the document.

I Change the z o o m

\ In the N a v i g a t i o n P a n e , r i g h t - c l i c k the

Questions heading. O n t h e s h o r t c u t Promote. T h e h e a d i n g m o v e s t o the

to

m e n u , click

match the figures in

left in the

this section.

N a v i g a t i o n P a n e so it aligns b e l o w the o t h e r headings f o r m a t t e d w i t h the H e a d i n g 1 style. ) In the Navigation Pane, click the

level to 120%

Close button

^ T i p : If the formatting applied to the headings in your document makes it difficult to read the text in Outline view, click the Show Text Formatting check box in the Outline Tools group on the Outlining tab to deselect it and show all the text in Outline view as black text.

I O n the Outlining

Show Level 3. N o w only

t a b , in the Outline Tools g r o u p , click the

Level box arrow, and

then click

text formatted with the Heading 1, Heading 2 , or

to close it.

Heading 3 style appears. T h e horizontal line below headings indicates that the heading has body

Using Outline View

text below it. See E x h i b i t 1 1 - 2 0 .

Outline view displays the various heading levels in a document as an outline. Y o u can either create an outline in Outline view, and the built-in heading styles are applied automatically; or apply heading styles in Print L a y o u t view, and then display the outline in Outline view. W o r k i n g with the outline in Outline view is similar to viewing the structure o f a document in the Navigation Pane; however, in Outline view, you can see body

11:

Formatting

symbol

a Long

Document

plus sign

Q. T h e Budget heading and its subheadings

are selected. In the Outline Tools group, Level 2 appears in the Outline Level b o x (directly below the Outlining tab n a m e ) . T h i s is the level o f the selected Budget heading. (In the Outline Tools group, click the Promote

button [ * ] .

text below the headings.

Chapter

I N e x t to the Budget heading, click the

T h e selected heading is p r o m o t e d so

view again, a n d then scroll up so

Exhibit 11-20 Outline view with only three levels of headings displayed

you c a n see all t h e headings.

Outlining tab appears only in Outline view

N e x t t o t h e O p p o r t u n i t y heading, click the

iking Proposal - Microsoft Wore

Promote button

Insert

Mailings

Page Layout

Review

S h o w Text Formatting Show Collapse ^cument J u b d o c u m e n t ; ter D o c u m e n t

I S h o w First Line O n l y Outline Tools

OVERVIEW^ O PROGRAM-DEVELOPMENT^) O DESCRIPTIONOF PROGRAM^ O ISSUESTOCONSIDER^L O POTENTIAL-TRIP-ROUTESFL

Outline Level box

Q, and

the mouse b u t t o n . A s y o u drag,

*.J S h o w Level: Level 3 Q

plus sign symbol

then drag u p , b u t d o n o t release

View

Demote button

a horizontal line a p p e a r s indicat-

Close Outline View Close

ing the p o s i t i o n o f t h e h e a d i n g , and the p o i n t e r c h a n g e s t o $ . See Exhibit 1 1 - 2 1 .

Show Level box

astJL OO ENorthJL O Westfl O SoutJhJL Budget!

^ Tip: You can also click the Move Up button 0 and the Move Down button \w\ in the Outline Tools group to move paragraphs in an outline.

line indicates that there is body text below this heading

O MINIMUM-FUNDING—$200^ O MODERATE-FUNDING—$^,2oofl

O QUESTIONS^! OOPPORTUNITY^]

W h e n t h e h o r i z o n t a l line is a b o v e the P r o g r a m D e v e l o p m e n t h e a d -

R

ing, release t h e m o u s e b u t t o n .

indicates this heading has subheadings, body text, or both

The Opportunity heading n o w appears b e l o w t h e O v e r v i e w heading as t h e s e c o n d h e a d i n g in the d o c u m e n t .

it is a first-level heading, and its subheadings are p r o m o t e d t o be second-level headings. In the

line indicates where text will b e positioned

O u t l i n e T o o l s group, Level 1 n o w appears in the Outline Level b o x . I O n the Outlining tab, in the Close g r o u p , click the

button

Exhibit 11-21 Moving a heading to a new location in the outline

Close Outline View

t o display the document in

Print L a y o u t view with the Budget Biking Proposal - Microsi

heading and all the text under it

Outlining

selected.

Insert

Mailings

Revii

® r S h o w Level:

>W» >** Level 1

( Click anywhere in the

Page Layout

Budget

heading to deselect all the text and

•

S h o w Text Formatting

•

S h o w First Line O n l y

Outline Tools

Show Document

Collapse

Master D o c u m e n t

select only that paragraph. N o t i c e in the Styles gallery

pointer

that the Budget heading is n o w formatted with the Heading 1 style.

N o t i c e that it is n o w

0„ OVERVIEW^ ROGRAM-DEVELOPMENTFL O n DESCRIPTION OF PROGRAM^] O ISSUESTO-CONSIDER^] O POTENTIALTRIPROUTESFL O EASTFL

O NortjhJ

) Click anywhere in

the Minimum Funding—$200 heading.

-*

heading being moved

f o r m a t t e d with the Heading 2 style.

O WESTFL O SOUTHJ]

BUDGET^ O MINIMUM

FUNDING—$20o^| O MODERATE-FUNDING—$3,200^

QUESTIONS^ OPPORTUNITY^]

| O n the status bar, click the Outline

button

[5] t o switch t o Outline

Chapter

11:

Formatting

a

Long

Document

Word

N e x t to the Questions heading, double-click

left, a n d right sides o f t h e p a g e b e t w e e n t h e t e x t

the

a n d t h e edge o f t h e p a g e . B y d e f a u l t , W o r d d o c u -

plus sign symbol Q.

T h e heading expands

t o display all the b o d y t e x t u n d e r i t . S e e

m e n t s have o n e - i n c h m a r g i n s o n all sides o f t h e

Exhibit 11-22.

d o c u m e n t . See E x h i b i t 1 1 - 2 3 . T h i s is fine f o r m o s t documents. Sometimes you might want to change

Exhibit 11-22 Body text in Outline view O BUDGETFL O

double-click to display body text and any subheadings GRATE-FUNDING—$3,20OFL

ple,

y o u might w a n t t o space

in t h e m a r g i n s t o a l l o w readers t o take notes. T o

indicates this paragraph is body text

change the margins, click the

Margins

button

in

t h e P a g e Setup g r o u p o n the Page Layout t a b . Y o u can c h o o s e from a number o f predefined margin o p t i o n s , o r you can click the

Custom

Margins

c o m m a n d t o select y o u r own

position insertion point here I W o r d s : 109/B76

margins. For exam-

provide additional

LUESTIONSFL 1. -» THISPROPOSALDPE^NOTADDRESSALLCONCERNS-AND LEADS THATWOULD-NEED^WRFNER-STUDY AND-REVIEW. HERE IS A PARTIAL-LIST-OFPOTENTIAL-QUESTIONS:fl 2. -• DP^ERIEEDTO OBTAIN-PERMISSION-ORPERMITSFROMNORTH-LAKELAND^EMENTCONSORTIUMORNORTHMEADOWS STATE PARK?fl ^3. -» WHATWILLTHEPOLICY BEIF A CAMPER'SBIKE ISRUINED?fl • 4. -» DOESTHECAMP'SLIABILITYINSURANCE COVER EXCURSIONSOFFCAMPPROPERTY?fl • YCAMPING'ATNLC-HASALWAYSBEENASIGNIFICANTEXPERIENCE.MOUNTAINBIKINGAT-NLC / IS-UNTAPPED, UNLIMITED, ANDTHEREFORTHETAKING. MOUNTAINBIKINGCOULDEASILYAND/ ECONOMICALLYBEA NEXT-PROGRAM FEATUREFORCAMP.2,40OACRESAWAJT.fl

Page: 4 of 4

the

s e t t i n g s . After y o u

c r e a t e c u s t o m margin set-

ID

t i n g s , t h e m o s t recent set a p p e a r s as an o p t i o n a t t h e t o p o f the m e n u .

In the last paragraph o f body text, click before the word

Camping, type Conclusion, press

the Enter

key, and then press the Up Arrow key t o position the insertion point in the

Conclusion is formatted

Conclusion line.

as body text.

ACTIVITY Change the page margins. £

g r o u p , click

In the Outline Tools g r o u p , click the Promote

button [•]. Conclusion

View tab. In the Z o o m the One Page button. T h e current

O n t h e R i b b o n , click t h e

page o f the d o c u m e n t , p a g e 3 , appears c o m -

is p r o m o t e d t o a Level 1

pletely in the W o r d w i n d o w a n d you can easily

heading. O n the status bar, click the

Print Layout button \M

Outline view closes a n d y o u see that the H e a d -

Q)

see t h e m a r g i n s . O n the R i b b o n , click the

Page Layout tab.

In the

ing 1 style has been applied t o the Conclusion

Page Setup group, click the Margins button. T h e

heading.

Margins menu opens, as shown in Exhibit 1 1 - 2 4 .

Save the document.

Click Wide. T h e menu closes a n d the margins in the document are changed t o the W i d e setting, which keeps the one-inch margin a t the t o p and

LO11.5 Changing

A

the Margins

n o t h e r a s p e c t o f d o c u m e n t f o r m a t t i n g is h o w

t h e d o c u m e n t fits o n t h e p r i n t e d p a g e . T h e

margins a r e t h e b l a n k a r e a s a t t h e t o p , b o t t o m ,

b o t t o m , but changes both the left and right margins t o t w o inches.

Q ) IN the Page Setup g r o u p , click t h e Margins button. A t t h e b o t t o m o f t h e m e n u , c l i c k Custom Margins. T h e Page Setup dialog b o x o p e n s with the M a r g i n s t a b selected. See E x h i b i t 1 1 - 2 5 . T h e c u r r e n t m a r g i n settings a r e displayed in

margin The blank area above or below text, or to the left or right of text between the text and the edge of the page.

the b o x e s in t h e M a r g i n s s e c t i o n a t t h e t o p o f the M a r g i n s t a b . T h e value in t h e T o p b o x is selected.

\GE^^

Chapter

11

Formatting

a Long

Document

Exhibit 11-23 One-inch margins in a document

Insert ^ T h

?

«

Margins

Page L a y o u t

References

Orientation - ^

Breaks ~

Mailings ^

Review

Watermark •

View

Developer

Indent

Spacing

v * ] Page C o l o r •

s IJ

Size '

):J|

Line N u m b e r s »

I I

C o lPage u m n s S• e t u p be H y p h e n a t i o n » ri

PZa} g eP aBg ea c kBgorrodue nr sd

I Bring Forward 0 pt

1^

Left:

0-

3*

Right:

0'

-i

C

J2

B e f o r e : 10 p t

C

{2

After:

m

Align •

S e n d B a c k w a r d ' tgj

Group • ^ Rotate

T

e-r

_nj

SAe rl er ac nt igoen P a n e

r j

Paragraph

M

' P R O P O S A L FOR M O U N T A I N B I K I N G AT NORTH LAKE CAMP

top margin

title starts lower than one inch on the page because the Title style includes 25 points of space before the paragraph

QP3QBTUNITY|

i;i ; iKE'te -•»:•--j tea •C v , ur-e -esi % |M r i d * ' , o

bottom margin

Page: 1 of A

Exhibit 11-24 Margins menu

Home

might not appear on your screen or might be different

Insert

j

VJL

Exhibit 11-25 Page Setup dialog box with the Margins tab selected

^

Page Layout

Orientation » ^

References

Breaks »

Margins tab

Page Setup Margins

Paper

LAYOUT

Margins [Al" Themes,—.

^—^

MJ

Margins

III

Size ' £J Line N u m b e r s " LAST CUSTOM SETTING B o t t o m : 1" Right: 1.5' Columns -

be

Hyphenation • B o t t o m : 1" Right: I"

B o t t o m : 0.5" Right: 0.5'

selected margin

g

lop: LEFT: GUTTER:

•

life

0'

GUTTER POSITION:

LEFT

Orientation

i s section PORTRAIT

LANDSCAPE

PAGES B o t t o m : 1" Right: 0.75"

MULTIPLE PAGES:

NORMAL

B o t t o m : 1" Right: 2"

click to open the Margins tab in the Page Setup dialog box

MIRRORED Top: I n s i d e : 1.25"

B o t t o m : 1" Outside:!"

OFFICE 2003 DEFAULT Top: 1" B o t t o m : 1' Left: 1.25' Right: 1.25" Custom Margins..

APPLY, TO:

WHOLE DOCUMENT

[•]

! SET AS DEFAULT

Chapter

I

11:

Formatting

a Long

<*

| |

CANED

Document

are displayed, manual page breaks appear as a dotted

Page Break

Working with Custom Margins

line with the words

in the center of the line.

For most documents, the Word default of oneinch margins is fine. In some professional settings, however, you might need to use a particular custom margin setting for all your documents. In that case, define the custom margins using the Margins tab of the Page Setup dialog box, and then click the Set As Default button to make the settings the default for all new documents. Keep in mind that most printers cannot print to the edge of the page. If you select custom margins that are too narrow for your printer to use, a dialog box opens telling you to change the margin settings.

To insert a manual page break. Scroll to the b o t t o m o f page 2 , a n d then click before the word Potential in the Potential Trip Routes heading.

^ T i p : You can also press the Ctrl+Enter keys to insert a manual page break at the insertion point.

I O n the R i b b o n , click the

Insert tab.

In the Pages group, click the

Page Break

button. A manual

page break is inserted before the insertion point and the Potential Trip R o u t e s heading moves to the top of the next page. See E x h i b i t 1 1 - 2 6 . I Save the document.

I Press the Tab key twice to select the value in the Left b o x , and then type

1.5.

I In the Right b o x , click the

down arrow

Exhibit 11-26 Manual page break inserted into the document

five times

to change the value to 1 . 5 " . ) Click OK. T h e margins are changed to the custom

^Biking Proposal - Micro

settings.

Mailings

Page L a y o u t

) Change the z o o m level b a c k to

Page Width,

Review

View

_ ] C o v e r Page '

and

_ ] Blank Page

then save the d o c u m e n t .

—H Table

il Picture

HS) Clip

m S h a p e s SmartArt

& Chart

Screenshot

BHoy op ke m r l ianrkk

a m hb if 1 • »^ \ • -* Howtoassesstheabilty-of-ridersfl • -» Howto-evaluate the conditonofcamper click to insert a • SafetyH manual page break o-» Hem l ets at all timesfl o-» Daylight onlyfl o -» Route 4 hgihway crossings: only4 withnoridingalong Rt. ^

Cross-reference

Links ABOOkmart

i .0.1.6 Inserting a Manual Page Break

A

automatic page soft page breaks) are in-

s you add text t o a d o c u m e n t ,

breaks

(sometimes called

-

serted as new pages are created as each page fills with

—

Page Break

text. Sometimes, you need t o create a new page manu-

manual page break hard page break), which is a page

ally. T o do this, you need t o insert a (sometimes called a

manual page break

break you insert at a specific location. T o insert a manual page break, use the Page Break button in the Pages group

on the Insert t a b . W h e n nonprinting

characters

insertion point

automatic page break (soft page break) A page break that is created when content fills a page and a new page is created automatically. manual page break (hard page break) A page break that you insert to force content after the break to appear on a new page.

Potential- trip Listed below-are-several trek-options. As we get <

1 Page: 3 of 4

W o r d s . 840 | J >

•

\) see the code (instruction) ror a field, right-click the field, and then on the shortcut menu, click

Controlling Page Breaks with Paragraph Settings When you apply a built-in heading style to a paragraph, you also apply settings that prevent awkward page breaks. One of these settings is widow and orphan control. A widow is the first line of a paragraph left at the bottom of a page before the page break, and an orphan is the last line of a paragraph that appears by itself at the top of a page. You also apply "Keep" settings. When the Keep with next setting is applied to a paragraph, the paragraph never appears at the bottom of a page. It is connected to the next paragraph and the page will break before the paragraph with the Keep with next setting. The Keep lines together setting doesn't allow a soft page break to appear within the paragraph. And the Page break before setting inserts a soft page break before the paragraph. Unfortunately, when you change style sets, these settings are not always retained with the Heading style definitions. To adjust these settings, rightclick the Quick Style in the Styles galLine and Page Breaks lery, and then click tab Modify to open the Modify Style dialog box. At the bottom of the dialog box, click Format, and then click Paragraph to open the Paragraph dialog box. Click the Line and Page Breaks tab, and then click the desired check boxes in the Pagination section. Click OK in both open dialog boxes to redefine the style to include the settings you chose.

Adding Page Numbers, Headers, and Footers i<>.,.-

T

o insert page numbers in a d o c u m e n t , y o u insert a page n u m b e r field. A field is a p l a c e h o l d e r for

variable information that includes an instruction t o insert the specific information. A page n u m b e r field inserts the c o r r e c t page number. Usually, page n u m b e r s appear in the t o p or b o t t o m margin. Y o u c a n also insert page numbers in the side margins; a l t h o u g h for business or a c a d e m i c documents, it's c u s t o m a r y t o place them at the top or b o t t o m o f a d o c u m e n t . W h e n you insert a page n u m b e r field, the d o c u m e n t switches to H e a d e r and F o o t e r view. A

header

is t e x t

that appears at the top of every page in a d o c u m e n t ; a

footer

is text that appears at the b o t t o m o f every page.

In this b o o k , the chapter n u m b e r a n d title appear in the footer. In H e a d e r and F o o t e r view, the d o c u m e n t is dimmed, indicating that it c a n n o t be edited, and you can type only in the header o r f o o t e r area. W h e n you insert a page number or a header or footer, it appears on every page in the document. If you don't w a n t the header and footer to appear on the first page of a document, you c a n specify this by selecting the Different First Page check b o x in the Options group on the Header & Footer Tools Design t a b , a contextual tab that appears in H e a d e r and F o o t e r view.)

widow The first line of a paragraph left at the bottom of a page before the page break. orphan The last line of a paragraph that appears by itself at the top of a page. field In Word, a placeholder for variable information that includes an instruction to insert the specific information. header Text that appears at the top of every page. footer Text that appears at the bottom of every page.

Chapter

11:

Formatting

a Long

Document

Inserting Page Numbers

I Scroll back to the top o f the list, and then click

T o add page numbers to a d o c u m e n t , click the Page N u m b e r button in the H e a d e r & F o o t e r group on the Insert t a b . You can c h o o s e t o insert the page n u m b e r in the header o r footer area, in the left or right margin, or at the current position o f the insertion point.

the Plain Number 3 style. T h e document switches to Header and Footer view, a n d the page number for the current page (page 3 ) appears right-aligned in the footer area. T h e page n u m b e r has a gray b a c k g r o u n d , indicating that it is actually a page number field and not simply a number that you typed. T h e Header & F o o t e r T o o l s Design tab appears on the R i b b o n a n d is the active tab. See

Add page numbers. Q ) O n the Insert t a b , in the H e a d e r & F o o t e r group, click

the Page Number button to open the Page N u m b e r m e n u .

I Point

to

Exhibit 1 1 - 2 8 .

^ Tip: To remove page numbers from a document, click the Remove Page Numbers command on the Page Number button menu.

Bottom of Page. A

(Scroll up so you can see the footer area on page 1 , and then click to the left o f the page number. I O n the Header &

gallery o f page number

Footer Tools Design tab, in the Options

styles opens. See E x h i b i t 1 1 - 2 7 .

group, click the

I Scroll down and e x a m i n e the styles o f page num-

Different First Page

ber that you c a n insert.

check box to select

^k, Tip: To change the numbering style for a page number or to specify a number to use as the first page number, click the Page Number button in the Header & Footer group, and then click Format Page Numbers.

it. T h e page number field is removed from the first page footer.

Exhibit 11-27 Gallery of page number styles

\JJ

Page Number button

Scroll down

to the bottom of page 2 and

_J Blank Page

observe the

£ ^ Hyperlink

^1 C o v e r Page •

Bookmark Table

Picture

Page Break

Clip Art

S h a p e s SmartArt

Chart

Screenshot

page number at

ftj C r o s s - r e f e r e n c e

the bottom o f

T o p of Page

Pages

the page.

B o t t o m of Page i

Simple Plain N u m b e r 1

Page M a r g i n s Current Position F o r m a t Page N u m b e r s . . .

O n the Header & F o o t e r T o o l s Design t a b , in the

R e m o v e Page N u m b e r s Plain N u m b e r 2

point to commands tOUTESfl to display it onthetrailsand start exp galleries

Plain N u m b e r 3

Close group, click the

Close Header and Footer button. T h e document

Page Number gallery for the Bottom of Page command; scroll to see all the options

r e t u r n s t o Print

r^-mile-Looptrailfl

L a y o u t view with the insertion point at t h e t o p o f page 3 ,

h-Reservationfl

and the Header & Footer Tools

Q ^

Design tab no longer

M o r e Page Numbers f r o m Office.com Save S e l e c t i o n as Page N u m b e r (Bottor

esfl

a p p e a r s on t h e Ribbon.

WL^^k

Chapter

11

Formatting

a Long

Document

select to hide header and footer text on

Exhibit 11-28 Page number inserted in footer liking P r o p o s a ^ i c r o s o f t Word* Insert

j

•j

Header Footer •

j

Page Number-

Page L a y o u t

Date Quick & Time P a r t s '

5H Picture

References

JJ Clip Art

P 9 3

Design t %

P • Goto Goto Header Footer

Previous ffl^Next Link t o P r e v i o u s

Navigation

repar

O

D i f f e r e n t First P a g e

Header from T o p

D i f f e r e n t O d d & E v e n Pages

F o o t e r f r o m B o t t o m : 0.5

0.5" Close Header and Footer

a

m%

• -* F o l d i n g s a w f l

Footer

e 1

Mailings

Header & Footer

i oo s ana

Header & Footer Tools Design tab

• -• Firstaidkitfl

j V J S h o w D o c u m e n t Text

r*\ Insert A l i g n m e n t T a b

T

Position

Close

Center Tab stop in header

Right Tab stop in header and footer

and footer

footer area at the bottom of page 3 page number field right-aligned header area at the I top of page 4

Adding a Header and Footer T h e r e a r e several w a y s t o insert a h e a d e r o r footer. F o r a s i m p l e h e a d e r o r footer, first switch t o H e a d e r and F o o t e r view by d o u b l e - c l i c k i n g in t h e h e a d e r o r f o o t e r a r e a o r c l i c k i n g the H e a d e r o r F o o t e r b u t t o n in t h e H e a d e r & F o o t e r g r o u p o n t h e Insert t a b , a n d then c l i c k i n g E d i t H e a d e r o r Edit F o o t e r . T h e n , type the h e a d e r o r f o o t e r t e x t directly in t h e h e a d e r o r f o o t e r a r e a , f o r m a t t i n g t h e t e x t as y o u w o u l d a n y o t h e r t e x t in a d o c u m e n t . T o insert a predesigned h e a d e r o r f o o t e r style, use t h e H e a d e r a n d F o o t e r b u t t o n s in t h e H e a d e r & F o o t e r g r o u p o n t h e Insert tab or o n the Header & Footer Tools Design t a b , and then c l i c k a style in t h e gallery o f h e a d e r s a n d f o o t e r s that opens. H e a d e r s a n d footers are preset with a Center T a b stop at the 3 . 2 5 - i n c h mark and a R i g h t T a b stop at the 6 . 5 - i n c h m a r k . T h e s e t a b stops center a n d right-align the inserted t e x t based on the N o r m a l margins. If you

content controls. A content control is a placeholder for text y o u insert and that can store a specific type o f t e x t , such as a date o r a document property. A

property is

identifying information a b o u t a file t h a t is saved with the file, such as the author's n a m e a n d t h e date the file was created. Information entered in a c o n t e n t c o n t r o l associated with a property will a p p e a r in a n y o t h e r c o n tent c o n t r o l that is associated with t h a t property. F o r e x a m p l e , if you enter the c o m p a n y n a m e in a C o m p a n y c o n t e n t c o n t r o l in the header, a n d the C o m p a n y c o n t e n t c o n t r o l also appears in the footer, t h e c o m p a n y n a m e that you typed in the header will a p p e a r a u t o m a t i c a l l y in the footer. S o m e content c o n t r o l s a r e associated with properties that appear a u t o m a t i c a l l y in the c o n t e n t c o n trol. F o r e x a m p l e , the registered user's n a m e is saved as the d o c u m e n t a u t h o r property every time y o u create a d o c u m e n t , so that name will appear in a c o n t e n t c o n trol that displays the author n a m e . M o s t o f the c o n t e n t controls that appear in headers a n d footers a r e t e x t

change the margin settings, then y o u might w a n t t o change the t a b settings t o better align the header o r footer text with the document text. M a n y o f the header and footer styles in the galleries include page numbers and graphic elements such as horizontal lines or shaded b o x e s . S o m e also include

content control A special field used as a placeholder for text you insert, or designed to contain a specific type of text. property Identifying information about a file that is saved with the file.

Chapter

ll:

Formatting

a

Long

Document

T o change the name, click the Pile tab on the Ribbon, click Options, and then change the name in the User name

| With the insertion point between your name and the page number field, press the Tab key twice. T h e page number moves to the 6.5-inch mark on the ruler, aligning the text with the Right Tab stop at the 6.5-inch mark. If you had kept the standard margins of one-inch on the left and the right, the Right T a b stop would be exactly at the right margin. | O n the Header & Footer Tools Design tab, in the Navigation group, click the

Go to Header button.

T h e insertion point moves t o the header on page 2 .

placeholders; click the text placeholder once to select it,

| O n the Header & F o o t e r T o o l s Design tab, in the

and then type the text t o replace the placeholder. Date

Header button.

content controls are formatted so that you can click an

Header & Footer group, click the

arrow to display a calendar a n d then select a date from

T h e Header gallery opens, very similar to the Page

the calendar. Y o u c a n always delete a content control in

N u m b e r gallery.

a header o r footer that you don't w a n t t o use.

| Scroll down, and then click the

Exposure header.

T h e gallery closes, and t w o c o n t e n t controls are

ACTIVITY

inserted in the header area. See E x h i b i t 1 1 - 2 9 .

Create a footer.

) Click the

O n page 2 , double-click in the

footer area. T h e

and the Title t a b — i n this case, with the label

document switches t o H e a d e r and Footer view,

Title—appears.

and the Header & F o o t e r T o o l s Design tab ap-

) Type Proposal for Mountain Biking at North Lake

pears on the R i b b o n and is the active t a b . T h e insertion point is positioned before the page num-

Camp. T h e placeholder t e x t is replaced by the text

ber field in the footer area, ready for you t o begin

you typed.

typing.

Click the

the label Date appears, and an a r r o w appears on

Home tab. In the Paragraph group, click the Align Text Left button

ft O n the R i b b o n , click the

the right side o f the c o n t r o l . Click the

T h e text in the footer is n o w left-aligned.

Header Footer

a Insert

Page Number ^ H e a d e r fit F o o t e r

Date &Time

Biking P r o p o s a l " M i 1

References

Page Layout

UJ Q u i c k Picture Parts" Insert

Clip Art

Header

button Title content control

->[Typethedc "to\der arge'tcamper id'at.:

1

Chapter

11:

arrow. A calendar appears.

click to move the insertion point to the footer on this page

Exhibit 11-29 Header with content controls

Home

Pick the date content control. T h e entire

content control becomes selected, the title tab with

Type your name.

UP

Type the document title content con-

trol. T h e entire content c o n t r o l becomes selected

Formatting

a

Long

View

Mailings _5< Previous

Developer [7)

Design

D i f f e r e n t First Page

^Next Goto Goto | H e a d e r F o o t e r T * Link t o Previous

• D i f f e r e n t O d d & E v e n Pages _ [ V J S h o w D o c u m e n t Text

Navigation

Options

Header from Top: f^t

0.5*

F o o t e r f r o m B o t t o m : 0.5"

j j Insert A l i g n m e n t T a b

Close H e a d e r and Footer Close

Go to Header button no longer available b insertion point is header e c a u s e

i n

<^ ^ ^^ m

mmm

Document

mmmmmmmmm

LC has needed t o d e v e l o p m o r e p r o g r a m s f o r .akeCampingCommittee-7).fl

I

At the b o t t o m o f

^k, Tip: You can click the arrows to the right and left of the month name to scroll to other months.

the calendar, click

Today. T h e calendar closes a n d today's date replaces the placeholder t e x t in

Cited

W

hen you write a research paper, y o u should a l -

use t o research your topic, including b o o k s , magazines,

control.

W e b sites, a n d movies. Every time y o u q u o t e o r refer

Date title tab.

T h e entire c o n t r o l is

to a source within the research paper itself, y o u need to include a citation, a formal reference t o t h e w o r k o f

selected. Press the

List of W o r k s

ways cite your sources. A source is anything you

the D a t e c o n t e n t

Click the

loii s Creating Citations a n d a

Delete key.

T h e D a t e c o n t e n t control is

deleted.

others, usually as a parenthetical reference t o the a u t h o r and page n u m b e r o f a source. A citation should include enough i n f o r m a t i o n t o identify the q u o t e o r referenced

O n page 2 , double-click in the d o c u m e n t area. T h e

material so that the reader can easily locate t h e source

d o c u m e n t returns t o Page L a y o u t view with the

in the a c c o m p a n y i n g works cited list.

list of bibliog-

insertion point at the top o f page 3 , where it was before you switched t o H e a d e r and F o o t e r view. Scroll up so you can see the header area o n page 1 and confirm that the header you inserted does not appear o n page 1 . Save the d o c u m e n t .

Every source you cite needs t o be listed in a

works cited, sometimes called references o r a raphy. In c o m m o n usage, the list o f w o r k s cited,

refer-

ences, and the bibliography are the same thing: a list o f the sources cited in a document. S o m e t i m e s , the list o f w o r k s cited a n d the bibliography a r e different, where the list o f w o r k s cited is a list only o f the w o r k s cited in the d o c u m e n t , and the bibliography is a c o m p l e t e list o f all the sources consulted when researching a t o p i c , even

Preformatted Cover Pages A document's cover page typically includes the title and the name of the author. Some people also include a summary of the report on the cover page; this is commonly referred to as an abstract. In addition, you might include the date, the name and possibly the logo of your company or organization, and a subtitle. A cover page should not include the document header or footer. You can create your own cover page, or you can use one of the preformatted cover pages included with Word. To use a preformatted cover page, click the Cover Page button in the Pages group on the Insert tab, and then click a cover page in the gallery. The cover page includes content controls in which you can enter the document title and author, the date, and so on. Many of these content controls are linked to document properties. For example, if you enter the document title in the Title content control in a header, and then insert a cover page that contains a Title content control, the title you entered will appear automatically on the cover page.

sources that are not cited in the d o c u m e n t . S o m e t i m e s , this complete list o f sources is called a c o m p l e t e bibliography o r a complete list o f w o r k s cited, a n d the shorter list o f w o r k s actually cited is called a w o r k s consulted list o r a selected bibliography. T h e e x a c t f o r m f o r citations a n d t h e list o f w o r k s cited varies, depending on the style guide you are using and the type o f material y o u a r e referencing. A style guide is a set o f rules that describe the preferred f o r m a t and style f o r a certain type o f writing. People in different fields use different style guides, with each style guide designed t o suit the needs o f a specific discipline. F o r e x a m p l e , journalists c o m m o n l y use the Associated Press (AP) style, which focuses o n t h e concise writing c o m m o n in magazines and n e w s p a p e r s .

Researchers

in t h e social a n d behavioral sciences use t h e American Psychological Association

(APA) style, w h i c h is

source Anything you use to research your topic. citation A formal reference to the work of others. list of works cited, references, or bibliography A list of sources cited in a document or consulted while researching a topic. style guide A set of rules that describe the preferred format and style for a certain type of writing.

I Chapter

11: Formatting

a Long

Document

ON THE JOB

Formatting a Research Paper Using MLA Style The MLA Handbook

for Writers

of Research

Papers,

pub-

lished by The Modern Language Association of America, contains instructions for formatting a research document and citing the sources used in research conducted for a paper using the MLA style. The MLA guidelines were developed, in part, to simplify the process of transforming a manuscript into a journal article or a chapter of a book. The style calls for minimal formatting; the simpler the formatting in a manuscript, the easier it is to turn the text into a published document. The MLA guidelines were also designed to ensure consistency in documents, so that all research papers look alike. Therefore, there should be no special formatting applied to the text in an MLA style research paper. Headings should be formatted like the other text in the document, with no bold or heading styles. Compared to style guides for technical fields, the MLA style is flexible about the form and location of citations, making it easy to include citations without disrupting the natural flow of the writing. In this style, citations of other writers take the form of a brief parenthetical entry, with a complete reference to each item included in the alphabetized bibliography at the end of the research paper. Typically, though, you insert an MLA citation at the end of a sentence in which you quote or refer to material from a source. For books or journals, the citation usually includes the author's last name and a page number. However, if the sentence containing the citation already includes the author's name, you only need to include the page number in the citation. For detailed guidelines, consult the current edition of the MLA Handbook for Writers of Research Papers, which includes many examples.

designed to help readers scan an article quickly for key

MLA STYLE CHECKLIST / Font is standard and easy to read (such as Times New Roman or Calibri) and at a standard size (such as 12 points) / No extra space before or after all paragraphs in the document / All lines double-spaced / Text is aligned left (with a ragged right), and there is only one space after periods and other punctuation marks / All margins are one inch / First line of each body paragraph is one-half inch from the left margin, even the first paragraph after headings / A page number, preceded by your last name, appears in the upper-right corner of each page; if requested, do not include the page number on the first page / List of works cited is titled Works Cited / Works Cited list begins on a new page / Paragraphs in the Works Cited list are formatted with a hanging indent / Include a title page only if requested; otherwise, include your name, instructor's name, course name, and the date as the first four lines in the document, followed by the title, which is centered horizontally / Title of the paper and Works Cited title do not use any special formatting except to be centered horizontally on the page / Works Cited list is arranged alphabetically by author (consult the MLA Handbook for more detailed instructions)

insert citations and create the list o f works cited, they

points and emphasizes the date o f publication in cita-

are formatted appropriately for the selected style. You

tions. O t h e r scientific and technical fields have their

can change the style you select at any time, and if any cita-

o w n specialized style guides. In the humanities, the

tions already exist, or if the list of works cited is already

M o d e r n Language Association ( M L A ) style is widely

created, they are reformatted using the new style.

used. Refer t o the style guide you are using to see e x actly w h a t i n f o r m a t i o n you need to include in citations and the list o f w o r k s cited, as well as h o w to f o r m a t this information. N o t e that some style guides require both a list of w o r k s cited and a complete bibliography. In W o r d d o c u m e n t s , you can specify the style you want to use from a list o f 1 0 styles; and then when you

Chapter

11:

Formatting

a Long

Document

Select a style for the citations and list of works cited. O n the R i b b o n , click the

References tab.

I In the C i t a t i o n s & Bibliography g r o u p , click the

Style box arrow, and

then click

group. F o r e x a m p l e , if you c h o s e t h e M L A style, the

MLA Sixth Edition in

author's last n a m e will be inserted b e t w e e n parentheses.

the list o f styles.

ACTIVITY

A\ Note: At the time this book was published, the current edition of the MLA Handbook for Writers of Research Papers was the seventh edition, but the option in the Style list was still MLA Sixth Edition. The editions have some style differences for the list of works cited—for example, in the seventh edition, the titles of works are italicized instead of underlined. If you are using the seventh edition of the MLA Handbook as your style guide, read the green box titled "Converting a List of Works Cited to Static Text" on page 377, and then edit the style of the list of works cited in your document as needed. Note that Microsoft might update the Bibliography style list through an automatic software update.

Create a new source and insert a citation. O n p a g e I, b e l o w the O p p o r t u n i t y h e a d i n g , in t h e

second paragraph, position the insertion point immediately before the period at the e n d o f the third sentence (after

Park).

O n the R e f e r e n c e s tab, in the C i t a t i o n s &

raphy g r o u p , click the

Bibliog-

Insert Citation button,

and

then click Add New Source. T h e C r e a t e S o u r c e dialog b o x opens. In Exhibit 1 1 - 3 0 , B o o k is selected in the Type o f Source b o x , and the b o x e s s h o w n in the dialog b o x collect the i n f o r m a t i o n needed t o d o c u m e n t the source when t h e source is a b o o k . If a different source type is listed in the Type o f Source b o x o n your screen, the b o x e s in the dialog b o x will differ from those s h o w n in E x h i b i t 1 1 - 3 0 .

Creating a New Source and Inserting a Citation T o create a n e w source and insert a citation t o it, click the Insert Citation button in t h e C i t a t i o n s &c Bibliography group on t h e References t a b , and then click Add

New

Source

to open t h e Create Source dialog b o x . In the dialog b o x , y o u choose

t h e type o f

Exhibit 11-30 Create Source dialog box click to change i j ^ ' the source type

Create Source T y p e o f Source Bibliography Fields for MLA Sixth Edition Author

boxes change depending on the style selected in the Style box on the References tab, and depending on the source type

source—book, Web site, sound recording, e t c . — a n d the dialog b o x changes t o contain the appropri-

•

Corporate Author

City Publisher

S h o w All Bibliography

fields

T a g name Placeholder!

ate b o x e s f o r gathering the information a b o u t t h e specified source type a c c o r d ing t o t h e style guide you selected prior to opening this dialog b o x . W h e n you close t h e dialog b o x , t h e citation will be inserted in the style you selected in t h e Style b o x in the Citations 6c Bibliography

I Click the Type of Source arrow, scroll d o w n o n e line, and then click Web site. T h e b o x e s in t h e dialog b o x change t o collect the i n f o r m a t i o n needed w h e n the source is a W e b site. I Click in the

Author

box, and then type

'he seventh edition o VILA Handbook discoi including U R L s in the source information for a Web

Alan Freeman. Click in the Name of Web Page box, and then

type Protected Land i the North Lake Area.

Chapter

11: Formatting

^ Tip: Web sites don't always provide all the information used to create a citation; include as much information as you can.

a Long

Document

I Click in the Year box, and then type 2005. Click in

ien you will not always be able to find an author name or the date the content was published

the Month box, and then type August. | Click in the Year Accessed

box, and then type 2014. Accessed box, and then type May. Click in the Day Accessed box, and then type 5. Click in the Month

| Click in the URL box, and then type

http://www.northlakemag.com/freeman04-05.html. Click in the Year

| Click OK. T h e dialog b o x closes and the parenthetical

box, and then type 2005. Click in

the City box, and then type Elliot.

is inserted a t the insertion point.

(FREEMAN)

Click OK. T h e dialog b o x closes and the citation is

| At the b o t t o m o f page 1 , in the last paragraph be-

inserted.

fore the Program D e v e l o p m e n t heading, position the insertion point before the period at the end o f the paragraph.

Inserting a Citation to an Existing Source

• O n the References t a b , in the Citations &

If you need t o insert a citation t o a source you have

Insert Citation

Bibliography g r o u p , click the

already added t o your source list, you simply select the

button. N o t i c e that the source you just added is

source from the Insert Citation m e n u .

listed on the Insert Citation m e n u .

Click Add New Source. Click the

Type of Source arrow, and then click Report.

Insert a citation to an existing source.

T h e boxes in the dialog b o x change to collect the

At the t o p o f page 2 , at the end o f the sentence

information needed when the source is a report. Below the Author b o x , click the

above the Description o f P r o g r a m heading, posi-

Corporate Author

tion the insertion point immediately before the last

check box t o select it, click in the empty b o x t o the

period in the paragraph.

£P On the References rah, click the Insert Citation but-

right o f the C o r p o r a t e A u t h o r label, and then type

North Lake Camping Committee.

ton.

Click in the Title

box, a n d then type 2013 Report on Survey Results.

T h e t w o sources you added are listed at the

top o f the menu. See E x h i b i t 1 1 - 3 1 . Click

North Lake Camping Committee. The citation

is inserted at the insertion point.

Exhibit 11-31 Insert Citation menu with citations HBikJng"Proposal^Microsoft Page Layout A d d Text T a b l e of Contents »

AB

_? j U p d a t e Table

..j-] Insert E n d n o t e 1

Al£ N e x t F o o t n o t e

Insert Footnote d

Table of Contents

References

S

n

o

v

v

N

o

t

e

s

Review

11

WorcP

Developer

it liar Freeman, Aaln North Lake Campnig Commteie ^

M a n a g e Sources

t i ^ Style: M L A Sixt -

^

J

Insert Table of F i g u r e s

J? U p d a t e Table Insert Caption ^ C r o s s - r e f e r e n c e L

Marx Entry

J£

Update Index

Captions

P r o t e c t e d L a n d in t h e N o r t h Lake Area, (2005)

2013 R e p o r t o n Survey Results,

1(2005)

|

A d d N e w Source... A d d N e w Placeholder...

ProposalforMouf targeted at-older boysoralkampers.MLChas needed to-developmore programsfor older-campers forseveral years)A D E S C R I P T I O N OF PROGRAMfl *

Chapter

View

Insert j)p B i b l i o g r a p h y ~ Citation -

Footnotes

sources you created listed on the Insert Citation menu

Mailings

Formatting

a Long

Document

insertion point

Mark Citation

1 i

Editing a Citation or a Source

Acknowledging Your Sources

A l t h o u g h a c i t a t i o n l o o k s like o r d i n a r y t e x t , it is a c tually c o n t a i n e d inside a c o n t e n t c o n t r o l . As y o u s a w w h e n y o u inserted headers a n d f o o t e r s , y o u c a n see the c o n t e n t c o n t r o l itself only w h e n it is selected. If

A research paper is a way for you to explore the available information about a subject and then present this information, along with your own understanding of the subject, in an organized and interesting way. Acknowledging a the sources of the information presented in your research paper is essential. If you fail to do this, you might be subject to charges of plagiarism, or trying to pass off someone else's thoughts as your own. Plagiarism is an extremely serious accusation, for which you could suffer academic consequences ranging from failing an assignment to being expelled from school. To ensure that you don't forget to cite a source, be careful to create citations in your document as you type it. It's very easy to forget to go back and cite all your sources correctly after you've finished typing a research paper. Forgetting to cite a source could lead to accusations of plagiarism and all of the consequences that entails.

you need t o a d d additional i n f o r m a t i o n t o t h e c i t a t i o n , such as a page number, click t h e c i t a t i o n t o display t h e c o n t e n t c o n t r o l , click t h e C i t a t i o n

Options

a r r o w t h a t a p p e a r s , and then c l i c k Edit C i t a t i o n t o open t h e Edit C i t a t i o n dialog b o x w h e r e y o u c a n e n ter the page n u m b e r . If your style guide a l l o w s it, y o u c a n also use t h e Edit C i t a t i o n dialog b o x t o r e m o v e , o r suppress, t h e author's n a m e by selecting t h e A u t h o r c h e c k b o x in the Edit C i t a t i o n d i a l o g b o x , so t h a t only t h e page n u m b e r appears in t h e c i t a t i o n . B e c a u s e W o r d will replace the suppressed a u t h o r n a m e with the title o f t h e s o u r c e , y o u need t o s u p p r e s s t h e title as well by selecting the Title c h e c k b o x in t h e Edit C i t a t i o n dialog b o x .

ACTIVITY Edit a citation to include the p a g e number. At the t o p o f page 2 , above the D e s c r i p t i o n o f

QP

Program heading, click the

North Lake Camping

Committee citation. T h e content c o n t r o l containing the citation appears. See E x h i b i t 1 1 - 3 2 .

Citation Options arrow Q, a n d then click Edit Citation. T h e Edit Citation dialog b o x opens Click the

with the insertion point in the Pages b o x .

Exhibit 11-32 Citation content control iking Proposal - M Home

Insert

Page Layout

References

Mailings

Review

^

A d d Text »

Insert E n d n o t e

^

J?

Update Table

Next F o o t n o t e

l & Style: M L A Sixt

T a b l e of Contents • T a b l e of C o n t e n t s

Insert Footnote

d

Show Notcs

Insert Citation -

M a n a g e Sources

Bibliography -

C i t a t i o n s & Bibliography-

:rosoft Worcf Developer

View ^

Insert

[ J Insert T a b l e of F i g u r e s

i=l Insert I n d e x

[J? U p d a t e T a b l e

C a p t i o n 1^

.1? U p d a t e I n d e : Mark Entry

Cross-reference Captions

Index

Mark Citation T a b l e of A u t h o r i t i e s

• m

J title tab for content control salfor-Mountain-Bikingat North-Lake-Camp target ed at older 6c*ys
D E S C R I P T I O N OF P R O G R A M ^

Chapter

11:

Formatting

a Long

Document

I Type 7, and then click OK. T h e dialog b o x closes and the citation changes t o include the referenced page number from the report. LI

O n page 1 , in the paragraph above the Program Devel-

Click OK. A dialog b o x opens asking if you w a n t

Tip: To delete a citation, click the citation to display the content control, click the title tab (the tab with the three dots) on the left side of the content control, and then press the Delete key.

to update the master source list and the current document. ^

Click Yes. T h e dialog b o x closes and the source is modified, although the citation remains unchanged.

Generating a List of Works Cited T o c r e a t e a list o f w o r k s c i t e d f o r a d o c u m e n t , c l i c k the B i b l i o g r a p h y b u t t o n in t h e C i t a t i o n s & B i b l i o g -

opment heading, modify the N o r t h L a k e C a m p i n g C o m m i t t e e citation t o include the page reference 12.

r a p h y g r o u p o n t h e R e f e r e n c e s t a b , a n d then c l i c k o n e o f the o p t i o n s in t h e list. T h i s c r e a t e s a field t h a t lists all t h e w o r k s in t h e C u r r e n t List in the S o u r c e M a n a g e r dialog b o x . B e c a u s e it is a field, y o u c a n

Modifying an Existing Source

u p d a t e t h e list later t o r e f l e c t c h a n g e s t o the s o u r c e

To modify information a b o u t a source, y o u need t o

list. I f y o u select t h e W o r k s C i t e d style o r the Bibli-

open the Edit Source dialog b o x f o r that source. T o d o

o g r a p h y style in t h e gallery, t h e a p p r o p r i a t e title is

this, click a citation t o that source in the document t o

inserted a l o n g with t h e field inside a c o n t e n t c o n -

display the content c o n t r o l , click the Citation Options

t r o l . I f you select Insert B i b l i o g r a p h y , only the list o f

Edit

s o u r c e s in t h e C u r r e n t List in t h e S o u r c e M a n g e r is

Source; o r in the Source M a n a g e r dialog b o x , select the

inserted as a field; there is n o c o n t e n t c o n t r o l , a n d

source in either the M a s t e r List o r the Current List, and

y o u need t o insert y o u r o w n t i t l e . T h e f o r m a t o f t h e

then click Edit. After you are finished editing the source,

entries in t h e list o f w o r k s c i t e d m a t c h e s the style

if the source is listed in b o t h the M a s t e r List and the

selected in t h e Style b o x in t h e C i t a t i o n s & B i b l i o g -

Current List, a dialog b o x opens prompting you t o up-

raphy group.

a r r o w o n the content c o n t r o l , and then click

date both lists. In almost all cases, you should click Yes to ensure that the source i n f o r m a t i o n is correct in all places it is stored on your computer.

ACTIVITY Generate the bibliography. QP

M o v e the insertion point t o the end o f the document, and then insert a m a n u a l page break. A new

To edit a source in the research paper.

page 5 is created.

N e a r the top o f page 2 , in the second paragraph

O n t h e R e f e r e n c e s t a b , in t h e C i t a t i o n s &

under the Opportunity heading, click the Freeman

Bibliography group, click the

citation.

Bibliography

button. T h e B i b l i o g r a p h y m e n u o p e n s , display-

Citation Options Edit Source. T h e Edit

On the content c o n t r o l , click the

arrowQ, and then click

Source dialog b o x opens. It is identical t o the Create Source dialog b o x , but, obviously, contains

ing t w o styles with p r e f o r m a t t e d headings:

Bibliography

and

Works Cited. T h e

command

at t h e b o t t o m inserts a b i b l i o g r a p h y w i t h o u t a preformatted heading. See Exhibit 1 1 - 3 3 .

all the information you already entered f o r this source. Note that the n a m e in the Author b o x has been altered t o display the last name first, just as i would appear in a list o f w o r k s cited. Click the

Show All Bibliography Fields check box to

select it. T h e dialog b o x expands t o show additional b o x e s f o r collecting information.

t% Click

Name of Web Site box, and North Lake Online Magazine.

•n.

in the

Chapter

11: Formatting

a Long

then type

Document

st and you create a list ot works cited, a message is inserted telling you that there are no sources in the current docum

tion in the usual w a y ;

Exhibit 11-33 Bibliography menu

and

iftWonT

"Biking Proposal^Mi Home

Insert

^•AddText' ^ J? T a b l e of Contents •

U p d a t e Table

Page L a y o u t »u 1

AB A

Mailings

Aj£ N e x t F o o t n o t e Insert Footnote d Notes Footnotes ri h

o

w

Review

^

..riiInsert E n d n o t e

S

T a b l e of C o n t e n t s

References

Insert Citation •

M a n a g e Sources

jp^j

Hp B i b l i o g r a p h y • Built-in

display

Hi I n s e r t T a b l e o f F i g u r e s

k& Style: M L A Sixt -

l ^

C

r

o

s

s

r

e

f

e

r

e

n

c

the

to

content

t a b to select the en-

e

tire c o n t r o l , a n d then

Bibliography

click one of the styles to insert a title and the list of works cited in a content control

the

inserted,

c o n t r o l , click the title

\Jft U p d a t e T a b l e Insert Caption

after

is

click the citation

Developer

View

then

citation

press the Delete key t o delete the c i t a t i o n .

BIBLIOGRAPHY CHEN, JACKY CITATION* AND REFERENCES NEW YORK: CONTOSO PRESS, a 003.

Or

HAAS, JONATHAN. CREATING A FORMAL PUBLICATION BOSTON: PROSEWARE, INC., 2005

the S o u r c e

you

can

open

Manager

dialog b o x , a n d then click N e w t o display WORKS CITED

blank paragraph at the top of the new page 5

the

Source

dialog b o x . T h i s will

HAAS, JONATHAN. CREATING A FORMAL PUBLICATION. BOSTON: PROSEWARE, INC.

a l l o w you t o

gjp

the n e w source with-

Insert

Bibliography.

Save S e l e c t i o n t o B i b l i o ^ a ^ h y Gallery..,

—TT"1

Create

CHEN, LACTCY CITRONS AND REFERENCES NEW YORK: CONTOSO PRESS. J003

create

o u t inserting a citat i o n . Sources listed in the C u r r e n t List t h a t are cited in the docu-

I Click

Works Cited. W o r d

inserts the list o f w o r k s

cited b e l o w the Works Cited heading in the style selected in the Style b o x in the Citations & Bibli-

click to insert the list of works cited as a field with no title and not in a content control

ment

a

check

If you add a source t o the

o g r a p h y group on the References t a b . T h e text is

have

mark next to them. Current

List

f o r m a t t e d in the body font and the W o r k s Cited

w i t h o u t adding a citation to it in the d o c u m e n t , the

heading is formatted with the Heading 1 style.

source will n o t have a check m a r k n e x t t o it.

Using the Source Manager W h e n y o u c r e a t e a source, it is added to b o t h the Cur-

Examine the Source Manager dialog box.

rent List a n d the M a s t e r List o f sources on the c o m -

Q^On

puter. T h e C u r r e n t List is the list o f sources associ-

the R e f e r e n c e s t a b , in t h e C i t a t i o n s cv

Manage Sources

Bibliography group, click the

ated w i t h the current d o c u m e n t . T h e M a s t e r List is

button. T h e S o u r c e M a n a g e r d i a l o g b o x o p e n s

available f o r use with any d o c u m e n t created using the

w i t h the M a s t e r List o f s o u r c e s o n t h e left a n d

same user a c c o u n t on that computer. B o t h the M a s t e r

the C u r r e n t List on the r i g h t . Y o u c a n select

List and the C u r r e n t List are accessible via the Source

a s o u r c e in either list, a n d t h e n c l i c k C o p y ,

M a n a g e r d i a l o g b o x , which you open by clicking the

Delete, or Edit to perform those operations on

M a n a g e S o u r c e s button in the C i t a t i o n s &

Bibliog-

that source.

raphy g r o u p on the R e f e r e n c e s t a b . Using this dialog

C l i c k New.

b o x , you c a n c o p y sources f r o m the M a s t e r List t o the C u r r e n t List and remove sources f r o m the C u r r e n t

Click the

List (and delete t h e m f r o m the M a s t e r L i s t ) , as well

Book.

as edit o r c r e a t e new sources. In the previous set o f steps, w h e n you confirmed that you w a n t e d t o update

\JJ

Author:

w a n t e d t o update the source i n f o r m a t i o n in b o t h the

Title:

M a s t e r List a n d the Current List.

Year:

citation, you c a n create a new source and insert the cita-

Type of Source arrow,

Add the f o l l o w i n g

the m a s t e r source list, you were confirming t h a t you

If you w a n t to add a source without inserting a

T h e Create S o u r c e d i a l o g b o x o p e n s .

City: Publisher:

Chapter

and then click

information:

Anne Santiago Mountain Biking for Youth Programs 2013

Boston Holmes Press

11:

Formatting

a Long

Document

Updating the List of Works Cited

I Click OK. T h e Create Source dialog b o x closes and the b o o k you added appears in both the

Because the list o f w o r k s cited is a field, you can up-

M a s t e r List and the Current List. In the Current

date the bibliography later t o reflect any new source

List, there is no check m a r k n e x t t o it, indicating

you add. If you created the list o f w o r k s cited using the

that the book is n o t cited in the d o c u m e n t . See

Insert Bibliography c o m m a n d , t o update the field, you

Exhibit 11-34.

Close. T h e

) Click

need to right-click it, and then o n the shortcut menu, click Update Field. If you used o n e o f the styles in the

Source M a n a g e r dialog b o x

gallery and the list o f works cited is in a content control,

closes.

click the list to display the c o n t e n t control, and then

Exhibit 11-34 Source Manager dialog box list of sources stored on the computer

Source Manager

Sources available in: Master List

on the title tab, click the

Sort by Author

Anne; Mountain Biltina for Youth Proarams

V North Lake Camping Committee; 2013 Report on Survey Results (2C V Freeman, Alan; Protected Land in the North Lake A r e a (2005) Santiago, Arme; Mountain Biking for Youth Programs (2013)

(2013)

Citation: \Santiagoj >

and

Update the list of works cited. UP

On page 5 , click anywhere in the

source in Master List that doesn't appear in Current List (this source will not appear on your screen) Preview (MLA Sixth Edition):

Citations

Bibliography button.

list of sources in the current document

Browse..

North Lake Camping Committee; 2013 Report on S u r v e y Results (200! * J Freeman, Alan; Protected Land in the North Lake A r e a (2005) I'Parsons, Mary; Land Management (2012)

Sanatigo.

Update

check mark indicates that the source is cited in the document

list of works cited. T h e list itself is highlighted in gray,

you might see additional sources j in the Master List on your screen

new source added but not cited

Bibliography Entry:

indicating that it

J

Santiago, A n n e . Mountain Biking f o r Y o u t h Programs. Boston: Holmes Press, 2013.

is a field and not regular text. T h e c o n t e n t control containing the list is also visible. See Exhibit 11-35.

Exhibit 11-35 Works Cited displayed in a content contro ^ildin^pTo^oTaT^Microsoft W o r d J}P A d d Text J?

'

u p d a t e Table

T a b l e of C o n t e Table n t s - of C o n t e n t s

AR*"

Insert

Endnote

A £ Next F o o t n o t e -

Insert Footnote W S h o w Notes

<jj ^

Review

View

M a n a g e Sources

Style: M L A Sixt »

Insert j c i t a Ct iiot ant i*o nils &B iBbilbi ol igorgarpahpyh y3

Developer Insert T a b l e of F i g u r e s

Iran f|

Update Table

™ Insert Caption

J?

C ar opstsi o- rnesf e r e n c e

Update Citations and Bibliography button Bibliographies button

rth-LakeCamp WORKSCITEDf Freeman,-Alan. ProtectedLandintheNorth Lake-Area. August 2005.-5-May-204i g j p " JR

u

P

d

a

t

e

Citation^and Bibliography


NorthLakeCampingCommitee. 2-013 Report-on-Survey-Results. Eliot,-2005.!]

M^^^

Chapter

11: Formatting

a Long

Document

sources inserted as fields

I O n t h e title t a b ,

Update Citations and Bibliography button. T h e

click t h e

b o o k y o u added in the S o u r c e M a n a g e r dialog b o x is added to t h e W o r k s Cited list. T h e W e b site n a m e y o u added t o

^ T i p : You can also click any citation in the document, click the Citation Options arrow, and then click Update Citations and Bibliography on the menu that opens.

the entry f o r Alan F r e e m a n w a s n o t added because the selected style, t h e M L A style, does n o t display W e b site names. I Save the d o c u m e n t .

LO11.9 Creating Footnotes and Endnotes ...

A

footnote

is an explanatory c o m m e n t o r reference

t h a t appears at the b o t t o m o f a p a g e . W h e n y o u

create a f o o t n o t e , Word inserts a small, superscript

number called a reference marker in the t e x t a n d in the b o t t o m margin o f the page, and positions t h e insertion point n e x t t o it so you can type the t e x t o f t h e f o o t n o t e .

Endnotes

are similar, except that the t e x t o f an e n d n o t e

appears at the end o f a section o r at the end o f the d o c u ment and the reference marker is a l o w e r c a s e R o m a n numeral. W o r d automatically manages the reference m a r k e r s for you, keeping them sequential f r o m the beginning o f the d o c u m e n t t o the end, n o m a t t e r h o w m a n y times you add, delete, o r move footnotes o r e n d n o t e s . F o r e x ample, if y o u m o v e a paragraph c o n t a i n i n g f o o t n o t e 4 so that it falls before the p a r a g r a p h c o n t a i n i n g foot-

Converting a List of Works Cited to Static Text

note 1 , W o r d renumbers all the f o o t n o t e s in the docu-

The Works Cited list is created using the style you select in the Style list in the Citations & Bibliography group on the References tab. Because styles get updated, or if your company or instructor wants you to use a modified style, you might need to adjust the style of the list. You can select the text and paragraphs as usual and add formatting, but if you then update the list, the formatting will revert to the selected style. When you are sure that you are finished updating the list, click the list to display the content control, click the Bibliographies button in the content control title tab, and then click Convert bibliography to static text to convert the list from a field that can be updated automatically to static text—that is, text that can't be updated automatically. Then you can modify the format of the list as desired; for example, change the format of titles from underlined to italics or modify the indent. Remember, after you convert a bibliography to static text, you can no longer update it to reflect changes to the sources. So don't convert it until the bibliography contains all the necessary source information.

Add a footnote.

ment t o keep them sequential.

ACTIVITY

On p a g e 4 , u n d e r the Questions h e a d i n g , p o s i t i o n

the insertion point after the question m a r k after question n u m b e r 4 . O n the References t a b , in the F o o t n o t e s g r o u p , click the

Insert Footnote button. A

superscript 1

is inserted as a reference m a r k e r at the insertion point and the same reference m a r k e r — t h e superscript n u m b e r 1—appears in the b o t t o m margin below a separator line (just a b o v e the footer a r e a ) . T h e insertion point is n o w located n e x t t o the n u m b e r in the b o t t o m margin, ready f o r y o u t o type the text o f the f o o t n o t e . See E x h i b i t 1 1 - 3 6 .

static text Text that cannot be updated automatically. footnote An explanatory comment or reference that appears at the bottom of a page. reference marker A small, superscript number to the right of text that corresponds to the footnote or endnote. endnote An explanatory comment or reference that appears at the end of a section or at the end of a document.

Exhibit 11-36 Insertion point in a new footnote reference marker J

Citations in Footnotes or Endnotes

separator

Footnotes and endnotes can contain any kind of information you think might be useful to your readers. Citations, however, are only used to list specific information about a book or other source you refer to or quote from in the document. Many style guides require citations to be inline and appear in parentheses at the end of the sentence containing information from the source you are citing. You can also display citations in footnotes or endnotes. This style is used in many nonfiction books. To insert a citation in a footnote or endnote, first click the Insert Footnote or Insert Endnote button in the Footnotes group on the References tab, and then insert the citation using the usual method

insertion point

JjHBF"————J Your Name Page: 4 of 5

W o r d s : 890 I \ £

|

3

) Type If we need to increase our liability insurance, this will affect the budget. ) In the f o o t n o t e , double-click directly on the reference m a r k e r (the superscript number 1 ) . T h e document scrolls to the location of the reference marker in the text. | Scroll up t o the b o t t o m o f page 2 , and then in

Quiz Yourself

the bulleted list, p o s i t i o n the insertion p o i n t after the last first-level item in the bulleted list,

Safety. Insert Footnote button.

2.

A

superscript 1 is again inserted as a reference marker, and the insertion point moves to the new

| Type We might want to have each participant sign a contract agreeing to these terms. | O n the References t a b , in the F o o t n o t e s

Next Footnote button.

The

3.

4.

page 2 .

H o w do you apply a Q u i c k Style to text already in a document?

5.

W h a t is a theme?

6.

W h a t happens when you apply a different style set to a document?

7.

has been renumbered t o 2 because it appears in the document after the f o o t n o t e you added on

H o w is a linked style different f r o m a paragraph or character style?

document scrolls and the f o o t n o t e you typed previously on page 4 appears. T h i s footnote

W h a t is the template on which all Word documents are based?

footnote.

group, click the

W h a t style is applied to text if you do nothing to change it?

\ O n the References t a b , in the F o o t n o t e s group, click the

1.

W h a t happens when you p r o m o t e a paragraph in an outline?

8.

H o w do you move a heading up or down in a document in both the N a v i g a t i o n Pane and in

| Save the document, and then close it.

Outline view? 9.

W h a t is the default setting for margins in a new document?

10. Explain the difference between an automatic and a manual page break.

footnote always appears at the foot of the same page as its referenee marl

Document

1 1 . W h a t do you actually insert when you use the Page N u m b e r c o m m a n d to insert page n u m b e r s \n a document?

12. Define header and footer.

1 3 . W h a t is a c o n t e n t control?

1 2 . In the Navigation Pane, p r o m o t e the Types o f D a m s heading t o a Level 1 heading, and then

1 4 . W h a t is a source?

move the History heading d o w n s o it follows the

1 5 . W h y d o you need t o cite your sources? 1 6 . W h a t is included in the list o f works cited when you use the Bibliography command t o create the list? 1 7 . W h a t is the difference between a f o o t n o t e and an

Types o f D a m s heading. 1 3 . In Outline view, promote the C o n s t r u c t i o n heading and its subheadings one level so that the C o n s t r u c tion heading is a Level 1 heading. T h e n m o v e the Construction heading and its subheadings up t o

endnote?

precede the D a m s on the Missouri River heading. 1 4 . In Outline view, display the body t e x t b e l o w the Problems heading. Create a new p a r a g r a p h before

Practice It

the last paragraph in the d o c u m e n t , type Conclu-

Practice It 11-1

1 5 . C h a n g e the b o t t o m margin t o 1 . 2 inches and the

1.

O p e n the data file

sion, and then promote this p a r a g r a p h t o Level 1 .

Dams

located in the C h a p t e r 11\

Practice It folder. Save the d o c u m e n t as

Embankment Dams. 2.

Apply the Title Q u i c k Style t o the first paragraph.

3.

Apply t h e Heading 1 Q u i c k Style t o the following p a r a g r a p h s : History, Overview, Aswan D a m , D a m s o n the Missouri River, Largest E m b a n k m e n t D a m : Itaipu D a m , and Problems.

4.

Apply t h e Heading 2 Q u i c k Style t o the following p a r a g r a p h s : Types o f D a m s , First D a m on the M i s souri R i v e r : F o r t Peck, D a m s T h a t Followed the F o r t Peck D a m , and Construction.

5.

Apply t h e Heading 3 Q u i c k Style t o the following p a r a g r a p h s : Slope and Permeability.

6.

At the beginning o f the d o c u m e n t , select the History p a r a g r a p h , change its size t o 1 6 points, and

1 6 . A t the end o f the document, c r e a t e a m a n u a l page break t o create a new, blank page 5 . 1 7 . Use the Plain N u m b e r 3 style t o insert a page n u m b e r in the top right c o r n e r o f every page. D o n o t s h o w the page number o n t h e first page. 1 8 . Position the insertion point t o t h e left o f the page n u m b e r in a header, left-align t h e p a r a g r a p h , type your n a m e , and then add t w o t a b c h a r a c t e r s t o m o v e the page number b a c k t o t h e R i g h t T a b stop in the header. 1 9 . Insert the Stacks footer in the F o o t e r gallery. In the C o m p a n y content c o n t r o l , type y o u r course n a m e . 2 0 . C h a n g e the style for citations and t h e list o f w o r k s cited t o the APA style. 2 1 . O n page 1 , in the first p a r a g r a p h under the H i s -

underline it. T h e n update the definition o f the

tory heading, delete the highlighted t e x t

H e a d i n g 1 Q u i c k Style t o m a t c h the formatting o f

and then insert the following c i t a t i o n :

the H i s t o r y paragraph. 7.

left and right margins t o 1 . 5 inches.

[citation],

Type o f Source:

Book

A t the beginning o f the document, select the first

Author:

p a r a g r a p h , change the line spacing t o single-

Title:

spacing, and set the alignment t o justified. T h e n

Year:

create a new paragraph Q u i c k Style based on this

City:

paragraph n a m e d Body, and apply this new style

Publisher:

R.L.Warren Dam Building Deconstructed 2003 Boston Anston Press

to all the body text in the d o c u m e n t . 8.

C h a n g e the theme t o the Civic t h e m e .

9.

C h a n g e t h e theme colors t o the Pushpin theme

2 2 . O n page 2 , in the first paragraph under the A s w a n D a m heading, replace the highlighted t e x t tion] with the following citation:

c o l o r s , and then change the theme fonts t o the

Type o f Source:

E l e m e n t a l fonts.

Name of Web

1 0 . C h a n g e the style set t o the Distinctive style set. 1 1 . B r o w s e t h e document using the thumbnails in the N a v i g a t i o n Pane.

W e b site

Modern Dams

Page: Name of Web Site:

The Science of Building

Year Accessed:

2014

Chapter

11: Formatting

a Long

Document

[cita-

M o n t h Accessed: D a y Accessed: URL:

June 4 http://www.scienceofbuilding.org/ dams/modern.html

Adjust the outline as follows: Introduction Evolving Issues States' Rights C o n c e r n s M o n e y Problems

2 3 . O n page 4 , replace the highlighted text [citation]

L a c k o f Protection

with a citation t o Dam Building Deconstructed by

A N e w Direction

R . L. Warren.

Conclusion

2 4 . Add the page reference 53 t o the citation on page 4 , and then add the page reference 22 t o the cita-

5.

the theme fonts t o Angles.

tion on page 1 . 2 5 . M o d i f y the source M o d e r n D a m s t o include Sam

Blackwater

Change the theme t o N e w s p r i n t , and then change

6.

At the beginning o f the d o c u m e n t , change the line spacing in the first paragraph under the Introduc-

as the author.

tion heading t o 1 . 5 , and then create a new linked

2 6 . O n page 5 , generate a list o f w o r k s cited using the

Q u i c k Style named

built-in Bibliography style. 2 7 . Create the following source without inserting a citation to it:

7.

Change the size o f the t e x t in a paragraph formatted with the Heading 1 style t o 1 6 points, and

Book

then update the Heading 1 Q u i c k Style definition

Author:

Mark Crawford Dams on the Missouri 2001 New York Messier Publishing

to match this formatting. C h a n g e the size of the

Year: City: Publisher:

text in a paragraph f o r m a t t e d with the Heading 2 style t o 1 2 points, and then update the Heading 2 Quick Style t o match this formatting. Change the top and b o t t o m margins to 1.3 inches,

2 8 . Update the bibliography to include the new source. 2 9 . O n page 4 , after the last sentence in the first para-

and the left margin t o 1.5 inches. 9.

Replace the first instance of the highlighted text

tion] (under

Embankment Dam: Itaipu D a m heading), insert the

a citation to the following using the Turabian style:

Sheet piling was used as the impermeable layer in the Oahe Dam. Then, on page 1, under

Type o f Source:

W e b site

Author:

G. S. Hardiman

the History heading, after the last sentence in the first

This dam no longer exists, and the reservoir is now a desert.

paragraph, insert the following footnote:

the States' Rights Concerns heading) with

Name of Web Page:

3 0 . Save and close the d o c u m e n t .

Year Accessed:

Practice It 11-2

D a y Accessed:

M o n t h Accessed:

O p e n the data file

Constitution

located in the

Chapter 1 l\Practice It folder. Save the document

as New Constitution. Apply the Title Q u i c k Style t o the first paragraph, reduce the font size o f the text in this paragraph to 2 2 points, and then update the Title Q u i c k Style definition t o m a t c h this change. 3.

[cita-

graph at the top of the page (above the Largest following footnote:

2.

this style

Type of Source: Title:

1.

Extra Spacing. Apply

to all o f the body text in the document.

Apply the H e a d i n g 1 Q u i c k Style t o the following paragraphs: Introduction, A N e w Direction, Evolving Issues, M o n e y Problems, L a c k o f Protection, States' Rights C o n c e r n s , and Conclusion.

URL:

1 0 . Replace the second instance o f the highlighted text

[citation]

11: Formatting

a Long

Document

(under the L a c k o f Protection heading)

with a citation to the following using the Turabian style: Type o f Source:

Book

Author:

Mary P. Constant Shay's Rebellion: A Second Revolution

Title: Year:

2012

City:

Sacramento Four Square Press

Publisher:

Chapter

The Constitution: The Beginning 2014 February 24 http://www.illustratedushistory.net/ constitution/beginning.html

1 1 . Replace the third instance of the highlighted text

5.

[citation] (under the A New Direction heading) with a citation t o the Web page authored by G.S. Hardiman.

6.

the C o m p a n y content c o n t r o l . In the Title c o n t e n t

control, type Mitosis and the Cell Cycle. In the Au-

1 3 . Create the following source w i t h o u t inserting a

t h o r c o n t e n t c o n t r o l , add y o u r n a m e . In the D a t e

citation t o it:

c o n t e n t c o n t r o l , add the current d a t e . Click t h e

Type o f S o u r c e :

J o u r n a l Article

Author:

Devon Washington Dissecting the Articles Journal of U.S. History 2011 13-16

Pages:

Subtitle c o n t e n t control, click the Subtitle t a b that appears, and then press the Delete key. 7.

O n the second page, cut the p a r a g r a p h under the Purpose heading, and then paste it in the A b s t r a c t c o n t e n t c o n t r o l at the b o t t o m o f the c o v e r page. O n page 2 , delete the Purpose heading.

1 4 . Edit the journal article source by D e v o n Washing-

Using the APA style, add the following sources

t o n . S h o w all fields in the Edit Source dialog b o x ,

without inserting citations.

and then add the following: Volume:

Use the C o v e r Page button in the Pages group page. O n the cover page, type y o u r c o u r s e n a m e in

Bibliography style.

Year:

16

S h o w all the

Type o f Source:

Book

Author:

Carolyn Davis, John Griffin, Sandra Suleki Biology Basics 2013 New York Kenfield Books

1 6 . Add y o u r n a m e left-aligned in the header. Title:

1 7 . O n page 1 , after the last sentence in the first para-

Year:

graph under the Introduction heading, insert the

City:

All amendments to the Articles of Confederation required a super majority. following f o o t n o t e :

Publisher: Edition:

1 8 . Save a n d close the document.

Type o f Source:

Article in a Periodical

Author:

Jeremy Smith, M.D. Mitosis Myths Science for Today 2014 August 35-42 4 5

Title: Periodical Title:

On Your Own

Year: Month:

On Your Own 11-1

Pages: Volume:

O p e n the data file Lab located in the Chapter l l \ O n

Issue:

Y o u r O w n folder. Save the document as Lab Report. 2.

C h a n g e the style set t o M a n u s c r i p t .

3.

Format the second paragraph

9.

(Introduction)

the text as all uppercase letters.

(Hint:

O n a n e w page at the end o f the d o c u m e n t , create a list o f w o r k s cited titled

so the

text is 1 2 points. Use the Font dialog b o x to format O n the H o m e

tab, in the Font group, click the Dialog B o x Launcher,

Works Cited.

1 0 . Edit the Biology Basics source s o the edition is 4th, and then update the list o f w o r k s cited. 1 1 . Use the Newsprint footer t o insert your n a m e a n d

and then select the All caps check b o x in the Font

the page number in the footer. D o n o t s h o w the

dialog box.) Center the paragraph, and then change

footer o n the title page.

the space before the paragraph to 3 6 points. Update the Heading 1 Quick Style t o match this formatting. 4.

(Hint:

fields in the Create Source dialog b o x . )

1 5 . U p d a t e the list o f works cited.

1.

s o it is the first

on the Insert t a b t o insert the C o n s e r v a t i v e cover

and insert a list o f works cited using the built-in

Journal Name:

Purpose

section in the document following the title.

12. A t the end o f the document, create a new page

Title:

M o v e the section titled

Apply the redefined Heading 1 Q u i c k Style t o the

1 2 . In the footer, click your n a m e . N o t e the n a m e o f the c o n t e n t control containing your n a m e . 1 3 . Position the insertion point in the last p a r a g r a p h

following p a r a g r a p h s : Purpose, M a t e r i a l s and

in the document (after the W o r k s Cited list). Insert

M e t h o d s , Results, and Discussion.

an endnote that explains w h y y o u r n a m e w a s inserted automatically in the footer.

Chapter

11: Formatting

a Long

Document

W o r d 2010

Enhancing a Document Learning Objectives

Introduction

A f t e r s t u d y i n g t h e m a t e r i a l in this

Word documents can c o n t a i n much m o r e than text. Elements such as

LO12

tables, illustrations, graphical headlines, and formatted headings can be

LO12.2

chapter,

y o u will be able to:

used to enhance d o c u m e n t s . S o m e documents (including this b o o k ) are

.1

formatted in multiple c o l u m n s . O t h e r documents have decorative borders around the entire page. People often add these elements to documents to m a k e the i n f o r m a t i o n easier to read and understand, highlight specific points, and add interest. W o r d provides m a n y t o o l s for creating these effects. Tables allow you to easily organize i n f o r m a t i o n in rows and c o l u m n s . Sections

Create and modify Change the page

tables orientation

Divide a d o c u m e n t into

LO12.4 LO12.5 LOI2.6

W r a p text around

LO12

Work with

Insert a n d m o d i f y Add

sections

graphics

WordArt graphics

a l l o w you to f o r m a t different parts o f a d o c u m e n t in different ways. Clip art provides a variety o f images you can add to your d o c u m e n t and W o r d A r t allows you t o create eye-catching headlines. Building b l o c k s allow you to c r e a t e f o r m a t t e d text and graphical elements to

.7

LOl2.8

W o r k with building

reuse in many d o c u m e n t s . T h i s helps to give related d o c u m e n t s a c o n sistent l o o k . These enhancements are used in any kind o f document, though you'll c o m m o n l y see them in flyers and newsletters. Longer documents, whether a business proposal, a research report, or an employee h a n d b o o k , also benefit from these kinds of enhancements.

L O I 2 . I

A

Organizing Information in Tables

table,

a grid o f horizontal rows and columns, is a useful way to present information

that is organized into categories. For example, you can use a table to organize c o n t a c t

information for a list o f clients. F o r each client, you could include in the following information: first name, last name, street address,

table A grid of horizontal rows and vertical columns, cell The intersection of a column and a row.

12:

Enhancing

a

are organized

into

columns

and r o w s . T h e b o x at the intersection o f

header row The top row in a table that contains the names.

Chapter

city, state, and Z I P code. Tables

Document

columns

a column and a r o w is a cell. T h e r o w at the top o f the table, called the header row,

blocks

CHAPTER

\ StockLite/Shutterstock.com

Inserting tables and images in a document and using special formatting, such as columns, can help clarify main points of a document as well as enhance its appearance.

typically c o n t a i n s the labels for the c o l u m n s so you k n o w w h a t type o f data appears in each c o l u m n .

Creating a Table W h e n you c r e a t e a table in W o r d , you specify h o w m a n y r o w s and c o l u m n s t o include in the t a b l e . Y o u d o this with the T a b l e b u t t o n on the Insert t a b in the T a b l e s g r o u p . W h e n you click the T a b l e b u t t o n , you c a n drag a c r o s s the grid t h a t a p p e a r s t o select the n u m b e r o f c o l u m n s a n d r o w s t o include in the t a b l e . Y o u c a n also click the Insert T a b l e c o m m a n d t o open the Insert T a b l e dialog b o x in w h i c h you c a n specify the n u m b e r o f c o l u m n s a n d r o w s . A f t e r y o u c r e a t e a t a b l e , the T a b l e T o o l s c o n t e x t u a l t a b s a p p e a r on the R i b b o n .

Chapter

12:

Enhancing

a

Document

Exhibit 12-1 Table selected on Table menu grid Table button

ass T a b l e - I

ay o u t j?\ C o v e r Page

CP

_J Blank Page >ns

P a

9

e

Mailings

Review

m

S h a p e s SmartArt

Chart

Screenshot

View

J

Bookmark

j j Footer -

^Cross-reference

Break

Developer

Hyperlink

Page:

Links

Header -

Page N u m b e r Header & Footer

j j j Q u i c k Parts ' j f c S i g n a t u r e Line < Text Box »

4

WordArt •

41 D r o p C a p -

Date & Time

7t E q u a t i o n » 17 S y m b o l -

Object •

Text

Symbols

cz: identifies the table size

pi

Live Preview of the table in document

•••••••• • • • • • • • • ^ ' t

ou

Insert Table...

selected cells indicate the table structure

have

' 6 re

istered

' ' ' for

the

fo,lowln

8-classes.11

D r a w Table C o n v e r t Text t o T a b l e Excel S p r e a d s h e e t Quick Jables

T T I

si 3 i

document, with the insertion point in the upper-

ACTIVITY

left cell. T h e t w o columns are o f equal width. Be-

Create a table. ^

cause nonprinting characters are displayed in the

O p e n the data file Table l o c a t e d in the C h a p t e r 12\Chapter folder. Save t h e d o c u m e n t as Class

Table.

document, each cell contains an end-of-cell mark, and each r o w contains an e n d - o f - r o w mark. T h e Table Tools Design and L a y o u t contextual tabs appear on the R i b b o n , and the Design tab is n o w

In the body o f the letter, position the inser-

the active t a b . See E x h i b i t 1 2 - 2 .

tion point in the second paragraph (the blank paragraph). Hfc On the R i b b o n , click t h e Insert t a b . In t h e Fables group, click the Table button. A table grid opens, with a menu at the b o t t o m . P o i n t t o t h e grid to highlight two columns a n d five rows. (The outline o f a cell turns orange when it is highlighted.) As you m o v e the pointer across the grid, Word indicates the size o f the table (columns by rows) at the top o f the grid. A Live Preview o f the table structure appears in the document. See Exhibit 1 2 - 1 . W h e n 2 X 5 Table appears at the t o p o f the grid, click the lower-right cell. An empty table consisting o f t w o c o l u m n s and five rows is inserted in the

Quick Table A table template with sample text and formatting.

ra^^k

Chapter

12: Enhancing

a

Document

Creating a Quick Table A Quick Table is a table template that contains sample text and formatting. To insert a Quick Table, point to the Quick Tables command on the Table ITEM NEEDED button menu, and Books 1 then scroll through Magazines 3 Notebooks the gallery of Quick Paper pads 1 Tables that appears. Pens 3 You can insert a Pencils 2 calendar, a simple Highlighter 2 colors list, tables with subScissors 1 pair heads, and other types of formatted tables. You can then replace the text in the Quick Table with your own text.

Exhibit 12-2 Blank table with two columns and five rows

Table Tools contextual tabs

Class T a b l e ^ M i c r o s o f t W o r d ^^^^H

H

Home

Insert

iriew

Page L a y o u t

View

Developer

Design

Layout &

0

Header R o w

[7]

First C o l u m n

Q

Total R o w

O

Last C o l u m n

[7]

Banded Rows

•

Banded Columns

Shading V2 ^

pt

-

Pen C o l o r '

Draw T

a

b

l

Eraser

e

T a b l e Style O p t i o n s

3g=

HE

September-32 -,01411

insertion point

end-of-row mark

DearHeeln,H This-isto-confirm that70uhave-registeredforthefolowingclasses.il H n n h n ti

n

D

nd-of-cell mark

Entering Data in a Table T o enter d a t a in a table, simply m o v e the insertion point t o a cell and type. Y o u c a n m o v e the insertion p o i n t t o a cell by clicking in t h a t cell. Y o u c a n also

Ballet Tap Jazz Modern

5-6 6-7 6-7:30 6-8

Problem? If a new row appears at the bottom of your table, you pressed the Tab key when the insertion point was in the last cell in the table. On the Quick Access Toolbar, click the Undo button to remove the extra row from the table.

use the k e y b o a r d to move the insertion p o i n t between cells. T o m o v e t o the next cell to the right, press the T a b key. T o m o v e to the n e x t cell to the left, press the S h i f t + T a b k e y s . Y o u can also press the a r r o w keys. If the data t a k e s up m o r e than o n e line in the cell, W o r d a u t o m a t i c a l l y w r a p s the t e x t t o the n e x t line and increases the height o f that cell as well as all o f the cells in t h a t r o w .

As you work with tables, you need to be able to select parts of them. You can select a cell, a row or column, multiple rows or

columns, or the entire cell. T o select parts of a table from

ACTIVITY

the R i b b o n , with the insertion point positioned in a cell, click the Select button in the Table group on the Table Tools

Enter data into a table.

PP\Yith

Selecting Parts of a Table

t h e i n s e r t i o n p o i n t in the u p p e r - l e f t cell

in t h e t a b l e , t y p e

Class.

As y o u t y p e , t h e e n d -

of-cell m a r k moves right to a c c o m m o d a t e the text.

Layout tab, and then click the appropriate c o m m a n d — Select Cell, Select Column, Select R o w , or Select Table. You can also use the pointer to select parts of a table. T o select an entire row, point to the row in the left margin so that the pointer changes to

and then click to select

Press the Tab key to move the insertion point t o

that row; to select a column, point just above the top o f a

the next cell to the right.

column so the pointer changes to

Q^Typc Time

a n d t h e n p r e s s the

Tab key.

B e c a u s e the

insertion point was in the last c o l u m n , it moves to the first cell in the next row.

and then click. Y o u

can drag to select adjacent rows, columns, or cells, or use the Shift or Ctrl key while clicking to select adjacent and nonadjacent cells, rows, or columns. You can also click the table move handle [4y in the upper-left corner of the table

Type the following information in the t a b l e , p r e s s -

to select the entire table. T o deselect a cell or table, click

ing the Tab key to move from cell to cell:

anywhere else in the document.

Chapter

12:

Enhancing

a

Document

Insert Left button or Insert Right button in the R o w s &

ACTIVITY

Columns group on the Table Tools Layout tab.

Select parts of a table. ITE In the selection bar (in the left m a r g i n ) , point to the t o p r o w so that the pointer changes to

Insert rows and columns in a table.

then click. T h e top r o w is selected. P o i n t to the

t o p o f t h e first c o l u m n

ACTIVITY

and

Q|

s o that the

pointer changes to J . , and then click. T h e first column is selected.

f\% On

Click the

t a b l e m o v e h a n d l e |4*J.

the R i b b o n , click the

T a b l e T o o l s Layout tab. In the Insert Left b u t t o n .

A new, blank column is inserted to the left of the column containing the insertion point (the Time column).

T h e entire table is

The width of the original two columns decreases,

selected.

and all three columns are the same width. The overall width of the table did not change. See Exhibit 12-3.

Inserting a Row or Column

In the n e w c o l u m n , c l i c k in the

You can modify the structure o f a table by adding or removing rows and columns. If you need to insert a new row to the bottom of a table because you need to enter additional rows of data, make sure the insertion point is

T%

P r e s s the

D o w n Arrow key.

| Type the following information in the

table, position the insertion point in a row below or above

new column, pressing

where you want to insert the new row, and then click ei-

the D o w n A r r o w k e y

ther the Insert Above button or the Insert Below button in

to move from cell to cell

the R o w s & Columns group on the Table Tools Layout

Tuesday Tuesday Thursday Wednesday

click anywhere in the column to the right or left of where you want to insert a new column. Then click either the

Exhibit 12-3 New column inserted

Rows &

Columns group

n 0 H H

Classa Ballets Tapn

JazzH

Modernn

Timen

5-6Q

6-7n

6-7:30a

6-8h

new column

12:

Enhancing

a

Document

and then

The i n s e r t i o n p o i n t

moves down one row.

press the Tab key. To insert a row anywhere else in the

tab. Inserting a column is similar to inserting a row. First,

t o p cell,

type D a y .

located in the right-most cell in the bottom row, and then

Chapter

Time

Rows & Columns group, click the

I Point to the table so that the t a b l e m o v e h a n d l e appears above the upper-left corner of the table.

lB

P o s i t i o n the i n s e r t i o n p o i n t anywhere in the

column.

^ T i p : You can use A u t o C o m p l e t e to enter the days of the week.

Exhibit 12-4 Table with new column and row

Developer

Mailings

Bl1.54" 0.19-

Bp Insert B e l o w

EiM H M e r g eCells Cells Split

•4J Insert Left Jj- Insert R i g h t

_ = j Split T a b l e

AutoFit •

Design

A=:

333 : ta si -i al aa a : dJ

Repeat Header R o w s a = Convert t o Text

Text Cell rection Margins

Sort

fx F o r m u l a

Alignment

Merge

Data

mm

[

September-3-2 ,01411 Dear-Helen^ Thisis-to-confirmthat70u-haveregisteredforthefolowingclasses.il Calssn Dayn Tim en Baletn Tuesdayn 5-6n Tapn Tuesdaya 67 -Q Jazzn Thursdayn 6-7:30n Lyricn Thursdayn 7:45-9n Modemn Wednesdaya 6-8H

Pricen a a a n

new column I M a k e sure the insertion point is in the second cell in the last row. O n the Table Tools L a y o u t t a b , in the R o w s & Columns group, click the

Insert

Tools L a y o u t t a b . T o delete multiple r o w s o r c o l u m n s , start by selecting all the rows o r c o l u m n s y o u w a n t t o delete.

Above button. A new row is inserted above the r o w containing the insertion point. I Click in the first cell in the new row, type press the Tab

key, type Thursday,

ACTIVITY Lyric,

press the Tab key,

and then type 7:45-9. I Position the insertion point anywhere in the

last

column. In the R o w s & C o l u m n s group, click the

Insert Right button. A new column is inserted t o the right o f the T i m e c o l u m n , and all the columns are resized. are resizea.

Delete the table, a column, and a row. M a k e s u r e the i n s e r t i o n p o i n t is p o s i t i o n e d any-

where in the table. O n the Table Tools Layout t a b , in the R o w s & Columns group, click the

Delete button. T h e

Delete

menu opens, displaying options for deleting cells, columns, rows, or the entire table. See Exhibit 1 2 - 5 .

\ In the n e w column, click in the top cell, and th< type

Price. See Exhibit

12-4.

ten

Exhibit 12-5 Delete button menu

Deleting a Row, Column, or Table

Select "

Y o u c a n delete c o n t e n t from a table without deleting

]&l V i e w G r i d l i n e s

the structure o f the table or the table itself. T o delete the

B

contents

o f a cell, row, c o l u m n , o r table, select the parts

Properties Table

Delete

Insert Above

*dLl Jr

D e l e t e Cells...

o f the table containing the contents you w a n t t o delete,

Delete Columns

and then press the Delete key.

Delete R o w s Delete Table

Y o u c a n also delete a r o w o r c o l u m n o r the entire table. T o delete the structure

Insert

Insert

o f a row, c o l u m n , o r the

entire table—including its c o n t e n t s — y o u select the r o w (or c o l u m n o r the entire table) and then use the D e lete button in the R o w s 6c C o l u m n s group on the Table

I O n the menu, click

Delete Table. T h e entire

deleted.

Chapter

12: Enhancing

a

Document

table is

T o create text i column . it is often and taster to use ather

Q^The

P r i c e column is deleted. N o t i c e that the

width o f the three r e m a i n i n g c o l u m n s does n o t c h a n g e a n d the table n o l o n g e r extends t o fill t h e width o f the page.

Changing Column Widths

'WW/,

C o l u m n s that are t o o n a r r o w o r t o o wide for the m a terial they c o n t a i n c a n m a k e a t a b l e hard to read. Y o u

) On the Q u i c k Access T o o l b a r , click the

Undo but-

can c h a n g e a column's width by dragging the c o l u m n ' s right border t o a n e w p o s i t i o n . W h e n the insertion

ton [*)]. T h e table is restored.

I Position

the insertion p o i n t anywhere in the

point is positioned in a t a b l e , M o v e Table C o l u m n

Jazz

m a r k e r s appear on the h o r i z o n t a l ruler above each

row.

I In

c o l u m n border t o indicate t h e width o f each c o l u m n .

the R o w s & C o l u m n s g r o u p , click the

Delete

You c a n use these as a guide w h e n y o u resize a border

button, and then click Delete Rows. T h e J a z z row

manually. If you prefer, you can double-click a column border

is deleted.

to m a k e the column width adjust automatically to a c -

I Position the insertion point anywhere in the Price

c o m m o d a t e the widest entry in the column. You c a n

column.

adjust the width o f all the c o l u m n s at once to match

Delete

) In the R o w s & C o l u m n s g r o u p , click the

their widest entries by clicking the AutoFit button in

button, and then click Delete Columns.

the Cell Size group on the T a b l e T o o l s Layout tab, a n d

Sorting Rows in a Table You can sort a table based on the contents of one of the columns in alphabetical, numerical, or chronological order. For example, you could sort the i table you just created based on the contents 1 of the Class column. When you sort, you can £j • choose to sort either in ascending (alphabetical or lowest to highest) or descending (reverse alphabetical or highest to lowest) order.

A

You can also sort a table based on more than one column. For example, if a table included a list of items purchased at several stores, you could sort the table first on the store names, and then on the item names so that the list would be alphabetized by store name and then by item name within each store. To sort a table, select the table, then, on the Table Tools Layout tab, click the Sort button to open the Sort dialog box.

Sort Sort b y

[SSl

3

Type:

[Text

Using:

Paragraphs

Type: Using:

Paragraphs

Then by H

Text

Then by H

Type: Using:

|Text Paragraphs

a •

O Ascending Descending

9 Ascending

El H \A

Descending

(9) Ascending Descending

My list has Header r o w

) No header r o w

| Options... |

Chapter

12:

Enhancing

a

Document

1 « | 1 <*«- |

When creating tables, be sure to adjust both the table width and column idths as needed to make the content easy to n

I Double-click the

Time column right border. T h e c o l u m n b o r d e r m o v e s left so t h a t t h e T i m e c o l u m n is just wide

^k, Tip: To change the height of a row, point to the bottom row border and drag the border up or down.

enough to accomm o d a t e t h e widest entry in t h e c o l u m n

\\\\\\\\\\\^

! O n the T a b l e Tools Layout t a b , in t h e Cell Size

group, click the AutoFit button. A menu opens.

then clicking A u t o F i t Contents. T o m a k e the entire table span the page width, click the AutoFit button in the

I O n the m e n u , click

AutoFit Contents. All the

Cell Size g r o u p o n the Table Tools L a y o u t t a b , and then

c o l u m n s in the table adjust so t h a t e a c h is

click A u t o F i t W i n d o w .

just wide enough t o a c c o m m o d a t e its widest

W h e n y o u a d j u s t the width o f a t a b l e c o l u m n ,

entry.

you need t o b e sure t h a t n o t h i n g is selected in t h e

) Point t o the

t a b l e . If a cell is selected w h e n y o u c h a n g e t h e c o l u m n w i d t h , o n l y t h e width o f t h e selected cell will be

mouse b u t t o n . A vertical dotted line the length o f

changed.

the w i n d o w appears. ) D r a g the

ACTIVITY

Class column right border t o t h e right un-

til the M o v e Table C o l u m n m a r k e r o n t h e ruler is

Change the width of the columns in the table. A

Class column right border so that the

pointer changes t o +||+, and then press a n d hold the

at the 1-inch m a r k . T h e right b o r d e r o f the middle

Click anywhere in the table, if necessary. O n the

c o l u m n did n o t move, so the middle c o l u m n is

ruler, M o v e Table Column markers [ i i j indicate the

n o w t o o narrow.

width o f each column. See E x h i b i t 1 2 - 6 . I Point t o the Time column

| D r a g the Time

right border so that the

is at the 3-inch mark on the ruler.

pointer changes t o +||+.

Exhibit 12-6 Move Table Column markers on the ruler

L*v]' A

'o

Class Page L a y o u t

|| S e l e c t "

>

column right border t o the right

until the M o v e Table C o l u m n m a r k e r o n the ruler

Table^RicrosoftWorcF

References

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Move Table Column markers

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Properties Table

m September3/2014H

Left Indent marker indicates the left indent in the current cell

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Chapter

12: Enhancing

a

Document

Day right column border to the 2-inch mark on the ruler. See E x h i b i t

I D r a g the the

right to 12-7.

Understanding AutoFit in Tables

Exhibit 12-7 Table with columns one-inch wide Class T a b l e ~ M i c r c s o f t W o i Page Layout S Insert

Above

References

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Cell Size

R o w s fit C o l u m n s

September-3-,20141

Dear-Helen,! Thisisto-confirm-thatYOu-have-registeredforthefol Calssn Dayn Tim en Baletn Tuesdayn 5-6n Tapn Tuesdayn 6-7n Lyricn Thursdayn 7:45-9n Modernn Wednesdayn 6-8n Formatting Tables with Table Styles You have already used styles to format text and paragraphs. Word also includes a variety of built-in styles that you can

The default setting for tables in Word is for the table width to be the same width as the page, for text to wrap within cells, and for the columns to automatically resize as you enter text. This means that if you enter text in a cell with a natural breaking point, such as between words, the text will wrap within the cell. But if there is no natural breaking point, the column will widen to accommodate the long entry and the other columns will become narrower to keep the total width of the table the same. You can control this behavior using the commands on the AutoFit button menu in the Cell Size group on the Table Tools Layout tab. The first command, AutoFit Contents, changes the column width to just fit the contents of each cell, including shrinking the width of empty columns. The second command, AutoFit Window, returns the table to the default behavior. The third command. Fixed Column Width, causes the column widths to stay the same no matter how wide an entry is.

use to add borders, shading, and color to tables. You select a table style from the Table Styles group on the Table Tools Design tab, which displays a selection of table styles. W h e n you apply a style t o a table, you can select or deselect the check b o x e s in the Table Style Options group on the Table Tools Design tab to format the rows

group, the Header R o w , First C o l u m n , and Banded R o w s check b o x e s are selected. | In the Table Styles group, click the 0.

More button

T h e Table Styles gallery opens. N o w the plain

and columns either before or after you apply a style. For

black-and-white grid style appears at the top of

example, you can specify that the first and last rows—the

the gallery, in the Plain Tables section. T h e rest o f

header and total r o w s — a n d the first and last columns

the Table Styles appear in the Built-in section. See

be formatted differently from the rest o f the rows and

Exhibit 1 2 - 8 .

columns in the table. Some styles format the rows in al-

banded rows, while others format in alternating colors, called banded columns.

ternating colors, called the columns

| In the Built-in section, in the fifth row, click the

ACTIVITY Apply a table style. On the R i b b o n , click the Table Tools Design tab. In the Table Styles g r o u p , the plain black-and-white grid style is highlighted, indicating that it is the ta-

banded rows (banded columns) Formatting that displays alternate rows (or columns) in a table with different fill colors.

i k e other styles, ir you change the theme after applying a table style, the colors in the table change to match the colors of the theme^^

xhibit 12-8 Table Styles gallery Exh

IM'LI^I

Home

Insert

\7\ H e a d e r R o w

[7]

First C o l u m n

O Total R o w

•

Last C o l u m n

Page Layout

References

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Medium Shading 2 - Accent 4 style

(the purple style).

T h e Table Styles gallery closes and the table is formatted with the style you selected.

Developer

Aligning Tables and Text in Tables You c a n change the alignment o f text in cells and y o u can change the alignment o f the entire table. T o change

| In the T a b l e Style Options group, click the First

Column

View

[ Plain Tables

c h e c k b o x t o deselect it. T h e bold format-

the alignment o f text in cells, use the alignment buttons in the Alignment group on the Table T o o l s Layout t a b .

ting and dark purple shading are removed from

T o change the alignment o f the table, align it the same

the first c o l u m n in the table.

way you align a paragraph by using the paragraph alignment buttons in the Paragraph group o n the H o m e t a b .

Fine-tuning Table Styles After you apply a table style to a table, you might like the look of the table, but find that it no longer effectively CONVEYS the information or is not quite as easy to read. To solve this problem, you can, of course, apply a different style to the table. You can also customize the table formatting by using the Shading and Borders buttons in the Table Styles group on the Table Tools Design tab. Remember that built-in styles and shading and border colors that you choose from the Theme Colors in the color palette will change if you change the theme.

J

Align a table and the text in a table.

QP Click the table move handle \^\ t o select the entire table.

Q ^ O n the R i b b o n , click the Home tab. In the Paragraph group, click the

Center button

T h e table

is centered horizontally on the page. Select the Time column.

Q|

O n the R i b b o n , click the

Table Tools Layout tab. Align Top Center

In the Alignment group, click the

button [ 3 . All the text in the T i m e c o l u m n is centered in the cells. See E x h i b i t 1 2 - 9 . I Save the document.

Chapter

12:

Enhancing

a

Document

Exhibit 12-9 Center-aligned table and column text

Home Select -

sert

ferences Page Layout

Ret

\M V i e w Gridlines Bf

Properties

^ rl

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Insert B e l o w

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Merge

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text centered in cells

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LO12.2 Changing the Page Orientation

Change the page orientation. Q)

O p e n the d a t a file

Flyer

l o c a t e d in the C h a p t e r 12\

Dance Flyer.

V/

ou can set the orientation—the w a y a page is

Chapter folder. Save the d o c u m e n t as

A

t u r n e d — f o r the pages in a d o c u m e n t . A page set

T h e document opens in O n e Page view.

to

portrait orientation is t a l l e r t h a n it is w i d e . T h i s

o r i e n t a t i o n , m o s t c o m m o n l y used f o r letters, r e p o r t s , and o t h e r formal d o c u m e n t s , is the usual o r i e n t a t i o n for most Word documents.

Landscape orientation is

a page that is wider t h a n it is tall. Y o u c a n easily

£P O n the R i b b o n , click the Page Layout tab. Page Setup group, click the

In the

Orientation button. T h e

Orientation menu opens with Portrait selected. O n the m e n u , click

Landscape.

The document

c h a n g e the o r i e n t a t i o n o f a d o c u m e n t using the O r i -

changes t o landscape orientation, with the page

e n t a t i o n button in the Page Setup g r o u p on the Page

wider than it is tall. See E x h i b i t 1 2 - 1 0 .

Layout tab.

LO12.3 Working with Document Sections

orientation The way a page is turned. portrait orientation The layout of a page taller than it is wide. landscape orientation The layout of a page wider than it is tall. section A part of a document that can have its own pagelevel formatting and properties.

Chapter

12: Enhancing

a

Document

A

section is a part o f a d o c u m e n t that can have its

own page-level formatting and properties. F o r e x -

ample, you can format one section in a document with

one-inch margins and portrait orientation, and the next section with two-inch margins and landscape orientation. Different sections in a document could also have

Exhibit 12-10 Document in landscape orientation

different headers and footers, o r a n e w section c a n re-

section b r e a k . T h e formatting i n f o r m a t i o n f o r the last

start the page numbering.

section in a d o c u m e n t , o r in a d o c u m e n t w i t h n o sec-

Every d o c u m e n t has at least o n e section. T o divide a d o c u m e n t into multiple sections, you insert a section

break, which appears as a dotted line with the words Section Break. T h e four types o f section breaks are: ^

Next Page—inserts a section break and forces a new page t o start after the section break

^

^

the d o c u m e n t .

Inserting a Section Break T o insert a section break, use the B r e a k s button in the Page Setup group on the Page L a y o u t t a b t o select the

Continuous—inserts a section break without

type o f section break you w a n t t o insert. W h e n non-

starting a n e w page

printing characters are displayed, a section break is in-

Even Page—inserts a section break and forces a new page t o start o n the next even-numbered page

^

tion b r e a k s , is c o n t a i n e d in the last p a r a g r a p h m a r k in

Section Break in the center o f it, followed by the type o f section

dicated by a double dotted line with the w o r d s

break. If the section break appears at the end o f a line,

Odd Page—inserts a section break a n d forces

you c a n see only the first part o f the dotted line. T o

a n e w page t o start on the n e x t o d d - n u m b e r e d

see the type o f section break inserted, y o u c a n switch

page

to D r a f t view, which displays the t e x t o f the d o c u m e n t

T h e i n f o r m a t i o n f o r the f o r m a t t i n g o f a section

without showing its layout.

is c o n t a i n e d in the section b r e a k that follows the sect i o n . T h i s m e a n s that if y o u delete a section b r e a k , the f o r m a t t i n g f r o m the section b e l o w the deleted sec-

section break A formatting mark in a document that indicates the start of a new section.

tion b r e a k is applied t o the section a b o v e the deleted

Chapter

12: Enhancing

a

Document

Creating Odd and Even Pages Most professionally produced books and reports are even-numbered pages, they appear on the left side of printed on both sides of the paper and then bound. the footer. You can set up the pages in a multiple-page When you open a bound book or report, odd-numbered pages appear on the right, and even-numbered pages document with odd and even pages. After you insert a header or footer, on the appear on the left. The marHeader & Footer Tools Design gin on the inside of each page, even page gutter odd page tab, select the Different Odd where the pages are bound & Even Pages check box in the together, is called the gutter. Options group. To increase Often, the headers and footers the width of the gutter to alfor odd-numbered pages are low for binding, click the Mardifferent from the headers or gins button in the Page Setup footers for the even-numbered group on the Page Layout tab, pages. For instance, the page and then click Custom Margins numbers might appear on the to open the Page Setup dialog outside edge of the footer. box with the Margins tab seSo on odd-numbered pages, odd page even page lected. Change the measurepage numbers appear on the number number ment in the Gutter box. right side of the footer; and on

break appears all the way across the screen. See

ACTIVITY

Exhibit 1 2 - 1 3 .

Insert a section break.

I Switch back to Print Layout view.

View tab. In Page Width button.

O n the R i b b o n , click the group, click the

the Z o o m

Exhibit 12-11 Breaks menu

Q | Scroll down to the b o t t o m o f page 3 , and then position the insertion point in front o f the Faculty heading.

UH^^KW

| On the Ribbon, click the Page Layout tab. In the Page Setup group, click the

Breaks button. The Breaks menu opens,

^ T i p : To delete a section break, click the line representing the break, and then press the Delete key.

B

v

Themes . — . [Oj»

Home

Insert ]

^

Orientation-(^

M a r g i n s __ „ I I Columns ' Page S e t u p

._v

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{v =1

1 2 - 1 1 . The Page Breaks section of the menu includes to page. The first option, Page, inserts a page break (just like the Page Break button on the Insert tab that you used earlier). T h e Section Breaks section of the

Next Page. A

faculty!

tion break is inserted, and the insertion point moves to the top o f the new page 4 . See Exhibit 1 2 - 1 2 . I O n the status bar, click the

Draft button [S]. T h e

document switches to Draft view, and the section

Chapter

12: Enhancing

a

Document

Next Page * I n s e r t a s e c t i o n break a n d start t h e n e w — s e c t i o n o n t h e next p a g e .

AlUnstructorsat R with a positive a t :

sec-

lext Wrapping S e p a r a t e t e x t a r o u n d objects o n w e b p a g e s , s u c h as c a p t i o n text f r o m b o d y text.

Section Breaks

menu includes four types o f section breaks. I In the Section Breaks section, click

Column I n d i c a t e t h a t t h e text f o l l o w i n g t h e c o l u m n b r e a k w i l l b e g i n in t h e next c o l u m n .

= =l

options for controlling h o w the text flows from page

Indent

Page M a r k t h e p o i n t at w h i c h o n e p a g e e n d s a n d t h e next page begins.

*

3=

as shown in Exhibit

Watermark -

Page Breaks

types of section breaks

Tv >—-\ ^ = | = =4a^|

I 1

Continuous Insert a s e c t i o n break a n d start t h e n e w s e c t i o n o n t h e same p a g e . Even Page Insert a s e c t i o n b r e a k a n d start t h e n e w s e c t i o n o n t h e next e v e n - n u m b e r e d p a g e . O d d Page Insert a s e c t i o n break a n d start t h e n e w s e c t i o n o n t h e next o d d - n u m b e r e d p a g e .

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Exhibit 12-13 Next Page section break in Draft view )ance Flyer - 'Microsoft W o r e

I

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J J Size * 11 Columns ' Margins

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Chapter

12:

Enhancing

a

Document

Formatting a Section Differently from the Rest of the Document

and then click

Portrait.

Section 2 , which consists

of pages 4 and 5 , changes t o portrait orientation. Section 1 , which consists o f pages 1 - 3 , remains in

O n c e you have inserted a section break, you c a n for-

landscape orientation.

m a t each section separately. W h e n you change the page-

In the Page S e t u p group, click the Margins button.

level formatting of a section, the other sections in the

and then click Narrow. T h e margin settings for Sec-

document remain unchanged.

tion 2 change to the N a r r o w setting, and the text in Section 2 n o w fits all on page 4 . See Exhibit 1 2 - 1 4 .

Adding Different Headers and Footers in Sections

Format a section. m

M a k e sure the i n s e r t i o n p o i n t is p o s i t i o n e d

before

O n e o f the advantages o f dividing a document into sec-

the Faculty heading on page 4 .

Q| O n the R i b b o n , click the View tab. In the Z o o m

tions is that the headers and footers in each section can differ. F o r example, if the d o c u m e n t includes a cover

group, click the Two Pages button. Pages 3 and 4 o f

page, and you w a n t the page numbering to begin o n

the document appear side by side in the window. O n the R i b b o n , click the

the first page after the cover page, you can insert a sec-

Page Layout tab. In the button,

tion break after the cover page, a n d then have the page

Page Setup group, click the Orientation

numbers start and appear only in Section 2 .

Exhibit 12-14 Page 4 formatted in portrait orientation with narrow margins

^aTceTrye^^icrosoft Woer?" J

M£ Themes . — ,

2 | O r i e n t a t i o n • l£j B r e a k s •

Margins

Themes

II

^

Watermark »

v*J Page C o l o r »

%W Left:

be" H y p h e n a t i o n •

Q Page B o r d e r s

| £ R i g h t 0"

Page B a c k g r o u n d

C o lPuamgnes S•e t u p

|£ A l i g n •

Spacing

Indent

): J Line N u m b e r s •

0*

t

1% B e f o r e : 0 p t

P a rC a g r a p;fh

After

:|

Posrtic

- j Send Backward Text

t^J G r o u p Rotate •

5^ S e l e c t i o n Pane Arrange

0 pt

Section 1 in landscape orientation Page 4 of 4

i m UP 5 s

W o r d s 1,446

Li

Chapter

12: Enhancing

a

Document

44%

-

ige Dutton in the

I Press the Tab key, and then type your name. Your name is aligned with the Center T a b stop in the footer.

Pages group on the Insert tab automatically inserts a section break after the cover page.

I Scroll up to see the b o t t o m o f page 3 . T h e footer area on this page is labeled F o o t e r -Section 1 - , and your n a m e appears here as well. | Scroll b a c k down, and m a k e sure the insertion point is still in the footer area for Section 2 .

ACTIVITY

) O n the H e a d e r & Footer Tools Design t a b , in the N a v i g a t i o n group, click the

Add different headers and footers in sections.

fP C h a n g e the

z o o m back to

Page Width,

and m a k e

Same as Previous tag on the f o o t e r disappears.

sure the insertion point is still before the Faculty

| Scroll up so you can see the b o t t o m o f page 3 .

heading on page 4 .

pP On the

N o t i c e that the Section 2 header area on page 4

Inserttab. In the I l e a d e r cv Footer group, click the Footer button, and then below the gallery, click Edit Footer. T h e insertion point moves R i b b o n , click the

still c o n t a i n s the Same as Previous tag. ) O n page 3 , in the footer area, delete the t a b character before your name so it is left-aligned, and

to the footer area on page 4 . T h e Footer area is la-

then position the insertion point after y o u r n a m e .

beled Footer -Section 2-, and on the right, a tag labels this footer the Same as Previous. See Exhibit 1 2 - 1 5 .

j

Header Footer

Page Number'

Date i-Time

Q u i c k Picture Parts Insert

Header & Footer

BUI JU Clip Art

DRAFT.

and then type

Link to Previous button

ance"Flye^^icrosoft Wor References

Tab key twice,

) Press the

Exhibit 12-15 Footer area for Section 2

Page L a y o u t

Link to Previous

button. T h e button is no longer selected, a n d the

Mailings

Header Footei

1

Header & Footer Toosl I Design

Review

Link t o P r e v i o u s

•

D i f f e r e n t First P a g e

Qi

Header from Top:

0.5'

•

D i f f e r e n t O d d & E v e n Pages

Q«

Footer from Bottom:

0.5"

[7]

S h o w D o c u m e n t Text

0

Insert A l i g n m e n t T a b

Navigation

Options

Close Header and Footer

Position

Heather
Allyson-Yennaco:-Miss-Allyson-YennacO'is-a-cho experience-in-all-major-formsof-dance.-She^

Zena-Rommett-Floor-Barre-Technique-for-corrective-body-alignment-and-injury-prevention-at-BDC-and-at-Steps-onBroadway. She-is-mostinfluenced-byhermoderntraining-under-artistsfrom-theformer-DanceSpace-CenterinSoHo(currently4cnownas-DanceNewAmsterdam)whereshealso-studied-anatomy-and-kinesthetic-body-awareness.-MissAllyson-is-a-member-of-AAHPERD/NHAH^^ Recreationand-Dance),andthe-NDA(NationalDanceAssociation).H

, Same as P r e v i o u s

Footer -Section 2 -

T footer area for Section 2

P a g e : 4 of 4 I W o r d s : 1.448

I C&

I

identifies this footer as the same as the previous section

ifl^ii i 114% -.

d

Chapter

12:

Enhancing

a

Document

Scroll b a c k down so you can see the footer at the

for line drawings and, because they tend to be small, are

b o t t o m o f page 4 . It is unchanged and does not

widely used on the Web. Metafiles contain both bitmaps

include the word

and vectors. Graphics are saved in several file formats, in-

DRAFT.

cluding the formats described in Exhibit 1 2 - 1 6 .

Double-click anywhere in the document outside the header or footer a r e a s . T h e header and footer areas are n o longer available.

Exhibit 12-16 Graphic file types

Save the document.

Format

Abbreviation

Type

Windows Bitmap

BMP

Bitmap

Tagged Image File

TIF

Bitmap

Graphics Interchange Format

GIF

Bitmap

Portable Network Graphic

PNG

Bitmap

graphic is a picture, shape, design, graph, chart, o r

Joint Photographic Experts Group

JPEG

Bitmap

diagram. Y o u c a n include m a n y types o f graphics

Scalable Vector Graphic

SVG

Vector

Windows Metafile

WMF

Metafile

Enhanced Metafile

EMF

Metafile

A

in your presentation: graphics created using other pro-

grams; scanned p h o t o g r a p h s , drawings, and c a r t o o n s ; and other picture files o r clip a r t stored o n your c o m puter or network. Y o u c a n also create graphics using drawing tools in W o r d . A graphic is an e x a m p l e o f an object. An

object is

Inserting Clip Art

anything in a d o c u m e n t o r o t h e r file that can be treated

Clip art

as a whole. F o r e x a m p l e , a table is an object. O b j e c t s

video, and audio stored in collections so that you c a n

can be added, deleted, m o v e d , f o r m a t t e d , and resized.

c a n be electronic illustrations, photographs,

easily locate and insert them into documents. A small

Graphics are saved in a variety o f file types. Photo-

collection o f clip art is installed o n your computer with

graphs, generated by taking pictures with a digital camera

Office. Y o u c a n also d o w n l o a d m o r e clip art from the

or by scanning photos taken with conventional cameras,

M i c r o s o f t W e b site, O f f i c e . c o m .

and pictures drawn using graphics software such as M i -

T o search for and then insert clip art in your docu-

crosoft Paint are a type o f picture file called a bitmap. A

ment, click the Clip A r t button in t h e Illustrations

bitmap

is a grid (or " m a p " ) o f square colored dots that

form a picture.The colored dots are pixels. A vector graphic

group on the Insert tab t o open the Clip Art task pane. In the Search f o r b o x in the Clip A r t task pane, enter

is composed of straight and curved lines and is stored as

keywords that describe the image, sound, or video you

a mathematical formula. File types for vector graphics are

need. Each clip art file included with W o r d is associated

often proprietary, which means they can be opened and

with a set o f keywords. F o r e x a m p l e , clip art o f a c a r

edited only in specific graphics programs, such as Adobe

might be associated with the keywords

Illustrator or CorelDRAW. Vector graphics are often used

If the clip art is a c a r going d o w n a road, additional keywords might be

and images o f cars without drivers. T h e more keywords will be.

vector graphic An image composed of straight and curved lines and stored as a mathematical formula.

ACTIVITY Insert clip art.

nfc

C h a n g e the z o o m to

12: Enhancing

a

Document

Page Width.

At the t o p of the

document, position the insertion point t o the left o f the word

Chapter

If you search us-

you use, the narrower (more specific) the search results

i

clip art Electronic illustrations, photographs, video, and audio stored in collections so that you can easily locate and insert them into documents.

racing.

in your results, along with images o f cars not on a road

object Anything in a document or other file that can be treated as a whole.

metafile A graphic that contains both bitmaps and vectors.

road and driving.

and

ing any one o f these keywords, that image will appear

graphic A picture, shape, design, graph, chart, or diagram.

bitmap A grid of pixels that form a picture.

car

Welcome in the second

line.

I O n the R i b b o n , click the trations g r o u p , click the

Insert tab. In the IllusClip Art button. T h e Clip

t o e s ) . See E x h i b i t 1 2 - 1 8 . (If y o u don't

Art task pane opens t o the right o f the d o c u m e n t

see this c l i p , c h o o s e

window. See E x h i b i t 1 2 - 1 7 .

another one.) T h e

A

clip a r t is in t h e line a t t h e c u r r e n t

Exhibit 12-17 Clip Art task pane

location o f the i n s e r t i o n p o i n t , at the b e g i n n i n g o f

veloper J

Hyiil

Header -

Jj F o o t e r Page N u m b e r » Header & Footer

« | Q u i c k Parts -

' 4 WordArt' Text ._ B o x ' = Drop Cap -

Date & Time

the

WELCOME

THE

DANCE

TO

71 E q u a t i o n "

S i g n a t u r e Line ft

Symt

Q

Q

WORKS!

paragraph. T h e t e x t shifts right t o make r o o m for the clip a r t b u t does n o t w r a p a r o u n d it, b e c a u s e t h e clip a r t

Problem? If no results appear in the Clip Art task pane, make sure the Include Ofhce.com content check box is selected. If you do not have access to the Internet, delete the text in the Search for box, and then click the Go button. Browse through the clips displayed in the task pane, and select one to use in place of the ballet clip.

is a n inline g r a p h i c .

click to select specific types of clip art

IT E A C HE A C HD -A N C E RT O+A when selected, the search for clip art will include Offlce.com

T h e clip a r t is selected, as i n d i c a t e d b y its b o r der, a n d t h e Picture T o o l s F o r m a t t a b is a c t i v e on the R i b b o n . I In the Clip Art task pane, click the Close

button

T h e Clip Art task pane closes.

Examining a Selected Object T o w o r k with o r delete any o b j e c t in a d o c u m e n t , such as clip art o r a table, you first need t o select that o b j e c t . O n c e an o b j e c t is selected, a c o n t e x t u a l t a b appears o n the R i b b o n with options f o r f o r m a t t i n g , editing, m o v ing, a n d resizing that o b j e c t . F o r g r a p h i c s , either t h e Q

Find more a t Office.com

Picture Tools F o r m a t t a b o r the D r a w i n g T o o l s F o r m a t

Q

Hints for finding images

t a b appears o n the R i b b o n , depending o n the type o f graphic. F o r tables, the t w o T a b l e T o o l s c o n t e x t u a l tabs appear. M o s t clip art in the Illustrations a n d Photos categories are bitmaps o r metafiles a n d a r e treated as

I Click in the

Search for box,

delete its contents if

pictures, so selecting them will cause t h e Picture T o o l s F o r m a t t a b t o appear. However, s o m e pieces o f clip a r t

necessary, a n d then type ballet.

are vector graphics, and vector g r a p h i c s a r e treated as

Results should be arrow, and then click the All media types check box to deselect it if it is selected. Click the Illustrations and Photographs

when they are selected.

check boxes t o select them if they are n o t already

r o u n d s the o b j e c t . Small circles a t e a c h c o r n e r o f selec-

I Click the

selected, and click the

Videos and Audio check

boxes t o deselect them if they are selected.

drawings, so t h e Drawing T o o l s F o r m a t t a b appears W h e n m o s t o b j e c t s are selected, a selection box surtion b o x e s a n d small squares in the c e n t e r o f e a c h side o f selection b o x e s are sizing

| T o the right o f the Search f o r b o x , click the Go

photograph of the feet of a ballerina on pointe clip art (on her

\ In t h e C l i p A r t task p a n e , click t h e

y o u c a n drag

selection box The box that surrounds an object when it is selected.

button. T h e Results should be list closes and after a m o m e n t , clip art related t o ballet appears.

handles t h a t

sizing handle A small circle that appears at the corner of a selection box or a square that appears on the side of a selection box.

Chapter

12:

Enhancing

a

Document

Exhibit 12-18 Selected clip art in the document [Wfl'IIJ

^ ^"^BBBBBBBBBB^^nce F l y e r ' M i c r o s o f t Home

Rd_ ^ Remove Background

Insert

Page Layout

$ Corrections*

References

J I—I

^Color& , . 0 Artistic Effects ' ^

"

|

'

I^^J

^ 1

1

Review

^^^^

« ^ -FLJI

View

Developer

G/

Picture B o r d e r '

^

Picture Effects •

1 T

Adjust

•

Word^

Mailings

^

Picture L a y o u t »

position

Wrap Text"

_

id Backward • S e l e c t i o n Pane

IM-

EJJ. BI 6.5-

:|

^ *

Picture Styles

Size Clip A r t

S E A R C H FOR: > B |AFCT RESULTS S H O U L D BE: SELECTED M E D A I He TYPES 0N IC L U D E OFFKE C .OM C O N T E N T P R O V D IE D BY: S IT O C K P H O T O

keyword

sizing handles TO

P a g e : 2 of 6

W o r d s : 1,448 I

I

Q

Find more a t O f f k e . c o m

Q

Hints for facing i m a g e s

IFSLIS m a • 65%

J3

t o c h a n g e the size o f the selected o b j e c t . R e f e r to

-O

EJ

2

ACTIVITY

Exhibit 12-18.

Resize a graphic.

Resizing a Graphic

O n the selected clip art, point t o the

circular sizing handle. T h e

Y o u can change the size o f graphics you insert. T h e easiest w a y to do this is to drag the sizing handles. T o maintain the object's

aspect ratio—the p r o p o r t i o n

Drag t h e

o f the o b -

sizing handle

upper-left

pointer changes to

^

d o w n a n d t o the r i g h t until

the top o f the selection b o x that you are dragging

ject's height to its w i d t h — d r a g a corner sizing handle

is halfway down the clip art (aligned with the right

(a circle) to resize it. Y o u c a n also change the measure-

middle sizing handle on the selection b o x around

ments o f a graphic using the Shape Height and Shape

the original clip art) as shown in Exhibit 1 2 - 1 9 . As

W i d t h b o x e s in the Size group on the Picture Tools or

you drag the handle, the pointer changes to - ( - ,

D r a w i n g T o o l s F o r m a t t a b . If you change one o f these

and an outline o f the p h o t o showing the decrease

measurements, the o t h e r will change to maintain the

in its size appears.

aspect r a t i o .

m

When the clip art is approximately half its original size, as shown in Exhibit 1 2 - 1 9 , release the mouse

P

button. T h e page with the photo scrolls out o f view.

aspect ratio The proportion of an object's height to its width. •

Chapter

12:

Enhancing

a

Document

Scroll up to see the p h o t o at the top o f page 1 .

AArtist,cEffect$ ' ll" Color-

Remove ! Background

Adjust

3

-

Cropping a Photo P

If you w a n t t o cut o f f part o f a p h o t o , you c a n

C/ Picture B o r d e r *

crop

w

Picture Effects •

tion o f an ice cream c o n e by c r o p p i n g o f f the

K

Picture L a y o u t -

c o n e , leaving only the ice c r e a m itself. W h e n you

Picture Styles

it. F o r example, you c o u l d c r o p an illustra-

c r o p a p h o t o , the cropped part, w h i c h is shaded with dark gray, stays visible until y o u deselect the shape t o make it easier t o adjust t h e c r o p borders. Y o u can also drag the c r o p p e d p o r t i o n inside the crop area t o reposition it. O n c e y o u c r o p a graphic, the part you c r o p p e d is hidden f r o m view. However, it remains a p a r t o f the

selection box around original image

g r a p h i c , so you can restore the c r o p p e d g r a p h i c to its original form. J u s t select the c r o p p e d p h o t o , and then click the C r o p b u t t o n t o display the entire photo and the c r o p handles again. The

Crop

button

appears

only

o n the

Picture Tools F o r m a t t a b . T h e r e is n o C r o p button on the Drawing T o o l s F o r m a t t a b .

ACTIVITY Crop a photo. selection box around resized image Page: 2 of 6

On t h e P i c t u r e "Tools F o r m a t t a b , in the

Size group, click the

Crop button. T h e

Crop

button is selected and dark b l a c k c r o p handles appear inside the sizing handles o n

W o r d s : 1.448 i v f c

the clip art's selection border. V\% P o i n t to the bottom-middle crop handle.

Image Quality of Resized Graphics When you increase the size of a bitmapped graphic in a document the quality of the graphic degrades. This is because the number of pixels used to create the image doesn't change as you make the image larger; instead, each pixel increases in size. Because pixels are square, as they get larger, you I start to see the corners of each pixel, resulting in jagged edges in the image. You can change the size of a vector graphic as much as you want without affecting its quality because it is stored as a mathematical formula.

T h e pointer changes t o

T.

I Press and hold down the m o u s e b u t t o n . T h e pointer changes to -|-. I D r a g up t o just below the tip o f t h e pointe shoe, and then release the mouse b u t t o n . T h e b o t t o m portion o f the clip art that will be c r o p p e d is shaded gray.

| D r a g the top-middle crop handle d o w n just below the bottom of the dark pink part o f the dress. ) D r a g the

left-middle crop handle

about one-quar-

ter inch t o the right. See E x h i b i t 1 2 - 2 0 . ) O n the Picture Tools F o r m a t t a b , in the Size g r o u p , click the

Crop button. T h e C r o p

b u t t o n is

deselected, and the crop handles a n d the c r o p p e d portions o f the p h o t o disappear.

crop To cut off part of a graphic.

Chapter

12: Enhancing

a

Document

Formatting a Picture

Exhibit 12-20 Cropped clip art

Like text and tables, ces

a s

Mailings

Review

-a a

pictures can have a Picture B o r d e r ^

Picture Effects -

^

Picture L a y o u t •

4 Position

Wrap Text-

Picture Styles

style applied to them.

Bring F o r w a r d -

^ lSi S e n d B a c k w a r d -

A picture style c a n

| ^ Selection Pane

consist of a border, a

Arrange

shape, or effects such as

a shadow

or a

three-dimensional ef-

an ce« Works

fect. T o apply a style to a picture, select a

cropped area

style in the Picture Styles gallery on the Picture Tools Format t a b . If you want t o modify

part o f the

style definition, you can use the Picture

lyVelcometoTheDanceWorkslH

Border

and Picture

J

Effects buttons in the

s-through-a-happy, progressive atmosphere.-Our-goal-is to teacheach-dancerto-his ouTdancers-can-feekonfidentand-comfortable. All-classes are taught by licensed,-

Picture Styles group on the Picture Tools F o r m a t tab.

) In the Size g r o u p , click the

Crop button

again.

ACTIVITY

T h e c r o p p e d p o r t i o n s o f t h e image are visible

Format a picture.

again. | Click the Crop

button

O n the Picture Tools F o r m a t t a b , in the Picture

o n c e m o r e t o deselect it.

Styles group, click the More button

0.

¥\% Point t o the various styles a n d observe the Live Preview o f the picture styles o n the photo.

In the Picture Styles gallery, click the Simple

Specialized Crop Commands You can use commands on the Crop button menu to crop to specific shapes or proportions. To crop a photo to a shape, which means trimming the edges of a graphic so it fits into a star, oval, arrow, or other shape, click the Crop button arrow, point to Crop to Shape, and then click a Crop shape on the menu that Crop appears. To crop to specific proportions, click the [jp Crop to Shape Crop button arrow, point Aspect Ratio to Aspect Ratio, and then Ifi Fiji select a ratio on the list.

Frame, White style applied.

In t h e P i c t u r e Styles g r o u p , c l i c k t h e Picture

Border button arrow,

Accent 4, Lighter 60% color.

pter

12: Enhancing

a

Document

T h e border color on

the p h o t o is c h a n g e d t o t h e p u r p l e c o l o r y o u selected.

Rfc In the Picture Styles group, click the Picture Effects

button arrow, point t o Shadow, and then under Perspective Diagonal Upper Left.

Perspective, click

T h e gallery closes and a shadow appears behind the image. See Exhibit 1 2 - 2 1 . S

Fit

a n d t h e n in t h e c o l o r

p a l e t t e u n d e r T h e m e C o l o r s , c l i c k t h e Purple,

S

m

(the first style in thefirstr o w ) .

T h e gallery closes a n d t h e style y o u selected is

Save the document.

Picture Border button arrow

Exhibit 12-21 Formatted image 'yrff

J ^"^""""'""'^Sl Home

Insert

<> C o r r e c t i o n s -

Page L a y o u t

References

^

i

• Color Remove Remove Background

^ A r t i s t i c

E f f e c t s

Adjust

" u l '

,

Ji "H

r^-

-

Mailings «>

- i

you can edit the colors o f WordArt text in t w o ways: by changing the fill and outline color.

YJordT

Dance Flyer~^Microsoft

Review —

-

Viev\ Bf

- S

•

You can also change the style o f the outline,

Develo

Picture B o r d e r '

by, for example, making it thicker, or breaking

Picture Effects -

it into dashes.

Picture L a y o u t -

/ /

WordArt is actually a t e x t b o x . A

text

box is an object that c o n t a i n s t e x t . Y o u c a n f o r m a t the text in the o b j e c t just as y o u would format any t e x t in a d o c u m e n t . Y o u

Dance* Works 1

can also format the entire o b j e c t . W h e n the selection border around W o r d A r t is a dashed line, the insertion point is positioned in the t e x t , and you can treat the t e x t as y o u w o u l d ordinary text. Y o u c a n edit it o r select it a n d then apply formatting. W h e n t h e selection border around W o r d A r t is a solid line, the entire WordArt o b j e c t is selected. W h e n the W o r d A r t object is selected, y o u c a n apply

Welcome

formatting t o the W o r d A r t t e x t even though it is n o t specifically selected, a n d y o u c a n a p ply formatting t o the t e x t b o x itself, such as changing the fill or outline color.

Removing a Photo's Background One specialized technique for editing photos allows you to remove the background of a photo, leaving only the foreground image. For example, you can edit a photo of a bird in the sky to remove the sky, leaving only the image of the bird. To edit a photo to remove the background, use the Remove Background button in the Adjust group on the Picture Tools Format tab. Removing a photo's background can be tricky, especially if you are working on a photo with a background that is not clearly differentiated from the foreground image. For example, you might find it difficult to remove a white, snowy background from a photo of an equally white snowman.

Inserting WordArt Y o u c a n create WordArt out o f existing t e x t in a d o c u ment by selecting the text, clicking the W o r d A r t b u t t o n in the T e x t group o n the Insert t a b , a n d then selecting a W o r d A r t style from the gallery that o p e n s . Y o u c a n also click the W o r d A r t button in the T e x t group o n the Insert tab, and then click the style y o u w a n t in the W o r d A r t gallery t o open a W o r d A r t text b o x c o n t a i n i n g placeholder text. Y o u c a n then replace t h e placeholder with the text y o u w a n t t o format as W o r d A r t .

Insert WordArt. At the top o f the document, select Dance Works w i t h o u t selecting the p a r a g r a p h m a r k at the end o f the line.

LO125 A d d i n g

W

ordArt

WordArt

O n the R i b b o n , click the

Insert tab.

In the T e x t

group, click the WordArt button. T h e W o r d A r t galis formatted, decorative text that is treated

lery opens. See E x h i b i t 1 2 - 2 2 .

as an object. In addition to the formatting that you

can use with ordinary text, you can add beveled edges to the individual letters, format the text in 3 D , and transform the text into waves, circles, and other shapes. You can also rotate WordArt text so it stretches vertically on the page.

WordArt Formatted, decorative text that is treated as a graphic object. text box An object that contains text.

Another advantage o f WordArt over regular text is that

Chapter

12: Enhancing

a

Document

) In the W o r d A r t object, click be-

Exhibit 12-22 WordArt gallery e Fryer •

fore the w o r d

Mailings

T h e W o r d A r t text is modified.

Developer Hyperlink

Chart

and then press the

i—ri——i,

WordArt button

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Header & Footer

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Formatting WordArt

A

T h e W o r d A r t Styles group on the D r a w i n g T o o l s F o r m a t tab includes

A A A A A A A A A A A A A ^A A A

A

A

Fill - Purple, Accent 4, Outer Shadow Accent 4, Soft Edge Bevel style

7t

Date & T i m e

A

A

Dance. Works 1]

S i g n a t u r e Line

The Spacebar. Type

DANCE.

four tools that allow you to alter the color, shape, and overall look o f W o r d A r t . If you don't like the style you selected w h e n you originally created your W o r d A r t , you can select a new style using the Quick Styles button in the W o r d A r t Styles group. T o change the fill color, use the T e x t Fill button, or, to change the outline color, use the T e x t Outline button. Finally, the T e x t Effects button gives

Welcome-to-The-Dance-Works!1|

you access to a variety of special effects, including shadows, beveling, and 3 D r o t a t i o n , and transforming

p In the bottom row, click the Fill - Purple, Accent 4,

the shape o f the WordArt. If your WordArt already includes some o f these features, you

Outer Shadow - Accent 4, Soft Edge Bevel style. The gal-

can use the Text Effects button t o fine tune the effects,

lery closes, the selected text is changed to a WordArt

perhaps by making a shadow or bevel m o r e noticeable,

object, and the Drawing Tools Format tab appears on

or by removing an effect entirely. In addition, you can

the Ribbon and is the active tab. See Exhibit 1 2 - 2 3 .

Exhibit 12-23 WordArt inserted in document

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Enhancing

a

Document

ft* [\ .j^-

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just as you w o u l d for ordinary t e x t , by selecting it and

Text Boxes

then c h o o s i n g a n e w font size. If y o u c h o o s e an espe-

You can insert text boxes containing ordinary text— that is, text that is not WordArt. To do this, click the Text Box button in the Text group on the Insert tab. Click one of the styles in the gallery to insert a formatted text box containing placeholder text, or click Draw Text Box to insert an empty text box. You can format the text in a text box just as you would any text. You can also format the text box itself by adding or changing the fill color or the color or weight of the border. Text boxes are inserted as floating objects.

resize the t e x t b o x to ensure t h a t t h e resized t e x t a p -

cially large f o n t f o r a headline, y o u m i g h t also need t o pears o n a single line.

Format WordArt. Q)

WORDART DOTTED LINE SELECTION BORDER.

Click the

It

b e c o m e s a solid line. On the D r a w i n g Tools F o r m a t t a b , in t h e W o r d A r t Styles g r o u p , click the Text Outline

button arrow

T h e c o l o r palette opens. c h a n g e t h e shape o f the W o r d A r t o b j e c t by using the

I In the c o l o r palette, under T h e m e C o l o r s , click the

T r a n s f o r m c o m m a n d on the T e x t Effects b u t t o n .

Purple, Accent 4, Lighter 80% color.

Y o u c a n also change the size o f W o r d A r t . W h e n re-

Text Effects Transform. A gallery

sizing W o r d A r t , you need t o consider both the font size

In the W o r d A r t Styles g r o u p , click the

o f the t e x t a n d the size o f the t e x t b o x that c o n t a i n s the

button |.-\

W o r d A r t . Y o u change the font size f o r W o r d A r t text

o f t r a n s f o r m effects appears. See E x h i b i t 1 2 - 2 4 .

\ and then

point t o

Exhibit 12-24 Transform submenu on the Text Effects menu LWY" .-*F H o m e I n s e r t QWDOCD A L L O ^ G - EL Insert Shapes

0

Page L a y o u t

References

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Chevron Up style

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W o r d s : 3.1,449 I C & I

ABCDE ABCDE ABCDE A^'^

J3

Chapter

12: Enhancing

a

Document

Use WordArt to quickly < eye-catching and colorful headlines, titles, or letterhead for

I Click in the Width box, type 5 and then press the Enter key. T h e WordArt is resized t o five inches wide. I Click a blank area o f the d o c u m e n t to deselect the W o r d A r t , and then click the WordArt again t o

o u r * * ™ *

select it. T h e transform effect is removed temporarily while the WordArt is selected. Save the document.

) In the Warp section,

click the Chevron Up

effect

(the first effect

in the second r o w ) . T h e text is f o r m a t ted in the shape you selected, and a pink diamond-shaped adjustment handle

^tW Tip: To format text with WordArt styles without changing the text to a graphic object, use the Text Effects button in the Font group on the Home tab.

Translate Text If you are connected to the Internet, you can use the Mini Translator to translate text in a document. To select the language into which you want to translate text, click the Translate button in the Language group on the Review tab, and then click Choose Translation Language. To turn the Mini Translator on, click the Translate button, and then click Mini Translator. Point to a word or selected text, and then after a moment, a pop-up box appears containing the translation. The pop-up box might appear very faintly at first; to make it appear darker, move the pointer toward it.

appears on the left side o f the selection border. Y o u c a n drag the pink diamond handle t o m a k e a transform effect more or less noticeable. | Drag the

pink adjustment handle

down until the

pointer is on t o p o f the left-middle sizing handle. T h e effect is increased. See E x h i b i t 1 2 - 2 5 .

Exhibit 12-25 Formatted WordArt

Home

•BHHBH^^^^Dance F r y e r ^ ^ i c r o s o f t W o r d ^ ^ ^ *

Insert

Page Layout

g

Insert Shapes

i

1

adjustment handle •

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L O 1 2 6 W a r p p n i g A o r u n d Ga rph cis Text

G

r a p h i c o b j e c t s in a d o c u m e n t c a n be either i n line o r f l o a t i n g . A n

inline graphic

is l o c a t e d

in a s p e c i f i c p o s i t i o n in a line o f t e x t in the d o c u m e n t , a n d t h e g r a p h i c m o v e s a l o n g with t h e t e x t . F o r e x a m p l e , if y o u type t e x t t o t h e left o f an inline ) O n the D r a w i n g T o o l s F o r m a t t a b , in the Size group, click the

Size button. T h e

Size menu opens

displaying the current height and width o f the W o r d A r t text b o x .

i

12:

Enhancing

the n e w t e x t . Y o u c a n d r a g it t o a n o t h e r p o s i t i o n in the d o c u m e n t , b u t it a p p e a r s in a line o f t e x t w h e r ever you d r o p it. W h e n y o u f o r m a t a p a r a g r a p h w i t h an inline g r a p h i c , t h e inline g r a p h i c is also f o r m a t -

inline graphic A graphic that is positioned in a line of text and moves along with the text.

Chapter

graphic, the graphic moves right to a c c o m m o d a t e

a

Document

i

ted.

F o r e x a m p l e , if y o u r i g h t - a l i g n t h e p a r a g r a p h ,

the inline g r a p h i c will be r i g h t - a l i g n e d paragraph.

with the

A

floating graphic

can be positioned anywhere in the

document. W h e n you change a graphic to a floating graphic,

Anchors

you need to consider how the text will wrap around it. You

All floating graphics are attached, or anchored, to a paragraph. If you move the paragraph to which a floating graphic is anchored, the graphic will move also. If you cut the paragraph to the Clipboard, the graphic is cut as well. When nonprinting characters are displayed, an anchor icon appears next to the paragraph to which the floating graphic is anchored. If you drag a floating graphic to a new position on the page, the anchor moves as well, and the graphic is anchored to a new paragraph close to its new location. You can anchor a floating graphic to another paragraph if you want. However, unless you lock the anchor, if you move the graphic, it will be anchored to another paragraph if you subsequently move the floating graphic. To lock a floating graphic's anchor to a specific paragraph, click More Layout Options on the Wrap Text button menu, click the Position tab, and then select the Lock anchor check box.

can choose to wrap the text around the graphic on all sides or on the top and bottom of the graphic, or you can position the graphic behind the text so the words flow on top of the graphic, or in front of the text so the graphic covers the text. T h e wrap settings for graphics are: ^

S q u a r e — T e x t flows around the straight edges o f an o b j e c t ' s border.

^

T i g h t — T e x t flows around the c o n t o u r s o f the o b j e c t itself.

^

T h r o u g h — T e x t flows around the c o n t o u r s o f the o b j e c t itself and also fills any open spaces in the graphic.

^

T o p a n d B o t t o m — T e x t stops at the top border o f an o b j e c t and resumes below the b o t t o m border.

^

B e h i n d T e x t — T e x t flows over the graphic.

^

I n F r o n t o f T e x t — T e x t flows behind the graphic.

Changing Text Wrap Properties Clip art is inserted as an inline graphic. T o change an inline g r a p h i c t o a floating graphic, you apply o n e o f the t e x t w r a p settings to it. T o do this, select the graphic, click the W r a p T e x t button in the Arrange G r o u p on the Picture T o o l s F o r m a t t a b , and then select the w r a p

wrapping options opens, with the S q u a r e o p t i o n

t e x t o p t i o n you w a n t . (The W r a p T e x t b u t t o n is also

selected. See E x h i b i t 1 2 - 2 6 .

available in the Arrange group on the D r a w i n g Tools

| Click

Format tab.) W o r d A r t is inserted as a floating g r a p h i c . If you

it by inserting t h e W o r d A r t o b j e c t and then typing the

A

t e x t , the w r a p p i n g is set t o In F r o n t o f T e x t . T o c h a n g e a floating g r a p h i c t o an inline g r a p h i c , select the In Line w i t h T e x t c o m m a n d on the W r a p T e x t b u t t o n

ACTIVITY Change a graphic's text wrap properties. If the W o r d A r t is not already selected, click the

WordArt, a n d

then click the

dashed line border

to

select the entire o b j e c t .

V\% O n

the R i b b o n , click the

Drawing Tools Format

tab if it is n o t already selected. In the Arrange g r o u p , click the

Wrap Text button. A

menu o f t e x t

m e n u closes and the

o f the page.

c r e a t e it by selecting t e x t and then applying the W o r d A r t style, t h e w r a p p i n g is set t o S q u a r e . If you c r e a t e

In Line with Text. T h e

W o r d A r t is positioned in the p a r a g r a p h at the t o p

Hi

Problem? If the WordArt moved down to the first character in the first line in the document, to the left of the clip art, you selected the paragraph mark when you selected the text to create the WordArt. Click to the left of the word Welcome, press the Left Arrow key to position the insertion point just to the right of the WordArt, and then press the Enter key so that the WordArt is the only thing in the first paragraph. Click the

clip art t o

s e l e c t it.

floating graphic A graphic that can be positioned anywhere in a document.

Chapter

12:

Enhancing

a

Document

1

Exhibit 12-26 Wrap Text menu

A document containing inline graphics is hard to work with because every edit you make the text moves the graphics new positio

Wrap Text button In Line with Text command

~^+*]

In Line w i t h Text

L>2

Square

ijjj

light

J l

J2

wrap options for a floating graphic

Through t

2P

a

n

d

Bottom

^

B e h i n d Text

jig

I n F r o n t of Text

Moving Graphics

TJNJJ Id't W r a p Points

T o move a graphic, you drag it t o its new position. If

[Hj

the graphic is an inline graphic, you can drag it to its

More Layout Options...

new position in any line o f text. T h e same pointer and vertical indicator line that you saw when you dragged

Picture Tools Format tab. click the Wrap Text button,

selected text appears. W h e n you drag a floating graphic,

I O n the R i b b o n , click the In the Arrange g r o u p ,

the graphic follows the pointer as you drag, and you can

and then click Square. T h e menu closes, and the

drop the graphic anywhere on the page. You might need

text wraps around both sides o f the clip art. See

to make small adjustments in the graphic's position if the

Exhibit 1 2 - 2 7 .

text doesn't wrap as you expect.

Exhibit 12-27 Inline and floating graphics

---

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inline graphic in entered paragraph

n

T h e D a i c e W o r k s n TheDanceWorkslll

Welcome-to At TheOance Works,

v v e - s t r i v e t o d e v e l o p - w e l l - t r a i n e d - d a n c e r s t h r o u g h -a - h a p p y , - p r o g r e s s i v e

atmosphere.Our-

g o a l i s t o teacheach-dancerto-his-or-her-full-potentialin

environment-in-

w h i c h o u r d a n c e r s c a n - f e e k o n f i d e n t - a n d - c o m f o r t a b l e . - A l l classes-are

taught by-licensed.-

professional-instructors.1

Classes^

a-supportive

offersseveraMevels-of-danceeducation.1

The Dance-Works

Momand-MeD T h e M o m a n d Me-program-is f b i ^ d a n c e r s w h o - a r e 2 vears-old-and their/moms. 2-year-olds-do-not p a r t i c i p a t e i n t h e - r e c i t a l . f LITTLEST-DANCERS^ Ouriittlest-Dancersprogramis designedto^i

h - c h i l d r e n - a g e s 3 t h p u g h - 5 - t h e b a s i c s o f dance-with-ballet-and-tap-lessons.L

Recreational^

T h e R e c r e a t i o n a l - p r o g r a m - i s - d e s i g n e d f o r - c h i l d r e n - a g e s € ^ b ^ 8 . o i n c e r s c a n - c h o o s e - t o t a k e b a l l e t , - t a p , j a z z , h i p - h o p , Irish-step ( m u s t b e a t l e a s t 7

Page: 1 of 5 i W o r d s : 1,449

Chapter

12:

i>

text wrapped around floating graphic

U

Enhancing

a

Document

^ L ^ S

I

1

89%

-

h

—(+)

Using the Position Button

Move graphics. WordArt, line border. Click the

P o i n t to the

and then click t h e

WordArt border

dashed

s o that the pointer

changes to ^ and then begin dragging down. As you drag, the pointer changes to t^, and the vertical line indicator appears to indicate where the graphic will appear when you drop it. W h e n the vertical line i n d i c a t o r is to the right o f the Littlest Dancers heading, release the mouse button. T h e W o r d A r t is

positioned t o the right o f Dancers as the list " c h a r a c t e r " in that paragraph.

T% D r a g

the

WordArt

The Position button in the Arrange group on the Picture Tools Format tab is a shortcut to formatting a graphic as a floating graphic with In Line w i t h Text the Square wrapping option and moving the graphic to a specific position on the page (top left, top With Text Wrapping middle, top right, and so on). For example, to position a graphic in the lower right corner of the page and wrap the text around the top and left sides of the graphic, click the Position button, and then click the style in the bottom right of the gallery. [Hi

J

More Layout Options,

h a c k up to the blank p a r a -

graph a t the t o p o f the d o c u m e n t . ^

D r a g the

clip art

a r o u n d it only on its right side. ^

LO12.7

to the left so the text wraps ...

D r a g t h e clip art down so that the t o p o f the clip a r t is aligned with the t o p o f the first paragraph in the body o f the flyer (it starts with

At the Dance Works, we strive . . . ) and the t e x t Welcome to The Dance Works! is centered b e l o w the W o r d A r t . See E x h i b i t 1 2 - 2 8 .

A Save t h e d o c u m e n t .

C

Working with Columns

olumns allow the eye t o take in a lot o f t e x t a n d to scan quickly for interesting i n f o r m a t i o n . For-

matting text in multiple c o l u m n s also allows y o u t o fit m o r e text o n a page than if the t e x t were in only

column.

Creating Columns You can format an entire document o r only a section o f a document in c o l u m n s . T o f o r m a t the current section

Exhibit 12-28 Clip art repositioned

(or an entire

docu-

ment if it does n o t contain any 1

paragraph centered

section breaks) in c o l u m n s , click

WelcometoTheDance-WorkslH

the Columns button in the Page

A t T h e O a n c e W o r k s , w e s t r i v e to d e v e l o p w e l l - t r a i n e d - d a n c e r s t o r o

Setup group o n t h e Page Layout

g o a l is t o t e a c h - e a c h - d a n c e r t o his o r + i e r t o l l - p o t e n t i a l i n a s u p p o r t i v

tab, and then select a c o m m a n d on

feekonfident-and-comfortable.All-classes are*aught b y licensed,-pi

Classes^

or Three formats the section in the corresponding n u m b e r o f columns

T h e Dance Works-offers-several levelsofdance-education.f

o f equal width. Selecting Left o r

Mom-and-MeU T h e Mom-and-Me-program-is for-dancerswho-are-2-years-old-and-th

Right formats the section in t w o

in t h e ^ e c i t a l . H LfttlestDancersD

columns o f unequal

O u r l i t t J e s t D a n c e r s o r o g r a m i s ^ e ' s i g n e d t o t o a c h - c h i l d r e n ^ g e s 3 t h r o u g h 5 t h e basics o f d a n c e w i t h ba Recreational T h e R e c r e a t i o n a l o r o E r a r m s - d e s i E n e d t o r - c h i l d r e n ^ g e s ^ t o 1 8 . O a n c e r s - c a n - c h o o s e t o take ballet, tap. Page: 1 of 5 : W o r d s : 1,449 i Of>

the Columns m e n u . Selecting T w o

Q text wrapped on right and below graphic

width

with

the narrower c o l u m n o n the side identified by the c o m m a n d . T h e c o m m a n d O n e formats the section in one column (the n o r m a l setting for ordinary d o c u m e n t s ) . T o create columns with a n y other format o r

Chapter

12:

Enhancing

a

Document

You can first letter of a paragraph, to ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ n t by using

) Scroll back t o the beginning o f the document, and then m a k e sure the insertion point is still positioned before the word Welcome.

| In the Page Setup group, click the Columns button,

j^^^^raroitton in the j

and then click One. T h e t e x t in Section 1 is again formatted in one c o l u m n .

oup on the Ii

I Click the Columns button again, and then click More Columns. T h e Columns dialog b o x opens.

adjust the width between columns, add a line between columns, format the entire document in columns when it contains section breaks, o r insert a continuous section break automatically and format the text after the section break in columns, click the M o r e Columns c o m m a n d t o

In the Presets section, the O n e button is selected. In the Preview section, the text is formatted in one column. At the b o t t o m o f the dialog b o x , This section appears in the Apply t o b o x . See Exhibit 1 2 - 2 9 .

open the Columns dialog b o x .

Exhibit 12-29 Columns dialog box select to insert a line between columns

Format a document in columns. Below the WordArt, position the insertion point before the w o r d

V\% On the R i b b o n ,

Welcome.

click the

Page Layout tab.

Preset options

In the Page Setup g r o u p , click the

Columns button. T h e C o l u m n s menu opens. Hfc Click Two. All the text in Section 1 is formatted in t w o c o l u m n s .

click to change part of the document where columns are applied

Scroll down so you can see the top o f page 4 . Page 4 , which is in Section 2 , is not formatted in two columns.

Inserting a Page Border A page border adds interest to a document by decorating/embellishing the edges/boundary of a page. On the Page Layout tab, in the Page Background group, click the Page Borders button. The Borders and Shading dialog box opens with the Page Border tab selected. Select any of the line styles in the Style list, or click the Art arrow and then select a graphic to use as the border. If you are working with a document that contains section breaks, make sure the Apply to box contains the ^correct setting (Whole document or This section).

I In the Presets section, click the Two button. T h e preview changes t o s h o w the middle part o f a document f o r m a t t e d in t w o columns of equal width. T h i s corresponds t o the fact that This section is selected in the Apply to b o x .

I Above

the Preview section, click the

Line

between check box to select it. A vertical line appears in the Preview separating the two columns. At the b o t t o m o f the dialog b o x , click the

Apply to arrow, and then click This point forward. T h e preview changes again t o the first part o f a document formatted in a single column and the rest formatted in t w o c o l u m n s .

Chapter

12: Enhancing

a

Document

Click OK. T h e C o l u m n s dialog b o x c l o s e s . T h e

Position the insertion point a n y w h e r e o n page 4 .

headline (the W o r d A r t ) is still centered in o n e

In the Page Setup group, click the Columns button,

c o l u m n , a c o n t i n u o u s section b r e a k a p p e a r s a t

and then click One. T h e m e n u closes a n d Section 3

the e n d o f t h e first p a r a g r a p h (the p a r a g r a p h

is f o r m a t t e d as one c o l u m n a g a i n .

c o n t a i n i n g t h e W o r d A r t ) , a n d the rest o f the

Save the document.

d o c u m e n t t e x t is f o r m a t t e d in t w o c o l u m n s . See Exhibit 1 2 - 3 0 .

Balancing Columns

S c r o l l d o w n t o page 4 . T h e t e x t in this s e c t i o n is n o w S e c t i o n 3 . T h i s t i m e , t h e t e x t in t h e s e c t i o n

Balancing c o l u m n s — t h a t is, m a k i n g the c o l u m n s o n

t h a t i n c l u d e s the F a c u l t y h e a d i n g w a s a f f e c t e d

pages in a section the same l e n g t h — c r e a t e s a p r o f e s -

b e c a u s e y o u c h o s e T h i s p o i n t f o r w a r d in t h e

sional-looking document. Y o u c a n insert a c o n t i n u o u s

C o l u m n s dialog b o x . T o change this, you can

section break at the end o f the last c o l u m n t o a t t e m p t

e i t h e r f o r m a t the t e x t in S e c t i o n 3 t o b e o n e

t o a u t o m a t i c a l l y balance c o l u m n s . T h e c o l u m n s then

c o l u m n , o r u n d o the c o l u m n s y o u just c r e a t e d ,

remain b a l a n c e d n o matter h o w m u c h m a t e r i a l y o u

insert the continuous section break manually,

add or remove from either c o l u m n . T h e c o l u m n s also

a n d t h e n f o r m a t the n e w S e c t i o n 2 ( b e l o w t h e

remain balanced if you add material t h a t causes t h e c o l -

W o r d A r t a n d a b o v e the F a c u l t y h e a d i n g ) w i t h

umns t o flow t o a new page; the overflow will also be

two columns.

f o r m a t t e d in balanced c o l u m n s .

Exhibit 12-30 Document formatted in two columns D a n c e F l y e r - M i c r o s o f t W< Insert j

=^ H" Temes . — |

|Q|" Themes

Page L a y o u t

^Orientation" ^Breaks"

lJ "

j:J

Si2e

Margins

„

References

Mailings

Review

^ Watermark"

Line N u m b e r s "

s£j

Page C o l o r "

_

i l Columns "

JJ P a g e B o r d e r s

Developer Spacing

Left:

5 * R i g h t : 0"

« Page B a c k g r o u n d

y Align "

\ 1% B e f o r e :

0*

_._

be H y p h e n a t i o n •

Page S e t u p

View

Indent

.

„

0

pt

Position

Wrap

4 Send Backward • t g j Group _

Text

5 * SAe rl er ac nt igoen P a n e

ii

„ =

J

s

After

Rotate

10 p t

Paragraph

continuous section break section formatted in one column

TlieDaiceVVorksH' . - S e c t i o n Break ( C o n b n u o u s ) .

WelcometoTheDanceWorkslH section formatted in two columns

A t T h e O a n c e W o r k s , w e strive-to develop-well-trained-dancerst h r o u g h * happy, progressive a t m o s p h e r e O u r g o a l is t o t e a c h each-dancer

to-his-or-her-full-

p o t e n t i a l in-a s u p p o r t i v e -

D a n c e r s - c a n - c h o o s e t o t a k e - b a l l e t , t a p , jazz, h i p - h o p , - I r i s h - s t e p ( m u s t - b e at-1 e a s t 7 y e a r s - o l d ) , a n d t u m b l i n g .

More-experienced

d a n c e r s - a t - l e a s t 11 y e a r s o l d - c a n * l s o p a r t i c i p a t e -in l y r i c , - p o i n t e . ^ n d musical theater-classes. A - c o m m o n combination-is ballet, t a p a n d

dancers-can-feekonfident-and-

jazz, a n d this combination-is r e c o m m e n d e d

c o m f o r t a b l e . All-classes-are-

m o v e to t h e - c o m p e t i t i v e t e a m !

taught by-licensed,professional

BoysOnryU

tor-dancers

w h o want to

B o y s age-6 a n d o l d e r - c a n - t a k e - B o y s O n l y classes-in t a p a n d j a z z . f

Specai-N leeds^

Classes^)

Childrenwith-special-needs-cantake-classes i n t a l l e t , t a p . a n d jazz.

T h e Dance Works-offers-severaUevelsof-dance-education.f U n m . m AA l n f f

W o r d s : 1,449 | c J I

Recreatoin aril

T h e Recreational-PROGRANRHSDESIGNEDTOR-children-ages-6to 18.

environment-inwhichour-

instructors.!

Page: l of 4

O u r l i t t l e s t D a n c e r s p r o g r a m - i s d e s i g n e d tote a c h - c h i l d r e n - a g e s 3 t h r o u g h 5 t h e t i a s i c s o f d a n c e w i t h b a l l e t - a n d t a p lessons.L

line between columns

C h i l d r e n - i n - t h e s e - c l a s s e s p a r t i c i p a t e - i n a s m a l l e r r e c i t a H n late A p r i l . f

|fStl@ I I I 89% -

3

Chapter

12: Enhancing

a

Document

Sometimes you will w a n t a c o l u m n t o end at a spe-

inserted at the insertion point, before the next

cific point o r you might w a n t t o manually balance the

page section break, and the c o l u m n s on the last

c o l u m n s . Y o u can manually adjust the length o f a col-

page are balanced. See E x h i b i t 1 2 - 3 1 .

umn by inserting a column break using the Breaks but-

Draft button to switch t o Draft view, and then scroll down so you

) O n the status bar, click the

ton in the Page Setup group o n the Page Layout t a b . A column break forces all the text and graphics following

can see both section b r e a k s .

it t o the next column. C o l u m n breaks are useful when you have a multi-page d o c u m e n t formatted in three o r

) Switch back to Print Layout view, and then scroll

more columns, with only enough text on the last page

so you c a n see page 1 . At the b o t t o m o f the first

to fill some o f the c o l u m n s .

column on page 1 , the Littlest Dancers heading is by itself.

ACTIVITY

I Position the insertion point before the word button, and then under Page B r e a k s , click Column.

S c r o l l up s o t h a t you c a n s e e all o f the t e x t on

Q)

A column break is inserted a t the insertion point

page 3 . J^In

In the Page Setup g r o u p , click the Breaks

Littlest.

Balance columns.

and the Littlest Dancers heading is moved to the top o f the second c o l u m n .

t h e last line o n t h e p a g e , p o s i t i o n t h e insertion point between the paragraph mark after

I S c r o l l d o w n s o y o u c a n see t h e t e x t o n page 2 .

the W e b site U R L a n d t h e d o t t e d line t h a t indi-

At t h e b o t t o m o f t h e first c o l u m n o n page 2 ,

c a t e s t h e n e x t p a g e s e c t i o n b r e a k y o u inserted

b e f o r e t h e S c h e d u l e h e a d i n g , i n s e r t a column

earlier.

break.

O n the Page L a y o u t t a b , in the Page Setup group, click the

Breaks button. T h e Breaks

In the Section Breaks section, click

I Switch to Two Pages zoom, and then scroll up

menu opens.

so you can see pages 1 and 2 . N o t i c e that the

Continuous.

columns break at appropriate places. See Exhibit 1 2 - 3 2 .

T h e menu closes, a c o n t i n u o u s section break is

Exhibit 12-31 Document with balanced columns

Orientation ~ C Margins

IJ A*'

^

Breaks Line N u m b e r s *

II C o l u m n s » B?" H y p h e n a t i o n • Page Setup

Watermark Page Color »

J Page B o r d e r s Page B a c k g r o u n d

iW Left:

•

Spacing

Indent 0"

1 * Right: 0 '

ifa B r i n g F o r w a r d • | g A l i g n »

C

JS B e f o r e

Opt

t

JS

0 pt

-fter:

Paragraph

C ||P o s i t i o n

:|

Wrap Te-*

4 Send Backward • ^ S e l e c t i o n Pane Arrange

E t h a t i f - a d a n c e r m i s s e s - a class b e c a u s e - o f - a h o l i d a y o r i l l n e s s . s h e - o r -

TUITIONH The

h e - c a n m a k e - i t - u p - a n y - t i m e - i n t h e s a m e month.L

Dance-Worksoffers-extremely-competitivernonthlytuition

r a t e s - w h i c h a r e - c a l c u l a t e d - b a s e d - o n t h e - n u m b e r - o f h o u r s o f -lessons

R e g i s t r a t l o n f e e : T h e r e - i s - a o n e - t i m e -per f a m i l y r e g i s t r a t i o n ^ ee-of-

per w e e k ,

$25fornew-students.J

tfmorethanonefnember-of

a family dances, the+iours

a r e - c o m b i n e d - s o t h a t t h e f a m i l y r e c e i v e s * f a m i l y rate.L

NOTE: P l e a s e n o t e t h a t a l t h o u g h t h e f e e n s

calculatedbasedonthe

numberof+iours-danced-perweek.Ht-is-actually a prorated-rateb r o k e n - i n t o - m o n t h l y p a y m e n t s , a n d t h e anrvount o f this p a y m e n t d o e s n o t c h a n g e w h e t h e r t h e - d a n c e r g e t s a n "extra"-day-of d a n c e because there aretiveMondays-in-a-month-or-the dancer-dances o n l y t h r e e - w e e k s - i n a m o n t h because o f s c h o o l vacation. Also-note :::::::::=:::::::::::::::::::::::::::::::::::::::::::::::: SeCtjOn Break (NeXt P a g e )

The*Dance*Works^| 1 600 OSGOOD STREET OSGOOD LANDING* N O R T H AND OVER. M A 0184S1 (97S) 6S3-93901 EMAIL :• CONTACTS T H E DANCEU ORKSU .S M E B-SITEW -: WU T .HE DANCE WORKS,US

r

C

uous section break

4

Chapter

12: Enhancing

a

Document

Group • Rotate -

i*

The Dane* V* or ks* P a g e 2 of 4

W o r d s : 1,449

| \P

| 23

i g & n A S 44%

|

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c

stored in the H e a d e r gallery. If you save a c u s t o m building block to another gallery, it will be available when you access that gallery along with the built-in building blocks in that gallery. For e x a m p l e , if you create a cus-

B

uilding blocks

are parts o f a

d o c u m e n t that are stored and

reused. W o r d

has

many

prede-

signed building blocks for a wide variety o f items, including cover

t o m footer and then save it to the F o o t e r s gallery, you c a n click the Footers button in the H e a d e r 8c F o o t e r group on the Insert tab to see y o u r c u s t o m f o o t e r in the Footers gallery.

pages, calendars, numbering, text

Creating Quick Parts

b o x e s , and m o r e . Y o u used build-

Building blocks that are stored in the Quick Parts gallery

Quick Parts.

ing blocks w h e n you added for-

in the Text group on the Insert tab are called

matted headers and footers. You

There are no predefined Quick Parts; you need to create

can create c u s t o m building blocks

these.

as well.

might make

Building blocks are stored in galleries. F o r e x a m p l e , the

prede-

For

example, your

nature block for a letter

("Sincerely,"

signed c h o i c e s listed on the Header

several blank lines,

button

your

menu

are

building

blocks

name,

and

Chapter

S 1

S"

you

building block A part of a document that is stored and reused.

Quick Part A building block stored in the Quick Parts gallery.

12:

Enhancing

a

Document

your title) a Quick Part so you can quickly insert that text without typing it every time; or, you might create a Quick Part that is a company name and logo.

I O n the R i b b o n , click the

Insert tab.

In the T e x t

group, click the Quick Parts button, and then click

Save Selection to Quick Part Gallery. The Create

T o create a Quick Part, select the formatted text

N e w Building Block dialog b o x opens. An asterisk

you w a n t to save, click the Q u i c k Parts button in the

appears in the N a m e b o x because you selected

T e x t group on the Insert t a b , and then click Save Selec-

an object. T h e building b l o c k will be saved in the

tion to Quick Part Gallery. In the Create N e w Building

Q u i c k Parts gallery and in the Building Blocks

Block dialog b o x that opens, y o u c a n type the name o f

template. See Exhibit 1 2 - 3 3 .

the Quick Part. The building blocks that c o m e with W o r d are stored in the global Building B l o c k s template, which is available to all W o r d d o c u m e n t s created on the c o m -

Exhibit 12-33 Create New Building Block dialog box

type Quick Part name here

puter. W h e n you create a c u s t o m building block in a document, it is stored in the Building Blocks template

Name:

computer. If the d o c u m e n t w a s based on a custom tem-

Gallery:

plate, o r if you create the c u s t o m building block in a

Category:

template, the custom building b l o c k is stored with the template so that it will be available to anyone w h o uses

Quick Parts

4r"^

General

Description:

't

Building Blocks

the template on any c o m p u t e r t o which the template is Options:

copied.

gallery in which Quick Part will be saved

C r e a t e N e w B u i l d i n g Block

so that it c a n be used in all d o c u m e n t s created on your

zl

Insert content only

click to change template where Quick Part will be saved

You can also c h o o s e the gallery in which to save a custom building b l o c k . Unless you are creating a specialty custom building b l o c k , such as a customized

click to change how Quick Part will be inserted

header, the Q u i c k Parts gallery is a good choice. T o further organize Q u i c k Parts, y o u c a n click the Category arrow in the Create N e w Building Block dialog b o x , and then click Create N e w Category. Finally, w h e n

y o u save

the custom

building

b l o c k , you c a n c h o o s e h o w t h e c o n t e n t will be ins e r t e d . T h e default is f o r o n l y t h e c o n t e n t o f t h e cust o m building b l o c k t o b e i n s e r t e d , b u t y o u c a n also c h o o s e t o insert t h e c o n t e n t in its o w n p a r a g r a p h o r on its o w n p a g e .

I In the N a m e b o x ,

type Logo-WordArt. I Click the Options arrow, and then

Insert content in its own paragraph.

click

I C l i c k OK. T h e dialog b o x closes and the W o r d A r t l o g o is saved as a

Create Quick Parts. Page Width. O n page 1 , WordArt object (the selection bor-

Change the zoom level to select the entire

der is a solid line).

Tip: To make the Quick Part available to anyone using a custom template no matter what computer that person is working on, click the Save in arrow, and then click the template name.

custom building block. I Scroll so that you can see the text on page 3 ,

and then select the formatted business name and address in the second c o l u m n . D o not select the section break after the U R L .

Building blocks ana ljuic Parts are great time savers because you don't need to e-create elements that you

I O n the Insert t a b , in the T e x t group, click the

Quick Parts button. T h e Quick Parts menu opens. T h e Quick Part you created, L o g o - W o r d A r t , appears on the Q u i c k Parts menu. ) Click

Save Selection to Quick Part Gallery. T h e

Create N e w Building Block dialog b o x opens.

I In the N a m e b o x , type DW Name and Address.

Creating AutoText Building Blocks When you save a building block to the AutoText gallery, you can insert it by typing the first few letters of the building block name, and then pressing the Enter key when a ScreenTip with the full name appears. When you used the AutoComplete feature to insert a date, you used built-in AutoText. To save text as AutoText, click the Gallery arrow in the Create New Building Block dialog box, and then click AutoText. Or, on the Quick Parts button menu, point to AutoText, and then click Save Selection to AutoText Gallery to open the Create New Building Block dialog box with AutoText already selected in the Gallery box.

1 Click the Options arrow, and then click Insert con-

Exhibit 12-34 Quick Parts menu Quick Parts button

A| J

Quick

Parts^T^Signature Ln ie -

7t EquatoirT

General

The Dance Works

i D W Name and Address

N O R T HN \D M R RM A («I7H) < > N 4 •»!•»(!

01643

HF* V L R »»» !»•(>•.•«H .URTS U, Logo-WordArt

The D a n c eW o r k s AutoText Jjja

Document Property

[—]

Field...

i ^§

B u i l d i n g Blocks O r g a n i z e r . .

tent in its own paragraph.

Click OK. T h e dialog b o x closes and the n e w Q u i c k Part is created.

C l i c k the

Save the d o c u m e n t , and then close it.

Logo-WordArt Quick Part. T h e

menu

closes a n d t h e logo is inserted in its o w n p a r a graph at the insertion p o i n t . It is n o t c e n t e r e d because y o u saved only the W o r d A r t o b j e c t , n o t

Inserting Quick Parts

the centered paragraph that c o n t a i n e d t h e W o r d -

O n c e you've created a Q u i c k Part, y o u c a n insert it in

Art o b j e c t .

d o c u m e n t s . T o insert a Q u i c k Part, use the Q u i c k Parts button in the T e x t group on the Insert t a b . Y o u c a n use the same b u t t o n t o access the built-in building blocks that c o m e with W o r d .

| W i t h the insertion point between the purple W o r d Art paragraph m a r k and the t e x t p a r a g r a p h m a r k , center-align the paragraph. ) Position the insertion p o i n t b e f o r e t h e w o r d

September again, and then insert the DW Name and Address Quick Part. T h i s inserted t e x t is cen-

ACTIVITY Insert Quick Parts.

nfc

S w i t c h t o t h e Class Table document,

and then p o s i t i o n the insertion p o i n t at the beginning o f the d o c u m e n t (before t h e w o r d

September). A

O n the R i b b o n , click

tered b e c a u s e y o u saved p a r a g r a p h s , a n d there-

^ Tip: To quickly insert a Quick Part that appears on the Quick Parts menu, place the insertion point where you want to insert the Quick Part, type the Quick Part name, and then press the F3 key.

the Insert tab. In the

Text group, click the Quick Parts button. The two Quick Parts you created appear at the top o f the Quick Parts gallery in alphabetical order. See Exhibit 1 2 - 3 4 .

fore the p a r a g r a p h f o r m a t t i n g , w h e n y o u saved this Q u i c k P a r t . I Below the W o r d A r t , delete the paragraph contain-

ing The Dance Works. See Exhibit 1 2 - 3 5 . ) In the closing o f the

letter, replace Gina Buehler with your name. ) Save the document.

^ T i p : You could select the paragraphs containing the WordArt and the contact information, and then save them as a new Quick Part named Letterhead.

Exhibit 12-35 Letter with Quick Parts inserted

Te i DanceWoki s* Logo-WordArt Quick Part

1600- OsgoodStreet, • Osgood-Landing^ \orth AndoveivMAOl 845^ (978).683-9390^1 Emaihcontact^thedanceviorks.usT We b-site: The Dan ccWorks. usU -HHM .

September-3/201411

DearHelen,H Thisisto-confirm-that-you+iave-registeredforthefolowing-classes.l Page 1 of 1

DW Name and Address Quick Part

W o r d s : 78 U

Managing Building Blocks

I Click the

T h e Building B l o c k s O r g a n i z e r dialog b o x lists all of the building blocks in the global Building Blocks template and in the current template. If you have a template

00

J

m

114%

I

i-;

Gallery column header. T h e

list is sorted

in alphabetical order by gallery. I Scroll down until you see the t w o entries in the Quick Parts gallery.

open when you open the Building Blocks Organizer, any building blocks that are part o f that template will also b e listed. In the Building B l o c k s Organizer dialog

I In the Building b l o c k s list, click

can also use the Building B l o c k s Organizer to insert a

the DW Name and Address building block. A preview o f

building block into the d o c u m e n t , edit the properties of

the selected build-

b o x , you can sort the building blocks by their names, gallery location, categories, o r template location. You

a building block, or delete a building block.

ing b l o c k a p p e a r s in the preview p a n e . See Exhibit 1 2 - 3 6 .

^ Tip: To open the Building Blocks gallery with a Quick Part selected, right-click the Quick Part on the Quick Parts menu, and then on the shortcut menu, click Organize and Delete.

Use the Building Blocks Organizer and delete Quick

Parts.

I Below the Building

On the I n s e r t tab, in the Text group, c l i c k the

Quick Parts button, and then click Building Blocks Organizer. T h e Building Blocks Organizer dialog b o x opens. Click the

Name column header.

12:

Enhancing

a

ing if you are sure you w a n t to delete the selected building block. I Click Yes. T h e dialog b o x closes and the D W N a m e and Address custom building b l o c k is

The list is s o r t e d in

alphabetical order by n a m e .

Chapter

blocks list, click Delete. A dialog b o x opens ask-

deleted from the computer. T h e L o g o - W o r d A r t building block is selected.

Document

Exhibit 12-36 Building Blocks Organizer dialog box sorted by Gallery Building Blocks Organizer

click a header to sort by that column

Quick Parts

Building blocks:

Click a building block to see its preview

Name Gallery Very Large Page Num... Vertical Out- Page Num... Vertical Out... Page Num... Brackets 1 Page Num... Large Italics 2 Page Num... Large Italics 1 Page Num... Accent Barl Page Num... D W N a m e a . . . Quick Parts [ Logo-Word... Quick Parts Automatic ... Table of C... Automatic ... Table of C... Manual Table Table of C... Tabular List Tables Double Tab... Tables Calendar4 Tables Calendar3 Tables Calendar2 Tables Calendarl Tables With Subhe... Tables Matrix Tables With Subhe... Tables T

1

Edit Properties..

Category Plain Number Plain Number Plain Number Plain Number Plain Number Plain Number PageX General General Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in Built-in

in

Template Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Building Bio... Building Bio... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... Built-in Buil... N . . : U . T_ N . .:I

preview of selected building block DW Name and Address formatted

•

Delete

Insert

click to delete selected building block

f Delete the Logo-WordArt building block. ) Click

Close. T h e Building

2.

w h a t does it mean?

B l o c k s Organizer dialog

Explain the difference between p o r t r a i t a n d land-

b o x closes. Close the Class Table document a n d exit W o r d . A dialog b o x opens asking if you w a n t t o save changes t o Building Blocks. If y o u had n o t deleted

scape orientation. 4.

W h a t is a section?

5.

H o w m a n y sections does a d o c u m e n t have if it

the Q u i c k Parts and you wanted t o save them for use in the future, you would click Save. Since you deleted t h e m , it doesn't matter if you save the changes t o the Building Blocks template.

does n o t contain a section b r e a k ? 6.

W h a t is clip art?

7.

W h a t happens t o a photo when you c r o p part o f it? W h a t is WordArt?

Click Don't Save. T h e dialog b o x closes and Word exits.

W h e n a table is formatted with b a n d e d r o w s ,

9.

E x p l a i n the difference between an inline graphic and a floating graphic.

Quiz Yourself In a t a b l e , w h a t is the intersection o f a c o l u m n and a r o w called?

1 0 . W h e n y o u click one o f the options o n the C o l umns button menu, w h a t part o f the d o c u m e n t is the c o l u m n formatting applied t o ? 1 1 . H o w d o you balance c o l u m n s w i t h o u t inserting manual column breaks?

Chapter

12: Enhancing

a

Document

10. F o r m a t the table with the C o l o r f u l Shading -

1 2 . W h a t is a building block?

Accent 3 table style. Apply special formatting t o

1 3 . W h e r e are Quick Parts stored?

the header row, remove special formatting from

1 4 . H o w d o you insert a Q u i c k Part?

the first column, and use banded rows.

1 5 . Describe the Building B l o c k s Organizer.

11

Center the table horizontally o n the page, and

then center the column labels Area and Purchase in their cells. 1 2 . F o r m a t all the text after the date in the third line

Practice It

o f the document in t w o c o l u m n s . Include a line between the t w o c o l u m n s .

Practice It 12-1 1.

Open the data file

1 3 . Balance the columns by inserting a continuous

Newsletter

located in the

Chapter 12\Practice It folder. Save the document

as Library Newsletter. 2.

1 4 . Change the formatting o f the last section in the document (the section c o n t a i n i n g the Donations

ment, insert a table with t w o columns and five

heading and the table) so that it is o n e column and in landscape orientation, a n d h a s its margins set t o the Wide setting on the M a r g i n s menu.

Enter the following data in the table:

Area Book acquisitions Murals Bulletin boards Technology 4.

Purchase Books and magazine subscriptions Paint and supplies Maps and posters New computers for Teen Center

Insert a new last c o l u m n , and then type

Date in

the first r o w in the n e w c o l u m n . 5.

Insert a new second c o l u m n , and then enter the following data:

mendations Bulletin B o a r d heading. 1 6 . O n page 2 , use the Edit Header command on the Header button menu to insert a header, and then unlink the header on page 2 from the previous section. 1 7 . In the header on page 2 , type your name so that it is left aligned, type

Newsletter aligned under the Center page 2 aligned under the

Tab stop, and then type Right Tab stop.

keywords library building, restrict the search to photographs, and insert clip a r t o f a building with trees on o n e side. 1 9 . C r o p the p h o t o t o show just the building, and

Insert a new r o w a b o v e the Technology r o w with the following data in the first three c o l u m n s :

Supplies $300 Book rack, book plates, maps, and posters 7.

1 5 . Insert a column break before the B o o k R e c o m -

1 8 . At the t o p o f page 1 , insert clip a r t . Use the

Budget $4500 $200 $100 $5000 6.

end o f the second p a r a g r a p h .

In the blank paragraph at the end o f the docurows.

3.

section break before the D o n a t i o n s heading at the

Delete the r o w containing Bulletin boards and the column labeled D a t e .

then resize the final p h o t o so it is approximately one inch high. 2 0 . F o r m a t the clip art using the Bevel Rectangle picture style, and then apply a 2 . 5 point soft edge (using the Soft Edges submenu o n the Picture Effects button m e n u ) . 2 1 . Change the clip art t o a floating graphic using the Square wrapping option. D r a g it so that \t \s

8.

AutoFit all o f the c o l u m n s .

9.

Increase the width o f the first c o l u m n t o 1.5

top edge o f the d o c u m e n t and one-quarter inch

inches, A u t o F i t the Budget c o l u m n , and then

from the left edge o f the d o c u m e n t .

positioned approximately t w o inches below the

increase the width o f the Purchase column so the right border is a t the 5 . 2 5 - i n c h m a r k on the ruler.

Chapter

12: Enhancing

a

Document

2 2 . C o n v e r t the t e x t in the first line o f the d o c u m e n t —

Friends of the Portland Public Library—into

4.

first c o l u m n before the F r o m North/South/East heading.

W o r d A r t using the Fill - Olive Green, Accent 3 , Outline - T e x t 2 style.

5.

Insert a n o t h e r column break at the b o t t o m o f the second c o l u m n before the F r o m the West/South-

2 3 . R e d u c e the point size o f the W o r d A r t text to 2 8

west heading.

points, a n d then change the T e x t Outline c o l o r o f the W o r d A r t t o T a n , B a c k g r o u n d 2 , D a r k e r 5 0 % .

6.

2 4 . Apply the Deflate transform effect t o the W o r d -

C h a n g e the right and left margins o f the section formatted with three columns t o o n e - h a l f i n c h .

Art, a n d then increase the curve o f the Deflate

7.

t r a n s f o r m effect slightly. Reposition the clip art if necessary so it is above the Spine Label Replace-

8.

m e n t heading and below the W o r d A r t .

9.

2 5 . Save the W o r d A r t , the paragraph containing

Newsletter, and the clip

Insert a c o l u m n break at the b o t t o m o f the

First Grade Field

C o n v e r t the text in the first line,

Trip, t o W o r d A r t ,

using any style.

C h a n g e the font size o f the W o r d A r t t o 2 4 p o i n t s . Center the W o r d A r t above the t o p line o f t e x t in the d o c u m e n t .

art if it is selected when

you select the other t w o paragraphs as a Q u i c k

1 0 . Insert clip art o f a bird.

Part n a m e d Logo.

1 1 . Resize the clip art to a p p r o x i m a t e l y o n e - i n c h

2 6 . C r e a t e a n e w document, and then insert the L o g o

square, a n d change the text w r a p p i n g t o S q u a r e .

Q u i c k Part in the new d o c u m e n t . Save the docum e n t as a W o r d template n a m e d

Logo QP by

1 2 . Add the Offset Diagonal B o t t o m R i g h t s h a d o w

click-

effect t o the clip art.

ing the File t a b , clicking Save A s , clicking the Save

1 3 . Add your n a m e as a footer.

as type arrow, and then clicking W o r d Template.

1 4 . Save the document, and then close it.

2 7 . O p e n the Building Blocks Organizer dialog b o x , and then delete the L o g o Q u i c k Part. 2 8 . Select the t w o paragraphs in the L o g o Q P template (including the clip art if it is there), and then save it as a Q u i c k Part named

Logo Template in

I

On Your Own

the L o g o Q A template so that it will be inserted in its o w n paragraph.

(Hint:

In the Create N e w

Building B l o c k dialog b o x , m a k e sure L o g o Q P is selected in the Save in b o x . )

On Your Own 12-1 1.

Open the data file

Brochure located

in the Chapter 12\

O n Y o u r O w n folder. Save the d o c u m e n t as a tem-

2 9 . Save the L o g o Q P template, and then close it. Save

plate named

the L i b r a r y Newsletter, and then close it.

In the Save

then click W o r d Template.)

3 0 . E x i t W o r d without saving changes to the Building Blocks.

Auction Brochure. (Hint:

As dialog b o x , click the Save as type arrow, a n d

2.

Select all the text in the d o c u m e n t w i t h o u t selecting the first empty paragraph, a n d then convert the selected text into a table with three c o l u m n s .

Practice It 12-2 1.

Open the data file

Notice located

(Hint: Use the Convert

in the Chapter 12\

Practice It folder. Save the d o c u m e n t as Fieldtrip

c o l u m n s , and m a k e sure the P a r a g r a p h s option

Notice. 2.

C h a n g e the t o p margin o f the d o c u m e n t t o .7 inches, and the b o t t o m margin to .5 inches.

3.

F o r m a t t h e paragraphs between the Driving Directions heading and the Alternate T r a n s p o r t a tion O p t i o n s heading in three c o l u m n s .

Text to Table command

on the Table button m e n u . Adjust the n u m b e r o f button is selected in the Separate t e x t at section.) 3.

C h a n g e the orientation o f the d o c u m e n t t o Landscape.

4.

C h a n g e the z o o m level t o Page W i d t h .

5.

Add a new r o w to the top o f the table with the

labels Package, Value, and Description.

Chapter

12: Enhancing

a Document

^^Ei

9

1 0 . Position the W o r d A r t as a floating graphic a b o v e

C h a n g e the theme t o Black T i e , and then apply the M e d i u m List 2 table style t o the table. F o r m a t

the table and approximately aligned with the left

the header row and the first column with special

edge o f the table.

formatting and use banded r o w s .

1 1 . Use the keyword auction t o search for clip art, and

Adjust the column widths so that the first column is t w o inches wide, the second column is AutoFit, and the third c o l u m n is 6 . 2 5 inches wide. Center all the text in the Value column using the Align

insert a piece o f black and white clip art. 1 2 . C r o p off part o f the clip art. 1 3 . Change the wrap properties o f the clip art to Tight. Position it in the upper-right corner of the document,

Center command. Center all the text in the Package

reducing its size as needed t o fit above the table.

column using the Align Center Left command. 9.

1 4 . Save the W o r d A r t as a Q u i c k Part in the Auction

In the empty paragraph at the top o f the docu-

Brochure template. N a m e the Q u i c k Part Auction

ment, insert W o r d A r t using the Gradient Fill -

Heading and save it with the option t o be inserted

Black, Outline - W h i t e , O u t e r S h a d o w style, and then type

AUCTION! as

in its o w n paragraph.

the W o r d A r t text.

1 5 . Save the document, and then close it.

ADDITIONAL STUDYTOOLS Chapter

12

IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study tear-out Chapter Review Card

^

Take practice quiz to prepare for tests

^

Review key term flash cards (online, printable, and audio)

^

Play "Beat the Clock" and "Memory" to quiz yourself

^

Watch the videos "Work with Headings in the Navigation Pane," "Create Sections in a Document," "Crop a Graphic," "Rotate a Graphic," and more

CAPSTONE

Word: Create a Flyer 1. Plan a flyer for an upcoming event, such as a sale. Identify the content you will include on the flyer, such as at least five items for sale, a description of each item, the original cost of each item, the sale price for each item, and the location, date, and time of the sale (for this project, you can use real or fictional data). Decide how the document should be organized and formatted. 2. Create a new document for the flyer. 3. Enter the text for the flyer. 4. Use WordArt to create an attractively formatted title for the flyer. Be sure to use a descriptive title that accurately describes the content of your flyer. 5. Create a table that has at least five rows and three columns. Enter descriptive column headers for each column, and then enter appropriate data in each row. 6. Format the table with a style. Make sure it is clear and easy to read. 7. Include at least one piece of clip art to add interest to the flyer. Use an appropriate keyword to find images related to your flyer's content. 8. Position, size, and orient the clip art attractively on the flyer.

9. Change the style set of the flyer to anything other than Word 2010. Change the theme of the flyer to any theme other than the Office theme. 10. Use Quick Styles to format some of the text on the flyer, such as the date and time. 11. Modify the formatting of the text with Quick Styles applied so that the text looks better in your flyer, and then update the definitions of the Quick Styles with the new formatting. 12. Format the rest of the flyer by changing fonts, font sizes, font colors, borders, and so forth as needed to make the flyer attractive and easy to read. 13. Change the margins and page orientation as needed to fit the flyer on one page. 14. Format the flyer for your printer. Include headers and footers that display the file name, your name, and the date on which the flyer is printed. 15. Use the spell checker to check the spelling and grammar of the document, and then proofread it. 16. Preview the document in Backstage view to be sure that it will print as expected, and then print it. 17. Save the document, and then close it.

Chapter

12:

Enhancing

a

Document

W E B APPLICATIONS

Using the Word Web App The Office Web Apps are free versions of the Office programs that are available through Windows Live. The Web Apps do not make all of the features of the full version of the program installed on your computer available. Note that you do not need to have Microsoft Office 2010 programs installed on your computer to access and use Office Web Apps. There are two ways to work with files using the Word Web App: You can view a file in View mode, or you can edit it in Edit mode. In View mode, you are limited to using the Find command and changing the zoom level. In Edit mode, you can enter and edit text, apply basic direct font and paragraph formatting and Quick Styles, use the spell checker, and insert tables, clip art, and pictures. Exhibit 12-37 shows a document in View mode in the Word Web App. Exhibit 12-38 shows the same document in Edit mode. To open a document stored in a folder on your SkyDrive, go to www.windowslive.com, and then sign in to your Windows Live account. After you are signed in, point to the Office link at the top of the window, and then click Your documents. In the list of folders, click the folder containing the document you want to work with. Click a file to open it in View mode, or point to the file and then click Edit in browser in the list of links that opens to open it in Edit mode. Exhibit 12-39 shows a file in a folder on SkyDrive.

Exhibit 12-37 Document in View mode in Word Web App

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your Windows Live ID user name

92%

At T h e Dance Works, w e strive to develop well-trained dancers through a happy, progressive atmosphere. Our goal is to teach each dancer to his or her full potential in a supportive environment in which our dancers can feel confident and comfortable. All classes are taught by licensed, professional instructors.

Enhancing

? a

X

1 of 4 «

•

Littlest D a n c e r s Our Littlest Dancers program is designed t o teach children ages 3 through 5 the basics of dance w i t h ballet and tap lessons. Recreational T h e Recreational program is designed for children ages 6 t o 18. Dancers can choose t o take ballet, tap, jazz, hip-hop, Irish step (must be at least 7 years old), and tumbling. M o r e experienced dancers at least 11 years old can also participate in lyric, pointe, and musical theater classes. A c o m m o n combination is ballet, tap and jazz, and this combination is recommended for dancers w h o want t o move to the competitive team.

Boys Onyl

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Welcome to The Dance Works! not all elements appear normally in Edit mode page level formatting doesn't always appear as intended in Edit mode

7

A t T h e D a n c e W o r k s , w e s t r i v e t o d e v e l o p w e l l - t r a i n e d d a n c e r s t h r o u g h a h a p p y , p r o g r e s s i v e a t m o s p h e r e . O u r g o a l is t o t e a c h each d a n c e r t o his o r h e r f u l l p o t e n t i a l i n a s u p p o r t i v e e n v i r o n m e n t in w h i c h o u r d a n c e r s can f e e l c o n f i d e n t a n d c o m f o r t a b l e . A l l classes a r e t a u g h t b y l i c e n s e d , p r o f e s s i o n a l i n s t r u c t o r s .

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Chapter

12: Enhancing

a

Document

J

Excel 2010

Creating a Workbook Learning Objectives

Introduction A spreadsheet is group o f values and other data organized into rows and columns, similar to the ruled paper worksheets traditionally used by bookkeepers and a c c o u n t a n t s . C o m p a n i e s use spreadsheets to track budgets and inventory, and to help create a plan for future business. You can use a spreadsheet t o create a personal budget or to balance a c h e c k b o o k . You c a n create a spreadsheet using

Microsoft Excel 2010

(or just Excel), which is application software used to enter, analyze, and present quantitative d a t a . By using Excel and taking advantage o f the powerful calculations it can perform, you can automate tasks that would otherwise t a k e m a n y hours.

After studying the material in this chapter, you wil be able to: LO13.I Understand spreadsheets and Excel LO13.2 Enter data in cells LO13.3 Edit cell content LO13.4 Work with columns and rows LO13.5 Work with cells and ranges LO13.6 Work with formulas and functions LO13.7 Preview and print a workbook

LO13.1 Understanding Spreadsheets and Excel

E

x h i b i t 1 3 - 1 s h o w s a c a s h f l o w r e p o r t in a s p r e a d s h e e t . T h e s p r e a d s h e e t r e c o r d s the e s t i m a t e d a n d a c t u a l c a s h f l o w f o r the m o n t h o f J a n u a r y . E a c h line, o r r o w ,

displays a different v a l u e , s u c h as the s t a r t i n g c a s h b a l a n c e o r cash sales f o r the m o n t h . E a c h c o l u m n displays t h e b u d g e t e d o r a c t u a l n u m b e r s o r t e x t t h a t d e s c r i b e s

those

values. T h e total cash expenditures in r o w 1 2 in the spreadsheet, the net cash flow in r o w 1 3 , and the closing cash balance for the m o n t h in row 1 4 are not entered directly, but calculated ^^^^^^^^^^^^^^^^^^

from other numbers in the spreadsheet. F o r e x a m p l e , the

Microsoft Excel 2010 (Excel) Application software used to enter, analyze, and present quantitative data.

total cash expenditure is equal to the expenditures on advertising, wages, and supplies in rows 9 through 1 1 . This allows you to use Excel to perform a

what-if analysis A process in which you change one or more values in a spreadsheet and then assess how those changes affect the calculated values.

13:

Creating

a

Workbook

in which you change

assess h o w those changes affect the calculated .I

Chapter

what-if analysis

one or more values in a spreadsheet and then values.

C H

Businesspeople and individuals use Excel to plan budgets, track inventory and assets, and create schedules. As data changes, Excel worksheets automatically update to provide current information.

D m i t r i y Shironosov/Shutterstock.com

Exhibit 13-1 Spreadsheet data in Excel

Home

Page L a y o u t

Insert

Formulas Data

^Cash Folw Compasrionx.slx Review

5- ^ - A - wwmwiw (W) / n • EB1 Font

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A

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F

Q

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G

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T j Format Cells

H

J

K

L

Cash Flow Comparison

1

_ 2 , B u d g e t e d vs. Actual 3

4

5 C a s h b a l a n c e (start o f m o n t h )

6

7 8

Jan-14 Budgeted

Actual

$ 4,500.00

$ 4,500.00

$12,600.00

$14,688.00 $ 1,425.00

Cash r e c e i p t s Cash sales Cash e x p e n d i t u r e s

9

Advertising

$ 1,200.00

10

Wages

$ 7,200.00

$ 7,850.00

11 S u p p l i e s 12 T o t a l cash e x p e n d i t u r e s

$ 3,600.00

$ 4,350.00

$12,000.00

$13,625.00

13 N e t cash f l o w 14 Cash b a l a n c e ( e n d of m o n t h )

$

600.00

$ 1,063.00

$ 5,100.00

$ 5,563.00

values calculated

—

. by adding values in other cells

Chapter

13:

Creating

c

Z £r ft

*™ I n s e r t •

a

Workbook

Exhibit 13-2 Parts of the Excel window Name box Insert

/

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m

Data =

Review

s

Hp

View

m

General

m

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Format Cell 3* D e l e t e - Q Sort & F i n d & - 2A - \ - m m m 41- $ - % • *6o *S Filti s Table * Styles' -* • Formatting - as Table - Styles ' ^Format- ^ E-d Filter - SelectAlignm"e»nt ~ ™ formula L I M N O G _H_ Condltlonal

Format

CeN

T

cell reference

J

T olumn eadings

worksheet

Q row headings |

sheet tabs

Insert Worksheet tab

U

m < • m Sheet! Sheet2 Sheet3 sheet tab scrolling buttons

Parts of the Excel Window

window. T h e w o r k b o o k that is currently being used is

In addition to the c o m m o n elements found in all Office 2 0 1 0 programs, including the title bar, R i b b o n , scroll bars, and status bar, the E x c e l w i n d o w contains features that are unique to Excel, as s h o w n in E x h i b i t 1 3 - 2 . Excel stores spreadsheets in files called

workbooks.

T h e contents o f a w o r k b o o k are shown in a w o r k b o o k

the active w o r k b o o k and is displayed in the active workb o o k window. T h e name o f the active w o r k b o o k appears in the title bar o f the Excel window. By default, Excel starts with a blank w o r k b o o k named B o o k ! in the workbook window, maximized t o fill the entire Excel window. Each w o r k b o o k is made up o f individual sheets. Each sheet is identified by a sheet n a m e , which is displayed in its sheet tab. Excel supports t w o kinds o f sheets: work-

workbook An Excel file, which stores a spreadsheet. sheet An individual page in a workbook that is either a worksheet or a chart sheet. worksheet A sheet that contains data, laid out in a grid of rows and columns. chart sheet A sheet that contains a visual representation of spreadsheet data.

sheets and chart sheets. A

worksheet

contains data, laid

out in a grid of rows and columns. A chart sheet contains a visual representation o f spreadsheet data. Charts c a n also be embedded within worksheets, so you can view both the data and the charts in one sheet. Each w o r k b o o k can contain multiple worksheets and chart sheets. Y o u c a n add sheets as needed t o t h e default three worksheets that are included w h e n y o u create a n e w w o r k b o o k . T h i s enables you t o better

Chapter

13:

Creating

a

Workbook

Each worksheet can have as many as 1,048,576 rows and 16,385 columns, creating more than 17 billk

Exhibit 13-3 Excel navigation keys Press

To move the active cell

Arrow keys

Up, down, left, or right one cell

Home

To column A of the current row

Ctrl+Home

To cell A1

Ctrl+End

To the last cell in the worksheet that contains data

Enter

Down one row or to the start of the next row of data

gions. A c h a r t sheet might contain a chart that graphi-

Shift+Enter

Up one row

cally c o m p a r e s the sales results from all o f the regions.

Tab

One column to the right

Shift+Tab

One column to the left

Page Up, Page Down

Up or down one screen

Ctrl+Page Up, Ctrl+Page Down

To the previous or next sheet in the workbook

organize data a n d focus each worksheet on o n e area o f data. F o r e x a m p l e , a sales report w o r k b o o k might have a different w o r k s h e e t for each sales region a n d another worksheet t h a t summarizes the results from all the re-

W o r k s h e e t s are laid out in rows and c o l u m n s . R o w headings identify each row with a number, ranging from 1 t o 1 , 0 4 8 , 5 7 6 . Column headings identify each column with a letter. T h e first 2 6 are c o l u m n s A through Z . After Z , t h e next column headings are labeled A A , A B , A C , a n d s o forth until you reach the last possible column, w h i c h is labeled X F D . R o w s a n d columns intersect in a single cell; all the data entered in a worksheet is placed in cells. Each cell is identified by a

cell reference,

T h e mouse and keyboard provide q u i c k w a y s t o m o v e around the parts o f the w o r k s h e e t y o u c a n see.

which indicates its col-

F o r larger worksheets that span several screens, you c a n

umn a n d r o w location. F o r e x a m p l e , the cell reference

m o v e directly t o a specific cell by typing a cell reference

B 6 indicates the cell located where c o l u m n B intersects

in the N a m e b o x .

r o w 6 . T h e c o l u m n letter always appears before the r o w n u m b e r in a cell reference.

Move the active cell.

Moving the Active Cell T h e cell in w h i c h you are currently w o r k i n g is the

active

cell. Excel distinguishes the active cell by outlining it

Start

Excel. T h e

Excel w i n d o w o p e n s displaying a

blank worksheet in an untitled w o r k b o o k .

with a thick black b o x . In E x h i b i t 1 3 - 2 , cell A l is the

If the Excel program window is n o t m a x i m i z e d .

active cell. T h e cell reference f o r the active cell appears

click the

in the Name

box

located in the upper-left corner o f the

worksheet. Both the pointer and the keyboard can change which cell is active in a worksheet. You c a n click a cell t o make it the active cell, o r you can press the a r r o w keys t o move from one cell t o another. Exhibit 1 3 - 3 identifies the keys you can use t o move around a worksheet.

Maximize button

O n the Q u i c k A c cess Toolbar, click

the Save button f j j ] Because this is the first time you are

E3.

^ k T i p : l n t h e Save As dialog box, notice that the file type is Excel Workbook.

saving the w o r k b o o k , the Save As dialog b o x o p e n s . Save the

w o r k b o o k as ModArte Inventory.

Save Your Files Remember to save your files to the drive and folder where you are storing the files you create as you complete the steps in this book. Also, be sure to save frequently as you go.

cell The location in a worksheet where a row and column intersect. cell reference The row and column location of a specific cell, active cell The selected cell in which you are working. Name box The location where the active cell reference is displayed.

Chapter

13: Creating

a

Workbook

active when you click its sheet t a b . In Exhibit 1 3 - 2 , the active sheet is named S h e e t l . F o r w o r k b o o k s that contain m o r e sheet tabs than can be displayed at the same time in the w o r k b o o k window, you c a n scroll through t h e sheet tabs using t h e four sheet t a b scrolling buttons t o the left o f the first sheet t a b (refer back t o E x h i b i t 1 3 - 2 ) . Just like the scroll bars and the active cell, scrolling does not change the

i Point

to the worksheet

area. T h e pointer

changes

active sheet.

to c(Jj. A l appears in the N a m e b o x because cell A l is the active cell. T h e c o l u m n heading for col-

ACTIVITY

umn A and the r o w heading f o r r o w 1 are orange

Switch the active sheet.

to help you locate the active cell. \ Click

cell A5. Cell

AS

n o w has a dark b o x around

Q)

Click t h e

Sheet2

sheet t a b . T h e Sheet2 w o r k s h e e t ,

it t o indicate that it is the active cell, the cell refer-

which is also blank, b e c o m e s the active sheet. T h e

ence in the N a m e b o x changes t o A 5 , and the row

Sheet2 sheet t a b is white, indicating that this is the

heading f o r r o w 5 is orange instead o f the r o w

active sheet.

heading for r o w 1 .

! Change the z o o m

| Press the Tab key. T h e active cell moves one cell t o

sheet t o 120%.

the right t o cell B 5 . \ Press the

Page Down key. T h e active

cell moves

Name box. T h e active

cell reference in

the N a m e b o x is selected. ) Type D4. T h e cell reference you typed replaces the selected reference. Press the Enter key. Cell D 4 is n o w the active cell. Press the Ctrl+Home

I Click

the

Sheetl

sheet tab to make

down one full screen. ) Click in the

level o f the w o r k -

keys. T h e

active cell returns t o

the first cell in the w o r k s h e e t , cell A l .

the first worksheet active.

^kTip: You can change

the zoom level using the Zoom slider Q the Zoom In button (+), or the Zoom level button 100% | at the right side of the status bar.

I Change the z o o m level o f the worksheet t o 120%.

Inserting and Deleting a Sheet Although each w o r k b o o k includes three worksheets to start, sometimes you will need m o r e o r fewer worksheets. Y o u c a n add worksheets o r delete unneeded

Switching Between Sheets New

workbooks

contain

three

ones. A new worksheet you add is named with the next worksheets

named

consecutive sheet number, such as S h e e t 4 .

S h e e t l , Sheet2, a n d S h e e t 3 . T h e sheet currently dis-

played in the w o r k b o o k w i n d o w is the active sheet, and its sheet t a b is w h i t e . T h e sheet tabs f o r inactive

ACTIVITY

sheets are gray. Y o u c a n easily m o v e f r o m o n e sheet

Insert and delete worksheets.

to another, add new sheets t o t h e w o r k b o o k , remove

n f c T o the right o f the Sheet3 sheet t a b , click the

unneeded ones, a n d m o v e o r c o p y entire sheets. You can also give sheets m o r e descriptive a n d meaningful

Insert Worksheet tab E x c e l inserts a new worksheet named Sheet4 t o the right o f the last

names.

sheet t a b .

As you build w o r k b o o k s , data and charts are often organized o n different sheets. An inactive sheet becomes

I Right-click the Sheet3 sheet tab. O n the shortcut menu, click Delete. T h e Sheet3 worksheet is deleted.

active sheet The sheet currently displayed in the active workbo window. workbook

I Right-click deleted.

Chapter

13: Creating

a

Workbook

the Sheet4

sheet tab.

O n the short-

cut menu, click Delete. T h e Sheet4 worksheet is

ON T H E J O B

Effective Workbook Design Effective workbooks are carefully planned and designed. An effective workbook should clearly identify its goal and present information in a well-organized format. To develop a good workbook, you should determine the workbook's purpose, content, and organization before you start entering data. It is often helpful to use a planning analysis sheet, which includes a series of questions that help you think about the purpose of the workbook and how to achieve the desired results. You should also create a list of the sheets you plan to use in the workbook, making note of each sheet's purpose. After you know what the workbook should include and how it should be organized, you are ready to create it. Follow this basic process to build a complete and accurate workbook that you and others can easily use: It.

Insert a documentation sheet. Describe the workbook's purpose and organization. Include the name of the workbook author, the date the workbook was created, and any additional information that others can use to track the workbook to its source.

2. Enter all of the data (both values and labels). Add text to indicate what the values represent and, if possible, where they originated. Other users might want to view the source of your data. 3. Enter formulas for calculated values. Use formulas to calculate results rather than entering the results of the calculations. For more complex calculations, provide documentation explaining them. 4. Test the workbook. Try out a variety of sample values to weed out any errors in your calculations. Edit the data and formulas to correct any errors.

Planning Analysis Sheet—Order

Form

What problems do I want to solve? • I need to have contact information for each customer. • I need to identity the item and quantity ordered for my customers.

• I need to record the price per item. • I need to determine how much revenue I am generating. What data do I need? • Each customers name and contact information • The date each customer order was placed • The item and quantity each customer ordered What calculations

do

I need to enter?

• The total charge for each order

• The total number of items ordered for all orders

• The total revenue generated from all What form should

orders

my solution take?

• The customer orders should be placed in a grid with each row containing data on a different customer. • Information about each customer should be placed in

columns. • The last column should separate

contain the total charge for each

customer.

• The last row should

contain the total

number of items

ordered and the total revenue from all customer

orders.

Distribute the final workbook. Be sure to save the final version and create a backup copy when the project is completed. You can store and share the workbook's contents in a variety of ways—online, as a printed copy, or as a PDF file (a special file that preserves the formatting of the worksheet but does not allow it to be edited), among others.

Chapter

13:

Creating

a

Workbook

Renaming a Sheet T h e default worksheet names, S h e e t l , Sheet2, and so o n , are n o t very descriptive. Y o u c a n rename sheets with more meaningful n a m e s so that you k n o w what

Move a sheet. Click the

Documentation sheet tab,

bur don't

they contain. T h e width o f the sheet t a b will adjust t o

release the mouse button. T h e pointer changes

the length o f the name y o u enter.

to ^ and a small black triangle appears in the upper-left corner o f the sheet t a b .

ACTIVITY Rename sheets. Double-click the

! Drag the

Sheetl sheet tab.

The sheer name

is selected in the sheet t a b . Because the focus is on

the left edge o f the

around cell A l (the active cell).

Inventory sheet t a b , and then release

Q ^ T y p e Inventory. T h e t e x t you type replaces the

the mouse button.

selected sheet n a m e , the width o f the sheet tab

The Documentation

expands as y o u type t o a c c o m m o d a t e the longer

worksheet is n o w

sheet n a m e , and the insertion point remains in the

workbook. ) Save the w o r k b o o k .

Exhibit 13-4 Sheet tab being renamed new sheet name

<<—-—

1

default sheet name

|

^k,Tip: To copy rather than move a sheet, press and hold the Ctrl key as you drag and drop the sheet tab. The copy is placed where you drop the sheet tab; the original sheet remains in its initial position.

the first sheet in the

sheet t a b . See E x h i b i t 1 3 - 4 .

Ready | «3

left until the small black triangle is at

the sheet t a b , the black border disappears from

20 21

Documentation sheet tab to the

r

loi 2 Entering Data in Cells 3

Y

ou enter data by typing it i n t o t h e active cell.

) Press the Enter key. T h e sheet name is entered, and cell A l again has a black b o x around it.

W h e n you finish typing, y o u c a n press the Enter

^k,Tip: Sheet names cannot exceed 31 characters in length, including blank spaces.

key o r the T a b key t o c o m p l e t e t h e data entry a n d move t o the n e x t cell in t h e w o r k s h e e t . As you enter data into the w o r k s h e e t , it a p p e a r s in both the active

cell and in the f o r m u l a bar. T h e formula bar displays the c o n t e n t s o f the active cell, w h i c h c a n be data or, as you'll see later, the underlying f o r m u l a s used t o create

tm Double-click the

Sheet2 sheet tab, type Documentation and then

a calculated value.

press the Enter key. T h e newly named D o c u m e n t a tion worksheet is n o w the active sheet.

Moving and Copying a Sheet

Entering Data

You can change the placement o f the sheets in a w o r k -

Text you type is not entered into the worksheet until you accept it. The easiest way to accept data is to press the Enter key, the Tab key, or an arrow key. You can also click the Enter button \y\ which appears between the formula bar and the Name box as soon as you start typing.

book. A g o o d

practice is t o place the most important

sheets at the beginning o f the w o r k b o o k (the leftmost sheet tabs) a n d less i m p o r t a n t sheets toward the end (the rightmost t a b s ) .

fornr

formula bar A bar used to enter, edit, or display the contents contei of the active cell.

Chapter

13: Creating

a

Workbook

general categories

Exhibit 13-5 Documentation sheet with data

Home

ft * apt 4 Paste

Entering Text

Clipboard

Text data is a c o m b i n a t i o n

o f letters, n u m b e r s , and sym-

referred t o as a

text string

because it contains a string

Calibri

» ' n

' U

•»

•

A*

Formulas

Review

A

Font

nt

"7T

A6

A 1 B C D 1 2 ModArte < Author Your Name 4 5 Date Purpose To record curent inventory 6

text cell

no

o f text c h a r a c t e r s .

Page L a y o u t

Hi

bols that f o r m w o r d s and sentences. T e x t data is often

Insert

W h e n creating a worksheet, you should m a k e sure its intent a n d content are clear t o others. O n e w a y t o do this is t o create a documentation sheet, which documents w h y you created the w o r k b o o k and w h a t it contains. It is also a g o o d w a y t o relay the w o r k b o o k ' s purpose a n d c o n t e n t t o others with w h o m y o u share the

text in cell B5

workbook. I Click the

Inventory sheet tab

t o m a k e it t h e active

sheet. Cell A l is the active cell.

Enter text.

QP In the Documentation worksheet, in cell A l , type ModArte. As you type,

the text appears in both

cell A l (the active cell) and in the formula bar.

QP Press the Enter key. Excel enters the text into QP

Inventory Date

and then press the

Enter key.

T h e label is entered in the cell, a n d cell A 2 is the active cell. Enter the following c o l u m n labels,

cell A l a n d moves the active cell down o n e cell t o

pressing the Tab key

cell A 2 .

after each entry:

Press t h e Enter key to move the active cell down

cellA2:

one cell to cell A 3 .

c e l l B 2 : Title

OP Type Author and then press the Tab key. T h e text

Artist

^ Tip: To place text on separate lines within the same cell, press the Alt+Tab keys to create a line break within the cell.

cell C 2 : Inventory

right to cell B 3 .

cell D 2 : Unit Cost cell E 2 : Inventory Value

Type y o u r n a m e , and then press the Enter key. T h e

Press the Enter key. T h e active cell m o v e s t o

text is entered and the active cell moves o n e cell

cell A 3 , the start o f the n e x t r o w w h e r e you w a n t

d o w n a n d to the left to cell A 4 .

to begin entering the c u s t o m e r d a t a .

is entered and the active cell moves o n e cell to the

^

Type

QP Type Date and then press the Tab key. T h e text is entered a n d the active cell moves o n e cell to the right to cell B 4 , where you will later enter the date you created the w o r k b o o k .

QP Click cell A5 to m a k e it the active cell, type

key t o m o v e t o the n e x t cell, type The Disintegration of the Persistence of Memory in cell B 3 , a n d then press the

Type

Dali

in cell A 3 , press the Tab

Enter key. Y o u have entered the first artist a n d title and moved the active cell t o cell A 4 .

Purpose a n d then press the Tab key. T h e active cell moves o n e cell to the right to cell B 5 .

^PType To record current inventory and then press the Enter key. E x h i b i t 1 3 - 5 shows the text entered in

text data (text string) Any combination >n ofof letters, letters, numbers, and symbols that form words and sentences. inces.

the D o c u m e n t a t i o n worksheet.

Chapter

13:

Creating

a

Workbook

Including the compan a descriptive title, and the date part of good worksheet design. It lets others quickly see the

Using AutoComplete As you enter text in a worksheet, Excel tries to anticipate what you are about to enter by displaying text that begins with the same letters as a previous entry in the same column. This feature, known as AutoComplete, helps make entering repetitive text easier. To Artist Dali accept the suggested text, press the Tab Kandinsky or Enter key. To override the suggested Picasso text, continue to type the text you want to enter in the cell. AutoComplete does not work with dates or numbers, or when a blank cell is between the previous entry and the text you are typing.

what, and when of the da

Enter the following t e x t in cells A4 through B7, and then c o m p a r e your screen t o E x h i b i t 1 3 - 6 :

c e l l A 4 : Kandinsky

cell B 4 : Merry Structure

cellA5:

Picasso

cell B 5 :

Woman with a Blue Hat

cellA6:

Rothko

cell B 6 :

Blue, Green, and Brown

cell A7: van Gogh

J

cell B 7 : Starry Night over the Rhone

Entering Dates and limes Date data and time data are c o m m o n l y recognized formats for date and time values. W h e n you enter a date in a cell, such as April 1 5 , 2 0 1 4 , Excel interprets it as a date and n o t as text and formats it appropriately. You can

Exhibit 13-6 Text data entered in cells

enter dates in any o f the standard formats, including the following date formats (as well as many others), and E x cel recognizes each format as representing the same date:

A8

A 1 2 3 4 5 6 7 8 9 10 11 12

C

B

1

D

F

E

Inventory Date

I n v e n t o r y Unit Cost Inventory V a l u e

Artist

Title

Dali

The Disintegration o f t h e Persistence o f M e m o r y

Kandinsky M e r r y Structure Picasso

W o m a n w i t h a B l u e Hat

Rothko

Blue, G r e e n , a n d B r o w n

\

v a n Gogh Starry Night o v e r t h e R h o n e

1

|

^

4/6/2014

•

April 6, 2014

^

4/6/14

•

6-Apr-14

^

4-6-2014 In E x c e l , dates are actually n u m b e r s that are for-

matted t o appear as text. T h i s allows you to perform calculations with dates, such as determining the elapsed time between t w o dates. N o matter h o w you enter dates, E x c e l alters the date format t o one o f two default f o r m a t s . If you use num-

text extends over next cells

bers separated by slashes o r hyphens, Excel displays the date with the four-digit year value. F o r example, if you enter the date 4/6/14, Excel changes it t o 4/6/2014. If you use text for the m o n t h , for e x a m p l e , April 6 , 2 0 1 4 , Excel converts the date t o the f o r m a t 6-Apr-14.

ACTIVITY date data Text or numbers in commonly recognized formats for date values. time data Text or numbers in commonly recognized formats for time values.

Enter dates. M a k e cell B1 the active cell.

Q^Type 3/12/14 and then 3/12/2014.

Chapter

13: Creating

a

Workbook

p r e s s the

Tab key. T h e date

you typed appears in cell B l , but is reformatted as

International Date Formats As business transactions become more international in scope, you may need to adopt international standards for expressing dates, times, and currency values. For example, a cell might contain 06/05/14. This format could represent any of the following dates:

To solve this problem, many international businesses adopt ISO (International Organization for Standardization) dates in the format yyyy-mm-dd, where yyyy is the four-digit year value, mm is the two-digit month value, and dd is " 'g the two-digit day value. So, a date JT * ^ The 5th of June, 2014 such as June 5, 2014 is entered /f ^ The 6th of May, 2014 as 2014/06/05. If you use this international date format, ^ The 14th of May, 2006 make sure that people using The date depends on which country the workbook has your workbook understand been designed for. You can avoid this problem by enter- this format so that they do not ing the full date as in the example June 5, 2014. However, misinterpret the dates. You can this will not work with documents written in languages include information about the date format in the docusuch as Japanese that use different character symbols. mentation sheet.

| | 1

QP M a k e the Documentation worksheet the active sheet.

are rounded t o fit the cell. Y o u c a n display t h e entire n u m b e r by increasing the column width.

£P C l i c k cell B4, type today's date, and then press

ACTIVITY

the Enter key. T h e date appears in o n e o f the t w o

^

default date formats, depending on the f o r m a t in

Enter number data.

w h i c h y o u entered the date.

QP Click cell C3, type 25 and then

M a k e the Inventory worksheet the active sheet.

p r e s s the

Tab key.

T h e inventory quantity f o r the Dali print is entered in cell C 3 and the active cell is n o w cell D 3 . Because cell C 3 contains d a t a , t h e excess t e x t f r o m

Entering Numbers

cell B 3 c a n n o t flow over cell C 3 .

Number data is any numerical value that c a n be used in a m a t h e m a t i c a l calculation. In E x c e l , numbers c a n be

QP

In cell D 3 , type $4.83 and then press the Enter key.

integers such as 3 7 8 , decimals such as 1 . 9 5 , o r negatives

T h e unit cost is entered in cell D 3 as a currency

such as - 5 . 2 . In the case o f currency and percentages,

value, and the active cell m o v e s t o cell C 4 .

you c a n include the currency symbol and percent sign when y o u enter the value. Excel treats a currency value

QP

Enter the following inventory values a n d unit costs into cells C4 through D7, a n d then c o m p a r e

such as $ 8 7 . 2 5 as the number 8 7 . 2 5 and a percentage

your screen t o Exhibit 1 3 - 7 :

such as 9 5 % as the decimal n u m b e r 0 . 9 5 . Currency and percentages, like dates, are formatted in a convenient

c e l l C 4 : 18

cell D 4 : $5.17

way f o r you t o read.

cell C 5 : 22

cell D 5 : $6.24

cell C 6 : 4

cell D 6 : $8.96

cell C 7 : 36

cell D 7 : $4.12

If an integer is longer than its cell size, y o u see ###### in the cell instead o f its value. D e c i m a l values •

y defaul in cells; other types of d a t a numbers, dates, and times—are right-aligned in cells

Save the w o r k b o o k .

number data Any numerc ial value that can be used in a mathematcial calculation.

Chapter

13: Creating

a

Workbook

Exhibit 13-7 Number data entered in the worksheet

Edit cell content.

QP Double-click

text hidden within cell t

Page l a y o u t " 11 / '

Cal.bn

Formulas A* A"

B^fl- _ ' / ^ ' A

D8

A

B

/ * / C

=

=

S"-

= '

i

l

1

Inventory 3/12/2014 / Artist

3

Dali

4

Kandinsky Merry Strut

18

$5.17\

5

Picasso

Woman wh

22

$6.24

6

Rothko

Blue, Green

4

$8.96

7

van Gogh Starry Nigh

36

$4.12

currency formatting dis-

Genet

|j i j Exhibit 13-8 Cell content being edited

l

E

D

2

cell D6. T h e

appears from the active cell. See Exhibit 1 3 - 8 .

C

F

value in formula bar

ma

Unit Cost Inventory Value Title J Inventory The Disinte 25

IE]

$4.83

\

\ \

value formatted as currency

1

9 m

LOi Editing Cell Content 33

A

s y o u w o r k , y o u might m a k e mistakes that you

w a n t t o c o r r e c t o r u n d o , o r y o u might need t o

replace a value based on m o r e current information. You

could simply m a k e the cell active and type the n e w entry, or you could clear the value in the cell and then type the correct value. However, sometimes you need t o edit only a portion o f an entry rather than change the entire contents o f a cell, especially if the cell contains a large block o f text or a c o m p l e x f o r m u l a . Y o u c a n edit the contents o f a selected cell in the formula bar, o r you c a n do one o f the following t o edit the cell contents directly

^

Double-click the cell.

Backspace

key twice t o delete 9 6 , and then type 72. T h e unit cost value in cell D 6 changes t o 8 . 7 2 .

| Press the Enter key

cell D 6 is displayed as

Select the cell, click anywhere in the formula bar,

Select the cell, and then press the F 2 key. W h e n editing c o n t e n t directly in a cell, some o f j

the k e y b o a r d s h o r t c u t s w o r k differently because n o w they apply only t o t h e t e x t within the selected cell. F o r e x a m p l e , pressing the H o m e key moves the insertion point t o the beginning o f the cell's c o n t e n t , and pressing the Left A r r o w key o r the R i g h t A r r o w key moves the insertion p o i n t b a c k w a r d o r f o r w a r d through the cell's c o n t e n t .

Chapter

) Press the

cell D 6 . T h e value in

and then click in the cell. ^

sary t o move the insertion point t o the end o f the cell, after the 6 .

to accept the edit in

in the cell: ^

| Press the Right Arrow key as m a n y times as neces-

Problem? If you make a mistake as you edit, press the Esc key or click the Cancel button X on the formula bar to cancel all of the changes you made while editing. 5.72.

I Save the w o r k b o o k .

LO134 Working with Columns and Rows

Y

ou c a n modify a worksheet t o m a k e it easier t o

read and include more data. T o d o this, y o u will

need t o change the column widths a n d r o w heights, insert columns and r o w s , and delete c o l u m n s and r o w s .

13: Creating

a

Workbook

Selecting Columns and Rows You can select t w o or more columns or rows at the same time. T o select an entire column, you click its column heading. Likewise, to select an entire row, you click its row heading. You can drag across multiple column headings or row headings t o select adjacent columns or rows. Or, you

ien you enter more text than can fit in a cell, the additions text is visible in the adjacent cells as long as the>

can click the first heading, press and hold the Shift key, and then click the last heading. To select nonadjacent columns o r rows, you press the Ctrl key as you click column

C o l u m n widths are expressed in terms o f either the

or row headings. Finally, you can select all the columns

n u m b e r o f characters the c o l u m n c a n c o n t a i n o r t h e

and rows in a worksheet by clicking the Select All button

size o f t h e c o l u m n in pixels. A pixel is a single p o i n t ,

in the upper-left corner o f the worksheet.

or the smallest colorable area, o n a c o m p u t e r m o n i t o r o r printout. T h e default column width a l l o w s y o u t o type a b o u t eight o r nine characters in a cell b e f o r e that

ACTIVITY

entry is either truncated o r overlaps t h e a d j a c e n t cell.

Select columns and rows.

nfc

C l i c k the

O f course, if you decrease the font size o f c h a r a c t e r s ,

column A column heading. T h e

entire

pressed in points o r pixels, where a p o i n t is 1/72 o f an

c o l u m n is selected.

QP

Press a n d hold the

column heading,

you can fit m o r e text within a cell. R o w heights are e x -

Shift key, click

the

and then release the

column C Shift key.

inch. T h e default r o w height is 1 5 . 7 5 p o i n t s .

C o l u m n s A through C are selected.

£P P r e s s a n d

h o l d the

column heading,

Ctrl key, click

and then release

column F the Ctrl key.

the

C o l u m n s A through C and c o l u m n F are selected. C l i c k the

column A column heading,

but do not

release the mouse button. T h e entire c o l u m n is selected. I W i t h o u t releasing the mouse button, drag t o the

column B column heading, and

then release the

m o u s e b u t t o n . Both columns A and B are selected.

Setting Column Widths Properly You should set column widths based on the maximum number of characters you want to display in the cells rather than pixel size. Pixel size is related to screen resolution, and a cell might be too narrow under a different resolution. This might come into play if you work on multiple computers or share your workbooks with others.

I Click a n y w h e r e in the w o r k s h e e t t o deselect the columns.

Changing Column Widths and Row Heights T h e default sizes o f the c o l u m n s and rows in a w o r k sheet might n o t always a c c o m m o d a t e t h e i n f o r m a t i o n you need t o enter. F o r e x a m p l e , o n the Inventory sheet, the text in cell E 2 is so long that it seems t o overflow into cell F 2 . I f t h e adjacent cells also c o n t a i n data, Excel displays only as much t e x t as fits into t h e cell,

•••flfll • Ifl •• • •1IB 1fl B • • IB Bl Ifl • 11 flfl •••• Ifl fllIflflflflflfl • •1IB•1•1IBflflfl B••••••••fll HI IB BB ! flflflfll IBB 1••••••• • • • I IBI IB fl Iflflfll IHI Iflflfl Iflflfll m i IBI1 •• Iflflfll •••IBI i Iflflfl IflflfllIflflflflflfl IflflflflH ibbi IBI Iflflfl 'flfllIBIIflflfl IflflfllIflflflP"

cutting off, o r truncating, the rest o f the t e x t entry. T h e

If the default column width is t o o n a r r o w , you c a n

t e x t itself \s n o t affected. T h e c o m p l e t e t e x t is still en-

widen it by dragging the c o l u m n border. W h e n y o u

tered in t h e cell; it's just n o t displayed. F o r e x a m p l e ,

drag the c o l u m n border, a ScreenTip appears identify-

all o f t h e titles in cells B 3 through B 4 are truncated

ing the width o f the column in c h a r a c t e r s , followed in

because t h e adjacent cells in c o l u m n C c o n t a i n d a t a . T o m a k e the cell c o n t e n t easier t o read o r fully visible,

truncate To cut off, such as a text entry in a workbook cell.

you c a n resize the c o l u m n s and rows in the w o r k s h e e t .

Chapter

13: Creating

a

Workbook

parentheses by the width o f the c o l u m n in pixels. An-

Exhibit 13-9 Dragging to change the column width number of number of pixels in ScreenTip (might be characters in £ A different on your screen) ScreenTip

other option is t o AutoFit a c o l u m n o r r o w t o its content.

AutoFitting

eliminates a n y empty space by match-

ing the c o l u m n to the width o f its longest cell entry. If the c o l u m n is blank, Excel restores the column t o its default width. T h e simplest w a y t o AutoFit a column is t o double-click its right border. Y o u c a n also use the AutoFit Column W i d t h c o m m a n d o n the F o r m a t but-

Clipboard

ton menu in the Cells group o n the H o m e t a b .

i n•

D8

A Inventory 3/12/2014 Artist Title Dali The Disinte Kandnisky! Mery Struc Picasso Woman wil Rothko Blue, Green van GoghStary Nigh'

R o w heights a r e set in t h e same w a y as c o l u m n widths. Y o u c a n drag t h e b o t t o m border o f t h e row. You c a n double-click t h e b o t t o m b o r d e r o f a r o w t o A u t o F i t t h e r o w t o t h e height o f its tallest cell entry. Or,

.

y o u c a n use t h e A u t o F i t R o w H e i g h t c o m m a n d

on the F o r m a t b u t t o n m e n u in t h e Cells group o n the Home tab. R a t h e r than resizing each c o l u m n o r r o w separately, you c a n select multiple c o l u m n s o r rows and resize them at the same time.

I Point t o the

double-click. T h e width o f c o l u m n A AutoFits t o

to the right border of the heading. The pointer changes to ^PDrag to the until the the width of the column as 25 characters, but do release the mouse button. See Exhibit 13-9. expands to 25 characters and all of the titles in column B except the title in cell B3 fit on one line. Point

1 3 . 5 7 characters, which displays all o f the text in

column B column

right

cell A l , the widest entry in the c o l u m n , entirely within the cell.

S c r e e n T i p identifies

) Select column C and column D.

not

QP

R e l e a s e the

Tip: You can also click the Format button in the Cells group on the Home tab, click Column Width, and then type the width you want in the Column Width dialog box.

Chapter

I Drag the right border o f the column D column heading t o the right until the c o l u m n width

m o u s e b u t t o n . T h e w i d t h of c o l u m n B

AutoFit To eliminate empty space by matching a column to the width of its longest cell entry or matching a row to the height of its tallest cell entry.

13: Creating

o f the c o l u m n A col-

umn heading. W h e n the pointer changes to *f>,

Change column widths.

QP

right border

j a

changes t o 12 characters, a n d then release the mouse button. Both o f the selected columns are n o w wider. See E x h i b i t 1 3 - 1 0 .

Exhibit 13-10 Multiple columns resized

— • m V" S P mmmmm • •

•

m

m

B I u - _ - A' | CI T " *l E F A B 1 Inventory Date 3/12/2014 Unit Cost Inventory Value 2 Artist Title I n v e n t o r y 48 .3 2 5 3 Dali The Disintegration of the Per 18 $ $ 5 1 .7 4 Kandnisky Mery Structure $ 6 2 . 4 2 2 5 Picasso Woman with a Bule Hat $ 8 9 . 6 4 6 Rothko Blue, Green, and Brown $ 4 1 . 2 3 6 7 van Gogh Stary Night over the Rhone Paste

Workbook

Calibri

w

- 11

Font

-

A*

A'

Alignment

./

'

.00

+.0

Conditional Format F o r m a t t i n g - as T a b l e *

I Select column E.

I Enter the following data in cells C3 through C7:

cell C 3 : D-1287

I O n t h e H o m e t a b , in the Cells g r o u p , click the

Format button. A menu o f c o m m a n d s opens. T h e

cell C 4 : K-0283

top five, in the Cell Size section, provide options

cell C 5 : P-9273

for adjusting column width a n d r o w height.

cell C 6 : R-5392

| Click

AutoFit Column Width. T h e width

cell C 7 : V-3028

o f the

selected c o l u m n — c o l u m n E — A u t o F i t s t o its

I A u t o F i t the contents o f column

content.

) Click the

J Click a n y w h e r e in the worksheet t o deselect the

C.

row 2 row heading. T h e entire

second

r o w is selected.

column.

) In the Cells group on the H o m e t a b , click t h e

Insert button. A new

Inserting a Column or Row

r o w 2 is inserted, a n d t h e

remaining rows shift down. See E x h i b i t 1 3 - 1 1 .

You c a n insert a new column o r r o w anywhere within a w o r k s h e e t . W h e n you insert a n e w c o l u m n , the existing columns shift t o the right and

Exhibit 13-11 New column and new row inserted in the worksheet new column

the n e w c o l u m n has

:rosoft E

the same width as the left. W h e n y o u insert a n e w row, the existing r o w s shift down and

the

new row

has the same height as the r o w a b o v e it. You c a n insert a column o r r o w using the Insert button in the Cells group

o n the

H o m e t a b , a n d then selecting t h e appropriate c o m m a n d on

Page Layout 9" A j Bin - EE - ^ - A • W m m iw iw*M $ A2 • A B D E F I n v e n t o r y D a t e 3 / 1 2 / 2 0 1 4 • 3
new row

A

:i p b o a r d

Font

*6o

i°o

Conditional

Format

Cell

ri j

Alignment

/ r,

Number

.

^

L2J

styles

moving old o r erroneous d a t a . Y o u c a n r e m o v e data in t w o ways: clearing and deleting. ^

Select column C.

Clearing—Removes data f r o m a w o r k s h e e t b u t leaves the blank cells

O n the H o m e t a b , in the Cells group, click the

Insert button. A new column C is inserted into the w o r k s h e e t a n d the rest o f the c o l u m n s shift t o

^

Deleting—Removes both the data a n d the cells from the worksheet

the right. T h e new column has the same width as the c o l u m n t o its left, c o l u m n B . Click

r

eel

Adding n e w data t o a w o r k b o o k is c o m m o n , as is re-

Insert columns and rows.

J

°

F

m

Clearing and Deleting a Row or Column ACTIVITY

^

»

F o r m a t t i n g - as T a b l e » Styles •

the m e n u .

J

w

" %

.

CO

c o l u m n directly t o its

cell C2, type Item Number

and then p r e s s the

Enter key. T h e new column label is entered, and

clear To remove data from cells but leave the blank cells ii the worksheet. delete To remove both the data and the cells from a worksheet.

cell C 3 is the active cell.

Chapter

13:

Creating

a

Workbook

L 1 3 5 Working with Cells and r 'e s s m g tne u e i e t eK e yo n y l c e lO a r s t h ec o n t e n t so fs e e lc t e d cels b u i Ranges d o e sn o tr e m o v et h es e e lc t e de e l cell range range. r f o mt h ew o r k s h e e t . A group o f cells is called a

or

Ranges can be either a d j a c e n t or nonadjacent. An

adjacent range

is a single rectangular block of cells. All

of the customer order data entered in cell A l through When you delete a c o l u m n , the columns to the right

cell G 5 is an adjacent range because it forms one rec-

shift left to fill the vacated space. Similarly, the rows

tangular block of cells. A

nonadjacent range

consists

below a deleted r o w shift up t o fill the vacated space.

of t w o or more distinct adjacent ranges. All of the last

Deleting a c o l u m n o r r o w has the opposite effect from

names in cell A l through cell A 5 and all the numbers

inserting a c o l u m n or row.

in cell F l through cell G 5 together are a nonadjacent

You can delete entire c o l u m n s or rows by selecting them, and then clicking the Delete button in the Cells

range because they are t w o distinct blocks of cells. J u s t as a cell reference indicates the location of an

range reference

group on the H o m e t a b . Y o u c a n also right-click the

individual worksheet cell, a

selected column or r o w headings, and then click Delete

the location and size of a range. F o r adjacent ranges, the

on the shortcut menu. T o clear data from a column or

range reference specifies the locations o f the upper-left

row without deleting the c o l u m n or row itself, you can

and lower-right cells in the rectangular block separated

indicates

right-click the selected c o l u m n or r o w heading, and

by a c o l o n . F o r example, the range reference A 1 : A 5

then click Clear C o n t e n t s on the shortcut menu. An-

refers to all the cells from cell A l through cell A 5 .

other option is to select the c o l u m n s or rows with data to clear, and then press the Delete key, which clears the data without deleting the selected cells.

adjacent range A1:A5

You'll first clear data f r o m the worksheet and then delete the r o w that contained the data. Usually, you would do this in one step by simply deleting the row, but this activity highlights the difference between clearing and deleting.

colon

ACTIVITY

T h e range reference for n o n a d j a c e n t ranges sepa-

Clear a row and delete a row. Right-click the

rates each adjacent range reference by a semicolon. F o r

row 7 row heading.

example, A 1 : A 5 ; F 1 : G 5 is the range reference for cells

R o w 7 is

A l through A 5 and cells F l through G 5 .

selected, and a shortcut menu appears.

Hfc

A1:A5 t

O n the shortcut m e n u , click

Clear Contents.

Excel

clears the values in r o w 7. 0 ^ With r o w 7 still selected, on t h e H o m e tab, in the Cells group, click the

Delete button. R o w

deleted, and the rows b e l o w it shift up. B Save the w o r k b o o k .

7 is

adjacent range F1:G5 J —7 A1:A5;F1:G5 t

adjacent range A1:A5

licolon

cell range (range) A group of cells, adjacent range A single rectangular block of cells, nonadjacent range Two or more distinct adjacent ranges, range reference The location and size of a range.

Chapter

13:

Creating

a

Workbook

n o n a d j a c e n tr a n g ec a n n ic u ld e as m a n ya d j a c e n tr a n g e s a sy o uw a n t .

Selecting a Range

in the n o n a d j a c e n t range A 3 : A 7 ; D 3 : E 7 are selected.

You select a d j a c e n t and n o n a d j a c e n t ranges o f cells with the pointer, just as you selected individual cells.

Click any cell in the w o r k s h e e t t o deselect the

Selecting a range enables you t o w o r k with all o f the

n o n a d j a c e n t range.

cells in the range as a group. T h i s means you c a n do things like m o v e the cells, delete t h e m , or clear their

Mouing and Copying a Range

contents at the same time.

O n e w a y t o m o v e a cell or range is t o select it, position the pointer over the b o t t o m edge o f the selection, a n d then drag the selection to a new l o c a t i o n . T h i s tech-

Select ranges. cell

Click

Al, bur do nor release the mouse

nique is called drag and drop because y o u are dragging the range and dropping it in a n e w l o c a t i o n . Y o u c a n

button.

also use the drag-and-drop technique t o c o p y cells by

T h i s cell will be the cell in the upper-left c o r n e r o f

pressing the Ctrl key as you drag the selected range to

the range A 1 : F 7 .

its n e w location. A copy o f the original range is placed

nfc Drag the pointer to cell F7. T h e cells you drag over

in the n e w location without removing the original range

are shaded blue (except cell A l ) . Cell F 7 is the cell

f r o m the w o r k s h e e t .

in the lower-right corner o f the range A 1 : F 7 .

S o m e people find drag and d r o p a difficult a n d a w k w a r d w a y t o move or copy a selection, particularly

Release the mouse button. All cells in the adjacent

nfc

if the w o r k s h e e t is large and c o m p l e x . In t h o s e situa-

range A 1 : F 7 are selected. T h e selected cells are

tions, it is often m o r e efficient t o c u t a n d paste the cell

highlighted with color and surrounded by a black

contents o r t o c o p y and paste t h e m .

b o x . T h e first cell you clicked, cell A l , remains

W h e n you cut o r copy a range, the selected cells are

white t o indicate that it is the active cell in the

surrounded by a blinking border, indicating t h a t the se-

worksheet.

lection is stored o n the C l i p b o a r d . T h e blinking b o r d e r

Q ) Click any cell in the worksheet to deselect the

Hi

remains until you paste the range o r start entering data

range.

in a n o t h e r cell. After the blinking b o r d e r disappears,

Select the adjacent range A3:A7.

the selection is n o longer stored on the C l i p b o a r d a n d

Hi Press a n d hold the Ctrl key, select the adjacent range D3:E7, and then

release the

you c a n n o t paste it. W h e n you paste, you c a n select only the upper-left

Ctrl key.

cell o f the range in the new l o c a t i o n r a t h e r than the

As s h o w n in E x h i b i t 1 3 - 1 2 , all o f the cells

e x a c t range where you w a n t t o paste. E x c e l will paste the entire range on the C l i p b o a r d with the same pattern o f cells in the n e w location. Be a w a r e that the pasted

Exhibit 13-12 Nonadjacent range A3:A7;D3:E7 selected

data will overwrite any data already in those cells.

WodArte Inventory^^cirosofrSceT^

adjacent range A3:A7 selected

Review

View

General $

Cpilft \

• %

•

• .0 .00 . 0 0 -fr.O

Conditional Format F o r m a t t i n g • as T a b l e Styles

Number

jEr | inventory

D3

•I

B

C

4fl 54

D

1

\ A Inventory Date

3

Artist

Title

4

Dali

The Disintegration o f t h e P e n D-1287

25

$4.83

3/12/2014

1

Unit Cost

Kandinsky

M e r r y Structure

K-0283

18

$5.17

Picasso

W o m a n w i t h a Blue H a t

P-9273

22

$6.24

van Gogh

Starry Night o v e r t h e R h o n e

V-3028

36

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3* D e l e t e • Format '

^

Cells

F

I t e m N u m b e r Inventory

; : $ r ft

| - Insert Cell Styles •

1

Inventory V a l u e

G

Sort & F i n d & ' Filter' Select' Editing

m m

i active cell iin selected range

adjacent range D3:E7 selected

group, click the

ACTIVITY Move a range and a cell.

Click

the pointer over the

bottom border

left mouse button

cell A l . This

cell is the upper-left corner o f

the range where you w a n t t o paste the data.

o f the

selected range so that the pointer changes to Press and hold the

[_T|. T h e selected range

cates that its contents are stored on the Clipboard.

Select the range Al :B1.

Hfc M o v e

Cut button

is surrounded by a blinking border, which indi-

T% In the Clipboard group, click the Paste button. Excel pastes the contents o f the range A 9 : B 9 into

t o change the

the new range A 1 : B 1 . T h e blinking border disap-

pointer t o

pears and the Paste button is grayed out as visual

Drag the selection down eight r o w s , but do n o t

clues that the Clipboard is n o w empty.

release the mouse button. A ScreenTip appears, indicating the n e w range reference for the selected

Inserting and Deleting a Range

c e l l s — A 9 : B 9 . See E x h i b i t 1 3 - 1 3 .

Another use o f selecting a range is t o insert or delete cells within the worksheet. If y o u select a range and

Exhibit 13-13 Range being moved with drag and drop

then click the Insert button in the Cells group on the H o m e t a b , the selected range shifts down when the selected range is wider than it is long, and shifts right when the selected range is longer than it is wide, as

I

CTipboani^ .

K

H " LI ' A' Font

fi

A

l

»|A*

ibri

Il Il Il

selected range being dragged

Genet

Alignment

or

I n v e n t o r y Date

$

'

A \ B C 1 Inventory Date^ 3/12/2014| 2 "TlArtist Title Item NumberIn 4 Dali The Disintegration of the DP-1en287 5 Kandnisky Mery Structure K-0283 6 Picasso Woman with a Bule HatP-9273 7 van Gogh Stary Night over the RhonVe-3028 8 9 10 ScreenTip identifies where range being dragged will be dropped

outline indicates range being dragged

illustrated in E x h i b i t 1 3 - 1 4 . If you click the Insert Cells b u t t o n arrow, you c a n then use the Insert Cells c o m m a n d on the menu t o open the Insert dialog b o x s h o w n in E x h i b i t 1 3 - 1 5 . T h i s allows you t o specify w h e t h e r y o u w a n t to shift the existing cells right o r d o w n , o r w h e t h e r to insert an entire r o w or c o l u m n . T h e selected o p t i o n is ExcePs best guess o f w h i c h w a y you w a n t the current cells t o shift. If you n o longer need a specific cell or range in a worksheet, you c a n delete those cells and any content they contain. T o delete a range, select the range, and then click the Delete button in the Cells group on the H o m e t a b . As with deleting a r o w o r column, cells adjacent to the deleted range either m o v e up or left to fill in the vacancy left by the deleted cells. T o specify h o w the adjacent cells shift, o r if you w a n t t o delete the entire r o w or column, click the Delete button arrow, and then click Delete Cells t o open the Delete dialog b o x , which is similar t o the Insert dialog b o x .

| W h e n the ScreenTip displays the range A9.-B9,

release the

mouse button. T h e selected cells m o v e to the n e w l o c a t i o n .

) M a k e sure the range A9:B9 is selected. | O n the H o m e t a b , in the C l i p b o a r d

Tip: To move a selection to a location that is not visible, drag the selection to the edge of the worksheet in the direction you want to scroll. When the new location is visible, drop the selection.

Insert and delete ranges. I Select the range

.

^k, Tip: You can select a

B3 C4

range of a single cell.

I O n the H o m e t a b , in the Cells group, click the

Insert button arrow

button menu. Chapter

13: Creating

a

Workbook

t o open the Insert

Exhibit 13-14 Cells inserted within a range A

B

1

Q D Q B D D ED fn3 E

B B B B B B B B

A A A A A A A A

C

H

E | C C C C C C C C

D D D D D D '

D D

A 1 2 3

D E E E

A A A A A A A A

45 6 7 9

E E E E E

8

B

c

A A A A A A

C C C

c c c c

D D D D D D D D

A

H

453^ 6 7

E E

8

E E

CJ

A A A A A

A

11 12

B B B

'

1

two columns

c

D

c c c c

D D D D

D

D

H

G

E E E E E E E c

D

c c

B

!

ceils \ existing shifted right

F

B

I

\\

E

A A

10

11 12

c c c c c

H

«_

D D D D D

C

c

B A

E E E E

D B B B B B B D

/

CO CQ

B B B B B B B B

G

c

G

/ inserted cells

CO

A A

"=

/

/ /

B

selected range B

fr

-

10 11 12

B wt D Q n Q D M

1c o

c

B

E

existing cells shifted down

41

two rows inserted cells

selected range

O n the Delete button m e n u , click

Exhibit 13-15 Insert dialog box I O n the Insert button menu,

Insert

click

Insert 9 Shift cels down Entire row Entire coulmn Shift cells right

OK

Delete Cells. T h e

Delete dialog b o x opens. T h e Shift cells up option

Cancel

Insert Cells.

T h e Insert dialog

button is selected by default. Click OK. T h e dialog b o x closes, the selected cells are deleted, and the cells b e l o w the selected cells m o v e up t w o rows.

b o x opens. T h e Shift cells d o w n option button is

Wrapping Text Within a Cell

selected because

You c a n force text that extends b e y o n d a cell's border

this is the most

to fit within the cell. First, m a k e the cell with truncated

likely action you

text the active cell. T h e n , click the W r a p T e x t button in

will take for the

the Alignment group on the H o m e t a b . T h e r o w height

selected range.

increases as needed t o wrap all the text within the cell.

I Click OK. T h e dialog b o x closes, four cells are inserted, a n d the selected cells move down t w o

Y o u c a n click the W r a p T e x t button again t o turn o f f the text wrapping within the active cell.

rows.

( M a k e sure the range B3:C4 is selected. | O n the H o m e t a b , in the Cells group, click the

Wrap text within a cell. cell B4

Delete button arrow to open the Delete button

Make

menu.

print extends past the right b o r d e r o f cell B 4 .

the active cell. T h e title o f the Dali

Chapter

13: Creating

a

Workbook

Entering a Formula

I O n the H o m e tab, in the Alignment group, click the

Wrap Text button p p .

T h e text wraps t o a sec-

A formula is a mathematical expression

ond line so that the entire title is visible, and the

that returns a value. In most cases, this is a

r o w height increases s o y o u c a n see both lines o f text within cell B 4 . See E x h i b i t 1 3 - 1 6 .

number. Every Excel formula begins with an equal sign ( = ) followed

Wrap Text button

by an expression that describes the operation t o be

libit 13-16 Cell with text wrapping

WBH ™ W

rt

e ft H o mCalibri

J

Page Layout

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I

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'A*

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=

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i

Mumbei

9

are arithmetic operators that perform addiexponentiation. F o r example, the following

D

JL Inventory Date 3/12/2014 JL _3_ Artist Title Item NumberInventory T h e D i s i n t e g r a t i o n of t h e 4 Dali Persistence of Memory ^ D-1287 25 5 Kandnisky Mery Structure K-0283 18 6 Pciasso Woman with a Bule HatP-927\3 22 7 van Gogh Stary Night over the RhonVe-3\028 36 text wrapped to two lines

I Save the w o r k b o o k .

the cell. T h e most c o m m o n l y used operators tion, subtraction, multiplication, division, and

T h e Disintegration of the Persistence of M e m o r y

A

operators that c o m b i n e different values, returning a single value that is then displayed in

General

mmm mm

ri

B4

_A

Fo a

-

Past

done. A formula is written using

formula adds 5 and 7, returning a value o f 1 2 :

= 5+7 However, m o s t f o r m u l a s in Excel contain references t o cells that store numbers rather than the specific values. F o r example, the following formula returns the result o f adding the values in cells A l and B 2 :

=A1+B2

So, if the value 5 is stored in cell A l and the value 7 is stored in cell B 2 , this formula w o u l d also return a

loi 6 Entering Formulas 3

and Functions

U

value o f 1 2 . Exhibit 1 3 - 1 7 describes the different arithmetic operators and provides e x a m p l e s o f formulas. If a formula contains m o r e than one arithmetic operator, Excel performs the calculation using the same order o f precedence you might have already seen in math

p to now, you have entered only text, numbers, and dates in the w o r k s h e e t . However, the main

reason for using Excel is t o display values calculated from data. F o r example, the w o r k b o o k has all the data needed to determine the total inventory M o d A r t e has in stock and the value o f the current inventory. Such calculations are added t o a w o r k s h e e t using formulas and functions.

classes. T h e

order of precedence

is a set o f predefined

rules used to determine the sequence in which operators are applied in a calculation—first exponentiation ( ) , second multiplication (*) a n d division (/), and third A

addition ( + ) and subtraction ( — ) . F o r example, the following formula returns the value 2 3 because multiplication—in this case, 4 * 5 — t a k e s precedence over addition:

=3+4*5 If a formula contains t w o o r m o r e operators with the same level o f precedence, the operators are applied

formula A mathematical expression that returns a value.

in order from left t o right. T h e following formula first

operator A mathematical symbol used to combine values. order of precedence A set of predefined rules used to determine the sequence in which operators are applied in a calculation—first exponentiation ( ) , second multiplication and division (I), and third addition ( + ) and subtraction ( A

Chapter

13:

Creating

a

Workbook

You can also create formulas ii Excel that retur ayes/no value,

Exhibit 13-17 Arithmetic operators

Operation

Arithmetic Operator

Example

Description

Addition

+

=10+A1 = B1+B2 + B3

Subtraction

-

=C9-B2 =1-D2

Adds 10 to the value in cell A1 Adds the values in cells B1, B2, and B3 Subtracts the value in cell B2 from the value in cell C9 Subtracts the value in cell D2 from 1

Multiplication

*

=C9*B9 = E5*0.06

Multiplies the values in cells C9 and B9 Multiplies the value in cell E5 by 0.06

Division

/

=C9/B9 =D15/12

Divides the value in cell C9 by the value in cell B9 Divides the value in cell D15 by 12

Exponentiation

A

= B5 3 =3 B5

Raises the value of cell B5 to the third power Raises 3 to the value in cell B5

A

A

calculates the leftmost o p e r a t i o n — i n this case, 4 * 1 0 —

T o change the order of o p e r a t i o n s , y o u c a n enclose

and then divides that result ( 4 0 ) by 8 t o return the

parts o f the formula within parentheses. A n y expres-

value 5 :

sion within a set o f parentheses is c a l c u l a t e d before the

=4*10/8

rest o f the f o r m u l a . T h e formula

= (3+4)*5

Order of Precedence Rules in Action The order of precedence has a big impact on how Excel calculates the results of a formula. As you can see in the following examples, including or moving parentheses within a formula can greatly affect the results. Formula

Result

= 50+10*5 = (50+101*5 = 50/10-5 = 50/(10-5) =50/10*5 = 50/(10*5)

100 300 0 10 25 1

Notice the large difference in the result for each pair of equations. Imagine if you were in charge of ordering cases of widgets based on the formula = 50/(10*5), but you input the formula into the worksheet as =50/10*5, resulting in a total of 1 instead of 25. Customers might end up in a tug-ofwar for the single widget.

first calculates the value of the expression inside the parentheses—in this case, ( 3 + 4 ) — a n d then multiplies that total o f 7 by 5 to return the value 3 5 . Y o u c a n enter a formula by typing each cell reference. Y o u c a n also enter a cell reference by clicking the cell as you enter the f o r m u l a . T h e latter technique reduces the possibility of error caused by typing an incorrect cell reference.

ACTIVITY Enter formulas. Q|

Make

cell F4

the active cell. Y o u will enter a for-

mula to calculate the inventory value o f the Dali print. I In cell F 4 , type = to begin the formula. T h e equal sign indicates that you are

^ k T i p : Remember, formulas always begin with = (an equal sign).

entering a formula rather than data

B e sure to check that the parentheses are correctly placed within a formula to ensure the accuracy of the results. Chapter

13:

Creating

a

Workbook

I After the equal sign, type D so that the formula so

(Click cell D5.The cell

far is = D . A list o f Excel function names starting

reference is inserted

with the letter D appears below the cell. You can

into the formula on

ignore this for n o w ; you'll learn more about Excel

the formula bar. At

functions shortly.

this point, any cell

^ T i p : You can type the cell reference directly in the formula instead of clicking a cell.

you click changes the

) Type 4 so that the formula so far is =D4. T h e

cell reference used in the formula. The cell reference

function list closes because it is obvious you are

isn't " l o c k e d " until you type an operator.

entering a formula, not a function. A blue b o x surrounds cell D 4 t o s h o w you which cell you are

Type * t o enter the multiplication operator. T h e

referencing in the f o r m u l a , and the corresponding

cell reference for cell D 5 is " l o c k e d " in the for-

cell reference D 4 in the f o r m u l a you are typing

mula, and the next cell you click will be inserted

is also colored blue. Cell D 4 contains the current

after the operator.

inventory o f the Dali print. See E x h i b i t 1 3 - 1 8 .

Click

cell E5 t o enter its cell reference in the

formula. Press the

Exhibit 13-18 Formula using a cell reference

Enter key to enter the ^odArte"Inventory ^ Microsoft'Excef ,

ll

formula.

b

i

i

Conditional Format Cell F o r m a t t i n g - as T a b l e • Styles Styles

A

2

B

Inventory D a t e

C

D

|

Cell F 5 displays

| * Delete!

the value

Format! Cells

$93.06, which is

E

the total

3/12/2014

value o f the Item N u m b e r Inventory

Title

Artist

4

Dali

Persistence o f M e m o r y

D-1287

25

5

Kandinsky

M e r r y Structure

K-0283

18 \

inventory.

Inventory V a l u e

Unit Cost

3

T h e Disintegration o f t h e

6

Picasso

W o m a n w i t h a Blue H a t

P-9273

22

7

v a n Gogh

Starry Night o v e r t h e R h o n e

V-3028

36

$4.83

=D4

$5.17 \

$6.24 \

$4.12/

color of cell reference in formula matches cell border

) Type * t o enter the multiplication operator. | Type E4. A green border appears around cell E 4 and the cell reference E 4 in the formula changes t o green. Cell E 4 contains the unit cost for each Dali print.

Viewing Formula Results and Formulas After a formula has

been

en-

tered into a cell, the cell displays

the

results

o f the formula a n d n o t the formula itself.

If the results are not w h a t you expect, you might have entered the formula incorrectly. Y o u c a n view the for-

) Press the Enter key. T h e formula is entered in

mula by selecting the cell and reviewing the expression

cell F 4 , which n o w displays the calculated value

in the formula bar. You can also double-check that the

$ 1 2 0 . 7 5 . T h e result is displayed as currency be-

formula references the correct cell by looking at which

cause cell E 4 , referenced in the formula, contains a

cells are color coded.

currency value. I In cell F 5 , type = t o begin the formula. Any cell that you click n o w will be inserted as the cell reference o f the selected cell into the formula until you complete the formula by pressing the Enter o r T a b key.

Chapter

ACTIVITY View a formula in a cell.

nfc M a k e cell F4 the active cell. T h e formula you

entered appears in the formula bar, and the value

13: Creating

a

Workbook

ON T H E J O B

L

Creating Effective Formulas You can use formulas to quickly perform calculations on business, science, and engineering data. To use formulas effectively, keep in mind the following: ^

^

Keep formulas simple. Use functions in place of long, complex formulas whenever possible. For example, use the SUM function instead of entering a formula that adds individual cells. This makes it easier to confirm that the formula is accurate. Do not place important data in formulas. The worksheet displays only formula results rather than the actual formulas with that important data. For example, the formula =0.05*A5 calculates a 5% sales tax on a price in cell A5, but hides the 5% tax rate. Instead, you should enter the tax rate in an-

returned by the formula appears in the cell. See Exhibit 13-19.

other cell, such as cell A4, with an appropriate label and use the formula =A4*A5 to calculate the sales tax. Readers can then see the tax rate as well as the resulting sales tax. Break up formulas to show intermediate results. Complex calculations should be split so that the different parts of the computation are easily distinguished and understood. For example, the formula =SUM(A1:A10)/SUM(B1:B10) calculates the ratio of two sums, but hides the two sum values. Instead, enter each SUM function in a separate cell, such as cells A11 and B11, and use the formula =A11/B11 to calculate the ratio. Readers can see both sums and the value of their ratio in the worksheet and better understand the final result.

I Press the Esc key to remove the focus f r o m the formula bar and to display the c a l c u l a t e d value in

I C l i c k in the formula bar. T h e cell displays the

cell F 4 .

f o r m u l a again, the colored b o x e s appear around each cell referenced in the f o r m u l a , and the cell references in the formula bar are colored with the s a m e colors so that you can quickly m a t c h the cell references with their locations in the worksheet.

Copying and Pasting Formulas S o m e t i m e s , you'll need to repeat the s a m e formula for several rows o f data. R a t h e r than retyping the f o r m u l a , you can copy the formula, and then paste it into the remaining r o w s . Pasting a formula is different f r o m pasting a value. W h e n you paste a copied or cut f o r m u l a , E x c e l adjusts

Exhibit 13-19 Formula and formula result ModArteinJJntory^Microsotu^^

formula appears in formula bar

the

I

cell

ences the

refer-

used

in

formula

reflect

the

location

of

formula

in

to new

worksheet.

A B c | D E r 1 1 Inventory Date 3/12/2014 2 3 Artist TiThtle Disintegration of the Item NumberInventory Unit Cost Inventory Value 25 $48 .3 $1207.5^ Persistence of Memory D-1287 4 Dali 5 Kandnisky Mery Structure K-0283 18 $51 .7 $930.6 6 Picasso Woman with a Bule HatP-9273 22 $62 .4 7 van Gogh Stary Night over the RhonVe-3028 36 $41 .2 13:

Creating

the For

e x a m p l e , if a for-

5

Chapter

the

mula in cell C 3 contains

a

cell

reference t o cell B l , it c o n t a i n s a cell reference t o

formula result appears in cell

a

Workbook

Its a good idea to check the cell references in a pied formul; ensure the cell references cha)^^^^^ expected them to

formula pasted in cell F6

Exhibit 13-20 Formula copied and pasted

i n -j* Conditional Format Cell F o r m a t t i n g » as Table * Styles '

01

Insert

3* DeletAM Form*

F6

A 1

B

C

Inventory D a t e

D

F

E

3/12/2014

2 3

Artist

Title

Item N u m b e r I n v e n t o r y

Inventory V a l u e

Unit Cost

The Disintegration o f t h e

the cell t w o cells above a n d

4

Dali

Persistence of M e m o r y

D-1287

25

$4.83

5

Kandinsky

M e r r y Structure

K-0283

18

$5.17^

Picasso

W o m a n w i t h a Blue Hat

P-9273

22

v a n Gogh

Starry Night over t h e R h o n e

V-3028

36

Zl

one cell t o the left o f the cell

7

^$120.75

"Jig

$93.06 $137.28 A

containing the f o r m u l a . Y o u could copy this formula a n d

formula cooied from this cell

then paste it into cell E 5 , a n d

result of the pasted formula

the cell reference in the formula would automatically change t o cell D 3 , the cell that is t w o cells above and one cell t o the left o f the cell containing the formula.

Entering a Function

Excel does this automatically because you want t o rep-

In addition t o cell references a n d operators, formu-

licate the actions o f a formula rather than duplicate the

las can also contain functions. A

specific value the formula generates.

operation that returns a value. Functions are used t o

function is a named

simplify formulas, reducing w h a t might be a long e x pression into a c o m p a c t statement. F o r example, to add the values in the range A 1 : A 9 , y o u could enter the long

Copy and paste formulas.

formula:

M a k e sure cell F4 is the active cell. This cell eontains the formula you w a n t t o copy.

Or, you could use the S U M function t o accomplish the

V\\ O n the H o m e t a b , in the C l i p b o a r d group, click the

Copy button

\^\. T h e formula

=A1+A2+A3+A4+A5+A6+A7+A8+A9 same thing:

=SUM(A1:A9)

is copied t o the

Clipboard. A blinking b o x surrounds the cell, indicating that you c a n paste the cell contents. Click cell F6. This is the cell in which you want to paste the formula.

Hfc In the Clipboard group, click the Paste button. Excel

In both cases, Excel adds the values in cells A l through A 9 , but the S U M function is faster and simpler to enter a n d less prone t o a typing error. You should always use a function, if one is available, in place o f a long, c o m p l e x formula.

pastes the formula into the selected cell. Notice in the formula bar that the formula has changed from =D4*E4

^

to

=D6*E6.

ACTIVITY

See Exhibit 1 3 - 2 0 .

M a k e cell F7 the active cell. Paste the contents o f the C l i p b o a r d into the cell. Y o u can paste the formula w i t h o u t recopying because the blinking b o x still surrounds the cell whose contents you copied

Enter a function. QP

M a k e cell D8 the active cell.

Q^Type = to begin the formula. ^ T y p e SUM t o enter the function n a m e . As when

to the C l i p b o a r d .

you entered the formula, a list o f functions opens

functio function A named operation that returns a value.

listing functions that begin with the letters you typed.

U

Chapter

13: Creating

a

Workbook

1

if you use A u t o S u m with the S U M f u n c t i o n in a cell t o

Excel Functions

the right o f a r o w o f values, Excel assumes y o u w a n t t o

Excel supports over 300 different functions from the fields of finance, business, science, and engineering. For example, the PMT function calculates the amount of the loan payments based on an interest rate and a payment schedule; and the CONVERT function converts a number in one unit of measurement system to another unit of measurement. Functions are not limited to numbers. Excel also provides functions that work with text and dates, such as LOWER, which converts all the characters in a cell to lowercase letters, or NETWORKDAYS, which calculates the number of workdays between two dates.

is incorrect, you c a n change it.

J

J

* Insert

£ AutoSum » &

Function »

j^

Recently Used - & Financial

summarize the values in that row. If t h e range reference

Logical »

£^ Lookup & Reference

Text *

f$

Date &Time

fi| More Functions

Math & Trig »

Function Library

T o use A u t o S u m with the S U M f u n c t i o n , click the Sum button [Zj

group on the Formulas t a b .

More AutoSum Functions In addition to the SUM function, you can use AutoSum to insert all of the functions described below: ^

J

| Type (. T h e list closes and a ScreenTip appears, s h o w i n g h o w the S U M function should be written.

| Select the range D4:D7. T h e function changes t o include the cells you selected,

in the Editing group on t h e H o m e t a b

o r click the A u t o S u m button in the F u n c t i o n L i b r a r y

SUM—Sum of the values in the column or row

Sum Average Count Numbers Max Mm

^

AVERAGE—Average value in the column or row

^

COUNT—Total count of numeric values in the column or row

^

MIN—Minimum value in the column or row

^

MAX—Maximum value in the column or row

More Functions..

To use AutoSum with a function other than the SUM function, click the Sum button arrow in the Editing group on the Home tab or click the AutoSum button arrow in the Function Library group on the Formulas tab, and then select one of the functions in the list.

^ T i p : You can also type a range reference directly in a function.

and a blinking b o x surrounds the selected range. T h e values to calculate the total inventory are stored in the range D 4 : D 7 . ^ T y p e ) t o complete the function. T h e blinking b o x changes t o solid blue, the range reference in the function changes t o blue text, and the complete function,

=SUM(D4:D7), appears

in cell D 8 .

Press the Tab key t o enter the function. T h e calculated value o f the S U M function appears in cell D 8 , indicating that the total inventory is 1 0 1 prints.

Use AutoSum. Q)

M a k e cell F8 the active cell. O n the H o m e t a b , in the Editing group,

Using AutoSum A quick a n d easy w a y t o enter c o m m o n l y used function is with the A u t o S u m feature. AutoSum inserts one o f five c o m m o n functions and a range reference that E x c e l determines by examining the layout o f the data and c h o o s i n g the most likely range. F o r e x a m p l e , if you use A u t o S u m with the S U M function in a cell that is b e l o w a c o l u m n o f numbers, Excel assumes that you w a n t t o summarize the values in the c o l u m n . Similarly,

click the

Sum button

Z]. T h e S U M function with the range reference F 4 : F 7 is entered in cell F 8 .

^ Tip: To change the range reference, drag the square in any corner of the selected range, select a different range in the worksheet, or type a different range reference directly in the formula.

See E x h i b i t 1 3 - 2 1 .

AutoSum A feature that inserts the SUM, AVERAGE, COUNT, MIN, or MAX function.

of the sheet.

Exhibit 13-21 SUM function entered with AutoSum

Page Layout view shows

h o w the sheet will

look when printed. Page Break Preview displays the location o f page breaks within the worksheet. T h i s is particularly useful w h e n a worksheet will span several printed pages a n d y o u want to control

N I SERT • Z m m m SORT & F i n d & CONDTIO I NAL FORMAT CELL ^ DELETE • FORMATTN I G - AS TABLE* STYLESF ILETdEiRt i n g S e l e c t ' Styles j§ FCells ORMAT •

?NERA!

1

Number

L

what content appears o n each page. T h e view

.

0

1

Inventory

F 1

Inventory Value 7 t } $4.83 $120.75

buttons are located o n the right edge of the status bar. Y o u can also change the view by clicking the appropriate button in the W o r k b o o k Views group on the View t a b .

H

Unit Cost

= 18

$5.17

22

$6.24 j j $4.12 ["

36

ACTIVITY

1

Change worksheet views.

$93.06

I O n the right

$137.28 $148.32

end o f the

101

Sum function entered in cell

/

/[

SUM(numberl

• [numberi],...) ]

status bar, click the

Page Layout button 0 T h e page layout

^k,Tip: To view the workbook in the full screen space, click the Full Screen button in the Workbook Views group on the View tab.

of the worksheet I Press the Enter key to accept the formula. T h e total inventory value, $ 4 9 9 . 4 1 , is displayed in cell F 8 . I Save the w o r k b o o k .

appears in the w o r k s p a c e . T h e data appears on two pages. I Change the z o o m level t o 60%. See Exhibit 1 3 - 2 2 . I O n the status bar,

LO13.7 Preuiewing and Printing a Workbook

click the

Page Break

Preview button [H. T h e view switches to Page Break Preview, which

Problem? If the AWelcome to Page Break Preview dialog box opens, click OK to close the dialog box, and then continue with Step 4 .

hen you have finished the final edit o f the work-

shows only those

b o o k , you might w a n t t o print a hard copy.

parts o f the current

However, before you print the w o r k b o o k , you should

worksheet that will

preview it to ensure that it will print correctly.

print. A dotted blue line separates one page from another.

Changing Worksheet Uiews

I Change the z o o m level t o 120% so that you can

You c a n view a worksheet in three ways.

Normal view,

which you have been using, simply shows the contents

more easily read the c o n t e n t s o f the worksheet. See Exhibit 1 3 - 2 3 .

I M a k e the Documentation worksheet the active sheet. T h e D o c u m e n t a t i o n worksheet is still in

Normal view The Excel view that shows the contents of the current sheet.

N o r m a l view.

Page Layout view The Excel view that shows how the current sheet will look when printed. Page Break Preview The Excel view that displays the location of page breaks within the worksheet.

I M a k e the Inventory worksheet the active sheet.

I O n the status

bar, click the

Normal button [jgj. T h e

worksheet returns t o N o r m a l view. A dotted black line indicates where a page break will be placed when the worksheet is printed.

Chapter

13: Creating

a

Workbook

Exhibit 13-22 Worksheet displayed in Page Layout view '^bdAr^nventory^MicrosoftExcel^ Review

View General

4^0/

Alignment F9

»

'

VO

*0. 0.0 0.0 *o.

^•Insert -

Conditional Format Cell F o r m a t t i n g " as T a b l e • S t y l e s "

.

»

Number

Styles

X

~

3* D e l e t e ! V ] FormatCells

^

ArjT

& < » Sort & F i n d & Filter " S e l e c t Editing

'

MTT^zl ' I ' 3| ' I i\ I ' ;| I e| I F | Q 1 H 1 I | 41 K 1 LIM Ccilk to add header nIvento$ry120V7.a5ule $1933702..68 $ $ 19 49 84 3..1 2 $4 1

nIventory DaeThl<> ni<;inf 1 32 ,/20n1f4 D 1--2 28 7 h t e P e r s i t e n c e A r t s i t T i t l Iem NtumnIbevrntory2 1528Unti$$C4581o..3 7st K 0 8 3 Mom eyranStruw ctuthireaofBuetlP D 9 2 7 H 3 a 2 P ivanaaislsoGoghW c Stary Ngiht over hteV3-0R 2h8one 13061 $62.4 Kandnisky Arjrarinn

m

worksheet is on two pages

1

—k

r

•

^e Layout button

< » m Ready

Documentation

H

t

Inventory

llOS 60%

t

P a g e : 2 of 2

Page Break Preview button Exhibit 13-23 Worksheet displayed in Page Break Preview

Insert

Page Layout

Calibri

bi

Clipboard F9

Formulas

Review

" A* m & Bd • <3» - A - ^= '11

u-

Data

Font

A'

=

=

^j-

j*

General $

' %

•

*oo

*°o

Conditional Format Cell F o r m a t t i n g " as T a b l e " Styles "

0 1

Insert '

^ 3 e taet "JjJ* D F oe rl m

X

^Q"

Sort & F i n d & F i l t e r " Select -

Alignment

ri

A B C D 1 * [ 1 Inventory Date 3/12/2014 i I 2 1 1 3 Artist TTihtle Disintegration-^ the Item NumberInventory 4 Dali 25Unit C$os4t.83 ||Inven$t1o2ry07.V5alue 1 Persistence of lvfe7nof^| f 5 Kandnisky Mery Structure K-0283 18 $5.17 | $930 .6 1 6 Picasso Woman with a Bule HatP-9273 22 $62 .4 ! $1372 .8 1 7 van Gogh Stary Night over the RhonVe-3028 36 $41 .2 ! $1483.2 8 101 $4994 .1 1 9 indicates page A

i

break

Chapter

13:

Creating

a

Workbook

1

1

1

Changing the Orientation You c a n adjust the worksheet s o that it prints on a single page. T h e simplest w a y t o accomplish this is t o change the page orientation. By default, Excel displays pages in portrait orientation, where the page is taller than it is wide. In many cases, however, y o u will want t o print the page in landscape orientation, where the page is wider than it is tall.

Change the page orientation. Q P On the R i b b o n , click the

Page Layout tab. Q P Change the z o o m level t o 110%.

QP

In the Page Setup group, click the

Orientation

button.

I At the t o p o f the left c o l u m n , in the Copies b o x ,

|P O n the menu, click Landscape. T h e page orientation changes t o landscape, a n d the dotted line moves t o between c o l u m n s I and J t o indicate the new page break. T h e Inventory worksheet content n o w fits o n o n e page.

make sure 1 appears so that only o n e copy o f the w o r k b o o k will print. I If the printer t o which you w a n t t o print is not already listed in the Printer b u t t o n , click

the Printer button, and then click the desired printer.

Previewing and Printing a Workbook

) In the Settings

Y o u c a n print the c o n t e n t s o f a w o r k b o o k by using the Print t a b in B a c k s t a g e view. T h e Print t a b provides options f o r choosing w h a t t o print a n d h o w t o print.

group, click the

Print Active Sheets button, and then

to print, which printer t o use, a n d w h a t t o print. You

Print Entire Workbook. T h e

can choose t o print only the selected cells, the active

preview changes t o

sheets, o r all o f the worksheets in the w o r k b o o k that

show the D o c u -

contain data. T h e printout will include only the data

mentation w o r k -

F o r e x a m p l e , y o u c a n specify the n u m b e r o f copies

click

in the worksheet. T h e other elements in the worksheet,

sheet as the first

^ T i p : You can also choose to print only the selected cells, the active sheet (or sheets), or all the worksheets in the workbook that contain data.

such as the r o w and c o l u m n headings and the gridlines

page t o be printed

around the cells, will n o t print. Y o u also see a preview

of t w o pages. T h e D o c u m e n t a t i o n worksheet is

of the w o r k b o o k so y o u c a n check exactly h o w the

still in portrait orientation.

printed pages will l o o k with the settings you selected before you print.

( B e l o w the preview, click the

button

Next Page

[•]. T h e second page appears in

the preview. T h e Inventory w o r k s h e e t is in landscape o r i e n t a t i o n . See E x h i b i t 1 3 - 2 4 .

Preview and print a workbook. QP

Click the

File t a b .

In the navigation bar, click

T h e Print t a b appears in Backstage view.

Chapter

13: Creating

a

Workbook

I At the t o p o f the second c o l u m n , click the Print

Print.

button. T h e w o r k b o o k is sent t o the printer a n d Backstage view closes.

Exhibit 13-24 Print tab in Backstage view

POm^Bj

Home

preview

Insert Page Layout Formuals Daat Reveiw Veiw Print Copies:

click to print with the current settings

1

HP Photosmart C5500 series

nicftne 1-287 Sutiau» D K 0 -283 •MyN*fi event* Wwne V30-28

Ready

V*~>

Prniter Properteis Prnit the entrie workbook

Print Entire Workbook

click this button to change what will print

,

»Si12-7 S1207S3»3 OS $ SS**3 122A SH8$31237 28

Collated

"^^1,2,3 U 3 1^3 Landscape Orientation

1

Letter 8 5 x l l i n .

click this button to change the orientation

•

85."xU"

1 Normal Margins

=iJ • C

Left 07 ." Right N o Scaling

07 ." Page SeUij;

i ^OlOlPrnit sheets at theri actual szie click to scroll to the next page «

2

of2

Viewing Worksheet Formulas

I In the F o r m u l a

M o s t o f the time, you will be interested in only the final results o f a w o r k s h e e t , n o t the formulas used t o cal-

Auditing g r o u p , click the Show

culate t h o s e results. In some cases, you might w a n t t o

Formulas button.

view the f o r m u l a s used to develop the w o r k b o o k . This

T h e cells c o n t a i n -

is particularly useful when you encounter unexpected

ing f o r m u l a s n o w

results a n d y o u w a n t t o e x a m i n e the underlying for-

display the f o r m u -

^k, Tip: You can also view formulas by pressing the Ctrl+ keys. T h e key (grave accent symbol) is usually located above the Tab key. X

x

mulas, d o c u m e n t the formulas, o r s h o w the formulas

las instead o f the

to s o m e o n e else. Y o u c a n view the formulas in a w o r k -

c a l c u l a t e d values,

b o o k by switching t o formula view, which displays the

and the c o l u m n s widen so y o u c a n see t h e entire

formulas used in a worksheet instead o f the resulting values. In f o r m u l a view, the c o l u m n s containing formulas temporarily widen so that you c a n see the entire formulas.

formulas. | Scroll the worksheet t o the right t o view the formulas in columns D and F. See E x h i b i t 1 3 - 2 5 .

ACTIVITY View the worksheet formulas.

B O n the R i b b o n , click the Formulas

tab.

formula view The Excel view that displays formulas used in a worksheet instead of the resulting values.

Chapter

13: Creating

a

Workbook

Exhibit 13-25 Worksheet in formula view

formulas displayed instead of calculated values

Scaling a Printout

I In the Scale t o Fit

You c a n scale the w o r k s h e e t t o force the c o n t e n t s t o fit on a single page. T o scale s o m e t h i n g means t o change

group, click the

Width arrow, and

its size p r o p o r t i o n a t e l y . Y o u c a n scale a printout by

then click 1 page.

specifying the n u m b e r o f pages y o u w a n t the printout

I In the Scale t o Fit

to fit o n , which reduces, as needed, the width and the height o f the printout t o fit. Y o u c a n also scale a print-

group, click the

Height arrow, and

out by specifying t h a t it print at a percentage o f its

then click 1 page.

actual size. You c a n scale a p r i n t o u t using the Width

T h e worksheet in

and Height boxes in the Scale t o Fit group on the Page

formula view n o w

Layout tab.

fits on a single page.

^ T i p : You can also scale a printout by clicking the No Scaling button on the Print tab in Backstage view, and then clicking Fit Sheet on One Page.

I Switch to Page Layout view. Change the zoom level to 60% if it is n o t already set.

Scale a printout. ^

O n the R i b b o n , click the

I If you c a n n o t see all o f the c o n t e n t s o f the work-

Page Layout tab.

sheet, scroll the worksheet as needed. As you can see, the formula view o f the worksheet fits on one page. See Exhibit 1 3 - 2 6 .

ien formulas an displayed, you can sc the worksheet to fit on o page with the expanded column widths

( O n the R i b b o n , click the

Formulas tab.

In

the F o r m u l a Auditing g r o u p , click the

Show Formulas button. T h e cells

containing

formulas n o w display the calculated values, and the c o l u m n s return t o their previous widths. I Save the w o r k b o o k , and then close it.

printout width I and height set to one page

Exhibit 13-26 Worksheet in formula view scaled to one page

I^ArteTnventor^^Microsoft ExceP

I Aa I ™ I a ^| E

lpage

Colors -

[2 F o n t s Themes , — ,

\Q] Effects -

Headings

- i j Bring F o r w a r d »

Align -

1 page Margins Orientation w

w

Size

Print

a w Page Setup

w

r e a

Breaks B a c k g r o u n d w

Print Titles

' J 0

rsl r» |

Themes

65%

C

View

• Sheet Print O p t i•o n s Print

I ' :| " " I 1

$ k S e l e c t i o n Arrange Pane

1 A

I

1

5

text size reduced to fit the worksheet on one page

Ccilk to add header

TThitlee Dsintegraotin of the Persitence of Memoyr D1-287 M eyranStruw cture K0-283 P9-273 W Staom ry Ngihtthiovear htBeuleRH hoante V3-028 = SUMD (4D:7)

nI=venD to4ryE'4Vaule =D 5E'5 D= :7*ED76E-6

zoom level set to 60%

Ready

i 3

| Page: 1 of 1

Inventory

Quiz Yourself

0«l

1

1 0 . Describe the t w o types o f cell ranges in E x c e l . 1 1 . W h a t is the range reference for cells A l through

what-if analysis.

1.

Define

2.

W h a t is the difference between a w o r k b o o k and a worksheet?

3.

W h a t is the cell reference for the cell located in the third c o l u m n and fifth r o w o f a worksheet?

4.

List t w o ways o f identifying the active cell in the worksheet.

5.

List the three types o f data you can enter into a worksheet.

6.

In w h a t t w o places can you edit cell content?

7.

W h a t does it mean when text is truncated?

8.

E x p l a i n h o w the AutoFit feature w o r k s .

9.

Describe the difference between clearing data and deleting d a t a .

A 5 and cells F l through G 5 ? 1 2 . H o w can you force text that e x t e n d s beyond a cell's border to fit within the cell? 1 3 . W h a t is a formula? 1 4 . W h a t is the order of precedence? 1 5 . Write the formula that adds the values in cells D 4 and E 7 and then divides the sum by the value in cell C 2 . 1 6 . W h a t is a function? W h y are functions used? 1 7 . W h a t formula would you enter to add the values in cells B 4 , B 5 , and B 6 ? W h a t function w o u l d you enter to achieve the same result? 1 8 . H o w do you display the f o r m u l a s used in a worksheet?

Practice It

1 1 . Enter the following data into the new column A : cellAl:

PRACTICE IT 13-1 1.

c e l l A 2 : 9/30/2014 cell A 3 : 10/4/2014

Create a new, blank w o r k b o o k , and then save the

c e l l A 4 : 10/8/2014

workbook as Card Shoppe. 2.

Delete the Sheet3 w o r k s h e e t from the w o r k b o o k .

3.

Rename the S h e e t l w o r k s h e e t as R e n a m e the Sheet2 w o r k s h e e t

4.

Customer Orders. as Documentation.

M o v e the D o c u m e n t a t i o n w o r k s h e e t t o be the first sheet in the w o r k b o o k .

5.

In the D o c u m e n t a t i o n w o r k s h e e t , enter the follow-

c e l l A 5 : 10/9/2014 cellA6:

ters. AutoFit the contents o f columns D, E, and F. 1 3 . Clear the data from r o w 4 , and then delete the row. 1 4 . Select the range A 1 : F 5 . Use drag and drop or cut and paste t o move the selected range t o range A 4 : F 8 .

Customer Orders. In cell September 29 to October 17.

1 5 . In cell A l , enter

Card Shoppe cell B 3 : your n a m e

cell A 4 : Date:

cell B 4 : the current date

1 6 . W r a p the text in cell A 2 .

cell A 5 : Purpose:

cell B 5 : To track customer

1 7 . In cell F 5 , enter a formula that multiplies the number o f cards in cell D 5 by the price per card in cell E 5 t o calculate the total charge for the customer in row 5 .

In the C u s t o m e r Orders w o r k s h e e t , enter the following labels in the cells specified:

1 8 . Copy the formula in cell F 5 , a n d then paste it into cells F 6 , F 7 , and F 8 .

Last Name c e l l B l : First Name cell C I : Number of Cards cell D l : Price per Card cell E l : Total Charge cellAl:

7.

1 9 . In cell D 9 , enter the S U M function t o add the total number o f cards ordered. 2 0 . In cell F 9 , use AutoSum t o enter the S U M function to calculate the total charge for all o f the customer

2 1 . View the worksheet in Page L a y o u t view and Page

cell A 2 : Ferrara

cell B 2 : Joseph

cell A 3 : Roberts

cell B 3 : Mildred

cell A 4 : Klasner

cell B 4 : Floyd

Break Preview. Return t o N o r m a l view. 2 2 . Change the page orientation o f the Customer Orders worksheet t o landscape.

cell A 5 : Foust-Whitman cell B 5 : Isabella

2 3 . Print the entire w o r k b o o k .

cell A 6 : Rasnick

2 4 . Change the C u s t o m e r Orders worksheet t o for-

cell B 6 : Shirlee

mula view. Scale the w o r k s h e e t t o fit on one page.

In the Customer Orders w o r k s h e e t , enter the following order quantities a n d charges:

9.

orders.

In the Customer Orders w o r k s h e e t , enter the following customer n a m e s :

8.

A 2 , enter

cell A 3 : Author:

orders for Card Shoppe 6.

10/17/2014

1 2 . Set the width o f columns A, B , and C to 1 5 charac-

ing data in the cells specified: cellAl:

Order Date

cell C 2 : 22

cell D 2 : $2.99

2 5 . View the worksheet in Page L a y o u t view at 7 0 % zoom.

cell C 3 : 11

cell D 3 : $3.49

2 6 . Turn o f f formula view.

cell C 4 ;

2

cell D 4 : $3.99

2 7 . Save the w o r k b o o k , and then close it.

cell C 5 :

8

cell D 5 : $3.99

cell C 6 : 35

cell D 6 : $2.49

Edit the c o n t e n t s o f cell C I t o Cards. Edit the contents o f cell C 2 t o 17.

13: Creating

1.

Open the data file Sunderbruch located in the Chapter 13\Practice It folder. Save the w o r k b o o k

as Sunderbruch Paper.

1 0 . Insert a n e w c o l u m n A .

Chapter

PRACTICE IT 13-2

a

Workbook

At the t o p o f the S h e e t l w o r k s h e e t , insert three

8.

AutoFit c o l u m n B .

new r o w s . 3.

Sunderbruch Paper Company Income Statement*. (The asterisk is a In cell A l , enter the text

f o o t n o t e reference t o the note in cell A 2 9 . ) 4.

5.

For the years ending December 31,2012 through December 31,2014.

In cell A 2 , enter the text

In the range C 6 : E 7 , enter the following net sales and c o s t o f sales:

cellC6:

$20,720

cell C 7 :

$6,344

cellD6:

$16,829

cell D 7 :

$6,068

cell E 6 :

$13,845 $4,614

cell E 7 : 6.

In the range C 1 1 : E 1 4 , enter the following

expenses: cell C l l : $2,020 cell C12: $3,257 $644 cell C13: $620 cell C14: cell D l l : $1,833 cell D12: $2,614 cell D13: cell D14:

$507 $500

cell E l l : $1,723 cell E12: $2,277 $464 cell E13: $347 cell E14: In the n o n a d j a c e n t range C 1 8 : E 1 8 ; C 2 0 : E 2 0 ; C 2 4 : E 2 4 , enter the following values f o r O t h e r I n c o m e , I n c o m e T a x e s , and Shares: cellC18: cellD18: cell E 1 8 : cell C 2 0 : cell D 2 0 : cell E 2 0 :

E x p a n d c o l u m n A t o 1 7 c h a r a c t e r s , a n d then

$422 $373 $295 $1,516 $1,247 $1,016

9.

In the range C 8 : E 8 , enter a formula t o calculate the gross margin for each year, where the gross margin is equal t o the net sales minus the c o s t o f sales.

1 0 . In the range C 1 5 : E 1 5 , enter the S U M f u n c t i o n to calculate the total operating e x p e n s e s f o r each year, where the total operating expenses equal t h e sum o f the four expense categories. 1 1 . In the range C 1 7 : E 1 7 , enter a f o r m u l a t o c a l c u l a t e the operating income for each year, w h e r e o p e r a t ing i n c o m e is equal t o the gross margin m i n u s t h e total operating expenses. 12, In the range C 1 9 : E 1 9 , enter a f o r m u l a t o calculate the p r e t a x income for each year, w h e r e p r e t a x income is equal t o the operating i n c o m e plus other income. 13. In the range C 2 2 : E 2 2 , enter a f o r m u l a t o calculate the c o m p a n y ' s net income for each year, w h e r e net i n c o m e is equal t o the p r e t a x i n c o m e minus income t a x e s . 14. In the range C 2 5 : E 2 5 , enter a f o r m u l a t o calculate the earnings per share for each year, where earnings per share is equal t o the net i n c o m e divided by the n u m b e r o f shares. 1 5 . A u t o F i t c o l u m n s C, D , a n d E . 16. Edit the contents o f cell A 1 8 t o capitalize the w o r d income. 17. R e n a m e the S h e e t l w o r k s h e e t as

Income

Statement. 1 8 . R e n a m e the Sheet2 w o r k s h e e t as Documentation and m o v e it t o the beginning o f t h e w o r k b o o k . 1 9 . Delete the Sheet3 worksheet. 2 0 . In the D o c u m e n t a t i o n w o r k s h e e t , enter the following text a n d values:

cell A l : Sunderbruch Paper Company cell A 3 : Author:

cell B 3 : your n a m e

cell A 4 : Date:

cell B 4 : t h e current date

cell A 5 : Purpose:

cell B 5 : Income statement for Sunderbruch Paper Company for 2012 through 2014

c e l l C 2 4 : $3,621 c e l l D 2 4 : $3,001 cellE24:

$2,844

Chapter

13: Creating

a

Workbook

2 1 . View both worksheets in Page L a y o u t view, m a k i n g sure each worksheet fits o n o n e page in portrait orientation.

1 1 . Select the range B 2 6 : F 2 6 , a n d then use AutoSum to calculate the m a x i m u m n u m b e r o f pizzas served in each o f the five restaurants. M o v e the calculated values in the range B 2 6 : F 2 6 t o the range B 1 0 : F 1 0 .

22.

Print the entire w o r k b o o k .

23.

Save the w o r k b o o k , a n d then close it.

12. Select the range B 2 6 : F 2 6 , a n d then use AutoSum to calculate the minimum n u m b e r o f pizzas served in each o f the five restaurants. M o v e the calculated values in the range B 2 6 : F 2 6 t o the range B 1 1 : F 1 1 .

On Your Own

1 3 . In the Sales History w o r k s h e e t , enter the following data:

On Your Own 13-1 1.

Open the data file Sunny located in the Chapter 13\ O n Your O w n folder. Save the w o r k b o o k as Sunny

Day Pizza. Sales History.

2.

R e n a m e the S h e e t l w o r k s h e e t as

3.

Insert 1 2 rows at the t o p o f the Sales History worksheet.

(Hint:

Select r o w s 1 through 1 2 before

Increase the width o f c o l u m n A t o 2 3 characters and increase the width o f c o l u m n s B through F t o

Copy the contents o f the range B 1 3 : F 1 3 . Paste the contents o f the C l i p b o a r d in the range B 7 : F 7 .

6.

In the range A 8 : A 1 1 , enter the following data:

cell A 8 :

Total Pizzas Served

cell A9:

Average per Month

cell A l l : Minimum Select the range B 2 6 : F 2 6 , and then use AutoSum to calculate the sum o f the pizzas served in each o f the five restaurants. 8.

Drag and drop the calculated values that are in the range B 2 6 : F 2 6 t o the range B 8 : F 8 . N o t i c e that the formulas still show the original results because the cell references in the function did n o t change when

14. In cell B 4 , use the S U M function t o add the values in the range B 8 : F 8 . 1 5 . Insert a n e w worksheet. R e n a m e the worksheet

Restaurant Directory.

Select the range B 2 6 : F 2 6 , a n d then use AutoSum to calculate the average n u m b e r o f pizzas served in each o f the five restaurants.

(Hint:

Click the

A u t o S u m button a r r o w t o access additional functions.) 1 0 . D r a g and drop the calculated values that are in the range B 2 6 : F 2 6 t o the range B 9 : F 9 .

workbook.

following data:

cell A l : Sunny Day Pizza cell A2: Restaurant Directory Restaurant Manager Location Phone 1 Grace Anthony 958 Pine Drive 555-3585 2 Lanell Nunez 4514 Trainer 555-3728 Avenue 3 Christina 525 Simpson 555-4093 Steward Street 4 Letitia Breton 3654 Apple 555-7831 Lane 5 Eileen Jones 1087 Summit 555-6117 Boulevard all o f the data is visible.

mm

13: Creating

a

Workbook

(Hint:

Column A should

be wide enough t o display the Restaurant heading,

but not fit the contents in cells A l and A 2 .

You can AutoFit the rest o f the columns t o their contents.) 19. Insert a n e w worksheet in the w o r k b o o k . R e n a m e the inserted sheet as

Documentation.

M o v e the

D o c u m e n t a t i o n worksheet t o be the first sheet in the w o r k b o o k .

m£ffj^ \ Chapter

M o v e the Restaurant

Directory worksheet t o be the first sheet in the

1 8 . Set the widths o f c o l u m n s A through D so that

you moved the range. 9.

cell A 4 : Total Pizzas Served

1 7 . In the range A 4 : D 9 , enter the following data:

cell A 1 0 : Maximum 7.

cell B 3 : 2014

1 6 . In the Restaurant Directory worksheet, enter the

14 characters. 5.

cell A 3 : Year

as

using the Insert c o m m a n d . ) 4.

cell A l : Sunny Day Pizza c e l l A 2 : Sales Report

2 0 . In the D o c u m e n t a t i o n w o r k s h e e t , enter appropri-

each worksheet as needed so t h a t it fits on a single page.

ate data t o record the c o m p a n y n a m e , yourself as the author, the current date, and the purpose of

2 2 . Print the entire w o r k b o o k .

the w o r k b o o k .

2 3 . Save the w o r k b o o k , and then close it.

2 1 . View each sheet in the w o r k b o o k in Page Layout view, and change the page orientation or scale

ADDITIONAL STUDYTOOLS Chapter

13

IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study tear-out Chapter Review Card

^

Take practice quiz to prepare for tests

^

Review key term flash cards (online, printable, and audio)

^

Play "Beat the Clock" and "Memory" to quiz yourself

^

Watch the videos "Enter Text," "Enter Dates and Times," "Change Column Widths," "Insert a Columns or Rows," "Enter Formulas," "Enter a Function," "Use AutoSum," and other concept videos

Chapter

13:

Creating

a

Workbook

Formatting a Workbook Learning Objectives

Introduction F o r m a t t i n g is the p r o c e s s o f c h a n g i n g a w o r k b o o k ' s a p p e a r a n c e by defining the f o n t s , styles, c o l o r s , a n d d e c o r a t i v e f e a t u r e s . F o r m a t ting c h a n g e s o n l y the a p p e a r a n c e o f d a t a — i t does n o t a f f e c t the d a t a itself. E x c e l o r g a n i z e s its f o r m a t t i n g t o o l s in t e r m s o f t h e m e s . As in W o r d , the O f f i c e t h e m e is the d e f a u l t , a l t h o u g h you c a n apply o t h e r t h e m e s o r c r e a t e y o u r o w n . Y o u c a n also use f o n t s a n d c o l o r s that are n o t p a r t o f t h e c u r r e n t t h e m e . As you f o r m a t a w o r k b o o k , Live P r e v i e w s h o w s the e f f e c t s o f the f o r m a t s on the w o r k b o o k ' s appearance. A well-formatted w o r k b o o k can be easier to read and establish a sense of professionalism. It c a n also help draw attention to the points you w a n t to m a k e and provide continuity between the worksheets. T o o little formatting can m a k e the data hard to understand, but t o o much

After studying the material in this chapter, you wil be able to: LO14.I Format text, numbers, dates, and time LO14.2 Format cells and ranges LO14.3 Create an Excel table LO14.4 Highlight cells with conditional formatting LO14.5 Hide worksheet data LO14.6 Format a worksheet for printing

formatting can overwhelm the data. Proper formatting is a balance between these two extremes. Always remember, the goal of formatting is not simply to m a k e a visually attractive w o r k b o o k , but m o r e importantly to accentuate important trends and relationships in the data.

1.04.1 Formatting Data in Cells

D

ata stored in a w o r k b o o k is usually a combination of text, numbers, and dates and

times. F o r m a t t i n g c a n be added to help distinguish one type of data from the other,

and clarify the purpose o f data entered in specific cells. F o r example, labels that identify columns or rows can be formatted differently than text entered in those columns and r o w s . N u m b e r s can be f o r m a t t e d to display symbols such as $ and % , thousands separators, and decimal places to clarify w h a t the numbers mean. Dates can be formatted to display with text and n u m b e r s , n u m b e r s only, or only part o f the stored date. Times can also be displayed in a variety o f f o r m a t s .

Chapter

14:

Formatting

a

Workbook

CHAPTER 1.282,12

11,

294,35 7.959,23 11.521.20 594,32 45.699,32 1.282,12 594,32 45.699, Whether a workbook is for personal use or to share with others, data is more quickly and easily comprehended when formatted appropriately. Symbols such as $ and %, borders, and shading help make the purpose of data apparent at a glance.

Czenon/Shutterstock.com

ACTIVITY Open the workbook. Singleton b o o k as Singleton Rentals. O p e n the data file

located in the Chapter 14\Chapter folder. Save the w o r k -

In the D o c u m e n t a t i o n worksheet, enter your name in

cell B3

and the date in

cell B4.

R e v i e w the contents of the three worksheets. As stated on the D o c u m e n t a t i o n w o r k sheet, the purpose of this w o r k b o o k is to c o m p a r e vacancy rates a m o n g rental properties o w n e d by Singleton Property M a n a g e m e n t in Los Angeles. T h e Yearly Rates w o r k s h e e t lists the rental income and n u m b e r of vacancies for each property for the past t w o years. T h e M o n t h l y R a t e s worksheet will contain an analysis o f the vacancy rates by m o n t h .

Formatting Text F o r m a t t i n g t e x t involves c h a n g i n g f o n t s , f o n t sizes, f o n t styles, a n d c o l o r . T h e s e t e x t form a t t i n g o p t i o n s are the s a m e as t h o s e you w o r k e d with in W o r d . T h e y are available in the F o n t g r o u p o n the H o m e t a b . As in W o r d , every f o n t c a n be f u r t h e r f o r m a t t e d with a f o n t style such as italic,

b o l d , or bold italic, and special effects such as underline, s t r i k c t h r o u g h ,

Chapter

14:

Formatting

a

Workbook

ON T H E JOB

Formatting Workbooks for Readability and Appeal Designing a workbook requires the same care as designing any written document or report. A well-formatted workbook is easier to read and establishes a sense of professionalism with readers. Do the following to improve the appearance of your workbooks:

^ Use consistent formatting throughout the workbook. If negative values appear in red on one worksheet, format them in red on all sheets. Also, be consistent in the use of thousands separators, decinial places, and percentages.

^ Clearly identify each worksheet's purpose. You ^ Pay attention to the formatcan do this by including descriptive column and row ting of the printed workbook. titles as well as labels to identify other important aspects of the worksheet. Also, use a descriptive sheet name for each worksheet.

^ Don't crowd a worksheet with too much information. Each worksheet should deal with only one or two topics. Place extra topics on separate sheets. Readers should be able to interpret each worksheet with a minimal amount of horizontal and vertical scrolling.

,

/ Xe-

Make sure your printouts are legible with informative headers and footers. Check that the content of the printout is scaled correctly to the page size and that page breaks divide the information into logical sections.

Excel provides many formatting options. However, keep in mind that too much formatting can be intrusive, overwhelm data, and make the document difficult to read. A we 11-formatted workbook seamlessly conveys data to the reader. If the reader is spending time thinking about how the workbook looks, it means he or she is not thinking about the data.

^ Place the most important information first in the workbook. Position worksheets summarizing your findings near the front of the workbook. Position worksheets with detailed and involved analysis near the end as an appendix.

a n d color. Finally, y o u c a n set t h e f o n t size t o increase o r decrease the size o f t h e t e x t . R e m e m b e r t h a t fonts

Exhibit 14-1 Theme and non-theme fonts in the font list

are organized into t h e m e a n d n o n - t h e m e f o n t s , so if y o u w a n t t o f o r m a t t e x t with a f o n t t h a t will n o t c h a n g e when the t h e m e is c h a n g e d , use a n o n - t h e m e font.

ACTIVITY

^ Agency FB Single ^t Aharoni ALGERIAN ADuattehoi * Purpo

Format fonts and font styles. QP M a k e the Documentation worksheet the active sheet. M a k e sure QP

cell Al

is the active cell.

5* AjigiuiiNtw

O n the H o m e t a b , in the F o n t group, click the

Font box arrow

available

AflgiiJwUPC

t o display a list o f fonts

Tfc Aparajita

on your computer. T h e first t w o

fonts are the theme fonts for headings and body t e x t — C a m b r i a and Calibri. See Exhibit 1 4 - 1 .

QP At the t o p o f the F o n t list, click Cambria (Headings). T h e c o m p a n y

n a m e in cell A l changes to

the C a m b r i a font, the default headings font in the current t h e m e .

Chapter

14: Formatting

a

Workbook

* Arial T Arial Black ^ Anal Narow * Arial Rounded MT Bold Tfc Arabic Typ«j«tting

non -theme fonts

10 11 12 13 14 15 16

*

Arial Unicode M S

* BaskervU i e Old Face

* Batang

* BatangChe

t Rciuhcius 93

Font Size box arrow

belong t o the w o r k b o o k ' s t h e m e . F o u r colors are des-

I In the F o n t g r o u p ,

^ T i p : You can also click the Font Size change the font size box arrow, and then incrementally by click 24. T h e c o m clicking the Increase pany n a m e changes Font Size or to 2 4 points a n d is Decrease Font Size displayed in cell G l . button 0 in the Font group on the | In the F o n t g r o u p , Home tab. click the Bold

ignated f o r t e x t and b a c k g r o u n d s , s i x c o l o r s are used for accents a n d highlights, and t w o c o l o r s are used for hyperlinks (followed and n o t f o l l o w e d l i n k s ) . T h e s e 1 2 colors are designed t o w o r k well t o g e t h e r a n d t o remain readable in all c o m b i n a t i o n s . E a c h t h e m e c o l o r h a s five variations, o r accents, in which a different tint o r shading is applied t o the theme color. Ten standard c o l o r s — d a r k red, r e d , o r a n g e , yellow, light green, green, light blue, blue, d a r k blue, a n d p u r p l e — a r e always available regardless o f the w o r k -

button B . T h e

c o m p a n y n a m e is formatted in bold. I In the F o n t group, click the Italic

b o o k ' s t h e m e . Y o u can also open an e x t e n d e d palette

button

o f 1 3 4 standard colors. Y o u c a n specify a m i x t u r e o f

The

red, blue, and green color values, m a k i n g available 1 6 . 7

c o m p a n y n a m e is italicized. I Select the

range A3:A5. In the F o n t group, click the

B . T h e labels are formatted in bold. See E x h i b i t 1 4 - 2 .

million c u s t o m c o l o r s — m o r e c o l o r s t h a n t h e h u m a n eye c a n distinguish. Some dialog b o x e s have a n a u t o matic c o l o r option that uses your W i n d o w s default t e x t

Bold button

and b a c k g r o u n d colors, usually black t e x t o n a white background.

Exhibit 14-2 Formatted cell text Singleton Rentals - Microsoft Exci

=

=

s

9/'

-li an metri

ont

U

Change the font color.

* «.0«0 - J0.0 » „/oo/' 0

General

*C .oon d i Forma

|P Select cellAl. QP

O n the H o m e t a b , in t h e F o n t group, click the

Author:

Font Color button

arrow |A "1 t o display the theme and standard c o l o r s .

Singleton 2 3

Author: Purpose:

f\ 5 Date: A<

6

Property

Management

QP

In t h e S t a n d a r d C o l o r s s e c t i o n ,

click the Your N a m e 2/5/2014

correct color. T h e c o m p a n y n a m e

T o c o m p a r e v a c a n c y rates a m o n g rental properties in

company name in 24-point, bold, italic, headings font

Blue color. R e m e m b e r t o

use the S c r e e n T i p t o identify the changes t o blue.

\% Select the range B3:B5. In the F o n t group, click the

Font Color button |A|-

T h e text in the selected cells is f o r m a t t e d with the C o l o r c a n transform a plain w o r k b o o k filled with numbers a n d t e x t into a powerful presentation that captures the user's attention and adds visual emphasis to the points y o u w a n t t o m a k e . Excel displays text in a black c o l o r f o n t unless you change it. Like f o n t s , c o l o r s are organized into theme and non-theme c o l o r s . T h e m e colors are the 1 2 colors that

same blue font color.

i Double-click cell A l . T h e insertion p o i n t appears in the cell.

I D o u b l e - c l i c k Singleton t o select it. See Exhibit 1 4 - 3 . O n the H o m e t a b , in the F o n t group,

One goal of formatting is to maintain a consistent look throughout a workboo

Font Color button arrow [A H-

click the

In the Standard C o l o r s section, click

the Dark Blue color.

kTip: You must manually format words or selected text within a cell; Format Painter only copies and pastes formatting applied to the entire cell.

the value is calculated from a formula

Exhibit 14-3 Selected text to be formatted in cell

or function, E x c e l shows as many dig-

'Snigelton Rentasl^^cirosoft ExceP

Page L a y o u t

Review ^

Cambna r—*

P A R T E

J

View

HE

Al A

•

General

$ %* 1*

1

Condi Forma

B

nt

'

X

1

Q j •

J5r

-lignment

Singleton

in the cell with the last displayed digit rounded. Calculated values t o o large to fit into the cell are displayed in scientific n o t a t i o n .

Number

The

Singleton Property Management

C

B

its after the decimal point as will fit

D

E

Property

1

F

|

G

Management

General

number

format is

good for simple calculations, but some values require additional

formatting

to m a k e the n u m b e r s easier to interpret. Y o u can f o r m a t numbers t o : •

Set h o w m a n y digits appear t o the right o f the decimal point.

word selected in cell A1

• Add c o m m a s to act as a thousands separator for The word

SINGLETON

is n o w formatted with the

dark blue color.

large values. • Include currency o r accounting symbols to identify

) Press the Enter key. Cell A 2 is selected, and the formatting in cell A l is visible.

the monetary unit being used. • Display percentages using the % symbol.

Use the F o r m a t Painter t o c o p y the formatting from cell A l on the D o c u m e n t a t i o n worksheet to cell A l on the Yearly R a t e s and M o n t h l y Rates worksheets, and then f o r m a t the word

SINGLETON

with the dark blue color.

T h e number formats are available in the Number group on the H o m e t a b . If you create a formula in a cell formatted with the General number format that adds o r subtracts formatted values in cells, the result o f the formula picks up the formatting applied to the cells containing the num-

Formatting Numbers

bers used in the calculation. If the formatting of each

T h e numbers displayed in cells are either values entered directly in cells or values calculated with formulas. Either way, you can f o r m a t the displayed value to make the w o r k b o o k easier t o interpret (which is the same goal o f any formatting you apply t o a w o r k b o o k ) . For example, adding a c o m m a as a thousands separator, changing the number o f decimal places, and using percentage and currency symbols can m a k e a large table of numbers simpler to read and c o m p r e h e n d . You can format values using a

number format,

number used in the calculation differs, the result will be formatted with the same f o r m a t as the first cell reference used in the formula. W h e n you create a formula in a cell formatted with the General n u m b e r format that multiplies o r divides values in cells, the format of the result remains the General n u m b e r f o r m a t . Formatting is also copied when you copy a formula from one cell to another.

Formatting Numbers in the Accounting Format

which displays the values in a w a y that makes it easy

W h e n you use the C o m m a Style button to add the thou-

to be understood and interpreted. Y o u can change the

sands separator, the button actually applies an account-

number format for the displayed value without affect-

ing style used for currency t o the values in the columns.

ing the underlying stored value. Excel formats numbers

This accounting style lines up the values within a col-

number format, which,

for the most part,

umn by the currency symbol and decimal point. W h e n

displays values exactly as they are typed by the user. If

the values do not have a currency symbol, the values

IN

THE

GENERAL

number format A format that displays values in a way that makes it easy for them to be understood and interpreted. General number format The default number format, which, for the most part, displays values exactly as they are typed.

Chapter

14:

Formatting

a

Workbook

Modifying the number format has absolutely no effect on the value that is stored in the workbool

Accounting vs. Currency Formats The Accounting number format places currency symbols formatting of a cell to the Accounting number format. along the left edge of the cell, inserts the thousands The difference is that the Comma Style button applies separator in values larger than 999, adds two decimal the Accounting number format without including the places to the value, and aligns values by their decimal currency symbol. The Currency number format is similar points, shifting the entire value one character from the to the Accounting number format, except that it adds right edge of the cell. Both the Accounting Number For- a currency symbol directly to the left of the value and mat button and the Comma Style button change the doesn't shift the values within the cell.

Category: Guem neral N Curenbecry Diaeet Tm P FSraecrcceietronnnttcafige TSepxetaal Cusotm

1 Font

| Border [

Fl

Saapk

Decm i alpalces: Jymbo:l $ $88.00

E

Number Gauem CN tengeboraerrly: Acacetounitg D Tm ie P FSraeccrceieotinnntatcfige TSepxetaal Cusotm

Sampel Decm i alpalces: Symbo:l S N$ e12g,2,a33vt4ie4 1.0.0n)umbesr: (($ $1 12,341 1.0) S88.00

Curency ofrmats are used for general moneatyr vaules. Use Accounitg ofrmatstoagiln deam Accountig ofrmats nile up the curency symbosl and decm i alponits ni a coulmn.ponits ni a coulmn.

are aligned by the decimal point. T h e accounting style

decimal point. Also, the N u m b e r F o r m a t b o x iden-

also encloses negative numbers, such as — 1 2 4 , within

tifies the selected range as having the A c c o u n t i n g

parentheses, such as ( 1 2 4 ) . T h i s is a standard account-

number format.

ing practice. If you prefer t o display negative numbers in a different way, you can modify this f o r m a t . Another standard accounting practice is t o add a currency symbol t o only the first and last entries within a c o l u m n o f values.

I Select the nonadjacent range D6:E6;D14:E14. T h e range D 6 : E 6 is the first r o w o f rental i n c o m e values. T h e range D 1 4 : E 1 4 , w h i c h will c o n t a i n the total i n c o m e for each year, is t h e last r o w o f rental income values.

^tWTip: For international

I In the N u m b e r

ACTIVITY

group, click the

Format numbers. M a k e the Yearly Rates worksheet the active sheer.

Accounting Number Format button [$]. $ symbols are added

Select the range D6:E13. On the Home tab, in the

to the rental income

N u m b e r g r o u p , the N u m b e r F o r m a t b o x identi-

values in the first

fies these n u m b e r s as having the General n u m b e r

and last r o w s .

format.

) M a k e cell F6 the

O n the H o m e t a b , in the N u m b e r group, click the

active cell. T h e

Comma Style button

Number Format

~ ]T~|. E a c h rental income value

documents, you can select other currency symbols: In the Number group on the Home tab, click the Accounting Number Format button arrow $ ^ , a n d then click a currency symbol.

in the selected range n o w includes a thousands

b o x indicates that this cell is f o r m a t t e d with the

s e p a r a t o r a n d has t w o digits t o the right o f the

General number f o r m a t .

Chapter

14: Formatting

a

Workbook

I Enter the formula

=E6-D6

you did not apply the Accounting number f o r m a t

to calculate the increase

to that cell.

in rental income from 2 0 1 2 to 2 0 1 3 . T h e result, $ 1 3 , 9 2 0 . 0 0 , is formatted with the same f o r m a t as

In the N u m b e r group, click the

F7. T h e result in cell F 7 , $ 3 4 , 0 1 6 . 2 5 , contains

Format button [ $ ] .

the dollar sign because the

nlgelton^cntaT^Vfcirosoft Exc.

( O n the Q u i c k Access T o o l -

Undo button

Comma Style button

View

*> In

m

Accounting

cell F7, enter

mm

the

»$

'

Accounting Number Format button

includes the c o m m a formatting that was applied to the cells used to calculate the value.

3* D e l e t e j p Format '

Sort & F i n d & Filter' Select' Editing

H

G

Management

unit months) 2012 I n c o m e

Jn'rts

A

12

Problem? If the result in cell F7 includes a dollar sign, you deleted the value rather than undoing the paste action, and the cell retains the format that was applied when you pasted the formula. On the Home tab, in the Number group, click the Comma Style button \T\ cell F7

$

$ symbols added to the revenue values in the first and last rows

—

258,000.00

Increase

271,920.00

$

% Increase

669,232.00

179,200.00

179,302.00

102.00

264,600.00

275,134.55

10,534.55

801,540.00

808,622.00

7,082.00

994,080.00

977,360.00

(16,720.00)

345,414.00

(32,466.00)

377,880.00

$ symbols and decimal points are lined up within each column cell

enclosed in parentheses, ( 5 2 8 . 0 0 ) , indicating that it is a negative value.

$4,315,861.55

negative values are displayed within parentheses

13,920.00

788,877.00

dan decreased from 2 0 1 2 to 2 0 1 3 , the result is

cell F8

$

669,760.00

773 $4,299,920.75

and paste it into

2013 I n c o m e

754,860.75

F8. Because the rental i n c o m e for 2 0 1 1 N . Sheri-

range F9:F13.

a*" I n s e r t •

Cells

Styles

result, 3 4 , 0 1 6 . 2 5 ,

C o p y the formula in

m

Conditional Format Cell F o r m a t t i n g » as T a b l e • Styles-

%

formula =E7-D7. T h e

Copy the formula in

Accounting Number

See E x h i b i t 1 4 - 4 .

Exhibit 14-4 Currency values formatted

format applied.

bar, click the

the active cell. N o t i c e that the cell is

formatted with the General n u m b e r format.

I C o p y the formula in cell F6 and paste it into cell cell you copied had that

cell F14

Make

the cells used to calculate the result.

34,016.25 (528.00)

15,940.80 j

Formatting Numbers as Percentages W h e n you format values as percentages, the % symbol appears after the number and n o digits appear to the right of the decimal point. Y o u c a n change how many decimal places are displayed in the cell. W h e n you decrease the number o f decimal places shown, the values are rounded using standard rounding practices: If the number is five or higher, the value is rounded up and the number to its left is increased by one. If the number

and paste it into the

is four or lower, the value is rounded down and the number to its left remains the same.

Select the range CI 4:F 14. In the Editing group, click the

Sum button

[z] t o calculate the total ACTIVITY

units per building in c o l u m n C, the total income for 2 0 1 2 and 2 0 1 3 in c o l u m n s D and E, and the total increase in rental i n c o m e in column F. T h e

Format numbers as percentages. cell G6, enter

=F6/D6

values in cells C 1 4 , D 1 4 , and E 1 4 are formatted

In

correctly, but the value in cell F 1 4 is not because

the percent increase in rental i n c o m e from 2 0 1 2

Chapter

14:

Formatting

a

Workbook

the formula

to calculate

to 2 0 1 3 . T h e result o f the calculation, 0 . 0 5 3 9 5 3 4 8 8 , is displayed as

Exhibit 14-5 Percent values formatted Increase Decimal button

a decimal because the cell is formatted with the General f o r m a t .

I M a k e cell G6

the active cell.

m

m

Conditional Format Cell F o r m a t t i n g • as T a b l e • Styles -

I O n the H o m e t a b , in the N u m b e r group, click

Styles

Percent Style button

the Percent Style button too. T h e result is n o w displayed as 5 % — a n

integer followed by the % s y m b o l , and the N u m b e r F o r m a t b o x in the N u m b e r group identifies the f o r m a t as Percentage.

Management

hs) 2012 I n c o m e

| O n the H o m e t a b , in the N u m b e r

Decrease Decimal button

$

258,000.00

2013 I n c o m e $

Increase

271,920.00

$

% Increase

13,920.00

5.40%

34,016.25

4.51%

754,860.75

788,877.00

669,760.00

669,232.00

(528.00)

-0.08%

179,200.00

179,302.00

102.00

0.06%

percentage t o t w o decimal places.

264,600.00

275,134.55

10,534.55

3.98%

T h e value that is displayed

801,540.00

808,622.00

7,082.00

0.88%

994,080.00

977,360.00

(16,720.00)

-1.68%

377,880.00

345,414.00

(32,466.00)

-8.59%

$4,299,920.75

$4,315,861.55

15,940.80

0.37%

g r o u p , click the

button §|] twice

Increase Decimal t o display the

changes to 5 . 4 0 % . | In the N u m b e r group, click the

$

values formatted as percentages with two decimal places

Increase Decimal button

to display the percentage t o three decimal places. T h e displayed value changes t o 5 . 3 9 5 % .

! Select the range F17:F25.

I In the N u m b e r group, click the Decrease Decimal button +!S. O n e decimal place is removed, and the displayed value is again 5 . 4 0 % .

I Copy

the formula in

cell G6

a n d paste it into the

J O n the H o m e t a b , in the N u m b e r g r o u p , click the

Number Format box arrow (which

displays A c c o u n t i n g ) , and then click

currently

General.

Exhibit 1 4 - 6 .

range G7:G14. T h e formatting from cell G 6 is applied t o the formula results displayed in the range G 7 : G 1 4 . See E x h i b i t 1 4 - 5 .

range F6:G14 and paste it into the range F17:G25. T h e formulas and formatting are pasted

Exhibit 14-6 Formulas copied to the Vacancies section

( C o p y the

into the selected range. C o l u m n F is formatted with t h e Accounting number f o r m a t with $ in the first a n d last cell o f the range, even though the values in the range F 1 7 : F 2 5 are n o t dollar

Vacancies Increase

% Increase

12

-3

-20.00%

69

-8

-10.39%

27

11

68.75%

3

1

50.00%

4

-2

-33.33% 150.00%

a m o u n t s . C o l u m n G is formatted with the Percent-

15

9

age n u m b e r style.

29

11

61.11%

8

5

166.67%

167

24 *

16.78%

\ .

lcuiating a percent increase, always divide the amount of increase by the stalling value and not the ending value.

numbers formatted with the General number format

: 5.333333333

Count: 9

Chapter

Sum: 48

S

O

14: Formatting

c3

120%

a

-

Workbook

See

f o r m a t t o the Long D a t e format, you click the N u m b e r F o r m a t b o x a r r o w in the N u m b e r group on the H o m e

Rounding Numbers

tab.

When you decrease the number of decimal places shown in a cell, the only thing that changes is how the number is displayed in the cell. The underlying value of the number stored in the cell does not change. This is because the values are rounded, not truncated. If you display fewer decimal places of the value stored in a cell and then create formulas that use the cell displaying the rounded values, the calculation uses the actual value of the number in the cell, not the rounded value.

displaying time values in 1 2 - o r 2 4 - h o u r time, which you c a n select o n the N u m b e r t a b in the Format Cells dialog b o x .

Format the date. Q | M a k e the Documentation worksheet the active sheet. £P

Alignment

Clipboard 17.8748!

Formatting Dates and limes

Select cell B4. On t h e H o m e t a b , in t h e N u m b e r g r o u p , t h e N u m b e r F o r m a t b o x dis-

Al ZE 1 178.749 roiunded value lr actiual value £

O t h e r built-in Excel f o r m a t s include formats f o r

plays D a t e .

Rfc In

the N u m b e r group, click the

formats. T h e t w o date f o r m a t s are in the middle o f the list. See Exhibit 1 4 - 7 .

Exhibit 14-7 Number Format menu

Number Format

SgssXB box arrow

Because Excel stores dates a n d

Home

Insert

Page L a y o u t

Formulas

Data

Review

View

times as numbers a n d n o t as text, y o u c a n apply formats without

different

rT|

affecting the

Clipboard

is t h e Short that

r j

e

B

Font

a

3 Author: Date: 5 Purpose: 6 7 8 9 10 11 12 13 14

and the full month n a m e in a d dition t o the day o f the m o n t h and the year. T o change a date

s are w h e r too Jong tor a

m

ABC

m Alignment

JfcJ c

2/5/2014

Property

123

D

No specrficf

^ _

Number

12

41675.00

E BfTB Mam ™W

°

rmat

Currency A541,675.00 ccounting S41,675.00 Short Date 2/5/2014

Your N a m e 2/5/2014

L o n g Date W e d n e s d a y , F e b r u a r y 05, 2014

T o c o m p a r e vacanc>
date in Short Date format

Percentage

V4 * 2

2

]0

4167500.0% Fraction 41675

Scientific 4.17E-04

M o r e N u m b e r Formats...

| Click

for a cell, the symbol # fills the cell instead. pt

a-

m

2

displays the day o f the week

C ha

B4 A

i

1 Singleton

Date f o r m a t . Y o u c a n also a p ply a Long D a t e f o r m a t

b

Paste

that is applied when you enter a

I

Calibri

3

date and time value. T h e f o r m a t date, mm/dd/yyyy,

Number Format

box arrow to display c o m m o n l y used number

Long Date. T h e

date f o r m a t is changed t o

the Long D a t e number f o r m a t , but because the formatted number is n o w t o o long t o appear in the cell, a series o f pound signs ( # ) appears in the cell. See E x h i b i t 1 4 - 8 .

in g

a

War

Exhibit 14-8 Number too long to fit in a cell

^^^^H

Home

Insert

Calibri Pa,,, Clipboard

- 11

B

#

I

F o rmulas

Page Layout

U

•

_

•

Data

Although dates and times entered into a cell usually are displayed as text they are actually stored by Excel as numbers measuring the interval between the specified date and time and January 1, 1900 at 12:00 a.m. For example, the date May 1, 2014 is stored as 41,760, which is the number of days between January 1, 1900 and May 1, 2014. Times are stored as fractional parts of one day. A time of 6:00 a.m. is stored as 0.25 because that represents one-fourth of a 24-hour day (starting the day from 12:00 a.m.). Similarly, the date and time of May 1, 2014 at 6:00 a.m. is stored as 41,760.25. Excel stores dates and times as numbers to make it easier to calculate time intervals. For example, to calculate the difference between one date and another, you subtract the earlier date from the later date. If you subtract the date and time of April 30, 2014 at 12:00 a.m. from May 1, 2014 at 6:00 p.m.. Excel displays 1.75—or one and three quarters of a day. You can always view the actual date and time by selecting the cell that contains the date/time entry and applying the General number format, or by switching the workbook window to Formula view.

Review

A" A'

s5*- A E' 5 9 J£

Font

IS

Excel Dates and Times as Numeric Values

^

r

ah

Alignment

a

2/5/2014

B

A

C

Singleton

1

~2~ 3 _4_ 5 6

Author: Date: Purpose:

D

E

Property

To compare

Mam

vacancy r a t e s a m o n g r e n t a l prop*

number too long to display in cell

I AutoFit the contents of

column B. T h e

date

formatted with the Long Date number format n o w a p p e a r s in cell B 4 , a n d t h e w i d t h o f c o l u m n B i n c r e a s e d t o fit t h e w i d e s t e n t r y in t h e c o l u m n , w h i c h is t h e P u r p o s e s t a t e m e n t in cell B 5 . Y o u ' l l a d j u s t t h e w a y this l o o k s later. See Exhibit 1 4 - 9 . | Save t h e w o r k b o o k .

loi 2 Formatting Cells and 4

Ranges

Exhibit 14-9 Date formatted with the Long Date number format

A

k |

workbook

S i n g l e t o n Rentals ome

Hi. Paste

Insert

Page L a y o u t

Calibri B

I

- 11

u

_

-

_

-

Formulas

' A * A"

• m

-A

m m

<2*

w

Review

Microsoft Excel

View

$

£

Jj[

~M

Date • % Nun iber

Font

C l i p b o a r d B 4.

Data

tains

I

Au Author: 4 Date: 5 Purpose:

might

have

a

cell

display-

ing the sheet title, o r a range financial

data might have

several cells c o n t a i n i n g

Management

mary

3

Your N a m e

that

F o r e x a m p l e , each w o r k s h e e t

Conditional Form F o r m a t t i n g » as T a b Styles

2/5/2014

Property

con-

cells

store t h e s a m e type o f d a t a .

of

Singleton

often

several

totals. A g o o d

sumdesign

date in cell B4 shows weekday name, month name, day, and year (your date will be different)

W e d n e s d a y , February 05, 2Q14|

5 6

Chapter

14:

Formatting

a

Workbook

practice is t o apply the same f o r m a t

Exhibit 14-10 Cell Styles gallery

to w o r k s h e e t cells that contain the same type o f data. Y o u c a n format the a p p e a r a n c e of individual cells by modifying the alignment o f text within the cell, indenting cell text, or adding borders o f different styles and colors t o individual cells or ranges.

Applying Cell Styles O n e w a y t o ensure that you are using consistent formats is t o c o p y and paste the formats using the F o r m a t Painter. T h e F o r m a t Painter is effective, but it c a n also be time-consuming

if

you need to c o p y the same f o r m a t to several cells scattered across the w o r k b o o k . Also, if you decide t o modify the f o r m a t , you must c o p y and paste the revised f o r m a t all over again. A better w a y t o ensure that cells displaying the same type o f data use the same format is with styles.

) Point t o different styles in t h e Cell Styles gallery to preview cell A 3 with each o f t h o s e styles. F o r

A style is a selection o f formatting options using a

each style, notice that the t e x t t h a t doesn't fit in

specific font and c o l o r from the current theme. F o r e x -

cell A 3 is f o r m a t t e d the same w a y as the text that

ample, you c a n create a style t o display titles in a bold,

fits in cell A 3 ; any additional f o r m a t t i n g , such

white, 2 0 - p o i n t Calibri font on a blue b a c k g r o u n d . You

as borders o r shading, is visible only within the

can then apply that style t o a n y cell with a title in the

borders o f cell A 3 .

w o r k b o o k . If you later revise the style, the appearance of any cell formatted with that style is updated automatically. T h i s saves you the time and effort o f reformatting each cell individually. Excel has a variety o f built-in styles t o format worksheet titles, column and r o w totals, and cells with emphasis. These are available in the Cell Styles gallery, which you access by clicking the Cell Styles button in the Styles group on the H o m e t a b . S o m e styles are based on the w o r k b o o k ' s current theme and m a y change if the theme is changed.

) In the Titles a n d H e a d i n g s s e c t i o n , click the

Heading 1 style. T h e

gallery c l o s e s and the t e x t

in cell A 3 is f o r m a t t e d as 1 5 - p o i n t , blue, and bold with a solid blue b o r d e r a t t h e b o t t o m o f cell A 3 . (Select the

nonadjacent range A5:G5;A16:G16.

) In the Styles group, click the

Cell Styles button. In

the T h e m e d Cell Styles section, click the Accentl

style. Each

cell in the selected range is format-

ted with the selected style—white text on a blue background.

ACTIVITY

I Select the nonadjacent range F6:G14;F17:G25.

Apply cell styles.

) In the Styles group, click the

M a k e the Yearly Rates worksheet the active sheet. Select cell A3. O n the H o m e t a b , in the Styles group, click the

Cell Styles button. T h e Cell

Styles gallery opens.

See E x h i b i t 1 4 - 1 0 .

Chapter

14: Formatting

Accentl style. T h e calculated

Workbook

values are formatted

differently from the data. I Click any cell in the worksheet t o deselect the range. See Exhibit 1 4 - 1 1 .

a

Cell Styles button. In

the T h e m e d Cell Styles section, click the 20% -

Exhibit 14-11 Cells formatted with cell styles

1

2

3 Analysis of Property Vacancy Rates (in unit mont 4

5 6 7

Accentl style

Building

Rental Income

j

Units

2012 I n c o m e $

258,000.00

fH4

• I^i^

2013 I n c o m e

14311st Ave.

12

47 Park St.

52

754,860.75

788,877.00

2 0 1 1 N. Sheridan St.

32

669,760.00

669,232.00

$

271,920.00

Increase $

% Increase

13,920.00

I

5.40%

34,016.25

4.51%

(528.00)

-0.08% 0.06%

WM

153-155 Lake R d .

6

179,200.00

179,302.00

102.00

/lO

2099 Harrison A v e .

18

264,600.00

275,134.55

10,534.55

3.98%

\11

415 9th A v e .

37

801,540.00

808,622.00

7,082.00

0.88%

1632 8th B l v d .

56

994,080.00

977,360.00

(16,720.00)

-1.68%

9853 O ' R o u r k e P I .

12

377,880.00

345,414.00

(32,466.00)

-8.59%

225

$4,299,920.75

$4,315,861.55

15,940.80

0.37%

13

s

Total

14

$

15 16

Vacancies

Building

Units

2012 V a c a n c i e s 2013 V a c a n c i e s

Increase

% Increase

17

14311st Ave.

12

15

12

(3.00)

-20.00%

18

47 Park St.

52

77

69

(8.00)

-10.39%

19

2 0 1 1 N . S h e r i d a n St.

32

16

27

11.00

68.75%

\

iaa 120% Aligning Cell Content Cell t e x t is aligned with the left and b o t t o m borders o f a cell, and cell values are aligned with the right and b o t t o m b o r d e r s . Y o u might w a n t to change these alignments t o m a k e cell content m o r e readable o r visually appealing. In general, you should center c o l u m n titles,

j

nless you make a change the alignment for all of a workbook is Bot

left-align o t h e r cell text, and align numbers within a c o l u m n by their decimal places. T h e buttons to set these alignment o p t i o n s are located in the Alignment group on the H o m e t a b . Exhibit 1 4 - 1 2 describes the actions o f these b u t t o n s .

Working with Themes Most of the formatting you have applied so far is based on the workbook's current theme—the default Office theme. As you have seen, fonts, colors, and cell styles are organized in theme and non-theme categories. The appearance of these fonts, colors, and cell styles depends on the workbook's current theme. If you change the theme, the formatting of these elements also changes throughout the entire workbook. Keep in mind that only elements directly tied to a theme change when you select a different theme. For example, cells formatted with the Accentl cell style change from blue in the Office theme to orange in the Aspect

theme. The Heading 1 style uses the Cambria typeface in the Office theme and the Verdana typeface in the Aspect theme. However, standard colors are not part of a theme. So if you apply standard colors to a cell, changing the theme does not affect these colors.

Chapter

M |I****** 5 Save... CURRENT^.

14: Formatting

a Wo rk b o

Indenting Cell Content

Exhibit 14-12 Alignment buttons Button =

~m\

Name

Description

Top Align

Aligns the cell content with the cell's top edge

Middle Align

Centers the cell content vertically within the cell

can be considered a subsection, and would be easier t o

Aligns the cell content with the cell's bottom edge Aligns the cell content with the cell's left edge

time you click the Increase Indent button in the Align-

Bottom Align Align Text Left

w|

Sometimes you want a cell's c o n t e n t moved a few spaces from the cell left edge. T h i s is particularly useful f o r entries that are considered subsections o f a worksheet.

Center

Centers the cell content horizontally within the cell

Align Text Right

Aligns the cell content with the cell's right edge

Decrease Indent

Decreases the size of the indentation used in the cell

Increase Indent

Increases the size of the indentation used in the cell Rotates the cell content to any angle within the cell

Orientation Wrap Text

Forces the cell text to wrap within the cell borders

Merge & Center

Merges the selected cells into a single cell and centers the content horizontally within the merged cell

For example, the worksheet records the total rental inc o m e and total vacancies for eight buildings. T h e totals identify if the labels were indented a few spaces. E a c h ment group on the H o m e t a b , you increase the indentation by roughly one character space. T o decrease o r remove an indentation, click the Decrease Indent button.

ACTIVITY Indent cell content.

QP S e l e c t QP

the

nonadjacent range B14;B25.

O n the H o m e t a b , in the Alignment group, click the

Increase Indent button

twice. Each Total

label indents, o r moves right, t w o character spaces.

P In the Alignment group, click the Decrease Indent button

•. Each label moves left o n e character

space. See Exhibit 1 4 - 1 3 .

Merging Cells Merging combines t w o o r m o r e cells into one cell. W h e n you merge cells, only the c o n t e n t from the upperleft cell in the range is retained. T h e cell reference for

^ Align cell content. QP M a k e the Documen-

tation worksheet the active sheet. Select

cell B4 if it is not already the active cell. £P

Tip: Although the date in the Documentation worksheet is formatted to display as text, it is right-aligned in the cell because Excel treats dates and times as numbers.

£P

one cell t o align text over several c o l u m n s or rows. You can quickly merge the selected cells and center the content using the Merge button in the Alignment group on the H o m e t a b . If you click the Merge button arrow, you can choose from the following merge options:

Rates worksheet the active s h e e t . Select the nonadjacent range B5:G5;B16:G16.

^

the Yearly

In the Alignment g r o u p , click the centered.

Merge Across—Merges each o f the rows in the selected range across the columns in the range

^

Center button

[if]. T h e c o l u m n labels in columns B through G are

Merge & Center—Merges the range into one cell and horizontally centers the c o n t e n t

Left button

[S]. T h e date shifts t o the left edge o f the cell. Make

merge cell A l and cell A 2 , the merged cell reference is cell A l . F o r example, you c a n merge several cells into

^

On the \ lome tab, in the Alignment group, click the Align Text

£JP

the merged cell is the upper-left cell reference. S o , if you

Merge Cells—Merges the range into a single cell, but does n o t horizontally center the cell content

^

Unmerge Cells—Reverses a merge, returning the merged cell back into a range o f individual ceils

merge To combine two or more cells into one cell.

After you merge a range into a single cell, you can realign its content.

Chapter

14: Formatting

a

Workbook

merges into one cell with a cell reference o f A 3 and the text is centered within the cell.

Merge a n d center cells. ^

P

I Click any other cell in the w o r k s h e e t t o deselect the

In the Yearly Rates worksheet, select the range

merged cell. T h e text is formatted with the cell style

A3:G3.

from cell A 3 , but the b o t t o m blue border was lost. I Select cell A3. O n the H o m e t a b , in the Styles

O n the H o m e t a b , in the Alignment g r o u p , click [. T h e range A 3 : G 3

the Merge & Center button

group, click the

Cell Styles button, and

then click

Rotating Cell Content Text and numbers are usually displayed within cells horizontally. However, you can rotate cell text to save space or to provide visual interest to a worksheet. This is commonly used as a way to label narrow columns or identify rows in a category. For example, in the Yearly Rates worksheet in the Singleton Rentals workbook you are working on, you could rotate the labels Rental Income and Angle Counterclockwise Vacancies in the merged cells ? Angle Clockwise Vertical Text lb in column A so that they read Rotate Text Up vertically from bottom to top. Rotate Text D o w n I * You can choose from the folFormat Cell Alignment % lowing Orientation options:

PR

^

Angle Counterclockwise—Rotates cell content to a 45 degree angle to the upper-right corner of the merged cell

• •

Angle Clockwise—Rotates cell content to a 45 degree angle to the lower-right corner of the merged cell Vertical Text—Rotates cell content to appear stacked from the top of the cell to the bottom Rotate Text Up—Rotates cell content 90 degrees counterclockwise so that text is placed sideways in the cell and read from the bottom of the cell to the top Rotate Text Down—Rotates cell content 90 degrees clockwise so that text is placed sideways in the cell and read from the top of the cell to the bottom

After you rotate cell content, you may need to resize the column width or row height to eliminate excess space or add more space so that the cell contents are attractively and completely visible.

Chapter

14: Formatting

a

Workbook

Exhibit 14-14 Merged cells

5nigeiton

Rentals'^

McirosoSEce^ Merge & Center button *AS ^ 8

m

m

Conditional Format Cell F o r m a t t i n g • as Table * Styles Styles

Analysis of Property Vacancy Rates (in unit months)

range A5:A 14

merged into a single cell with the contents middle-aligned

9 10 11 12 13 14 15 16 17 18 19 20 21 22

Building

Rental Income

Units

Increase

%

Increase

47 Park St.

52

754,860.75

788,877.00

2 0 1 1 N. Sheridan St.

32

669,760.00

669,232.00

(528.00)

-0.08%

6

179,200.00

179,302.00

102.00

0.06%

2099 Harrison A v e .

18

264,600.00

275,134.55

10,534.55

3.98%

415 9th A v e .

37

801,540.00

808,622.00

7,082.00

0.88%

1632 8th B l v d .

56

994,080.00

977,360.00

(16,720.00)

-1.68%

9853 O ' R o u r k e P I .

12

377,880.00

345,414.00

(32,466.00)

-8.59%

225

$4,299,920.75

$4,315,861.55

15,940.80

0.37%

153-155 Lake R d .

Building

Units

$

258,000.00

$

271,920.00

2012 V a c a n c i e s 2013 V a c a n c i e s

$

$

13,920.00

5.40%

34,016.25

4.51%

Increase

%

ncrease

1 4 3 1 1st A v e .

12

15

12

(3.00)

-20.00%

47 Park St.

52

77

69

(8.00)

-10.39%

2 0 1 1 N. Sheridan St.

32

16

27

11.00

6

2

3

1.00

50.00%

1 R

f:

A H

(2.00)

-33.33%

37

6

15

9.00

150.00%

153-155 Lake R d . I'JOQQ U i a r r i c r \ n A w o [415 9th A v e . izuyy narnson mvc.

Yearly Rates . Monthyl Rates , t3

Ready

2013 I n c o m e

12

Total

Vacancies

2012 I n c o m e

1431 1st A v e .

range A16:A25 merged into a single cell with the contents middle-aligned

the Heading 1 style to reapply that style t o the cell.

I Select the range A5:A14. In the Align-

D

range A3:G3 merged into a single cell with the contents centered

68.75%

iiOi 120% Adding Cell Borders Sometimes you w a n t t o include lines along the edges o f cells t o improve the readability o f the rows and c o l u m n s o f d a t a . O n e w a y t o d o this is by adding a border t o a cell o r range. A border is a line you add

m e n t g r o u p , click t h e

Merge & Center button

along an edge o f a cell. Y o u c a n a d d borders t o the

T h e cells are merged vertically i n t o a single cell,

left, t o p , right, o r b o t t o m o f a cell o r range; around

displaying the t e x t Rental

an entire cell; o r a r o u n d the outside edges o f a range.

Income

aligned with

the b o t t o m o f t h e cell a n d f o r m a t t e d with the

You c a n also specify the t h i c k n e s s o f and the n u m b e r

cell style f r o m cell A 5 .

o f lines in the border. All o f these border options are

\ In the Alignment g r o u p , click the ton

Middle Align but-

T h e label is n o w vertically centered in the

merged cell. ) M e r g e a n d center the

range A16:A25, and

then

middle-align the merged cell. See E x h i b i t 1 4 - 1 4 .

border A line added along an edge of a cell.

Chapter

14: Formatting

a

Workbook

to add a single top border and a double bottom border to the total rows to clearly differentiate them from financial data.

available f r o m the Border b u t t o n in the F o n t g r o u p on

following standard a c c o u n t i n g p r a c t i c e . N o t i c e

the H o m e t a b .

that the B o r d e r button changed t o [ffl] t o match the selection you just m a d e .

Borders are different than the gridlines that surround the cells in each worksheet. Gridlines appear on the w o r k s h e e t as a guide. W h e n a worksheet is printed, the gridlines are not printed unless you specify that they should. B o r d e r s always print.

by formatting the cell b a c k g r o u n d . Y o u c a n add b a c k -

fillcolors, to cells

^

using

the theme c o l o r palette. T h e fill colors are useful for dif-

Add cell borders. Select the

A n o t h e r w a y t o distinguish sections o f a w o r k s h e e t is ground c o l o r s , also known as

ACTIVITY

|P

Changing Cell Background Color

ferentiating parts of a worksheet or highlighting d a t a .

nonadjacent range B14:G14;B25:G25.

T h e s e r o w s show the totals.

O n the H o m e t a b , in the F o n t group, click the

Borders button arrow

r

to display a list o f

available borders and options. See E x h i b i t 1 4 - 1 5 .

Exhibit 14-15 Border button list

You already added fill colors when you used the A c c e n t styles to f o r m a t the ranges B 5 : G 5 , B 1 6 : G 1 6 , F 6 : G 1 4 , and F 1 7 : G 2 5 . If you don't like any o f the styles in the T h e m e d Cell Styles section in the Cell Styles gallery, you can select any background color you like f r o m the c o l o r palette on the Fill C o l o r button. T h e Fill C o l o r b u t t o n is located in the F o n t group on the H o m e t a b . If you add a dark fill color to cells, b l a c k t e x t c a n be harder t o read than text formatted with a light o r white font color. T h e Accent 1 cell style that you applied to the c o l u m n labels in the Yearly R a t e s w o r k s h e e t c h a n g e d the font c o l o r in these cells to white as part o f the style. If you change the fill color o f cells using the Fill C o l o r b u t t o n , you might then need to c h a n g e the f o n t c o l o r

Fc

1

IE

]

7

Bottom Border Top.

•114

5

6

I2C

9

15

R e n t a l I n c o m e 2C

11

41

12

16

Top and Double Bottom Border

in those cells.

Border

Left B o r d e r

I

47

8

10

Borders

Right Border No Border

Change the fill color.

All B o r d e r s

•

• =

-

M a k e the

sheet. Select the

Bottom Double Border

Q|

O n the H o m e t a b , in the F o n t g r o u p , click the

Top and Bottom Border

Fill Color button arrow |3» -| t o display the c o l o r

T o p a n d Thick Bottom Border

palette.

Thick B o t t o m B o r d e r

Top and Double Bottom Border

In t h e S t a n d a r d C o l o r s s e c t i o n , c l i c k t h e

D nr a w B o r d e r s

T h e b a c k g r o u n d color o f the selected cells is n o w

Draw Border Grid

blue.

Une Color Line Style More Borders..

and

Double Bottom Border. Both Total r o w s n o w have a single top border and a double b o t t o m border,

Blue color.

Draw Border

Erase B o r d e r

I Click Top

Documentation worksheet the active range A3:A5.

Outside Borders Thick B o x B o r d e r

^ T i p : You can use the Total cell style to make cell text bold and add colored top and double bottom borders to selected cells.

ft

Font Color button arrow [Aj. In the T h e m e C o l o r s section, click the White, Background 1 color. I Select the range B 3:B5. | In the F o n t group, click the Fill Color button arrow Jfcjj. In the T h e m e s C o l o r section, click the White, Background 1 color. T h e b a c k g r o u n d c o l o r o f the In the F o n t group, click the

cells is n o w white, hiding the gridlines.

fill color A background color added to cells. Chapter

14:

Formatting

a

Workbook

Using the Format Cells Dialog Box

P Click anywhere in the w o r k s h e e t to deselect the range. See Exhibit 1 4 - 1 6 .

T h e buttons on the H o m e t a b provide quick access t o the most c o m m o n l y used formatting choices. F o r m o r e options, you c a n use the F o r m a t Cells dialog b o x t o

Exhibit 14-16 Fill color added to cells

apply f o r m a t s t o selected cells. T h e i n g l e t o n R e n t a l s - M i c r o s o f t Excel'

F o r m a t Cells dialog b o x has the following six t a b s , each focusing on a

Review

different set o f formatting options: ^

Number—Provides options for formatting the appearance o f numbers, including dates and numbers treated as text such

Singleton

Property

Management

as telephone o r Social Security numbers

Your N a m e

Alignment—Provides options

W e d n e s d a y , February 0 5 , 2014

for h o w data is aligned within a

-To c o m p a r e v a c a n c y rates a m o n g rentajl properties in Los Angeles

Fx

white text on blue background

hl i iptexttPYt blue

gridlines aren't visible under the white fill

on white background

cell Font—Provides options for selecting font types, sizes, styles, and other formatting attributes such as underlining and font colors

Using Color to Enhance a Workbook When used wisely, color can enhance any workbook. However, when used improperly, color can distract the user, making the workbook more difficult to read. As you format a workbook, keep in mind the following tips: ^

^

^

Use colors from the same theme within a workbook. This helps to maintain a consistent look and feel across the worksheets. If the built-in themes do not fit your needs, you can create a custom theme. Use colors to differentiate types of cell content and to direct users where to enter data. For example, you can format a worksheet so that formula results appear in cells without a fill color and users enter data in cells with a light gray fill color. Use pleasing color combinations. Although somewhat subjective, keep in mind that some color

^

^

^

combinations can annoy the intended readers, and others can just be difficult to read. Print the workbook on both color and blackand-white printers. This extra step helps to ensure that the printed copy is readable in both versions. Understand your printer's limitations and features. Colors that look good on your monitor might not look as good when printed. Be sensitive to your audience. About 8 percent of all men and 0.5 percent of all women have some type of color blindness and might not be able to see the text when certain color combinations are used. Red-green color blindness is the most common, so avoid using red text on a green background or green text on a red background.

preview of the selected number format

Exhibit 14-17 Number tab in the Format Cells dialog box ^

Border—Provides options for adding and removing cell borders as well as selecting a line style and color

^

^

Number category selected

Fill—Provides options for creating and applying background colors

number

and patterns t o cells

format

Protection—Provides options f o r

categories

Currency Accounting Date Time Percentage Fraction Scientific Text Speaal Custom

locking o r hiding cells t o prevent other users from modifying their contents

-3.00*

number of decimal places shown

1

Decimal places:

2^

t

i

• Use 1000 Separator (,)«£

imp

when check box is selected, a comma separates thousands

Negative numbers: 1234.10 (1234.10) (1234.101

options for displaying negative values

A l t h o u g h y o u have applied m a n y o f these formats f r o m t h e H o m e t a b , the F o r m a t Cells dialog b o x presents t h e m in a different w a y a n d provides m o r e

Number is used for general display of numbers. Currency and Accounting offer spedalzed formatting for monetary value.

choices.

ACTIVITY Use the Format Cells dialog box. Yearly Rates worksheet the a c t i v e s h e e r . Select the range F17:F25. These cells are formatted M a k e the

| Click OK. T h e F o r m a t Cells dialog b o x closes a n d the numbers in the range F 1 7 : F 2 5 a p p e a r with the

with the General number f o r m a t . • O n the H o m e t a b , in the N u m ber g r o u p , click

the Dialog Box Launcher ["nil The F o r m a t Cells dialog b o x opens with the N u m b e r t a b

options you chose in the dialog b o x .

| Select the no range B5:G5;B16:G16.

^ T i p : You can also open the Format Cells dialog box by right-clicking a cell or selected range, and then clicking Format Cells on the shortcut menu.

displayed. General, indicating the General n u m b e r f o r m a t , is selected in t h e C a t e g o r y b o x .

| O n the H o m e t a b , in the F o n t g r o u p , click the

Borders button arrow |ffl a n d then click More Borders. T h e F o r m a t Cells dialog b o x opens with the Border t a b displayed. See E x h i b i t 1 4 - 1 8 .

adds a border around the entire cell or range

Exhibit 14-18 Border tab in the Format Cells dialog box

I In t h e C a t e g o r y b o x , click Number. T h e N u m b e r o p t i o n s appear in the dialog b o x showing the current options for the N u m b e r f o r m a t — i n this case, t h e default options are t w o decimal places,

None

n o c o m m a , and negative numbers displayed with a

Outine

minus sign in black. See E x h i b i t 1 4 - 1 7 . I Click the

Use 1000 Separator (,) check box t o select Color:

Style button [ T ] in the N u m b e r group on the Home tab.

(1,234.10). N o w the format o f the negative numbers in the range F 1 7 : F 2 5 will match the format of the other negative numbers in the worksheet.

Decimal places down arrow twice t o

change the value in that b o x t o 0 .

•

rw—Id

OS

The selected border style c n be applied by clicking the presets, preview diagram i above.

I In the Negative numbers b o x , click the black

the

Inside

Border

it. T h i s has the same effect as selecting the C o m m a

I Click

adds borders around cells within the range without adding an outside border

preview of the border style is shown here

border line styles click to display the color palette to change border color

Chapter

14: Formatting

a

Workbook

Copying and Pasting Formats The Format Painter is a fast and efficient way to copy formatting and maintain a consistent look and feel throughout a workbook. So after you set the formatting in one cell, you can use the Format Painter button \ . Each time you paste, the Paste Options button appears in the lower-right corner of Paste V a l u e s the pasted cell or range. When you 123 12^ 123, click the Paste Options button, you O t h e r Paste O p t i o n s can choose from a list of pasting options, such as pasting only the values or only the formatting. These paste options also are available by clicking the Paste button arrow in the Clipboard group on the Home tab.

The Paste Special command is another way to control what you paste from the Clipboard. To use Paste Special, select and copy a range, select the range where you want to paste the Clipboard contents, click the Paste button arrow in the Clipboard group on the Home tab, and then click Paste Special to open the Paste Special dialog box. From the Paste Special dialog box, you can control exactly how to paste the copied range.

#

Paste Special Paste All using S o u r c e theme

w

Formulas

All e x c e p t b o r d e r s

Values

Column widths

Formate

Formulas a n d number formate

Comments

Values a n d n u m b e r formats

Validation

All merging conditional formate

Operation o

None

Multiply

Add

Divide

Subtract • • [

Skip blanks

Paste Unk I

Transpose

c

OK

Cancel

i In the Line section, in the Style b o x , click the thick

line

(the sixth line in the second c o l u m n ) .

In the Line section, click the Color arrow to display the color palette. In the Standard C o l o r s section, click the Dark

Blue color.

1.0,4.3 Creating an Excel Table

Y

ou can treat a range o f data as a distinct object in a worksheet k n o w n as an

Excel table. An

Excel

table makes it easier to identify, m a n a g e , and analyze

In the Border section, click the

bottom border o f

the related data. F o r e x a m p l e , you c a n quickly sort the

the preview. A thick dark blue b o t t o m border ap-

data, filter the data t o show only those rows that match

pears in the preview.

specified criteria, and add formulas t o entire columns.

Click OK. T h e dialog b o x closes and the selected

table style, which

cells with column titles have a thick, dark blue b o t t o m border.

In addition, the entire table is f o r m a t t e d using a single specifies f o r m a t s f o r the entire table,

such as font color, fill color, a n d borders. Formatting an entire table with a table style is m o r e efficient than formatting individual cells in the table. Excel tables c a n

[1 Save the w o r k b o o k .

include optional elements such as a header r o w that contains titles for the different columns in the table, and a total r o w that contains formulas summarizing the

Excel table A range of data that is treated as a distinct object in a worksheet. table style A preset style that specifies the formatting for an entire table.

values in the table's data. Y o u c a n create more than o n e Excel table in a worksheet. W h e n you create an E x c e l t a b l e , arrows appear next t o each column label. Y o u c a n click these arrows to change the w a y the data in the table is displayed

Chapter

14: Formatting

a

Workbook

Exhibit 14-19 Table styles

i« « • m

Documentation

Ready

|

| 2

Rates

Monthly Rates

I'HI

A v e r a g e : 1.489583333

ii C o u n t : 119

S u m : 143 I

aoai 120% :-•

• (T]

by sorting it o r hiding rows that contain certain data.

Table dialog b o x opens, confirming the range you

Finally, w h e n you scroll the table above the column

selected for the table. It also has the M y table has

headings, the t e x t o f the header r o w replaces the letters

headers check b o x selected, w h i c h m e a n s that the

in the c o l u m n headings, making it easier t o track which

c o l u m n labels in r o w 6 will be treated as labels

c o l u m n s you are viewing.

and n o t data. See Exhibit 1 4 - 2 0 .

Exhibit 14-20 Format As Table dialog box

ACTIVITY Create an Excel table. nfc M a k e the Monthly Rates worksheet the active sheet. Select the range A6:J19. ^

O n the H o m e t a b , in the Styles group, click the

Format as Table button. A

gallery o f table styles

opens. See Exhibit 1 4 - 1 9 .

Bfc In the Light section, click Table Style Light 11 (the

selected range

Format As Table

keep selected to specify that the selected range includes column labels

Where is the data faf your table?

m -V

My table has headers OK

CANCEL

green style in the second r o w ) . T h e F o r m a t As

Chapter

14: Formatting

a

Workbook

Table Tools Design tab

Exhibit 14-21 Range formatted as an Excel table

Home

Insert

Table Name:

TRental^flicrosot

Page Layout

Data

Summarize w i t h PivotTable

7£|

J* R e m o v e D u p l i c a t e s

Table4

Export

Convert to Range

Properties

Refresh

Tools

*

Open m Browser

*jp Unlink

Design"

[7] Header R o w

•

Q Total R o w

O Last C o l u m n

First C o l u m n

@ j Banded Rows

•

Banded Columns

E x t e r n a l Table D a t a

A6

A

Singleton

View

JT Properties

3

Resize Table

bxcel' Review

Month

Property

Management

click to view the Table Styles gallery

Analysis of Monthly Property Vacancy Rates

header row

""-nth Hist | U n i t s V a c a n t in 2012

| SheridanQ Lake Q Harison Q 9th Q 8th Q O'RourkeQ Total p

Jan Feb

9 10 11 13Jul 14Aug 15 16 7 18 19 Mar

Apr

click to change the way data in the table is displayed

May

Jun

11 10

Sep

Oct

Nov Dec

Total

rows formatted as a table

lentaton

Yearry Rates

b o x closes, the selected range is formatted as an Excel table using the table style you selected in the gallery, and the Table Tools Design tab appears on the R i b b o n and is the active t a b . See Exhibit 1 4 - 2 1 .

£j

^ T i p : If you insert rows and columns, the range of the Excel table automatically expands to include the new rows and columns. To add a new column to the right of the table or a new row at the bottom of the table, enter data in the next column or row.

banded rows (banded columns) Formatting that displays alternate rows (or columns) in an Excel table with different fill colors.

Chapter

t

A v e r a g e : 1.439583333

I Click OK. T h e dialog

I

Monthly Rates

14:

Formatting

a

Workbook

C o u n t 119

S u m : 143 , e3 ED tHI

120'

Using Banded Rows After y o u identify a range as a n E x c e l t a b l e , y o u c a n c h o o s e a different t a b l e style a t a n y time. Using a table style ensures t h a t t h e t a b l e ' s f o r m a t t i n g reflects any c h a n g e s m a d e t o t h e t a b l e , such as adding o r deleting table r o w s o r c o l u m n s . F o r e x a m p l e , m a n y tables display a l t e r n a t e r o w s w i t h different fill c o l ors.

This

banded rows

effect m a k e s t h e data easier t o

r e a d , especially in large t a b l e s w i t h m a n y r o w s . Y o u c o u l d c r e a t e t h e b a n d e d r o w s e f f e c t by applying a cell style with a b a c k g r o u n d fill t o every other r o w in the t a b l e ; but if y o u later a d d o r delete a r o w f r o m

in a range of data.

the t a b l e , t h e b a n d e d r o w s effect m i g h t be l o s t . I f y o u

) If it is n o t already selected, o n the R i b b o n , click

Table Tools Design tab.

c h o o s e a t a b l e style t h a t includes b a n d e d r o w s , o n

the

the o t h e r h a n d , a l t e r n a t i n g r o w c o l o r s a r e applied t o

O p t i o n s group, the Header R o w a n d Banded

the entire E x c e l t a b l e a n d if y o u a d d o r delete r o w s ,

R o w s check b o x e s are selected. R e f e r b a c k t o

the b a n d e d r o w s effect is a d j u s t e d as n e e d e d . T h i s is

Exhibit 1 4 - 2 1 .

b e c a u s e a t a b l e style treats t h e t a b l e as a single o b j e c t

In the T a b l e Style

| In the Table Styles group, click the

r a t h e r t h a n a c o l l e c t i o n o f cells. Y o u c a n a l s o c r e a t e

More button

0.

T h e Table Styles gallery opens with the s a m e table

banded columns.

style options you saw earlier. M o s t o f t h e styles use banded rows when the Banded R o w s c h e c k b o x is selected.

ACTIVITY

| In the M e d i u m section, click

Change a table style.

|P Click cell A6 to

Table Style Medium 16

(the blue style in the third r o w ) . T h e table is refor-

^ Tip: You can click any cell within a table to make the table active; you do not need to select all of the table cells.

m a k e the table a c tive. T h e Table Tools Design t a b appears on the R i b b o n .

matted with the new style. See E x h i b i t 1 4 - 2 2 .

| F o r m a t the range A22J34 (Units V a c a n t in 2 0 1 3 ) as an E x c e l table using the Table

table style. T h e range

Style Medium 16

A 3 8 J 5 0 is already f o r m a t -

ted as an Excel table.

Exhibit 14-22 Excel table formatted with banded rows Banded Rows check box

^^^T^PBBBBII^^nglrton

P

Home

Insert Page L a y o u t S u m m a r i z e w i t h PivotTable J*

Remove Duplicates

J7j

Convert to Range

3

R e n t a l ^ ^ M i c r o s o f t Excel Formulas ^ Export

Tools

Refresh

View

* O p e n in Browser « » Unlink

U

Singleton

Jan

Property

•

Design HeaderRo'w

Q

First C o l u m n

TptalRow

•

Last C o l u m n

i Banded Rows

Q Banded Columns

T a b l e Style O p t i o n s

External Table Data

\

zr

Data Review 3 iT P r o p e r t i e s

•

X

3

Management

table style with banded rows

Analysis of Monthly Property Vacancy Rates header row

Units V a c a n t in 2012 Month

R e a d y , *3

B

1st

B

Park

aaa

|

Chapter

14: Formatting

1 2 0 %

a

Workbook

Selecting Table Style Options

Total column contains n o values, cell J 2 0 displays

After you apply a table style, you can change whether t o show o r hide the header row, total row, banded rows, and banded columns in the table, as well as whether to format the first column and last column o f the table. These options are available in the Table Style Options group on the Table Tools Design tab and are the same check boxes you saw when you created a table in Word. You can also use cell styles a n d the formatting tools you have used with individual cells and ranges t o format Excel tables.

0. See E x h i b i t 1 4 - 2 3 . ( Delete row 19 t o delete the original Total r o w that had been added manually.

I Select

the range A6:J6. O n the R i b b o n , click the Home tab. In the Alignment group, click the Center button T h e column labels are centered.

I Select cell A19. O n the H o m e t a b , in the Styles group, click the

Cell Styles button. In the Titles and Heading 4 style. T h e

Headings section, click the

Total label is formatted in a bold blue font. I Click any cell in the table other than cell A 1 9 . See

Select table style options. Click

cellA7

Exhibit 1 4 - 2 4 .

t o make the U n i t s Vacant in 2 0 1 2

table active. | O n the Table Tools Design t a b , in the Table Style O p t i o n s

Last Column check box

group, click the

to select it. T h e last c o l u m n — t h e Total column—is format-

^ T i p : Some table styles do not include formatting for all of the options available; in those cases, selecting an option has no visible effect on the table.

I M a k e the Excel table in the

range A23J34

active.

Table Tools Design tab. Last Column check box and the Total Row check box.

( O n the R i b b o n , click the

In the Table Style O p t i o n s g r o u p , select the

Center the labels in the nonadjacent range

A22:J22;A38:J38. Apply the

Heading 4 cell style

to

nonadjacent range

A35;A51.

ted with a Blue, Accent 1 fill. I In the Table Style O p t i o n s g r o u p , click the Total

Adding Formulas to an Excel Table

Row check box t o select it. A new r o w labeled To-

O n e advantage o f using an E x c e l table rather than

tal is added t o the b o t t o m o f the table. Because the

a range o f data is the speed with which you can add

SUBTOTAL Function You can use the Total row in an Excel table to insert commonly used functions to summarize data in each column. Although you are inserting a common function, such as SUM, the formula that Excel enters is the SUBTOTAL function. The syntax of the SUBTOTAL function is SUBTOTAL(function_num,ref1[,ref2]

. . .)

where function_num is one of the numbers shown in the table on the right that specifies which function to use in the calculation, and refl, ref2, . . . are one or more references for the table columns or ranges you want to include in the calculation. Excel table columns are referenced by their label in the header row. For example, the following function tells Excel to use the SUM function to add all of the numbers in the Total column: =SUBTOTAL(109 [TOTAL]) f

Chapter

14: Formatting

a

Workbook

Function Number (includes hidden Function Number (includes all data) Function data) 1

101

AVERAGE

2

102

COUNT

3

103

COUNTA

4

104

MAX

5

105

MIN

6

106

PRODUCT

7

107

STDEV

8

108

STDEVP

9

109

SUM

10

110

VAR

11

111

VARP

Exhibit 14-23 Revised table style

Header Row check box selected

SD'd *>

Chapter

14:

Formatting

a

Workbook

formulas t o the table. W h e n you enter a formula in one

plays 1 2 , which is the n u m b e r o f rows above the

cell o f an E x c e l table, the formula is automatically cop-

cell that contain data.

ied to all other cells in that c o l u m n ; this is called a cal-

I Click

culated column. You can also quickly enter a summary

cell B19. Because

this cell is in the Total r o w

added to the table using the table style option, an

function for each column in the Total row. W h e n you

arrow button appears to the right of the cell.

click in a cell in the Total row, an a r r o w button appears. W h e n you click the a r r o w b u t t o n , a list o f the most

I Click the

c o m m o n l y used functions o p e n s , including S U M , AV-

arrow button [•]

to display a list of the

available functions. See E x h i b i t 1 4 - 2 5 .

E R A G E , C O U N T , M I N , and M A X . T h e function you

I Click Sum. T h e function list closes, and 1 5 , which

select is applied to that c o l u m n . By default, the Total

is the number of vacancies in 2 0 1 2 for the prop-

row adds the numbers in the last column o f the Excel

erty on 1st Ave., appears in the cell.

table or counts the n u m b e r o f records if the data in the

I For each cell in the range CI 9:119, click the arrow button [•] and select SUM to enter the Sum func-

last column contains text using the C O U N T function. N o n e is the default for all o f the other columns.

tion for the remaining c o l u m n s in the Total row.

ACTIVITY Add formulas to an Excel table. Q) A

Problem? If you copy a formula from one cell to another in the Total row, the formula will continue to add the values in the original column instead of updating to reflect the current column. Repeat Step 6 making sure you click the arrow button in each cell.

Select cell J7. O n the H o m e t a b , in the Editing group, click the

Sum button

[Zj, and then press the Enter key.

T h e S U M function is added t o all of the cells in the Total c o l u m n in the E x c e l table. Cell J 1 9 dis-

Exhibit 14-25 List of functions available in the Total row

Design I

| « " Insert » | * Delete -

"*o

°o

Conditional

*' Number

Format

Cell

F o r m a t t i n g - as T a b l e - Styles -

H

*

Styles

Analysis of Monthly Property Vacancy Rates

JJ

Format ' Cells

4 5 6 7

Units V a c a n t in 2012

Monthfl 1st Q Jan

functions available for the Total row 12 13 14 15

Jun

Jul

ji

Average Count Aug Count N u m b e r s S f r Max Min Sum StdDev Var Dec More Functions..

1

4

0

0

4

0

0

6

2

1

8

0

2

9

0

1

11

2

1

18

4

SUM function added to the entire column

0 0

0 0 0 0

19 Total Chapter

O'RourkB Total j

1

3

10

16 Oct Nov 17

Lake Q HarrisorQ 9th

3

arrow button appears in the active cell of the Total row 14:

Formatting

a

Workbook

Excel added a function to count all cells in the column that contain data

I Click cell J19. Click

the

arrow button [•]

to the right o f the cell. C o u n t is selected in the list.

Exhibit 14-26 Highlighting rules Rule

Highlights

a n d t h e v a l u e in cell J 1 9 is n o w 1 4 3 ,

Greater Than

Cells that are greater than a specified number

w h i c h is t h e t o t a l n u m b e r o f v a c a n c i e s

Less Than

Cells that are less than a specified number

in 2 0 1 2 .

Between

Cells that are between two specified numbers

Equal To

Cells that are equal to a specified number

Text That Contains

Cells that contain specified text

A Date Occurring

Cells that contain a specified date

Duplicate Values

Cells that contain duplicate or unique values

Top 10%

Cells that contain the values in the top 10 percent

Bottom 10%

Cells that contain the values in the bottom 10 percent

( C l i c k Sum. T h e f u n c t i o n list c l o s e s ,

) Select cell J23, and then insert the SUM

function. T h e function is inserted in the range J 2 3 - . J 3 4 .

In the range B35:J35, use the arrow button [•~| t o insert the SUM function in each cell o f the T o t a l row. Save the w o r k b o o k .

loh Highlighting Cells with Conditional Formatting 4

C

E x h i b i t 1 4 - 2 6 describes some o f the ways t h a t cells c a n be highlighted with conditional f o r m a t t i n g . Y o u c a n apply m o r e than one conditional f o r m a t t i n g rule t o the same range.

onditional formatting

applies formatting only when

a cell's value meets a specified condition. T h i s is

T o highlight cells with c o n d i t i o n a l

formatting,

first select the r a n g e t h a t you w a n t t o h i g h l i g h t . C l i c k

often used t o help analyze data. F o r e x a m p l e , condi-

the

tional f o r m a t t i n g is often used t o highlight important

group on the H o m e t a b , point t o Highlight

trends and values o f interest.

Rules o r Top/Bottom Rules, a n d then click t h e type

Conditional

Formatting

button

in t h e Styles Cells

W i t h conditional formatting, the f o r m a t applied t o

of condition you want t o create f o r the rule. A dialog

a cell depends upon the value o r c o n t e n t o f the cell.

b o x o p e n s s o y o u c a n specify t h e f o r m a t t i n g t o use

F o r e x a m p l e , conditional formatting can m a k e negative

for that condition.

numbers red a n d positive numbers black. Conditional formatting is d y n a m i c — i f the cell's value changes, the cell's f o r m a t also changes as needed. Each type o f conditional f o r m a t t i n g has a set o f rules that define h o w the f o r m a t t i n g should be applied and under w h a t conditions the f o r m a t will be changed. E a c h time you apply a conditional f o r m a t , you are creating a

conditional formatting rule.

ACTIVITY Highlight cells with conditional formatting.

QP Select the range B39:I50. QP

A rule specifies

the type o f condition (such as formatting cells greater than a specified value), the type o f formatting when that

O n the H o m e t a b , in the Styles g r o u p , click the

Conditional Formatting button. See QP

Point to

Highlight Cells Rules.

Exhibit 14-27.

A submenu lists the

available highlighting rules.

condition occurs (such as light red fill with dark red t e x t ) , and t h e cell o r range t o which the formatting is applied. Y o u c a n see all o f the conditional formatting rules used in the w o r k b o o k in the Conditional F o r m a t ting Rules M a n a g e r dialog b o x .

Highlighting a Cell Based on Its Value Cell highlighting changes a cell's font c o l o r o r b a c k -

conditional formatting Formatting that is applied to a cell only when the cell's value meets a specified condition. conditional formatting rule A list of the condition, the type of formatting applied when the condition occurs, and the cell or range to which the formatting is applied.

ground fill c o l o r o r both based o n the cell's value.

Chapter

14: Formatting

a

Workbook

Exhibit 14-27 Highlight Cells Rules submenu on the Conditional Formatting button menu

Conditional Formatting button

Review

ip -

Paste

*

Cahbri

J

B

=

A'

Clipboard

m

General

•

Font

Alignment

B40

$

• %

r..

c

B

D

E

• .0 .00

»

Number

=B23-B7

a Ir

A

^

A' ST n - • e*b^' a •m mm iw m ^ f l l -

I

F

Oct

33

Nov

0

2

0

0

34

Dec

1

1

2

0

0

35

Total

12

69

27

3

4

2

0

0

n, j

32

0

.00 +.0

0,

G

36 37 N e w Rule 40

Jan

1

4

0

0

-1

41

Feb

0

1

2

-1

0

-i

U

Mar

0

1

4

-1

1

-i

1

Apr

0

2

3

0

0

0

3

May

0

2

6

0

-2

2

6

-1

6

4

1

-1

2

3

Jl 44

M a n a g e Rules...

,1

1

0

46

Jun Jul

1

-6

0

1

-1

3

1

47

Aug

0

-6

-2

1

1

1

-1

2

48

Sep

0

3

-4

0

1

2

-1

0

49

Oct

-2

-4

-3

0

0

2

-2

50

Nov

-2

-6

-1

0

0

0

0

0

-5

2

0

0

0

1

-3

-8

11

1

-2

9

11

45

51

Dec

52 M 4

Total

• M Doncutamtoien Yearyl Rae*s Monthyl Rates *J

Ready |

T h e Greater T h a n

A

dialog b o x opens. T h e default condition specifies to highlight cells in the selected range with

2

|

ll -ll -ll 5|

llll

A v e r a g e : 0.25

3

I Click Greater Than.

11

Count: %

I C l i c k the

Problem? If 0 (a zero) doesn't appear in the Format cells that are GREATER THAN box, select the current entry and then type 0.

Sum: 24

with arrow,

^

[ Q | t3

120%

-

and then click

Red Border.

All cells in t h e selected r a n g e w i t h a value greater t h a n zero will be highlighted with a red border. I Click OK t o apply the highlighting rule. (In the Styles group, click the

Conditional FormatRules, and then

a value greater than zero (months and buildings in

ting button, point

which vacancies increased) with a light red fill and

click Top 10 % . T h e T o p 1 0 % dialog b o x , which is

dark red text. See E x h i b i t 1 4 - 2 8 .

similar t o the Greater T h a n dialog b o x , opens. T h e number 1 0 in the left b o x in the dialog b o x speci-

Exhibit 14-28 Greater Than dialog box

fies the percentage t o highlight.

with arrow, and Dark Green Text.

( Click the

Greater Than F o r m a t cells t h a t a r e G R E A T E R T H A N :

(J£) condition to be met

t=

Chapter

w

'

t n

14:

b°

with

fill

Light R e d

w i t h Dark R e d T e x t Cancel

x

Formatting

t o Top/Bottom

[V]

Workbook

Green Fill with

I Click OK. Cells c o n t a i n i n g t h e t o p 1 0 percent o f vacancy increases between 2 0 1 2 and 2 0 1 3 are filled with light green a n d c o n t a i n dark green t e x t .

a

then click

Conditional Formatting button

Exhibit 14-29 Cells highlighted with conditional formatting GLETON"Ren? ati?TFICROSOFT Exc General $

' %

Conditional Format Cell F o r m a t t i n g • as T a b l e • Styles Styles

I

Number

A

A

C

B

E

D

F

G

^ £J F o r m a t ' Cells

Q

SheridaO 0

0

-1

•

8th

4

-1

0

1

2

-1

0

-1

Mar

0

1

4

-i

/

Apr

0

2

3

0

0

2

6

0

-1

6

4

Jul

1

-6

Aug

0

-6

48

Sep

0

3

49

Oct

-2

50

Nov

-2

51

Dec

52

Total

39

Park

MonthQ

40

Jan

41

Feb

42 43 44

May

45

Jun

46 47

Lake

B

HarrisofQ

9th

warn

/

Editing

red borders highlight cells with increased vacancies

H

37 38

Sort & F i n d & Fitter - S e l e c t '

^

TA

O'RourkQ

/fj

1

0 1

1

0

3

0

-2

2

6

1

-1

2

3<

0

1

-1

3

1

-2

1

1

1

-1

2

-4

0

1

2

-1

0

-4

-3

0

0

2

-2

-l

-10

-6

-1

0

0

0

-l

-10

0

-5

2

1

-1

-3

-3

-8

11

11

5

24

S3

^

i

red highlights cells in the Dottom i u percent or vacancies

In the Styles group, click the Conditional Formatting button, point to Top/Bottom Rules, and then click Bottom 10%. T h e B o t t o m 1 0 % dialog b o x

8

green highlights cells in the top 10 percent of vacancies

n

click t h e C o n d i t i o n a l F o r m a t t i n g b u t t o n , a n d then click M a n a g e R u l e s .

opens with 1 0 in the left b o x and Light R e d Fill with D a r k R e d T e x t selected in the with b o x . Click OK. Cells containing the b o t t o m 1 0 percent o f v a c a n c y increases between 2 0 1 2 and 2 0 1 3 are

Clear a conditional formatting rule. QP

O n the H o m e t a b ,

^

in the Styles group,

filled with light red and contain dark red text.

Conditional Formatting button, and then click Man-

click the

Click anywhere in the Excel table t o deselect the range. See E x h i b i t 1 4 - 2 9 .

age Rules. T h e Conditional F o r m a t t i n g

Clearing a Conditional Formatting Rule

Rules M a n a g e r

If y o u n o longer w a n t t o highlight cells using the c o n -

dialog b o x opens,

ditional f o r m a t t i n g , you c a n r e m o v e , o r clear, t h e cur-

listing the three

rent highlighting rule. N o t e that clearing a c o n d i t i o n a l

rules you created for

f o r m a t t i n g rule doesn't affect the c o n t e n t s o f the cells.

the active table. See

You c a n c l e a r all o f the rules f r o m a selected r a n g e , an

Exhibit 1 4 - 3 0 .

entire w o r k s h e e t , o r the active t a b l e . T h e s e c o m m a n d s are a v a i l a b l e b y clicking t h e C o n d i t i o n a l F o r m a t t i n g

Q | Click the Cell Value > 0 rule t o select it.

b u t t o n , a n d then pointing t o C l e a r R u l e s . If y o u only w a n t t o delete some o f t h e c o n d i t i o n a l

formatting

rules, y o u need t o use the C o n d i t i o n a l

Formatting

Rules M a n a g e r dialog b o x . T o open this dialog b o x ,

Tip: To clear all of the conditional formatting rules from a range, table, or worksheet, click the Conditional Formatting button in the Styles group on the Home tab, point to Clear Rules, and then click the appropriate Clear command in the submenu.

QP

O n the toolbar at the top o f the dialog b o x , c l i c k t h e Delete

Rule button. T h e rule is deleted

f r o m t h e list.

Chapter

14:

Formatting

a

Workbook

Exhibit 14-30 Conditional Formatting Rules Manager dialog box

indicates that list of rules applies to the current table

ometimes a worksheet will contain

Delete Rule button

Conditional Formatting Rules Manager S h o w formatting rules for:

LO145 Hiding Worksheet Data

Table

'too much data to fit into the worksheet window without drastically reducing the zoom level, which would make

Rule [applied m o r d e r s h o w n )

.

the contents too small to read easily. One

Stop I f T r u e

Bottom 1 0 %

AaBbCcYyZz

Top 10%

AaBbCcYyZz

Cell Value > 0

AaBbCcYyZz

ADDi.es Id

=SBS^0S:SI51 =SB«H0S:SI51

•

m

way to manage the contents of a large worksheet is to selectively hide (and later

•

H

unhide) rows and columns containing extraneous information. This allows you to focus your attention on only a select few data points. Hiding rows, columns,

list of available rules

and worksheets is a good way to manage a large volume of information; but it should never be used to hide data that

QP

is crucial to understanding a w o r k b o o k . Note that hiding

Click OK. T h e dialog b o x c l o s e s , a n d the red b o r -

a row or column does not affect the other formulas in the

ders disappear from the table. ]P

workbook. Formulas still show the correct value even if

Save the w o r k b o o k .

they reference a cell in a hidden row or column.

J^mi^^^^^^m^g

ACTIVITY

can help

Hide and unhide worksheet data.

isolate and highlight potentis'

i§f

QP

In the M o n t h l y Rates w o r k s h e e t , select row 5 through row 36.

Using Conditional Formatting Effectively Conditional formatting is an excellent way to highlight important trends and data values to clients and colleagues. However, it should be used judiciously. An overuse of conditional formatting can sometimes obscure the data values you want to emphasize. You will need to make decisions about what to highlight and how it should be highlighted. Keep in mind the following tips as you consider the best ways to effectively communicate your findings to others: ^

^

D o c u m e n t t h e c o n d i t i o n a l f o r m a t s y o u u s e . If a bold, green font means that a sales number is in the top 10 percent of all sales, include that information in a legend in the worksheet. The legend should identify each color used in the worksheet and what it means, so others know why certain cells are highlighted. Don't clutter data with too m u c h highlighti n g . Limit highlighting rules to one or two per data set. Highlights are designed to draw attention to

Chapter

14:

Formatting

a

Workbook

^

^

points of interest. If you use too many, you will end up highlighting everything—and, therefore, nothing. Use color sparingly in worksheets with highl i g h t s . It is difficult to tell a highlight color from a regular fill color, especially when fill col31.51 ors are used in every cell. Consider alternatives t o conditional f o r m a t s . If you want to highlight the top 32.04 10 sales regions, it might be more effective to simply sort the data with the best32.34 selling regions at the top of the list.

Remember that the goal of highlighting is to provide a strong visual clue of important data or results. Careful use of conditional formatting helps readers to focus on the important points you want to make rather than be distracted by secondary issues and facts.

$945.38 5897.27 $931.67 $961.09 $968.37 $970.29 $953.70 30.95 $928.44 30.91 $927.25 31.78 $953.46 $984.22 S1,011.02 $1,047.20, $1,044.93 29.91 • • 1.06 2.28 3^79

I O n the H o m e t a b , in the Cells g r o u p , click the

Format but-

ton, and then point

to Hide & Unhide. A submenu opens listing the c o m m a n d s for hiding and unhiding t h e selected

I Click any cell in the w o r k s h e e t t o deselect the

^ k T i p : You can also hide or unhide a row or column by right-clicking the row or column header and clicking Hide or Unhide on the shortcut menu.

unhidden r o w s . I Save the w o r k b o o k .

loi 6 Formatting a Worksheet 4

for Printing

Y

rows, columns, or

ou

sheet.

I O n the s u b m e n u , click Hide Rows. R o w s 5 t o 3 6

should

take

as m u c h care in

formatting the printed JL a

are hidden, and the row numbers in the worksheet

output as y o u d o in

j u m p f r o m r o w 4 t o row 3 7 . N o t i c e that the data

formatting

in t h e third table does n o t change even though

the

con-

tents o f the electronic

its f o r m u l a s use data from the hidden tables. See

file. Before y o u print,

Exhibit 1 4 - 3 1 .

i

you c a n set the page orientation a n d margins, specify w h a t area

Exhibit 14-31 Rows hidden in the worksheet

o f the w o r k s h e e t t o print, indicate what should print o n e a c h page, and specify what i n f o r m a t i o n should print o n

Home

t

Inse

Formulas

Data

each page. Print settings c a n be applied t o a n

Review

View

S *

-mG e n e r$a l -

entire w o r k b o o k o r t o individual sheets.

^ ^ ^ ^ ^

*

Calibri

-a ^

* • D

Clipboard

A5

A

A'

"

«

Font

«

Z3 A'

1

^ m \m\ mm

•

*

3

Alignment

.

%

»

Toi

View a worksheet in Page Layout view.

U n i t s V a c a n t i n 2012

»

B

1 c

1

D

|

E

|

F

I

1 2 Analysis of Monthly Property Va 3 4 37* 38 Net Increase 39 MonthQ 1st B Park Q Sheridafl Lake Q HarrisorQ 40 Jan \ 1 41 Feb \ 0 1 2 -l[ 0| 42 Mar \ 0 1 4 - 1 1 43 Apr \ 0 2 3 0 0 Singleton

Property

ACTIVITY

Number

I O n the

Manageme

status bar, click the

Page Layout button

B

T h e

worksheet switches to

^k,Tip: You can set the gridlinesorthe row and column headings to print by clicking the Print check boxes on the Sheet Options group on the Page Layout tab.

Page Lay-

Q|

out view. Change

the zoom level o f the worksheet

to 40% t o view m o r e o f the page layout.

numbers jump as a reminder that rows are hidden

T h e worksheet's c o n t e n t s d o n o t fit o n a single page and the tables break across pages. See E x h i b i t 1 4 - 3 2 .

I D r a g t o select row 4 and row 37, which are the r o w s before and after the hidden r o w s . (In the Cells group, click the to

Hide & Unhide, and

then

Format button, point click Unhide Rows.

R o w s 5 through 3 6 reappear.

I On

the R i b b o n , click the

Page Layout tab. In t h e Orientation button,

Page Setup g r o u p , click the a n d then click

Landscape. T h e

page orientation

c h a n g e s t o l a n d s c a p e , m a k i n g e a c h page wide e n o u g h t o display all o f t h e c o l u m n s in e a c h table.

Chapter

14:

Formatting

a

Workbook

page is too narrow to fit all of the table columns in portrait orientation Exhibit 14-32 Page Layout view of the Monthly Rates worksheet

1

Set and clear the print area ! i n g l e t o n Ren1

1— alfe"

•A

1

worksheet zoomed to 40% in Page Layout view

2|

I

Singleton

!

1

Property

Am*lisis

'4|

I 's| • I

Rei ew A'

UP O n the status bar, click the

Preview button [S3 $

•

T h e worksheet switches t o Page

Agilnment 1

I • s|

1

I

1

e|

1

Page Break A

Problem? If the Welcome to Page Break Preview dialog box opens, click OK.

Break Preview. P Change the z o o m level o f the worksheet to 60%.

I

P Select the range A1:J 19. T h i s range includes the

Management

of MotU it Proptir V»t»nt Rats

worksheet title and subtitle and the first table. P O n the Page Layout t a b , in the Page Setup group, click the

Print Area button, and

then click

Set Print

Area. T h e print area changes t o cover only the range A 1 : J 1 9 . T h e rest o f the worksheet content is gray t o indicate that it will n o t be part o f the

I ii " ii i ,

printout. See E x h i b i t 1 4 - 3 3 .

mm

Exhibit 14-33 Print area set in Page Break Preview I

m

h

< • h [

Ready

t2

•

Documentation P a g e : 1 of4

j

Page Setup

A

Monthly Rates I

worksheet will print on four separate pages

Setting the Print Area By default, all cells in t h e active worksheet c o n

I

B

S i n g l e t o n

|

f* Snigelton Property Management E1F1 G Anaylsts of Monthyl Property Vacancy Rates

C

P r o p e r t y

M a n a g e m e n t

print area is the selected range

taining text, formulas, o r values are printed. T h e region that is sent t o the printer from the active sheet is

known as the print area. T o print part o f a worksheet, you can define the print a r e a , overriding the default setting. A print area c a n cover an adjacent o r n o n adjacent range in the current w o r k s h e e t . T h e easiest way t o set the print area is in Page L a y o u t view o r Page B r e a k Preview. F o r example,

gray shaded area will not print

to print only the first table in the M o n t h l y Sales w o r k s h e e t , y o u could set the print area t o cover that range while in Page Break Preview.

1

print area The region that is sent to the printer from the active sheet. worksheet zoomed to 60% in Page Break Preview Chapter

14:

Formatting

a

Workbook

I

O n the R i b b o n , click the tion bar, click

File tab.

Print. O n the Print

In the naviga-

cell A36,

Click

I

and

t a b , the preview-

shows t h a t only the area y o u set as the print area

b r e a k . T h e printout

will print.

is n o w three pages,

I O n the R i b b o n ,

click the

Page Layout tab

and each table

to

appears o n a

c l o s e B a c k s t a g e view a n d display t h e w o r k -

separate page. See

sheet w i t h t h e Page L a y o u t t a b selected o n t h e

Exhibit 1 4 - 3 4 .

Ribbon. | In the Page Setup group, click the

^k,Tip: To remove a manual page break, click the cell below or to the right of the page break, click the Breaks button, and then click Remove Page Break.

then insert a page

Print Area

button, and then click Clear Print Area. T h e print

Breaks button

Exhibit 14-34 Worksheet in Page Break Preview Print Area button

area is reset t o include the entire contents o f the worksheet.

Home

Inserting and Removing Page Breaks O f t e n t h e c o n t e n t s o f a w o r k s h e e t d o n o t fit o n t o a single p a g e . By default, E x c e l prints as m u c h o f the

[SI

Bco,ors

Insert

'

HFontsThemes , — , [ 0 ] Eftects • Themes

Page Layout

Margins Orientation

\Formulas

Date'

Review

Size

View

Print Breaks B a c k g r o u n d Area" * Page Setup

Print Titles Q

F

J

a 3

c o n t e n t t h a t fits o n a single page w i t h o u t resizing the c o n t e n t , a n d then inserts

automatic page breaks

to

c o n t i n u e printing the remaining w o r k s h e e t c o n t e n t on

A

|

B

C~

Singleton

split w o r k s h e e t c o n t e n t in a w k w a r d places such as

E

G

H

I

Management

A n a l y s i s of M o n t h l y Property V a c a n c y Rates

successive pages. T h i s c a n result in page b r e a k s that leave a single c o l u m n or r o w o n a separate page o r

D

Property

first page

'N I MONIB ISIB PARIBSHERIDD L A K F IL H A R R 2012

P

within a t a b l e .

7-

O n e w a y t o fix this problem is t o scale the printout by reducing the font size t o fit o n a single sheet of paper. However, if you have m o r e than o n e o r t w o c o l u m n s o r r o w s t o fit o n t o the page, the resulting text is often t o o small t o read comfortably. A better fix is usually t o split the worksheet into logical segments, which you can d o by inserting

manual page breaks

that specify

exactly w h e r e the page breaks occur. A

UN T IS V A C A N TN I 2013 MONIB

I S T B

PAILBSHERIDFL

LAK.FLHAR

R a g e ; 2|

manual page breaks

page b r e a k is inserted directly above a n d to the left o f a selected cell, directly above a selected row, o r t o the left o f a selected c o l u m n . R e m e m b e r that page b r e a k s appear as dotted blue lines in Page Break

MO N IFLJ ISTQ PAFCSHEH
Preview. M a n u a l page breaks appear as solid blue lines.

Insert page breaks. Click

cell A20. With

Documentation

I

9j

O n the R i b b o n , click the File tab. In the navigation bar, click

this cell selected, a page break

Monthly Rates .

Print. T h e preview

shows the first page

o f the current worksheet.

will be inserted between rows 1 9 and 2 0 , a b o v e the active cell. £JP

O n the Page Layout t a b , in the Page Setup group, click the

Breaks button, and then

Break. A

dark blue manual page break separates

row 19 from row 2 0 .

click

Insert Page

automatic page break A page break Excel inserts when no more content will fit on the page. manual page break A page break you insert to specify where a page break occurs.

I B e l o w the preview, click the Next Page button

repeat at top box.

T h e second table is on the second page, but the

I Click in the worksheet, and then select

worksheet title and subtitle do not appear on

repeat at top box. A blinking border appears around

| O n the R i b b o n , click the

File tab. Backstage view

the first three rows of the worksheet indicating that

closes.

the contents of these rows will be repeated on each

| View the w o r k s h e e t in

page of the printout. See Exhibit 1 4 - 3 5 .

Normal view and change the

zoom level to 120%, if necessary.

Adding Print Titles

^^BB^^ Layout^^WwBII^^^B^^^BIB^^^WI^^ 13 * D Si D B i < 9 1 Home

descriptive

information

such

company

logo, and

(Click OK. T h e dialog b o x closes.

Exhibit 14-35 Sheet tab in the Page Setup dialog box

A good practice is t o

the

rows 1 through

3. The row reference $ 1 : $ 3 appears in the Rows to

this page.

include

Rows to

| In the Print titles section, click in the

T h e second page o f the worksheet appears.

Co,ors

as

name,

Page

Themes

worksheet

53 F o n t s .—, \OJ Eftects ' Themes

Margins Orientation ^ ^ , 7 .

M

Size

A

Jt |

title on each page o f

Print Area"

Breaks B a c k g r o u n d

Page Setup

Print Titles

Width:

Automatic

*

Gridlines

Height:

Automatic

•

0

View

C

•

Print

Scale

100%

Headings j 0

View

•

E*Br % S e

Print

1 la V

a printout in case a page

becomes

sepa-

rated from the other

\Singleton

Pr<

pages. You can repeat information in the w o r k sheet by specifying

which

rows or columns

in

the

first three rows will be printed on every page

worksheet

act as print titles. If a worksheet contains a large table, you

can

print the table's column

headings

and

r o w headings on every page of your printout by designating those initial columns and rows as print titles.

Print Options on t h e Sheet Tab Create print titles. QP

On the P a g e L a y o u t tab, in the P a g e S e t u p g r o u p ,

click the

Print Titles button. T h e Page Setup dialog

b o x opens with the Sheet t a b displayed.

print title Information from a workbook that appears on every printed page.

The Sheet tab in the Page Setup dialog box provides other print options, such as printing the gridlines or row and column headings. You can also print the worksheet in black and white or in draft quality. For a multiple page printout, you can specify whether the pages are ordered by going down the worksheet and then across, or across first and then down.

£P View the w o r k s h e e t in Page Layout view. N o t i c e

Include a header or footer with the page number and the tot number of pages in a multipl page printout to help ensure you and others have all the pages.

that r o w s 1 through 3 are repeated at the t o p o f each page o f the printout.

Creating Headers and Footers Another w a y t o repeat information on each printed page is with headers and footers, as you did in W o r d . Recall that headers a n d footers contain helpful and descriptive text that is usually not found within the worksheet, such as the w o r k b o o k ' s author, the current date, o r the w o r k b o o k file name. A header is information that ap-

) Point t o the right section o f the header. Again, a

pears in the t o p margin o f each printed page. It often

blue b o x highlights the section.

includes summary information such as the file name and

| Click the

the date. A footer is information that is printed in the

left section

o f the header. T h e blue b o x

disappears, a black border appears a r o u n d t h e left

bottom margin o f each printed page. Like a header, it often includes summary information such as the current

section, the insertion point appears in t h e left sec-

page n u m b e r and the number o f pages in the printout.

tion, a n d the Header & F o o t e r T o o l s Design t a b appears o n the R i b b o n and is the active t a b .

T h e header and footer each have a left section, a center section, and a right section. Within each section,

| In the left section o f the header, type

you type t h e text you want t o appear o r insert elements

and then press the

such as t h e worksheet name o r the current date and

File name:

Spacebar.

) O n the H e a d e r & Footer Tools Design t a b , in the

time. T h e s e header and footer elements are dynamic;

H e a d e r & F o o t e r Elements g r o u p , click the

if you r e n a m e the worksheet, f o r e x a m p l e , the name is

Name button. T h e code

a u t o m a t i c a l l y updated in the header o r footer.

File

& [ F i l e ] , which displays t h e

file n a m e o f the current w o r k b o o k , is added t o t h e left section o f the header.

ACTIVITY

| Press the Tab key twice t o m o v e t h e insertion point

insert a header and footer. UP

to the right section o f the header. In the left sec-

In Page Layout view, change the zoom level o f the

tion, the & [ F i l e ] code is replaced with the w o r k -

w o r k s h e e t t o 90%.

b o o k file n a m e ,

f\%

At the top o f the worksheet, point to

Click to

add

Singleton Rentals.

) In the H e a d e r &c Footer Elements g r o u p , click the

header. A blue b o x highlights the middle section

Current Date button. T h e c o d e

o f the header.

the right section o f the header. See E x h i b i t 1 4 - 3 6 .

^^^^^^^^^^^^^^^^^^^^^^

buttons to insert

Exhibit 14-36 Header with content >

c o d e s

i n t 0

& [ D a t e ] is added t o

buttons to move between the header and footer

t h e

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Header

File name: Snigelton Rentasl Singleton

Property

wiorkbookfile name

Management

&[Date]

code to display current date

I O n the Header & Footer T o o l s Design t a b , in the

Scroll through the three pages o f the worksheet

Go to Footer button.

N a v i g a t i o n group, click the

to verify that the same header appears for each

T h e footer appears at t h e t o p o f the window, and

page, and the center section o f the footer displays

the insertion point is in t h e right section o f the

the correct page number and total number o f pages.

footer. Click in the

^kTip: You can quickly

center

section o f the footer. Type Page and then press the

Setting the Page Margins

enter commonly used header or footer text. In the Header & Footer group, click the Header button or the Footer button, and then click the text you want.

Spacebar.

In the H e a d e r &c F o o t e r Elements group, click the

Page Number

Another way to fit a large worksheet on a single page is to reduce the size o f the page margins. A margin is the space between the page content and the edges o f the page. In a new worksheet, the page margins are set to 0.7 inches on the left and right and 0 . 7 5 inches on the top and bottom with 0.3-inch margins around the page header and footer. You can change these margins as needed by selecting from a set of predefined margin sizes or specifying your own.

button. T h e code & [ P a g e ] is added

For example, you might need wider margins to fit all of the

after the text in the center section o f the footer.

columns on a page or to accommodate the page binding.

Press the

Spacebar,

of

type

and then press the

Spacebar. Set the page margins.

In the H e a d e r & F o o t e r Elements group, click the

Number of Pages button. T h e

of & [Pages] appears

text

Q) O n the R i b b o n , click the Page Layout tab. In the

Page &[Page]

in the center section o f the

Page Setup group, click the Margins button. A

footer.

menu opens with a list o f predefined margins.

Press the Tab key t o move t o the right

A

appears

in the center section.

Type Prepared by:, press the

Spacebar,

Wide t o set

1-inch margins around the

printed content with 0 . 5 - i n c h margins above the

Problem? If the footer shows a different page number, the active cell in your worksheet is in the first or second table.

section o f the footer.

Page 3 of 3

Click

header and below the footer. T h e size o f the margins around the page increases, b u t does not affect the content. Each o f the three tables and the print titles still fit on single sheets.

3|

and then type your n a m e . See E x h i b i t 1 4 - 3 7 .

V i e w t h e w o r k s h e e t in

Normal view.

On t h e R i b b o n , click t h e

File tab.

In t h e navigation

Click any cell in the w o r k s h e e t t o m a k e the work-

bar, click

sheet area active.

on the left side o f the w o r k s h e e t . O n the right, you

Print. T h e

one-inch margin is apparent

need t o look at the header and footer to see the one-inch margin. See E x h i b i t 1 4 - 3 8 .

Exhibit 14-37 Page footer with content

LB*•

isl S3 Header Footer Page Number Curent Curent File File Sheet Pciture Fom r at Goto Goto • Dfierent Odd & Even Pages (7) Agiln wtih Page Margnis N u m b e r T m i e P a t h N a m e N a m e H e a d er Navgiatoin Header & F o o t e r H e a d e r & F o o t e r E e l m e n t s Opotins A 3 6 i m 'i| ' ' ' 1 ' ' ' ' 's| ' ' 1•' l -5, • l 1 ' ' 9'|' l' frj |A B C 0 E F G H 1 J K L g l e t o n Renta

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Formulas

O

of P a g e s

1

Date

:|

Formatting

&

1

current page and total number of pages 14:

CD

l0

'

Page 3 of 3

Chapter

[7] Scale w i t h D o c u m e n t

Picture

• '

1

D i f f e r e n t First Page

a

Workbook

P r e p a r e d by: Y o u r N a m e

your name appears here

Exhibit 14-38 Print tab in Backstage view showing Wide margins

A

^^snlgelton Rentasl^" Mcirosoft Excel

Page L a y o u t

Home

Review

Save

Print

Save A s

COPIES:

£ j

View

1

Open PRINT

C|

Close

Printer

INFO

V

RECENT

H P

PHOTOSMART C 5 5 0 0

SERIES

Singleton Property Man agement

READY PRINTER PROPERTIES

ANALYSIS OF MONTHLY PROPERTY VACANCY RATES

N E W

Settings

I

• SAVE

&

.R

PRINT A C T I V E S H E E T S

C O N L Y PRINT T H E ACTIVE SHEETS

. 0

:

0

1

0

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PAGES:

to

2 JM

HELP

Collated

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N O SCALING ' 1 0 0 1 P N N T S H E E T S AT T H E I R A C T U A L S I Z E

PAGE

SETUP

Centering Content on a Page W o r k s h e e t c o n t e n t is printed on pages starting from the

Exhibit 14-39 Margins tab in the Page Setup dialog box

left a n d t o p margins. This can leave a lot o f empty space on the right a n d t o p sides o f the pages. T o center the c o n t e n t o n the page, open the Page Setup dialog b o x , display the M a r g i n s t a b , and then select the H o r i z o n tally and Vertically check b o x e s t o center the c o n t e n t o f the current sheet on the page.

ACTIVITY Center content on a page. In the left pane o f the Print t a b , click the Wide

Margins button. T h e same options that appeared on the M a r g i n s button menu in the Page Setup group on the Page L a y o u t tab appear. I Click

Custom Mar-

gins. T h e Page Setup dialog b o x opens with the M a r g i n s t a b selected. See Exhibit 1 4 - 3 9 .

^iv Tip: You can also click Custom Margins on the Margins button menu in the Page Setup group on the Page Layout tab to display the Margins tab in the Page Setup dialog box.

select to center content on page

i

I Select the

Horizontally check box. T h e

preview in

the dialog b o x changes t o s h o w t h e w o r k s h e e t centered between the left a n d right margins.

Chapter

14: Formatting

a

Workbook

) Select the Vertically check box. T h e preview shows

1 6 . Describe the difference between automatic and manual page breaks.

the worksheet centered between the t o p and bott o m margins.

1 7 . W h a t are print titles?

| Click OK. T h e preview o n the Print t a b shows the

1 8 . Describe h o w t o add the w o r k b o o k file name in

content o f the worksheet centered on the page.

the center section o f the footer o n every page o f a printout.

| Click the Print button. Backstage view closes, and the M o n t h l y Sales w o r k s h e e t prints on three pages with the headers and footers displaying the file name, current date, page n u m b e r and total number o f pages, and your n a m e . I Save and close the w o r k b o o k .

Practice It PRACTICE IT 14-1 1.

Open the data file

Tool located

in the Chapter 14\

Practice It folder. Save the w o r k b o o k as

Quiz Yourself

2.

In the D o c u m e n t a t i o n w o r k s h e e t , enter your name in cell B 3 and the date in the f o r m a t

1.

W h a t is the General n u m b e r format?

2.

W h y are dates right-aligned within a worksheet

4.

3.

points, the font style t o bold, a n d the font color t o

W h y would you use a cell style?

the R e d , Accent 2 theme color.

Unless you change the alignment, h o w is text 4.

theme color. In the range B 3 : B 5 , set the fill color

If the range A 1 : C 5 is merged into a single cell, w h a t is the cell reference o f this merged cell? W h a t is a border?

to the Tan, Background 2 theme color. 5.

In the range A 3 : B 5 , add all borders around the cells.

W h a t is a fill color? W h e n w o u l d you use fill colors?

6.

In cell B 4 , display the date with the Long Date format and left-align it within the cell.

W h e r e can you access all o f the formatting options for worksheet cells? 9.

In the range A 3 : A 5 , set the font c o l o r t o white and boldface and set the fill c o l o r t o the R e d , Accent 2

within a cell?

6.

F o r m a t the contents o f cell A l by changing the font to Times N e w R o m a n , the font size to 2 6

aligned within a cell, and h o w are values aligned

5.

mm/dd/yyyy

in cell B 4 .

cell by default? 3.

Tool Barn.

7.

M a k e the M o d e l C o m p a r i s o n worksheet the a c tive sheet. In the ranges E 4 : E 8 and E 1 2 : E 1 6 , enter

Describe the difference between a cell style and a

formulas that subtract the units sold in 2 0 1 2 from

table style.

the units sold in 2 0 1 3 t o calculate the increase in sales for each model.

1 0 . W h a t happens when you enter a formula in one cell o f an Excel table?

8.

that divide the increase in units sold by the units

1 1 . W h a t is conditional formatting?

sold in 2 0 1 2 to calculate the percent increase in

1 2 . H o w would you highlight the t o p 1 0 values in the range A 1 : C 2 0 ? 1 3 . H o w does clearing a conditional formatting rule affect the cell contents?

units sold for each model. 9.

Select the nonadjacent range C 9 : E 9 ; C 1 7 : E 1 7 , and then use the Sum button in the Editing group on the H o m e t a b t o enter formulas t o calculate for

1 4 . W h y would you hide some rows or columns in a

each type o f chainsaw the total units sold per year, the total increase in units sold, and the percent

worksheet? 1 5 . W h y would y o u define a print area?

Chapter

In the ranges F 4 : F 8 and F 1 2 : F 1 6 , enter formulas

14: Formatting

a

Workbook

increase in total units sold. T h e n copy formula in cell F 4 t o cells F 9 and F 1 7 .

o f the M e d i u m section) a n d set the table style o p -

1 0 . M e r g e a n d center the range A 3 : A 9 and middlealign the t e x t vertically within the merged cell.

tions to display the header row, first c o l u m n , total

R e p e a t f o r the range A 1 1 : A 1 7 .

row, and banded rows.

1 1 . Center the t e x t in the n o n a d j a c e n t range

2 5 . In the total r o w of each t a b l e , use the S U M function to add the totals of each c o l u m n .

B3:F3;B11:F11. 1 2 . Indent the model numbers one c h a r a c t e r in the

2 6 . F o r the M o d e l Comparison and M o n t h l y Sales w o r k s h e e t s , view the sheets in Page L a y o u t view

n o n a d j a c e n t range B 4 : B 8 ; B 1 2 : B 1 6 .

and set the page orientation to l a n d s c a p e .

1 3 . In t h e n o n a d j a c e n t range C 4 : E 9 ; C 1 2 : E 1 7 , use the N u m b e r t a b in the F o r m a t Cells d i a l o g b o x

2 7 . For the M o d e l Comparison and M o n t h l y Sales

t o f o r m a t the n u m b e r s in a N u m b e r f o r m a t

worksheets, create headers and footers that

using a t h o u s a n d s s e p a r a t o r , n o d e c i m a l p l a c e s ,

display y o u r n a m e in the c e n t e r s e c t i o n o f t h e

a n d n e g a t i v e n u m b e r s displayed w i t h a m i n u s

header, display the sheet n a m e in t h e left s e c t i o n

symbol.

o f t h e f o o t e r , display the w o r k b o o k file n a m e in the c e n t e r section o f t h e f o o t e r , a n d d i s p l a y

1 4 . In the n o n a d j a c e n t range F 4 : F 9 ; F 1 2 : F 1 7 , f o r m a t

t h e c u r r e n t date in the right s e c t i o n o f t h e

the n u m b e r s in a Percentage f o r m a t with t w o deci-

footer.

mal places. 1 5 . Apply the A c c e n t 2 cell style to the merged cell A 3 ,

2 8 . Save the w o r k b o o k , and then close it.

the merged cell A l l , and the n o n a d j a c e n t range B3:F3;B11:F11. 1 6 . C h a n g e the font of merged cells A 3 and A l l to 1 6

PRACTICE IT 14-2 1.

points and bold. W r a p the text in each cell.

2.

in the

In the D o c u m e n t a t i o n w o r k s h e e t , enter your n a m e in cell B 3 and the date in cell B 4 .

1 8 . In the range E 4 : E 8 , use conditional formatting to add a Highlight Cells Rule to cells with values

TalkWell located

as TalkWell Mobile Phones.

1 7 . Apply the Total cell style to the n o n a d j a c e n t range B9:F9;B17:F17.

O p e n the data file

C h a p t e r 14\Practice It folder. Save the w o r k b o o k

3.

Set the fill c o l o r for all o f the cells in the w o r k -

greater than zero with a green fill and dark green

sheet to the D a r k Blue, T e x t 2 t h e m e color.

text. R e p e a t for the range E 1 2 : E 1 6 .

Use the Select All button.)

1 9 . M a k e the M o n t h l y Sales worksheet the active

4.

(Hint:

F o r the range B 3 : B 5 , set the b a c k g r o u n d c o l o r to

sheet. M e r g e and center the range A 3 : D 3 and the

white and add all borders a r o u n d each cell in the

range F 3 : I 3 . Apply the Heading 1 style to both

range.

merged cells.

5.

2 0 . In the n o n a d j a c e n t range A 4 : D 4 ; F 4 : I 4 , center the

Headings font of the Office t h e m e , change the font

text.

size to 2 8 points, change the f o n t c o l o r t o w h i t e , and then bold the text.

2 1 . Select the range A 4 : D 1 6 . F o r m a t the range as a table using the Table Style Light 1 0 (the red table

F o r cell A l , change the f o n t t o C a m b r i a , the

6.

F o r the range A 3 : A 5 , c h a n g e the f o n t size to 1 4

style in the second row of the Light section).

points, change the font c o l o r t o w h i t e , and then

R e p e a t f o r the range F 4 : I 1 6 .

bold the text.

2 2 . In cell D 5 , enter the S U M function to calculate

7.

In the M o b i l e Phone Sales w o r k s h e e t , enter

the total units sold for all chainsaws by m o n t h .

formulas with the S U M function to calculate the

R e p e a t for cell 15.

total sales for each m o n t h a n d region for the three models of mobile phones.

2 3 . In the n o n a d j a c e n t range D 5 : D 1 6 ; I 5 : I 1 6 , f o r m a t the n u m b e r s to show a thousands separator (,) with no decimal places. 2 4 . F o r each table, change the table style to Table

8.

M e r g e and center the range A 1 : H 1 , apply the Title cell style to the merged cell, and then increase the font size to 2 6 points.

Style M e d i u m 3 (the red table style in the first r o w

Chapter

14:

Formatting

a

Workbook

M e r g e and center the range A 2 : H 2 , apply the Heading 4 cell style to the merged cell, and then increase the font size to 1 6 points.

I

On Your Own ON YOUR OWN 14-1

1 0 . M e r g e and center the range A 3 : A 1 6 , set the alignment to Middle Align, apply the A c c e n t l cell style,

1.

14\On Your O w n folder. Save the w o r k b o o k as

increase the font size to 1 6 points, bold the text,

Getaway Travel.

and then wrap the text in the cell. 1 1 . Use the F o r m a t Painter to copy the format of

2.

In the D o c u m e n t a t i o n w o r k s h e e t , enter your n a m e in cell B 3 and the date in cell B 4 .

merged cell A 3 to the ranges A 1 8 : A 3 1 and A33:A46.

Open the data file Getaway located in the Chapter

3.

F o r m a t the D o c u m e n t a t i o n worksheet attractively,

1 2 . Center the text in the range B 3 : H 3 .

changing fonts, font sizes, font colors, fill col-

1 3 . Increase the indent o f the t e x t in the range B 4 : B 1 5

needed.

by one character. 1 4 . F o r m a t the range C 4 : H 1 6 t o include thousands

ors, text wrapping, alignments, and cell styles as

4.

In the Trip C o m p a r i s o n w o r k s h e e t , in the Total column, enter formulas to calculate the total cost

separators (,) and no decimal places.

of plane tickets and hotel a c c o m m o d a t i o n s for each destination.

1 5 . F o r m a t the range B 3 : H 1 6 as a table with the Table Style M e d i u m 2 table style. Display the header row, first c o l u m n , and last c o l u m n .

5.

Insert a new column to calculate the difference between the total for purchasing plane tickets and hotel a c c o m m o d a t i o n s separately, and the package

1 6 . In the range B 1 6 : H 1 6 , c h a n g e the fill c o l o r to

price.

standard yellow. 1 7 . Use the F o r m a t Painter to c o p y the formats in the

6.

In the % Savings c o l u m n , enter formulas to

range B 3 : H 1 6 to the range B 1 8 : H 3 1 and the range

calculate the percentage saved for each destina-

B 3 3 : H 4 6 to f o r m a t the o t h e r t w o tables in the

tion when purchasing a package rather than

worksheet.

purchasing separate plane tickets and hotel accommodations.

1 8 . Use conditional formatting to highlight the top 10 items in the n o n a d j a c e n t range

7.

F o r m a t all of the numbers appropriately, using

C 4 : G 1 5 ; C 1 9 : G 3 0 ; C 3 4 : G 4 5 with a red border.

symbols such as $ and % , including the thousands

(Hint:

separator, and displaying or hiding decimal places

Select the n o n a d j a c e n t range, and then

as needed.

apply the conditional formatting.) 1 9 . View the M o b i l e Phone Sales worksheet in Page

8.

F o r m a t the rest o f the Trip C o m p a r i s o n worksheet

Layout view. Set the margins to W i d e and set the

attractively, including at least one example of each

page orientation to landscape.

of the following design elements: • A range merged into a single cell

2 0 . View the M o b i l e Phone Sales worksheet in Page Break Preview. Insert m a n u a l page breaks at cells

• Cell content aligned and indented

A 1 8 and A 3 3 . 2 1 . R e p e a t rows 1 and 2 o f the worksheet on every printed page. 2 2 . Display your name in the center header, display the file name in the left footer, display

number of number of pages in

Page page

the center footer,

and then display the current date in the right footer. 2 3 . Save the w o r k b o o k , and then close it.

Chapter

14:

Formatting

a

Workbook

9.

•

Cell styles

•

Borders applied to one or m o r e elements

F o r m a t the Trip C o m p a r i s o n data as a table, using the table style and table style options of your choice.

1 0 . Use conditional formatting to highlight percent savings that are greater than 1 5 percent with the f o r m a t o f your choice.

page breaks as needed to ensure t h a t the printout

1 1 . Add descriptive headers and footers to the printed

is easily read and interpreted.

d o c u m e n t , being sure to include your n a m e , the current d a t e , and the file n a m e .

1 3 . Save the w o r k b o o k , and then close it.

1 2 . View the w o r k s h e e t in Page L a y o u t view, and then change the margins, orientation, page scale, and/or

ADDITIONAL STUDY TOOLS Chapter

14

IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study tear-out Chapter Review Card

^

Take practice quiz to prepare for tests

^

Review key term flash cards (online, printable, and audio]

^

Play "Beat the Clock" and "Memory" to quiz yourself

^

Watch the videos "Format Fonts and Font Styles," "Apply Cell Styles," "Align Cell Content,' "Merge and Center Cells," "Change a Table Style," and more

Chapter

14:

Formatting

a

Workbook

EXCEL 2010

Working with Formulas and Functions I .earning Objectives

Introduction M o s t Excel w o r k b o o k s are created to record and analyze data. To do this effectively, you enter data in cells in a worksheet, and then reference the cells with data in formulas that perform calculations on that data, such as adding the total o f a column of numbers as part of a budget. By referencing cells instead of retyping data, you avoid errors in transcription. T h i s also allows you to change data in one place and automatically have the new data used in calculations. T h i s ability to change data and see the effect on calculations is what allows you to easily perform w h a t - i f analyses. Some functions provide a shorter way to enter c o m m o n formulas, such as the S U M function for adding numbers, the A V E R A G E function for calculating the average value of a group o f numbers, and so forth.

After studying the material in this chapter, you wil be able to: LO15.I Use relative, absolute, and mixed cell references in formulas LO15.2 Enter functions LO15.3 Use AutoFil LO15.4 Work with the IF logical function LO15.5 Work with date functions LO15.6 Work with the PMT financial function

O t h e r functions perform c o m p l e x calculations based on the data you enter. F o r example, Excel has a function that lets you display one of t w o results based on criteria you specify, and it has another function you can use to determine loan payments based on the parameters you enter.

LO15.1 Using Relative, Absolute, and Mixed Cell References in Formulas

O

ne o f the m o s t p o w e r f u l aspects o f E x c e l is being able to c o p y f o r m u l a s between cells. T h i s a l l o w s you t o enter a f o r m u l a — s i m p l e or c o m p l e x — o n e time and then

use t h a t same f o r m u l a t h r o u g h o u t a w o r k b o o k . W h e n you paste the f o r m u l a , s o m e t i m e s you will w a n t the cell references in the formula to change according to the new l o c a t i o n in the spreadsheet. O t h e r t i m e s , you will w a n t the cell references to stay the same as they were in the original f o r m u l a . Y o u c a n c o n t r o l whether cell references change by h o w you enter t h e m .

Chapter

15:

Working

with

Formulas

and

F u n c ti

Whether a spreadsheet is used to track and analyze personal or business finances, formulas and functions make it simpler and more accurate to track assets, evaluate budgets, or plan for upcoming expenses.

M o n k e y Business Images/Shutterstock.com

Use cell references in a formula.

QP O p e n the data file Turner located in the C h a p t e r 15\Chapter folder. Save the

workbook

£P In the Documentation

cell B4.

as Turner Budget.

^

M a k e the

w o r k s h e e t , e n t e r your n a m e in

Budget worksheet

cell B3

a n d t h e d a t e in

the active sheet, and then review its contents,

ft Select the range D8:E8.

Chapter

15:

Working

with

Formulas

and

Functions

Exhibit 1 5 - 2 illustrates h o w a relative reference in a

I O n the H o m e tab, in the Editing group, click

the Sum button [z]. The S U M function is

formula changes when the formula is copied t o a n o t h e r

inserted in both cells, and the estimated income

group o f cells. In this figure, the formula =A2 entered

calculated for the school and summer months,

in cell D 5 displays 1 0 , which is the value entered in cell

is See Exhibit 1 5 - 1 .

A 2 . W h e n pasted t o a n e w l o c a t i o n , each of the pasted formulas contains a reference t o a cell that is three rows up and three rows t o the left o f the current cell's location. O n e o f the great advantages o f relative references

Exhibit 15-1 Monthly income estimates

is that you c a n quickly generate r o w and column totals without having t o worry a b o u t revising the formulas as you copy them t o new locations.

ACTIVITY

D8 1 2

Use relative references in formulas.

£ |B =SUM(DC5:D7)

A

Scroll down to view the

Gabriel Turner Budget

9

In

School Summer W o r k Study Scholarship

Monthly Income

range

for the coming year.

Projected Income and Expenses

A

5 6 7 8 Q

range A24:M32. This

lists the estimated m o n t h l y expenses by category

Currant Date

Restaurant Total

475 611 1,800 2,886

0 0 4,200 j 4,200

c

e

M B 3 2

>

e

n

t

e

r

t

h

e

formula

=SUM(B24:B31).

Cell

B 3 2 displays 9 , 0 0 0 , indicating estimated expenses of $ 9 , 0 0 0 in January.

estimated income during school and summer months

C o p y the formula in

cell B32

and paste it into the range C32:M32 to calculate the estimated monthly expenses for the rest o f the year. See

Using Relative References

Exhibit 1 5 - 3 .

So far, you have used relative cell references in f o r m u las. A

relative reference

is always interpreted in rela-

I Review the total expenses for each m o n t h . Notice that J a n u a r y and August are particularly expen-

t i o n , or relative, t o t h e l o c a t i o n o f the cell contain-

sive months because the expenses include both

ing the formula. F o r e x a m p l e , w h e n you entered the

tuition and the purchase o f b o o k s f o r the upcom-

formula in cell D 8 t o s u m t h e i n c o m e f o r the school

ing semester.

m o n t h s , Excel interprets the cell references in that formula relative t o t h e l o c a t i o n o f cell D 8 . In other w o r d s , Excel interprets t h e f o r m u l a

=SUM(D5:D7)

as adding the values entered in the three cells directly a b o v e cell D 8 . E x c e l will use this s a m e i n t e r p r e t a t i o n o f the cell references if the f o r m u l a is m o v e d o r c o p i e d

into

o t h e r cells. F o r e x a m p l e , if y o u paste t h e f o r m u l a into

| Click each cell in the range B32:M32 and review the formula entered in the cell. T h e formulas all calculate the sums o f values in different cell references. F o r e x a m p l e , the formula = S U M ( C 2 4 : C 3 1 ) w a s inserted in cell C 3 2 , the formula = S U M ( D 2 4 : D 3 1 ) w a s inserted in cell D 3 2 , and so forth.

cell D 3 1 , the f o r m u l a c h a n g e s t o = S U M ( D 2 8 : D 3 0 ) , which

h a s different

cell

references

b u t t h e same

m e a n i n g : adding t h e values o f t h e t h r e e cells directly a b o v e t h e cell w i t h t h e f o r m u l a .

i

ou may need

\\\\WWWW\Wx*

relative reference A cell reference that is interpreted in relation to the location of the cell containing the formula.

Chapter

15: Working

with

Formulas

ve references to tc references and

Functions

Exhibit 15-2 Formulas using relative references

A B Referenced Cels

formula containing a relative reference to cell A2

30

140

relative reference

Fo4"rmulas with Relative Reftoe the cell three

=A2

Referenced Cels 10 e a c h c o p i e d f o r m u l a sti l r e f e r e n c e s a cel l three rows up and three columns to the left 5| 6

relative references change based on the cell location

20 40

30

;=B2 =B3

=A2

=A3

A B C Referenced Cels

1 2 3

values returned by formulas

rows up and three columns to the left

10

20

30

40

D

OS,

E

(Ctrl)-

F

Formulas with Relative References

4 5 6

10;

20

30

40

7

formula to calculate the sum of values in the range C24:C31

Exhibit 15-3 Total monthly expenses

Turner Budget - Mcirosoft Exo

|x|rW-

Review

Home Paste

Insert

Page L a y o u t

Calibri

-11

-

K

View

Formula K

*do -*.°o

—

Conditional Format Cell F o r m a t t i n g * as T a b l e » S t y l e s »

T

C32

T7T

.

Font

^Delete-

20

W o r k Study

21

Scholarship

22

Restaurant

23

J|.

=SUM(C24:C31)4^^

fic

>*

Total

1

ZlT

l

»

S o r t & F i n d &. Filter - S e l e c t -

Format-

LU

19

Jfr

d

bzu - EE • 0-A * A B C D F G H 1J 1K | L M1 Income / Expenses Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec j

Clipboard

18

-Insert - Z I

Editing

24

Rent

650

650

650

650

650

650

650

650

650

650

650

650

25

Food

275

275

275

275

275

275

275

275

275

275

275

275

26

Utilities

115

105

90

85

70

75

80

75

70

70

90

105

27

Phone/Internet

110

110

110

110

110

110

110

110

110

110

110

110

28

Clothes

50

50

50

50

150

50

50

250

50

50

150

50

29

Tuition

6,575

0

0

0

0

1,350

0

5,900

0

0

0

0

30

B o o k s & Supplies

1,005

0

0

0

0

275

0

775

0

0

0

0

220

- _____

160

170

520

170

190

920

550

155

225

315

385

9,000

1,350

1,345

1,690

1,425

2,975

2,085

8,585

1,310

1,380

1,590

31 32 33

Travel/Entertainment

Total Net Cash Flow

1,575 •5. ( C t r l ) -

ly totals Chapter

15:

Working

with

Formulas

and

Functions

L

Exhibit 15-4 Formulas using absolute references

A B 1 Sales Tax Rate 2 0.05 formula containing an absolute reference to the sales tax rate in cell A2 56 , [i

:

17

Sales Tax Total to cells C2 and D2 ~$2T95= j C2*$A$2 =C2+D2 4-4- relative references relative reference to cell C2

absolute reference to cell A2

P x Total =C 2*$A$2_ _=C2+D2_ =CS3a*le$sA$T2ax =C3+D3 =C4*$A$2 =C4+D4 =C5*$A$2 =C5+D5

each copied formula stil references the same cell (cell A2) relative reference changes based on cell location

ri

relative references change based on the cell location IS (Ctrl) -

$A$2 remains referenced in the formula

C A B D E 1 Sales Tax Rate Purchase Sales Tax Total 2 5% $24.95 _$1.25_ $262 .0^ 3 $ 1 2 2 3 . 5 $ 6 . 1 2 $ 1 2 8 . 4 7 values returned by the formulas $1998 .1 $9.99 $209.80 5 $45.40 $2.27 $47.67

F

4

6

55 (Ctrl)-

applied to the purchase. T h e sales t a x and the total cost

Using Absolute References

of the first item are calculated in cells D 2 and E 2 , re-

Cell references that remain fixed when a formula is cop-

spectively. W h e n those formulas are copied and pasted

ied t o a new location are called absolute references. In

to the remaining purchases, the relative references in

E x c e l , absolute references have a $ (dollar sign) before each column and r o w designation. F o r example, B 8 is a relative reference t o cell B 8 , but $ B $ 8 is an absolute reference t o cell B 8 . W h e n y o u c o p y a formula that contains an absolute reference t o a n e w location, the reference does not change. E x h i b i t 1 5 - 4 shows an e x a m p l e o f h o w copying a formula with an absolute reference results in the same cell reference being pasted in different cells regardless o f their location. In this figure, the sales t a x o f different purchases is calculated and displayed. All items have the same 5 percent t a x rate, which is stored in cell A 2 ,

absolute reference A cell reference that remains fixed when copied to a new location; includes $ in front of both the column letter and row number.

Chapter

15:

Working

with

Formulas

and

Functions

Reduce Data Entry A good practice when design ing a workbook is to enter val ues in separate cells in one location of the worksheet, and then reference the appropriate cells in formulas throughout the worksheets. This reduces the amount of data entry when you need to use the same data in more than one location. It also makes it faster and more accurate when you need to change a data value, as all the formulas based on that cell are updated to reflect the new value.

the formulas c h a n g e t o point t o the n e w location o f the purchase c o s t ; the sales t a x rate continues t o point t o

Changing t h e Reference Type

cell A 2 , regardless o f the cell in which the formula is pasted.

You can quickly switch a cell reference between relative and absolute and mixed references. First, select or click in the cell reference and then press the F4 key. As you press the function key, Excel cycles through the different reference types, starting by changing a relative reference to an absolute reference, then to a mixed reference with the row absolute, then to a mixed reference with the column absolute, and then finally back to a relative reference.

Use absolute references in formulas.

QP In cell B20, enter =$D$5. T h i s f o r m u l a c o n t a i n s an a b s o l u t e reference t o cell D 5 , w h i c h c o n t a i n s the m o n t h l y w o r k study i n c o m e f o r the s c h o o l months.

QP In cell B21, enter =$D$6. T h i s f o r m u l a

contains

an a b s o l u t e reference t o cell D 6 , w h i c h c o n t a i n s the m o n t h l y scholarship i n c o m e f o r the s c h o o l months.

Hi In cell B22, enter =$D$7. T h i s f o r m u l a c o n t a i n s an a b s o l u t e reference t o cell D 7 , w h i c h c o n t a i n s

I Enter the following

the m o n t h l y restaurant i n c o m e f o r the s c h o o l

formulas with abso-

months.

lute references to the

QP In cell B23, enter =SUM(B20:B22). T h i s formula

income sources for the summer months:

adds the monthly w o r k study, scholarship, and

cell G 2 0

restaurant income during the school m o n t h s .

^

^ T i p : You can also type =E5 to enter the formula with a relative reference, press the F4 key to change the cell reference in the formula to $E$5, and then press the Enter key.

cell G 2 1

C o p y the formulas in the range B20:B23 and paste them into the range C20:F23;J20:M23. February

cell G 2 2

=$E$5 =$E$6 =$E$7

s h o w the estimated income for the school m o n t h s .

cell G23, enter the formula =SUM(G20:G22). T h i s f o r m u l a adds the

See E x h i b i t 1 5 - 5 .

w o r k study, scholarship, a n d r e s t a u r a n t i n c o m e

| In

t h r o u g h M a y and September through D e c e m b e r

QP Click each cell in the range C20:F23;J20:M23 and

during the summer m o n t h s .

) Copy the range G20:G23 and paste the copied for-

verify that the formulas with absolute cell references = $ D $ 5 , = $ D $ 6 , and = $ D $ 7 were copied

mulas into the range

H20:I23. T h e t o t a l i n c o m e is

into the appropriate cells.

summed f o r the months o f J u n e t h r o u g h August.

Exhibit 15-5 Results of formulas with absolute references absolute reference to cell D5 Page L a y o u t

j

Paste

Calibri

B /u - _~

Formulas

• A' m ty- 3 = A~ , m m m %^ ±W A'

"

$

.

18 19

20 21 22 23

I

_A I n c o m e / Expenses

Number

=

Alignment

=$D$5

B

c

Jan

Feb

Mar

• %

C3

H

|

J

K

L

M

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

475

475

475

475

Scholarship

611

611

611

611

611

1,800

1,800

1,800

2,886

2,886

2,886

1,8001 2,886{

1,800 2,886

Cells

F

475

Total

Format -

Styles

E

W o r k Study Restaurant

Conditional Format Cell F o r m a t t i n g ' as T a b l e " Styles -

•

Number

c

1k

J\

475

475

475

611

611

611

611

1,800

1,800

1,800

1,800

2,886

2,886

2,886

2,886

monthly income from c n cc January to May Chapter

15:

Working

with

475

-4-

monthly income from September to December Formulas

and

Functions

Exhibit 15-6 Multiplication table using mixed references A 2 1

4

2

5

3

6

4

7

5

E

G

Multiplication Table

1

3

sn multipliefosrmthuela fiwi rstthrom wixebdy tcel hel firerstferecnocluem

D

B

1

2

=$A3*B$2

3

4

5

8 9

o

1

Multiplication Table

=$A3*B$2

2

3

4

5

=$A3*C$2

=$A3*D$2

=$A3*E$2

=$A3*F$2

2

=$A4*B$2

=$A4*C$2

=$A4*D$2

=$A4*E$2

=$A4*F$2

5

3

=$A5*B$2

=$A5*C$2

=$A5*D$2

=$A5*E$2

=$A5*F$2

6

4

=$A6*B$2

=$A6*C$2

=$A6*D$2

=$A6*E$2

=$A6*F$2

7

5

=$A7*B$2

=$A7*C$2

=$A7*D$2

=$A7*E$2

=$A7*F$2

2

each copied formula multiplies the first row entries by the first column entries

i

4

t

CO

3

B(Ctri)'

9

Multiplication Table 1

2

values returned by each formula

4

3

2

5

3

1

1

2

3

4

5

4

2

2

4

6

8

10

5

3

3

6

9

12

15

6

4

4

8

12

16

20

7

5

5

10

15

20

25

I (Ctrl)-

Using Mixed References

portion o f the cell reference remains fixed and the rela-

A formula can also include cell references that are

mixed. A mixed reference contains both relative and absolute references. F o r e x a m p l e , a mixed reference for cell A 2 can be either $ A 2 o r A $ 2 . In the mixed reference $ A 2 , the reference t o c o l u m n A is absolute and the reference to r o w 2 is relative. In the mixed reference A $ 2 , the column reference is relative and the r o w reference is absolute. As y o u c a n see, a mixed reference " l o c k s " one part o f the cell reference while the other part can change. W h e n y o u c o p y and paste a formula

with

a m i x e d reference t o a new location, the absolute

tive portion shifts. Exhibit 1 5 - 6 shows an e x a m p l e o f using mixed references to complete a multiplication table. T h e first cell in the table, cell B 3 , contains the formula = $ A 3 * B $ 2 , which multiplies the first c o l u m n entry ( A 3 ) by the first r o w entry ( B 2 ) , returning 1 . W h e n this formula is c o p ied to another cell, the absolute portions o f the cell references remain unchanged and the relative portions o f the references change. F o r e x a m p l e , if the formula is copied to cell E 6 , the first m i x e d cell reference changes to $ A 6 because the column reference is absolute and the row reference is relative, and the second cell reference changes to E $ 2 because the r o w reference is absolute and the column reference is relative. T h e result is that cell E 6 contains the formula = $ A 6 * E $ 2 and returns

mixed reference A cell reference that contains an absolute row reference or an absolute column reference, such as $A2orA$2.

1 6 . O t h e r cells in the multiplication table are similarly modified so that each entry returns the multiplication of the r o w and column headings.

Working

with

Formulas

and

Functions

When t o Use Relative, Absolute, and Mixed References An important part of effective formula writing is using Absolute references—Use absolute references the correct type of cell reference. Keep in mind the fol-

when you want different formulas to refer to the same cell. This usually occurs when a cell contains a constant value, such as a tax rate, that will be used in formulas throughout the worksheet. references are seldom used other than when creating tables of calculated values such as a multiplication table in which the values of the formula or function can be found in the initial rows and columns of the table.

lowing when choosing whether to use relative, absolute, or mixed cell references:

^ Relative references—Use

relative references when you want to repeat the same formula with cells in different locations on your worksheet. Relative references are commonly used when copying a formula that sums a column of numbers or that calculates the cost of several items by multiplying the item cost by the quantity being purchased.

Mixed references—Mixed

I M a k e the Budget worksheet the active sheet.

ACTIVITY

I Save the w o r k b o o k .

Enter formulas with mixed references.

loi 2 Entering Functions

B M a k e the Car Savings Plan worksheet the active sheet.

I In cell B5, enter =$A5*B$4. T h i s

5

f o r m u l a uses

E

m i x e d references t o calculate the a m o u n t o f savings generated by saving $ 5 0 per m o n t h f o r

very function follows a set o f rules, o r syntax,

1 2 m o n t h s . T h e calculated value 6 0 0 is displayed. I C o p y the formula in

cell B5

which specifies h o w the function should be writ-

ten. T h e general syntax o f all Excel functions is

and paste it in the

range B5:G7 t o calculate total savings over 1 2 , 2 4 ,

F U N C T I O N ( A R G U M E N T 1 , A R G U M E N T 2 ,

and 3 6 m o n t h s for deposits ranging from $ 5 0 t o

where

$ 2 0 0 per m o n t h .

is the n a m e o f the f u n c t i o n , a n d

F U N C T I O N

A R G U M E N T L ,

. . . )

A R G U M E N T ! ,

arguments,

and so forth are

which are the numbers, text, o r cell references used by

| Press the Esc key to deselect the range. See

the function t o return a value. A r g u m e n t s are always

Exhibit 1 5 - 7 .

separated by a c o m m a . Not

Exhibit 15-7 Mixed references create a savings plan table

have

functions Page Layout

Insert

Formulas

11& * A ' '

A* A '

=

1

3 4

C A R S A V I N G S

3*

$6001"

$75

D

IW%W

^ ^_

-

$ - % Nur

required

Conditional Format Cell F o r m a t t i n g • as T a b l e • Style; * Styles

for

S Y N T A X A SET

formula uses mixed cell references to multiply each column value by each row value

$100

12

$1,200

$1,500

$1,800

$2,400

24

$1,200

$1,800

$2,400

$3,000

$3,600

$4,800

36

$1,800

$2,700

$3,600

$4,500

$5,400

$7,200

$900

optional

which

are the

Currency

2

$50

Some

*oo -i°o M W M Alignment

A I =$A5*B$4f^^

P R O J E C T I O N S

View

functions

have

arguments, not

= W

ri]

B

Review

Data

all

arguments.

total amount saved over 12, 24, and 36 months Chapter

15:

Working

with

Formulas

of rules.

argument The numbers, text, or cell references used by a function to return a value. optional argument An argument that is not required for the function to return a value, but provides more control over how the returned value is calculated.

and

Functions

function t o return a value, but can be included

Exhibit 15-8 Excel function categories

to provide more control over h o w Excel calculates the returned value. If an optional argument is n o t included, Excel assumes a default value for

Category

Description

Cube

Functions that retrieve data from multidimensional databases involving online analytical processing (OLAP)

Database

Functions that retrieve and analyze data stored in databases

it. T h i s chapter shows optional arguments within square brackets along with the argument's default value:

FUNCTION(argument1largument2=value2, ...]) In this function,

ment! is

argumentl

an optional

argua r g u m e n t , and value! is f o r argument!. O p t i o n a l is required,

Date & Time Functions that analyze or create date and time values and time intervals Engineering

Functions that analyze engineering problems

arguments are always placed last in the argu-

Financial

Functions that have financial applications

m e n t list.

Information

Functions that return information about the format, location, or contents of worksheet cells

Logical

Functions that return logical (true-false) values

Lookup & Reference

Functions that look up and return data matching a set of specified conditions from a range

M a t h & Trig functions. E x h i b i t 1 5 - 9 describes

Math & Trig

Functions that have math and trigonometry applications

the S U M function as well as some o f the other

Statistical

Functions that provide statistical analyses of a set of data

common

Text

Functions that return text values or evaluate text

the default value used

T h e hundreds o f available Excel

functions

are organized into the 1 1 categories described in Exhibit 1 5 - 8 . You have already w o r k e d with the S U M function, which is one o f the m o s t c o m m o n l y

M a t h , Trig, and Statistical

used

functions

Exhibit 15-9 Common Math, Trig, and Statistical functions Function

Category

Description

AVERAG {.(number 1 [, number2,Statistical number3,...])

Calculates the average of a collection of numbers, where numberl, number2, and so forth are either numbers or cell references. Only numberl is required. For more than one cell reference or to enter numbers directly into the function, use the optional arguments number2, number3, and so forth.

Q0[}H\(valuell,value2, value3,...])

Statistical

Counts how many cells in a range contain numbers, where value!, value2, and so forth are text, numbers, or cell references. Only value! is required. For more than one cell reference or to enter numbers directly into the function, use the optional arguments value2, value3, and so forth.

C0UHJr\(value![,value2, value3,...])

Statistical

Counts how many cells are not empty in ranges value!, value2, and so forth, or how many numbers are listed within value!, value2, and so forth.

\Ul(number)

Math & Trig

Displays the integer portion of a number, number.

MAX(numberl [, number2, number3,...])

Statistical

Calculates the maximum value of a collection of numbers, where number!, number2, and so forth are either numbers or cell references.

N\ED\AN(numberl[,number2, Statistical number3,...])

Calculates the median, or middle, value of a collection of numbers, where number!, number2, and so forth are either numbers or cell references.

MIN (number 1 [, number2, number3,...])

Statistical

Calculates the minimum value of a collection of numbers, where numberl, number2, and so forth are either numbers or cell references.

RAND()

Math & Trig

Returns a random number between 0 and 1.

RO U HD(number, num_digits) Math & Trig

Rounds a number to a specified number of digits, where number is the number you want to round and num_digits specifies the number of digits to round the number.

S U M (number 1 [, number2, number3,...])

Adds a collection of numbers, where number!, number2, and so forth are either numbers or cell references.

Working

with

Math & Trig

Formulas

and

Functions

^unctions provide a quick way to calculate summary data such as the total, average, minimum, and maximum in a collection of values.

used in w o r k b o o k s . You can learn a b o u t any function using the H e l p system. F o r e x a m p l e , the A V E R A G E function calculates the average value f r o m a collection o f numbers. T h e syntax of the A V E R A G E function is

A\/ERAGE(number1[,number2,number3, where

numberl, numberl, number3,

. . . ])

and so forth are

either n u m b e r s o r cell references to numbers. T h e following f o r m u l a uses the A V E R A G E function to calculate the average o f 1 , 2 , 5 , and 8 , returning the value 4 :

=AVERAGE(1,2,5,8)

F u n c t i o n s c a n a l s o be placed inside a n o t h e r f u n c t i o n ,

However, functions usually reference values entered in

o r n e s t e d . If a f o r m u l a c o n t a i n s several

the w o r k s h e e t . S o , if the range A 1 : A 4 contains the val-

E x c e l s t a r t s w i t h the i n n e r m o s t f u n c t i o n a n d t h e n

ues 1 , 2 , 5 , and 8 , the following formula also returns 4 :

m o v e s o u t w a r d . F o r e x a m p l e , the f o l l o w i n g f o r m u l a

=AVER AG E (A1 :A4)

functions,

first c a l c u l a t e s the average o f the v a l u e s in t h e r a n g e A 1 : A 1 0 0 using the A V E R A G E f u n c t i o n , a n d t h e n e x -

T h e advantage o f using cell references in the function

t r a c t s the integer p o r t i o n o f t h a t v a l u e using t h e I N T

is that the values used for the calculation can be easily

function:

=INT(AVERAGE(A1:A100))

c h a n g e d . T h e values are also readily apparent to anyone reviewing the worksheet. F u n c t i o n s can be included as part o f larger formulas. F o r e x a m p l e , the following f o r m u l a , which includes the M A X function, returns the m a x i m u m value from the range A 1 : A 1 0 0 , and then divides that value by 1 0 0 :

=MAX(A1:A100)/100

Inserting a Function Using the Insert Function Dialog Box T h e Insert Function dialog b o x organizes all of the functions by category and includes a search feature for locating a function that performs a particular calculation. T h i s is helpful when you d o n ' t k n o w the category or n a m e o f a function. You can open the Insert F u n c t i o n

Parentheses Pairs

dialog b o x by clicking the Insert F u n c t i o n b u t t o n to the

One challenge of nested functions is to make sure that you include all of the parentheses. You can check this by counting the number of left parentheses, and making sure that number matches the number of right paren-

r o t j ^^^-.a^hsumibb-b^usumicbcu)))

left o f the formula bar or in the F u n c t i o n L i b r a r y group on the F o r m u l a s t a b . If you k n o w the function's category and n a m e , you can select t h a t f u n c t i o n by clicking the appropriate category b u t t o n in the F u n c t i o n Library group on the F o r m u l a s t a b , a n d then clicking the function you want.

r—z

theses. Excel will

also display each level of nested parentheses in a different color to make it easier to match the opening and closing parentheses in the formula. If the number of parentheses doesn't match, Excel will not accept the formula and will offer a suggestion for rewriting the formula so the number of left and right parentheses does match. 2

A f t e r you select a f u n c t i o n , t h e F u n c t i o n A r g u m e n t s d i a l o g b o x o p e n s , listing all o f t h e a r g u m e n t s associated with that function. Required

arguments

are in b o l d t y p e ; o p t i o n a l a r g u m e n t s a r e in n o r m a l t y p e . Y o u c a n click b e t w e e n the F u n c t i o n A r g u m e n t s d i a l o g b o x a n d the w o r k s h e e t t o select r a n g e s t o use in the f u n c t i o n a r g u m e n t s . As y o u select a r a n g e , the d i a l o g b o x c o l l a p s e s to s h o w o n l y t h e s e l e c t e d a r g u ment b o x .

J

nest To place one item inside another, such as a function.

Chapter

15:

Working

with

Formulas

and

Functions

Searching for a Function in the Insert Function Dialog Box A simple w a y to insert a f u n c t i o n when you k n o w w h a t you w a n t t o do but don't k n o w the function's n a m e is

I In the Select a function b o x , click SUM. T h e syntax a n d a description o f t h e S U M function appear b e l o w the Select a f u n c t i o n b o x . See Exhibit 1 5 - 1 1 .

t o use the search function in the Insert Function dialog b o x .

Exhibit 15-11 SUM function selected in the Insert Function dialog box

ACTIVITY Insert functions using the Insert Function dialog box.

functions that add numbers

EB Select cell El0. ( T o t h e left o f t h e formula bar, click

the Insert Function button £ . T h e Insert F u n c t i o n dialog b o x opens w i t h t h e t e x t in t h e Search for a func-

^k,Tip:To learn more about the function selected in the Select a function box in the Insert Function dialog box, click the Help on this function link.

Insert Function

description of the SUM function

Search for a function: Add numbers i

Go

Or select a category: Recommended Select a function: DSUM SUMIFS M

M

~

SUMIF IMSUM DCOUNT DPRODUCT SUM(numberl,number2,...) Adds all the numbers in a range of cells.

selected function

tion b o x s e l e c t e d . See E x h i b i t 1 5 - 1 0 .

Help on this function_

Exhibit 15-10 Insert Function dialog box

syntax and description of the SUM function

type a description of the function you want

Insert Function

OK

Cancel

click to get information about the SUM function in Excel Help

I Click OK. T h e Function Arguments dialog b o x

syntax and description of the selected function

ACCRINT ACCRINTM ACOS ACOSH ADDRESS AGGREGATE

/ ABS(number) ^ — / Returns the absolute value of a number, a number without its sign.

Help on this function

OK

functions that match t h e

d e s c r i p t i o n

o r

are in the selected category (you might see different functions)

click to select a specific function category to display (you might see a different category)

opens, listing all o f the arguments associated with the S U M function. T h e N u m b e r l b o x shows Excel's best guess o f the range you want to sum. ) Click any cell in the worksheet. T h e selected cell has a blinking border to indicate it is selected for the formula, and the cell reference appears in the N u m b e r l box in the Function Arguments dialog b o x .

I Select the range B23:M23. T h e dialog b o x col-

Cancel

lapses t o its title b a r a n d the N u m b e r l b o x as you drag a n d e x p a n d s t o its full size when you

click to get information about the selected function in Excel Help

release the mouse b u t t o n . T h e range reference, which includes all the m o n t h l y i n c o m e a m o u n t s , appears as the value o f the N u m b e r l a r g u m e n t . See E x h i b i t 1 5 - 1 2 . I Click OK. T h e formula = S U M ( B 2 3 : M 2 3 ) is

I In the Search for a function b o x , type Add numbers and then click Go. A list o f the functions used to add numbers appears in the Select a function b o x .

Chapter

15: Working

with

Formulas

and

Functions

entered in cell E 1 0 , which displays 3 8 , 5 7 4 , the estimated total annual i n c o m e . (Select

cell E l l .

Exhibit 15-12 Function Arguments dialog box for the SUM function required Collapse Dialog Box button arguments Function Arguments appear in bold

l

Numberl

B23:M23|

Insert recently used functions with the Insert Function dialog box.

,2886,2886,2886,2886,4200,4... 4~

• Number 2

escription of function

optional arguments appear in regular type

38,574

Help o n this function

Function button

Insert Function button J5r. T h e Insert F u n c t i o n dialog b o x a p p e a r s with the M o s t R e c e n t l y

Used category selected. T h e A V E R A G E appear at the top o f the Select a f u n c t i o n b o x because these are t h e t w o f u n c t i o n s

Cancel

you have used most recently.

description of the selected argument

T o t h e left o f the formula bar, click the

formula bar, click the

function followed by the S U M f u n c t i o n

value that will be displayed in the active cell

link to Help topic about the function

| T o the left o f the

value that will be returned by the function

b e r l4: n u m b e r l , n u m b e r 2 , . . . a r e 1 to 255 numbers to sum. Logical values a n d t e x t Adds all t h e n u m b e r s in a r a n g eN uo m f cells. are ignored in cells, included if t y p e d as a r g u m e n t s .

Formula result =

) Select cell El4.

values in the specified range

A

Problem? If Most Recently Used is not the current category, click the Or select a category arrow, and then click Most Recently Used.

Insert

T h e Insert Function dialog

b o x opens.

I In the Select a function b o x , click SUM. T h e Function Arguments dialog b o x for the S U M function

In t h e Search for a function b o x , type Calculate

an average value and then click Go. Functions for calculating an average appear in the Select a func-

appears. I Click OK, and then

tion b o x .

scroll the worksheet

In the Select a function b o x , click AVERAGE if it is

B32:M32.

n o t already selected, and then click OK. T h e Function A r g u m e n t s dialog b o x appears with the argu-

to display the range I In the w o r k s h e e t ,

select the range

ments f o r the A V E R A G E function. A range refer-

B32:M32. T h e

ence f o r a cell directly above this cell is selected in

range

with the estimated

the N u m b e r l b o x .

m o n t h l y expenses

M a k e sure the range reference in the N u m b e r l

appears in the

b o x is selected, and then select the range B23:M23

Numberl box.

in the w o r k s h e e t .

^ T i p : You can also click the Collapse Dialog Box button [S^] to shrink the Function Arguments dialog box to see more of the worksheet, select the range, and then click the Expand Dialog Box to restore button isH the dialog box.

i In the Function

Click OK. T h e dialog b o x closes, and the formula

Arguments dialog b o x , click OK. T h e f o r m u l a

= A V E R A G E ( B 2 3 : M 2 3 ) is entered in cell E l l ,

= S U M ( B 3 2 : M 3 2 ) is inserted in cell E 1 4 , w h i c h

which displays 3 , 2 1 5 — t h e average monthly

displays 3 4 , 3 1 0 — t o t a l projected expenses f o r t h e

income.

upcoming year. (Select

Inserting Recently Used Functions

cell El5.

\ Open the Insert Function dialog box. M a k e sure

O n e o f the categories available in the Insert Functions

Most Recently Used

dialog b o x is the M o s t Recently Used category. T h i s

is the selected category.

) In the Select a function b o x , click

category lists the most recently used functions, sorted

AVERAGE, and

then click OK.

in order o f recent use, in the Select a function b o x .

Chapter

15:

Working

with

Formulas

and

Functions

the function name does not need t o be selected; you c a n

J Select the range B32:M32 in the worksheet

double-click any function n a m e t o insert that function

t o insert the range reference B 3 2 : M 3 2 in the

in the cell without typing the rest o f its name.

Numberl box.

T h e active cell includes a formula with the selected

Click OK. T h e formula = A V E R A G E ( B 3 2 : M 3 2 ) is

function name and the opening parenthesis. A Screen-

entered in cell E 1 5 , displaying 2 , 8 5 9 — e s t i m a t e d

Tip shows the function's syntax with the first argument

average expenses per m o n t h . See Exhibit 1 5 - 1 3 .

appropriate reference or argument. W h e n the function

Exhibit 15-13 Total annual and average monthly income and expenses

Paste C l i p b o a r d '<»

•A A-

B/0 '

U

E15

in bold. You can either select a cell o r range, or type the is complete, you enter it into the cell as usual.

IK

AVERAGE function formula returns the average of the values in the range B32:M32

A

10 11 12 13 Year-End Summary 14 16 17

Type functions in cells. | P Select cell El2. ^ T y p e =M. As you type a

=AVERAGE(B32:M32) *

f o r m u l a , a list with function

total annual income

B

9

ACTIVITY

38,574

Total Income Monthly Average

3,215

Monthly Minimum

n a m e s starting with the letter M opens.

average monthly income

Type I. T h e list shows only those functions starting with

Monthly Maximum T o t a l Expenses

34,310

Monthly Average

2,859

the letters M L

total annual expenses

Click MIN to select the name

Monthly Minimum

o f the function you want to

average monthly expenses

Monthly Maximum

use. A ScreenTip appears, describing the selected function. See E x h i b i t 1 5 - 1 4 .

Typing a Function in a Cell After you b e c o m e familiar with a func-

Exhibit 15-14 Function names list

tion, it can be faster t o type the function directly in a cell rather than using

^umerTudge^Microsoft

the Insert Function dialog b o x . As with any formula, first type =

Excef"

(an equal

sign). Then start typing the function

Delete • Conditional Format Cell F o r m a t t i n g - as T a b l e - Styles Styles

name. As you type, a list o f functions that begin with the letters y o u typed

ing with the letter S; w h e n you type

38,574

SU, the list shows only those functions

3,215

starting with the letters SI/, and so forth. This helps t o ensure that you are entering a legitimate Excel function n a m e . If you don't k n o w w h a t a spe-

=MI /• MCI

list of Excel functions j ^ . % MINA starting | MINUTE /0 MIN VERSE with Ml

lect the function t o display a ScreenTip

Aar

with a description o f that function. T o

475

insert a function in the active cell, dou-

611

Working

with

Cells Format -

Editing

M

M o n t h l y transfer t o c a r savings

100

M i n i m u m required net cash f l o w

400

R e t u r n s t h e s m a l l e s t n u m b e r i n a set o f v a l u e s . I g n o r e s l o g i c a l v a l u e s a n d text I

ScreenTip describes selected function

Apr May Jun

Formulas

and

Jul

Aug

475

475

0

0

0

611

611

0

0

0

ble-click its function n a m e . N o t e that

15:

gl

% MIRR

cific function does, you c a n se-

Chapter

Sort & F i n d & Filter - S e l e c t -

H I J Car Savings Plan

appears. F o r example, when you type S, the list shows all o f the functions start-

Z•

Functions

Sep Oct Nov Dec 475

475

475

475

611

611

611

611

) Double-click MIN. The M I N function with its open-

Exhibit 15-16 Year-end summary values

ing parenthesis is inserted into cell E 1 2 and a ScreenTip shows the syntax for the function. At this point,

• MAX function formula returns the maximum value in the range B32:M32

HQQH

you can either type in the range reference or select the range with your mouse. See Exhibit 1 5 - 1 5 .

Ins

-

Paste

Exhibit 15-15 ScreenTip with the function syntax

-

n •

I

U

Eh

11

•

>

Formulas A'

A*

-

A

•

• m

Review

Data =

m

Font

• m

View

$

iw>

• %

• j j

too +.1;

Number

Alignment

Num

I

~

5E

•M-

Alignment

M32)

Number

*

A'

^*' A '

ilk Page Layout

Insert

B

Clipboard

A "

j

9 10 11 12 13 14 15 16 17

minimum and maximum monthly income

Y E A R - E N D

f* 1 B =MAX(B32: Total Income

S U M M A R Y

38,574

Monthly Average

3,215

Monthly Minimum

2,886

Monthly Maximum

4,200

Total Expenses

34,310

Monthly Average

2,859

Monthly Minimum

1,310

Monthly Maximum

9,000

minimum and maximum monthly expenses

Editing Data Used in Formulas F o r m u l a s provide the greatest flexibility for w o r k i n g with data that changes. By entering data values in cells

I Select the range

B23:M23. T h e

Tip: To avoid typing errors, it's often better to use your mouse to enter range references.

range

reference is added to the f o r m u l a . (Type ) (the closing

and then referencing those cells in f o r m u l a s , you can quickly change a value and immediately see the new formula results.

ACTIVITY Edit data used in a formula.

parenthesis), and then press the Enter key. T h e formula = M I N ( B 2 3 : M 2 3 ) is entered in cell E 1 2 , which

Q) In cell D5, enter 655.

displays 2 , 8 8 6 — t h e lowest estimated income for

Confirm that the monthly income for work study

any m o n t h o f the year.

in J a n u a r y through M a y and S e p t e m b e r through

| In

cell El6,

enter the formula

D e c e m b e r has been updated.

=MIN(B32:M32).

Cell E 1 6 displays 1 , 3 1 0 — t h e lowest estimated

Review how the year-end s u m m a r y data has

expenses for any month of the year.

c h a n g e d . See E x h i b i t 1 5 - 1 7 .

I In cell El 3,

enter

the f o r m u l a

=MAX(B23:M23). Cell E 1 3 displays 4 , 2 0 0 — t h e highest estimated income for any m o n t h . • In

cell E l 7 ,

A\ Problem? If #NAME? appears in the cell, you probably mistyped the function name. Edit the formula to correct the misspelling.

e n t e r the f o r m u l a

L M

Save the w o r k b o o k .

sure to end all ot the with a closing parenthesis ) ensure that Excel interprets the formula correctlv

=MAX(B32:M32).

Cell E l 7 displays 9 , 0 0 0 — t h e highest estimated e x p e n s e s f o r a n y m o n t h . See E x h i b i t 1 5 - 1 6 .

Chapter

15:

Working

Exhibit 15-17 Revised income projection Enter a formula to calculate net cash flow. In

cell B33,

enter

=B23-B32. This for-

^

Tip: Net cash flow is equal to the amount of money earned after paying expenses.

mula subtracts total expenses from total income for January. T h e resulting - 5 , 9 3 4

indicates a projected shortfall o f $ 5 , 9 3 4 for January, due to the cost o f tuition and books

summary estimates updated based on new income projection

that occur in that month. A p p l y c o n d i t i o n a l f o r m a t t i n g to

cell B33 t o highlight the cell with a yellow fill with dark yellow text if the value in t h e cell is less

than 0. W h e n

y o u c o p y t h e f o r m u l a and for-

m a t t i n g t o t h e rest o f t h e b u d g e t , m o n t h s with negative c a s h flow will be highlighted on the w o r k s h e e t . See E x h i b i t 1 5 - 1 8 .

Income / Expenses \Jan Feb Mar Apr

19

655

655

655

Scholarship

611

611

611

611

Restaurant

1,800

1,800

1,800

1,800

*{3,066

3,066

3,066

3,066

W o r k Study

«{

20 21 22 23

' Pr>p»

Total /

HR e 4a d y

«n

GSLTi

655

ccn

A

P O T *

Page Layout

«** „ B U i A B33 A I

Formulas

A*

Calibri

Clipboard

total income updated to reflect the new income projection

L O 1 3 5 . Using

Exhibit 15-18 January net cash flow

• A-

9" A'

m

m

=

Font

=823B -324c

u

B

18

19

AutoFill

January net cash flow equals income (cell B23) minus expenses (cell B32)

Income / Expenses Jan Feb Mar Apr

20

W o r k Study

655

655

21

Scholarship

611

611

611

22

Restaurant

1,800

1,800

1,800

3,066

3,066

3,066

23

Total

655

24

Rent

650

650

650

25

Food

275

275

275

utoFill copies content a n d formats from a cell or

26

Utilities

105

90

range into an adjacent cell o r range. T h e cell con-

27

115

Phone/Internet

110

110

110

50

50

50

tents can be text, values, o r f o r m u l a s . AutoFill can also extend a series o f n u m b e r s , patterned text, and dates into the adjacent selection.

28

Clothes

29

Tuition

6,575

30

B o o k s & Supplies 3 1 Travel/Entertainment

1,005

32

220

160

9,000

1,350

Total Net Cash Flow

-5,93

AutoFill An Excel feature that copies content and formats from a cell or range into an adjacent cell or range.

Using the Fill Handle

fill handle A box in the lower-right corner of a selected cell or range that you drag over an adjacent cell or range to copy the content and formatting from the original cells into the adjacent range.

1,8»

After you select a cell or range, the

conditional formatting highlights the negative cash flow (less than 0) for January

fill handle appears

in

the lower-right corner o f the selection. W h e n you drag the fill handle over an adjacent range, AutoFill copies

Chapter

15: Working

with

Formulas

and

Functions

Although you could copy and paste the formula and formatting from one cell into another cell or range, as you have done AutoFill

Release the mouse button. T h e selected range is filled with the formula and c o n d i t i o n a l formatting from cell B 3 3 , and the A u t o Fill O p t i o n s butappears in the lower-right c o r n e r o f the ton selected cells. See Exhibit 1 5 - 1 9 . I R e v i e w the monthly

A

net cash flows

Problem? If the formula and formatting are copied into the wrong range, click the Undo button [W] on the Quick Access Toolbar and try again.

t o confirm that AutoFill correctly the c o n t e n t and formats from the original cell into the

copied the formula

adjacent r a n g e . T h i s process is often m o r e efficient than

and conditional formatting into

the t w o - s t e p process of copying and pasting.

the selected range. T h e s e calculations

ACTIVITY

provide a picture of h o w the net cash flow varies

Use the fill handle. ^

from m o n t h to m o n t h . Only in J a n u a r y a n d A u -

cell B33

M a k e sure

gust, w h e n tuition payments are due, do e x p e n s e s

is the active cell. T h e fill handle

exceed i n c o m e .

appears in the lower-right c o r n e r of the cell.

fill handle

Point t o the

I In

in the lower-right c o r n e r o f

the

fill handle

C33:M33. A

to retrieve the b a l a n c e in the

main savings a c c o u n t at the beginning o f the year.

the cell. T h e pointer changes to -|-.

Hfc Click

cell B36, enter =J5

and drag over the

cell B37, enter =B23

| In

range

to retrieve the J a n u a r y in-

c o m e . T h e relative reference will c h a n g e w h e n you

dotted outline appears a r o u n d the

c o p y the formula to other m o n t h s .

selected range.

formula to calculate the January net cash flow

Delete •S.

A

m

18

B

c

$

-

%

»

*bo +°o

Conditional

Format

Cell

^

F o r m a t t i n g * as T a b l e » Styles »

.."J F o r m a t '

Styles

Cells

Jt~

E | F 1G |H 1• 1J 1 K

ligpfffent

.

Mar

Feb

Jan

tm^ff*

J

Number

Apr

r» |

Jun

May

Jul

Aug

Sep

Sort &

Find &

Filter'

Select'

L

Editing

Oct

Nov

M

19

I n c o m e / Expenses

20

W o r k Study

655

655

655

655

655

0

0

0

655

655

655

21

Scholarship

611

611

611

611

611

0

0

0

611

611

611

611

22

Restaurant

1,800

1,800

1,800

1,800

1,800

4,200

4,200

4,200

1,800

1,800

1,800

1,800 3,066

Dec 655

3,066

3,066

3,066

3,066

3,066

4,200

4,200

4,200

3,066

3,066

3,066

24

Rent

650

650

650

650

650

650

650

650

650

650

650

650

25

Food

275

275

275

275

275

275

275

275

275

275

275

275

26

Utilities

115

105

90

85

70

75

80

75

70

70

90

105

27

Phone/Internet

110

110

110

110

110

110

110

110

110

110

110

28

Clothes

50

50

50

50

150

50

50

250

50

50

150

29

Tuition

6,575

0

0

0

0

1,350

0

5,900

0

0

0

30

B o o k s & Supplies

1,005

0

0

0

0

275

0

775

0

0

0

0

31

Travel/Entertainment

220

160

170

520

170

190

920

550

155

225

315

385

1,350

1,345

1,690

1,425

2,975

2,085

8,585

1,310

1,380

1,590

1,575

1,716

1,721

1,376

1,641

1,686

1,476

1,491

Total

23

Total

32 33

34

N e t Cash

9,000

Flow -59,34

conditional formatting highlights months of negative cash flow

1,225__ZUS-M,

1

^1,756

formulas and formats in cell B33 are filled into the selected range Chapter

15:

Working

with

fillI handle 1 Mli 0

Auto Fill Options button Formulas

and

Functions

1

I In cell B38, enter =B32

to retrieve the J a n u a r y

expenses. T h e relative reference will change when

Exhibit 15-20 January savings

v]' A

you copy the formula t o other m o n t h s . You'll leave cell B 3 9 blank because, at this point, you

Page L a y o u t

won't assume that a n y m o n e y will be transferred

• A'

Calibri

from the main savings a c c o u n t t o the c a r savings

U •

account.

Font

(In

cell B40,

enter

=B36+B37-B38-B39.

This

formula calculates the ending balance for the main savings a c c o u n t , w h i c h is e q u a l t o the starting b a l a n c e plus a n y d e p o s i t s m i n u s t h e w i t h d r a w a l s a n d t r a n s f e r s . Cell B 4 0 displays 1 , 5 6 6 , which is t h e p r o j e c t e d b a l a n c e in the main savings a c c o u n t a t t h e e n d o f J a n u a r y . See E x h i b i t

A

balance at the start of January deposits from January income withdrawals to cover January expenses

\

15-20.

Select the range B36:B40, and then drag the fill

J

handle over the range C36:C40 to calculate the

\

February savings. C h a n g e the f o r m u l a in

B 34 MONTHLY SAVINGS 356 arting Baalnce (Mani) 75 ,00 37 StD e p o s i t s 3 0 ,66 38 Withdrawals 9 0 , 00 39 Transfer to Car 40 ENDING BALANCE (MAIN) 15,66 421 Starting Baalnce (Car) L DeposBALANCE it from (CAR) Mani 43 ENDING A

A

cell C36

to

=B40

so that

\

\

transfers to the car savings account (none) balance at the end of January

the F e b r u a r y starting b a l a n c e f o r the main savings a c c o u n t is based o n the J a n u a r y ending

Enter the following formulas t o retrieve the start-

balance.

ing balance for the c a r savings a c c o u n t (0) and the

Select the range C36:C40, and then drag the fill handle over the range D36:M40. T h e formulas

account in January, and t o calculate the ending

and formatting from F e b r u a r y are copied into the

balance o f the c a r savings a c c o u n t f o r January:

a m o u n t that will be transferred t o the c a r savings

remaining m o n t h s o f the year. In

cell K5, enter =M40. T h e

formula displays the

ending balance o f the main savings account in

cellB41:

=J6

cellB42:

=B39

c e l l B 4 3 : =SUM(B41:B42)

December—13,384.

Using the Auto Fill Options Button The Auto Fill Options button appears after you com- both the content and the formatting. The Fill Formatplete the fill so you can select whether to copy cell ting Only option copies the formatting into the selected content and formatting, extend the data series, fill cells but not any content. The Fill Without Formatting only the cell formatting, or fill only cell content. By option copies the content but not the formatting. default, AutoFill copies both the content and the formatting of the original range copies the formulas, values, to the selected range. However, sometimes and formatting (the default) you might want to copy only the content or only the formatting. The Auto Fill Opcopies only the formatting tions button that appears after you release the mouse button lets you specify what is copies only the formulas copied. As shown here, clicking this button or values but not the provides a list of AutoFill options. The Copy formatting Cells option, which is the default, copies


Chapter

15: Working

with

Formulas

and

Functions

*

Calibri

B Clipboard

-

-11

I

U -

_

-

A~

-

A

m

m

Conditional Format Cell F o r m a t t i n g • as T a b l e * Styles • r.

Number

Alignment

Styles

Insert 3* D e l e t e • JD

Sortfli Find & ' Filter- Select'

^

Format • Cells

Editing V

c

B

34 35

m y *

h|

-

a

General

A'

<$» - &

Font

A34

ll ll ll

Exhibit 15-21 January through December savings

D

E

G

F

H

1

K

J

L

EE

M

M o n t h l y Savings 7,500

1,566

3,282

5,003

6,379

8,020

9,245

11,360

6,975

8,731

10,417

11,893

37

Deposits

3,066

3,066

3,066

3,066

3,066

4,200

4,200

4,200

3,066

3,066

3,066

3,066

38

Withdrawals

9,000

1,350

1,345

1,690

1,425

2,975

2,085

8,585

1,310

1,380

1,590

1,575

39

T r a n s f e r t o Car 1,566

3,282

5,003

6,379

8,020

9,245

11,360

10,417

0

0

0

0

0

69 ,

8,731

0 0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0 ^

36

Starting B a l a n c e ( M a i n )

40

Ending Balance (Main)

41

S t a r t i n g B a l a n c e (Car)

42 43

Deposit from Main

//° 0

Ending Balance (Car)

/

0

0

0^

11,8933 V U 8 0i

x

0

/

44

savings balance at the

Use the fill handle to copy the formulas from the

range B41 :B43 into the range C41:C43 to enter the f o r m u l a s for February. In

75 0

cell C41, enter =B43

0

0

0

0

total amount saved at the end of the year

Exhibit 15-22 AutoFill extends a numeric sequence initial A

so that the February start-

B

1

1

ing b a l a n c e for the car savings a c c o u n t is equal to

2

2

the J a n u a r y ending balance.

3

3

4

4

Use the fill handle to copy the formulas from the

5

5

range C41:C43 into the range D41 :M43 t o enter the

6

6

7

7

8

8

f o r m u l a s for the rest o f the year. Click

cell A34

to deselect the main savings a c c o u n t

9

d a t a . See E x h i b i t 1 5 - 2 1 .

10

1

9 10

11

Creating a Series

dragging the fill handle extends the pattern to the larger range

AutoFill c a n also be used to create a series o f numbers, dates, o r t e x t based on a pattern. T o create a series o f numbers, you enter the initial values in the series in a

AutoFill c a n extend a wide variety o f series, includ-

selected range a n d then use AutoFill t o complete the

ing dates and times and patterned t e x t . E x h i b i t 1 5 - 2 3

series. E x h i b i t 1 5 - 2 2 shows h o w AutoFill c a n be used

shows e x a m p l e s o f some series that AutoFill c a n gener-

to insert the n u m b e r s from 1 t o 1 0 in a selected range.

ate. In each case, you must provide enough i n f o r m a t i o n

You enter the first few numbers in the range A 1 : A 3 t o

for AutoFill t o identify the pattern. AutoFill c a n recog-

establish the pattern for AutoFill t o use, consecutive

nize some patterns from only a single value, such as J a n

positive integers in this e x a m p l e . T h e n , you select the

or J a n u a r y t o create a series o f m o n t h a b b r e v i a t i o n s o r

range and drag the fill handle over the cells where you

n a m e s , o r M o n or M o n d a y t o create a series o f the days

w a n t the pattern continued. In E x h i b i t 1 5 - 2 2 , the fill

o f the w e e k . A text pattern t h a t includes a t e x t string

handle is dragged over the range A 4 : A 1 0 and Excel fills

and a n u m b e r such as R e g i o n 1 , R e g i o n 2 , and so o n

in the rest o f the series.

can also be extended using A u t o F i l l .

Chapter

15:

Working

with

Formulas

and

Functions

Exhibit 15-23 AutoFill applied to values, dates and times, and patterned text Type

Initial pattern

Extended series

Values

1,2,3

4, 5,6,...

2,4,6

8,10,12,...

Jan

Feb, Mar, Apr,...

January

February, March, April,...

15-Jan,15-Feb

15-Mar,15-Apr, 15-May,...

12/30/2013

12/31/2013,1/1/2014, 1/2/2014,...

12/31/2013, 1/31/2014

2/28/2014,3/31/2014, 4/30/2014,...

Mon

Tue,Wed,Thu,...

Monday

Tuesday, Wednesday, Thursday,...

11:00AM

12:00PM, 1:00PM, 2:00PM,...

1 st period

2nd period, 3rd period, 4th period,...

Region 1

Region 2, Region 3, Region 4,...

Quarter 3

Quarter 4, Quarter 1, Quarter 2,...

Qtr3

Qtr4, Qtr1,Qtr2,...

Dates and times

Patterned text

Creating a Series with a Complex P a t t e r n For more complex patterns, you can use the Series dialog box. To do so, enter the first value of the series in a worksheet cell, select the entire range that will contain the series, click the Fill button in the Editing group on the Series \9 Home tab, and then Series in Type Date unit click Series. The Series o i£pwsi o Linear (§) D a y dialog box opens. You Columns Growth Weekday can use the Series diaDate Month log box to specify a linAutoFill Year ear or growth series for • Trend numeric values; a Date Step value: Stop value: | series for dates that inOK Cancel crease by day, weekday, month, or year; or an ^ AutoFill series for patterned text. With numeric va ues, you can also specify the step value (indicating how much each numeric value increases over•the the previous entry) and a stop value (to specify the endpoint for the entire series).

MM

I Drag the fill handle over the range C35:M35. As you drag the fill handle, ScreenTips show the month abbreviations for the selected cell. I Release the mouse button. AutoFill enters the three-letter abbreviations for each remaining

Use AutoFill to enter a series. In

cell B35, enter Jan. T h i s

month o f the year. I Use the F o r m a t

is the first value in the

series. Because " J a n " is a c o m m o n

Painter to copy the

abbreviation

formatting from the

for January, Excel recognizes it as a month and

range B19:M 19 to the range B35:M35.

you don't need to type " F e b " for the next m o n t h in the series.

A Select cell B35 if it is not the active cell.

^ k T i p : You can click cell B35 to apply the copied formatting to all cells in the range B35:M35.

Deselect the range. See E x h i b i t 1 5 - 2 4 . EB

Save the w o r k b o o k .

month abbreviations

Exhibit 15-24 Month series completed with AutoFill initial entry

33 34 35 36

Monthly Savings Starting B a l a n c e ( M a i n )

37

Deposits

38 Withdrawals w < » w I Documentation Ready

JfIow

i

±,3D\J\

•,934 i Jan

1,716 Feb

X^HJ) X,O^U|

1,721

1,376

15:

2,115

Mar

Apr

May

Jun

Jul

1,566

3,282

5,003

6,379

8,020

9,245

3,066

3,066

3,066

3,066

3,066

4,200

9.000 1.350 | B u d g e t . Car Savings Plan

Working

1,225

7,500

1.345 1.690 Car Loan Analysis t

£3

Chapter

1,641

3 | 0,303|

with

Formulas

and

Functions

Q

<

inserted with

-4,385

1,756

1,686

Aug

1,476

Sep

Oct

11,360

6,975

8,731

10,417

4,200

4,200

3,066

3,066

3,066

7.085

8.585

13.10

1.380

15.90

a

Nov

120%

-

AutoFill

|

-

l o i Working with the IF Logical Function 54

logical function is a function

\

Exhibit 15-25 Comparison operators Operator

that

V w o r k s with statements that are either

x

true o r false. Consider a statement such as

cell

If cell A 5 is equal t o 3 , this

A5=3.

statement is true; if cell A 5 is n o t equal t o 3 , this s t a t e m e n t is false. Excel supports many different logical functions, o n e o f

Relationship

Example

Description

=

Equal to

A1=B1

Tests whether the value in cell A1 is equal to the value in cell B1

>

Greater than

A1>B1

Tests whether the value in cell A1 is greater than the value in cell B1

<

Less than

A1
Greater than or equal to

A1>=B1

<=

Less than or equal to

A1<=B1

Tests whether the value in cell A1 is less than or equal to the value in cell B1

<>

Not equal to

A1oB1

Tests whether the value in cell A1 is not equal to the value in cell B1

>=

which is t h e I F function. The

IF function

is a logical f u n c t i o n

that returns o n e value if a s t a t e m e n t is true a n d returns a different value if t h a t s t a t e m e n t is false. T h e s y n t a x o f the IF f u n c t i o n is

Tests whether the value in cell A1 than the value in cell B1

is less

Tests whether the value in cell A1 is greater

than

or equal

value in cell B1

to

the

\F{logical_testlvalue_if_true] L value

where false,

logicaljtest valueJfjtrue

_if_false])

A 1 : A 1 0 0 . If it is, the formula returns t h e t e x t " M a x i -

is a statement that is either true or

m u m " ; otherwise, it returns n o t e x t .

is the value returned by the IF func-

tion if t h e statement is true, and

valueJfjfalse

=IF(A5=MAX(A1:A100),"Maximum","")

is the

value returned by the function if the statement is false.

T h e following formula determines h o w much t o

F o r e x a m p l e , the following formula tests whether the

transfer f o r the m o n t h o f J a n u a r y , if cell B 3 3 c o n t a i n s

value in cell A l is equal t o the value in cell B l . If it is,

the net cash flow for January, cell K l l c o n t a i n s the

the f o r m u l a returns 1 0 0 ; otherwise, it returns 5 0 .

m i n i m u m net cash flow needed t o t r a n s f e r t h e m o n e y

=IF(A1=B1,100,50) In m a n y cases, however, you will n o t use values di-

between a c c o u n t s , and cell K 1 0 c o n t a i n s the a m o u n t o f m o n e y t o transfer when the net cash flow meets o r exceeds the m i n i m u m :

rectly in the I F function. T h e following formula uses cell

=IF(B33>=$K$11,$K$10,0)

references, returning the value o f cell C I if A l equals B l ; o t h e r w i s e , it returns the value o f cell C 2 :

=IF(A1=B1,C1,C2) T h e = s y m b o l in these formulas is a c o m p a r i s o n operator. A

comparison operator

is a symbol that indicates

the relationship between t w o values. E x h i b i t 1 5 - 2 5

T h i s function tests whether the net c a s h flow f o r the m o n t h o f J a n u a r y (cell B 3 3 ) is greater than o r equal to 4 0 0 (cell K l l ) . If it is, the f o r m u l a returns 1 0 0 (in cell K 1 0 ) as the a m o u n t t o transfer i n t o the savings a c c o u n t . O t h e r w i s e , it returns 0 a n d n o m o n e y will be transferred that m o n t h .

describes t h e c o m p a r i s o n operators that c a n be used within a logical function. T h e IF function also w o r k s with t e x t . F o r e x a m p l e ,

T h i s logical test uses both relative a n d absolute references. T h e B 3 3 reference is relative so y o u c a n c o p y this formula into cells for the remaining m o n t h s o f the

the following formula tests whether the value o f cell A l is equal t o Y E S . If the value o f cell A l is equal t o

logical function A function that works with statements that are either true or false.

Y E S , the f o r m u l a returns the text D O N E ; otherwise, it returns the t e x t R E S T A R T .

=IF(A1="YES"," DONE", "RESTART") In addition, y o u can nest other functions inside an IF statement. T h e following formula first tests whether cell

IF function A logical function that tests a condition and then returns one value if the condition is true and another value if the condition is false. comparison operator A symbol that indicates the relationship between two values.

A 5 is equal t o the m a x i m u m o f values within the range

Chapter

15:

Working

with

Formulas

and

Functions

year. T h e $ K $ 1 1 and $ K $ 1 0 references are absolute so that they always reference the m i n i m u m net cash flow

Using Logical Functions t o Make Decisions

specified in cell K l l and the a m o u n t t o transfer specified in c e l l K l O .

When creating a budget, it is common to want to transfer money into a savings account when the net cash flow is greater than a predetermined amount. With Excel, you need a formula that can "choose" whether to transfer the funds. You can build this kind of decision-making capability into a formula through the use of a logical function. For example, you can use an IF function for each month to test whether the net cash flow for that month is greater than a certain amount, such as $400. If it is, the IF function can indicate to transfer some of the extra money into a savings account. On the other hand, if the net cash flow is less than the specified amount, no money is transferred.

ACTIVITY Insert the IF function. QP Select cell B39. the R i b b o n , click the

Formulas tab. In the

Function Library g r o u p , click the Logical button, and then click IF in the list o f logical functions. T h e Function A r g u m e n t s dialog b o x for the IF function opens. In the Logical_test b o x , enter B33>=$K$11. This tests whether the net cash flow for J a n u a r y is greater than o r equal t o the value in cell K l l (400). | In the Value_if_true b o x , enter

$K$10. I f

the value in cell B 3 3 is greater than o r equal t o the value in cell K l l , the formula returns t h e value in cell K 1 0

^ T i p : When you type the IF function directly in a cell, remember that the value_if_true argument comes before the valueJf_ false argument.

(100). I In the Value_if_false b o x , enter 0. If the value in cell B 3 3 is less than the value in cell K l l , the formula returns 0 and n o m o n e y will be transferred from the main savings a c c o u n t into the c a r savings account that m o n t h . See E x h i b i t 1 5 - 2 6 .

Exhibit 15-26 Function Arguments dialog box for the IF function 9

Function Arguments

test condition that is either true or false B33>=SKS11 SKS10

lue returned if the condition is true

Vaule_f_ifasleIsZ0

value returned if the condition is false

amount to transfer to the home account if the value is true II •

ID • (D =o

^ \ no money is transferred if the

Vahie_if_false is theone value thatif TRUE, is returned if Logical_test Checks whether a condition is met, and returns value and another value a value JS false is returned.

Formula result = 0

Hepl on thsi functoin

Chapter

15: Working

with

Formulas

and

Functions

OK

Caned

Using t h e IF Function t o Explore Financial Options With financial decisions, you will often explore the impact of alternative scenarios on a projected outcome. Budget planning should not be limited to a single budget projection, but instead include several possible budgets. Your decision is then based on the evaluation of these different budgets. The budget you choose should prepare you to deal with shortages in future revenue or ways to take advantage of better-than-expected revenue. Using Excel to manage your finances allows you to quickly explore these multiple scenarios. You can quickly examine how changing one or more values will affect such outcomes as income, expenses, and cash flow. You can use logical functions such as the IF function to help you explore these what-if scenarios because you can set the outcome of one value only if certain conditions

are met. Different scenarios can be coded with names such as Optionl, Option2, and Option3. By using these scenario names as input values to an IF function, you can set up the worksheet to display the results specific to each scenario. In a well-designed workbook, you can quickly switch between scenarios simply by changing a few values in the worksheet. Logical functions help you more easily plan for different outcomes, and avoid the problems associated with unexpected occurrences.

m o n t h s o f the budget, and the c a r savings a c c o u n t

I Click OK. A value o f 0 is displayed in cell B 3 9 .

balances are updated based o n the results.

Because the net cash flow for J a n u a r y is - 5 , 9 3 4 , no m o n e y will be transferred from the main savings

0 | Click cell M39 t o deselect the r a n g e . See E x h i b i t

a c c o u n t into the car savings account that m o n t h .

15-27.

fill handle to copy the IF function formula cell B39 into the range C39:M39. T h e a m o u n t s

I Use the from

Changing the Conditions of an IF Function

t o transfer are calculated for the remaining

By using a formula that references the underlying values stored in other cells o f the w o r k s h e e t , it is simple to change a value and quickly see the results o f

Exhibit 15-27 Monthly savings account balances click to view logical functions Insert Z AutoSum • f£

Recently Used -

F u n c t i o n F$ F i n a n c i a l -

\^>age Layout |T Logical • Text -

Formulas ft

Data

L o o k u p & Reference

^Turner Budge^T/IICROROF^xc^ riew

Define Name • / J - U s e in F o r m u l a •

JFE M a t h & T r i g -

D a t e & Time * ffa M o r e F u n c t i o n s •

View

j^j) 1

Manager

Create f r o m S e l e c t i o n

Trace P r e c e d e n t s K* Trace D e p e n d e n t s

J| S h o w F o r m u l a s Error C h e c k i n g •

„ ^ R e m o v e A r r o w s » \Q Evaluate F o r m u l a Formula Auditing

F u n c t i o n Librai

window

Calculation Options ' Calculation

TRANSFER AMOUNT specified IN cell K10

$100 is transferred every month except January and August

car account balance at the end of the year

that c h a n g e . This allows you to quickly

Exhibit 15-28 Date and time functions

analyze data and explore other options.

Function

ACTIVITY Change the conditions of an IF function. In

Tmm\

cell K10, enter 300. T h e

Description Creates a date value for the date represented by the and arguments

DATE{year,month,day)

year,

end-

of-year balance in the car savings account increases to $ 3 , 0 0 0 (cell K 6 ) while the main savings account balance decreases to $ 1 0 , 3 8 4 (cell K 5 ) .

m o n t h ,

day

DAY(date)

Extracts the day of the month from the

MONTH(cfafe)

Extracts the month number from the value where 1 =January, 2=February, and so forth

YEAR(cfafe)

Extracts the year number from the

value

date

date

date

value

Calculates the day of the week from the value, where 1 =Sunday, 2=Monday, and so forth; to choose a different numbering scheme, set the optional value to "1" (1 =Sunday, 2=Monday,...), "2" (1=Monday, 2=Tuesday,...), or "3" (0=Monday, 1=Tuesday,...)

\NE£KDAY(date[,returnJype])

date

Q | Scroll down the w o r k s h e e t and e x a m i n e h o w the m o n t h l y balance

r e t u r n j y p e

in the main savings a c c o u n t changes throughout the year.

fli In cell K10, c h a n g e the value to 375. This plan saves $ 3 , 7 5 0 t o w a r d a

N0W()

Displays the current date and time

TODAYO

Displays the current date

car. •

^kTip: If you

Save the w o r k b o o k .

Enter a date function.

LO15.5 Working with Date Functions

A

B

) O n the Formulas

is a function that inserts or calcu-

lates dates and times. E x h i b i t 1 5 - 2 8

s e v e n

Select cellFI. tab,

date function d a t e

don't want the date and time to change, you must enter the date and time value directly in the cell.

describes

functions supported by E x c e l . You can use

these functions to help with scheduling or to determine on what days of the week certain dates occur. Perhaps the most c o m m o n l y used date function is the T O D A Y function, which returns the current date. T h e syntax of the T O D A Y function is:

=TODAY() T h e T O D A Y function doesn't have any arguments. Neither does the N O W function, which returns both the current date and the current time, and has the syntax:

=NOW()

in the Function

Library group, click the

Date & Time button, and

TODAY

in

dialog b o x appears, with a description o f the func tion and a reminder that the T O D A Y function has no arguments. See E x h i b i t 1 5 - 2 9 .

Exhibit 15-29 Function Arguments dialog box for the TODAY function Function A r g u m e n t s Returns the current date formatted as a date. This function takes no arguments. Formula result =

T h e values returned by the T O D A Y and N O W func-

then click

the date functions list. T h e F u n c t i o n Arguments

Volatile

Help on this function

OK

Cancel

tions are updated a u t o m a t i c a l l y whenever you reopen the w o r k b o o k o r enter a new calculation. I Click OK. T h e Function Arguments dialog b o x

dat

closes, and the formula = T O D A Y ( ) is entered into

date function A function that inserts or calculates dates date and times.

Chapter

15:

Working

with

Formulas

cell F l . S e e E x h i b i t 1 5 - 3 0 . I Save the w o r k b o o k .

and

Functions

function a n d s o m e o f t h e o t h e r finan-

Exhibit 15-30 TODAY function displays the current date

T. A u t o S u m *

fx

|£

Logical •

£4

I R e c e n t l y U s e d • ft Text •

Insert Function W Financial •

L o o k u p & R< Math a Trig

j^f D a t e a. T i m e '

burner Budget^Microsoft

Formulas

Page L a y o u t

j^More

Fu/raii

/iew

I

B

1C

Gabriel Turner Budget

1

Projected Income and Expenses

2

View

l

LWBU tIWWH I

1E Curent Date D

budgets.

ExceT

TODAYO function returns the current date

F u n c t i o n Library

A

cial functions often used t o develop These

financial

functions

are the same as t h o s e widely used in business and a c c o u n t i n g t o p e r f o r m

+ > Trac

various financial c a l c u l a t i o n s , such as

<+Trac '

depreciation o f an asset, t h e a m o u n t

Ren

o f interest paid o n an i n v e s t m e n t , a n d

F

G

the present value o f an i n v e s t m e n t .

r

Payments are expressed as negative numbers because they a r e t r e a t e d as

10/14/2014

expenses. T h e cost o f a l o a n t o t h e b o r r o w e r

current date (your date will be different)

is largely based o n three f a c t o r s : t h e principal, the interest, a n d t h e time r e -

Principal is t h e a m o u n t o f interest is t h e a m o u n t added

LO156 Working with the PMT

quired t o pay b a c k the loan.

Financial Function

to the principal by the lender. Y o u c a n t h i n k o f interest

A

m o n e y being l o a n e d , and

as a kind o f " u s e r f e e " because the b o r r o w e r is paying for the right t o use the lender's m o n e y f o r a period o f

financial function is a function

related t o m o n e t a r y

time. F o r e x a m p l e , if the bank loans y o u m o n e y t o buy

c a l c u l a t i o n s , such as loans a n d p a y m e n t s . Excel

a car, y o u repay the b a n k f o r t h e principal a n d inter-

provides a wide range o f financial functions. O n e o f

est o n that loan until the entire a m o u n t is r e p a i d . O n

PMT function, which

these is the

can be used t o calculate

the other h a n d , you usually receive interest p a y m e n t s

a p a y m e n t schedule required t o completely p a y b a c k

f r o m a b a n k in return for m o n e y deposited in a savings

a m o r t g a g e o r loan. Exhibit 1 5 - 3 1 describes the P M T

account. Interest is c a l c u l a t e d either as simple interest o r as c o m p o u n d interest. In simple

Exhibit 15-31 Financial functions for loans and investments

interest, to

Description

Function

Calculates the future value of an investment, where rate rV(rate nper,pmt[,pv=0] [,fype=0]) is the interest rate per period, nper is the total number of periods, pmt is the payment in each period, pv is the present value of the investment, and fype indicates whether payments should be made at the end of the period (0) or the beginning of the period (1) /

Calculates the payments required each period on a loan or PMT(rate nper,pv[,fv=0] [,fype=0]) investment, where fv is the future value of the investment t

\PN\T(rate,per,nper,pv[ lv=0]Calculates the amount of a loan payment devoted to paying the loan interest, where per is the number of l,type=0]) the payment period t

t h e interest is equal

a percentage

o f princi-

pal f o r e a c h period t h a t the money

h a s been

lent. F o r

financial function A function related to monetary calculations, such as loans and payments. PMT function A financial function that calculates the monthly payment required to pay back a loan.

Calculates the amount of a loan payment devoted to PPMT(rafe,pe/;npe/;pi/[,rV=0] paying off the principal of a loan Ltype=0]) Calculates the present value of a loan or investment based PV(rate,nper pmt[,fv=0]ltype=0]) on periodic, constant payments

principal The amount of money being loaned.

Calculates the number of periods required to pay off a loan NPE.R(rate,pmt,pvlfv=0][,type=Q]) or investment

simple interest Interest that is equal to a percentage of principal for each period that the money has been lent.

Calculates the interest rate of a loan or investment based RATE(nper pmt,pv[,fv=0][,type=Q]) on periodic, constant payments t

Chapter

15:

Working

with

interest The amount added to the principal by the lender.

Formulas

and

Functions

Using Functions t o Manage Personal Finances Excel has many financial functions to manage personal finances. The following list can help you determine which function to use for the most common personal finance problems: ^

^

^

^

^

^

To determine how much an investment will be worth after a series of monthly payments at some future time, use the FV (future value) function. To determine how much you need to spend each month to repay a loan or mortgage within a set period of time, use the PMT (pay ment) function. To determine how much of your monthly loan payment is used to pay the interest, use the IPMT (interest payment) function. To determine how much of your monthly loan payment is used for repaying the principal, use the PPMT (principal payment) function. To determine the largest loan or mortgage you can afford given a set monthly payment, use the PV (present value) function. To determine how long it will take to pay off a loan with constant monthly payments, use the NPER (number of periods) function.

example, if you deposit $ 1 , 0 0 0 at a simple interest rate

the interest each m o n t h equal to Vu o f 8 percent, or

of 5 percent, you will receive $ 5 0 in interest payments

about 0 . 6 7 percent per m o n t h .

each year. After one year, your investment will be worth

Another factor in calculating the cost of a loan is

$ 1 , 0 5 0 ; after t w o years, it will be worth $ 1 , 1 0 0 ; and

the length of time required to pay it b a c k . T h e longer

so forth.

it takes to pay back a loan, the m o r e the loan costs

compound interest,

the interest is applied not

because the b o r r o w e r is paying interest over a longer

only to the principal but also to any accrued interest.

period of time. T o save money, loans should be repaid

F o r example, if you deposit $ 1 , 0 0 0 in a bank at 5 per-

quickly and in full.

With

cent annual interest c o m p o u n d e d every year, you will earn $ 5 0 in the first year, raising the value o f the acc o u n t to $ 1 , 0 5 0 . If you leave that money in the bank for another year, the interest payment in the second year rises to 5 percent o f $ 1 , 0 5 0 or $ 5 2 . 5 0 , resulting in a total value of $ 1 , 1 0 2 . 5 0 . So you earn m o r e money the second year because you are receiving interest on

To calculate the costs associated with a loan or mortgage, you need the following information: • T h e a m o u n t being b o r r o w e d • T h e annual interest rate • T h e number of payment periods per year • W h e n loan payments are due

the interest earned in previous years. C o m p o u n d interest payments are divided into the period o f time in which the interest is applied. F o r example, an 8 percent annual interest rate compounded monthly results in 1 2 interest payments per year with

• T h e length of the loan in terms o f the number o f payment periods You can use the P M T function to determine the monthly loan payments for a specific a m o u n t , such as

coi onl]

$ 1 0 , 0 0 0 for a car payment. T h e syntax o f the P M T

compound interest Interest that is applied not only to the principal but also to any accrued interest.

function is

PMT(rate,nper,pv[,fv=0][ type=0]) f

Chapter

15:

Working

with

Formulas

and

Functions

A T function calculates the imount of a monthly loan payment, based on r a t e (the interest rate per month), n p e r (the total number of months to repay the loan), and

rates are usually presented as an a n n u a l interest r a t e . T o determine the interest rate p e r m o n t h , you divide the a n n u a l interest rate by 1 2 . F o r e x a m p l e , if the a n nual interest rate is 6 percent, t h e i n t e r e s t rate each m o n t h is 6 percent divided by 1 2 , o r a b o u t 0 . 5 p e r c e n t per m o n t h . F o r e x a m p l e , if a car loan is $ 2 0 , 0 0 0 , the annual interest rate is 6 percent, and the b o r r o w e r w a n t s t o repay the loan in five years or 6 0 m o n t h s (5 years multiplied by 1 2 m o n t h s per year), the f o l l o w i n g formula calculates the monthly payment for t h e l o a n :

=P M T (0.06/12,5* 12,20000) where nper

rate

is the interest rate for each payment period,

is the total number of payment periods required to

pay o f f the l o a n , and pv is the present value o f the loan or the a m o u n t that needs to be b o r r o w e d . T h e P M T function has t w o optional arguments: fv and

type.

The

fv

argument is the future value o f the

loan. B e c a u s e the intent with most loans is to pay them

T h i s formula returns a value o f - $ 3 8 6 . 6 6 . T h e value is negative because the payment is c o n s i d e r e d an expense, which E x c e l treats as a negative value. If y o u w a n t t o display this value as a positive n u m b e r in a w o r k s h e e t , you must enter a minus sign directly b e f o r e the P M T function:

=- PMT(0.06/12,5*12,20000)

off completely, the future value is equal to 0 by default. T h e

type

argument specifies when the interest is

charged o n the loan, either at the end o f the payment period (type=0),

which is the default, or at the begin-

ning o f the p a y m e n t period

(type=l).

Based on these calculations, the b o r r o w e r w o u l d have to pay the b a n k $ 3 8 6 . 6 6 every m o n t h f o r five years before the loan and the interest are c o m p l e t e l y r e p a i d .

F o r m o s t m o r t g a g e s and l o a n s , the p a y m e n t pe-

ACTIVITY

riod is o n e m o n t h . T h i s means t h a t the b o r r o w e r must m a k e a p a y m e n t on the loan every m o n t h , a n d interest o n t h e l o a n is c o m p o u n d e d every m o n t h . Interest

Use the PMT function to calculate a monthly payment. nfc M a k e the Car Loan Analysis worksheet the active sheet.

Interest Rates

In

For most loan and investment calculations, you need to enter the annual interest rate divided by the number of times the interest is compounded during the year. If interest is compounded monthly, divide the annual interest rate by 12. If interest is compounded quarterly, j£\)¥. divide the annual rate by 4. You must also convert the length of the loan or investment to the number of interest payments per year. If you will make payments monthly, multiply the number of years of the loan or investment by 12.

cell B3, enter 6. T h i s

is the a n n u a l interest rate

for the loan. I In

cell B4, enter 12

for the n u m b e r o f payments per year. I In

cell B5, enter the =B3/B4 to

formula

t

calculate the interest per period, which is 0 . 5 0 percent per

^ T i p : Be sure to enter the interest rate per month for the Rate argument and not the annual interest rate for any loan or investment that has monthly payments.

month. I In

cell B6, enter 5 for

the length o f the c a r loan in

years.

I In cell B7, e n t e r

=B4*B6

the formula

to calculate

the total number of m o n t h l y p a y m e n t s , which is 6 0 . | In

Chapter

cell B8, enter 20000 for the

15:

Working

with

Formulas

a m o u n t o f the loan.

and

Functions

1

ON T H E J O B

Presenting a Budget In business, government, and personal lives, budgets play a key role in making sound financial decisions. However, a well-organized budget is only the first step. The budget must also convey information that is easily grasped by your audience or clients. Keep in mind the following guidelines as you work on budget spreadsheets: ^

Plan the budget around a few essential goals. What is your budget trying to achieve? Be specific and focused.

^

Select a few important measures or "bottom lines." These items should convey whether the proposed budget will meet your goals. Are you trying to pay off a debt, raise money, or achieve a specific level of savings?

^

Create budget projections based on your financial history. Search for important trends and take into account other factors such as inflation in your projections.

^

Explain the budget results in terms of everyday examples. Avoid the temptation of overwhelming your audience with raw facts and figures. Instead, interpret what those facts and figures mean in terms of your bottom line measures.

(Select

You want your budget spreadsheet to remain current as new data and projections become available. This means continually updating the budget. But, do not just overwrite or delete the old budget spreadsheets. Keep earlier budgets easily accessible so you can access the original assumptions and goals when preparing the next budget. By keeping an audit trail of your past work, you can make your future budgets more accurate and reliable.

Exhibit 15-32 Function Arguments dialog box for the PMT function

c e lB O I.

I Open the Function Arguments

b a w ] l

Function Arguments

interest rate per month

dialog b o x for the PMT function. M In the R a t e b o x , enter B5 t o

'

est rate per m o n t h . In the Nper b o x , enter B7 t o reference the cell with the total

=

n u m b e r o f m o n t h l y payments

Pv

F o r m u l a result =

reference the cell with the See E x h i b i t 1 5 - 3 2 .

Chapter

15:

Working

with

Formulas

loan amount

and

is t h e p r e s e n t v a l u e : t h e total a m o u n t t h a t a s e r i e s o f f u t u r e p a y m e n t s is worth now.

(S386.66)

Help on this function

present value o f the loan.

-336.6560306

Calculates t h e p a y m e n t f o r a loan b a s e d o n c o n s t a n t p a y m e n t s a n d a c o n s t a n t i n t e r e s t r a t e .

required t o repay the loan. In the Pv b o x , enter B8 t o

II

•

number of months in which to repay the loan

reference the cell with the inter-

Functions

Cancel

Click OK. T h e value $ 3 8 6 . 6 6 is displayed in parentheses in cell B I O t o indicate a negative currency

Quiz Yourself

value. See E x h i b i t 1 5 - 3 3 .

E x p l a i n the difference between a relative reference, an absolute reference, a n d a m i x e d reference. W h a t are the relative, absolute, a n d m i x e d cell

Exhibit 15-33 PMT function used to calculate loan payments

references f o r cell H 9 ? W h a t is a quick way t o cycle a cell reference from relative t o absolute to mixed a n d then b a c k t o

|

Home *

Paste

Insert

Page L a y o u t

Calibri

- 11

-

Data

Formula

AC A '

Review

Cui

=

y ! BJ / U ' EB ' * * A * *

Clipboard

ri

BIO

-

A

B

J t j =PMT(B5,B7,B8)

1 Car Loan Calculator 2 3 Annual Interest Rate 4 Payments per Year 5 Interest Rate per Period 6 Number of Years 7 Total Number of Payments 8 Loan Amount (PV) 9 10 Monthly Payment (PMT) 11

$

Alignment ^ ^ ^ " ^ .

n, ,

Font

(RATE)

(NPER)

relative?

Viev

4.

PMT function calculates loan payments

functions? 5.

annual interest rate

V""

/j number of payments per year 7 60.0%/ interest rate per month

05.0% 5 60 $20000 ^($386.66) \ /

W h a t is t h e general synt a x o f all E x c e l

length of loan in years

In a f u n c t i o n , w h a t is an argument?

j £ #

D e s c r i b e h o w t o type a f u n c t i o n directly in a cell.

7.

W h a t is A u t o F i l l ?

8.

H o w d o y o u use t h e fill

length of loan in months

handle?

|

9.

total loan amount

D e s c r i b e h o w t o use A u t o F i l l t o create a series of numbers.

1 0 . W h a t is the IF function?

monthly payment is negative because it is an expense

1 1 . Write the formula that tests w h e t h e r t h e value in cell S 2 is equal t o the value in cell P 7 , a n d then, returns 7 5 if it is, b u t returns 1 5 0 otherwise.

Analyze Other Loan Options

1 2 . W h a t is a date function?

O f t e n , w h e n determining loan payments, you will want

1 3 . W h i c h date function returns t h e c u r r e n t date?

to consider multiple possibilities. Because you already

1 4 . W h a t is the P M T function?

set up the w o r k s h e e t , you can quickly try other scenarios without having t o reenter any formulas.

1 5 . W h a t is the syntax o f the P M T f u n c t i o n ? 1 6 . M o s t interest rates are presented as an annual interest rate. H o w do y o u determine the interest rate per m o n t h ?

ACTIVITY

1 7 . Write the formula t o determine the m o n t h l y

Analyze other loan options. In

cell B6, change

the value t o

3. T h e

payment for a $ 5 0 , 0 0 0 loan with an annual amount of

interest rate o f 4 percent t h a t will be repaid in

the m o n t h l y payment increases t o $ 6 0 8 . 4 4 .

Q|

In

cell B8, change

the value t o

18,000. F o r

this

three years. 1 8 . W h y does the P M T function return a negative

smaller loan, the monthly payment drops t o

value? H o w would you display t h e value as a

$ 5 4 7 . 5 9 per m o n t h .

positive number in the w o r k s h e e t ?

t% Save the w o r k b o o k , and then close it.

Chapter

15:

Working

with

Formulas

and

Functions

Practice It PRACTICE IT 15-1 1.

Open the data file Car located in the Chapter 15\

In the D o c u m e n t a t i o n w o r k s h e e t , enter your name in cell B 3 . Enter the T O D A Y function in cell B 4 t o

3.

1 6 . In cell J 9 , edit the formula t o add a minus sign between the equal sign and the P M T function t o m a k e the value returned by the formula positive

M a k e the Budget w o r k s h e e t the active sheet. In

rather than negative. 1 7 . In the range N 3 : N 8 , enter the following data:

In the range B 1 2 : M 1 2 , use AutoFill t o replace

In cell B 1 9 , enter

=SUM(B14:B18) t o

use the S U M

function to calculate total J a n u a r y expenses in the range B 1 4 : B 1 8 . In cell B 2 0 , enter the f o r m u l a

=B13-B19

(the total

=SUM(B13:M13) t o

=AVERAGE(B13:M13) t o

calculate

=MAX(B13:M13) t o calculate

cell N 7 cellN8

=N6*12 15,000

entered into cell L l . 2 0 . In cell B 1 8 , enter

=MIN(B13:M13) t o calculate

=IF($L$1=1,$J$9,$N$9) to

use the

IF function t o test whether cell L l equals 1 , and then return the value o f cell J 9 if it does and the

the

m a x i m u m monthly i n c o m e f o r the year. 1 1 . In cell E 3 , enter

3

the budget will be determined by whether 1 or 2 is

calculate the

the average monthly i n c o m e f o r the year. 1 0 . In cell D 3 , enter

=N3/N4

cell N 6

1 9 . In cell L l , enter 1. T h e c a r loan being applied to

total monthly income f o r the entire year. In cell C 3 , enter

cell N 5

formula t o m a k e the value displayed in the cell

range B 1 9 : B 2 0 t o the range C 1 9 : M 2 0 .

9.

12

positive.

Use the fill handle t o c o p y the formulas in the

In cell B 3 , enter

5.75%

cellN4

the monthly payment t o repay this loan. Edit the

income minus the total expenses) t o calculate the

8.

cell N 3

1 8 . In cell N 9 , enter the P M T function t o calculate

net cash flow for J a n u a r y . 7.

use the P M T

quired to repay the loan.

through D e c .

6.

=PMT(J5,J7,J8) t o

function to calculate the m o n t h l y payment re-

the month numbers with the abbreviations J a n

5.

=J6*12 15,000

display the current date.

cell B 1 2 , enter Jan. 4.

4

cell J 7 cell J 8

1 5 . In cell J 9 , enter

Practice It folder. Save the w o r k b o o k as Car Loan. 2.

cell J 6

value o f cell N 9 if it doesn't. 2 1 . Use AutoFill to copy the formula in cell B 1 8 into

mini-

the range C 1 8 : M 1 8 . Verify that the values in the

mum monthly income f o r the year.

range B 1 8 : M 1 8 match the m o n t h l y payment for car loan 1 . (Note that the w o r k s h e e t will display

1 2 . Select the range B 3 : E 3 , and then use AutoFill t o copy the formulas in the selected range t o the

the monthly payment a m o u n t t o the nearest

range B 4 : E 1 0 to complete the Year-End Summary

dollar.)

table.

2 2 . In cell L l , change the value f r o m 1 t o 2. Verify that the monthly payment f o r c a r loan 2 appears

1 3 . Click the Auto Fill O p t i o n s b u t t o n , and then click

in the range B 1 8 : M 1 8 .

the Fill Without F o r m a t t i n g option button to copy only the formulas and n o t the formatting into the

2 3 . Save the w o r k b o o k , and then close it.

selected range. N o t e that cell C 8 will s h o w the value #DIV/0!, indicating that Excel c a n n o t calculate the average car payment, because you haven't yet entered any payment values.

PRACTICE IT 15-2 1.

cell J 3

6.45%

cellJ4

12

cell J 5

=J3/J4

Chapter

15:

Working

Open the data file

Online located

in the Chapter 15\

Practice It folder. Save the w o r k b o o k as

1 4 . In the range J 3 : J 8 , enter the following data:

Online

Backup Services. 2.

In the D o c u m e n t a t i o n w o r k s h e e t , enter your name in cell B 3 and enter the T O D A Y function in cell B 4 .

with

Formulas

and

Functions

3.

In t h e P r i c e C o m p a r i s o n w o r k s h e e t , use A u t o -

1 4 . In cell F 4 , calculate the m a x i m u m total cost f o r

Fill t o e n t e r the labels M o n t h 1 , M o n t h 2 , a n d

the first year. In cell G 4 , c a l c u l a t e the m a x i m u m

so f o r t h in t h e range B 1 4 : M 1 4 a n d t h e r a n g e

total cost for the second year.

B19.M19. 4.

1 5 . In cell F 5 , calculate the m i n i m u m t o t a l c o s t for the

In cell B 1 2 , enter a f o r m u l a t h a t first multiplies

first year. In cell G 5 , calculate the m i n i m u m total

the m o n t h l y t i m e f r a m e (cell B 5 ) by the m o n t h l y

cost for the second year.

c o s t (cell B I O ) , and then adds t h a t p r o d u c t t o t h e G B t o b a c k up (cell B 3 ) m u l t i p l i e d by t h e

1 6 . In cell J 3 , write an I F function t o test w h e t h e r the total first year cost o f vendor 1 (cell N 1 5 ) is

y e a r l y t i m e f r a m e (cell B 4 ) multiplied b y t h e

greater than the average first year c o s t (cell F 3 ) ; if

y e a r l y c o s t per G B (cell B l l ) , a n d then adds t h e

it is, return the text "HIGH"; o t h e r w i s e , return the

setup c o s t (cell B 9 ) . B e sure t o use a b s o l u t e ref-

text "LOW" (use quotation m a r k s a r o u n d the t e x t

e r e n c e s t o cells B 3 , B 4 , and B 5 so y o u c a n c o p y

you w a n t the formula t o return). B e sure t o use

the formula. 5.

absolute references as needed so you c a n c o p y the

C o p y the formula in cell B 1 2 t o cell F 1 2 and cell J 1 2 t o calculate the total cost for vendors 2 and 3 . Use the Paste Options button t o paste only the

formula. 1 7 . In cell K 3 , write a similar IF function f o r m u l a f o r the additional year cost o f vendor 1 .

f o r m u l a w i t h o u t any formatting. 6.

In cell B 1 5 , enter a f o r m u l a t o add t h e setup

1 8 . Use AutoFill t o copy the f o r m u l a s in the range J 3 : K 3 t o the range J 4 : K 5 . Use the A u t o Fill

c o s t , t h e m o n t h l y c o s t , a n d t h e G B t o b a c k up

O p t i o n s button t o fill the f o r m u l a s w i t h o u t

l o c a t e d in cell B 3 multiplied by the Y e a r l y c o s t

formatting.

p e r G B f o r the first vendor. E n t e r s i m i l a r f o r m u las in cells B 1 6 and B 1 7 t o c a l c u l a t e t h e M o n t h

1 9 . Save the w o r k b o o k , and then close it.

1 c o s t f o r the first year f o r the s e c o n d a n d third vendors. 7.

In the range C 1 5 : C 1 7 , enter formulas t o retrieve the m o n t h l y cost for the corresponding vendor. Be sure t o use an absolute reference t o the cell in each

8.

On Your Own

f o r m u l a s o you can copy the formulas.

ON YOUR OWN 15-1

Use AutoFill t o copy the formulas in the range

1.

9.

Lake Jazz.

In the range B 2 0 : B 2 2 , enter formulas t o add the m o n t h l y cost t o the G B t o b a c k up each year mul-

O p e n the data file Clear located in the C h a p t e r 15\ O n Y o u r O w n folder. Save the w o r k b o o k as Clear

C 1 5 : C 1 7 t o the range D 1 5 : M 1 7 .

2.

In the D o c u m e n t a t i o n w o r k s h e e t , enter y o u r

tiplied by yearly cost per G B for the corresponding

n a m e in cell B 3 and enter the N O W f u n c t i o n in

vendor.

cell B 4 .

1 0 . In the range C 2 0 : C 2 2 , enter formulas t o retrieve

3.

In the Fundraising w o r k s h e e t , use AutoFill t o

the m o n t h l y cost for the corresponding vendor. Be

enter the three-letter m o n t h a b b r e v i a t i o n s ( J a n ,

sure t o use a n absolute reference t o the cell in each

F e b , and so on) for each year. F o r e x a m p l e , f o r

f o r m u l a s o you can copy the f o r m u l a s .

2 0 1 3 , enter the m o n t h a b b r e v i a t i o n s in the range C12.N12.

1 1 . Use AutoFill t o copy the formulas in the range C 2 0 : C 2 2 t o the range D 2 0 : M 2 2 .

4.

and then use the P M T function t o calculate t h e

1 2 . In the range N 1 5 : N 1 7 ; N 2 0 : N 2 2 , use the S U M

m o n t h l y payment required t o repay a $ 1 , 0 0 0 , 0 0 0

function t o total the first year and additional year

loan (principal) in 3 0 years at a n a n n u a l rate o f

costs for each vendor. 1 3 . I n cell F 3 , calculate the average total cost for the first year. In cell G 3 , calculate the average total

In the range E 3 : G 9 , enter the loan c o n d i t i o n s

3 . 2 6 % that is c o m p o u n d e d monthly. 5.

M a k e the value returned by the function positive rather than negative. F o r m a t the labels and data

cost for the second year.

appropriately.

Chapter

15: Working

with

Formulas

and

Functions

6.

7.

In cell C I 6 , enter a formula with an absolute ref-

1 0 . F o r each year, enter a formula to calculate the net

erence that retrieves the loan a m o u n t you used in

cash flow per m o n t h (monthly total income minus

the P M T function.

monthly total expenses). Use AutoFill and copy and paste as appropriate.

F o r e a c h year, enter a f o r m u l a with an a b s o lute reference t h a t retrieves the loan p a y m e n t returned by the P M T f u n c t i o n . {Hint:

E n t e r the

flow (cell C 2 3 ) to calculate the J a n u a r y 2 0 1 3 cash

ary 2 0 1 3 , use A u t o F i l l t o c o p y the f o r m u l a t o

available.

the r e m a i n i n g m o n t h s o f the year, and then c o p y e x p e n s e cells f o r t h e o t h e r t w o y e a r s , being sure t o paste o n l y the f o r m u l a . )

1 2 . In cell D 2 4 , enter a formula that adds the cash available from the previous m o n t h and the net cash flow for the current m o n t h . 1 3 . Copy the formula in cell D 2 4 to the remain-

For each year, use the S U M function to calculate total i n c o m e per m o n t h and total expenses per m o n t h . Use AutoFill and copy and paste as appropriate.

9.

cash available (cell C 4 ) and the J a n u a r y net cash

f o r m u l a for the L o a n P a y m e n t e x p e n s e in J a n u -

that r a n g e o f f o r m u l a s t o the L o a n P a y m e n t

8.

1 1 . In cell C 2 4 , enter a formula that adds the starting

ing months o f the current year and then copy the 2 0 1 3 cash available formulas to the other two years. Use AutoFill and c o p y and paste as appropriate.

In column O , use the S U M function to calculate the total annual i n c o m e and expense for each entry (individual d o n a t i o n s , m a j o r donors, grants, loan, total i n c o m e , construction expenses, loan payments, and total e x p e n s e s ) .

1 4 . For 2 0 1 4 and 2 0 1 5 , edit the J a n u a r y cash available formulas to add the cash available from the previous year to the cash available for the current month. 1 5 . Save the w o r k b o o k , and then close it.

Chapter

15:

Working

with

Formulas

and

Functions

Chapter

15

IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study tear-out Chapter Review Card

^

Take practice quiz to prepare for tests

^

Review key term flash cards (online, printable, and audio)

^

Play "Beat the Clock" and "Memory" to quiz yourself

^

Watch the videos "Use Relative References in a Formula," "Use Absolute References in a Formula," "Insert Functions Using the Insert Function Dialog Box," "Use AutoFill to Enter a Series" "Insert the IF Function," "Use the PMT Financial Function to Calculate a Monthly Payment," and other concept videos

Chapter

15:

Working

with

Formulas

and

Functions

Excel 2010

Inserting and Formatting Charts I .earning Objectives

Introduction

After studying the material in this chapter you will be able to:

Charts provide a w a y to illustrate numbers and demonstrate trends. T h e y are often used in financial reports or numerical analyses to summarize data. Because m a n y people are overwhelmed by tables of numbers, including charts and graphs in reports provides a w a y to visually

L O 1 6 .1 Create a chart L O 1 6 . 2 W o r k with chart elements L O 1 6 . 3 Modify a chart

demonstrate the numerical data, highlight trends, and show compari-

Create an exploded pie chart

sons. Charts are frequently used in financial reports on investments, comparisons o f current and past performances, summaries o f holdings, and performance records. In E x c e l , you can c h o o s e f r o m a variety o f charts to create the type of chart that best illustrates the data. Each chart can be formatted to highlight specific data and to include chart elements that help others understand the data. C h a r t s can be included on a worksheet or in a chart sheet devoted to that c h a r t . Y o u can also create mini charts that appear near or within cells with data. W i t h all o f these options, you can

L O 1 6 .5 Create a c o l u m n chart L O 1 6 . 6 Create a line chart L O 1 6 .7 Edit chart data L O 1 6 . 8 Insert a n d format sparklines L O 1 6 . 0 Insert a n d modify data bars

easily develop w o r k b o o k s and reports that are effectively illustrated with attractive and helpful c h a r t s .

LOI6.I

Creating a Chart

A

chart, or graph, is

a visual representation o f a set o f data values. Charts show trends o r

relationships that m a y n o t be readily apparent from numbers alone. Charts show trends

or relationships in data that are m o r e difficult to see by simply looking at numbers, such as

the range o f months in which a mutual fund performed exceptionally well.

ACTIVITY Review chart data.

j

ch chart (graph) A visual rep representation of a set of data values.

Chapter

16:

Inserting

and

Formatting

O p e n the d a t a file

Minneapolis

l o c a t e d in the

Chapter 16\Chapter folder. Save the w o r k b o o k as

Minneapolis Real Estate.

Charts

C H A P T E R

When presenting

budgets, inventories,

invest-

ments, or other numerical data to others, charts StockLite/Shutterstock.com

the audience

help

to quickly see the trend, distribution,

comparison

being demonstrated

\ In the D o c u m e n t a t i o n worksheet, enter your n a m e in cell B3 and the date in cell B4. I R e v i e w the contents o f each w o r k s h e e t . T h e S u m m a r y R e p o r t w o r k s h e e t will s u m m a rize data a n d facts a b o u t M i n n e a p o l i s real estate. T h e Historical Prices worksheet lists real estate prices from 2 0 0 9 through 2 0 1 3 . T h e M e t r o Population w o r k s h e e t lists the populations o f M i n n e s o t a cities. T h e Structure Types worksheet shows the breakout o f M i n n e a p o l i s structure types c o m p a r e d t o the entire United States. T h e Population History w o r k s h e e t shows population changes in M i n n e s o t a cities between 1 9 8 0 and 2 0 1 0 . M u c h o f this numerical data would be easier t o understand as c h a r t s .

Chapter

16:

Inserting

and

Formatting

or

by the values.

Charts

Selecting a Data Source

Exhibit 16-1 Data source selected for the

Each chart has a data source, which is the range that con-

chart

tains the data to display in the chart. A data source is a collection o f one or more data series, which is a range o f values that is plotted as a single unit on the chart. After you select a range to use as the chart's data source, Excel uses the first row of the selected range as the series name, the first column as the category values, and the remaining columns as the series values. T h e series name, the first row o f the data range, identifies the data series. T h e first column of the data range contains the category values, which are

Minneapolis Real Esl

the groups or categories to which the series values belong.

Population of Metro Cities (as of 12-3

T h e series values are the data displayed in the chart. If the data source is organized in rows rather than in columns, the first row contains the category values, the remaining

series categories

rows contain the data values for each data series, and the first column of each series r o w contains the series names.

3 City Minneapolis 5 St. Paul Bloomington 7 Plymouth 8 Brooklyn Park

4

9

Total Population

Population 385,542 281,262 82,960 72,878 72,218

series values

894,860

Select the data source for a chart. flfc M a k e the Metro Population worksheet the active sheet. Select the range A3:B8. T h e data source

Exhibit 16-2 Excel chart types

in this range has o n e data series, named

Chart type Description

Population. Its category values in the

Column

Compares values from different categories. Values are indicated by the height of the columns.

Line

Compares values from different categories. Values are indicated by the height of the line. Often used to show trends and changes over time.

Pie

Compares relative values of different categories to the whole. Values are indicated by the areas of the pie slices.

Bar

Compares values from different categories. Values are indicated by the length of the bars.

Area

Compares values from different categories. Similar to the line chart except that areas under the lines contain a fill color.

Scatter

Shows the patterns or relationship between two or more sets of values. Often used in scientific studies and statistical analyses.

Stock

Displays stock market data, including the high, low, opening, and closing prices of a stock.

Surface

Compares three sets of values in a three-dimensional chart.

Doughnut

Compares relative values of different categories to the whole. Similar to the pie chart except that it can display multiple sets of data.

Bubble

Shows the patterns or relationship between two or more sets of values. Similar to the XY (Scatter) chart except the size of the data marker is determined by a third value.

Radar

Compares a collection of values from several different data sets.

range A 4 : A 8 list the different cities. Its series values in the range B 4 : B 8 contain the data to be charted. See E x h i b i t 1 6 - 1 .

Selecting a Chart Type You c a n apply a wide variety o f chart types to the selected data source. E x c e l supports 7 3 built-in charts organized into 1 1 categories, which are described in E x h i b i t 1 6 - 2 . Y o u c a n also create custom chart types based on the

data source The range that contains the data to display in a chart. data series A range of values that is plotted as a single unit on a chart.

series name The first row of the data range, which identifies the data series. category values The first column of the data range, which contains the groups or categories to which the series values belong. series values The data displayed in the chart.

C h o o s i n g

t h e

R i g h t

C h a r t

Excel supports a w i d e variety o f charts. Deciding w h i c h t y p e o f chart t o use requires evaluating t h e data and d e t e r m i n i n g t h e ultimate purpose or goal o f t h e chart. Consider h o w t h e data w i l l appear w i t h each t y p e o f chart b e f o r e m a k i n g a final decision. ^

^

^

T y p e Pie, column, bar, and line charts assume t h a t numbers are plotted against categories. In science and engineering applications, y o u w i l l often w a n t t o p l o t t w o numeric values against o n e a n -

Pie charts are generally most effective w h e n t h e r e

other. For t h a t data, use XY scatter

are six or f e w e r slices, w h e n each slice is large

charts, which show t h e patterns

e n o u g h t o view, and w h e n t h e relative sizes o f t h e

or relationship between t w o

d i f f e r e n t slices can be easily distinguished.

or more sets o f values.

C o l u m n or bar charts w o r k w e l l f o r data t h a t i n -

XY scatter charts are

cludes more t h a n six categories or whose values are

also

close t o g e t h e r .

recorded at irregular

Line charts are best f o r categories t h a t f o l l o w a se-

t i m e intervals.

useful f o r

data

q u e n t i a l order. Be aware, however, t h a t t h e t i m e

If you still can't f i n d t h e

intervals must be a constant l e n g t h if used in a line

right chart t o meet your needs, y o u

chart. Line charts w i l l distort data t h a t occurs in ir-

can create a custom chart based o n t h e

regular t i m e intervals, m a k i n g it appear t h a t t h e

built-in chart types. Third-party vendors also sell soft-

data values occurred at regular intervals w h e n they

ware t o allow Excel t o create charts n o t built into t h e

did not.

software.

built-in c h a r t s . T h e chart types are available on the In-

Population r o w as part o f the data s o u r c e , because it is

sert t a b . After you create a chart, the c h a r t types are

not a population category and should n o t be included

available o n the C h a r t Tools Design t a b , so y o u c a n

in a pie c h a r t .

switch the c h a r t t o another chart type at any point. Y o u should select the type o f c h a r t that best rep-

W h e n you create or select a c h a r t , three C h a r t Tools tabs appear on the R i b b o n . T h e Design, L a y o u t , and For-

resents the d a t a . F o r example, a pie chart provides the

mat tabs provide additional c o m m a n d s f o r working with

best w a y t o s h o w the breakout o f the asset data you

the chart's content and appearance. O n the Design t a b ,

selected. A pie chart is a chart in the shape o f a circle

you set the chart's overall design. O n the L a y o u t t a b , you

(like a pie) that shows data values as a percentage o f the

w o r k with individual elements o f the c h a r t , such as the

w h o l e . E a c h value in the data series represents a slice

chart's title. O n the F o r m a t t a b , y o u c a n change the ap-

of the pie. T h e larger the value, the larger the pie slice.

pearance o f graphic shapes found in the chart, such as

W h e n y o u c h a r t the population data, each slice will rep-

the chart's border or markers placed in the chart. W h e n

resent the percentage o f the total population from each

you select a cell or another object that is n o t a chart, the

of the five m e t r o cities in M i n n e s o t a . T h e data source

Chart Tools tabs disappear until y o u reselect the chart.

for a pie c h a r t should include only the category labels and data values, a n d n o t r o w o r c o l u m n totals, because Excel will treat those totals as a n o t h e r category t o be graphed. In this case, you will n o t include the Total

Insert a pie chart. n f c O n the R i b b o n , click the Insert tab. Q | In the Charts group, click the Pie button. T h e Pie charts gallery opens. See Exhibit 1 6 - 3 .

E a c h

slice i n a p i c c h a r t is a

different size based o n its value the d a t a

in

pie chart A chart in the shape of a circle (like a pie) that shows data values as a percentage of the whole.

series.

Chapter

16:

Inserting

and

Formatting

Charts

I In the 2 - D Pie section, click Pie (the first pie

Exhibit 16-3 Pie charts gallery firpQ^pppi^^B^M^^^M

c h a r t ) . T h e pie c h a r t is inserted in the M e t r o inneapolis Real Review View y | Area • Pie • I;.-.- Scatter 2-D Pie

Insert Page Layout Fo Hll Shapes ^ I 1 ^SmartArt Picture Clip Art Screenshot '

PivotTable Table

P o p u l a t i o n w o r k s h e e t , a n d t h e three C h a r t T o o l s

Pie button

t a b s a p p e a r on the R i b b o n . See E x h i b i t 1 6 - 4 .

l o i 6 2 W o r k i n g

fit\ City

A3 _A

I

L_

C h a r t

E l e m e n t s

C

Minneapolis Real Estat

1 j \

Population of Metro Cities (as of 12-31-13 3-d Pie

A Population

City Minneapolis St. Paul Bloomington Plymouth Brooklyn Park 9 Total Population 10

w i t h

fter you create a chart, y o u c a n change the a p X p e a r a n c e o f each element o f the chart. In order t o

format an element, you need t o select it. You can also

385,542

jjfe All Chart Types

281,262

w o r k with the entire chart, moving it t o another sheet, repositioning it on a sheet, o r resizing the chart.

82,960 72,878 72,218

Selecting Chart Elements

data source

894,860

Charts include individual elements that can be formatted, including the chart area, the chart title, the plot area,

11 12

data markers, and a legend. See Exhibit 1 6 - 5 . T h e chart area contains the chart and all o f the other chart ele-

Exhibit 16-4 Pie chart inserted into worksheet I Hffllil^^^^^^^^B Home Insert

Type Chart 1

•

"""Minneapolis Real Estate^Microsoft Page Layout Formulas Data R<

Switch Select Row/Column Data Data

^j?'

Population of Metro Cities (as of 12-31-13)

~2~1 3

City

4 Minneapolis ~5|St. Paul 6 Bloomington 7 Plymouth 8 Brooklyn Park

Chapter

16: Inserting

and

Formatting

• •• Chart Styles

Chart Layouts

Minneapolis Real Estate 1

Chart Tools tabs appear when chart is selected

Charts

Aft

.

® Move Chart Location

I In the chart area a b o v e the pie c h a r t , point t o

Exhibit 16-5 Chart elements

Population. T h e ScreenTip Chart Title appears, indicating that the pointer is over t h e c h a r t title.

legend

7

* Population

I Click Population. A selection b o x appears a r o u n d the c h a r t title, indicating that it is selected.

y Minneapolis

plot

I O n the R i b b o n ,

• St. Paul

area

data marker

P r o b l e m ? If y o u don't

click the Chart Tools

y Bloomington

Layout tab. In the

• Plymouth

Current Selection

see the C h a r t Tools Layout tab, t h e c h a r t is not s e l e c t e d . In t h e

g r o u p , notice that

y Brooklyn Park

Metro P o p u l a t i o n

Chart Title appears

worksheet, click a n y

in the Current Selec-

part of t h e chart t o

tion b o x . ments. T h e chart title is a descriptive label or name for

I Click the Current

the chart. T h e plot area is the part o f the chart that con-

to display a list o f

value in a data series is represented by a data marker such

elements in the current c h a r t . See E x h i b i t 1 6 - 6 .

as a pie slice. A legend is a rectangular area that indicates

I In the Current Selection list, click Plot Area. T h e

the data markers associated with the data series. Y o u can

selection b o x surrounds the pie c h a r t .

choose which o f these elements t o include in the chart and h o w each element looks. You'll work with these elements as you create and for-

^ ^ ^ ^ ^

Exhibit 16-6 Current

m a t charts in this chapter. ment, y o u must select it. T h e simplest way ensure that you are clicking the right element, first point t o the element and check that the correct element name appears in

Chart Area Chart Title Legend I Plot Area Series "Population

in the Current

H iq?

s i Picture Shapes Text Box

m Chart Title •

Legend Data Labels -

list of chart elements selected chart title

IC | Minneapolis Real Estate

ement also appears in the Chart Elements located

•0

A

the ScreenTip. T h e name of the selected elbox

Selection list

linneapolis Real Estate icrosoft Exc Page Layout Formulas

Before you can work with a chart eleto select a chart element is t o click it. T o

repeat S t e p 4 .

Selection box arrow

tains the graphical representation o f the data series. Each

as well as where each element is placed

select it, a n d t h e n

B

Population of Metro Cities (as of 12-31-13)

Selection

group on both the Chart Tools Layout t a b

City Minneapolis St. Paul Bloomington

and the C h a r t Tools Format t a b . Y o u can also use this b o x t o select chart elements. Click the C h a r t Elements b o x arrow, and

Popti

Population

315 28 8 -7

then select the appropriate chart element in the list. T h e corresponding element is then selected in the chart. A selection b o x

chart area The area that contains the chart and all of the other chart elements.

with sizing handles, which you use t o reposition or resize the element, surrounds the selected element.

chart title A descriptive label or name for the chart. plot area The part of the chart that contains the graphical representation of the data series.

ACTIVITY

Select chart elements. [ j h Point t o an empty area o f the selected c h a r t . T h e pointer changes t o ^ and the ScreenTip

Chart

Area appears, indicating that the pointer is over the c h a r t a r e a .

data marker An object in a chart that represents a value in a data series, such as a pie slice or column. legend A rectangular area that indicates the data markers associated with the data series.

Chapter

16:

Inserting

and

Formatting

Charts

Moving a Chart to a Different Sheet

I Click the Object in

^

box arrow to display a list o f worksheets

E a c h c h a r t y o u create is inserted as an embedded chart, w h i c h is an o b j e c t in a w o r k s h e e t . T h e a d v a n -

t

e m b e d d e d c h a r t c o v e r s w o r k s h e e t cells, w h i c h might

Click OK. T h e

c o n t a i n data a n d f o r m u l a s . T o prevent this, y o u c a n

:

T

o

m

o

v

e

a

c

h

a

r

t

N e w sheet o p t i o n

Summary Report.

plain the chart's m e a n i n g a n d p u r p o s e . H o w e v e r , an

p

d i a l o g box, click t h e

b o o k , and then click

the c h a r t alongside a n y t e x t o r g r a p h i c s t h a t c a n e x -

j

o a c h a r t sheet, in t h e Move C h a r t

in the active w o r k -

t a g e o f an embedded c h a r t is t h a t y o u c a n display

T

button, type a name for t h e chart sheet

embedded pie chart

in t h e box, a n d t h e n

m o v e an e m b e d d e d c h a r t t o a different w o r k s h e e t in

moves from the

click OK.

the w o r k b o o k o r y o u c a n m o v e it i n t o a chart sheet

M e t r o Population

(a sheet t h a t c o n t a i n s o n l y t h e c h a r t a n d n o w o r k -

worksheet t o the S u m m a r y R e p o r t worksheet and

sheet c e l l s ) . L i k e w i s e , y o u c a n m o v e a c h a r t f r o m a

remains selected.

c h a r t sheet a n d e m b e d it in a n y w o r k s h e e t y o u select. T h e M o v e C h a r t d i a l o g b o x provides o p t i o n s f o r m o v i n g c h a r t s b e t w e e n w o r k s h e e t s a n d c h a r t sheets.

Repositioning and Resizing a Chart

Y o u c a n also c u t a n d p a s t e a c h a r t t o a n e w l o c a t i o n

An e m b e d d e d c h a r t m i g h t c o v e r o t h e r data in t h e

in the w o r k b o o k .

w o r k s h e e t o r be placed in an a w k w a r d

location.

Y o u c a n r e p o s i t i o n a n d resize t h e e m b e d d e d c h a r t t o better fit o n t h e w o r k s h e e t . T o d o s o , first select t h e c h a r t . A selection b o x , w h i c h y o u use t o reposition o r

ACTIVITY

Move an embedded chart to another sheet.

U

Select the

f£

O n the R i b b o n , click t h e Chart Tools Design

resize the o b j e c t , s u r r o u n d s t h e c h a r t . T o reposition c h a r t , drag the selection b o x t o a n e w l o c a t i o n in t h e w o r k s h e e t . T o resize t h e c h a r t , drag a sizing handle

chart area.

tab. In the L o c a t i o n g r o u p , click the Move Chart

on the selection b o x t o c h a n g e t h e o b j e c t ' s width a n d height.

button. T h e M o v e C h a r t dialog b o x o p e n s . See Exhibit 1 6 - 7 .

ACTIVITY

Reposition and resize a chart. Exhibit 16-7

Move Chart dialog box

NFC Point t o an empty part o f the chart area until the pointer changes t o moves the chart to theChartl chart sheet

Move Chart Choose where you want the chart to be placed: New sheet:

BP

Click the chart area,

A

elements move, u n d o

to the left

your last action, and

until the chart's

t h e n repeat Steps 1

upper-left corner is

a n d 2, being sure to

in cell A 3 , and then

d r a g the pie chart from

release the mouse

the chart area.

button. T h e chart

the selected worksheet

Problem? If the chart resizes or other chart

drag up and

Object in:

embeds the chart in

and the

ScreenTip Chart Area appears.

moves t o a new location. ( P o i n t t o the sizing

embedded chart A chart that is an object in a worksheet.

handle in the lower-

chart sheet A sheet in a workbook that contains only a chart and no worksheet cells.

the chart until the

Chapter

16: Inserting

and

Formatting

right corner o f

Charts

pointer changes t o

^

T i p : To retain the chart's proportions, hold d o w n the Shift key as y o u drag the sizing handle.

Creating a Chart Sheet

To move an embedded chart to a chart sheet, first

Chart sheets are helpful for detailed charts that need more

select the chart in the worksheet. On the Chart Tools

space to be seen clearly or when you want to show a chart

Design tab, in the Location group, click the Move Chart

without any worksheet text or data. Some reports require

button. In the Move Chart dialog box that opens, click

large expansive charts rather than compact graphs to pro-

the New sheet option button, type a name for the chart

vide more detail and make them easier to view and share.

sheet in the box, and then click OK. The chart is moved to

In those situations, you may want to devote an entire sheet

a new chart sheet with the name you specified. You can

to a graph rather than embed it within a worksheet. To cre-

format the chart in the chart sheet using the same tools

ate a larger version of a chart that covers an entire sheet,

and commands as you use to format a chart embedded in

you move the chart to a chart sheet. Chart sheets are used

a worksheet. You can rename and move the chart sheet

for graphic elements like charts and images, and do not

the same way as you rename and move a worksheet.

contain worksheet cells for calculating numeric values.

I D r a g the sizing handle up t o cell F 1 2 . T h e chart

LO16.3

resizes t o cover the range A 3 : F 1 2 and remains

Modfiyn ig a Chart

A

selected. See Exhibit 1 6 - 8 .

fter you create a chart, y o u c a n c h a n g e its style

(Save the w o r k b o o k .

and layout. Y o u can also c h o o s e c h a r t elements t o

include with the chart and h o w each element is f o r m a t -

ted. T h i s

Exhibit 16-8 Pie chart repositioned and

flexibility

enables y o u t o c r e a t e a c h a r t that

best conveys its data. It also lets y o u create a c h a r t with

resized

a look and feel that best suits your intended readers. ^^llinneapolis Real Estate - Microsoft Excel" t Formulas Data Review View 1-

Home

Change Save As Chart Type Template Type Chart 1

Insert

m

-lA

ect Switch -t Sel Data

§ f i ; r# Chart Layouts

w

B

(•

•

c

4

You c a n modify the appearance o f a c h a r t by applying a chart style that formats the entire c h a r t . A c h a r t style is similar t o a cell style o r a table style in that it applies several formats t o the c h a r t at o n e t i m e . W h e n

|

D

j

E

1

F

Minneapolis Real Estate 1 2 3

Changing the Chart Style

j (

you create a c h a r t , Excel applies t h e default c h a r t style for that c h a r t type. F o r e x a m p l e , t h e default pie c h a r t style applies a solid color t o each slice. Y o u c a n quickly

Summary Report (as of 12-31-13)

change the appearance o f the entire c h a r t by selecting a different c h a r t style in the C h a r t Styles gallery. T h e r e Population

are b o t h two-dimensional and t h r e e - d i m e n s i o n a l c h a r t

5

styles. T h e 3 - D chart styles provide the illusion o f depth

6

i Minneapolis

7

and distance, which makes the c h a r t s a p p e a r t o stand

i St. Paul

out on the page and add visual interest. Live Preview

8

Bloomington

9

I Plymouth

10 11 12 13

i Brooklyn Park

shows h o w each the selected c h a r t will l o o k with the different c h a r t styles. F o r even m o r e control over h o w a c h a r t l o o k s , y o u can select and f o r m a t individual elements. T o apply formatting t o an individual chart element, double-click

selection box

sizing handle

chart style A style that modifies the appearance of or formats an entire chart.

Chapter

16:

Inserting

and

Formatting

Charts

Exhibit 16-9 Chart Styles gallery for pie charts [TFT"

•1

1

Page Layout

4

GS

Style 26 Formulas A Data

f h a r t T r k \ /l <

Review

View

Design

Layout

Format

Change Save As Switch Select Chart Type Template Row/Column Data Type Data Chart 1 $* \ A

B

C

Minneapolis Res 1 2 3 4 5 6 7 o

Summary Report (as of 12-31

Popi

^ ^ ^ ^

that chart element t o open a dialog b o x with format

ACTIVITY

options specific t o the selected element. Y o u can also open the dialog b o x by clicking the appropriate element button on the C h a r t T o o l s L a y o u t t a b .

Change the chart layout. njfc O n the C h a r t Tools Design t a b , in the Chart Layouts group, click the More button 0 to open the

ACTIVITY

C h a r t Layouts gallery. See E x h i b i t 1 6 - 1 0 .

Change the chart style. O n the Chart T o o l s Design t a b , in the C h a r t Styles group, click the More button Q . T h e C h a r t Styles gallery opens. See E x h i b i t 1 6 - 9 .

Exhibit 16-10 Chart Layouts gallery for pie charts

m

.

available pie chart layouts

H i In t h e f o u r t h r o w , c l i c k Style 26 (the s e c o n d style). E a c h pie slice n o w h a s a r o u n d e d , raised look.

Change Save As Switch SeTe-st^ Chart Type Template Row/Column Data Type Data Chart 1

Chart layouts provide d i f f e r e n t o p t i o n s f o r displaying

\ j\

A

1

GO

Changing a Chart Layout

c

•1 folic

a n d a r r a n g i n g c h a r t e l e m e n t s . T h e built-in c h a r t lay-

Minneapolis Re I?

o u t s specify which c h a r t e l e m e n t s a r e displayed a n d

Summary Report (as of 12-3 ^ n

\

Layout 6

h o w they a r e f o r m a t t e d . T h e c h a r t l a y o u t s include s o m e o f the m o s t c o m m o n w a y s o f displaying differ-

Q | In the second row, click Layout 6 (the third layout).

ent c h a r t s . E a c h c h a r t type h a s its o w n c o l l e c t i o n o f

Percentages appear on o r n e x t t o the slices in the

l a y o u t s . F o r a pie c h a r t , t h e c h a r t l a y o u t y o u c h o o s e

pie chart, and the c h a r t title and legend remain

m a y hide o r display t h e c h a r t title, display a c h a r t

in their original locations. T o fit the percentages,

legend o r place legend labels in t h e pie slices, a n d add

Excel reduced the size o f the pie chart in the plot

p e r c e n t a g e s t o t h e p i e slices. T h e c h a r t layouts a r e

area. See E x h i b i t 1 6 - 1 1 .

a v a i l a b l e o n t h e C h a r t T o o l s D e s i g n t a b in the C h a r t Layouts group.

W i t h

^ ^ ^ ^ ^ ^ f l i s p l a y c d

the pic chart, clients c a n chart layout An option for displaying and arranging chart elements.

h o w the

Chapter

16: Inserting

and

Formatting

Charts

quickly

t h e values are allocated categoric

o n

a m o n g

Exhibit 16-11

Pie chart with new chart style and layout

Layout 6 chart layout

it 4 1 ! H o m e

C h a n g e

S a v e As

C h a r t T y p e T e m p l a t e T y p e

IBffJ!

Wgg

S w i t c h

LgyflUl^

fate"

F B M I U f t s

S e l e c t

R o w C /o l u m n D a t a D a t a

C h a r t1

Minneapolis Real Estate 1

Summary Report (as of 12-31-13)

percentages added to the pie slices

Population

6

y Minneapolis

7

•

click the More button to view additional chart styles

click the More button to view additional layouts

St. Paul

8 y Bloomington 9 • P l y m o u t h

pie slices appear

yB r o o k l y n Park

rounded and raised 1

Positioning and Formatting a Chart Title T h e c h a r t title provides a description o f a c h a r t o r an

Exhibit 16-12

Chart title updated and formatted

overview o f its purpose. W h e n y o u create a chart, Excel

I n n S p o I i s R e a l Estate 1 M i c T o s o f f E e S

uses the series n a m e for the chart title. Y o u c a n edit or

r m u l a

replace this default chart title. Y o u c a n also f o r m a t the

R e v i e w

• =

text o f the c h a r t title just like y o u c a n f o r m a t text in a cell.

D a t a

V i e w

G e n e r a l

m C l i p b o a r d

.

J

a l i g n m e n t

C h a r t1

ACTIVITY

A

Replace and position a chart title. I Click the chart title to select it. A selec-

^ k , T i p : You can revise the

tion b o x appears a r o u n d the c h a r t title. ) Type Population of Metro Cities. T h e

title text rather than

B

C

D

Minneapolis Real Estate l

Summary Report (as of 12-31-13)

plot area

revised

increases in

replacing it by d o u b l e -

response to

clicking the chart title

the smaller

to place the insertion

chart title

chart title y Minneapolis •

point in the text, a n d

St.

Paul

y Bloomington

then editing the text.

• Plymouth

new c h a r t title a p -

y Brooklyn Park

pears in the formula bar, but n o changes are made to the title in the chart. I Press the Enter key. T h e chart title is updated with the entry and remains selected. I C h a n g e the font size t o 12 points. T h e c h a r t title

Positioning the Chart Legend T h e chart legend identifies each o f the data series in the

reduces in size, and the pie chart increases in size

c h a r t . W i t h a pie chart, the legend s h o w s the c o l o r used

to fill the e x t r a space. See Exhibit 1 6 - 1 2 .

for each slice and its corresponding c a t e g o r y value. In

Chapter

16: Inserting

and

Formatting

Charts

this case, the category values are the different cities. As

I Click Close. T h e legend n o w has a dark blue

with the other elements, y o u c a n c h o o s e where t o p o sition t h e legend with options o n the Legend button, which is o n the Chart T o o l s L a y o u t t a b in the Labels

border. I Click the chart area t o deselect the legend. See Exhibit 1 6 - 1 4 .

g r o u p . Y o u can also use t h e F o r m a t Legend dialog b o x for additional options f o r formatting the element's a p pearance, including the legend fill, border color, border styles, shadow, glow, a n d soft edges.

Exhibit 16-14 Chart legend positioned and formatted

ACTIVITY

yfjr>kJ

Position the chart legend.

I n s e r t

then click Show Legend at Left. T h e legend moves to the left side o f the c h a r t .

double-click the legend

button, and then

to open the Format

click More Legend

L e g e n d dialog box.

Options. T h e F o r m a t

P°

l , s R e a l

F o r m a t S e l e c t i o n

£

R e s e t to M a t c h S t y l e

Estate^Ucrosoft Excel^

F o r m u l a s

P i c t u r eS h a p e sT e x t B o x

D a t a

M

_ J

C h a r t

Axis

T i t l e -

R e v i e w

i d

•

^

Chartl

A

j

Legend dialog b o x opens. | O n the left side o f the dialog b o x , click Border Color. T h e Border C o l o r options appear o n the right side o f the dialog b o x . ) Click the Solid line option button. T w o options

1 2 3 4 5 6 7 8 9 10 11 12

D a t a

'^Labels - T a b l e -

I n s e r t

C u r r e n t S e l e c t i o n

\ j\

V i e w

M_d

L e g e n d D a t a

|

B

c

|D

E

Minneapolis Real Estate

T i p : You can also

^

, n n e a

P a g e L a y o u t

H CP

^

In the Labels g r o u p , click the Legend button, and

click the Legend

H o m e

C h a r t A r e a

O n the R i b b o n , click the Chart Tools Layout tab.

I In the Labels g r o u p ,

^ * ' 19HBBBP^

^Eu^l

Summary Report (as of 12-31-13)

\

ft

~

formatting options for the legend

Population of Metro Cities

• Minneapolis •

St. Paul

y Bloomington • P l y m o u t h yB r o o k l y n Park

related t o border c o l o r s appear in the dialog b o x . Click the Color button [jfr ^ | t o display the color positioned and formatted legend

palette, and then select the Dark Blue, Text 2 theme color. See Exhibit 1 6 - 1 3 .

Exhibit 16-13 Border Color options in the

Working with Data Labels

Format Legend dialog box

A data label is text f o r an individual data marker, such as pie slices. A data label c a n s h o w a value o r other

Format Legend

descriptive text. W h e n y o u use a chart layout that select a legend border line style

shows data labels, each label is placed where it best fits—either

on the pie slice o r along its side. Y o u c a n

use this placement t o specify t h a t all data labels appear next t o their pie slices. Labels placed outside o f t h e pie might appear far f r o m their slices. In those cases, you c a n use leader lines t o c o n n e c t each data label to its corresponding data marker. N o t e that a leader formatting categories for chart legends

click to select a legend border color

line disappears when enough space exists in the c h a r t area t o place a label next t o its slice. T h e label options are available o n the D a t a Labels b u t t o n in t h e Labels group o n the C h a r t Tools L a y o u t t a b a n d in the F o r m a t

data label Text for an individual data marker.

D a t a Labels dialog b o x .

Chapter

16: Inserting

and Formatting

Charts

^

ACTIVITY

Click Close. T h e data labels a p p e a r as percentages on the outer edges o f the slices. L e a d e r lines don't

Format data labels.

appear in the pie chart because t h e c h a r t area has enough space t o place the labels close t o their

I O n the C h a r t Tools Layout t a b , in the Labels

slices. See E x h i b i t 1 6 - 1 6 .

g r o u p , click the Data Labels button, and then click More Data Label Options. T h e F o r m a t D a t a Labels dialog b o x opens with the Label O p t i o n s

Exhibit 16-16

Formatted data labels

displayed. See Exhibit 1 6 - 1 5 . In the Label C o n tains section, the Percentage and the S h o w Leader

[Xfl

Lines c h e c k b o x e s are already checked because

HQQH

these were included in the c h a r t layout y o u a p plied earlier. T h e s e options set the data labels t o display as percentages and use leader lines when

tkJ

'

H o m e

^llinneapohs R e a l Estate^/licrosoft Excet^

1

I n s e r t

S e r i e sP o p u l a t i o n ' D a t a » ^

F o r m a t S e l e c t i o n

£j

R e s e t to M a t c h S t y l e C u r r e n t S e l e c t i o n

needed t o c o n n e c t the labels with their corre-

A

P a g e L a y o u t

F o r m u l a s

Q

_kl

D a t a

_J

C h a r t T i t l e -

j

B

I n s e r t

v i e w

1l] A l l

Titles

*

D a t a

Data

L a b e l s * Table -

L a b e l s

D

C

R e v i e w

L e g e n d

P i c t u r eS h a p e sT e x t • (• J t B o x

Chart 1

sponding pie slices. options to define the number format of the data label

*

*>

E

F

Minneapolis Real Estate 1 2

Exhibit 16-15 Label Options in the Format

Summary Report (as of 12-31-13)

Data Labels dialog box

Population of Metro Cities

F o r m a t D a t a L a b e l s

I

y UaJ]

• Minneapolis

displays the data values as percentages

Label Options L a b e l C o n t a i n s

•

St. Paul

y Bloomington

S e r i e sN a m e C a t e g o r y N a m e •

options to define the fill and border styles of the data label

10

V a l u e

[7]

P e r c e n t a g e*

H

S h o w L e a d e r L i n e s4

| R e s e tL a b e lT e x t ]

C e n t e r

places labels at the outer edge of each slice

I n s i d e End O u t s i d e End ^ ~ o

B e s t Fit I n c l u d e l e g e n d key

S e p a r a t o r \,

shows leader lines next to the labels if necessary

in l a b e l

\~*~\

11

• P l y m o u t h yB r o o k l y n Park

12

data labels appear as percentages outside of each slice

Changing the Color off a Data Series T h e data series is the range o f values plotted o n t h e chart. T h e values in each data series a r e plotted as a single unit o n a chart. Usually, y o u use o n e c o l o r f o r

options to define the alignment of the label text

an entire data series. However, in a pie c h a r t , y o u w a n t each slice t o have a different c o l o r s o t h a t the slices a r e easy t o distinguish. Because o f this, y o u must f o r m a t individual slices rather than the entire data series.

I In the L a b e l Position section, click the Outside

Y o u c a n change the color o f each slice in a pie c h a r t .

End option button. This option sets the data labels

Pie slice colors should be as distinct as possible t o avoid

outside the pie chart.

confusion. Using distinct colors is especially i m p o r t a n t

I O n the left side o f the dialog b o x , click Number. T h e options related t o number formats appear in the dialog b o x .

for adjacent slices. Depending o n the printer quality o r the m o n i t o r resolution, similarly c o l o r e d slices might be difficult t o distinguish. Y o u c a n use t h e Fill C o l o r button in t h e F o n t group o n the H o m e t a b t o c h a n g e t h e

I In the Category b o x , click Percentage. T h e Deci-

fill color. Or, you can double-click the slide t o open t h e

mal places b o x shows 2 , which means that the

F o r m a t D a t a Point dialog b o x , select Fill o n t h e right

percentage values for each slice will s h o w t w o

side o f the dialog b o x , and then select t h e type o f fill

decimal places.

you w a n t t o use for the selected slice.

Chapter

16: Inserting

and

Formatting

Charts

Exhibit 16-17

Pie slices with new colors M ' inneapolis ReaifEstat(?^T?icrosofl&cc Page Layout

Series "Population" Point ^

y

Format Selection

Picture Shapes

Reset to Match Style

fx

Chart 1

Chart Title"

Text Box

Review

Legend

Axis Titles

=SERIES('Metro Population'!$B$3,'Metro Po

c

B

summary Report (as of

Data Data Labels * Table

Labels

D

Minneapolis Real !

Data

Insert

Current Selection

A

Formulas

i2-3i-i:

E

F^tatp Minneapolis pie slice and legend changed to light blue

lation of Metro Cities C o l o r : U Minneapolis

Transparency:

I J

• St. Paul u Bloomington 9

H Plymouth

10

^Brooklyn Park

11 12

Brooklyn Park pie slice and legend changed to orange J

Accent 6 theme color. T h e B r o o k l y n Park slice and

ACTIVITY

legend marker change t o o r a n g e .

Change the color of a data series.

I In the pie chart, click the dark blue

NFC C l i c k the pie chart to select the entire data series (you will see the ScreenTip Series

"Population"

...

A

Minneapolis slice,

P r o b l e m ? If you

followed by whichever point you clicked on the

which covers 4 3 . 0 8

c a n n o t s e e t h e pie

pie c h a r t ) .

percent o f the pie.

chart, drag the Format

Click the light blue Brooklyn Park slice, which represents 8 . 0 7 percent o f the pie. O n l y that value, or slice, is selected. HI Double-click the light blue Brooklyn Park slice. The F o r m a t Data Point dialog b o x appears. I O n the left side o f the d.alog b o x , d i c k Fill. T h e Fill options appear on the right side o f the dialog box.

^

T

t

i

p

h

e

.

Y

q

R | | C

u

c

o

|

The Format Data

Data Point dialog box

Point dialog b o x

out of the way.

changes t o reflect the current selection. ) O n the left side o f the dialog b o x , click Fill. Change the fill c o l o r f o r the selected slice to a solid fill using the Light Blue standard color. T h e

a

n

a

,

S Q

o

r

b

u

t

t

u

Q

s

n j

Minneapolis slice and legend m a r k e r change to

e

light blue. Each slice o f the pie n o w has a distinct

n

color. See Exhibit 1 6 - 1 7 .

the Font g r o u p on the H o m e tab to c h a n g e

I Click Close.

the font color of a selected data series.

( C l i c k the Solid fill

LOI6 Creating an Exploded Pie

option button. Click the Color button |& *\ to dis-

4

Chart

play the color palette, and then select the Orange, exploded pie chart A pie chart where one slice is moved away from the pie.

J

P

ie slices do n o t need t o be fixed within the pie. An exploded pie chart moves o n e slice a w a y from the

others as if s o m e o n e were taking the piece a w a y from the pie. E x p l o d e d pie charts are useful f o r emphasiz-

LO16.5 C r e a t i n g

ing o n e c a t e g o r y above all o f the others. F o r e x a m p l e ,

A

to emphasize h o w much o f a mutual fund is allocated t o w a r d U . S . s t o c k s , you could explode that single slice,

aC o l u m n

C h a r t

column chart displays values in different categories as columns; the height o f each c o l u m n is based on

its value. Related t o the column chart is the bar chart,

moving it a w a y f r o m the other slices in the pie. T o e x p l o d e a pie slice, select that slice from the pie

which is a column chart turned on its side so that the

chart a n d then drag the slice a w a y from the pie. Y o u

length o f each b a r is based on its value. E a c h data series

can also e x p l o d e multiple slices by selecting each slice

is represented by the columns or bars o f the same color.

and dragging them away. T o explode all o f the slices,

Column and bar charts can also be applied t o a

select the entire pie and drag the pointer a w a y from the

wider range o f data than pie charts. F o r e x a m p l e , y o u

pie's center. E a c h slice will be exploded and separated

can demonstrate h o w a set o f values changes over time,

from the o t h e r s . Although you c a n explode m o r e than

such as housing prices over several years. Y o u c a n also

one slice, the resulting pie chart is rarely effective as a

include several data series in a column o r b a r chart, such

visual aid t o the reader.

as the populations o f five cities over several years. T h e values from different data series are displayed in c o l u m n s side by side. Pie charts usually show only o n e data series.

ACTIVITY

T h e process f o r creating a c o l u m n c h a r t is t h e same

Create an exploded pie chart.

as for creating any other chart. First, y o u select the data

Click the pie chart t o select the entire data series (you will see the ScreenTip Series "Population"

...

f o l l o w e d by whichever point you clicked when you point t o the pie c h a r t ) .

source. T h e n , y o u select the type o f c h a r t y o u w a n t t o create. After the chart is embedded in t h e w o r k s h e e t , you c a n m o v e a n d resize the c h a r t as well as c h a n g e the chart's design, layout, and f o r m a t .

H f c Click the light blue Minneapolis slice to select that slice. Fjfc D r a g the selected Minneapolis slice a w a y from the center o f the pie chart. T h e slide is separated from

ACTIVITY Create a column chart.

the rest o f the pie chart. See E x h i b i t 1 6 - 1 8 .

M a k e the Structures Types worksheet the active sheet. Select the range A3.C12. O n the R i b b o n , click the Insert tab. In t h e C h a r t s g r o u p , click the Column button, a n d then in the

Exhibit 16-18 Exploded pie chart

2 - D C o l u m n section, click the Clustered Column J

[g'

«0

"

v

H o m e

(US!

I n s e r t

P a g e L a y o u t

S e r i e sP o p u l a t i o n " P o i n t ^

F o r m a t S e l e c t i o n

£ R e s e t to M a t c h S t y l e

j

F o r m u l a s

D a t a

j [p"^ A |

P i c t u r e S h a p e s T e x t B o x

C h a r t Title' T i t l e s

C h a r t 1

! 2 3 4 5 6 7 8 9 10 11 12

A

f*

B

j

k

Design t a b is selected on the R i b b o n .

|

L e g e n d D a t a D a < t » L a b e l s * T a b l e

C

D

Population of Metro Cities

• St. P a u l yB l o o m i n g t o n • P l y m o u t h • B r o o k l y n P a r k

| ^ O n the C h a r t Tools Design t a b , in the Location g r o u p , click the Move Chart button. T h e M o v e

= S E R I E S ( M ' e t r o Population'!$B$3,'Metro Pc

Minneapolis Real Estate Summary Report (as of 12-31-13)

_i M i n n e a p o l i s

in the active worksheet, and t h e C h a r t T o o l s

R e v e iw

C u r r e n t S e l e c t i o n

A\

chart (the first c h a r t ) . T h e c o l u m n c h a r t is inserted

T t f n n e a p o l i s R e a l Estate^ M i c r o s o f tE x c e l *

Minneapolis P' ' ' e

S

C e

exploded

0^

Click the Object in box arrow, and then click Sum-

mary Report. Click OK. T h e column chart moves to the Summary R e p o r t worksheet and is still selected.

8.07% 8.14% 9.27%

C h a r t dialog b o x opens.

43.08%

column chart A chart that displays values in different categories as columns so that the height of each column is based on its value. bar chart A column chart that is turned on its side so that the length of each bar is based on its value.

Chapter 16: Inserting and Formatting

Charts

PIE CHART OR COLUMN CHART? Column and bar charts are better than pie charts when the number of categories is large or the categories are close in value. It is easier to compare height or length than area. When data includes more than six categories, a pie chart cannot display the categories effectively. Instead, you should create a column chart to display the

data. Below, the same data is shown as a pie chart and as a column chart. As you can see, it is more difficult to determine which pie slice has the largest area and by how much. This is much simpler to determine with the column chart.

• R e d y O r a n g e Y e l l o w •G r e e n •B < u e

O r a n g e

I Drag the lower-right sizing handle until the chart

I In the Summary R e p o r t w o r k s h e e t , drag the selected column c h a r t d o w n so its upper-left corner

covers the range A14:F27. T h e c h a r t is resized

is in cell A14.

smaller. See E x h i b i t 1 6 - 1 9 .

Exhibit 16-19 Column chart of structure types ° H o m e

^^BBBH^/nnneapolis R e a T E s t a t e ^ M i c r o s o f t E x c e l * I n s e r t

4

i l C h a n g e

S w i t c h

S a v e As

P a g e L a y o u t

F o r m u l a s

i

S e l e c t

D a t a

iii

R e v i e w

V i e w

I D e s i g n

^^tfttt

J i •l

V

C h a r t T i g g u t s C h a r t 1 I

13

column chart layouts

14 15

Minneapolis

16 17

i

18 19 20 21

the height of each column reflects the data value i Minneapolis

22 23

columns are divided into categories on the category (x) axis

24 25 26

Single

27

unit

Chapter

M u l t i units

16: Inserting

and

Other

Formatting

Charts

column chart styles

W h e n a chart has only one

(Click Series "Minneapolis". All o f

data series, the chart title a n d

the c o l u m n s for the

legend are redundant.

data series in the

Formatting a Column Chart T h e process f o r formatting a c h a r t is the same for each type o f c h a r t , although the specific formats and options available reflect the current chart type. T h e C h a r t Tools Design t a b provides a gallery o f c o l u m n chart layouts

^

Tip: You can also select a data series by clicking any of its columns in the c o l u m n chart.

c h a r t are selected.

I O n the C h a r t Tools Layout t a b , in t h e C u r r e n t Selection g r o u p , click the Format Selection button. T h e F o r m a t D a t a Series dialog b o x o p e n s with the Series O p t i o n s displayed. ( D r a g the Gap Width slider t o 5 0 % t o

and a gallery o f column chart styles. T h e C h a r t Tools

reduce the g a p be-

L a y o u t t a b provides access t o the individual chart ele-

tween adjacent col-

ments y o u c a n include on the c o l u m n c h a r t . You c a n

umns. T h e columns

change the appearance o f a column chart by formatting

b e c o m e wider t o fill

these c h a r t elements.

the space.

P r o b l e m ? If y o u

A

cannot drag the G a p w i d t h slider to e x a c t l y 5 0 % , select t h e v a l u e in t h e G a p W i d t h b o x b e l o w t h e slider, a n d t h e n t y p e 50.

I O n the left side o f

FORMATTING DATA SERIES

the dialog b o x , click Fill. O n the right side o f the dia-

In a pie chart, each slice or data marker has a dif-

columns with a gradually changing m i x o f colors.

ferent format. In a column chart, all of the columns usually have the same format because the columns are distinguished by height, not color. However, you can format individual columns in a data series to highlight a particular column value. You can also modify the appearance of the data markers in a column chart using a variety of formatting options.

log b o x , click the Gradient fill option button to fill the

i Click the Direction button [a *\to display a gallery o f fill directions. In the first row, click Linear Right (the fourth fill direction). T h e columns will have a gradient fill that blends to the right. See Exhibit 1 6 - 2 0 .

Exhibit 16-20

Fill options in the Format

Data Series dialog box Format Data Series Fill No fill

Solid fill Border Color 9 Gradient fii Border Styles Picture or texture fiS Pattern fii Shadow Automatic Go l w and Soft Edges [l] Invert if negative 3-D Format O Vary colors by point Preset colors

click to apply a gradient color fill

ACTIVITY Format a column chart. I O n the R i b b o n , click the Chart Tools Layout tab. In the Current Selection group, click the Chart Elements box arrow. T h e list includes each element you c a n select in the column chart.

Chapter

16:

Inserting

and

Formatting

Charts

I Click Close. T h e columns s h o w the n e w width and fill.

C h a r t data is plotted along a x e s . T h e vertical value axis shows the range o f series values from all o f the data

I O n the Chart Tools L a y o u t t a b , in the Labels group, click the Legend button, and then click

series plotted o n the chart. T h e horizontal category axis

None. T h e chart legend is removed, and the col-

shows the category values f r o m each data series. T h e

umn chart resizes t o fill t h e available space.

range o f values, o r scale, o f an axis is based on the values in the data source. T h e scale usually ranges from 0

I Click the chart title t o select it.

(if the data source has n o negative values) through the

Change the font size o f the c h a r t title t o 12 points.

m a x i m u m value. If the scale includes negative values, it

T h e chart title is smaller, a n d remains selected.

ranges from the minimum value through the m a x i m u m

Type Structure Types as t h e n e w chart title, and

value. Y o u c a n modify the scale o f the value axis t o m a k e it easier t o read. Y o u d o this in the Format Axis

then press the Enter key. See E x h i b i t 1 6 - 2 1 .

dialog b o x . Excel divides the scale into regular intervals, which

Exhibit 16-21 Formatted column chart

A -o -

tZf'

^^••Plrfinneapolis

ome

Insert

Page Layout

Calibri (Body) Paste

(¥)/

J Clipboard

_4

Changing the Axis Scale for a Column Chart

- 12

_

u -

'A"

• (•

A

B

marks and labels identify the units a t regular intervals

Estate^MicrosofTExcer^**

Formulas

Data

m

Review

on the chart a x e s . M a j o r tick m a r k s identify the main units on the chart axis. Y o u c a n also add minor tick

View

A" $

£r A~

Font .

Real

are marked on the axis with tick m a r k s and labels. Tick

Jfc | Structure Types

C

13

E

o

marks t o identify smaller intervals between

% Nui

Alignment

la

'

new chart title

G

^

gap between columns reduced to 50% of column width

4^

columns formatted with a gradient fill

the m a j o r tick m a r k s . Keep in mind that more tick m a r k s a t smaller intervals could m a k e a chart difficult t o read when the tick mark labels overlap, b u t fewer tick marks at larger intervals could make the chart less informative. By default, n o titles appear next to the value and category a x e s . This is fine when the axis labels are self-explanatory. Otherwise, you c a n a d d descriptive axis titles. In general, y o u should avoid adding e x tra chart elements such as axis titles when that information is easily understood from other parts o f the c h a r t . Some charts involve multiple data series that have vastly different values. In

those instances, y o u c a n plot o n e data series against a primary axis, which usually appears along the left side of the chart, and the other against a secondary axis, value axis The vertical axis that shows the range of series values from all of the data series plotted on the chart.

T h e t w o axes c a n use different scales and labels.

category axis The horizontal axis that shows the category values from each data series.

Layout t a b , in the Axes g r o u p , o n the Axes button.

which is usually placed on the right side o f the chart. T h e axis options are available o n the Chart Tools

scale The range of values along an axis. tick mark A line that identifies the unit on a chart axis at regular intervals. primary axis The axis that usually appears along the left side of a chart. secondary axis An axis that is usually placed on the right side of a chart.

Change the axis scale and title. Q)

On the R i b b o n , click the Chart Tools Layout tab.

flfc In the Axes group, click the Axes button, point t o Primary Vertical Axis, and then click More Primary

Chapter

16:

Inserting

and

Formatting

Charts

ON THE JOB C o m m u n i c a t i n g Effectively with Studies show that people interpret information more easily in a graphic form than in a tabular format. As a result, charts can help communicate the real story underlying the facts and figures you present to colleagues and clients. A well-designed chart can illuminate the bigger picture that might be hidden by viewing only the numbers. However, poorly designed charts can mislead readers and make it more difficult to interpret data. To create effective and useful charts, keep in mind the following tips as you design charts: ^

^ ^

K e e p i t s i m p l e . Do not clutter a chart with too many graphic elements. Focus attention on the data rather than on decorative elements that do not inform. Focus o n t h e m e s s a g e . Design the chart to highlight the points you want to convey to readers. L i m i t t h e n u m b e r o f d a t a series used i n t h e

c h a r t . Line charts and column charts should display no more than three or four data series. Pie charts should have no more than six slices.

Vertical Axis Options. T h e F o r m a t Axis dialog b o x opens with the Axis O p t i o n s displayed. T h e value axis options are

click to set the number format of the tick mark values

set t o A u t o , meaning

value is set t o 0 and the m a x i m u m value is set to 0 . 5 , o r 5 0 percent. See Exhibit 1 6 - 2 2 . ) N e x t t o M a j o r unit, click

the Fixed option button, and then type 0.10 in the b o x . T h e m a j o r tick m a r k s will appear at 1 0 percent intervals.

Use g r i d l i n e s i n m o d e r a t i o n . Gridlines should be used to provide only approximate values for the data markers. Having too many gridlines can obscure the data being graphed. C h o o s e c o l o r s c a r e f u l l y . Display different data series in contrasting colors to make it easier to distinguish one series from another. Modify the default colors as needed to make them distinct on the screen and in the printed copy. Limit the chart t o a f e w text

styles.

Use a maximum of t w o or three different text styles in the same chart. Having t o o many text styles in one chart can distract attention from the data.

Exhibit 16-22 Axis options in the Format Axis dialog box

Axis Options

that E x c e l will set the values. T h e minimum

Charts

click to define the appearance of the tick mark values

M i n i m u m :

q

A u t o

M a x i m u m :

q

A

M a j o r unit:

q

M i n o r unit:

Q

L,

F i x e d 0.5

to

to

F i x e d 0.05

Au

A

u

t

o

0.0

_

F i x e d |o.01

i V a l u e s in reverse o r d e r •

L o g a r i t h m i c scale

D i s p l a y units:

click to set the alignment of the tick mark values

F i x e d

QJ

Base: 1 1 0

N o n e

|• |

S h o w d i s p l a y u n i t s l a b e l on chart

M a j o rtickm a r k type:

O u t s i d e

A x i s labels:

N e x t to

A x i s •

H o r i z o n t a l axis crosses: 9

I O n t h e left side o f the dialog b o x ,

increments

[ • |

J3

M i n o rtickm a r k type: N o n e

axis scale ranges from 0% to 50% in 5%

A u t o m a t i c

tick marks appear next to the axis on the outside

A x i s value: 0.0 M a x i m u m axis v a l u e

click Number. In the C a t e g o r y b o x , m a k e sure Percentage is selected. In

placement of the horizontal (category) axis

the D e c i m a l places b o x , type 0. T h e p e r c e n t a g e s will s h o w only integers,

Chapter

16:

Inserting

and

Formatting

Charts

I

E v e r y t h i n g in a w o r k b o o k ,

l o i 6 6

i n c l u d i n g worksheets a n d charts

A

should inform the reader in the simplest, most accurate, a n d

Creating a Line Chart

line chart displays data values using a connected line rather than c o l u m n s o r bars. Line charts are

typically used when the data consists o f values drawn from categories that follow a sequential order at evenly

most direct w a y possible.

spaced intervals, as with historical data in which the data values are recorded periodically such as monthly, quarterly, or yearly. Each series has a different line color. Line charts are also c o m m o n l y used instead o f column

\ Click Close. T h e percentages on the value axis range from 0 percent t o 5 0 percent in 1 0 percent

charts when there are m a n y data points across several

intervals with n o decimal places.

data series. F o r e x a m p l e , when there are 4 0 data points across three data series, a c o l u m n chart o f this data

I With the vertical axis still selected, change the

would be difficult t o read a n d interpret. T h e process

font size t o 8 points. T h e values displayed in the

for creating a line chart is the same as for creating pie

vertical axis are smaller, leaving more r o o m for

charts and column charts, though the specific options

the data series.

available differ a bit. A data m a r k e r f o r a line chart can appear with or without the c o n n e c t i n g line.

| Click anywhere within the category axis to select it. ) Change the font size o f the horizontal axis t o 8 points. See E x h i b i t 1 6 - 2 3 .

Create and format a line chart.

I Save the w o r k b o o k .

nfc M a k e the Historical Prices worksheet the active

Exhibit 16-23

sheet. Select the range A3:D56.

Formatted chart axes

On the R i b b o n , click the Insert ^RinneaipoH^ear^at^^Mic^

I ~

*

tab. In the C h a r t s group, click Line

R e v i e w

major tick mark values are percentages with no decimal places

button. In the 2 - D Line section, click the Line chart. A line chart is embedded in the Historical Prices

Clipboard

worksheet. Rfc M o v e the line c h a r t to the Summary Report worksheet. Reposition and resize the c h a r t t o cover the range H3.-M12.

vertical axis scale ranges from 0% to 50% in 10% increments

O n the R i b b o n , click the Chart Tools Layout tab. In the Labels group, click the Chart Title button, and then click Above Chart. T h e chart title appears above the line c h a r t and is selected. £P Type Price History as the chart title,

both axes have a smaller font size

and then press the Enter key. C h a n g e the font size o f the chart title t o 12 points. T% Click the value axis t o select it, and then set its font size t o 8 points.

line chart A chart that displays data values using a connected line rather than columns or bars.

i Select the category axis, and then set its font size to 8 points.

Chapter

16: Inserting

and

Formatting

Charts

C r e a t i n g

a C o m b i n a t i o n

C h a r t

A combination chart combines two or more chart types in a single graph, such as a column chart and a line chart.

Water Usage Comparison

To create a combination chart, first select the data series in an existing chart that you want to appear as another chart type. Then, on the Chart Tools Design tab, in the Type group, click the Change Chart Type button, click the chart type you want to apply to the selected series, and then click O K . The selected series changes to the new chart type on the chart, leaving the other data series in its original format. J a n

I Click the chart legend, and then set its font size t o 8 points. T h e line chart resizes t o fill the space left by the smaller chart title, a x e s , a n d c h a r t legend. ( D o u b l e - c l i c k the value axis t o open the F o r m a t A x i s dialog b o x with the Axis O p t i o n s displayed. N e x t t o M i n i m u m , click the Fixed option button, and then type 100000 in the b o x .

F e b M a r A p r M a y J u n

J u l

A u g S e p O c t

N o v

D e c

Editing the Axis Scale and Labels in a Line Chart In addition t o numbers, a scale c a n be b a s e d on dates, as the category axis is in the Fund H i s t o r y line c h a r t . As with numerical scales, you c a n set t h e m i n i m u m a n d m a x i m u m dates t o use in the scale's r a n g e . Y o u c a n also set the m a j o r and minor units as days, m o n t h s , o r years to use f o r the scale's interval. T h i s is helpful w h e n the

C l i c k Close. T h e scale o f the vertical axis n o w

data source includes exact dates, b u t t h e c h a r t trends

ranges f r o m $ 1 0 0 , 0 0 0 t o $ 4 0 0 , 0 0 0 in $ 5 0 , 0 0 0

only need t o s h o w years.

increments. See Exhibit 1 6 - 2 4 .

Sometimes you will w a n t a c h a r t t o s h o w the labels at specific intervals t o save space o r m a k e the c h a r t m o r e attractive. Y o u can do this by setting the m a j o r

Exhibit 16-24

Formatted line chart

and m i n o r tick m a r k s . F o r e x a m p l e , t o s h o w labels

Ik

every other year, you would set the m a j o r tick m a r k s to appear at two-year intervals, a n d then set the m i n o r tick m a r k s t o appear at one-year intervals. W h e n a chart involves large n u m b e r s , the axis

|>o<:

| > c < ;

.

lil C h a r t

line chart with

IChari

Location

labels c a n take up a lot o f the available c h a r t area a n d be difficult t o read. Y o u can simplify t h e chart's appearance by displaying units o f measure m o r e appropriate t o the data values. F o r e x a m p l e , y o u c a n display the

three data series

value 2 0 t o represent 2 0 , 0 0 0 o r 2 0 , 0 0 0 , 0 0 0 . T h i s is particularly useful when space is at a p r e m i u m , such as in an embedded chart confined t o a small area o f the w o r k s h e e t . W h e n you select the display units, such as T h o u s a n d s , y o u c a n choose t o s h o w the display unit in the axis title. T h e axis options are available in the F o r m a t A x i s 7 5 t h

R 8

O O O Q O N f < N C M f N

O

P e r c e n t i l e • 1

dialog b o x . combination chart A chart that combines two or more chart types in a single graph, such as a column chart and a line chart.

Chapter

16:

Inserting

and

Formatting

Charts

C u s t o m

N u m b e r

a n d

D a t e

You can create custom formats for all types of numbers. One application of a custom format is to add text to a number, which is often used to include the units of measure alongside the value, such as 10k to indicate 10,000, 20k to indicate 20,000, and so forth. To add text to a value, you use the custom format

value"text"

F o r m a t s ^

mmmm

^ ^

where value is the number format applied to the value, and text is the text to include next to the value. The text must be placed within quotation marks. For example, the format to display integers with a comma as a thousands separator is

The # sign is a placeholder for a number; the 0 indicates that a 0 will appear if there is not a number in that position. To change this to a format that displays the letter k at the end of the value, the custom format would be # ##0"k" f

Custom date formats use combinations of the letters m, d, and y for months, days, and years, respectively. The number of letters controls how Excel displays the date, as follows:

With months, m or mm displays the one- or twodigit month number, mmm displays the month's three-letter abbreviation, and displays the month's full name. With days, d or dd displays the one- or two-digit day value and displays the day's full name. With years, yy displays the year with two-digits, and displays the year with four digits.

dddd

yyyy

For example, the date format mldlyyyy displays April 5, 2014 as 4/5/2014. The custom format mmm-dd, which displays a three-letter month abbreviation followed by a hyphen and a two-digit day number, would display the same date as Apr-05. To create a custom number format, open the Number tab in the Format Cells dialog box and then click Custom in the Category list, or open the Format Axis dialog box with Number selected in the Axis Options list. In the Type box in the Format Cells dialog box or in the Format Code box in the Format Axis dialog box, type the code for the format you want to use, or select a built-in format, and then modify its code to suit your needs. In the Format Axis dialog box, you need to then click Add to add the format code to the list of custom formats in the Type box.

F o r m a t C e l l s

N u m b e r

|h A g n m e n t | F o n t

|

B o r d e r

C a t e g o r y : G e n e r a l N u m b e r

S a m p l e

C u r r e n c y A c c o u n t i n g

s

custom format

Number C a t e g o r y :

H I L i n e C o l o r

T y p e :

D a t e

A x i s O p b o n s N u m b e r

L i n e S t y l e

T » n e P e r c e n t a g e F r a c t i o n

0 %

S c i e n t i f i c T e x t

0 . 0 0 E 4 O 0

built-in formats

0 . 0 0 % **0.0E-K)

S p e c i a l

S h a d o w G o lw and S o f tE d g e s

#?/? *??/??

3-D F o r m a t

m d /y /y y y d m - m m y -y

A l i g n m e n t

G e n e r a l N u m b e r C u r r e n c y A c c o u n t i n g D a t e T i n e P e r c e n t a g e F r a c t i o n S c i e n t i f i c T e x t

lype:

*3/H/2001 " W e d n e s d a y , M a r c h 14,

3/14

3/14/01

o3/i4/oi

14-Mar 14-Mar-01

•

E n g f i s h (U.S.)

S p e c i a l C u s t o m F o r m a tC o d e : A d d

Add. O

D e l e t e T y p e the n u m b e r f o r m a tc o d e , u s i n g one of the e x i s t i n g c o d e s as a s t a r t i n g p o i n t .

16: Inserting

4r"

built-in date formats

To create a c u s t o m f o r m a t , t y p e in the F o r m a tC o d e box and d i c k

h m : mA M P / M

Chapter

a

L o c a l e ( L o c a t i o n ) :

Y Y Y Y n n y y

2001

and Formatting

Charts

custom format

L i n k e d to s o u r c e

D a t e f o r m a t s d i s p l a y d a t e and t i m e s e r i a l n u m b e r s as d a t ev a l u e s . D a t e f o r m a t s t h a tb e g i n w i t h an a s t e r i s k (*) r e s p o n d to c h a n g e s in r e g i o n a l d a t e and t i m e s e t t i n g s t h a t are s p e c i f i e d for the o p e r a t i n g s y s t e m . F o r m a t s w i t h o u t an a s t e r i s k are not a f f e c t e d by o p e r a t i n g s y s t e m settings.

chart element t o form a t . T h e dialog b o x

Edit axis scale and labels.

A

N F C Double-click the category axis to open the Format Axis dialog b o x with the Axis O p t i o n s displayed.

options available for

chart's v a l u e axis, d r a g

the n e w selection.

t h e d i a l o g b o x by its title bar t o a n o t h e r

Click the Display

Q| N e x t to M a j o r unit, click the Fixed option button,

Problem? If you c a n n o t see t h e line

changes t o s h o w the

location.

units box arrow, and

type 2 in the b o x , and then select Years in the list.

then click Thou-

T h e m a j o r tick m a r k s are set t o every t w o years.

sands. T h e scale o f the value axis c h a n g e d f r o m

N e x t t o M i n o r unit, click the Fixed option but-

$ 1 0 0 , 0 0 0 t o $ 4 0 0 , 0 0 0 in intervals o f $ 5 0 , 0 0 0

ton, type 1 in the b o x , if necessary, and then select

t o $ 1 0 0 through $ 4 0 0 in intervals o f $ 5 0 . T h e

Years in the list. T h e minor tick m a r k s are set t o

axis title Thousands

every year. See E x h i b i t 1 6 - 2 5 .

expressed in units o f 1 , 0 0 0 .

indicates t h a t the values are

Click the Show display units label on chart check

Exhibit 16-25 Major

box t o deselect it. T h e axis title is r e m o v e d f r o m

and minor tick mark

the c h a r t .

intervals

Q| Click Close. See Exhibit 1 6 - 2 6 .

set the major tick marks at two-year intervals

F o r m a t A x i s

A x i s O p t i o n s

Exhibit 16-26

N u m b e r

Rescaled vertical and

horizontal axes

F i l l L i n e C o l o r A u t p . • F i x e d l

Une S t y l e

A u t o • F i x e d S h a d o w G o lw and 3-D F o r m a t A l i g n m e n t

M o n t h s |

D e s i g n

value axis

D _ a t e s in r e v e r s e o r d e r S o f tE d g e s

A x i sT y p e : •

A u t o m a t i c a l l y ,s e l e c tb a s e d on d a t a

scale ranges

set the minor tick

from 100 to

marks at one-year

~

T e x ta x i s

\

D a t e a x i s O u t s i d e

M i n o rtickm a r k t y p e : [ N o n e A x i s l a b e l s :

Chart Style*/

intervals

M a p rtidem a r k t y p e :

J

s

M o v e C h a r t

Lc c a t i o n

increments

[ T ]

H

[3

400 in 50-unit

!

J

N e x t to A x i s! V ]

V e r t i c a l a x i s crosses: •

B e t w e e n d a t e s A t date:

14/1/2009

At m a x m iu m d a t e P o s i t i o n A x i s : O ntickm a r k s •

B e t w e e ntickm a r k s

C l o s e

category axis displays the four-digit year values

I O n the left side o f the dialog b o x , click Number. In the N u m b e r p a n e , the D a t e category is selected. I In the F o r m a t C o d e dialog b o x , select the t e x t , and then type yyyy. Click Add. T h e c u s t o m n u m b e r f o r m a t is added t o the C u s t o m n u m b e r category, and will display only the year. I Click the value axis t o open the F o r m a t Axis dialog

Adding an Axis Title An axis title is descriptive text that

appears n e x t t o the axis values. An a x i s title c a n p r o vide additional information that is n o t covered in the c h a r t title. It c a n include i n f o r m a t i o n a b o u t t h e s o u r c e o f the data and the units in which the data is m e a s u r e d .

b o x for the vertical axis with the Axis O p t i o n s

Y o u c a n c h o o s e h o w the axis title a p p e a r s o n t h e c h a r t

displayed. N o t e that you don't have t o close the

by selecting an option from t h e A x i s Titles b u t t o n in the

F o r m a t Axis dialog b o x before clicking a n o t h e r

Labels group on the C h a r t T o o l s L a y o u t t a b .

Chapter

16: Inserting

and

Formatting

Charts

ACTIVITY Add an axis title. m

Click the Chart Tools Layout tab. In the l a b e l s g r o u p , click the Axis Titles button, p o i n t t o Primary Vertical Axis Title, a n d then click Rotated Title. A

GRIDLINES ARC SIMILAR TO BORDERS IN THAT YOU CAN CHANGE THEIR COLOR DESIGN STYLE AS WELL AS ADD DROP SHADOWS OR GLOWING COLOR EFFE

title rotated 9 0 ° is added t o t h e axis.

j J P T y p e Prices in Thousands, a n d then press the Enter key. T h e descriptive t i t l e is entered. Change the f o n t size o f the axis title t o 8 points.

Add gridlines to a chart. C l i c k the Chart Tools Layout tab o n the R i b b o n .

B Remove t h e boldface f r o m the axis t i t l e .

flE I n the Axes g r o u p , click t h e Gridlines button.

OVERLAYING CHART TITLES AND LEGENDS You can overlay chart titles and legends in the chart area, which means they are placed on top of the chart. Overlaying these elements makes more space for the plot area because the chart does not resize to make room for that element. An overlaid chart element floats in the chart area and is not fixed to a particular position. This means that you can drag the chart element to a new location. This is helpful because when you overlay a chart element, it might overlap some of the chart contents. After you overlay an element, you might want to format it to make it easier to read. To overlay a chart title or legend, on the Chart Tools Layout tab, in the Labels group, click the Chart Title or Legend button, and then click the overlay option on the menu.

)P Point t o Primary Vertical Gridlines, and then click Minor Gridlines. Vertical gridlines appear o n the chart at each m i n o r t i c k m a r k ( i n this case, every year). See E x h i b i t 1 6 - 2 7 . •

Save the w o r k b o o k .

Exhibit 16-27 Line chart with gridlines

•_l Lines •

M Axes

Gridlines

3

H

J

Jcftfefl * Plot

C h a r t

Chart Floor -

Area"

Background „ j j 3-D Rotation

1

u| Up/Down Bars '

V a

'' "'

J

Trendhne »

K

Analysis l l g Error Bars

Chart 1

Properties

horizontal and vertical gridlines

Adding Gridlines Gridlines extend the values o f the m a j o r o r m i n o r tick m a r k s across the p l o t area. By d e f a u l t , h o r i z o n t a l g r i d lines appear o n line charts a n d c o l u m n charts. Each g r i d l i n e is aligned w i t h a m a j o r t i c k m a r k o n the value axis. Y o u can change the gridlines so t h a t they appear f o r o n l y the m i n o r u n i t s , appear f o r b o t h the m a j o r and m i n o r u n i t s , o r d o n o t appear at a l l . T h e category axis has these same g r i d l i n e o p t i o n s . T h e Gridlines b u t t o n is i n the Axes g r o u p o n the C h a r t Tools L a y o u t t a b .

gridlines Lines that extend the values of the major or minor tick marks across the plot area of a chart.

l o i 67

C

EDITING CHART DATA

h a r t data c a n be edited a n d revised at a n y t i m e . Y o u d o this by m o d i f y i n g the data range t h a t the

chart is based o n , n o t by directly m o d i f y i n g the data i n the chart. T h e change can be as simple as u p d a t i n g

Chapter

16:

Inserting

and

Formatting

Charts

U n d e r s t a n d i n g

t h e

S e r i e s

If you select a chart's series, the formula displayed in the formula bar uses the SERIES function. The SERIES function describes the content of a chart data series, and has the syntax

/} A j * ' I.

Insert

* A

hpboard » Chart 2 A 1 "~2~| 3

"~45~1 5 7 8 9 10 11 12 13 14 15 16

i

Microsoft Data

Page Layout A

s

m

m

9 s

m m m iw

»M

F u n c t i o n =SERIES(name,

categories, values, order)

where name is the name that appears in the chart, categories are the labels that appear on the category axis of the chart, values are the values that Excel plots for the data series, and order is the order in which the series appears in the chart. For example, a data series might be represented by the following SERIES function:

Alignment

=SERIES(Sheet1 ! $ D $ 1 , S h e e t 1 ! $ A $ 2 : $ A $ 9

=S£Rl£S^Sheet2'$A$l:

f

Sheet1!$D$2:$D$9 3) r

Monthly Expenses

SERIES function

ssoc $700 $600 $500 $400 $300 $200 $100 $0

a specific value within the data source. O r it can be as involved as adding another data series to the c h a r t .

In this function, the name of the series is in cell D1 in the Sheetl worksheet, the labels are in the range A2:A9 in the Sheetl worksheet, the data values are in the range D2:D9 in the Sheetl worksheet, and the series is the third data series in the chart. Although you can edit the SERIES function within the formula bar to make quick changes to your chart, the function is tied to an existing chart. It cannot be used within a worksheet cell or referenced from another Excel formula.

Exhibit 16-28 Pie chart updated to match data source

Changing a Data Value or Label

ikJ *J * ' " ^ ! ^ M M M H P B ^ P ° Home Insert Page Layout f l

Charts remain linked or connected to their data sources, even if they appear in different worksheets. If you change

Calibh (Body)

any value o r label in the data source, the chart is auto-

m i

»8

o•

l i s

- A'

M a k e the Metro Population worksheet the active sheet. Hfc In cell B8, change the value to 68610. M a k e the Summary Report worksheet the active sheet. T h e pie chart was updated with the new data value. N o t e that the percentage values for each c a t e g o r y were recalculated based on the new data. See E x h i b i t 1 6 - 2 8 .

«

m

m

* > * -

113 r

Alignment

Cr,ar 1

tage o f creating charts in Excel is that you can quickly

Change a chart's data source.

A'

m

matically updated to show the new content. O n e advansee h o w changing one or more values affects the chart.

Real Estate^Wrosoft ExceT Formulas Data P

2 3 4 5 6 7 8 9 10 11 12

Brooklyn Park percentage Population of Metro Cities

c

h

a

n

9

e

d

f

r

o

m

8.07% to 7.70% U Minneapolis • St. Paul

43.26%

u Bloomington • Plymouth u Brooklyn Park

all slices are resized to reflect the new percentages

Chapter

16:

Inserting

and

Formatting

Charts

Adding a Data Series to an Existing Chart

Exhibit 16-30 Edit Series

dialog box

Y o u c a n modify a chart by adding a n e w data series. T h e n e w data series appears in the c h a r t with a different set o f data markers in the same w a y that the line c h a r t y o u created had different data markers for each o f the three different series. Y o u modify a c h a r t from the Select Data Source dialog b o x .

reference for the cell

Edit Series

containing the series name

Series n a m e : / —

—

= S t r u c t u r e T y p e s ' ! SDS3 ,

Series values: ='Structure Types'! SDS4: SO SI 2|

/

ACTIVITY Add a data series to an existing chart.

reference for the range

| ^ In the Summary R e p o r t w o r k s h e e t , click the Struc-

containing the series values

ture Types column chart t o select it. O n the R i b b o n , click t h e Chart Tools Design tab.

I Click OK. T h e Select D a t a S o u r c e dialog b o x reap-

In the D a t a g r o u p , click t h e Select Data button.

pears with the national data added t o the list o f

T h e Select D a t a S o u r c e d i a l o g b o x o p e n s . T h e left

data series in the chart.

side lists the data series displayed in the c h a r t . T h e right side lists the c a t e g o r y a x i s labels associated with each d a t a series. Y o u c a n a d d , edit, o r

I Click OK. T h e national structure type values appear as red columns in the chart. See Exhibit 1 6 - 3 1 .

remove any o f these d a t a series f r o m the c h a r t .

Exhibit 16-31

See E x h i b i t 1 6 - 2 9 .

Column chart with added

data series

Exhibit 16-29 Select

Data Source dialog box ^EiQ^I

H o m e

I n s e r t

P a g e L a y o u t

F o r m u l a s

D a t a

R e v i e w

V i e w

Select Data Source |

C h a n g e

C h a r t d a t ar a n g e :

click to add a new data series to the chart I

II

J f & l

i

S a v e As

C h a r tT y p e T e m p l a t e

S w i t c h

C h a r t L a y o u t s ^

Chart 1

S w i t c hR o w C /o h j mI

B

H o r i z o n t a l ( C a t e g o r y ) A x i sL a b e l s

national values are

|| XBPnove ] -

Mrneapoks

S i n g l e u n i t 1u n i t , d e t a c h e d

shown in red columns

S i n g l e u n i t 1u n i t , a t t a c h e d

data series in the i

S e l e c t

R o w C /o l u m n D a t a

column chart

M u l t u n i t s 2u n i t s M u l tu n i t s 3 or 4 u n i t s

17

M u f t iu n i t s 5 to 9 u n i t s

18

Hjdden and Empty Gels

structure Types

"i6

O K

19 20 21

) C l i c k the Add button. T h e E d i t Series d i a l o g b o x o p e n s . In t h i s d i a l o g b o x , y o u s p e c i f y the n a m e o f t h e n e w d a t a series a n d its r a n g e o f data values.

i n

1

24

C 3 0

• Mil

I

22

O l O i n

25 26

S i n g l e u n i t

27

| W i t h the insertion p o i n t in the Series n a m e b o x , click the Structure Types sheet tab, and then click cell D3. T h e cell with the series n a m e is entered. I Press the Tab key t o move the insertion point t o

Modifying Lines and Data Markers Y o u can change the appearance o f the lines and data

the Series values b o x . In the w o r k s h e e t , select the

markers in a line chart. Y o u do this with the M a r k e r

range D4:D12. See E x h i b i t 1 6 - 3 0 .

O p t i o n s in the F o r m a t D a t a Series dialog b o x . F o r

Chapter

16: Inserting

and

Formatting

Charts

I

example, y o u c a n remove the lines connecting categories when they have n o meaning. Y o u can also change the shape a n d size o f the marker itself, such as changing

Exhibit 16-33

Line chart with lines and

data markers

square m a r k e r s t o horizontal line markers at each data point.

Design

Layout

ACTIVITY

Axes

Modify lines and data markers.

(Jj Chart Wall -

3

\M Chart Floor -

Plot Area ~

Axes

In the S u m m a r y Report worksheet, select the Price History chart. Select the line for the Median data

Gridlines

J 3-D Rotation

Chart Name: J T ^ | M L'nes • —

Chart 1

| Up Down Bars -

Trendline

Background

P r o p e r t i e s

l l g Error Bars • A n a l y s i s

J

H

J

1

series t o select it. ^

* o^ & 3

Format [gjj|

K

| L

M

I

1

Price History

O n the R i b b o n , click the Chart Tools Layout tab.

$400

In the C u r r e n t Selection group, click the Format

$350

M

-25th

c

Selection button. T h e F o r m a t D a t a Series dialog

P e r c e n t i l e

S $300 3

box opens.

—

jl $250

Q| O n the left side of the dialog b o x , click Line Color. O n the right side o f the dialog b o x , click the No line option button t o remove the line from the

I

$200

*

$150

_

$100

chart. O n the left side o f the dialog b o x , click Marker Options. O n the right side o f the dialog b o x , click the Built-in option button. Y o u c a n n o w select the

median values displayed as data markers with no connecting lines

type a n d size o f the marker. ^

C l i c k the Type box arrow, and then click the short horizontal line (the sixth m a r k e r in the list).

^

Click the Size down arrow so 4 appears in the b o x . See E x h i b i t 1 6 - 3 2 .

Exhibit 16-32 Marker Options in the Format Data Series dialog box

LOI6.8 INSERTING AND FORMATTING SPARKLINES

A

sparkline is a graph that is displayed within a cell. T h e goal o f a sparkline is t o c o n v e y a large

a m o u n t o f graphical information within a very small space. T h e y don't include c h a r t elements such as leg-

F o r m a t D a t a S e r i e s

Series Opbons M a r k e r Options Marker F Line Color Line Style Marker Line Color Marker Line Style

ends, titles, gridlines, or a x e s . Y o u c a n c r e a t e three types o f sparklines: •

A line sparkline, used t o highlight trends

•

A c o l u m n sparkline, used f o r c o l u m n c h a r t s

•

A win/loss sparkline, used t o highlight positive and negative values E x h i b i t 1 6 - 3 4 shows examples o f each type o f

I Click Close. T h e M e d i a n values appear on the chart as data markers without a line.

sparkline. T h e line sparklines s h o w the sales history o f each department and all four departments f o r a c o m puter manufacturer. T h e sparklines s h o w the recent

I In t h e c h a r t , deselect the Median data series. See Exhibit 1 6 - 3 3 .

sparkline A graph that is displayed within a cell.

I Save the w o r k b o o k .

Chapter

16:

Inserting

and

Formatting

Charts

w h i c h a r e also a v a i l a b l e in t h e Style g r o u p . T h e only

Exhibit 16-34 Examples of sparklines A

line sparklines

B

C

Sales b y D e p a r t m e n t (sales in millions) Current Department S 29.4 Laptops $ 13.2 Printers $ 13.0 Monitors $ 11.5 Peripherals 67.1 All Departments $

1 2 3 4 5 6 7

s e p a r a t e s positive values f r o m negative values. C l i c k the A x i s b u t t o n in the G r o u p g r o u p , and then c l i c k Show Axis.

1-Year

T o remove sparklines f r o m the worksheet, select

—-—I

the sparkline or sparklines t o delete. O n the Sparkline

3 Seattle 4 Buenos Aires 5 Moscow 6 Melbourne

37.7°C 54.0'C 14.3 C 47.4°C #

Tools Design t a b , in the G r o u p group, click the Clear

*s_X^~

c B Temperature Record Yearly Monthly

A 1 2 City columns parklines

o t h e r f e a t u r e y o u c a n add t o a s p a r k l i n e is an a x i s , w h i c h f o r s p a r k l i n e s is simply a h o r i z o n t a l line t h a t

_...llllll.. III. .11 . Illl. _-.ll

i

button.

ACTIVITY Insert and format sparklines. M a k e the Metro Population worksheet the active sheet. Select the range D4:D8. TM O n the R i b b o n , click t h e Insert tab. In the S p a r k l i n e s g r o u p , c l i c k t h e Line button. T h e C r e a t e S p a r k l i n e s d i a l o g b o x o p e n s with

win/loss sparklines

Cutler Tigers Apsburg Hawks Central City Spartans Liddleton Lions

10-2

the insertion p o i n t in t h e D a t a R a n g e b o x .

8-4 6-6

T h e l o c a t i o n range is a l r e a d y entered because

i

you selected it b e f o r e o p e n i n g t h e dialog b o x . See E x h i b i t 1 6 - 3 5 .

temperature

averages

f o r four

cities.

Temperatures

above 0 ° C are in blue c o l u m n s ; temperatures below 0 ° C are in red c o l u m n s that extend d o w n w a r d . Finally, the win/loss sparklines reveal a snapshot o f the season results f o r four sports t e a m s . W i n s are displayed in blue; losses are in red. Sparklines can be inserted anywhere within the w o r k b o o k and can represent data from several rows or c o l u m n s . T o create a set o f sparklines, you first select a

Exhibit 16-35 Create Sparklines dialog box

select the range that contains the data for the sparklines

Create Sparklines Choose the data that you want Qata Range: | Choose where you want the sparklinestobe placed Location Range: SD S4: SO 58

data range containing the data you w a n t t o graph, and

Cancel

then you select a location range where you w a n t the sparklines to appear. N o t e that the cells in which you insert the sparklines need n o t be blank. Sparklines are added as part o f the cell b a c k g r o u n d and do n o t replace any cell content.

range in which to place the sparklines

T h e S p a r k l i n e T o o l s D e s i g n t a b provides o p t i o n s for f o r m a t t i n g t h e a p p e a r a n c e o f s p a r k l i n e s . S p a r k lines c a n s h o w d a t a m a r k e r s t o identify the high a n d l o w p o i n t s , n e g a t i v e p o i n t s , first a n d last p o i n t , a n d all p o i n t s . J u s t select t h e c h e c k b o x e s f o r t h e m a r k ers y o u w a n t t o display in t h e S h o w g r o u p . As with

| With the insertion point in the D a t a R a n g e b o x , click the Population History sheet tab, and then select the range B4:E8 t o enter the range that c o n tains the data t o chart.

o t h e r c h a r t s , t h e Style gallery in t h e Style g r o u p p r o -

| Click OK. Sparklines are inserted into each cell in

vides built-in styles f o r s p a r k l i n e s . In a d d i t i o n , y o u

the selected location range. T h e Sparkline Tools

c a n specify t h e s p a r k l i n e c o l o r a n d the m a r k e r c o l o r ,

Design t a b appears on the R i b b o n .

S p a r k l i n e

G r o u p s

Sparklines can be grouped or ungrouped. Grouped sparklines share a common format. Ungrouped sparklines can be formatted individually. When you create sparklines, all of the sparklines in the location range are part of a single group. Clicking any cell in the location range selects all of the sparklines in the group. Similarly, any formatting you apply affects all the sparklines in the group. This ensures that all the sparklines for related data are formatted consistently.

I O n the Sparkline

You can differentiate one sparkline in a group by formatting that sparkline differently. First, select the individual sparkline you want to format. Then, on the Sparkline Tools Design tab, in the Group group, click the Ungroup button. The selected sparkline is split from the rest of the sparklines in the group. Finally, apply a unique format to the selected sparkline. To regroup the sparklines, select all of the cells in the location range containing sparklines, and then click the Group button in the Group group.

^ T i p : O n the Sparkline Tools Design tab, in the Style group, click the Sparkline Color button to c h a n g e the sparkline color a n d click the Marker Color button to c h a n g e the data marker color.

T o o l s Design t a b , in the S h o w g r o u p ,

click the High Point

check box and the Low Point check box to display markers for the high and low points within each sparkline.

that c a n b e

i

v i e w e d at

^^^^^^^^^ t h a n large

a n d

luttered g r a p h s .

| O n t h e S p a r k l i n e T o o l s D e s i g n t a b , in the Style l o i 6

g r o u p , c l i c k the More button Q . In the Style gallery, in the s e c o n d row, c l i c k Sparkline Style Accent 5, Darker 2 5 % . T h e line c h a n g e s t o d a r k

9

I n s e r t i n g a n d

D a t a

B a r s

A

blue a n d t h e m a r k e r s c h a n g e t o o r a n g e . See Exhibit 1 6 - 3 6 .

Exhibit 16-36 Line sparklines with data markers

Line

Column Win/Loss

ground o f a cell c o n t a i n i n g range o f cells, the data bars

High Point

O

S

Low Point

•

O

Negative Points •

have the s a m e a p p e a r a n c e as

First Point

a bar c h a r t w i t h each cell c o n -

Last Point Markers

J3

Style

Show

1 I T 3 4 5 6 7 8

values in the selected range.

1 C Minneapolis Real Estate '

B

Cells with larger values have longer b a r s ; cells with smaller

Population of Metro Cities (as of 12-31-13)

City Minneapolis St. Paul Bloomington Plymouth Brooklyn Park 9 Total Population

Population 385,542 281,262 82,960 72,878 68,610 891,252

taining o n e bar. T h e lengths o f data b a r s are based on the

D4

A

f o r m a t t i n g t h a t adds a

a number. W h e n applied t o a

Type

A

data bar is conditional

horizontal b a r t o the b a c k -

sparkline styles

selected data markers show on sparklines £2

M o d i f y i n g

values have s h o r t e r b a r s . D a t a

30-Year History

^

~-—

r

data bar Conditional formatting that adds a horizontal bar to a cell's background that is proportional in length to the cell's value.

' sparklines with high point and low point markers

Chapter

16:

Inserting

and

Formatting

Charts

Exhibit 16-37

Data bars added to the

Structure Types worksheet bars are dynamic, which means that if o n e cell's value c h a n g e s , the lengths o f the data bars in the selected range are automatically updated. W h e n data bars are used with negative values, the data bars originate from the center o f the cell with negative bars extending t o the left and positive bars extending t o the right.

Clipboard

«

Jfc

C4

T h e lengths o f the data bars are determined based

A

on the values in the selected range. T h e cell with the

45.3%

B

largest value contains a data b a r that extends across

Minneapolis Real Esta

the entire width o f the cell, a n d the lengths o f the other

Structure Types (as of 12-31-13)

bars in the selected range are determined relative to that bar. In some cases, this m e a n s that the longest data bar overlaps the cell's data value, m a k i n g it difficult t o read. You c a n modify the length o f the data bars by altering the conditional formatting rule. D a t a bars are always placed in the cells containing the value they represent, a n d each cell represents only a single bar.

data bars

4 5 6 7 8 9 10 11 12

1 UNT I, DETA>H^D 453 .0% ^603 .0% 1 UNT I, ATTACHED^ 33 .0% 56 .0% 2 UN TIS 110 .0% 43 .0% 3O R 4 UN TIS 49 .0% 47 .0% 5T O 9 UN TIS 39 .0% 47 .0% 10 T O 19 UN TIS 86 .0% 40 .0% 20 O RM O R E UN TIS228 .0% 86 .0% MOB LE I H O M E 02 .0% 76 .0% BOAT/RV/VAN 00 .0% 02 .0%

Single unit Multi units

Other

ACTIVITY Add data bars. HP

largest value in range has longest bar, filling the cell

(In the Value row, in the M a x i m u m b o x , type 0.75.

M a k e the Structure Types worksheet the active sheet. Select the range C4:D12. On the H o m e t a b , in the Styles group, click the Conditional Formatting button, and then point t o

T h e rule n o w sets the m a x i m u m value for the data bar t o 0 . 7 5 , or 7 5 percent. All data bar lengths will then be determined relative t o this value. See Exhibit 1 6 - 3 8 .

Data Bars t o display the D a t a Bars gallery. |Q) In the Gradient Fill g r o u p , click Orange Data Bar. T h e data bars are added t o the selected cells. See

Exhibit 16-38

Edit Formatting Rule

dialog box

E x h i b i t 1 6 - 3 7 . T h e data bars in E x h i b i t 1 6 - 3 7 present essentially the same information as the

Edit Formatting Rule

column chart you created earlier. However, the

Select a Rule Type:

data bars have the advantage o f being c o m p a c t and integrated with the values in the Structure Types data.

• Format all cells based on their values Format only cells that contain

/

• Format only top or bottom ranked values • Format only values that are above or below average • Format only unique or duplicate values

On the H o m e t a b , in the Styles g r o u p , click the Conditional Formatting button, and then click Manage Rules. T h e Conditional F o r m a t t i n g Rules M a n a g e r dialog b o x opens. Current Selection

appears in the S h o w for-

matting rules f o r b o x .

data b a r rule t o proportionally reduce the lengths of the data b a r s . | In the Type r o w , click the Maximum box arrow, and then click Number.

Inserting

Format all cells based on their values: Format Style:

Data Bar

and

Formatting

Charts

[V]

^ Minimum

¥alue: \ (Automat*)

Type:

Automatic

Fjll Gradient F l g |

"""Show Bar Only Maximum^

Bar Appearance:

Rule dialog b o x opens. Y o u w a n t t o modify the

16:

• Use a formula to determine which cells to format Edit the Rule Description:

Minimum defines the value used for the shortest data bar

| Click the Edit Rule button. T h e Edit Formatting

Chapter

hides the cell value, showing only the data bar

Color

[•]

|V|

•1Bopler ^KL

|BH|dh|

Negative Value and AXIS...

Number

Sold Border

Bar Direction:

Gotar Q

Context

m _0

Maximum defines the value used for the longest data bar

I Click OK in each dialog b o x . T h e longest data bar n o w spans three-fourths o f the cell width. See Exhibit 1 6 - 3 9 .

6.

W h y w o u l d you change t h e scale o f a c h a r t axis?

7.

W h a t are m a j o r tick m a r k s a n d m i n o r tick m a r k s ?

8.

W h e n should you use a line c h a r t instead o f a

I Save the w o r k b o o k , and then close it.

column chart? 9.

W h a t is a c o m b i n a t i o n c h a r t ? D e s c r i b e h o w t o create a c o m b i n a t i o n c h a r t .

Exhibit 16-39 Edited data bars

1 0 . W h a t does it mean to overlay a c h a r t title o r legend? Data

Page Layout *

Calibri

B

- u

'A

View

A'

$

I

data? 1 2 . H o w d o y o u add a data series t o an already existing c h a r t ?

Jfc 45.3%

D

C

B

A

- '

Alignment

• (-

1 1 . H o w d o y o u update a c h a r t after editing t h e c h a r t

Percent

Font

C4

Re

1 3 . W h a t are sparklines? Describe the three types o f

Minneapolis Real Estate 1 2

sparklines.

Structure Types (as of 12-31-13)

1 4 . W h a t are data bars? Minneapolis

3

4 Single unit 5 6 Multi units 7 8 9 10 11 Other 12

1 unit, detached / 1 unit, attached / 2 units / 3 or 4 units / 5 to 9 units 10 to 19 units , 20 or more units / Mobile home / Boat/RV/Van /

45.30%

3.30% 11.00% 4.90% 3.90% 8.60% 22.80% 0.20% 0.00%

National

60.30%|| 5.60% 4.30% 4.70% 4.70% 4.00% 8.60% 7.60% 0.20%

1 5 . H o w d o data bars differ f r o m sparklines?

Practice It Practice It 16-1 1.

1

O p e n the data file Hot located in t h e C h a p t e r 16\ Practice It folder. Save the w o r k b o o k as Hot

Springs Resorts. data bar lengths are expressed relative to a maximum value of 75%

longest data bar covers less than three-fourths of the cell

2.

In the D o c u m e n t a t i o n w o r k s h e e t , enter y o u r n a m e in cell B 3 a n d the date in cell B 4 .

3.

In the Usage D a t a w o r k s h e e t , select the range B 4 : E 4 ; B 1 7 : E 1 7 . Insert a pie c h a r t using the Pie c h a r t type in the 2 - D Pie section in the C h a r t s gallery.

Quiz Yourself 1.

2.

4.

C h a r t s w o r k s h e e t . R e p o s i t i o n a n d resize the c h a r t t o cover the range A 3 : F 1 4 .

W h a t is the difference between a data source and a data series?

5.

Change the c h a r t style o f t h e p i e c h a r t t o Style 3 1 .

W h a t is the difference between the c h a r t area and

6.

C h a n g e the c h a r t layout o f the pie c h a r t t o Layout 6.

the plot area? 3.

In w h a t t w o locations c a n y o u place a chart?

4.

If a data series contains values divided into 1 0

7.

pie c h a r t o r a column chart? W h y ? W h a t is a c o l u m n chart, and h o w is a b a r c h a r t different?

C h a n g e t h e c h a r t title t o Total Annual Usage. C h a n g e t h e f o n t size o f t h e c h a r t title t o 12 points.

c a t e g o r i e s , w o u l d this data be better displayed as a

5.

M o v e the embedded pie c h a r t t o t h e S u m m a r y

8.

Position the legend t o the left o f the pie c h a r t . C h a n g e the border c o l o r o f the legend t o a solid line using the Black, T e x t 1 t h e m e color.

Chapter

16: Inserting

and

Formatting

Charts

9.

C h a n g e the data labels t o appear on the outside

2 4 . O n the sparklines, show the high point and l o w point markers.

end o f the pie chart. 1 0 . In the Usage Data w o r k s h e e t , select the range

2 5 . Change the sparkline style t o Sparkline Style Accent 5 , D a r k e r 2 5 % .

A 4 : E 1 6 . Insert a c o l u m n c h a r t using the 3 - D Clustered Column c h a r t type in the 3 - D C o l u m n section in the C h a r t s gallery.

2 6 . Select the range F 5 : F 1 6 , a n d then insert data bars using the O r a n g e D a t a B a r option in the Gradient Fill section o f the gallery.

1 1 . M o v e the embedded c o l u m n chart t o the Summary Charts w o r k s h e e t . R e p o s i t i o n and resize the embedded c o l u m n c h a r t t o cover the range A16.-M32.

2 7 . Save the w o r k b o o k , and then close it.

Practice It 16-2

1 2 . Change the c h a r t style o f the c o l u m n chart t o Style 3 1 .

1.

Open the data file World located in the Chapter 16\Practice It folder. Save the w o r k b o o k as World

1 3 . Change the c h a r t layout o f the c o l u m n chart t o Layout 3 .

Steel Production. 2.

1 4 . Change the c h a r t title t o Amenities Usage By Month. Set the font size o f the chart title t o 1 2 points.

In the D o c u m e n t a t i o n w o r k s h e e t , enter your name in cell B 3 and the date in cell B 4 .

3.

In the Production by C o u n t r y worksheet, select the range A 5 : A 1 0 ; N 5 : N 1 0 . Insert a pie chart using

1 5 . Add a primary vertical axis title t o the column

the Pie chart in the 2 - D Pie section in the Charts

chart as a rotated title. E n t e r Attendance as the vertical axis title.

gallery. 4.

1 6 . Change the axis scale o f the c o l u m n chart so that

M o v e the embedded pie c h a r t t o the Summary Charts worksheet. R e p o s i t i o n a n d resize the chart

the m a x i m u m is 9 0 0 .

to cover the range A 4 : F 1 5 .

1 7 . In the Usage D a t a w o r k s h e e t , change the m o n t h labels in the range A 5 : A 1 6 t o the full m o n t h names. Change the value in cell E 5 t o 9 6 . In the

5.

Change the chart style o f the pie c h a r t to Style 4 2 .

6.

Change the chart layout o f the pie chart t o Layout 6 .

Summary Charts w o r k s h e e t s , m a k e sure the charts updated t o reflect the n e w totals.

7.

title. Change the font size o f the c h a r t title to 1 2

1 8 . In the Usage D a t a w o r k s h e e t , select the range

points.

A 4 : A 1 6 ; F 4 : F 1 6 . Insert a line chart using the Line chart type in the 2 - D Line section in the Charts

Enter Total Steel Production by Country as the chart

8.

gallery.

Position the legend at the left o f the pie chart. Change the border c o l o r o f the legend to a solid line in the W h i t e , B a c k g r o u n d 1 theme color.

1 9 . M o v e the embedded line c h a r t t o the Summary Charts worksheet. R e p o s i t i o n and resize the embedded column c h a r t t o cover the range G 3 : M 1 4 .

9.

In the Production by C o u n t r y worksheet, select the range A 4 : M 1 0 . Insert a c o l u m n chart using the Clustered C o l u m n chart in the 2 - D Column sec-

| 2 0 . R e m o v e the legend f r o m the line chart. 2 1 . Add a chart title a b o v e the c h a r t . Change the chart title t o Total Monthly Usage. Set the font size o f the

tion in the Charts gallery. 1 0 . M o v e the embedded c o l u m n c h a r t to the Summary Charts worksheet. R e p o s i t i o n and resize

chart title to 1 2 points. | 2 2 . Change the axis scale o f the line chart t o a minim u m o f 7 5 0 a n d a m a x i m u m o f 2 , 1 5 0 with a m a j o r unit o f 2 5 0 .

the embedded column c h a r t t o cover the range A17:K33. 1 1 . Change the chart style o f the c o l u m n chart to Style 4 2 .

2 3 . In the Usage D a t a w o r k s h e e t , in the range G 5 : G 1 6 , insert line sparklines based on the data range B 5 : E 1 6 .

1 2 . Insert a chart title using the Centered Overlay Title option. Change the c h a r t title t o Steel Production by Country and Month. Set the f o n t size o f the chart title t o 1 2 points.

Muf^^^

Chapter

16: Inserting

and

Formatting

Charts

1 3 . C h a n g e the border color o f the legend to a solid

4.

line in the W h i t e , Background 1 theme color. 1 4 . C h a n g e the fill c o l o r o f the plot area t o a gradient

out a n d c h a r t style. 5.

to a line.

(Hint: Select the Asia data series. O n the

C h a r t T o o l s Design t a b , in the Type group, click

Insert an appropriate c h a r t title f o r the c h a r t , a n d then change the font size as needed.

fill. C h a n g e the fill direction t o Linear D o w n . 1 5 . In the c o l u m n chart, change the Asia data series

F o r m a t the c h a r t using an a p p r o p r i a t e c h a r t lay-

6.

Add appropriate axis titles, a n d c h a n g e the font sizes as needed.

7.

Position the legend appropriately, a n d c h a n g e its

the C h a n g e C h a r t Type button. In the C h a n g e

font size, border color, fill color, a n d so f o r t h as

C h a r t Type dialog b o x , in the Line group, click

desired.

Line, a n d then click O K . )

8.

cell H 6 , insert a line sparkline based on the data range B 1 1 : M 1 1 in the Production by C o u n t r y worksheet.

9.

Add vertical gridlines to the m a j o r tick m a r k s in the c h a r t .

1 0 . F o r m a t the plot area t o use an attractive fill.

1 7 . O n the sparkline, show the high point and l o w point m a r k e r s .

1 1 . C h a n g e the data series as needed so that each data series uses a distinct data m a r k e r fill a n d line color.

1 8 . C h a n g e the sparkline style t o Sparkline Style Colorful # 1 . 1 9 . C h a n g e the sparkline type t o C o l u m n .

C h a n g e the axis scale as needed t o eliminate b l a n k areas o f the c h a r t .

1 6 . In the S u m m a r y Charts w o r k s h e e t , in the merged

(Hint: O n

1 2 . In the W e a t h e r worksheet, edit t h e t e x t in cell A 6

to Partly Cloudy. 1 3 . In the W e a t h e r worksheet, based o n t h e data in the

the Sparkline Tools Design t a b , in the Type group,

range A 5 : A 8 ; N 5 : N 8 , insert a pie c h a r t . R e p o s i t i o n

click the C o l u m n button.)

and resize the chart attractively o n t h e W e a t h e r

2 0 . Save the w o r k b o o k , and then close it.

worksheet. 1 4 . F o r m a t the pie chart attractively, using the c h a r t layout, c h a r t style, chart title, legend, a n d data labels o f your choice.

On Your Own On Your Own 16-1 1.

O p e n t h e data file Portlandia located in the C h a p t e r 16\On Your O w n folder. Save the w o r k b o o k as Portlandia Skies.

2.

In the D o c u m e n t a t i o n worksheet, enter your n a m e in cell B 3 a n d the date in cell B 4 .

3.

In the W e a t h e r worksheet, based on the data in the range A 4 : M 8 , insert an appropriate c h a r t (such as

1 5 . In the W e a t h e r worksheet, in t h e cells o f y o u r c h o i c e , insert a line or c o l u m n sparkline for each o f the following data: Clear (range B 5 : M 5 ) , Partly Cloudy (range B 6 : M 6 ) , C l o u d y (range B 7 : M 7 ) , and R a i n y (range B 8 : M 8 ) . F o r m a t the sparklines appropriately and enter labels t o identify each sparkline. 1 6 . In the W e a t h e r worksheet, insert data bars in the range N 5 : N 8 . 1 7 . Save the w o r k b o o k , and then close it.

a c o l u m n c h a r t , line chart, o r b a r c h a r t ) . M o v e the embedded c h a r t to a chart sheet named Average

Days Chart.

Chapter

16:

Inserting

and

Formatting

Charts

ADDITIONAL STUDYTOOLS Chapter

16

IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

Complete additional end-of-chapter exercises

^

Study t e a r - o u t C h a p t e r Review Card

^

T a k e p r a c t i c e quiz t o p r e p a r e f o r t e s t s

^

R e v i e w key t e r m f l a s h c a r d s ( o n l i n e , p r i n t a b l e , a n d audio)

^

Play " B e a t t h e C l o c k " a n d " M e m o r y " t o quiz yourself

^

W a t c h the videos "Select C h a r t Elements," "Move an E m b e d d e d C h a r t t o A n o t h e r Sheet," " C h a n g e t h e C o l o r of a D a t a S e r i e s , " " F o r m a t a Column C h a r t , " "Change t h e Axis Scale and Title," "Add a D a t a S e r i e s t o a n Exisiting C h a r t , " "Insert and Format Sparklines," and m o r e

i

CAPSTONE

Excel: Create a Budget 1. Plan a budget workbook. Identify the workbook's purpose or goal. Figure out the data you need to collect and enter in the workbook (for this project you can use real or fictional data). Determine what calculations you need to enter in the workbook. Decide how the workbook should be organized and formatted. Create a new workbook for the financial data. Use the first worksheet as a documentation sheet that includes your name, the date on which you start creating the workbook, and a brief description of the workbook's purpose. Format the worksheet appropriately. 3. Use a second worksheet to create the budget. Enter appropriate labels to identify the data the budget will include. Include a section to enter values that remain consistent from month to month, such as monthly income and expenses. You can then reference these cells in formulas. 4. In the budget worksheet, enter the data on which the budget will be based. Be sure to enter realistic earnings for each month of the year and realistic expenses for each month. Apply appropriate number formats and styles to the values. 5. In the budget worksheet, enter formulas and functions to calculate the total earnings each month, the average monthly earnings, and the total earnings for the entire year. Also, calculate the total expenses for each month, the average monthly expenses, and the total expenses for the year. 6. Calculate the monthly net cash flow (the value of total income minus total expenses). 7. Use the cash flow values to track the savings throughout the year. Use a realistic amount for savings at the beginning of the year. Use the monthly net cash flow values to add or subtract from this value. Project the end-of-year balance in savings under your proposed budget. 8. Format the budget worksheet by changing fonts, font sizes, font colors, borders, cell styles, fill colors, and so forth as needed to make the worksheet

attractive, ensure it is easy to read and interpret, and have a uniform appearance. Use conditional formatting to automatically highlight negative net cash flow months. 10. Insert a pie chart that compares the monthly expenses for the categories. 1 1 . Insert a column chart that charts all of the monthly expenses regardless of the category. 12. Insert a line chart or sparkline that shows the change in the savings balance throughout the 12 months of the year. 13. Insert new rows at the top of the worksheet and enter titles that describe the worksheet's contents. 14. Use a third worksheet to plan for a major purchase, such as a car or a computer. Determine the amount of the purchase and the current annual interest rate charged by your local bank. Provide a reasonable length of time to repay the loan, such as five years for a car loan or 20 to 30 years for a home loan. Use the PMT function to determine how much you would have to spend each month on the payments for your purchase. You can do these calculations in a separate worksheet. 15. Add the loan information to the monthly budget and evaluate the impact of the purchase of this item on the budget. Examine other possible loans and evaluate their impact on the budget. If the payment exceeds the budget, reduce the estimated price of the item being purchased until you determine an affordable monthly payment. 16. Format the worksheets for your printer. Include headers and footers that display the workbook file name, the workbook's author, and the date on which the report is printed. If the report extends across several pages, repeat appropriate print titles on all of the pages, set page breaks and orientation as needed, and include page numbers and the total number of pages on every printed page. 17. Save the workbook, and then close it.

Chapter

16:

Inserting

and

Formatting

Charts

Working with the Excel W e b App Similar to the Word Web App, you can use the Excel Web A p p to view or edit Excel workbooks on SkyDrive. When you edit a workbook in the Excel Web App, you can apply basic formatting, perform calculations, and create charts. You can use functions; however, you need to know the function you want to insert as the Formulas tab and the Insert Function dialog box are not available. The Excel Web App, however, does contain a valuable feature not available in the Word or PowerPoint Web Apps. The Excel Web A p p allows co-authoring, a feature that allows you to edit a workbook stored in a SkyDrive folder at the same time as a colleague. To allow someone to co-author a workbook, you must share the file with that person. To do this, store the file in a shared folder to which the person has access, or, if you create a file in the Web App, edit the permissions of the file to make it a shared file. To do this, click the Share link in the list of commands at the top of the window (see Exhibit 16-40); or when you point to the file, click the Share link that appears, and then click Edit permissions on the menu. On the Edit permissions page (shown in Exhibit 16-41), you can use the slider bar to allow everyone to view the file or to allow just your friends as listed on your Windows Live ID account and their friends to view the file. Or you can give permission to all your friends or only to specific friends to edit the file. Finally, you can give permission to specific people not in your friends list to view or edit a file. To send the link to the shared file to the people with whom you are sharing, click the Share link, and then click Send a link. After you have given someone editing privileges for an Excel workbook, you and that person can each log in to your own SkyDrive accounts and then open the file in the Excel Web App. When you co-author a workbook, the number of people currently co-authoring appears at the bottom of the window, and you can click this to see a list of their names or email addresses. See Exhibit 16-42. If either of you edits the workbook, the other will see the edit moments later.

Exhibit 16-40 Share link for a folder

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] Minneapolis Re; Get a link Embed Shared with: Everyo R S S f

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21 minutes ago

click to send the link of the shared folder to others

j

16: Inserting

and

Formatting

Charts

Search d o c u m e n t s

for this folder

a n d

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drag the slider to set new permission levels

Y o u ' r e s h a r i n g this folder. C l e a r these settings

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v i e w files

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Chapter

16: Inserting

and

Formatting

Chart

ACCESS 2010

Creating a D a t a b a s e

L e a r n i n g Objectives

INTRODUCTION

After studying the material in this chapter, you will be able to:

Data is a valuable resource t o any business. Important data for many businesses includes customers' names and addresses and contract amounts and dates. Organizing, storing, maintaining, retrieving, and sorting this type of data are critical activities that enable a business to find and use

L O 1 7 .1 Understand database concepts L O 1 7 . 2 Create a database L O 1 7 . 3 Work in Datasheet view

information effectively. Microsoft Access 2010 (or simply Access) is used t o enter, maintain, and retrieve related d a t a . Businesses often use Access to maintain such data as information a b o u t customers, contracts, and invoices, as well as

L O 1 7 4 Work with fields and properties in Design view LO17.5

Modify a table's structure

information about assets a n d inventory. L O 1 7 . 6 Close and open objects and databases

LO17.1 UNDERSTANDING

A

DATABASE CONCEPTS

database is an organized collection o f related information. For ex-

L O 1 7 . 7 Create simple queries, forms, and reports L O 1 7 . 8 Compact and repair a database

ample, a database containing information about a business might be

called Businesslnfo and a database containing information about personal finances, such as stock portfolio information, might be called MyFinances. Each piece o f data in a d a t a b a s e — t h a t is, a single characteristic or attribute o f a person,

place, object, event, o r idea—is stored in a field. F o r example, a database named Businesslnfo that contains information a b o u t a business's customers might include fields that contain the following customer data: I D number, first name, last n a m e , c o m p a n y n a m e , street address, city, state, Z I P code, and p h o n e number. Related fields are grouped into tables. A table is a collection o f related fields. E x -

Microsoft Access 2010 (Access) A computer application used to enter, maintain, and retrieve related data in a format known as a database. field A part of a database that contains a single characteristic or attribute of a person, place, object, event, or idea. table In Access, a collection of related fields.

17: Creating

ing fields that contain information

about

customers: C u s t o m e r l D , L a s t N a m e , FirstN a m e , and Phone. T h e content o f a field is the field value. In Exhibit 1 7 - 1 , the field values in the first

field value The content of a field.

Chapter

hibit 1 7 - 1 shows a table with the follow-

r o w for C u s t o m e r l D , L a s t N a m e , F i r s t N a m e ,

a

Database

t

Q Samp\e_\\\uess D /Xctwe

\

^c\dent Location

T

7\ \r\c\dent_\D D Country O State Q /\rea O Location

\ \ O^'

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tw)t_Ever)t

dentDate dentTime^ met Date fa!

0

v\v^ 0 ^

Hours

Exhibit 17-1 A database table

CustomerlD

record

2 3 4 5

LastName

FirstName

Sanders Runyon Bayers Heinen Chung

Lily Seth Jillian Aisha Mike

Phone (408)555-3999< (707)555-7032 (707)555-4309 (408)555-3323 (408)555-4428

Chapter

17:

Creating

a

Database

Exhibit 17-2 Database relationship between tables

Customer table

foreign key

primary key

i

CustomerlD 1 2 3 4 5

Invoice table

InvoiceNumber

Contract Number

1302-001 1304-002 1309-003 1402-004 1408-005 1409-006

1301-KS 1305-KF 1314-RR 1401-MP 1417-KS 131^-RR

InvAmount

InvoiceDate 2/15/2013 5/12/2013 9/29/2013 2/12/2014 8/28/2014 9/15/14

$500.00 $3,500.00 $3,500.00 $8,000.00 $6,500.00 $4,500.00

common

>ContractNumber

field

1301-KS 1302-KS 1305-KF 1307-RR 1314-RR 1315-MP 1318-KF 1401-MP 1417-KS

and Phone are, respectively: 1 ; Sanders; Lily; and ( 4 0 8 )

LastName Sanders Runyon Bayers Heinen Chung

CustomerlD"* ContractValue 1 5 3 2 5 2 5 2 4

$500.00 $14,000.00 $800.00 $620.00 $16,500.00 $690.00 $18,000.00 $20,000.00 $6,500.00

FirstName Lily Seth Jillian Aisha Mike

Phone (408)555-3999 (707)555-7032 (707)555-4309 (408)555-3323 (408)555-4428

DateSigned 2/9/2013 3/3/2013| 4/22/2013 7/7/2013 9/17/20134 9/30/2013 10/20/20134 1/26/2014 8/9/2014

three contracts for Mike Chung

eluded the table o f c u s t o m e r information shown in Exhibit 1 7 - 1 might also c o n t a i n a table named C o n -

555-3999. E a c h r o w in a table c o n t a i n s all the fields about a

tract that stores data a b o u t c u s t o m e r contracts, and

single person, place, o b j e c t , event, o r idea, and this is

a table named Invoice that stores data that is used t o

called a record. T h e table s h o w n in E x h i b i t 1 7 - 1 con-

create customer invoices. T o track the information for

tains five records.

each customer, each o f the three tables needs to have at

A database that c o n t a i n s m o r e than one related

least one field in c o m m o n . See E x h i b i t 1 7 - 2 .

table is a relational database. In a relational database,

In a r e l a t i o n a l d a t a b a s e , e a c h r e c o r d in a table

the tables are related t o each other using a common

must be unique. T o ensure t h a t e a c h r e c o r d in a table

field, which is simply a field that appears in more than

is unique, o n e o r m o r e fields in each table is desig-

one table. F o r example, a relational database that in-

nated as the p r i m a r y key. A primary key is a field, o r a c o l l e c t i o n o f fields, w h o s e values uniquely identify

record All the fields in a table about a single person, place, object, event, or idea; that is, a row in a table. relational database A database that contains a collection of related tables. common field A field that appears in more than one table. primary key A field, or a collection of fields, whose values uniquely identify each record in a table.

each r e c o r d in a t a b l e . N o t w o r e c o r d s c a n c o n t a i n the same value f o r the p r i m a r y k e y field. F o r e x a m p l e , in the C u s t o m e r table in E x h i b i t 1 7 - 2 , the C u s t o m e r l D field is the p r i m a r y key field. Usually a field such as the C u s t o m e r l D field is designated as the p r i m a r y key because n o t w o c u s t o m e r s will have t h e same C u s t o m e r I D number. T w o c u s t o m e r s m i g h t , however, have the same last n a m e , so y o u w o u l d n o t select the L a s t N a m e field as the table's p r i m a r y key b e c a u s e the

Chapter

17: Creating

a

Database

Database Management S y s t e m s A database management system (DBMS) is software used to create and maintain a database, control the storage of databases on disk, and facilitate the creation, manipulation, and reporting of data. A relational database management system (relational DBMS) is a DBMS that is used to create and maintain relational databases. Most database management systems, including Access, are relational database management systems. Specifically, a relational DBMS: • Allows you to create database structures containing fields, tables, and table relationships

Finally, a DBMS can handle massive amounts of data and can be used to create relationships among multiple tables.

disk storage

• Lets you easily add new records, change field values in existing records, and delete records • Contains a built-in query language, which lets you obtain immediate answers to the questions you ask about your data

A relational DBMS allows multiple users to share the same data. For example, the Businesslnfo database in the earlier example contains only one copy of the Customer, Contract, and Invoice tables, and all users can access those tables when they need information.

databai

4 store, retrieve, and protect data computer memory

query displays

• Contains a built-in report generator, which lets you produce professional-looking, formatted reports from your data printer

• Protects databases through security, control, and recovery facilities

last n a m e a l o n e might n o t uniquely identify e a c h rec o r d in t h e t a b l e . T o f o r m a relationship between t w o t a b l e s — t h a t is, to c o n n e c t t w o t a b l e s — t h e t w o tables must contain one c o m m o n field, a n d the c o m m o n field must be the primary key in at least one o f the tables being related. This is h o w the d a t a b a s e knows which record in one table is related t o w h i c h record or records in the other table o r tables. In E x h i b i t 1 7 - 2 , the c o m m o n field C u s t o m e r l D , the primary key in the C u s t o m e r table, is included in the C o n t r a c t table so that we c a n identify the c o n t r a c t s for each customer. T h e C u s t o m e r l D field is n o t the primary key in the C o n t r a c t table because a customer might have signed more than o n e c o n t r a c t . W h e n the primary key from o n e table is included in a n o t h e r table, it is called a foreign key. In the C o n t r a c t t a b l e , the C u s t o m e r l D field is a foreign key. Although a table m a y have only one primary key, it c a n have m a n y

An Access database can be two gigabytes in size, can contain up to 32,768 objects (tables, queries, forms, and so on), and can have as many as 255 people using the same database at the same time. database management system (DBMS) Software used to create databases and manipulate the data in them.

relational database management system (relational DBMS) A database management system in which data is organized as a collection of related tables. foreign key A field in a table that is a primary key in another table and that is included to form a relationship between the two tables.

foreign keys.

Chapter

17: Creating

a

Database

I

LO17.2 CREATING A DATABASE Create a new, blank database.

^ ~ \

\ •

j hen you start Access, the program opens in • Backstage view. F r o m B a c k s t a g e view, you c a n

get information a b o u t the current database, create a new database, or open an existing database. T o create a new database that does n o t c o n t a i n any data or objects,

Start Access. The program starts, and opens in Backstage view with the N e w t a b displayed and Blank database selected in the Available Templates pane.

you use the Blank database o p t i o n . If you need t o create

If the Access p r o g r a m w i n d o w is nor m a x i -

a database that c o n t a i n s o b j e c t s matching those found

m i z e d , click t h e Maximize button

in c o m m o n databases, such as databases that store data

Exhibit 1 7 - 3 .

about c o n t a c t s o r events, y o u c a n click Sample templates and use a template provided with Access. After you create o r open a d a t a b a s e , the Navigation Pane appears along the left side o f the Access window and displays all o f the tables, reports, and other objects in the database. It is the m a i n c o n t r o l center for opening and w o r k i n g with d a t a b a s e objects. Some people prefer t o w o r k with the N a v i g a t i o n Pane closed. Y o u can click the Shutter B a r Open/Close Button < [<J in the upper-right c o r n e r o f the N a v i g a t i o n Pane t o hide the pane, making m o r e r o o m on the screen f o r the right pane; click the Shutter B a r Open/Close Button [>>] t o redisplay the hidden pane. Any open table, report, o r other object appears in the right pane with a t a b that displays its n a m e . Y o u can open more than o n e o b j e c t at a time, and click the tabs to switch between t h e m . T h e selected t a b is orange.

I In the right p a n e , to the right o f the

See

^ k , T i p : To save the

File N a m e b o x , click the Browse button sS. T h e File N e w D a t a b a s e dialog b o x , which is the same as the Save As dialog b o x in other p r o g r a m s ,

d a t a b a s e in the l o c a t i o n specified in t h e r i g h t pane, select t h e text in the File Name box, type a n e w file n a m e , a n d t h e n click the Create button.

opens. T h e Save as type b o x displays M i c r o s o f t Access 2 0 0 7 D a t a b a s e s (or M i c r o s o f t Access 2 0 0 7 D a t a b a s e s ( * . a c c d b ) if your c o m p u t e r is set up to show file extensions). I Navigate t o the Chapter 17\Chapter folder or the drive and folder in which y o u will store the files you create in this b o o k .

UNDERSTANDING THE DATABASE FILE TYPE

! In the File name b o x , change the file name to Solar. I Click OK. T h e dialog b o x closes, and Solar.accdb

Access 2010 uses the .accdb file extension, which is

appears in the File N a m e b o x . Access added the

the same file extension used for databases created

file extension .accdb t o identify the file as an

with Microsoft Access 2007. To ensure compatibil-

Access 2 0 0 7 database.

ity between databases created with Access 2007 and Access 2010, new databases created using Access 2010 have the same file extension and file format as Access 2007 databases. This is why the File New Database dialog box provides the Microsoft Access 2007 Databases option in the Save as type box. In addition,

I Click the Create button. Access creates the new database, saves it t o the specified drive, and then opens an empty table n a m e d T a b l e l in Datasheet view. T h e T a b l e l table is listed in the Navigation Pane. See E x h i b i t 1 7 - 4 .

(Access 2007) appears in the

title bar next to the name of an open database in Access 2010.

SAVE YOUR FILES Remember to save your files to the drive and folder

Navigation Pane In Access, the main control center for opening and working with database objects.

Chapter

17: Creating

a

Database

where you are storing the files you create as you complete the steps in this book.

xhibit 17-3 Backstage view in Access [AT-

•

H

Sav.

External Data

Available Templates Q

S a v e D a t a b a s e As

—e

xI

Database Tools

Blank database

Blank database selected

H. S a v e O b j e c t As f|

-•-

Microsoft Access ^ Create

H o m e

O p e n C l o s e D a t a b a s e

I n f o

B l a n k web d a t a b a s e

R e c e n t

New tab

R e c e n t

d a t a b a s e

t e m p l a t e s

O f f i c e . c o m T e m p l a t e s

S a m p l e

My t e m p l a t e s

t e m p l a t e s [ S e a r c h O f f i c e . c o m for t e m p l a t e s

H

if ^ U 2 Ji

P r i n t

A s s e t s

S a v e & P u b l i s h

C o n t a c t s

I s s u e s &

N o n p r o f i t

P r o j e c t s

T a s k s

H e l p

jj O p t i o n s Q

F i l e N a m e

database file name

E x i t

1

-^Databasel C \ :U s e r s \ Y o u r N a m e \ D o c u m e n t s \

Create button

Exhibit 17-4 Access window

Browse button

Shutter Bar Open/Close Button

W3 Create

*/

External Data

ab Text

12 S a«.yf-. Number Currency

Search-. j S e o r c J T a b l e s

/

©«

_J Tabtel 4r

*

W

Field Size

Click

. (New)

Tablel

default primary key field

Navigation Pane

r — *

Default Value

record navigation bar

Table

f.

EihT

Tablel tab

(

rmat 0 / /o

LJ« Formatting , + . 0 . 0 0 • .00 +.0

click to create a new field

~ ~

ID

IP ft

default Tablel listed in Navigation Pane

identifies the current view

|

Add & Del/e

Objects All Access A

f

Name & Capti

More Fields ~

j Views

*

Fields

JJ

1

View

^

/ Database Tools

toAdd*\z~~

qU

„«

LJ U n i q u e LJ I n d e x e d

tfg, t — ' Validatioi •

Field Validation

A l l objects a n d fields in an A c c e s s

J

database must have a name. ust as in Word and E x c e l , a table is a grid o f columns and rows that c o n t a i n s d a t a . T h e data in a database

is stored in tables. T o create your database, you need to design a table and enter data into it. O n e way t o create and w o r k with tables is t o w o r k in Datasheet view. Datasheet view shows the table's

unique within a table, but it c a n be used again in another table.

contents as a datasheet. A datasheet displays the ta-

In Access, each field must be assigned a data type.

ble's contents in rows and c o l u m n s , similar t o a Word

A data type specifies the type o f data that may be en-

table or an E x c e l w o r k s h e e t . In Access, each column

tered for that

is a field, and each r o w is a r e c o r d . In Datasheet view,

and dates and times. F o r e x a m p l e , a field that will store

you c a n create fields and enter records, much like you

invoice dates will be assigned the Date/Time data type,

field—such

as t e x t , numbers, currency,

enter data in a W o r d table o r an Excel worksheet. W h e n

limiting users t o entering only dates and/or times in the

you first create a n e w d a t a b a s e , an empty table opens

field. Exhibit 1 7 - 5 describes the m o s t commonly used

in Datasheet view.

data types.

When

you create

a

table, keep in mind that you should divide all in-

Exhibit 17-5 Common data types

formation into its smallest useful part. F o r e x a m ple, instead o f including a

Data type

Description

Field size

Use for

person's full n a m e in o n e

Text

Letters, digits, spaces, and special characters

0 to 255 characters; default is 255

Names, addresses, descriptions, and numbers not used in calculations

Memo

Letters, digits, spaces, and special characters

1 to 65,535 characters; exact size is determined by entry

Long comments and explanations

Number

Positive and negative numbers that can contain digits, a decimal point, commas, and a plus or minus sign

1 to 15 digits

Fields that will be used in calculations, except those involving money

Date/Time

Dates and times from January 1,100 to December 31,9999

8 bytes

Currency

Monetary values

Accurate to 15 digits on the left side of the decimal point and to 4 digits on the right side

AutoNumber

Unique integer created by Access for every record; can be sequential or random numbering

9 digits

The primary key in any table

Yes/No

Values that are yes or no, on or off, and true or false

1 character

Fields that indicate the presence or absence of a condition, such as whether an invoice has been paid

Hyperlink

Text used as a hyperlink address

Up to 65,535 characters total

A link to a file or Web page, a location within a file or Web page, another field

field,

separate

the

first

name and the last n a m e into separate fields. W h e n you

name

should

a

field,

choose

a

you name

that describes the purpose or contents o f the field so you and other users c a n quickly tell w h a t the field stores. F o r example, you might

use

CustomerlD,

FirstName, LastName, and Phone as field names. A

field

name

must

be

Datasheet view The Access view that shows a table's contents as a datasheet.

datasheet Rows and columns in which a table's contents are displayed.

data type The type of data that can be entered for a field.

Chapter

17: Creating

a

Database

Planning a Table

HcM Contract!!) CustomerlD

Purpose Unique number assigned to each contract; will serve as the table's primary key Unique number assigned to each customer-, common -field that will be a foreign key to connect the Customer table Dollar amount for the contract Date on which the contract was signed

Before creating a table, you should plan what Contractsalue data it will store and VateSigned how that data will be organized. For example, a table to track information about a company's contracts might be organized based on the plan shown here. As shown in the plan, data about contracts will be stored in four fields, including fields to contain the contract ID, customer ID, contract value, and date signed. The ContractID field

will be the primary key for the table because each contract is assigned a unique contract number. The CustomerlD field is a foreign key that connects the information about contracts to customers. The data about customers and contracts will be stored in separate tables.

In a t a b l e , the column headers across the top o f the

After creating a blank table, you use the C l i c k t o

datasheet list the field names, and each r o w contains a

Add c o l u m n in the datasheet t o add fields. Y o u can also

unique r e c o r d .

use the options in the Add & Delete g r o u p on the T a b l e Tools Fields t a b on the R i b b o n to add fields t o your

Creating a Table in Datasheet Uiew

table. T o define a new field, you assign a d a t a type and

W h e n you create a table in D a t a s h e e t view, you first

the field n a m e in the column heading, click R e n a m e

need to create the empty table structure. A blank table

Field on the shortcut menu that o p e n s , type the new

is created automatically when you start Access and cre-

field n a m e , and then press the E n t e r o r T a b key.

enter a field n a m e . T o rename a field, you c a n right-click

ate a n e w d a t a b a s e . If you need t o create a new, blank

If a field n a m e is not completely visible in a data-

table in D a t a s h e e t view, click the Table button in the

sheet because the column is t o o n a r r o w , you c a n re-

Tables group on the Create t a b .

size the c o l u m n using the same t e c h n i q u e s you used for

Naming Tables and Fields Each table in a database and each field in a single table must have a unique name. Be sure to use descriptive names

HELLO my name is

that indicate what the _ _ ^ ^ _ _ ^ ^ ^ _ _ _ ^ field or table stores. For example, you might use Customer as a table name and CustomerlD, FirstName, and LastName as field names because these names describe their contents. In addition, when naming fields, keep in mind the following guidelines: m

• A field name can have up to 64 characters, including letters, numbers, spaces, and special characters, except for a period (.), exclamation mark (!), accent grave ( ), and square brackets ([ ]). ,

• A field name cannot begin with a space. • Capitalize the first letter of each word in a field name that combines multiple words (for example, InvoiceDate). • Use concise field names that are easy to remember and reference, and that won't take up a lot of space in the table datasheet. • Use standard abbreviations, such as Num for Number, Amt for Amount, and Qty for Quantity. • Give fields descriptive names so that you can easily identify them when you view or edit records. • Avoid using spaces in field names (even though Access allows them) because they can cause errors w h e n you perform other tasks.

Chapter

17:

Creating

a

Database

xhibit 17-6 Datasheet with field : NAME FOR EACH FE I LD TO MAKE IT EASIER FOR YON AND OTH 12 3 TO ENTER, VIEW, RECORD £ « External Data

Database Tools

J^) DatefieTime R Yes/No

Number Currency

:

All Access Objects

f

Search.

/

Tables H

columns in W o r d tables a n d E x c e l w o r k sheets: you c a n double-click the column border t o A u t o F i t the c o n t e n t s o r drag a column border t o change the c o l u m n

More Fields

/

Tablel

/

you can click a data type to select it

width t o any size you w a n t . W h e n you first create a table in D a t a sheet view, the first field in the datasheet is named ID and is identified as the primary key for the table. T h i s field is assigned the A u t o N u m b e r data type, which will add a unique number, beginning with 1 , t o the I D field as you enter each record in the table. If you w a n t , you c a n rename the primary key field, change its data type, and then type your o w n values f o r the primary key.

I Select Date & Time as the data type,

^ k , T i p : To c h a n g e a data t y p e in Datasheet

type Since as the

view, click the field

field n a m e , and then

w h o s e data type you

press the Tab key.

ACTIVITY

w a n t to c h a n g e , click

T h e list o f available

Create a table in Datasheet view. Q| In the datasheet, click the Click to Add column

t h e Data Type arrow in

data types appears

the Formatting g r o u p

for the next field.

o n t h e Table Tools

heading. T h e list o f available data types

Right-click the field

Fields tab, and then

appears.

name Since. O n the

click t h e new data

shortcut menu, click

type.

I Click Text to select the type o f data t o store in the field. A new field is added

^ k , T i p : Y o u can also a d d a f i e l d by clicking the appropriate data type button in the A d d &

t o the table and its placeholder name

Fieldl is selected in the column heading.

Delete g r o u p o n the Table Tools Fields tab, a n d then t y p i n g the field name.

Rename Field. T h e Since field name is selected. (Type CustomerSince and then press the Tab key. T h e list o f available data types appears for the next field. ) Right-click the field name ID. O n the shortcut menu, click Rename Field, type CustomerlD

| Type FirstName as the field n a m e , a n d then press the Enter key. T h e

and then press the

list o f available data types appears for the next

Tab key.

field so you c a n quickly add another field. See Exhibit 1 7 - 6 . I Select Text as the data type, type LastName as

) Double-click the

A

P r o b l e m ? If a menu opens, you clicked the arrow o n the C u s t o m e r S i n c e

CustomerSince

c o l u m n h e a d i n g . Click

column heading

the arrow a g a i n to

the field n a m e , a n d then press the Tab key. T h e

right border t o

close t h e m e n u , a n d

list o f available data types appears f o r the next

widen the column t o

then repeat Step 9.

field.

fit the contents.

Chapter

17:

Creating

a

Database

Sauing a Table

I In the T a b l e N a m e b o x , type Customer a n d then click OK. T h e C u s t o m e r t a b l e is saved in

A table is n o t stored in the database until y o u save it.

the d a t a b a s e a n d the t a b l e n a m e is u p d a t e d in

T h e first time y o u save a table, y o u should give it a

the N a v i g a t i o n Pane a n d o n t h e t a b l e ' s t a b . See

descriptive n a m e that identifies the information it con-

Exhibit 1 7 - 7 .

tains. Like a field n a m e , a table name c a n have 6 4 c h a r a c ters, including spaces. T o save the t a b l e , y o u click the Save button o n the Q u i c k Access T o o l b a r . W h e n you

^^^^^^^^^^^^^

Exhibit 17-7 Table

new table name on tab

saved with a new name

M M

save a t a b l e , y o u are saving its s t r u c t u r e — t h e

number

of fields, t h e field names, the c o l u m n widths in the datasheet, a n d so o n .

new table name in Navigation Pane

S a v i n g

a

Entering Records

D a t a b a s e

Unlike other Office programs, you do not need to save the database after you add or delete records. Access automatically saves changes to the active database when you change or add a record or close the database. Instead, clicking the Save button saves the design and format of an Access object such as a table. For example, if you add or delete fields, or change the width of a column in a datasheet, you need to save these changes. If you store your database on a removable drive, such as a USB drive, you should never remove the drive while the database file is open. If you do. Access will encounter problems when

fields and assigning data types, y o u c a n enter records. T o enter records in a table datasheet, y o u type t h e field values below the column headings f o r the fields. W h e n you start typing a value in a field, a pencil s y m b o l appears in the r o w selector at the beginning o f the r o w for the n e w record. T h e pencil s y m b o l indicates t h a t the record is being edited. O n e w a y a d a t a s h e e t differs f r o m W o r d t a b l e s a n d E x c e l w o r k s h e e t s is t h a t w h e n y o u a d d a r e c o r d t o a t a b l e , y o u m a y enter it o n l y in t h e n e x t a v a i l a b l e r o w . Y o u c a n n o t insert a r o w b e t w e e n e x i s t i n g records for the n e w r e c o r d . A s t a r s y m b o l |

•J

tries to save the database, which might damage the database.

After you create the structure o f a table by n a m i n g

appears

at t h e b e g i n n i n g o f t h e n e x t a v a i l a b l e r o w f o r a n e w record. W h e n the table contains m a n y records and you c a n n o t see t h e n e x t a v a i l a b l e r o w , y o u c a n c l i c k the N e w ( b l a n k ) r e c o r d b u t t o n

I on the record

n a v i g a t i o n b a r t o scroll t h e d a t a s h e e t t o t h e n e x t available row. If y o u mistype a field value o r need t o c h a n g e it,

Save and name a table. rL% O n the Q u i c k Access Toolbar, click the Save button « j T h e Save As dialog b o x opens with the default table name

you c a n c o r r e c t it. Click in the field t o p o s i t i o n t h e ^ k T i p : You can also use the Save a n d Save As c o m m a n d s in the navigation bar in Backstage view.

insertion p o i n t , use the B a c k s p a c e k e y o r D e l e t e k e y t o delete i n c o r r e c t t e x t , type the c o r r e c t t e x t , a n d then press the T a b key o r the E n t e r key. N o t e t h a t y o u c a n n o t edit the values in a field t h a t h a s t h e A u t o N u m b e r data type. R e m e m b e r that data is stored in the d a t a b a s e as

Tablel selected in

soon as you enter it. Y o u d o n o t need t o click the Save

the T a b l e N a m e b o x .

button t o save records.

Chapter

17: Creating

a

Database

(Type 3/17/14 and

U

Tab key. T h e year changes t o 2 0 1 4

In the first row o f the datasheet, click in the

even though you

FirstName column. T h e F i r s t N a m e column header

entered only the

is highlighted and the insertion point appears in

final t w o digits o f

the FirstName c o l u m n f o r the first record, ready

the year because the

for you t o enter the field value. ^

A

then press the

Enter records in a table.

CustomerSince field

Problem? If you see another date format for the CustomerSince field, your Windows date setting is different. Continue with Step 5; this difference will not cause any problems.

Type Lily and then press the Tab key. T h e field value

has the Date/Time

is entered and the insertion point moves to the

data type, which by

L a s t N a m e column for the first record. Access as-

default formats dates with four-digit years. T h e

signs the first primary key value. See Exhibit 1 7 - 8 .

first record is entered into the table, and the insertion point appears in the C u s t o m e r l D field for the second r e c o r d . T h e pencil symbol

Exhibit 17-8 First field value entered

is removed from the first r o w because the record in that r o w is

pencil symbol

no longer being edited. y

M

All Access Objects loach.

P Press the Enter key to move

Name & Caption Default Value Field Size 255

Modify Modify Lookups Expression St Properties

p ^ CustomerlD - FirstName •*

CustomerSince

to the F i r s t N a m e field in the second row, type Seth, press

the Enter key t o move to the L a s t N a m e field, type Runyon, press the Enter key to move to the C u s t o m e r S i n c e field,

^ftfew)

type 2-2-14, a n d then press the Enter key. T h e second record is

primary key value for first record

first field value entered

insertion point

entered, the n u m b e r 2 was assigned automatically to the C u s t o m e r l D field in the second row, and the third r o w is active,

) Type Sanders and then press the Tab key. Access

ready for a new record. Again, notice that the

enters the field value a n d moves the insertion

CustomerSince date you entered w a s changed to

point to the C u s t o m e r S i n c e c o l u m n .

match the Date/Time f o r m a t .

Copying R e c o r d s from Another A c c e s s Database After you created the Customer table, you entered re- file. Next, copy the records to the Clipboard. Then, with cords directly into the table's datasheet. You can also the table where you want to paste the data open in enter records in a table by copying and pasting records Datasheet view, select the next available row for a new in the same database or in a different datarecord, making sure the entire row is selected. Finally, base. To use this method, however, the tables must have paste the records into the table by clicking the Paste the same structure—that is, the tables must contain the button arrow in the Clipboard group on the Home tab, same fields, with the same design and characteristics, in and then clicking Paste Append. When a dialog box the same order. opens asking you to confirm that you want to paste To insert records from another table, first select the all the records, click Yes. The dialog box closes, and the records you want to copy. If the records are in a sec- pasted records are highlighted. ond database, you need to open the second database

from a table

I In the third r o w , enter Jillian as the

A

first n a m e , Connor as the last n a m e , and 6/15/2014 as the C u s t o m e r S i n c e date. | Click the field c o n t a i n i n g Connor.

Analyze t h e values t h a t P r o b l e m ? If y o u enter a value in the m i g h t o p e n with

field F i e l d

Size property a n d ensure the m o s t efficient

the p r o b l e m . If this

user

h a p p e n s , click the Enter new value option to h i g h l i g h t the field

used in W o r d and

to"determine t h e best

options for addressing

appears in the field.

techniques you've

b e stored in a N u m b e r

w r o n g field, a m e n u

T h e insertion point

| Use the s a m e editing

w i l l

with the incorrect value, a n d then t y p e t h e correct value.

^

Excel t o change the name to Bayers.

in a field defined with the N u m b e r o r C u r r e n c y data type.

) Enter the following data for the fourth and fifth records:

^

FirstName

LastName

CustomerSince

Aisha

Heinen

10-5-13

Mike

Chung

6/13/2014

D e c i m a l P l a c e s — t h e n u m b e r o f decimal places that are displayed to the right o f t h e decimal point

C a p t i o n — a n alternate way o f displaying the field n a m e in d a t a b a s e o b j e c t s . F o r e x a m p l e , y o u m i g h t use t h e field n a m e CustNum

in

the t a b l e ' s design, b u t set t h e C a p t i o n p r o p e r t y t o display Customer

Number

a s t h e field's c a p -

t i o n t o e n h a n c e r e a d a b i l i t y in d a t a s h e e t s a n d forms.

i o r WORKING WITH FIELDS AND PROPERTIES IN DESIGN VIEW 4

E

a c h field in a t a b l e is defined by a variety o f attributes, or characteristics, called properties.

A field n a m e a n d its data type a r e field p r o p e r t i e s . P r o p e r t i e s a r e listed in t h e Field Properties pane. T h e properties for a field depend on the field's data type. In addition t o the field name and the data type, the following are some c o m m o n additional properties for different fields:

^

D e f a u l t V a l u e — t h e value a u t o m a t i c a l l y entered in a field. F o r example, if all c u s t o m e r s in a C u s t o m e r table live in a certain state, y o u might set the Default Value property for t h e State field t o the state's abbreviation.

A property d e s c r i b e s o n e c h a r a c t e r i s t i c o f a field.

^

^

T h e field name and data type properties are available on the R i b b o n on the T a b l e T o o l s Fields t a b in Datasheet view, but more properties are available in Design view. Design view shows a listing o f a table's fields and field properties. In Design view, you c a n create and modify fields, but you c a n n o t enter records. A table design grid in the top portion o f t h e w i n d o w lists the field names and data types. T h e table design grid can also include a description o f e a c h field. At the bot-

D e s c r i p t i o n — a n optional property for describ-

t o m o f the w i n d o w in Design view, t h e Field Proper-

ing a field; usually used only when the field n a m e

ties pane lists the additional properties available for the

is n o t descriptive enough o r the field has a special

field currently selected in the table design grid, and the

function such as a primary key.

Help b o x displays information a b o u t the currently se-

F i e l d S i z e — t h e m a x i m u m storage size f o r T e x t ,

lected property.

N u m b e r , a n d A u t o N u m b e r fields. T h e default field size o f a T e x t field is 2 5 5 c h a r a c t e r s . ^

F o r m a t — d e s c r i b e s h o w the value is displayed; for e x a m p l e , with the Date/Time data type, you can c h o o s e an existing format o r enter a custom f o r m a t using the same custom codes as you used in E x c e l .

property One characteristic or aspect of a field, such as its name or data type. Field Properties pane The list of properties for a field. Design view The Access view that shows the underlying structure of a database object and allows you to modify that structure.

t h e

view. Often you c a n change a property by typing the

layout y o u w a n t f o r date values, y o u

when you click the b o x in the Field Properties pane, an

I f n o predefined f o r m a t m a t c h e s

can type a c u s t o m date f o r m a t

new value in the property's b o x . F o r some properties, a r r o w appears at the right end o f the b o x . This indi-

such

cates that in addition t o typing the n e w value, you c a n

a s mm/dd/yyyy to c i

click the arrow, and then c h o o s e f r o m a list o f predesigned formats or values for that property.

date f o r m a t y o u w ;

Change field properties in Design view.

To switch between Datasheet view and Design view, you can use the View button on the R i b b o n . This button

O n the status bar, click the Design View button \^\.

appears in the Views group on the H o m e t a b ; in Data-

T h e table switches t o Design view. See Exhibit

sheet view, it also appears in the Views group on the Ta-

1 7 - 9 . T h e table design grid lists the fields you

ble Tools Fields t a b ; and in Design view, it also appears in

entered in Datasheet view. T h e Field Properties

the Views group on the Table Tools Design t a b . T h e icon

pane lists the available properties for the selected

on the View button on the R i b b o n changes to reflect the

C u s t o m e r l D field, and a description o f the selected

view that you will switch t o ; that is, in Datasheet view,

property (field name) appears in the Help b o x .

the icon shows that clicking it will switch you to Design

) In the table design grid, in the Field N a m e column,

view, and vice versa in Design view. You can also use but-

click FirstName. T h e field is se lected in the table

tons on the status b a r t o switch a m o n g views, similar to

design grid, and its properties appear in the Field

the view buttons on the status bars in Word and Excel.

Properties pane. | In the Field Properties p a n e ,

Changing Field Properties in Design Uiew

select the value in the Field

W h e n you first create a field, m o s t properties are as-

Size box, and then type 20.

signed default values. Y o u c a n change these values t o

This is the m a x i m u m n u m b e r

match the field's c o n t e n t o r purpose. T o do this, you

of characters allowed for a

change the values in the Field Properties pane in Design

customer's first n a m e . N o t i c e

^k,Tip: To change a field property in Datasheet view, use the buttons in the Formatting g r o u p on the Table Tools Fields tab.

Field Size Property for Number Fields When you use the Number data type to define a field, you should set the Field Size property based on the largest value you expect to store in that field. Access processes smaller data sizes faster, using less memory, so you can optimize the database's performance and its storage space by selecting the correct field size for each field. Number fields have the following Field Size property settings:

^

^

Choosing appropriate field sizes creates the best database efficiency. For example, it would be wasteful to use the Long Integer field size for a Number field that will store only whole numbers ranging from 0 to 255 because the Long Integer field size uses four bytes of storage space. A better choice would be the Byte field size, which uses one byte of storage space to store the same values.

^ ^ ^

Byte—stores whole numbers (numbers with no fractions) from 0 to 255 in one byte Integer—stores whole numbers from -32,768 to 32,767 in t w o bytes L o n g I n t e g e r (default)—stores whole numbers from -2,147,483,648 to 2,147,483,647 in four bytes S i n g l e — s t o r e s positive and negative numbers to precisely seven decimal places and uses four bytes

Chapter

17: Creating

a

Database

^

^

Double—stores positive and negative numbers to precisely 15 decimal places and uses eight bytes Replication ID—establishes a unique identifier for replication of tables, records, and other objects in databases created using Access 2003 and earlier versions and uses 16 bytes Decimal—stores positive and negative numbers to precisely 28 decimal places and uses 12 bytes

Exhibit 17-9 Table in Design view •

•

-1

Home

Create

External Data

Database Tools

w

IPS

Key

3* Delete Rows Builder Test Validation -^8 Modify Lookups Rules Tools

All Access Objects Search...

Z3

%

Property Indexes

&

Create Data Rename/Delete Macros * Macro

S n c c t

Show/Hide

Relationships

Field, Record & Table Events

Object

Dependencies Relationships

© «| Field Name

IP

Tables

Design

FirstName LastName CustomerSince

Customer

Description

Data Type AutoNumber Text Text Date/Time

^

table design grid

field names

F i e l d P r o p e r t i e s

General Looki Field Size New Values Format Caption Indexed Smart Tags Text Align

Field Properties pane

D e s i g n v i e w F6

= S w i t c h p a n e s . Fl

Help box Long Integer Increment

v

Yes (No Duplicates)

Afield name can be up to 64 characters long, including spaces. Press F l for help on field names.

General

I

Design View button

= H e l p .

that the description in the Help b o x changed t o

2 5 5 characters t o 2 0 c h a r a c t e r s , a dialog b o x

describe the currently selected property.

appears, indicating that s o m e d a t a m a y be lost

| In the table design grid, in the Field N a m e colu m n , click CustomerSince. T h e properties for the C u s t o m e r S i n c e field appear in the Field Properties pane. A Date/Time field does n o t have a Field Size property, so that property is n o t listed.

because the field size w a s decreased. If y o u click Yes a n d any value in the F i r s t N a m e field c o n t a i n s m o r e than 2 0 characters, any c h a r a c t e r s after the twentieth will be deleted. N o n e o f t h e values in the F i r s t N a m e field in your table have m o r e than 2 0 characters.

) In the Field Properties pane, click in the Format box. An a r r o w appears at the right end o f the Format box. \ Click the Format box arrow. A list o f date formats

its a g o o d idea

t o

opens. T h e s e are similar t o the data formats you used in E x c e l .

create t h e structure o f a table

\ In the list, click Long Date. T h e f o r m a t is changed.

c h a n g e

\ O n the Q u i c k Access Toolbar, click the Save

enter a n y data s o y o u c a n

button A t o save the changes t o the design o f the C u s t o m e r table. Because you reduced the Field Size property o f the FirstName field from

field

properties before y o u

values already entered

17: Creating

a v o i d

c h a n g i n g

unexpectedly if a p r o p e r t y

Chapter

a n d

a

changes.

Database

W h e n you first create a table in Design view, the in-

I Click Yes. T h e table is saved.

sertion point appears in the table design grid in the first

O n the Table Tools Design t a b , in the Views

row's Field N a m e b o x , ready f o r y o u t o begin defining

g r o u p , click the View button. T h e table returns

the first field in the table. T o n a m e a field, type it in the

to Datasheet view. T h e date n o longer fits in the

Field N a m e b o x . T o assign a data type to a field, click

CustomerSince c o l u m n because the Long D a t e for-

in the D a t a Type b o x , click the a r r o w that appears, and

m a t that you chose as the field's F o r m a t property

then select the data type. If y o u need t o rename a field

displays many m o r e c h a r a c t e r s than the default

in Design view, click its n a m e in the table design grid,

Short Date f o r m a t .

and then edit it.

Double-click the CustomerSince column header right border t o widen the c o l u m n t o fit the contents. T h e dates in that field n o w appear in the Long Date f o r m a t . See E x h i b i t 1 7 - 1 0 . N o t e that

Create a table in Design view.

the property change t o the F i r s t N a m e field is not

Q)

O n the R i b b o n , click the Create tab. In the Tables

apparent because n o n e o f the names entered have

group, click the Table Design button. T h e view

more than 2 0 c h a r a c t e r s .

switches t o Design view a n d a new, blank table named T a b l e l is created. T h i s table will contain

Save the C u s t o m e r t a b l e .

c o n t r a c t data, and its first field will contain the unique number that identifies each contract. H i In the tabic

Exhibit 17-10 Records with Long Date format

Home ^ / ^ZI

& I

™ View ,

1

3

\

wmmmmmmmmr

l

-iJCopy

Paste *

0

Clipboard

^Descending

^Advanced -

Remove Sort T Toggle Filter Sort gl Filter

r^v

IP

Tables

CustomerlD - FirstName • B 2 Lily Seth 3 Jillian 4 Aisha 5 Mike (New)

Customer

design grid, in the Field N a m e column,

-.New

™ Save Refresh . A||~ X

Delete

Z Totals ^

Spelling

- Bfl More"

L

Jj4

^Replace

Calibri (D

™ Find

*

B .

Records

Go To ^Select'

A± -

I

^.

^

Find

LastName CustomerSince • CLICK Sanders Monday, March 17, 2014 Runyon Sunday, February 02, 2014 Bayers Sunday, June 15, 2014 Heinen Saturday, October 05, 2013 Chung Friday, June 13, 2014

in the first row, type ContractID and then press the Tab key to

© « _ J Customer

[SEARCH-

9

Filter

Format Painter J

All Access Objects

^Solar: Database (Access 2007) - Microsoft Access^ Table

External Data Database Tools Fields ~W £J Ascending ^Selection"

* -ut

l

Views

Create

^^^^^^^^^^^^^^^^^

TO ADD

-

select the Data Type b o x . T h e default data type, Text, appears highlighted in the Data Type b o x ,

Creating a Table and Setting Properties in Design View Because you can set additional properties for fields in Design view, it can be a g o o d idea t o create a table in Design view. T h e n , after y o u have named all the fields A N D

M O D I F I E D

THE

FIELD

properties, you c a n switch to

D a t a s h e e t view t o enter records. T o create a new, blank table in Design view, switch t o Design view immediately after creating a n e w d a t a b a s e , or, if a table already exists a n d y o u need t o create a n e w o n e , click the Table

dates in Long Date format

which now also contains an arrow, and the field properties f o r a T e x t field appear in the Field Properties pane. See

E x h i b i t 1 7 - 1 1 . T h e Help b o x provides an explanation for the current property, D a t a Type. C o n t r a c t ID numbers at this c o m p a n y are always t w o digits that identify the year, followed by t w o numbers that identify the actual c o n t r a c t number, a h y p h e n , and the initials o f the sales person at the c o m p a n y w h o completed the c o n t r a c t . T h e r e f o r e , the default T e x t data type is appropriate.

Design button in the Tables group on the Create t a b . You c a n also create a table in Datasheet view and then switch t o Design view, but you must save the table before switching views.

D e s i g n view lists all o f the fields in a table, b u t none

Exhibit 17-11

New table in Design view after entering the

new table

first field name

""Solar: DrtaSase^ccS2007^^!icTosoft Acce Database Tools

•4

j * Insert Rows View

Primary Builder Test Validation !

Key

Views

All Access Objects

Rules

^

Delete Rows

Property I n d « «

£5 Modify Lookups

Sheet y Shoy^Hide

Tools

ra^

Create Data Rename/Delete Macros• Macro

Q

Relationships

F i e l dR e c o r d o. T a b l e Events

s f

Object Dependencies

Relationships

© «

Tables

Field Name Contract ID

Data Type

Description

click to select a different data type

Description box for ContractID field

Field Properties General [Lookup! Field Size Format Input Mask Caption Default Value Validation Rule Validation Text Required Allow Zero Length Indexed Unicode Compression IME Mode IME Sentence Mode Smart Tags

255

explanation of the Data Type property

• No Yes Yes (Duplicates OK) Yes No Control None

default properties for the Text data type

The data type determines the kind of values that users can store in the field. Press F l for help on data types.

I Press t h e Tab key to accept T e x t as the data type

you look at a table in D a t a s h e e t view, y o u will see

and t o m o v e the insertion point t o the Descrip-

this caption as the field n a m e f o r this field instead

tion b o x .

o f C o n t r a c t I D . See E x h i b i t 1 7 - 1 2 .

I In the Description b o x , type Primary key. T h e

I In the table design grid, in the second row, enter

description you entered will appear on the status

CustomerlD as the field n a m e , Number as the data

bar w h e n y o u view the table in Datasheet view.

type, Foreign key as the description, a n d then

( N o t e t h a t specifying

Customer ID as the Caption property. T h e C u s t o m -

P r i m a r y

k

e

y

as the Descrip-

tion property does not set the current field as the primary key; you will set the primary key shortly.) ) In the Field Properties pane, change the Field Size property t o 7. i In the Field Properties pane, click in

^ T i p : Y o u can press the F6 key to m o v e the insertion point from the table d e s i g n grid to the Field Properties pane.

the Caption box, and

e r l D field is the field that will c o n n e c t (relate) the C o n t r a c t table t o the C u s t o m e r table you already created. T h e related field in the C u s t o m e r table is also n a m e d C u s t o m e r l D , and it has the A u t o N u m ber data type. T h e data type o f a foreign key must be c o m p a t i b l e with the data type o f the primary key in the original table. t In the table design grid, in the third row, enter ContractValue as the field n a m e , Currency as the

then type Contract Number. T h i s value is w h a t will

data type, Total value of the contract as the descrip

appear in Access objects, including tables. So when

tion, and ContractValue as the C a p t i o n property.

Exhibit 17-12 ContractID field defined Signed as the Caption

lolar: D a t a b a s e (Access 2OT7j1*icrosoft Acci

p

mal Data

Database Tools

Design

property. I In the table design grid, in

the fifth row, enter Signed as the field

name, Yes/No as the data type, and

Signed? as the Caption property. T h i s field can have only t w o values: Yes (the contract was

General j L o o k u p

Field Size property

Field Size Format Input Mask Caption

(it hasn't been Contract N u m b e r ^ L ^ ^ ^ ^

Default Value Validation Rule Validation Text

Required Allow Zero Length

No Yes

Unicode Compression

Yes

Indexed

IME Mode

W E Sentence Mode

signed) or N o

Caption property

The label for the field when used on a form. If you don t enter a caption, the field name is used as the label. Press Fl for help on

signed yet). In the Field Properties

res (Duplicates OK)

pane, click in

No Control

the Format

None

Smart Tags

I, o R

A & A fan as X

box, click the

arrow that appears, and then click

I In the table design grid, in the fourth row, enter

DateSigned as the field n a m e , Date/Time as the data type, Date contract was signed as the description, Short Date as the F o r m a t property, and Date

Yes/No. Click in the Default Value box, delete the 0, and then type No. Until the c o n t r a c t is signed, N o will be entered as the default value in the Signed field

Input Mask Property The Input Mask property can be used to display data in a specific format, w i t h o u t requiring any additional effort by the user. For example, you might use the Input Mask property to format a field that stores phone numbers with parentheses and a dash to separate the digits. In this case, t h e user w o u l d enter the digits in the phone number, and the input mask would format the field value using the input mask. If you decide at a later time t o change the display of the phone numbers, y o u only need t o change the Input Mask property f o r the field, and all of the phone numbers

would immediately use the new formatting. Input masks can help ensure that data is formatted correctly. However, if you add an input mask to a field, you need to keep the big picture in mind. For instance, if the customer list for a company includes international customers, an input mask that restricts a phone number field to the format (000) 0000000 would cause problems because other countries use different formats to display their phone numbers and some use a different number of digits.

you have

Exhibit 17-13 New table in Design view

actually given the field a null

rnalData

Database Tools

j * Insert Rows 3P Delete Rows 1

Modify Lookups

Design

3 IJ

Property' Indexes Sheet Show Hide

Field Name ContractID CustomerlD ContractValue DateSigned Signed

value. You

% »

c a n n o t give a

Create Data Rename Delete Macros • Macro

Relationships

Field Record & Table Events

null value t o

Object

the primary key

Dependencies

Relationships

field because entity integrity prevents Access

Primary key Foreign key Total value of the contract Date contract was signed

Currency Date/Time Yes/No

from accepting and processing that record. •

Organizes r e c o r d s by t h a t field value a n d provides a meaningful way to work

Field Properties

General jLookup| Format Caption Default Value Validation Rule Validation Text Indexed Text Align

with records

Yes/No Signed? No

regardless o f t h e order

No General

in w h i c h the

The data type determines the kind of values that users can store in the field. Press Fl for help on datatypes.

r e c o r d s were entered. •

Creates a faster response

ielp.

t o requests for

|

specific records based o n the primary key.

in all n e w records. Because the default appearance f o r the Yes/No data type is a check b o x , this m e a n s the c h e c k b o x will be unchecked for n e w records. See E x h i b i t 1 7 - 1 3 .

Y o u c a n c h o o s e which field t o use as the primary key when the table is in Design view. T h e Primary K e y button in the T o o l s group o n the T a b l e T o o l s Design t a b is a toggle. Y o u c a n click the b u t t o n t o r e m o v e the key symbol if you w a n t t o specify a different field as the

Specifying the Primary Key

primary key.

Although n o t required, including a primary key in a

ACTIVITY

table: • •

Uniquely identifies each record in a table.

Specify a primary key.

Prevents duplicate values in the primary key

Q)

field. F o r e x a m p l e , if a record already exists in

In the tabic design g r i d , click in the ContractID row t o m a k e i t the c u r r e n t field.

the C o n t r a c t table with a C o n t r a c t I D value o f 1 4 0 2 - T B , y o u c a n n o t add a n o t h e r record with this s a m e value in the C o n t r a c t I D field. •

F o r c e s users t o enter a value for the primary key field in every record in the table (known as entity

entity integrity A setting that forces users to enter a value for the primary key field in every record in the table. null value A field with no value.

integrity). If y o u do n o t enter a value for a field,

Chapter

17: Creating

a

Database

) O n the Table Tools Design t a b , in the Tools group,

Saving the Table Design and Entering Records

click the Primary Key button. A key symbol [_fj a p -

After you design a table, you need t o save it. To enter

pears in the row selector for the C o n t r a c t I D row, indicating that the C o n t r a c t I D field is the table's primary key. See E x h i b i t 1 7 - 1 4 .

records into the new table, y o u need to switch to D a t a sheet view. Y o u c a n use the Save button, or let Access remind you t o save the table when you switch to D a t a sheet view.

Exhibit 17-14 Field selected as the primary key Primary Key button Home /

HKey

Create

~

External Data '"TL/

j * « Insert ROWS

Rules c5

-^ £8

All Access Objects

Property Indexes S

n

e

e

H F C O n the Table Tools Design t a b , in the Views

j;~?

t

Show/Hide

Customer

telling you that you must first save the table.

Fielc

U Field Name ContractID CustomerlD ContractValue DateSigned Signed

Tables

group, click the View button. A dialog b o x opens

Crei Mi

© «

{Search.

9

Modify Lookups Qelete Rows

Design

r4M

Tools Builder Test Validation

Views

Save the table design and enter records.

Database Tools

Text Numl Curre Date/ Yes/r

Click Yes. T h e Save As dialog b o x opens with T a b l e l selected in the Table N a m e b o x .

M

Type Contract and then click OK. T h e Contract table is added t o the Tables list in the Navigation Pane, and the C o n t r a c t table is displayed in Datasheet view.

J} Double-click the right borders o f each column to

key symbol indicates the table's primary key

AutoFit the widths. In the first r o w o f the datasheet, type 1401-RR as the c o n t r a c t number, and then press the Tab key. Type 5 as the customer ID, press the Tab key, type

CHANGING THE DEFAULT PRIMARY KEY FIELD

The contract value amount is displayed with a dollar

When you create a new table in Datasheet view,

didn't type them. To the right o f the Date Signed

Access creates the ID field as the table's default primary key. You can rename the ID field to better reflect the contents of the field you want to use for the primary key. Right-click the ID field, click

620 as the contract value, and then press the Tab key. sign and two decimal places to match the default format for the Currency data type even though you field, a calendar icon appears. QP In the Date Signed field, type 1/26/14

Rename Field on the shortcut menu, type a new

and then press the

name, and then click in the next row.

Tab key. T h e Signed?

The renamed primary key field still retains

field is selected.

the properties of the default field, including its

I Press the Spacebar. A

data type. The default ID primary key field is as-

check mark appears

signed the AutoNumber data type. For primary keys that contain a mix of letters and numbers, such as contract numbers, select the Text data type. However, you can also change the data type. In Datasheet view, you use the Data Type box for changing the data type. On the Fields tab, in the Formatting group, click the column, click the Data Type box arrow, and then click the new data type.

Chapter

17: Creating

a

Database

^k, Tip: TO USE THE MOUSE TO ENTER THE DATE, CL C IK THE CALENDAR C ION AND THEN SELECT THE DATE.TO USE THE MOUSE TO SELECT THE CHECK BOX, CL C IK IT.

in the check b o x . I Press the Tab key t o move t o the second record. See Exhibit 1 7 - 1 5 . I Save the Contract table.

^ Tip: YOU CAN PRESS THE TAB KEY TO LEAVE A YES/NO CHECK BOX UNCHECKED,AND PRESS THE SPACEBAR O R CL C IK THE CHECK BOX TO SELECT AND DESELECT IT.

ON THE JOB

Guidelines for Designing Databases Database design involves determining the fields, tables, and relationships needed to satisfy the data and processing requirements for an organization. When you design a database, keep in mind the following guidelines: ^

^

^

^

^

and Customer tables both include the CustomerlD field as a common field; the CustomerlD field I is a foreign key in n the Contract table. With this common field, you can find all contracts for a particular customer; use the CustomerlD value for a customer and search the Contract table for all records with that CustomerlD value. Likewise, you can determine which customer has a particular contract by searching the Customer table to find the record with the same CustomerlD value as the corresponding value in the Contract table.

I d e n t i f y t h e f i e l d s n e e d e d t o p r o d u c e t h e req u i r e d i n f o r m a t i o n . Be sure to consider and include both the obvious and not so obvious data. D i v i d e e a c h piece of d a t a into its s m a l l e s t usef u l part. Individual units make the data more useful and flexible. For example, a person's complete name should be stored in two fields rather than one field. G r o u p related fields into t a b l e s . Each table should have one focus. For example, fields related to invoices could be grouped into an Invoice table, and the fields related to customers could be grouped into a Customer table. D e t e r m i n e each table's primary key. Often, one of the fields in the table naturally serves the function of a primary key. For some tables, two or more fields might be needed to function as the primary key. In these cases, the primary key is called a composite key. For example, a school grade table would use a combination of student number and course code to serve as the primary key. For other tables, no single field or combination of fields can uniquely identify a record in a table. In these cases, you need to add a field whose sole purpose is to serve as the table's primary key.

Avoid data redundancy and inconsistent data. When you store the same data in more than one place, data redundancy occurs. With the exception of using common fields to connect tables, data redundancy wastes storage space and can cause inconsistencies. A n inconsistency exists when you type a field value such as a company name one way in one table and a different way in another table. D e t e r m i n e t h e properties o f e a c h f i e l d . You need to identify the properties, or characteristics, of each field so that the DBMS knows how to store, display, and process the field values. These properties include the field's name, maximum number of characters or digits, description, valid values, and other field characteristics.

I n c l u d e a c o m m o n f i e l d in related t a b l e s . You use the common field to connect one table logically with another table. For example. Contract

Exhibit 17-15 Record entered in the Contract table arTDat^lwse^Acce5S^TO7^^1icrosoft Ac

1

u

Descending

^ Advanced-

£ y Remove Sort V Toggle Filter

Pi 31

Refresh All-

©«

Customer

SearchTables Contract

Contract table in Navigation Pane

IZ3

Customer

Delete •

1 4 0 1 R R

Z Totals

i

* ^ Spelling

^

Go To -

*

Select-

B

More *

Find

Replace

K

Customer I D 5

B

I

Find

ContractValue -

D a t e S i g n e d -

$620.00

1/26/2014

Signed?

US •

•

*

composite key

Caiibn (1

_ J Contra*

Contract N u m b e r-

ft

New

-SSave Records

0 Format Painter All Access Objects

-6.

A primary key that requires two or more fields to uniquely identify each record in a table.

data redundancy Data stored in more than one place.

new record

Chapter

17: Creating

a

Database

Exhibit 17-16 Field being moved in the table structure

LOi .

7 5

Modifying a Table's Structure

E

ven

^Solar: DatabaseTA^cess'2fl07j'^Ricrosoft Access^ j o Insert Rows fj* Delete Rows Modify Lookups

Macros *

Relationships

Macro

Field, Record & Table Events

a well-

CustomerlD ContractValue DateSigned Signed

table might need to be modified. S o m e you c a n

Object

Dependencies

Relationships

Description

Data Type Text Number Currency Date/Time Yes/No

Field Name

1 ContractID

ed e s i g n e d

changes

Create Data Rename/Delete

Property Indexes Sheet

Primary key Foreign key Total value of the contract Date contract was signed

4

\

make to a table's structure in Design view are changing the order o f fields,

-

pointer

row will be dropped

row selector

adding and deleting fields, and changing field properties. After you modify the table's structure, be sure t o save the table. T o select a field, click the corresponding column

Hfc Release the mouse b u t t o n . T h e DateSigned field n o w a p p e a r s b e l o w t h e Signed field in

header (sometimes referred t o as a field selector o r col-

the t a b l e .

umn selector). T o select a r e c o r d , click the b o x to the

Save the C o n t r a c t table, a n d then click the Cus-

left o f the r o w (sometimes called a record selector o r

tomer tab to display the C u s t o m e r table.

r o w selector). T o select all the records, click the datasheet selector, which is the b o x t o the left o f the first field name in the datasheet.

^

Display the Customer table in Design view. M o v e the LastName Field above the FirstName field.

Moving a Field T o move a field, you use the mouse t o drag it to a new location in the table design grid. Although you can move fields in Datasheet view by dragging a field's column heading to a new location, doing so rearranges only the

rtk

display o f the table's

fields; the table structure

Save the Customer table, a n d then switch to Datasheet view to confirm that the LastName field appears to the left o f the F i r s t N a m e field.

Adding a Field

is n o t changed. To move a field permanently, you must

You can add a new field t o a table at any time. If the

display the table in Design view.

field will be the last field in the table, you can add the

ACTIVITY

table. If you decide the field belongs in a different loca-

field the same w a y as when you added fields to a new tion, you can always move it t o its proper position.

Move a field in a table.

You can also insert a n e w field between existing

Display the C o n t r a c t table in Design view. |Fpi In the table design grid, point t o the DateSigned row selector. T h e pointer changes to

Click the

DateSigned row selector to select the row.

fields. In Datasheet view, select the field to the left o f where you want the new field t o be inserted. T h e n , in the Add & Delete group on the Table Tools Fields t a b , click the button for the data type o f the field you want to insert. In Design view, select the r o w below where

Press and h o l d the mouse b u r t o n w h i l e pointing to

you want the new field t o be inserted. T h e n , in the Tools

the DateSigned row selector. T h e pointer changes

group on the Table Tools Design t a b , click the Insert

to t ^ . D r a g d o w n until the dark line indicating

R o w s button. You then enter the field n a m e , data type,

the drop location for the field appears below the

optional description, and any additional field properties

Signed field. See E x h i b i t 1 7 - 1 6 .

for the new field as usual.

Chapter

17: Creating

a

Database

Keep in m i n d that the new field does n o t c o n t a i n

appears between the F i r s t N a m e a n d E m a i l fields.

data for a n y existing records. If you w a n t t o add data

T h e insertion point is in the Field N a m e b o x ,

to the n e w field in existing records, you need t o g o b a c k

ready f o r y o u t o type the n a m e f o r t h e n e w field.

to each existing r e c o r d , click in the c o l u m n for that re-

See E x h i b i t 1 7 - 1 8 .

c o r d , and type the n e w data.

Exhibit 17-18 Table with new field in

ACTIVITY

Design view

Add a field to a table. In D a t a s h e e t view for the C u s t o m e r

LAR: DATABASE (AC

t a b l e , click the FirstName column header

Home

Create

External Data

Database Tools

Design

"^Insert Rows

to select the field. View

O n the R i b b o n , click the Table Tools

Primary Builder Test Validation Key

Fields tab. In the Add & Delete g r o u p ,

Rules

Views

^

Modify Lookups

© «

I Customer

C u s t o m e r S i n c e fields with the tem-

Contract

p o r a r y field n a m e

Customer

Macro

Field Record &. Table Eve

_ ^ Contract

FIELD NAME

TABLES

Fieldl selected. See

^ Create Data Rename/Del. Macros-

S h c e t

Show Hide

Search-

inserted between the F i r s t N a m e and

I ^ Property Indexes

5

Tools

ALL ACCESS OBJECTS

click the Text button. A new field is

^ D e l e t e Ro,-. _

DATA TYPE

CUSTOMERLD

AUTONUMBER

LASTNAME

TEXT

FIRSTNAME

Exhibit 17-17.

Exhibit 17-17 Table with new field in Datasheet view

Type Invoiceltem as the field n a m e ,

^a^SeTScces^8o^^RVLICTOS^Ta !

External Data

F

Database Tools

Fields

Date & Time

-B-l

J5P Name &. Caption

Yes/No

^

3

More Fields » »te

•3 fx PSR

Default Value

—I MODIFY

r f j Field Size 255

LASTNAME

1 SANDERS

Lookups

Modify Memo Expression Settings •

Format:

t o Text, c h a n g e the Field Size property

Formatting

t o 40, a n d set the Formattim

Properties

ER _ ] Contract CUSTOMERLD »

set the d a t a type

Table

FIRSTNAME

C a p t i o n property

to Invoice Item.

CUSTOMERSINCE

LILY

MONDAY, MARCH 1 7 , 2 0 1 4

2 RUNYON

SETH

3 BAYERS

JILL IAN

4 HEINEN

AISHA

SATURDAY, OCTOBER 0 5 , 2 0 1 3

5 CHUNG

MIKE

FRIDAY, JUNE 1 3 , 2 0 1 4

I Save the t a b l e .

SUNDAY, FEBRUARY 02, 2 0 1 4 SUNDAY, JUNE 1 5 , 2 0 1 4

Deleting a Field

(NEW)

new field

After y o u ' v e created a *

| t a b l e , y o u might need t o delete a field. W h e n

} Type Email as the field n a m e , and then press the Enter key. T h e C u s t o m e r l D field value for the first record is selected. | In the first r e c o r d , click in the Email column, type [email protected] as the email address, and then press the Tab key. Resize the c o l u m n t o fit the widest value. ) Switch the table to Design view. In the table design grid, in the Field N a m e c o l u m n , click Email. \ O n t h e T a b l e T o o l s Design t a b , in the T o o l s g r o u p , click the Insert Rows button. A new, blank r o w

you delete a field, you also delete all the values f o r t h a t field from the t a b l e . S o ,

before you delete a

field, m a k e

sure that y o u really w a n t t o do so a n d t h a t y o u c h o o s e the c o r r e c t field t o delete. Y o u c a n delete o n e field at a time, o r y o u c a n select and delete a g r o u p o f fields at the same time. Y o u c a n delete fields from either D a t a s h e e t view o r Design view. In D a t a s h e e t view, select the field t o delete, and then click the Delete button in the A d d & Delete group o n the Table T o o l s Fields t a b . In Design view, click the Field N a m e b o x f o r the field t o delete, a n d then click the Delete R o w s b u t t o n in the T o o l s g r o u p on the T a b l e T o o l s Design t a b .

I Right-click the

ACTIVITY

Contract tab. O n the

Delete a field from a table.

shortcut menu, click Close. T h e C o n t r a c t

I In the table design grid, in the Field N a m e c o l u m n ,

table closes, and the

click Invoiceltem t o m a k e it the current field. | O n the Table Tools Design t a b , in the

^

Tools group, click

the Delete Rows button. A dialog b o x appears c o n firming that you want to permanently delete the

A

main portion o f the

Tip:YOU C AN ALSO

SELECT THE COLUMN HEADER N I DATASHEET VE IW, AND THEN CL C IK THE DELETE BUTTON IN THE ADD & DELETE GROUP ON THE TABLE TOOLS FE ILDS TAB.

selected field a n d all

Access w i n d o w is

F I AD A ILOG BOX OPENS ASK N IG F I YOU WANT TO SAVE THE CHANGES TO THE LAYOUT OF THE CONTRACT TABLE, CL C IK Yes. Problem?

n o w blank because no table o r other database o b j e c t is open.

Closing a Database W h e n you are done w o r k i n g with a database, you should close it. T o close an open database without e x iting the Access p r o g r a m , click the File tab to display Backstage view, and then click Close D a t a b a s e . You c a n

of the data in that field.

also exit Access t o close the database as you exit the

I Click Yes. T h e selected Invoiceltem field is re-

program.

moved from the C u s t o m e r table. I Save the C u s t o m e r table.

Close an existing database.

i < Closing and Opening Objects and Databases

U

Q|

O n the R i b b o n , click the File tab. In Backstage view, in the navigation bar, click Close Database. T h e Solar database closes, leaving Access in B a c k stage view with the N e w t a b displayed.

nlike other p r o g r a m s , you need t o open and

Opening a Database

close the tables a n d other objects in a database.

You open an existing database f r o m Backstage view by

A database can be open but have all its objects closed.

clicking Open in the navigation bar, and then using the Open dialog b o x t o navigate t o a n d open the database.

Closing a Table

As with other files, you might need t o enable the c o n -

W h e n you are done w o r k i n g with a table, you should close it. Y o u close the selected table by clicking the Close button Q

tent t o remove the Security Warning.

in the upper-right corner of the pane.

N o t e that the ScreenTip f o r the Close button shows the n a m e o f the tab that will close as part o f the button n a m e , such as Close

'Tablel

\ If y o u changed the table

structure but didn't save it, a dialog b o x opens reminding y o u t o save. It is a g o o d idea t o w o r k in an object and then save and close it as y o u g o .

the Chapter 17\

base opens. This

If it is n o t already selected, click the Customer tab. In the gray bar to the right of the tabs, click the Close'Customer' button F^.

T h e C u s t o m e r table

closes, a n d the C o n t r a c t table is displayed.

Chapter

Open the data file Solar 17 located in

T h e Solar 1 7 data-

Close a table. Q|

Pfc

Chapter folder.

ACTIVITY

Q)

Open an existing database.

17: Creating

a

Database

database contains three objects: the C o n t r a c t , Customer, and Invoice tables.

A

Problem? F I T H E

SECUR T IY WARN N IG BAR APPEARS, CL C IK THE Enable Content button T O CLOSE IT. F I THE SECUR T IY WARN N IG D A ILOG BOX OPENS ASK N IG F I YOU WANT TO MAKE THS I FILE A TRUSTED DOCUMENT, CL C IK Yes TO PREVENT THE SECUR T IY WARN N IG BAR FROM APPEARN IG AGAN I, O R CL C IK No TO HAVE THE SECUR T IY WARN N IG BAR APPEARS THE NEXT TM IE YOU OPEN THE DATABASE.

as IN THE NAVIGATION PANE, ICONS IDENTITY THE DF IFERENTTYPESOF DATABASE OBJECTS, MAKING IT SIM TO DISTINGUISH BETWEEN THE

ACTIVITY Open a table. In the Navigation

^

Pane, double-click Customer t o open the C u s t o m e r table in D a t a s h e e t view.

Open Backstage view, and then in the navigation

D r a g the scroll b o x

bar, click Save Database As t o open the Save As

on the horizontal

dialog b o x . Save the database as SolarPower17.

T i p : Y o u c a n click the Shutter Bar O p e n / Close Button

«

to hide t h e p a n e a n d

display m o r e of the datasheet.

scroll b a r t o the right t o e x a m i n e all the fields in the t a b l e .

Opening a Table

| In the N a v i g a t i o n Pane, double-click Contract t o

All o f the tables (as well as any query, form, or report) in a database are listed in the Navigation Pane. Y o u open a table o r other object by double-clicking its name in the Navigation Pane. T o see more o f the table, you can hide the Navigation Pane. T h e Shutter B a r Open/Close But-

open the C o n t r a c t table in D a t a s h e e t view. E x a m ine the fields in the C o n t r a c t t a b l e . | O p e n the Invoice table and then e x a m i n e the fields in the Invoice table. See E x h i b i t 1 7 - 1 9 . | Close the C u s t o m e r and C o n t r a c t t a b l e s .

ton < [<J at the t o p o f the Navigation Pane hides the pane.

Exhibit 17-19 Three

open tables three open tables

°°1

Customer

^ } Contract

| Invoke

Invoice Number - Contract Number - Invoice Date -

Amount - Paid?

IBSCTtfin

1301-KS

1304-002

1303-MP

4/1/2013

$1,150.00

1304-003

1304-MP

4/29/2013

$1,200.00

1305-004

1302-KS

5/10/2013

$12,500.00

1305-005

1306-MP

5/15/2013

$1,100.00

1305-006

1305-KF

5/30/2013

$800.00

1306-007

1302-KS

6/9/2013

$1,500.00

1307-008

1307-RR

7/15/2013

$620.00

1308-009

1309-KF

8/28/2013

$450.00

1308-010

1308-RR

8/29/2013

$800.00

1309-011

1311-KS

9/15/2013

$5,100.00

1309-012

1312-KF

9/15/2013

$2,500.00

1309-013

1310-MP

9/29/2013

$17,800.00

1309-014 1310-015

1313-RR 1315-MP

9/29/2013 10/15/2013

$550.00 $690.00

2/18/2013

$500.00

1310-016

1314-RR

10/15/2013

$3,500.00

1311-017

1317-KF

11/12/2013

$8,500.00

1311-018

1315-MP

11/12/2013

$4,100.00

1311-019

1316-RR

11/15/2013

$6,500.00

1311-020

1319-RR

11/15/2013

$7,800.00

1311-021

1311-KS

11/15/2013

$20,400.00

1311-022

1312-KF

11/15/2013

$22,500.00

1311-023

1310-MP

11/29/2013

$45,600.00

1312-024

1319-RR

12/15/2013

$12,480.00

1312-025

1318-KF

12/21/2013

$15,000.00

Click to Add

•

0 59

m m m ® m m m m m m m m m m m m m m m m m m n 23 •& : l£ <

Datasheet View

Chapter

17: Creating

a

Database

Navigation Pane The

Navigation

All Access Objects

Invoice

Queries Hp

InvoicePayments

You can click the arrow

^a]

InvoiceData

on the title bar of the

Reports

Navigation Pane to dis-

HI

separate

groups.

record navigation bar

Customer

lists all of the objects in

Exhibit 17-20 Navigation buttons on the

Contract

Pane

in the open database

© «

Ml

Previous

Next

record button

record button

Record:"*

1 of 82

• M •

InvoiceDetails

play a menu with op-

Current Record box

tions for various ways to group and display objects in the Navigation Pane. In addition, you can use the Search box to enter text to find in the listed objects. For example, you could search for all ob-

ACTIVITY

Move around a datasheet. In the Invoice table, click anywhere in the second

jects that contain the

record except in the Paid field (this would change

word Invoice

the value o f the check b o x ) . O n the record navi-

in their

names. Note that Access searches for objects only

gation bar, the Current R e c o r d b o x shows that

in the categories and groups currently displayed a y e ^ in

record 2 is the current record a n d there are 8 2

the Navigation Pane.

records in the table. O n the record navigation bar, click the Next record button [•]. T h e third r e c o r d is n o w high-

Mouing Around a Datasheet You move around a datasheet using many o f the same techniques you learned w h e n y o u w o r k e d with Word tables and Excel w o r k s h e e t s . Y o u c a n click in a field to m a k e it the active field o r y o u c a n use the T a b key o r the a r r o w keys to move t o a different field. Access databases c a n contain hundreds o r thousands o f records. W h e n a table contains m a n y records, only some o f the records are visible on the screen. Y o u c a n use the navigation buttons on the record navigation bar, shown in E x h i b i t 1 7 - 2 0 , to move through the records and t o see the number o f the current record as well as the total n u m b e r o f records in the t a b l e .

lighted, identifying it as the c u r r e n t record, and the Current R e c o r d b o x c h a n g e d t o display 3 of 82 t o indicate that the third record is the current record. I Click the Last record button •!. T h e last record in the table, record 8 2 , is n o w the current record. I In the vertical scroll bar, drag the scroll box t o the top o f the bar. Although the first records are n o w visible, record 8 2 is still the current record, as indicated in the Current R e c o r d b o x . I O n the record navigation bar, click the Previous record button [T]. R e c o r d 8 1 is n o w the current record. I O n the record navigation bar, click in the Current

Records must have a unique primary key value. However, other fields can contain the same value in multiple recor«

Record box, press the Backspace key twice t o delete 8 1 , type 1, and then press the Enter key. T h e first record is selected. I O n the record navigation bar, click the New (blank) record button •

I. T h e first field in the n e x t avail-

able blank record (record 8 3 ) is selected.

records in the table. Access then returns the query re-

display, b u t does not change th<

currer^r^^r^^

sults in a datasheet. T h e datasheet s h o w s fields in c o l umns a n d records in rows, b u t only f o r t h o s e fields a n d records that answer the query. Q u e r y results are n o t stored in t h e d a t a b a s e . H o w ever, the query design is stored in t h e d a t a b a s e with the n a m e y o u specified. Y o u c a n re-create t h e query results

O n the record navigation bar, click the First record

at a n y time by opening the query again.

button M . T h e first record is n o w the current record a n d is visible on the screen. Create a q u e r y using t h e Simple Q u e r y W i z a r d .

i< Creating Simple Queries, Forms, and Reports

T

Q)

O n the R i b b o n , click the Create tab. In the Queries g r o u p , click the Query Wizard button. T h e N e w Query dialog b o x opens with Simple Q u e r y W i z ard selected in the list.

he data in a database becomes even m o r e use-

Click OK. T h e first Simple Q u e r y W i z a r d dialog

ful w h e n y o u c a n e x t r a c t specific

b o x opens. T a b l e : Invoice is selected in the Tables/

information

and display it in a format that is easy t o read a n d un-

Queries b o x , and the fields in the Invoice t a b l e a r e

derstand. Y o u c a n do this by creating simple queries,

listed in the Available Fields b o x . T h e first field in

f o r m s , a n d reports based on the tables a n d other que-

the list is selected. See E x h i b i t 1 7 - 2 1 .

ries in a d a t a b a s e .

Creating a Simple Query A query is a question a b o u t the data stored in a data-

Exhibit 17-21 First Simple Query Wizard dialog box

b a s e . W h e n y o u create a query, you specify w h i c h fields t o use t o a n s w e r the question. T h e n Access displays

Simple Query Wizard

only t h e r e c o r d s that fit, so y o u d o n ' t have t o navigate

Whichfieldsdo you want in your query?

through t h e entire d a t a b a s e . In t h e Invoice t a b l e , f o r

You can choose

e x a m p l e , y o u m i g h t create a query to display o n l y t h e invoice numbers a n d t h e invoice dates. Even

default source for the query

t h o u g h a q u e r y c a n display infor-

lables/Queries ^Table: Invoice

click to move selected field from the Available Fields box to the Selected Fields box

Available Fields

m a t i o n in a different way, t h e inf o r m a t i o n still exists in the table in its original f o r m .

fields in the selected table

Y o u c a n use the Simple Query Wizard t o create a query based o n the records and fields in a table. (A wizard is a series o f dialog b o x e s that take you step by step through a process.) First, you select the table o r a n o t h e r query on which t o base the n e w query. T h e n y o u select which fields t o include in the query. If values in o n e o f the selected fields c a n be used in cal-

I Click the Tables/Queries box arrow. N o t i c e t h a t all

culations, such as the A m o u n t field, a second Simple

three objects in the database are listed. T h e Invoice

Q u e r y W i z a r d dialog b o x appears, asking whether y o u

table w a s selected because it w a s t h e selected table

w a n t a detail o r summary query. A detail query shows

in the Navigation Pane before y o u started the

every field o f every record. A summary query allows

Simple Q u e r y W i z a r d .

you t o c h o o s e t o calculate the sum o r average o f the values f o r the field that c a n be used in calculations, find

query A question about the data stored in a database.

its m i n i m u m o r m a x i m u m value, and c o u n t the total

Chapter

17:

Creating

a

Database

\ Click Table: Invoice. ( W i t h InvNum selected in the Available Fields b o x , click the [ > ] button. T h e InvNum field moves to the Selected

Exhibit 17-22

Query results

query in

^ T i p : You c a n also

new tab

d o u b l e - c l i c k a field to m o v e it from the Available Fields box to the Selected Fields

1

Application Parts •

S 6P •]

Table

Table SharePoint Lists" Design

Templates

box.

All Access Objects

Fields b o x . Tables

I In the Available Fields b o x , click the Paid field,

ZD

Contract

and then click the [ > ] b u t t o n t o

33

Customer

move the Paid field t o the Selected

Z3

Invoice

Fields b o x . I Click Next. T h e second Simple

query in Navigation Pane

Queries InvoicePayments

Database Tools

Query Query Wizard Design

© «

ft

z

J Invo.ce

rorm Blank Design Form

Form /'

Queries

Tables

JP

InvoicePayments

Invoice N u m b e r

»

Paid?

-

1304-002 1304-003 1305-004

ft

1305-005

1

1305-006

m •

1306-007 1307-008 1308-009

Query Wizard dialog b o x appears,

1308-010

m

1309-011

asking whether y o u w a n t a detail or summary

1309-012

query. T h e Detail option button is selected. I Click Next. T h e final Simple Q u e r y Wizard dialog

1309-013

1

1309-014

LU

1310-015

®

b o x appears, asking w h a t title you w a n t to use for

1310-016

the query. T h e suggested query title is based on the

1311-017

m

1311-018

name o f the table y o u are using.

•

1311-019 1311-020

| In the W h a t title d o y o u w a n t f o r your query b o x ,

1311-021

change the suggested n a m e t o InvoicePayments.

1311-022

N e a r the b o t t o m o f the dialog b o x , the Open

1311-023

•

1312-024

the query to view i n f o r m a t i o n option button is

1312-025

selected. J C l i c k Finish. T h e q u e r y results a p p e a r o n a

_

Forms

Record: M • 1 of 82

B •

Datasheet View

new t a b n a m e d I n v o i c e P a y m e n t s in D a t a s h e e t view, a n d the q u e r y is a d d e d t o t h e N a v i g a t i o n P a n e . See E x h i b i t 1 7 - 2 2 . T h e q u e r y lists all the

Creating and Using a Simple Form

r e c o r d s , but s h o w s o n l y t h e I n v N u m a n d Paid

You use a form to enter, edit, a n d view records in a da-

fields as you specified in t h e first dialog b o x in

tabase. Although you c a n perform these same functions

the Simple Q u e r y W i z a r d .

with tables and queries, forms c a n present data in cus-

Close the InvoicePayments query.

tomized and helpful ways. In a simple form, the fields from the table o r query on which the form is based are displayed one record at a time, allowing you to focus o n

/ \

P r o b l e m ? If a d i a l o g b o x o p e n s a s k i n g if

the values for one record. E a c h field name appears on a

y o u w a n t to save t h e c h a n g e s to t h e layout

separate line with its field value f o r the current record

of t h e query, y o u c h a n g e d t h e q u e r y layout

displayed in a b o x t o the right. Y o u use the navigation

in s o m e way, s u c h as b y r e s i z i n g a c o l u m n . If

buttons at the b o t t o m o f the f o r m t o move between

the c h a n g e is i n t e n t i o n a l , click Yes; o t h e r w i s e ,

records.

click No. Create a Simple Form T h e F o r m tool quickly creates a form containing all o f the fields in a table (or query) on w h i c h the f o r m is form A database object used to enter, edit, and view records in a database.

based. T h e table o r other database o b j e c t on which you are basing the form must be selected in the Navigation Pane when you use the F o r m t o o l .

Exhibit 17-23 S'

Form created by the Form tool

A

Form Layout Tools Home

Create

S '°'V BC0

View

Themes

Views

Fonts

Database Tools

gjPff

An

j=i

Design

|

l^olarPowerl7: Database (Access

icrosoft Access

Arrange

_J

1 Insert Image

j^Logo ^

Title S ) Date and T.me

Add Existing Property . F j <

/ d s

S

h

e

e

t

Themes

All Access Objects

© «

Tables Z3

Contract Customer

3

Invoice Queries Hp

InvoicePayments

1301-KS

ft

2/18/2013 $500.00

field values for the first record

depending on your computer's settings, your field value boxes might be a different width form displayed in Layout view m

Layout View

W h e n y o u first create a f o r m , it opens in Layout

the t a b is the same as the table n a m e o n w h i c h the

view. If necessary, you can use Layout view t o m a k e de-

f o r m is based, and the fields in t h e f o r m display

sign changes t o the form and see the effects o f those

the C a p t i o n properties set f o r t h e fields. T h e field

changes immediately.

values f o r the first record a p p e a r in t h e f o r m , a n d a border appears around the value f o r the first field in the f o r m , Invoice N u m b e r , indicating that

ACTIVITY

it is selected. T h e form is in L a y o u t view.

Create a simple form. Tk In the N a v i g a t i o n Pane, select the Invoice table. I O n the Create t a b , in the F o r m s group, click the Form button. Because the Invoice table is open a n d nothing else is selected in the

^ T i p : You c a n also select a q u e r y in the

I O n the record navigation bar, click the Next record button [jT|. T h e values for the second r e c o r d in the Invoice table appear in the f o r m . ) O n the record navigation bar, click the New (blank)

Navigation Pane to

record button | • . |. A blank f o r m is c r e a t e d , a n d 8 3

create the form based

o f 8 3 appears in the Current R e c o r d b o x o n the

o n the q u e r y y o u

record navigation bar.

select.

N a v i g a t i o n Pane, a simple f o r m showing every field in the Invoice

Layout view The Access view in which you can make design changes to database objects such as forms and reports, and see the effects of those changes immediately.

table is created. See E x h i b i t 1 7 - 2 3 . T h e n a m e on

Chapter

17: Creating

a

Database

) N e x t t o the Invoice N u m b e r field n a m e , click the empty field box. It is highlighted with an orange

Exhibit 17-24

Form w i t h n e w data

border.

D a t a b a s

) Type any character. N o t h i n g happens because the £J Ascending

f o r m is in Layout view. Home

^ ^ ^ ^ 1 View

| O n the Quick Access T o o l b a r , click the Save

i^i *

Views

button [ y j . T h e Save As dialog b o x opens.

—' »

| In the F o r m N a m e b o x , type InvoiceData and then

I n v o i c e D a t a ,

a n d the f o r m is added t o the Naviga-

tion Pane.

^Copy

£ y Remove Sort T Toggle Filter

i

Refresh All-

Sort &L Filter 5 «

j Format Painter

Clipboard

^ Selection-

\ [ Descending ^Advanced' External Data Database Tools Filter .

c u t

A c c e s s O b j e c t s Paste .

Al

click OK. T h e form's t a b n o w displays the name

Create

^]

•

Invoice

T a b l e s

Contract !3

Customer

Z]

Invoice

Invoice N u m b e r

1412-056

Contract N u m b e r

1414-KS

Invoice D a t e

12/12/2014

A m o u n t

$6,000.00

Queries 3^

E n t e r D a t a in a F o r m After y o u create a f o r m , y o u c a n use it to enter data in the table. T o d o this,

form in Navigation Pane

InvoicePayments

Forms •^iU

ft

InvoiceData

Paid?

you need t o switch from L a y o u t view t o F o r m view.

ACTIVITY Enter data in a form and refresh a table. n f c O n the F o r m L a y o u t T o o l s Design t a b , in the Views g r o u p , click the View button. T h e form appears in F o r m view. T h e insertion point is blinking in the

form displayed in Form view

first field, Invoice N u m b e r .

Record: n < 83 of 83

• M•

) Type 1412-056 and then press the Tab key. T h e insertion point moves t o t h e next field. | Enter the following d a t a , pressing the Tab key after entering each field value: Contract Number Invoice Date Amount Paid

I O n the H o m e t a b , in the R e c o r d s group, click the

1414-KS 12/12/14 6000 No

Refresh All button. T h e datasheet is refreshed, and the first record is selected. I Display the last record in t h e datasheet. T h e datasheet n o w contains 8 3 records and the record you

| C o m p a r e your screen t o E x h i b i t 1 7 - 2 4 .

added using the form is the last record.

) Close the InvoiceData form. T h e Invoice table is

I Close the Invoice table.

displayed in Datasheet view. | O n the record navigation bar, click the Last record b u t t o n

[w]. T h e r e are still only 8 2 records in the

datasheet, a n d the record you entered using the f o r m isn't included.

Creating a Simple Report A report is a formatted printout o r screen display of the contents o f one o r more tables o r queries. Y o u c a n use the R e p o r t tool t o quickly create a report based on all of the fields from a selected table o r query. T h e R e p o r t

report A database object that shows a formatted printout or screen display of the contents of the table or query objects on which the report is based.

Chapter

17:

Creating

a

Database

tool also generates summaries a n d totals in the report

j

automatically. A report shows each field in a c o l u m n with the field values for each record in a row, similar t o a datasheet.

However, the report has a m o r e visually appealing for-

b o n , the R e p o r t Layout T o o l s t a b s appear a n d the

mat for the d a t a — c o l u m n headings are in a different

Design t a b is selected.

color, borders appear around each field value, a graphic of a report is included in the upper-left c o r n e r o f the report, and the current day, date, and time appear in the upper-right corner. Dotted horizontal and vertical lines mark the edges o f the page and s h o w where t e x t will be printed on the page.

Formatting a Report T h e report is displayed in L a y o u t view. In L a y o u t view, you c a n change the format o f the r e p o r t . O n e w a y is to resize c o l u m n s t o better fit the d a t a a n d ensure that all values will be printed. Also note t h a t t h e page a r e a , the area that will print, is defined by t h e d o t t e d lines.

ACTIVITY

Anything outside o f the page area will n o t be printed.

Create a simple report using the Report tool. In the N a v i g a t i o n Pane, click the Invoice table. flfc On the R i b b o n , click the Create tab. In the Reports

ACTIVITY

Format a report.

g r o u p , click the Report button. A simple report

In the C o n t r a c t Number c o l u m n , click anyfield

showing every field in the Invoice table is created.

value. All o f the field values in the C o n t r a c t N u m -

See E x h i b i t 1 7 - 2 5 . T h e name on the t a b is

ber c o l u m n are highlighted with an o r a n g e b o x .

Invoice,

because the report is based on the Invoice table. T h e report opens in Layout view. O n the R i b -

In the C o n t r a c t N u m b e r c o l u m n , p o i n t t o the right border o f any field value. T h e p o i n t e r changes t o <

Exhibit 17-25 Report created by the Report tool

Layout View

Chapter

17: Creating

a

Database

Report after reszin ig cou lmns

Exhibit 17-26

Tools |

Home

Create

External Data

j Aa|| B "

^

o

n

t

s

„

G r o u p IJ3 & Sort

H

£

Customer

H 3

Invoice

m Aa ^

Fl302-001

InvoicePayments

Logo £ ] Title

Insert

Totals -

Page Numbers

_

Add Existing Property D

a

t

e

a

n

d T

i

m

e

Header / Footer

Fields

Sheet Tools

*

Invocie

Invoice N u m b e r

Q u e r i e s

J

Page Setup

i d e Details

Contract 3

Format

Image•

Grouping & Totals

F

Arrange

^|

Colors

A c c e s s O b j c t View Themes [e T ]s • » —

Design

Database Tools

1304-002

Contract N u m b e r

1 3 0 1 K S

1 3 0 3 M P

Friday, D e c e m b e r 12,

Invoice D a t e

2014

A m o u n t aid? 3

•

2/18/2013 $1,150.00 |

4/1/2013

$500.00

1 3 0 4 M P

B

p 0

" § 1 InvoiceData | l 3 Q W > 0 .

11 13 30 05 4 -003 -005 1305-006

3 0 2 K S | 1 1361

MP

1 3 0 5 K F

1306-007

1 3 0 2 K S

1307-008

1 3 0 7 R R

5/10/2013

$12,500.00 |

4 /29/20131| 5/15/2013 5/30/2013 6/9/2013 7/15/2013

$1,200.00 $1,100.00

0

$800.00

0

$1,500.00 $620.00

0

0

$450.00 | 1308-010 1308-009

1 3 0 8 R R*

111309-KF

8/29/2013

just wide enough t o fit the Contract N u m b e r column heading. T h e column is n o w narrower, better fitting the values, and the other columns shift t o the left. Click any Held value in the Paid? column, and then

$800.00

h o w the report will look when printed. W h e n you switch t o Print Preview, the R i b b o n changes t o include only t h e Print Preview t a b , which includes tools and o p t i o n s f o r printing the report as well as f o r changing the page size, t h e page layout, and h o w the report is displayed in Print Preview.

resize the Paid? column until it is slighter wider

ACTIVITY

than its field name. See E x h i b i t 1 7 - 2 6 . ^

Scroll down t o the b o t t o m o f the report. A field

H

8/28/2013

Q IP It necessary, drag the right border of any Held value in the Contract Number column until the column is

H

View a report in Print Preview.

containing a total dollar a m o u n t w a s added at the

O n the R e p o r t L a y o u t T o o l s Design t a b , in the

b o t t o m o f the A m o u n t c o l u m n .

Views group, click the View button arrow, and then click Print Preview. T h e first page o f the

Q| Click the total field ( $ 1 , 0 5 2 , 5 1 0 . 0 0 ) , and then press

report is displayed in Print Preview, and the Print

the Delete key. T h e field is deleted from the report,

Preview t a b replaces all o f the other tabs on the

and the report scrolls b a c k t o the top o f the page.

O n

Ribbon.

n i Zom group,

V ew i a Report n i Prn it Preveiw

click the One Page button (even if it is already

In L a y o u t view, t h e report doesn't s h o w h o w many

selected). See E x h i b i t 1 7 - 2 7 .

pages t h e report includes. T o see this, y o u need t o switch t o Print Preview. Print Preview shows exactly Print Preview The Access view that shows exactly how a report will look when printed.

^

the Print Preview t a b ,

the

O n the page navigation bar, click the Next Page button [V\ twice. T h e second and then the third page o f the report are displayed in Print Preview. Change the z o o m level t o 100%, and then scroll down t o see the b o t t o m o f the third page o f the

Chapter

17: Creating

a

Database

One Page button

Exhibit 17-27 First page of the report in Print Preview

A

A]

#

,

0

0

•

Contract ^

Customer

9

Invoice

InvoicePayments

^a]

InvoiceData

=: r a »v .....

Q

click to exit Print Preview

El El Jaxc-c El ..... 0 >r:r: El »~ 1 0 •^-r.-r 0 i«=.-= 0 — >= 0 :i::.<> & 0 S2 9CC2C 0 ..=:::: B = :;: B . = ::: B taxtx B B IS?-** IW.W i.xccc B Hit" B B r-e::: B Ssxccc B B iu-,rrc B lax::: • **:.: 0 i. EI >-x::: 0 55= — B iacc.-t B 1 » W 3i sere B .:»:=!

QUERIES ^3

:

B Invoice '—'

i m

-.ac*-::: |—i utuv

zz

JIc;!

Next Page button

•

H > I & No Fitter

report. " P a g e 3 o f 3 " appears at the b o t t o m o f

PRINTING A REPORT

the page.

A report is often printed and then distributed t o others

| O n t h e Q u i c k Access Toolbar, click the Save button [ y j . T h e Save As dialog b o x o p e n s . | Save t h e report as InvoiceDetails. T h e t a b displays the n e w r e p o r t n a m e , and the report appears in the N a v i g a t i o n Pane.

t o review. Y o u c a n change the print settings in the Print dialog b o x , which you open by clicking t h e Print b u t t o n in the Print group o n the Print Preview t a b o r by clicking Print o n the Print t a b in B a c k s t a g e view. Y o u c a n also print a report without c h a n g i n g a n y print settings using the Q u i c k Print option in B a c k s t a g e view.

ACTIVITY

\\\\\\\\\\\\\\\\\\\N\

A l t h o u g h table a n a query

Print a report. On the R i b b o n , click the File tab. In the naviga-

datasheets ean be printed, th

tion bar, click Print. T h r e e print o p t i o n s a p p e a r o n

are usually used for v i e w i n g

the Print t a b . O n the Print t a b , click Quick Print. B a c k s t a g e

and entering data; reports are

view c l o s e s a n d t h e r e p o r t p r i n t s w i t h t h e d e -

generally used for printing the data in a database.

f a u l t print settings. a

Close the report.

Chapter

17: Creating

a

Database

W h e n y o u c o m p a c t a d a t a b a s e , Access repairs the

When to Save Database Objects

database at the same time. In m a n y cases, Access detects that a database is damaged when y o u try to open it and gives you the option t o c o m p a c t and repair it at that

In general, it is best to save a database object— query, form, or report—only if you anticipate using the object frequently or if it is time-consuming to create because all objects use storage space on your disk. For example, you most likely would not save a form created with the Form tool because you can re-create it easily with one mouse click.

time. F o r e x a m p l e , the data in a database might b e c o m e damaged, or corrupted, if y o u exit the Access program suddenly by turning o f f your computer. If you think your database might be damaged because it is behaving unpredictably, you c a n use the C o m p a c t & Repair D a t a b a s e option t o fix it. Y o u c a n also set an o p t i o n t o c o m p a c t a n d r e pair a d a t a b a s e a u t o m a t i c a l l y every time you c l o s e the file. T h e C o m p a c t o n C l o s e o p t i o n is available in the C u r r e n t D a t a b a s e s e c t i o n o f t h e Access O p t i o n s

i o x Compacting and Repairing a Database

E

dialog b o x , w h i c h y o u o p e n f r o m B a c k s t a g e view by clicking t h e O p t i o n s c o m m a n d turned o f f .

ach time you open a n d w o r k in a d a t a b a s e , the

ACTIVITY

size o f the d a t a b a s e increases. In addition, when

you delete records o r w h e n y o u delete o r replace database o b j e c t s — s u c h as queries, f o r m s , and r e p o r t s — t h e space they occupied does n o t b e c o m e available for other

in the naviga-

tion bar. By d e f a u l t , t h e C o m p a c t o n Close o p t i o n is

Compact and repair a database. nfc

O n the R i b b o n , click the File tab. Backstage view opens with the Info t a b selected.

records or objects until y o u c o m p a c t the d a t a b a s e . As

O n the Info t a b , click the Compact & Repair

illustrated in E x h i b i t 1 7 - 2 8 , compacting a database rearranges the data a n d o b j e c t s in a database t o decrease

Database button. Backstage view closes and the

its file size, m a k i n g m o r e space available and letting

database is c o m p a c t e d and repaired.

you open and close the d a t a b a s e m o r e quickly.

Exhibit 17-28

B

Close the database.

Compacting a database

Before compacting

Quiz Yourself

After compacting

LEGEND I ^ H active database element I

I deleted/replaced database element

1.

W h a t is a field?

2.

W h a t is a record?

3.

H o w are tables related in a relational database?

4.

Explain the difference between a primary and a foreign key.

5.

W h a t does the D a t a Type property do?

6.

Describe h o w the data in a table is displayed

compact To rearrange data and objects in a database to decrease its file size.

in Datasheet view. Describe h o w a table's contents appear in Design view.

W^^^

Chapter

17: Creating

a

Database

8.

W h e n y o u create a new table in D a t a s h e e t view,

Resize c o l u m n s in the datasheet so that all the field values are completely displayed, a n d then

primary key field for the new table a n d w h a t are

save the table.

its default field name and data type? 9.

6.

which field does Access create, by default, as the

7.

In D a t a s h e e t view, what do the pencil symbol

Switch t o Design view, and then f o r e a c h field set the following field sizes and c a p t i o n s :

and the star symbol at the beginning o f a record

Field Size

represent? 1 0 . W h a t is a property? 1 1 . W h a t does the Caption property do? 1 2 . W h a t is a query? 8.

1 3 . W h a t is a f o r m ?

Caption

Company

150

FirstName

20

LastName

25

Last Name

CustomerSince

Long Date

Customer Since

First Name

Add a n e w field as the last field in t h e C u s t o m e r table with the field name CallPM, the Yes/No data

1 4 . W h a t is a report?

type, a F o r m a t property o f Yes/No, a n d a C a p t i o n property o f Call after 8?. Set the D e f a u l t Value

1 5 . W h e n y o u create a form using the F o r m t o o l , in

property t o No.

w h i c h view does the form open? 1 6 . W h a t happens when you c o m p a c t a database?

9.

Add the following descriptions t o the Description property for each o f t h e fields listed b e l o w :

Practice It

ID

Primary key

CallPM

Indicates whether client has given permission for us to call

Practice It 17-1 l.

after 8:00 pm

Start Access, and create a new, blank database n a m e d Clients.

1 0 . Save the table and switch the table t o D a t a s h e e t view. Resize the C u s t o m e r Since c o l u m n t o its best fit.

Add the following fields t o the table in the order s h o w n , leaving the first field named

ID:

1 1 . In the Call after 8? c o l u m n , click t h e c h e c k b o x e s for both records.

Text

Company

Text

FirstName

Text

LastName

Text

Phone

C h a p t e r 17\Practice It folder. Save t h e d a t a b a s e

Date/Time

CustomerSince

as SnowRemoval17

1 2 . Save the table, and then close t h e d a t a b a s e . 1 3 . O p e n the data file Snow17 located in the

Resize the CustomerSince column width so it fits

and close the table.

4.

Save the table as Customer.

5.

Enter the following records in the C u s t o m e r table:

Company

1 4 . In the ServiceAgreement t a b l e , set the AgreementN u m field t o be the primary key, a n d then save

the c o l u m n name.

1 5 . In Design view for the Invoice t a b l e , m o v e the Paid field so it follows the I n v A m t field, and then save and close the table.

Record 1

Record 2

Bangor Lighting

High Estate

T e x t field n a m e d Email b e t w e e n t h e P h o n e

Realtors

a n d S t r e e t fields, a n d then save a n d c l o s e t h e table.

FirstName

Scott

your first name

LastName

Woodman

your last name

Phone

207-555-6869

207-555-3132

CustomerSince

1/15/2013

11/23/2014

1 6 . In D e s i g n view f o r t h e C l i e n t t a b l e , a d d a n e w

1 7 . Create a query named All Amounts that includes the A g r e e m e n t N u m and A m o u n t fields f r o m the ServiceAgreement t a b l e . Save a n d close the query.

Chapter

17: Creating

a

Database

1 8 . Create a form based on the ServiceAgreement

7.

to Yes/No.

table, and then enter the following as a n e w record in the form:

8.

Agreement #

1424

F o r the J u n i o r s field, change the F o r m a t property

Add a n e w field as the last field in the Class table with the field name Level, the T e x t data type, a

Client ID

22

Field Size property o f 20, a n d a Caption property

Amount

1700

of Class Level. Set the D e f a u l t Value property to

DateSigned

12/20/14

Beginning.

1 9 . Display the ServiceAgreement table to see the new

9.

Add the following descriptions t o the Description

record, and then close the table. Save the form as

property for each o f the fields listed below:

AgreementForm, and then close it.

ID Juniors

Primary key Does the class allow teen participation?

Length

Class duration in minutes

2 0 . Create a report based on the ServiceAgreement table. Resize each field so it is slightly wider than the longest entry (either the field n a m e itself o r an entry in the field).

1 0 . Save the table and switch the table to Datasheet view, and then resize all c o l u m n s t o their best fit.

2 1 . At the b o t t o m o f the report, delete the b o x that contains the total in the A m o u n t c o l u m n . 2 2 . Display the report in Print Preview, and then print it. 2 3 . Save the report as Agreement Report, and then close it.

1 1 . Save the table, and then close the database. 1 2 . Open the data file Art17 located in the Chapter 17\Practice It folder. Save the database

as ArtClasses17. 1 3 . In the Class table, specify that the following classes accept juniors: C L - 2 9 3 , C L - 2 9 5 , D R - 1 0 5 ,

2 4 . C o m p a c t and repair the d a t a b a s e .

D R - 1 0 6 , P A - 0 2 4 , and P H - 3 1 1 .

2 5 . Close the database.

1 4 . In Design view, move the C o s t field so it follows the Length field. Delete the Level field. Save and

Practice It 17-2 1.

close the table.

Start Access, and create a new, blank database named Classes.

2.

C l a s s N a m e , Length, and C o s t fields (in that order)

Add the following fields t o the table in the order shown, leaving the first field named

3. 4.

5.

6.

1 5 . Create a query named ClassCost that includes the

ID:

from the Class table. Close the query. 1 6 . Create a form based on the Class table, and then

Text

ClassName

enter the following as a n e w record in the Class

Yes/No

Juniors

table using the form.

Currency

Cost

Number

Length

Class I D

PH-315

Class N a m e

Darkroom III

Save the table as Class.

Juniors

No

Enter the following records in the Class table:

Length

120

Cost

400

Record 1

Record 2

Class

Clay Discovery

your first and last names

Juniors

Yes

No

Cost

100

150

Length

45

60

17. After entering the record, save the form as Classlnfo and then close it. 1 8 . Open the Class table in D a t a s h e e t view to see the new record.

Resize c o l u m n s in the datasheet so that all the

1 9 . Create a report based on the Class table. Resize

field values are completely displayed, and then

each field so it is slightly wider than the longest

save the table.

entry (either the field n a m e itself o r an entry in the

Switch t o Design view, and then f o r the

field).

C l a s s N a m e field, change the Field Size property to 45 a n d the C a p t i o n property t o Class Name.

Chapter

17: Creating

a

Database

2 0 . Delete the total field that w a s added at the bot-

1 1 . O p e n the D o n o r table, a n d then edit the first re-

t o m , display the report in Print Preview, and then

cord t o use your title, first n a m e , a n d last n a m e in

print the report.

the corresponding fields. C l o s e t h e t a b l e .

2 1 . Save the report as ClassList, and then close it.

1 2 . O p e n the Agency table, and then delete the F a x and N o t e s fields from the t a b l e . Save a n d close the

2 2 . Close all open objects, and then c o m p a c t and

table.

repair the d a t a b a s e . 2 3 . Close the d a t a b a s e .

1 3 . Use the Simple Query Wizard t o create a query that includes all the fields in the D o n o r t a b l e except the Title field. (Hint: Use the [ » ] a n d [ < ] buttons t o select the necessary fields.) Save the

On Your Own On Your Own 17-1 1.

O p e n the data file DonationTablel 7 located in the C h a p t e r 17\On Your O w n folder. Save the database as DonationTablel7Edited.

2.

O p e n the D o n a t i o n table, and then switch t o D e sign view.

query as DonorPhoneList. 14

Sort the query results by the Last N a m e c o l u m n . (Hint: M a k e the Last N a m e c o l u m n the c u r r e n t field, and then click the appropriate b u t t o n o n the H o m e t a b in the Sort & Filter group.)

1 5 . R e a r r a n g e the fields in the query design so the Last N a m e field is t o the left o f t h e First N a m e field in the datasheet. 1 6 . W i d e n c o l u m n s widths as needed in the datasheet, and then save and close the query.

3.

R e n a m e the I D field as AgencylD.

4.

Set the D o n a t i o n I D field as the primary key.

1 7 . Create a form based on the D o n o r t a b l e .

Set appropriate values for the D o n a t i o n I D field's

1 8 . In the n e w f o r m , navigate t o r e c o r d 8 , a n d then

5.

6.

D e s c r i p t i o n , Field Size, and C a p t i o n properties.

print the form for the current record only.

(Hint: T o determine the field size o f the D o n a t i o -

Use the Print button in B a c k s t a g e view instead

n I D field, l o o k at the records in the datasheet.)

o f the Q u i c k Print button.) Save t h e f o r m as

C h a n g e the Field Size and Caption properties for each o f the remaining fields, as appropriate (use the M e d i u m D a t e format for the D o n a t i o n D a t e field, leave the Description field size at 2 5 5 , a n d set the default value for Pickup t o No). Save the table.

7.

In D a t a s h e e t view, resize the c o l u m n s as needed so that all o f the field values are displayed. Save the table, a n d then close it.

8.

In the N a v i g a t i o n Pane, select the D o n a t i o n table. C o p y the D o n a t i o n table t o the C l i p b o a r d .

9.

O p e n the data file Donations'! 7 located in the C h a p t e r 17\On Y o u r O w n folder. Save the database as DonationsList17.

1 0 . In D o n a t i o n s L i s t l 7 , paste the contents o f the C l i p b o a r d . In the Paste Table As dialog b o x that opens, change the table n a m e t o D o n a t i o n , m a k e sure the Structure and D a t a option button is selected, and then click O K .

(Hint:

Donorlnfo, and then close it. 1 9 . Create a report based on the D o n o r t a b l e . 2 0 . In L a y o u t view, resize each field so it is slightly wider than the longest entry (either the field n a m e itself or an entry in the field). 2 1 . Delete the summary field at the b o t t o m o f the report. 2 2 . M o v e the page number at the b o t t o m o f the report so it appears completely o n the p a g e . (Hint:

Select

the field, a n d then drag it t o the left.) 2 3 . Save the report as Do nor List. 2 4 . Display the report in Print Preview a n d verify that the fields and page n u m b e r fit within the page area. Print the report, and then close it. 2 5 . C o m p a c t and repair the d a t a b a s e , a n d then close it. 2 6 . O p e n the DonationTablel7Edited d a t a b a s e , c o m pact and repair it, and then close it.

Chapter

17: Creating

a

Database

Access 2010

Maintaining and Querying a D a t a b a s e Learning Objectives

Introduction

After studying the material in this chapter, you will be able to:

Creating/designing a d a t a b a s e is just the beginning. O n c e the d a t a b a s e

LOI8.I

Maintain database records

LOI8.2

Work with queries in Design

structure is developed, the o n g o i n g w o r k o f recordkeeping begins. D a t a is constantly c h a n g i n g . People regularly get new p h o n e numbers and email addresses. Invoices are sent and then paid. C u s t o m e r activity is ongoing, and t r a c k i n g this accurately leads to developing new strategies for p r o m o t i n g services. S o , n o matter w h a t kind o f information the d a t a b a s e c o n t a i n s — c u s t o m e r , c o n t r a c t , invoice, or asset d a t a , to n a m e just a f e w — t h e i n f o r m a t i o n must be accurate and up to date t o be o f value. T h i s requires c o n t i n u a l and diligent entering and updating o f r e c o r d s . Entering and updating data is just one aspect o f databases. T h e records can also be used t o m o n i t o r and analyze other aspects o f the business. This is accomplished by creating and using queries that retrieve information from the d a t a b a s e . Queries can also be saved so anyone can run the queries at any time, modify them as needed, or use them

view

LO18.3

Sort and filter data

LO18.4

Define table relationships

LO18.5

Create a multitable query

LO18.6

Add criteria to a query

LO18.7

Add multiple criteria to queries

LO18.8

Create a calculated field

LO18.9

Use functions in a query

as the basis for designing n e w queries to meet additional information requirements.

LO18.1

A

Maintaining Database Records

database is only as useful and accurate as the data it contains. M a i n t a i n i n g a d a t a b a s e involves adding n e w records, updating the field values o f existing records, and deleting

outdated records t o keep the database current and accurate.

Editing Field Ualues R e c o r d s often need to be edited to update or correct a field value. F o r e x a m p l e , information, such as a p h o n e n u m b e r o r email address, might have changed or the original record might have been entered inaccurately and as a result, it contains an error. T o replace a field value,

EDHAR/Shutterstock.com

Whether a database is used by one person or many, the information in the database must be updated continually to ensure currency as well as to retrieve relevant and accurate information from the database with queries.

you select it in the table datasheet, and then type the new entry. T o edit a field value, position the insertion point in the field value and use the standard editing techniques to delete and insert text as needed. Y o u can use the navigation buttons, keystroke c o m b i n a t i o n s , or the F 2 key to navigate a datasheet and select field values.

Chapter

18:

Maintaining

and

Querying

a

Database

Navigate and Edit Fields The F2 key is a toggle that you use to switch between navigation mode and editing mode. In navigation mode. Access selects an entire field value. The entry you type while in navigation

mode

replaces

the

I Press the Ctrl+Home keys. T h e Customer I D field value for the first record is selected. I Press the Tab key t o select the Last N a m e field value for the first record, and then type your last name. Press the Tab key to select the First Name field value for the first record, and then type your first name. Press the Tab key to m o v e t o the next field.

high-

lighted field value. In editing mode, you can insert or delete characters in a field value. You can use the mouse or the keyboard to move the location of the insertion point, as you have done in Word and Excel.

Finding and Replacing Data As a database grows, the n u m b e r o f records becomes n u m e r o u s — t o o numerous t o scroll and search for a specific record that you need t o update or delete. Instead o f scrolling the table datasheet t o find the field value you need t o change o r delete, you can use the Find and Replace dialog b o x t o locate a specific field

ACTIVITY

value in a table, query datasheet, o r form. In the Find and Replace dialog b o x , you specify the value you w a n t

Modify records.

to find, where t o search for that value, and whether t o

Open the data file Solar18 located in the

U

locate all or part o f a field value. Y o u also can choose t o

Chapter 18\Chapter folder. Save the database as

search up or down from the currently selected record.

SolarPower18.

If you w a n t to substitute a different field value, you c a n

In the N a v i g a t i o n Pane, double-click the Customer

enter that value on the Replace t a b .

table. T h e table opens in D a t a s h e e t view. In the first record, the field value f o r the first field—the Customer ID field—is selected.

ITfc Press the Ctrl+End

keys. T h e records f r o m the end

of the Customer table are displayed, and the field

\J}

Find data. |P Open the Invoice table in D a t a s h e e t view. T h e in-

value for the last field—the Email field—in the last

sertion point is positioned in the Invoice N u m b e r

record (record 3 5 ) is selected.

field, which is the field y o u w a n t t o search.

Press the Up Arrow key. T h e Email field value for

On the H o m e t a b , m the Find g r o u p , click the Find

record 3 4 , the second t o last record, is n o w selected.

button. T h e Find and R e p l a c e dialog b o x opens

Press the Shift+Tab keys. T h e Phone field value for record 3 4 is selected. \ Click at the end o f the field value t o position the insertion point to the right o f the phone number.

Press the

Backspace key t o delete the 0 , type 1 as

with the value in the Find W h a t b o x selected. This value is the Invoice N u m b e r field value for the first record in the Invoice table. See E x h i b i t 1 8 - 1 .

^

T i p : R e m e m b e r that c h a n g e s to field values are saved w h e n y o u

Exhibit 18-1

Find and Replace dialog box

m o v e to a n e w field or another record, or w h e n y o u close the table.

the n e w final digit o f the p h o n e number, and then press the Enter key. T h e Phone field value is updated. I Press the Home key. T h e C u s t o m e r I D field value for record 3 4 is n o w selected.

all fields in the table will be searched

In the Find W h a t b o x , type 1406-033 t o replace

I Click the row selector to select t h e entire record for

the selected value. Y o u want t o find the record for

the c u s t o m e r with the last n a m e C h a p p e l l e .

invoice n u m b e r 1 4 0 6 - 0 3 3 .

I O n the H o m e t a b , in the R e c o r d s g r o u p , click the

Click Find Next. T h e datasheet scrolls to the record

Delete button. A dialog b o x a p p e a r s , confirming

for invoice n u m b e r 1 4 0 6 - 0 3 3 and selects the In-

that you w a n t t o delete the r e c o r d a n d reminding

voice N u m b e r field value.

you that y o u c a n n o t undo this deletion.

J| In the Find a n d Replace dialog b o x , click Cancel.

I Click Yes. T h e dialog b o x closes, a n d t h e r e c o r d is

T h e Find a n d Replace dialog b o x closes.

removed from the table.

For invoice number 1 4 0 6 - 0 3 3 , click in the Amount box, a n d then edit the value t o $13,750.00. Close the

INVOICE

table.

Deleting a Record Deleting a record removes all o f the field values for that record f r o m the database. Before you delete a rec o r d , y o u must select the entire r o w for the record in the datasheet. T h e n , you can delete the selected record using the Delete button in the R e c o r d s group on the H o m e t a b o r the Delete R e c o r d c o m m a n d on the shortcut m e n u . K e e p in mind that the deletion o f a record is permanent

a n d c a n n o t be undone.

AutoNumbered Field Values Each value generated by a field is unique. When you use the AutoNumber data type to define the

primary

key

field,

the

AutoNumber

data

type ensures that all primary key field values are unique. W h e n you de-

I Close the C u s t o m e r table.

lois

Working with Queries in Design View

I

2

n C h a p t e r 1 7 , you used the Simple Q u e r y W i z a r d t o create a query based on o n e t a b l e . Y o u c a n base a

query on o n e table, on multiple t a b l e s , on o t h e r queries, or o n a c o m b i n a t i o n o f tables a n d queries. F o r e x a m p l e , you might use a query to find records in the C u s t o m e r table for only those customers located in a specific city w h o have unpaid invoices. W h e n y o u design a query, you specify which fields you need a n d w h a t criteria t o use t o select the records. Y o u c a n use queries t o : •

Display selected fields and records f r o m a t a b l e .

•

Sort records.

•

Perform calculations.

•

Generate data for forms, r e p o r t s , a n d other queries.

•

Update data in the tables in a d a t a b a s e .

•

Find and display data from t w o o r m o r e tables. Y o u w o r k with a query in t h e Q u e r y w i n d o w . In

lete a record that has an AutoNumber field, the

Design view, specify the data y o u w a n t t o view by c o n -

corresponding

structing a query by e x a m p l e . Query by example (QBE)

is also deleted

value and

cannot be reused. After deleting a record with an AutoNumber field, you might see gaps in the numbers used for the field values.

Wtih queries, you can retrieve specific data from a database to m various requests for information. query by example (QBE) A query that retrieves the information that precisely matches the example you provide of the information being requested.

Delete a record. In the C u s t o m e r table, find the record for the cus-

nnn

t o m e r with the last name Chappelle.

Chapter

18:

Maintaining

and

Querying

a

Database

As you are constructing a query, you can see the

Designing Queries vs. Using a Query Wizard

query results at any time by clicking the View button o r the R u n button in the Results group on the Query Tools Design t a b . T h e results appear in the query datasheet.

More specialized, technical queries, such as finding duplicate records in a table, are best created using a Query Wizard. A Query Wizard prompts you for

information

by asking a se-

New Q u e r y

C r o s s t a bQ u e r yW z ia r d F n id D u p k c a e ts Q u e r yW z ia r d F n id U n m a c t h e dQ u e r yW z ia r d

ries of questions and then creates the appropriate query based on

T h sA i i z a r dc r e a t e sas e l e c tq u e r y f r o m the Was you p i c k .

your You

answers. used

Simple Wizard

the Query

to

dis-

play only some of the fields in the Invoice table. The other Query Wizards can create more complex queries. For common, informational queries, it is often easier to design the query yourself than to use a Query Wizard.

T h e result o f a query is also referred t o as a recordset because the query produces a set o f records that answers your question.

Designing a Select Query Most

questions

about

data

are general

queries in

which you specify the fields a n d records you want t o select. These c o m m o n requests f o r information, such as " W h i c h customers are located in B e r k e l e y ? " or " H o w many invoices have been p a i d ? " , are select queries. A select query is a query in which y o u specify the fields and records you w a n t Access t o select. T h e answer t o a select query is returned in a query datasheet. When you design a query, you specify which fields t o include in the query. First, add the table or query whose fields you want to include in the query to the Query window. Then move fields from the field lists to the design grid in the order you want them t o appear in the query results. After you view or run the query, the results appear in a datasheet. You can save a query to use it again. Although a query datasheet l o o k s like a table data-

retrieves the information that precisely matches the e x -

sheet, a query datasheet is t e m p o r a r y and its contents

ample you provide o f the i n f o r m a t i o n being requested.

are based on the criteria set in the query design grid. In

T h e top portion o f the Q u e r y w i n d o w in Design view

contrast, a table datasheet shows the permanent data in

contains the field list f o r each table or query used in

a table. However, data is n o t duplicated in a query data-

the query. A field list c o n t a i n s the fields in the table or

sheet; it is the same data displayed in a different way.

query used t o create the query. T h e fields are listed in

Unlike a table datasheet, which displays all o f the

the same order as they appear in the table or query, and

fields in the table in the same order as they appear in the

the primary key for a table is identified by

Scroll or

table, a query datasheet c a n display selected fields from

resize the field list t o see all o f the fields in the field list.

a table in the order you specify, which can be different

T h e b o t t o m portion o f the Q u e r y w i n d o w contains the

from the table order. W i t h this flexibility, the query re-

design grid, which shows the fields and record selection

sults display only the i n f o r m a t i o n you need and in the

criteria for the information y o u w a n t t o see in the query

order you w a n t .

results. Each column in the design grid contains specifications about a field being used in the query.

You can update the data in a table using a query datasheet just as you can when w o r k i n g in a table datasheet. W h e n you m a k e changes in a query datasheet, the underlying table will be updated with those changes.

field list A box that contains the fields for the table or query used in a query. design grid The bottom portion of the Query window in Design view that shows the fields and record selection criteria for a query. recordset The result of a query, which is a set of records that answers the question. select query A query m which you specify the fields and records you want Access to select.

Design a select query. nfc

On the R i b b o n , click the Create tab. In the Queries group, click the Query Design button. T h e Query window opens in Design view, and the Show Table dialog b o x , as shown in E x h i b i t 1 8 - 2 , opens listing the three tables in the database.

Exhibit 18-2 Show Table dialog box tabs for selecting the source of the query

Show Table Tables

QUERIES

Exhibit 18-3 Field added to the design grid

j Both

J

if +!>! I

Home

Create

•

Contract Customer Invoice

View

Run

External Data

Desit

GD Union 1

9

Make Append Update Crosstab Delete

Results

tables in the database

Database Tools

Pass-Thr Data Dei

Query Type

© «

ALL ACCESS OBJECTS

^Queryl

Search-

Tables 13 Contract

m Add

Customer

CUSTOMER

resized field list

CustomerlD LastName FirstName Company Street Crty

Invoice

Close

State Zip

I In the Tables list,

click Customer, and then click Add. T h e field list f o r t h e C u s t o m e r table is added t o the Q u e r y window. | In t h e S h o w Table dialog b o x , click

Close. T h e S h o w Table dialog b o x closes.

) Point t o the bottom border o f the Cust o m e r field list t o

Phone Email

A

P r o b l e m ? If the w r o n g table is a d d e d to the Query window, right-click the table name in the field list, and then click Remove Table. To a d d t h e correct table to the Query window, click the Show Table button in the Query Setup g r o u p o n the Query Tools Design tab to redisplay the S h o w Table dialog box, a n d then repeat Steps 2 and 3.

design grid

field added to query j

keep checked to display field in the query datasheet

A

I In the C u s t o m e r field list, double-

click Company,

the bottom border

FirstName, LastName, City, Email, and Phone t o

of the C u s t o m e r field list down until the vertical

add these fields t o

scroll b a r in the field list disappears and all o f the

the design grid in

fields are visible.

the order specified.

change t h e pointer to $, a n d then drag

| In the C u s t o m e r field list, d o u b l e -

click CustomerlD. T h e field is placed in the Field b o x in the first c o l u m n o f

I O n the R i b b o n , on

^ T i p : You can also drag a field from the field list to a c o l u m n in the design grid to a d d the field to the query.

the Q u e r y Tools Design t a b , in the Results group, click

the Run button. T h e

P r o b l e m ? If a w r o n g field is a d d e d to t h e d e s i g n grid, select that field's c o l u m n by clicking the field selector (the thin bar a b o v e the Field box), a n d t h e n press t h e Delete key (or click the Delete Columns button in the Q u e r y S e t u p g r o u p o n the Q u e r y Tools D e s i g n tab).

query runs a n d the results are displayed in D a t a -

the design grid. T h e

sheet view. T h e fields you added t o t h e design grid

field n a m e C u s t o m e r l D appears in the Field b o x ,

appear in the datasheet in the same order as they

the table n a m e C u s t o m e r appears in the Table

appear in the design grid. T h e records are dis-

b o x , a n d the selected S h o w check b o x indicates

played in order based o n t h e values in t h e primary

that the field will be displayed in the datasheet

key field, Customer I D . A t o t a l o f 3 4 records are

after y o u run the query. See E x h i b i t 1 8 - 3 .

displayed in the datasheet. See E x h i b i t 1 8 - 4 .

Chapter

18:

Maintaining

and

Querying

a

Database

Modifying a Query

Exhibit 18-4 Query datasheet with query results

If

J] Q o e r y l C o m p a n y

C u s t o m e r ID

First N a m e Y o u r

Brisbane Engineering Dept.

•

E r r ^

C i t y

the results

of a

query are not w h a t

N a m e

Palo Alto

[email protected]

Barbara

D e r r i c k

O a k l a n d

bderrick@interoakl

S u m i k o

S h a r m a

R e d w o o d C i t y ssharma@redwood

quire, you can m a k e

M i s t i

S t a n w o o d

Brisbane

changes to the query.

mstanwood@brisb.

you expected or re-

L e o p o l d

Faries

D u b l i n

lfaries@onecalweb

Bradley

S c h u m e r

San

Francisco

bschumer@onecak

You can add

fields

Yvette

G r a d y

San

Rafael

ygrady@sanrafmed

to or remove

fields

C h u n g

C o l b e r g

O a k l a n d

ccolberg@onecalw>

Jack's C a f e

Xenia

Selin

O a k l a n d

xselin@onecalweb

Pleasanton W a l d o r f School

P a m e l a

K e n n i s o n

Pleasanton

K h a l i

Christofferson San

A n t h o n y

Tedeschi

C o n c o r d

itedeschi@doufayf

M a n d a

M i g a

O a k l a n d

mmiga@oakrootsdi

F r a n k

W a l k e r

F r e m o n t

d w e l k e r @ o n e c a l w <

T a m a r a

Stille

O a k l a n d

[email protected]

hide a field's values

Ferebee

O a k l a n d

jferebee@interoak

Alexa

L e m a i r e

O a k l a n d

alemaire@interoak

in the query results.

Emerita

B o r g m e y e r

RohnertPark

eborgmeyer@onec

You

A l

D o t e n

San

Carlos

adoten@onecalwel

when all the records

chartt@sauerbrook

San

M.

Rafael M e d i c a l Partners

D o u f a y Financial

Oak

Roots Development

Prentice College

O a k l a n d N e i g h b o r h o o d D e v e l o p m e n t Julianne

number of records that

L a s t N a m e

Francisco

Sauerbrook & M a r s Fashions

Cecille

Hartt

San

Francisco

P r a n c i n g P o n y G r i l l

Kathleen

Arter

San

Francisco

pkennison@pleasa kchristofferson@or

W i l c o x

O a k l a n d

Juanita

F r y

San

[email protected]

R a y m o n d

H e a r n s

O a k l a n d

rhearns@interoakl<

Palo Alto

kfrevert@lkwdcons j

Frevert

Krystle

Construction

Search

3 a

the

fields

results. You can also

might

do this

will have the same

Jennifer

Bay

LKW

in which

appear in the query

in the query results

S w a n Senior L i v i n g Center

Francisco

can change the order

karter@prancingpo jwilcox@swansenic

A r e a C o m m u n i t i e s U n i t e d

from the query. Y o u

• " • - .

3 D ifS'

d

field

value, such as

a query that lists all customers located in San Francisco. Keep in mind that hiding a field's values does

name appears on the t a b f o r the query object, and

not remove the field from the query design; the field must remain in the query design t o be included as a

also in the Queries group in the Navigation Pane.

condition for the query.

I Save the query as CustomerContact. T h e query

Adding All Fields to the Design Grid If the query you are creating requires every field listed in a field list, you can use one of the following methods to transfer all the fields from the field list to the design grid: ^

Click a n d d r a g e a c h f i e l d i n d i v i d u a l l y f r o m t h e f i e l d list t o t h e d e s i g n g r i d . Use this method if you want the fields Customersfield list title bar to appear in a different order in the 9 ID L a s t N a m e asterisk query than they do in the F i r s t N a m e field list. C o m p a n y Street Double-click t h e asterisk K" fields C i t y at t h e t o p o f t h e f i e l d list. State Z i p The table name followed by a P h o n e period and an asterisk (as in E m a i l "Customer.*") appears in the

Chapter

18: Maintaining

and

Querying

a

Database

Field box of the first column in the design grid, signifying that the order of the fields is the same in the query as it is in the field list. Use this method if you don't need to sort the query or specify conditions for the records you want to select. The advantage of this method is that you do not need to change the query if you add or delete fields from the underlying table structure. Double-click t h e f i e l d list title bar t o h i g h light all o f t h e fields, a n d t h e n d r a g t h e h i g h l i g h t e d f i e l d s t o t h e f i r s t c o l u m n in t h e d e s i g n g r i d . Each field is placed in a separate column and the fields appear in the order in which they appear in the field list. Use this method when you need to sort your query or include record selection criteria.

T o m o v e o r delete a field, y o u need t o select the

field, and then press the Delete key. T h e Email field is removed from the query design.

entire field. In t h e design grid, the thin b a r a b o v e a c o l u m n is t h e field selector. Click the field selector t o

I O n the Q u e r y Tools Design t a b , in the Results

select t h e entire c o l u m n in the design grid. Y o u c a n drag a c r o s s t h e field selector t o highlight m o r e

group, click the Run button. T h e results o f the

fields.

modified query are displayed in the query data-

T o m o v e a field, drag the selected field t o the n e w

sheet. N o t i c e that the City field is hidden, the Last

l o c a t i o n a n d d r o p it when the vertical line is in the

N a m e field values appear before the First N a m e

l o c a t i o n w h e r e y o u w a n t the field t o be inserted. T o

field values, and the Email field is n o longer in-

delete a field, click in its column and then click the D e -

cluded in the query results.

lete C o l u m n s b u t t o n in the Q u e r y Setup group on the Q u e r y T o o l s Design t a b . Y o u c a n also select the field to delete, a n d then press the Delete key.

LO183 Modify a query. ^

Sorting and Filtering Data

T

he records in the query datasheet are listed in or-

O n the H o m e t a b , in the Views group, click the View button. T h e C u s t o m e r C o n t a c t query switches

der by the field values in the primary key field for

the table. S o m e t i m e s , however, y o u will w a n t t o display

the records in a specific order, such as in alphabetical

to Design view. ]P In the design grid, in the S h o w r o w for the City c o l u m n , click the Show check box. T h e S h o w check b o x is n o longer selected, indicating that the City field will still be included in the query but will n o t appear in the results. | ^ Click the LastName field selector to

select

the

Held,

order by city. O t h e r times, you will w a n t t o display a subset o f the records, such as only t h e records for a certain city. T o m a k e these c h a n g e s , y o u c a n sort a n d filter the data.

Sorting Data

and then drag the selected field t o the left until the

Sorting is the process o f rearranging r e c o r d s in a speci-

vertical line t o the left o f the F i r s t N a m efieldis

fied order o r sequence. W h e n you sort d a t a in a query, only the records in the query datasheet a r e rearranged.

highlighted. See Exhibit 1 8 - 5 .

T h e records in the underlying tables remain in their original

Exhibit 18-5 Selected field being moved in the design grid

order.

For

e x a m p l e , you might

field selector

sort c u s t o m e r inforPho Cust

mation

by the Last

N a m e field t o m o r e easily

find

specific

customers,

or

you

might sort c o n t r a c t s

field won't appear

by

in query results

the

Contract

Value field t o m o n i t o r the financial a s i

m

a & i»

£

pects o f a business. T o sort r e c o r d s ,

field being dragged

you must select the I Release the mouse b u t t o n . T h e LastN a m e field moves to the left o f the F i r s t N a m e field. \ Click the Email field selector t o select the

^

T i p : You can select and move multiple fields at once; simply select adjacent fields, and then drag the selected fields to their new location.

sort

field,

which

is

sort The process of rearranging records in a specified order or sequence. sort field The field used to determine the order of records in the datasheet.

Chapter

18: Maintaining

and

Querying

a

Database

the field used t o determine the order o f records in the

down. N o t e that AutoFilter only works for sorting a

datasheet. F o r example, t o sort data by city, you would

single field.

specify City as the sort field. Sort fields can be T e x t ,

A sort is temporary unless you save the datasheet o r

N u m b e r , Date/Time, Currency, A u t o N u m b e r , or Yes/

form after sorting the records.

N o fields, but n o t M e m o , O L E o b j e c t , Hyperlink, or A t t a c h m e n t fields. Y o u sort records in either ascending

ACTIVITY

(increasing) or descending (decreasing) order, as de-

Use AutoFilter to sort data.

scribed in Exhibit 1 8 - 6 .

I In the Last N a m e column heading, click the arrow

Exhibit 18-6 Sort results for different data types

t o display the AutoFilter m e n u . See Exhibit 1 8 - 7 .

Data type

Ascending sort results

Descending sort results

Text

AtoZ

ZtoA

click Sort A to Z. T h e

Number

Lowest to highest numeric value

Highest to lowest numeric value

records are rearranged

Date/Time

Oldest to most recent date

Most recent to oldest date

Currency

Lowest to highest numeric value

Highest to lowest numeric value

AutoNumber

Lowest to highest numeric value

Highest to lowest numeric value

a r r o w on the right side

Yes/No

Yes (check mark in check box) then no values

No then yes values

o f the Last N a m e column

I O n the AutoFilter menu,

in ascending alphabetical order by last name, as indicated by the up

heading.

Using AutoFilter to Sort Data

^ T i p : Y o u c a n also use t h e A s c e n d i n g a n d D e s c e n d i n g buttons in t h e Sort & Filter g r o u p o n t h e H o m e t a b to q u i c k l y sort records b a s e d o n t h e s e l e c t e d field in a datasheet.

O n e o f the easiest ways t o sort data is t o use AutoFilter. In Datasheet view, each c o l u m n heading in the table or query datasheet displays an a r r o w t o the right o f its field name. W h e n you click this arrow, the AutoFilter menu opens with options for sorting and displaying field values. T h e first t w o c o m m a n d s sort the values field

in the

^

Exhibit 18-7 AutoFilter menu click arrow to

current

olarPowed^^atabase (Acces72007^T5ficroson^ccesT'

in as-

cending

or

S o r t

b u t t o r

descending

• • • J• Itei

sorted, an arrow appears on the right side o f the c o l u m n heading, indicating the sort order. If y o u sort in ascending order, the a r r o w points up. If sort

in

descending

order, the a r r o w

points

AutoFilter A feature used to quickly sort a column of data or find a matching value.

Chapter

18: Maintaining

Ascending

V Selection *

Descending

"^Advanced'

Remove Sort V Toggle Filter

order. W h e n records are

you

display menu

Database Tools \

~i New

T. Totals

'—' -^Save ^Spelling Refresh . _ AH ^ Delete" J More *

Querying

7

Records

Sort & Filter

CustomerContact CustomerlD » ' LastName Your last name lj -•Tarn will appear here Derrick j a Sharma 3 Stanwood 4 Brisbane Engineering Dept. Faries 5 Schumer 6 Grady 7 San Rafael Medical Partners Colberg « Selin 9 Jack's Cafe Kennison 10 Pleasanton Waldorf School Christoffers< 11 Tedeschi 12 M. Doufay Financial Miga 13 Oak Roots Development Walker 14 Stille 15 Prentice College 1K OaHanH MoiahhorhnnrI flouolnnmont Corohoo

and

Replace Go To

a

Database

V (Select All) H

(Blanks)

[7] Ansari

• Arter


Chen

0

Christofferson

V

Colberg

V Derrick

You can sort data in a table datasheet, in a query datasheet, in a form, and in a report. Sorting Multiple Fields in Design View Sometimes, y o u need t o sort using m o r e than one field. Sort fields c a n be unique or n o n u n i q u e . A sort field is

sort fields d o n o t have t o be a d j a c e n t , although they must be in the correct left-to-right order. As a result, fields that are n o t being sorted c a n a p p e a r between the sort fields. Y o u c a n also specify t h e a p p r o p r i a t e sort o r d e r — a s c e n d i n g o r descending—for e a c h sort field.

Sort multiple fields in Design view. [ J O n

the H o m e tab, in the Views g r o u p , click the

unique if the value in the sort field for each record is

View button. T h e C u s t o m e r C o n t a c t query switches

different, as is the case with a primary key field. A sort

to Design view.

field is n o n u n i q u e if more than o n e record can have the

In the design grid, in the City field, click t h e Show

same value f o r the sort field, as is the case for a City

check box. T h e field will be displayed in the query

field where m o r e than one record c a n have the same

results.

city.

M o v e the City field to the left of the C o m p a n y

W h e n y o u use a nonunique sort field, records with the same sort field value are grouped together, but are

field. T h e fields are in the c o r r e c t left-to-right

not sorted in a specific order within the group. T o sort

order in the design grid.

each group o f records in a specific order, you specify a secondary sort field, which determines the order o f

Q|

In the design grid, in the Sort r o w for the City c o l u m n , click the Sort box t o display t h e a r r o w

records that are already sorted by the primary sort field

b u t t o n . Click the arrow button \^] t o display the

(the first sort field specified).

sort o p t i o n s , and then click Descending. T h e City

Y o u c a n select as many as 1 0 different sort

fields.

field, which will be the primary sort field, n o w h a s

E a c h additional sort field organizes the records within

a descending sort order. Because the City field is

the higher level sort. F o r e x a m p l e , you might sort in-

a T e x t field, the field values will be displayed in

voices based on whether they are paid o r unpaid. T h e n

reverse alphabetical order.

you could sort each group o f invoices by the invoice

In the S o r t r o w f o r the L a s t N a m e field, c l i c k t h e

date. T h e n y o u could sort the invoices for each date by

Sort box, click the arrow button ["•!, a n d then

the invoice a m o u n t . Each additional sort affects m o r e

click Ascending. T h e L a s t N a m e field, w h i c h will

but smaller groups o f records.

be the s e c o n d a r y sort field b e c a u s e it a p p e a r s t o

In D a t a s h e e t view, the sort fields must be in adja-

the right o f the primary sort field (City) in the

cent c o l u m n s in the datasheet and you c a n specify only

design grid, n o w has an a s c e n d i n g s o r t order. See

one type o f sort—either ascending o r descending—for the

selected

T h e records are sorted by the leftmost selected column

Exhibit 1 8 - 8 .

columns.

a n d then

Exhibit 18-8 Query with two sort fields

by

leftmost sort field is primary sort field j

each remaining selected column in order

from

left t o right. To

sort

nonadjacent or with

fields

in

columns

different

sort

orders, y o u must specify the sort fields in D e -

m >£S 3 «*. ^

sign view. As in D a t a sheet view, the leftmost sort field is the primary

I O n the Query Tools Design t a b , in the Results

sort field a n d each remaining sort field is applied from

group, click the Run button. In the query datasheet,

left t o right in the design grid. However, in Design view,

Chapter

18: Maintaining

and

Querying

a

Database

the records appear in descending order based on

o f a field value; just select the check boxes for the

the values in the City field. R e c o r d s with the same

fields you w a n t t o include in t h e filter.

City field value appear in ascending order by the

Filter By Form changes the datasheet to display

values in the Last N a m e field. See Exhibit 1 8 - 9 .

blank fields so that you c a n c h o o s e a value f o r any blank field t o apply a filter that selects only those records containing

Exhibit 18-9 Query datasheet sorted on two fields l a r P c w e r l c Datable '-ccc:-: 200

7

al Data ~W Iter

-M i c r c s c f t

that value. After

Aco

2^Ascending

^Selection"

\\Descending

^Advanced'

tered a

t Toggle Filter

Sort & Filter JJ

filter

field

includes

icon, which

you c a n click t o dis-

C m C u s t o m e r l D »

C o m p a n y

C i t y

First N a m e

P h o n e

~~ W a l n u t C r e e k Watering H o l e M i n i G o l f

Janelle

925-555-9101

29 S u n n y v a l e

D u s c h e s n e Investment C o r p

M a r y a n n

408-555-1707

Rafael

San

Yvette

415-555-2591

21 San

Francisco

Prancing P o n y G r i l l

Kathleen

415-555-4887

31 San

Francisco

Sierra N e v a d a Contracting

L a t a s h a

415-555-4969

11 San

Francisco

San

Francisco

Bay

San

Francisco

Sauerbrook & M a r s Fashioi

6 San

Francisco

7 San

records sorted in descending order by City

filter

heading for the fil-

m

A

Remove Sort

you

records, the c o l u m n

primary sort field

Database Tools

Rafael M e d i c a l Partners

Christofferson K h a l i A r e a C o m m u n i t i e s U n i t e d

19 San Carlos 33 Sacramento

Y a m a d a A r c r

o h n e r t P a r k 18 R e d w o o d C i t y 3R 27 Pleasanton

H a p p y skies

for each city, records are sorted in ascending order by Last Name

415-555-7074

Juanita

415-555-8025

Cecille

415-555-2691

Bradley

707-555-0613

A l

650-555-6517

S a c h i k o

916-555-3776

Emerita

707-555-4074

S u m i k o

650-555-6578

M e l a n i e

925-555-8069

play additional o p tions f o rfilteringt h e field. You can tell that a datasheet has been filtered

because

Fil-

tered appears on the status b a r and a Filtered button appears to the right o f the navigation

buttons.

You can redisplay all o f the query records by clicking the Toggle Filter button in the Sort & Filter group on the H o m e

I Save the C u s t o m e r C o n t a c t query. All the design changes—including the selection o f the sort

t a b , which switches between the filtered and unfiltered

fields—are

datasheet.

saved with t h e query.

Filtering Data A filter is a set o f restrictions you place on the records in a datasheet or form t o temporarily

Filter records by selection.

isolate a subset o f

In t h e query d a t a s h e e t , l o c a t e t h e first occur-

the records. A filter lets you view different subsets o f dis-

rence o f a City field c o n t a i n i n g t h e value San

played records so that you c a n focus on only the data

Francisco, a n d then c l i c k a n y w h e r e within t h a t

you need. Unless you save the object with a filter applied,

field value.

the filter is not available the next time you open the o b ject. There are several methods for filtering records: •

Filter By Selection lets y o u select all o r part o f a field value in a datasheet o r form, and then display only those records that contain the selected value in the field.

• AutoFilter provides options f o r filtering the datasheet based o n a field value o r the selected part

T h e primary sort field is not the same as a table's primary key field. A table has only one primary key, w h i c h must be unique, whereas any field in a table can serve as a

filter A set of restrictions placed on records in a datasheet or form to temporarily isolate a subset of the records.

Chapter

18:

Maintaining

and

Querying

a

primary sort field. Database

I O n the H o m e t a b , in the Sort & Filter group, click

I Close the C u s t o m e r C o n t a c t query. A dialog b o x

the Selection button. A menu opens with options

appears, asking if you w a n t t o save changes t o the

for the type o f filter to apply. See E x h i b i t 1 8 - 1 0 .

design o f the query which n o w includes the filter

You c a n c h o o s e t o display only those records with

you just created.

a City field value that equals the selected value (in

| Click No t o close the query w i t h o u t saving the

this case, San F r a n c i s c o ) ; does n o t equal the value;

changes.

c o n t a i n s the value somewhere within thefield;o r does n o t c o n t a i n the value somewhere within the field. Y o u w a n t t o display all the records whose

LO18.4 Defining Table

City field value equals San F r a n c i s c o .

Relationships

Exhibit 18-10 Filter By Selection Selection button

; Database

^TffvWrosoft

(AcceS5

ACC«

O

; W o o l s D a t a b a s e S T o o l s

filter options

lection Ing

New

^

Does Not Equal San Francisco'

of a man-

ity t o define

C T IY P H O N E C O M P A N Y L AS T N A M EJ F R IN S TLEN A M E925 5 5 5 9 -7 10 07 1 W A T E R N I G H O L E M N I I G O L F A N S A R I A E 3 0 W A L N U T C R E E K 4 0 8 5 5 5 1 D U S C H E S N E N I V E S T M E N T C O R P . N E Y H A R T M A R Y A N N 29 S U N N Y V A L E 4 15 55 5 -5 55 54 2 -8 58 97 1 S A N R A F A E L M E D C IA L P A R T N E R SG R A D Y Y V E T T E R A F A E L 4 1 131 A N F R J A N C S C I P O R A N C N I G P O N Y G R L L I A R T E R K A T H L E E N >S2A NS -554 -969 S A NF R A N C O E SIC R RA N E V A D AC O N T R A C N T IG B R U N E A U L A T A S H A 4155 Does Not Contain "San Francisco

between

current field I is basis for filter

features database

agement system is its abil-

Contains "San Francisco

isvy

erful

relational

Equals "San Francisco*

C u s t o m e r C o n t ;

ne o f t h e m o s t p o w -

relationships

tables.

a common

field

Y o u use t o relate

one table t o another. T h e

bum

process o f relating tables is often called joining tables. W h e n y o u join tables that have a c o m m o n field, y o u

I In the Selection menu, click Equals'San Francisco".

can use data from them as if they were o n e larger table.

T h e filtered results appear in the datasheet, and

F o r e x a m p l e , y o u c a n join the C u s t o m e r a n d C o n t r a c t s

the filter icon [ T ] appears in the c o l u m n heading

tables by using the C u s t o m e r l D field in b o t h tables as

for the City field. Only six records have a City

the c o m m o n field. T h e n you c a n use a query, a f o r m , o r

field value o f San Francisco. See E x h i b i t 1 8 - 1 1 .

a report t o display selected data f r o m e a c h t a b l e , even though the data is contained in t w o separate tables, as shown in E x h i b i t 1 8 - 1 2 .

Exhibit 18-11 Query datasheet with filter

^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^

A one-to-many

Toggle Filter button p filter icon ial D a t a

Descending liter

tables w h e n o n e record in

D a t a b l f l H W r ?

21 Ascending

" W

^ Selectioj ^ Advanced

l y Remove Sort F ~ V Toggle Filter

s u New / Z Totals Refresh All -

J?Say«

Spelling

>elete » 59 More * Records

rela-

tionship exists between t w o

Jfc Find

Jae Replace Go To -

Calibri b

14 Select'

Find

i

*|ll

u

- m \ w .

~[ • »

\-

the first t a b l e m a t c h e s zero,

|E

o n e , o r m a n y records in

-

the second t a b l e , a n d w h e n Text Formatting

each r e c o r d in the second

J3C C U S T O M E R C O N T A C U S T O M E R L D •T C T IY P ~C TIG P C O M P A N YR -A LA ST N A M E F R IS TL ~N N A M E415 P H O N E R A N N O N Y G L L I R T E R K A T H E E 5 5 5 4 8 8 7 3 1 S A N F R A N E S C I C R O R A N E V A D A C O N T R A C N T I G B R U N E A U L A T A S H A 4 1 5 5 5 5 4 9 6 9 1 1 S A N F R A N C S C I O C H S R T I O F F E R S O N K H A L I 4 1 5 5 5 5 7 0 7 4 2 S A NF F R A N C B S C A O Y A R E A& C O M M U N E T ISFAS U N T E ID F R Y J U A N T A I 4 1 5 5 -5 5 5 8 -2 0 2 5 23 0S A N R A N C S A C IIU O E R B R O O K M A R S H O I N S H A R T C E C L L I E 4 1 5 5 5 6 9 1 six records have a City field value |B 6 S A N F R A N C S C I O R A D L E Y 7 0 7 5 5 5 0 6 1 3 * N (EW) ^ of San Francisco I O n the H o m e t a b , in the Sort & Filter group, click the Toggle Filter button. T h e filter is removed, and

table m a t c h e s a t m o s t o n e record

in the

first

table.

F o r e x a m p l e , as s h o w n in Exhibit

18-12,

customer

1 6 has t w o c o n t r a c t s in the C o n t r a c t table. Every c o n -

one-to-many relationship A connection between two tables when one record in the primary table matches zero, one, or many records in the related table, and when each record in the related table matches at most one record in the primary table.

all 3 4 records are redisplayed in the query datasheet.

Chapter

18:

Maintaining

and

Querying

a

Database

Exhibit 18-12

One-to-many relationship and query Customer table

primary table

+ +

• + + + + + +

Contract table

CustomerlD «• Last Name * 8 Colberg 9 Selin 10 Kennison 11 Christofferson 12 Tedeschi 13 Miga 14 Walker 15 Stille 16 Ferebee 17 Lemaire

FirstName Company Chung Xenia Jack's Cafe Pamela Pleasanton Waldorf School Khali Anthony M. Doufay Financial Manda Oak Roots Development Frank Tamara Prentice College Julianne Oakland Neighborhood Development Alexa

j Contract

related table

HI r Contract Numb » Customer ID • Contract Value - DateSigned * 1303-MP 16 $1,150.00 3/16/2013 1304-MP 22 $1,200.00 4/10/2013 1305-KF 3 $800.00 4/22/2013 1306-MP 23 $1,100.00 4/29/2013 1307-MP 34 $68,000.00 7/7/2013 1308-RR 5 $620.00 7/7/2013 1309-KF 32 $650.00 7/23/2013 1310-KS 32 $14,000.00 7/30/2013 1311-RR 25 $800.00 8/9/2013 1312-KF $450 CC 8/16/2013 11 1313-MP 16 $89,000.00 8/26/2013

CustomerContracts query -%1 CustomerContracts

query that joins fields from Customer and Contract tables

r

City Palo Alto Palo Alto Oakland Oakland Redwood City Redwood City Brisbane Dublin Dublin San Francisco San Rafael Oakland Oakland Pleasanton San Francisco San Francisco Concord Oakland Oakland

_yV_

*• First Name • _as: \ane'V Your Name Your Name Barbara Derrick Barbara Derrick Sumiko Sharma Sumiko Sharma Misti Stanwood Leopold Faries Leopold Faries Bradley Schumer Yvette Grady Chung Colberg Xenia Selin Pamela Kennison Khali Christofferson Khali Christofferson Anthony Tedeschi Manda Miga Manda M ga

Brisbane Engineering Dept.

San Rafael Medical Partners Jack's Cafe Pleasanton Waldorf School M. Doufay Financial Oak Roots Development Oak Roots Development

Contract \unb 1301-KS 1302-KS 1318-MP 1403-MP 1305-KF 1322-KF 1425-KS 13QB-M 1317-RR 1421-KS 1429-MP 1426-RR 1411-MP 1413-RR 1312-KF 1321-KF 1417-RR 1419-RR 1427-AD

A 2/9/2013 3/3/2013 9/30/2013 1/26/2014 4/22/2013 10/20/2013 8/9/2014 7/7/2013 9/17/2013 6/29/2014 8/23/2014 8/10/2014 4/23/2014 4/29/2014 8/16/2013 10/15/2013 6/1/2014 6/12/2014 8/11/2014

ntract '•. a $500.00 $690.00 $20,000.00 $800.00 $18,000.00 $6,500.00 $620.00 $16,500.00 $25,500.00 $875.00 $15,000.00 $16,500.00 $22,800.00 $450.00*' $15,500.00 * $1,150.00 $575.00 $38,500.00

two contracts for one customer

tract has a single matching customer (the " o n e " side o f

T h e t w o tables that form a relationship are referred

the relationship) a n d a c u s t o m e r can have zero, o n e , or

to as the primary table and the related table. T h e primary

many c o n t r a c t s (the " m a n y " side o f the relationship).

table is the " o n e " table in a one-to-many relationship. In Exhibit 1 8 - 1 2 , the Customer table is the primary table

primary table The "one" table in a one-to-many relationship.

because there is only one customer for each contract. T h e related table is the " m a n y " table. In Exhibit 1 8 - 1 2 , the Contract table is the related table because a customer

related tableThe"many"table in a one-to-many relationship.

can have zero, one, or many contracts.

Chapter

18: Maintaining

and

Querying

a

Database

Referential integrity is a set o f rules t o maintain

I In the S h o w Table dialog b o x , double-click

consistency between related tables when data in a data-

Customer. T h e Customer table's field list is added

base is updated. T h e referential integrity rules are:

to the Relationships window.

• Y o u c a n n o t add a record t o a related table unless a m a t c h i n g record already exists in the primary t a b l e , preventing the possibility o f orphaned

records. • Y o u c a n n o t change the value o f the primary key in the primary table if matching records exist in a related t a b l e . However, you c a n select the Cascade Update R e l a t e d Fields option, which updates the c o r r e s p o n d i n g foreign keys when you change the primary key field value, eliminating the possibility o f inconsistent data. •

I D o u b l e - c l i c k Contract. T h e C o n t r a c t table's field list is added t o the Relationships w i n d o w . I Click Close. T h e Show Table dialog b o x c l o s e s . ) In the C u s t o m e r field list, click CustomerlD a n d then drag it t o CustomerlD in the C o n t r a c t field list. T h e Edit Relationships dialog b o x opens. T h e

^ T i p : If fields are hidden in a table field list, y o u can drag the bottom of the field list d o w n until the vertical scroll bar disappears a n d all of the fields are visible.

Y o u c a n n o t delete a record in the primary table

primary table, related table, c o m m o n field, a n d r e -

if m a t c h i n g records exist in the related table.

lationship type (one-to-many) appear in t h e dialog

However, y o u c a n select the C a s c a d e Delete

b o x . See E x h i b i t 1 8 - 1 3 .

R e l a t e d R e c o r d s option t o delete the record in the primary table as well as all records in the related table that have matching foreign key field values.

Exhibit 18-13 Edit Relationships dialog box

T h i s o p t i o n is rarely used because it often leads to related records being unintentionally deleted from the database.

primary table

Defining a One-to-Many Relationship Between Tables W h e n t w o tables have a c o m m o n

common field

field,

you c a n define a relationship between

related table

Edit Relationships

Enforce Referential Integrity option

them in the Relationships window. T o create a relationship, you need t o add

cascade options

the field list f o r each table in the rela-

Table/Query:

Related Table/Query:

Customer

Contract

•CustomerlD

CustomerlD

Ji

Cascade Update Related Fields

i:

i-a-l

Create

>

j -

Enforce Referential Integrity

^

Caned

| Join Type.. relationship type

Cascade Delete Related Records Relationship Type:

One-To-Many

tionship t o the Relationships window. T o form the relationship between the tables, you drag the c o m m o n field from the primary table t o the related table. T h e Edit Relationships dialog b o x then opens so you c a n select

Click the Enforce Referential Integrity check box t o

the relationship options for the t w o tables.

select it. T h e t w o cascade options b e c o m e available.

|P Click the Cascade Update Related Fields check box ACTIVITY

Define a one-to-many relationship between tables.

to select it. T h e appropriate foreign key field values in the related table will be updated if a primary key field value in the primary table changes. Y o u will not select the Cascade Delete Related R e c o r d s option t o prevent deleting records unintentionally;

Q)

O n the R i b b o n , click the Database Tools tab. In the Relationships group, click the Relationships button. T h e Relationships w i n d o w opens.

^

O n the Relationship Tools Design t a b , in the Relationships group, click the Show Table button. T h e S h o w Table dialog b o x opens, listing the three tables in the database on the Tables t a b .

remember, this option is rarely selected. referential integrity A set of rules to maintain consistency between related tables when data in a database is updated. orphaned record A record in a related table that has no matching record in the primary table.

If y o u did n o t select the o p t i o n t o cascade dele-

I Click Create. T h e Edit Relationships dialog b o x

tions t o related records when y o u created a relation-

closes, and the one-to-many relationship between

ship between t w o tables, you c a n n o t delete a record in

the t w o tables is defined. See E x h i b i t 1 8 - 1 4 . In

a primary table that has m a t c h i n g records in a related

this relationship, C u s t o m e r is the primary ( " o n e " )

t a b l e . Before you c a n delete a r e c o r d from the primary

table because there is at m o s t one customer for

t a b l e , you first must delete t h e related records in the

each contract. C o n t r a c t is the related ( " m a n y " )

related t a b l e . Although y o u c o u l d open the related

table because each c u s t o m e r c a n have zero, o n e ,

table and then find and delete t h e related records, a

or many c o n t r a c t s . T h e c o m p l e t e d relationship

simpler w a y is t o delete the related records from the

appears in the Relationships window, with the join

subdatasheet, which deletes t h e records from the r e -

line connecting the c o m m o n field o f C u s t o m e r l D

lated t a b l e . F o r e x a m p l e , y o u m u s t delete the records

in each table.

f r o m the C o n t r a c t table t h a t are related to a cust o m e r before y o u c a n delete the customer record

Exhibit 18-14 Defined relationship in the Relationships window

Database Tools

Edit

one side of the relationship

JU Hide Table 3

Clear Layout

X

Show Table

^1 Relationship Report

many side of the relationship

5^ Direct Relationships ., 1 4 " Relationships A

Tools Al

A c c e s s O b j e c t s

Tables 3

Contract

ID

Customer

31

Invoice

© «|

_>

SEANH.

R e l a t i o n s h i p s

CustomerContact

Work with related data in a subdatasheet. O p e n the Customer table in D a t a s h e e t view. T o the left o f each r e c o r d is an e x p a n d button

Customer ?

¥ CustomerlD

*

[+], indicating that the C u s t o m e r

ContractID

LastName

CustomerlD

table is related t o another

Company

DateSigned

t a b l e — i n this c a s e , the C o n t r a c t

ContractValue

FirstName

Queries

from the C o n t r a c t t a b l e .

Street City

table.

State

^PTo

join line

the left o f C u s t o m e r I D 2 ,

click the expand button [+]. T h e s u b d a t a s h e e t appears for

O n the Quick Access T o o l b a r , click the Save

this c u s t o m e r listing the related records from the

button d to save the layout in the Relationships

C o n t r a c t t a b l e , the c o n t r a c t s signed with that

window.

customer. T h e e x p a n d icon c h a n g e s to a collapse

Close the Relationships window.

Working with Related Data in a Subdatasheet After defining a relationship between tables with a

icon [£] because the related r e c o r d s are displayed. See E x h i b i t 1 8 - 1 5 . I Select t h e entire r o w f o r Customer ID 2. O n the H o m e t a b , in t h e R e c o r d s g r o u p , click the Delete button. A dialog b o x o p e n s indicating t h a t y o u c a n n o t delete t h e r e c o r d because the

c o m m o n field, the p r i m a r y table in the o n e - t o - m a n y

C o n t r a c t t a b l e c o n t a i n s r e c o r d s t h a t are related

relationship contains a subdatasheet, that displays the

to the c u r r e n t c u s t o m e r . T h i s o c c u r s because y o u

records from the related t a b l e . W h e n you open the pri-

e n f o r c e d referential integrity a n d did n o t select

mary

TABLE,

THE

s u b d a t a s h e e t f o r each record in the

the o p t i o n t o c a s c a d e d e l e t i o n s t o related r e -

primary table is collapsed until y o u e x p a n d it. You

c o r d s . To delete t h e r e c o r d f o r t h e c u s t o m e r , y o u

navigate a n d update an open subdatasheet the same

w o u l d first need t o delete t h e related r e c o r d s in

w a y as a table d a t a s h e e t .

the C o n t r a c t t a b l e . ) Click OK t o close the dialog b o x .

subdatasheet A datasheet that displays the records from a related table in the primary table's datasheet.

| If necessary, t o the left o f C u s t o m e r I D 2 , click the collapse button [£]. T h e s u b d a t a s h e e t f o r that record collapses.

Exhibit 18-15 Subdatasheet with related records

External Data

Filter

Database Tools

z I Ascending ^1 Descending

Fields

^ / Selection ^Advanced •

Remove Sort V Sort & Filter

Toggle Filter I

Refresh

/S Delete » J

collapse icon

MORE

| Records

AST N A M E Q NAME

YOUR

2930 DUCK CREEK ROAD

PAL

2 DERRICK

BARBARA

2071 CLIFFORD STREET

OAL

CONTRACT NUMBER - CONTRACT VALUE ^ '

DATESIGNED - Click to Add

1318-MP

$690.00

9/30/2013

J1403-MP

$20,000.00

1/26/2014

-

related records from the Contract table

^L.

* 3 SHARMA

SUMIKO

4 STANWOOD

MISTI

5 FARIES

LEOPOLD

4118 STRAITE ROAD DUL

438 BORING LANE

C C / < k < m . n r

I Display the subdatasheet for Customer ID 3. T w o

RE(

53 WOLF PEN ROAD BRISBANE ENGINEERING DEPT.

is the same w a y the relationship is indicated in the R e -

related records from the C o n t r a c t table for this

lationships window. W h e n the join line h a s thick ends,

c u s t o m e r appear in the subdatasheet.

this indicates that the relationship is set t o e n f o r c e ref-

I In t h e s u b d a t a s h e e t , f o r C o n t r a c t N u m b e r 1 3 0 5 - K F , edit the C o n t r a c t Value field value t o

$800.00.

erential integrity. If it wasn't, the join line w o u l d be thin at both ends and neither the " 1 " n o r the infinity symbol would appear, even though the tables have a o n e - t o m a n y relationship.

) Collapse the subdatasheet for C u s t o m e r I D 3 . | O p e n the C o n t r a c t table, find the record for C o n t r a c t N u m b e r 1 3 0 5 - K F , and then verify that the c o n t r a c t value is n o w $ 8 0 0 . 0 0 . Close the C o n t r a c t and C u s t o m e r tables.

Create and run a multitable query.

Q) O n the R i b b o n , click the Create tab. In the

QUERIES

g r o u p , click the Query Design b u t t o n . T h e S h o w Table dialog b o x appears. In the Tables b o x , double-click Customer, and then double-click Contract. T h e field lists f o r the C u s t o m e r a n d C o n t r a c t tables a p p e a r in the Q u e r y

A

w i n d o w with a join line indicating the o n e - t o -

multitable query is a query based on m o r e than

m a n y relationship between the t a b l e s .

one t a b l e . T o create a query that retrieves data

from multiple tables, the tables must have a c o m m o n field. Because y o u established a relationship between

the C u s t o m e r (primary) and C o n t r a c t (related) tables

Click Close t o close the S h o w T a b l e dialog b o x . £ J P Resize the C u s t o m e r field list so t h a t all the fields in the table are displayed.

based on the c o m m o n C u s t o m e r l D field that exists in both tables, you c a n n o w create a query t o display data

Q | In the C u s t o m e r Held list, double-click City to

from both tables at the same time. T h e process f o r

place this field in the first c o l u m n o f the design

creating a multitable query is similar t o creating a query

grid.

with o n e table. T h e only differences are that you add m o r e than o n e table's field list t o the Query w i n d o w

Q | Add the following fields from the C u s t o m e r field list t o the design grid: Company, FirstName, a n d

and y o u c a n add fields from any o f the tables t o the

LastName.

query design. T h e o n e - t o - m a n y relationship between t w o tables

QH Add the following fields from the C o n t r a c t field

is shown in the Query w i n d o w with a join line, which

list t o the design grid: ContractID, DateSigned, a n d

Chapter

18: Maintaining

and

Querying

a

Database

ContractValue. See Exhibit 18-16.

Exhibit 18-16 Multitable query

) O n t h e Query

S o l a r P o w e r l 8 : D a t a b a s e (AcTesslo07^^Microloft^

T o o l s Design t a b ,

Database Tools

in t h e Results g r o u p , click t h e

1

•

J

'

Update Crosstab Delete

Run button. T h e

Design

Query Type

£

Property Sheet

°

:

um

n

Pass-Through

Show

M

^

Data Definition

j

a D

|

,

aj* Delete Rows !

Delete Columns

view. T h e selected

CustomerlD

ContractID

fields f r o m b o t h

FirstName

ContractValue

the C u s t o m e r t a b l e

LastName

CustomerlD

Company

DateSigned

Show/Hide

join line indicates one-to-many relationship between the tables

Customer

pear in D a t a s h e e t

Parameters

Builder ^ R e t u r n : All Query Setup

query r u n s , a n d the results a p -

Totals

v

C

Table Names

Street

and t h e C o n t r a c t

C i t y

t a b l e a p p e a r in t h e

Zip

query d a t a s h e e t .

Email

State Phone

fields from Contract table

fields from Customer table

See E x h i b i t 1 8 17. T h e records are displayed in order according t o the values in t h e

Field: Table: Sort: Show: Criteha: or

C u s t o m e r l D field because it is t h e primary keyfieldi n

J City

Company Customer

Customer

m

FirstName Customer

LastName Customer

El

m

Y

m

ContractID Contract

DateSigned Contract

m

SB

Con

B

the p r i m a r y t a b l e , even t h o u g h this field is n o t in<

cluded in t h e q u e r y

•

datasheet.

53

ifi

&

) Save the query as CustomerContracts. Exhibit 18-17 Results of a multitable query In the query datasheet, click in the

0" r P o w e r l 8 : Database (Access20 21

Date Signed field for

al Data

any record.

~ m

O n the Home t a b , in the S o r t &

Iter

£ J Ascending

Y< Selection '

\ \ Descending

^Advanced-

ton. In the S e l e c tion m e n u , c l i c k Between. T h e B e tween Dates dialog box opens. In the Oldest b o x , type 1/1/2014. In the N e w e s t b o x ,

fields from Customer table Refresh

K

\j Remove Sort T Toggle Filter Sort & Filter

Filter group, click the Selection but-

Database Tools

City

All ^

C o m p a n y

18: Maintaining

Find

•

First N a m e-

Text Formatting

*

L a s t N a m e ^Contract N u m b •D a t e S i g n e d -

Palo Alto

Y o u r

N a m e

1 3 0 1 K S

Palo Alto

Y o u r

N a m e

1 3 0 2 K S

O a k l a n d

Barbara

D e r r i c k

1 3 1 8 M P

O a k l a n d

Barbara

D e r r i c k

1 4 0 3 M P

1/26/2014

R e d w o o d C i t y

S u m i k o

S h a r m a

1 3 0 5 K F

4/22/2013

2/9/2013 3/3/2013 9/30/2013

S u m i k o

S h a r m a

1 3 2 2 K F

10/20/2013

M i s t i

S t a n w o o d

1 4 2 5 K S

8/9/2014

D u b l i n

L e o p o l d

Faries

1 3 0 8 R R

7/7/2013

D u b l i n

L e o p o l d

Faries

1 3 1 7 R R

9/17/2013

R e d w o o d C i t y Brisbane

Brisbane Engineering Dept.

San Francisco San Rafael

San

Rafael M e d i c a l Partners

O a k l a n d O a k l a n d

Jack's C a f e

type 12/31/2014.

Chapter

H Delete Rec/ds

and

Querying

a

Database

Bradley

S c h u m e r

1 4 2 1 K S

6/29/2014

Yvette

G r a d y

1 4 2 9 M P

8/23/2014

C h u n g

C o l b e r g

1 4 2 6 R R

8/10/2014

X e n i a

Selin

1 4 1 1 M P

4/23/2014

^

in the City field. W h e n specifying a condition

Click OK. T h e filter is applied t o the query data-

Francisco

sheet, w h i c h n o w shows the 3 1 records for cus-

for a field that h a s the Text data type, the condition

t o m e r s w h o signed contracts in 2 0 1 4 .

must be encosed in quotation m a r k s . If y o u don't type the q u o t a t i o n m a r k s , Access adds t h e m automatically.

In the q u e r y datasheet, click in the first occurrence o f a C i t y field that c o n t a i n s the value

ACTIVITY

Oakland.

Create a query with an exact match.

O n t h e H o m e t a b , in t h e S o r t & Filter g r o u p , c l i c k t h e Selection button. In t h e S e l e c t i o n

Create a n e w query in Design view.

m e n u , c l i c k Equals "Oakland". T h e s e c o n d

Add the Invoice table to the Q u e r y w i n d o w , a n d

Q|

filter is a p p l i e d t o the q u e r y d a t a s h e e t , w h i c h

then close the Show Table dialog b o x .

n o w s h o w s o n l y eight r e c o r d s — c u s t o m e r s l o c a t e d in O a k l a n d w h o signed c o n t r a c t s dur-

Add the following fields from the Invoice table t o

ing 2 0 1 4 .

the design grid: InvNum, Amount, a n d Paid.

Close the C u s t o m e r C o n t r a c t s query without sav-

In the design grid, in the C r i t e r i a r o w for the

ing the changes t o the design.

Paid field, type No t o enter t h e c o n d i t i o n f o r this Yes/No field. T h i s tells Access t o retrieve o n l y t h e records f o r unpaid invoices. A s s o o n as y o u type the letter N , a menu appears with o p t i o n s f o r entering various functions f o r t h e c r i t e r i a . Y o u d o n ' t need t o enter a f u n c t i o n , so y o u c a n c l o s e this m e n u . Press the Esc key t o close the m e n u . Y o u must

ou c a n refine a query t o display only selected

close the menu so that you d o n ' t enter a f u n c t i o n ,

records by specifying a condition as part o f the

which would cause an error. T h e query results will

query. A condition is a criterion, o r rule, that determines

n o w s h o w only customers with unpaid invoices.

which records are selected. Y o u enter a condition in a

See E x h i b i t 1 8 - 1 8 .

field's

Criteria

box

in the design

grid.

For

you

example,

could create a query that tomer

displays

cus-

names

and

invoice n u m b e r s f o r all

c u s t o m e r s , and

use a c o n d i t i o n

to

Exhibit 18-18 Criteria added to the design grid Field: InvNum Table: Invoice Sort: Show: Criteria:

Amount Invoice

n

Paid Invoice m

select only t h o s e records

with

No|

•

m K

\\ \

\

unpaid

invoices.

•

•

condition entered in Criteria box

< ,i J j W

Specifying an Exact Match An exact match is condition A criterion, or rule, that determines which records are selected in a query.

when the value in the specified field must m a t c h the condition exactly in order for the record t o be included in the query results. T h e query results then include only the records that meet the specified condition. F o r e x a m ple, you could use an e x a c t match query t o display only

exact match A query in which the value of a specified field must match the condition exactly for a record to be included in the query results.

those records in the Customer table with the value San

Chapter

18:

Maintaining

and

Querying

a

Database

^KJUMKA

Using a Comparison Operator to Match a Range of Values

I Save the query as InvoicesUnpaid. I R u n the query. T h e query datasheet displays the field values for only the 1 5 records that have a

A condition can include one o f the comparison o p e r a -

Paid field value o f N o . See E x h i b i t 1 8 - 1 9 .

tors shown in E x h i b i t 1 8 - 2 0 a n d a value. Access uses the comparison operator t o c o m p a r e a field value t o

I Close the InvoicesUnpaid query.

the condition value and then selects all o f the records for which that condition is true. T h e query results then include only the records that meet the specified criteria.

Exhibit 18-19 Exact match query results show unpaid invoices

Exhibit 18-20 Access comparison OLARPOWERL8 : DATABASE (ACCESS 2007) ~ External Data

*— View * Views

1

Paste w

Filter

J Format Painter Clipboard

SEARCH*

£ 2 Remove Sort Y

Toggle Filter

INVOICE NUMBER •

P

•WWW:-

—• New

Operator

Description

Example

=

Equal to (optional; default operator)

="Hall"

<>

Not equal to

<>"Hall"

<

Less than

<#1/1/99#

<=

<=100

•

Less than or equal to

>

Greater than

>"C400"

• 0

>=

Greater than or equal to

>=18.75

Between ... And ...

Between two values (inclusive)

Between 50 And 325

In a list of values

In ("Hall", "Seeger")

Matches a pattern that includes wildcards

Like "706*"

' — ' -SSAVE Refresh X Delete - 3 Records

AMOUNT

»

PAID?

$15,000.00 $3,000.00

Contract

$1,150.00

1406-029

Customer Invoice

3

[JF^'L

Advanced •

InvoicesUnpaid

Tables !I2

Selection *

Descending Sort & Filter

© «

ALL ACCESS OBJECTS

Database Tools

Z I Ascending

T

ifcCopy

Queries

operators

&

1409-056

$875.00

L1410-065

$6,500.00

1410-067

$7,500.00

^PL

CustomerContact

1411-076

$29,500.00

^

CustomerContracts

1411-077

$2,000.00

! 1411-078

$9,800.00

^§3 InvoicesUnpaid

records with a Paid field value of No

1411-079

$4,000.00

1411-080

$14,325.00

1411-081

$32,800.00

1411-082

$17,500.00

1411-083

$9,500.00

1412-084

$37,500.00

*

*

B

B B O

• •

In

0

Like

After you create and save a query, you can doubleclick the query name in the Navigation Pane to run the query again. You can switch t o Design view to change its

CALIBRI B

A

F

O

R

M

A

T

D

A

T

A

S

H

T E

I

N E

G

A

design. You can also use an existing query as the basis for creating another query. W h e n the design of the query you

T

You can format a datasheet using many of the same features you learned in Word and Excel. For example, you can change the f o n t font size, and font color using the buttons in the Text Formatting group on the Home tab. You can also change the alternate row color in a TEXT FORMATTING r; datasheet by using the Alternate Row Color button in the Text Formatting group on the Home tab.

need to create next is similar to an existing query, you can copy, paste, and rename the pasted query to create the new query. Using this approach keeps the original query intact.

ACTIVITY

Create a query with a comparison operator. Q | In the Navigation Pane, in T H E Q U E R I E S group, right-click CustomerContracts, and then on the shortcut menu, click Copy. At the bottom o f the Navigation Pane, right-click an empty area, and then on the shortcut menu,

Chapter

18: Maintaining

and

Querying

a

Database

click Paste. T h e Paste As dialog b o x

Exhibit 18-21

Criteria entered for the ContractValue field

opens with C o p y O f CustomerContracts

Field:

Company

FirstName

LastName

ContractID

DateSigned

selected in the

Table:

Customer

Customer

Customer

Contract

ContractValue

Contract

Contract

Query N a m e b o x .

Show:

Sort

m

Criteria: or.

) In t h e Q u e r y N a m e

m

•

m

m

>=25000

m

b o x , type TopContractValues as the n a m e f o r the new query, a n d then

Dndition enter

new c<

press t h e Enter key.

•

e d j m
T h e query appears

& SOL *

in the Queries section o f the Navigation Pane. | In the N a v i g a t i o n Pane, in the Queries section,

I R u n the query. T h e query datasheet displays t h e

double-click the TopContractValues query t o open,

selected fields f o r only those 2 0 records with a

o r r u n , the query.

C o n t r a c t V a l u e field value that is greater t h a n o r equal t o $ 2 5 , 0 0 0 . See E x h i b i t 1 8 - 2 2 . N o t i c e that

) Switch t h e query t o Design view.

the City field values are n o t included in t h e query

| In t h e design grid, delete the City field.

datasheet.

) In t h e design grid, in the Contract-Value c o l u m n ,

I Save t h e T o p C o n t r a c t V a l u e s query, a n d then close

click in the Criteria box, and then type >=25000.

the query.

T h e c o n d i t i o n specifies that a record will be

records with a

selected only if its C o n t r a c t V a l u e field value is $ 2 5 , 0 0 0

^^^^^^^^^^^^

Exhibit 18-22

contractvalue greater than or

Modified query results

equal to

$25,000

o r greater. See Exhibit 1 8 - 2 1 .

A

^^oIarPowerl8 : D a t a b a s e ( A c c e s s 20X)77^^icrosTftAccess il D 3 t a W

P r o b l e m ? If a dialog box opens

z £ \ i Ascending

^ V S/eSelection l e c t i o n" -

\\Descending

^Advanced-

z y Remove Sort • Toggle Filter SortfitFilter

an expression

have typed a c o m m a in the amount. C o m m a s

New Z Totals

Jfr

Refresh ^ _ All" X Delete - g More Records

C o m p a n y

FirstName -

Find

Text Formatting

Last N a m e-

Contract N u m b - DateSigned - ContractValue-

C h e n

1307-MP

7/7/2013

$68,000.00

O a k l a n d N e i g h b o r h o o d Development Julianne

Ferebee

1 3 1 3 M P

8/26/2013

$89,000.00

Liehe Contracting

Jacob

P u i g

1 3 1 4 K S

9/3/2013

$25,500.00

R a y m o n d

Hearns

1315-KF

9/4/2013

$25,000.00

R a l p h

containing invalid syntax, y o u might

[ T P S .

j] TopContractValues

indicating that you entered

Database Tools

LKW

Construction

Krystle

Frevert

1 3 2 0 R R

10/15/2013

$32,500.00

LKW

Construction

Krystle

Frevert

1 3 2 3 R R

11/7/2013

$39,000.00

Greenleaf Builders

Angela

Marcell

1401-KF

1/12/2014

$30,800.00

C h e n Builders

R a l p h

C h e n

1402-KS

1/16/2014

$34,000.00

LKW Construction

Krystle

Frevert

1 4 0 4 R R

2/18/2014

$138,000.00

Greenleaf Builders

Angela

Marcell

1 4 0 8 M P

3/26/2014

$165,000.00

are not allowed in

Sierra N e v a d a Contracting

Latasha

Bruneau

1 4 1 2 A D

4/29/2014

$37,000.00

selection criteria

Prentice College

T a m a r a

Stllle

1 4 1 6 A D

5/20/2014

$205,000.00

Sierra N e v a d a Contracting

Latasha

Bruneau

1 4 1 8 R R

6/4/2014

$46,000.00

Bradley

S c h u m e r

1 4 2 1 K S

6/29/2014

$25,500.00

Melanie

Gallivan

1 4 2 3 R R

7/26/2014

$37,250.00

Emerita

Borgmeyer

1 4 2 4 M P

7/30/2014

$35,000.00

for Currency fields. Click OK to close the dialog box,

H a p p y Skies Day Care

Oak

Roots Development

M a n d a

M i g a

1 4 2 7 A D

8/11/2014

$38,500.00

LKW

Construction

Krystle

Frevert

1 4 2 8 A D

8/17/2014

$50,000.00

the c o m m a from

LKW

Construction

Krystle

Frevert

1 4 3 0 A D

9/2/2014

$41,000.00

the ContractValue

Y a m a d a Architects,

Sachiko

Y a m a d a

1 4 3 1 A D

9/9/2014

$132,000.00

a n d then delete

Inc.

Criteria box.

Chapter

18: Maintaining

and

Querying

a

Database

i o,s Adding Multiple Conditions to Queries

S

I Add the following fields from the Customer field list t o the design grid: Company, FirstName, LastName, and City. I Add the following fields from the Contract field list to the design grid: ContractValue and DateSigned.

o m e queries require m o r e than one condition. T o create these more c o m p l e x queries that have multi-

IIn the design grid, in the City column, click in the

ple conditions (also called criteria), you need to use logi-

Criteria box, type Oakland and then press the Tab

cal operators to combine t w o o r more conditions. Use the

key. T h e first condition is entered. Notice that

And logical operator when you w a n t a record selected only

quotation marks were added around the condition

if all o f the specified conditions are met, such as a City

because the City field is a T e x t field.

field value o f O a k l a n d and a ContractValue field value greater than $ 2 5 , 0 0 0 . Use the Or logical operator when you want a record selected if

at least one o f the specified

I In the Criteria b o x for the ContractValue field, type >25000 and then press the Tab key. T h e

conditions is met, such as a City field value o f Oakland or

second condition is entered. See Exhibit 1 8 - 2 3 .

a ContractValue field value greater than $ 2 5 , 0 0 0 . N o t e

Because both conditions appear in the same

that Access automatically places pound signs around

Criteria row, both conditions must be met for a

date values in the condition t o distinguish them from the

record t o appear in the query results.

operators

Using the And Logical Operator

i

To create a query with the And logical opera-

Exhibit 18-23 Field: Table: Sort Show: Criteria: or

Query with And logical operator

Company Customer

FirstName Customer

m

El

LastName Customer

El

City Customer

/ / /

same Criteria r o w o f the

design

grid. T h e

<

entered in same Criteria row

records only if all o f the conditions are met. In other words, all conditions in the

>2500 ji

*

And logical operator; conditions

query will then display

same Criteria row o f

the design grid must be m e t for a record to be included in the query results. If at least one condition is not met, the record is not included in the query results.

DateSigned Contract

m —

H

Oakland*

tor, you specify all o f the conditions in the

ContractValue Contract

1 1

m

•

O i l i n g

_J

) Run the query. T h e query datasheet includes only the six records for customers w h o meet both conditions: a City field value of Oakland and a ContractValue field value greater than $ 2 5 , 0 0 0 . See Exhibit 1 8 - 2 4 . I Save the query as TopOaklandCustomers and then

ACTIVITY

close the query.

Use the And logical operator in a query. Create a new query in Design view. |Q| Add the Customer table and Contract table to the

And versus Or When you use the A n d logical operator to define

Query window.

multiple selection criteria in a query, you logical operator An operator used to combine two or more conditions.

cord must meet more than one condition to be included in the results. When you use the Or logi-

And logical operator The logical operator used to select records only if all of the specified conditions are met.

cal operator, you broaden the results produced by

Or logical operator The logical operator used to select records if at of the specified conditions is met.

least one

Chapter

18: Maintaining

and

Querying

narrow

the results produced by the query because a re-

a

Database

the query because a record must meet only one of the conditions to be included in the results.

Exhibit 18-24

Database Tools s

\ \ Descending

the Down

Arrow key t o select the o r b o x for the

records for customers located in Oakland with contracts over $25,000

OLARPOWERL8: DATABASE (ACCESSS 2007

21 Ascending

PRESS

Results of query using the And logical operator

DateSigned field. Entering a condition

£? Selection

Totals-

t

^Advanced

in the o r b o x creates

^ R e m o v e Sort S/Toggle Filter

a query with the O r

Sort & Filter

logical operator.

COMPANY

FIRSTNAME ~

CITY

CONTRACTVALUE -

CHEN

OAKLAND

$68,000.00

7/7/2013

JULIANNE

FEREBEE

OAKLAND

$89,000.00

8/26/2013

JACOB

PUIG

OAKLAND

$25,500.00

9/3/2013

CHEN BUILDERS

RALPH

CHEN

OAKLAND

$34,000.00

1/16/2014

PRENTICE COLLEGE

TAMARA

STILLE

OAKLAND

$205,000.00

5/20/2014

OAK ROOTS DEVELOPMENT

MANDA

MIGA

OAKLAND

$38,500.00

8/11/2014

BIFLILSMIBLLE

RALPH

OAKLAND NEIGHBORHOOD DEVELOPMENT LIEHE CONTRACTING

LASTNAME

-

DATE SIGNED ~

In the or b o x for the DateSigned

field,

type Between 1/1/2014 And 3/31/2014 a n d then press the Tab key. T h e second c o n d i t i o n — t o select c o n t r a c t s w h e n the

Using the Or Logical Operator

DateSigned field value is between 1/1/2014 a n d

T o create a query with the O r logical operator, you spec-

3/31/2014—is specified.

ify each relevant condition in a different Criteria row.

I In the design grid, resize the D a t e S i g n e d c o l u m n

T h e query will then display records if at least one o f the

so that the entire condition is visible. N o t i c e that

conditions is met or if all o f the conditions are met. If

pound signs (#) surround the date values in the

none o f the conditions are met, the record is n o t dis-

condition t o distinguish them f r o m t h e o p e r a t o r s .

played. In other words, at least one condition in any Cri-

See E x h i b i t 1 8 - 2 5 .

teria r o w o f the design grid must be met for a record to be included in the query

^ _ _

results. If at least one

Exhibit 18-25

condition is n o t met, the

m

^ _ _ _ _

m

_ _

_

m

Query window with the Or logical operator

record is n o t included in the query results.

Field: Table: Sort: Show: Criteria: or

ACTIVITY Use the Or logical operator in a query.

Company Customer

City Customer

ContractValue Contract

11

11

<10000

DateSigned Contract

m

El

/

Be tween •1/1/2014* And *3/31/2014#

V

Or logical operator; conditions

i

in Design view. Add the Customer

pound signs surround date values

entered in different rows

Create a N E W Q U E R Y

fP

LastName

Customer

IIIFUR

• — M— I • I T T " ' • - -i^miT

'illl

MI TiT-rir

BHMHj

IN-RR

MB

r

•"rfMMM

•

m

S

ITS-sot

*

table a n d the Contract table t o the Query window. ADD

^

the

FOLLOWING

FIELDS F R O M

I In the design grid, in the D a t e S i g n e d c o l u m n , click in the Sort box, click the arrow button f^T[,

the C u s t o m e r H E L D

list t o the design grid: FirstName, LastName,

and then click Descending. T h e query results will

Company, and City.

appear in descending order by D a t e S i g n e d t o c r e ate a logical order in which t o analyze the d a t a .

Add the following fields from the C o n t r a c t field list to the design grid: ContractValue and DateSigned.

R u n the query. T h e query results include the

In the C o n t r a c t V a l u e c o l u m n , click in the Criteria

selected fields for the 2 7 records that meet o n e o r

box, type < 10000 and then press the Tab key. T h e

b o t h o f the following c o n d i t i o n s : a C o n t r a c t V a l u e

first c o n d i t i o n — t o select contracts with a m o u n t s

field value o f less than $ 1 0 , 0 0 0 o r a D a t e S i g n e d

less t h a n $ 1 0 , 0 0 0 — i s specified and the Criteria

field value between 1/1/2014 a n d 3/31/2014.

b o x f o r the DateSigned field is selected.

T h e records in the query datasheet a p p e a r in

Chapter

18: Maintaining

and

Querying

a

Database

Exhibit 18-26

records with a contract value less than $10,000

Qoeryl

3

Results of query using the Or logical operator

First N a m e •

LastName

Company

-

City

Grady

San Rafael Medical Partners

San Rafael

Misti

Stanwood

Brisbane Engineering Dept.

Brisbane

Manda

Miga

Oak R o o t s D e v e l o p m e n t

Anthony

Tedeschi

M . D o u f a y Financial

Doten

J A I

\

- Contract V a l u e » \

Date S i g n e d -

$875.00

8/23/2014

$6,500.00

8/9/2014

Oakland

$575.00

6/12/2014

Concord

$1,150.00

6/1/2014

>

San Carlos

$700.00

5/4/2014

$900.00

4/23/2014

Maryann

Neyhart

D u s c h e s n e I n v e s t m e n t Corp.

Sunnyvale

Cecille

Hartt

S a u e r b r o o k & M a r s Fashions

S a n Francisco

Angela

Marcell

Greenleaf Builders

Concord

Latasha

Bruneau

Sierra N e v a d a Contracting

San Francisco

$550.00

3/26/2014

Kathleen

Arter

Prancing P o n y Grill

San Francisco

$15,750.00

3/11/2014

Alexa

Lemaire

$14,500.00

2/22/2014

$138,000.00

2/18/2014

~_\ Krystle

Frevert

Barbara

Derrick

Oakland Palo Alto

L K W Construction

Oakland

$1,000.00

4/8/2014

$165,000.00

3/26/2014

WJ

$20,000.00

1/26/2014 1/16/2014

record with a contract value less than $10,000 and a signed contract date between 1/1/2014 and 3/31/2014

T o enter an expression

for

a

calculated

field, you c a n type it di-

Ralph

Chen

Chen Builders

Oakland

$34,000.00

Angela

Marcell

Greenleaf Builders

Concord

$30,800.00

1/12/2014

rectly in a Field b o x in

Janelle

Ansari

W a t e r i n g H o l e M i n i Golf

W a l n u t Creek

$1,200.00

10/8/2013

Barbara

Derrick

Oakland

$690.00

9/30/2013

the design grid. Y o u c a n also use the Z o o m b o x

Alexa

Lemaire

Oakland

$550.00

9/11/2013

Khali

Christofferson

San Francisco

$450.00

8/16/2013

o r E x p r e s s i o n Builder t o

Krystle

Frevert

Palo Alto

$800.00

8/9/2013

Annalisa

Klinkhammer

Dublin

$650.00

7/23/2013

enter the expression. T h e

Leopold

Faries

Dublin

$620.00

7/7/2013

Juanita

Fry

$1,100.00

4/29/2013

b o x t h a t you can use t o

$800.00

4/22/2013

$1,200.00

4/10/2013

enter

Sumiko

Sharma

Jennifer

Wilcox

Record: l«

1 of 27

L K W Construction

Bay Area Communities United

San Francisco

S w a n S e n i o r Living C e n t e r

Oakland

R e d w o o d City

• W•

NO FILTER

27 records meet one or both conditions

Zoom

or

b o x is a dialog text,

other

expressions,

values.

How-

ever, y o u must k n o w all

r

the parts o f the expresrecords with a signed contract date between 1/1/2014 and 3/31/2014

descending order based o n the values in the DateSigned field. See E x h i b i t 1 8 - 2 6 .

sion y o u w a n t to create to

use the Z o o m b o x .

E x p r e s s i o n Builder is an Access t o o l t h a t m a k e s it easy for you t o c r e a t e a n expression; it con-

Save the query as SmallOrQI Contracts and then

tains a b o x f o r entering the e x p r e s s i o n , an option f o r

close the query.

displaying and c h o o s i n g c o m m o n o p e r a t o r s , and o n e or m o r e lists o f expression e l e m e n t s , such as table and

• Creating a Calculated Field

1

field n a m e s . Unlike a Field b o x , w h i c h is t o o n a r r o w t o show an entire expression at o n e t i m e , the Z o o m b o x and E x p r e s s i o n Builder are large enough to display

"^o perform a calculation in a query, you add a

longer expressions. In m o s t c a s e s , Expression Builder

calculated field t o the query. A calculated field

provides the easiest w a y t o enter expressions because

displays the results o f an expression (a c o m b i n a t i o n o f

you d o n ' t have t o k n o w all the parts o f the expres-

database fields, constants, a n d o p e r a t o r s ) . A calculated

sion; y o u c a n c h o o s e the necessary elements from the

field appears in a query datasheet o r in a form or re-

Expression Builder dialog b o x .

port; however, it does n o t exist in a database. W h e n

You c a n specify a particular format for a calcu-

you run a query that c o n t a i n s a calculated field, Access

lated field, just as you c a n f o r any field, by modifying

eva/uates the expression in the calculated field and dis-

its properties.

plays the resulting value in the query datasheet, form, or report.

I n A c c e s s , calculations are

calculated field A field that displays the results of an expression (a combination of database fields, constants, and operators).

Chapter

18: Maintaining

and

Querying

performed u s i n g the standard order o f precedence.

a

Database

^\\\\\\\\\\\\\\\\\\\\\

C a l c u l a t e d

F i e l d s

The Calculated Field data type, which is available only for tables in Datasheet view, lets you store the result of an expression as a field in a table. However, database experts caution against storing calculations in a table for the following reasons: 1. Storing calculated data in a table consumes space and increases the size of the database. The preferred approach is to use a calculated field in a query; with this approach, the result of the calculation is not stored in the database—it is produced only when you run the query—and it is always current. 2. Using the Calculated Field data type provides limited options for creating a calculation.

A calculated field in a query provides more functions and options for creating expressions. 3 . Including a field in a table whose value is dependent on other fields in the table violates database design principles. To avoid problems, create a query that includes a calculated field to perform the calculation you want, instead of creating a field in a table that uses the Calculated Field data type.

Expression Elements b o x c o n t a i n s o t h e r elements you c a n use in the expression, including f u n c t i o n s ,

Create a query with a calculated field. ^

c o n s t a n t s , and operators.

In the N a v i g a t i o n Pane, copy and paste the

I In the Expression Categories b o x , double-click

InvoicesUnpaid query and then save the query with

Amount. T h e field name is added t o t h e expression

the n a m e InvoicesUnpaidFees.

b o x and placed within brackets a n d f o l l o w e d by a space.

Open the InvoicesUnpaidFees query, and then switch t o Design view.

(Type * (an asterisk) t o enter the multiplication operator, and then type .05 f o r t h e c o n s t a n t . T h e

Add the ContractID field from the Invoice table

expression y o u entered for the c a l c u l a t e d field will

field list t o the fourth column in the design grid. ^

multiply the A m o u n t field values by . 0 5 (which

In the S h o w r o w for the Paid c o l u m n , click the

represents a 5 percent late fee). See E x h i b i t 1 8 - 2 7 .

Show check box t o remove the check m a r k . T h e query n a m e indicates that the data is for unpaid invoices, so you don't need t o include the Paid field values in the query results. I Save t h e InvoicesU n p a i d F e e s query. I Click the blank Field b o x t o the right o f the C o n t r a c t I D field. This field will contain the calculated

Exhiibit 18-27 Expression Builder dialog box E x p r e s s i o n B u i l d e r

^ T i p : A q u e r y must be saved a n d n a m e d in order for its fields to be listed in t h e Expression Categories box of the Expression Builder.

E n t e r a n E x p r e s s i o n t o d e f i n e t h e

calculated query field:

( E x a m p l e s of e x p r e s s i o n si n d u d e [ f i e l d 1] + [ f i e l d 2 ] and

\

[ f i e l d 1] < 5)

[ A m o u n t ] ".05

expression

E x p r e s s i o n E l e m e n t s ^

I n v o i c e s U n p a i d F e e s

+ /*, F u n c t i o n s

expression.

+ l3j \j?j

I O n the Q u e r y Tools Design t a b , in the Query

E x p r e s s i o n C a t e g o r i e s

E x p r e s s i o n V a l u e s

P a r a m e t e r s> I n v N u m

S o l a r P o w e r1 8 . a c c d b C o n s t a n t s

I ^] O p e r a t o r s C o m m o n E x p r e s s i o n s

Setup g r o u p , click the Builder button. T h e E x p r e s sion Builder dialog b o x opens. T h e insertion point is in the large b o x at the t o p o f the dialog b o x ,

~

ready for y o u t o enter the expression. T h e E x p r e s -

other elements you can use in the expression

sion Categories b o x lists the fields f r o m the query

x

so y o u c a n include them in the expression. T h e

Chapter

18: Maintaining

and

—

selected field used in expression

Querying

a

Database

Click OK. T h e Expression Builder dialog b o x

Exhibit 18-29 Property Sheet for the

closes, and the expression is added t o the design

calculated field

grid in the Field b o x f o r the calculated field. At the beginning o f the expression, select Exprl

Property

and then type Late Fee t o specify a more descrip-

tive name for the field. Be sure to leave the colon current after the field name\ it is needed t o separate the field

Sheet for Totals Parameters

calculated field n a m e f r o m the expression. T h e complete expression is

Late Fee: [Amount] *0.05.

k

Selection type: Field Properties General Lookup

R u n the query. T h e query datasheet contains the

Description Format Decimal Places Input Mask Caption Smart Tags

specified fields a n d the calculated field with the column heading

Late Fee. See E x h i b i t

X

Property Sheet

18-28.

Exhibit 18-28 Datasheet displaying the calculated field I In the Property Sheet, click the Format box,

name specified for the calculated field

click the arrow button I w 1 t o display a list o f available formats, and then click Currency. T h e F o r m a t property is set t o

Search-

n St

TAWES 3

Contract

3

Customer

!3

Invoice

St

QUERIES 3]

INVOICE NUMBER -

CustomerContact

• CONTRACT NUMBER -

AMOUNT

[gbt

Currency, which displays EE 750

-

•WWW:1401-006

$15,000.00

1322-KF

$3,000.00

1322-KF

150

1406-029

$1,150.00

1417-MP

57.5

1409-056

$875.00

1429-MP

43.75

1410-065 1410-067

$6,500.00

1425- KS

325

$7,500.00

1422-MP

375

Property Sheet button to

1411-076

$29,500.00

1416-AD

1475

close the Property Sheet

R

values with a dollar sign and t w o decimal places. O n the R i b b o n , click the

3!

CustomerContracts

1411-077

$2,000.00

1426-RR

100

HP

InvoicesUnpaid

1411-078

$9,800.00

1418-RR

490

^3

InvoicesUnpaidFees

1411-079

$4,000.00

1431-AD

200

^3

SmallOrQl Contracts

1411-080

$14,325.00

1307-MP

716.25

1411-081

$32,800.00

1430-AD

1640

a m o u n t s in the Late Fee

1411-082

$17,500.00

1428-AD

875

1411-083

$9,500.00

1424-MP

475

calculated field are n o w

1412-084

$37,500.00

1416-AD

1875

I

3 ! TopContractValues

I

TP

TopOaklandCustomers

I

*

for the calculated field. R u n the query. T h e

displayed with dollar signs and t w o decimal places.

calculated field

Switch to Design view.

values

In the design grid, select the Late Fee calculated

Save the InvoicesU n p a i d F e e s query, and then close it.

field Field box. O n the Query T o o l s Design t a b , in the Show/Hide g r o u p , click the Property Sheet button. T h e Property Sheet f o r the calculated field appears on the right

^ K , T i p : You can also

L O 1 8 . 9

right-click a field in the d e s i g n grid, a n d then click Properties o n the shortcut m e n u to o p e n the Property Sheet for that field.

18: Maintaining

and Querying

Y

ou c a n use a table o r query d a t a s h e e t t o p e r f o r m

c a l c u l a t i o n s , such a s s u m s , averages, m i n i m u m s ,

and m a x i m u m s , o n the displayed r e c o r d s . T o d o this,

you use functions t o p e r f o r m a r i t h m e t i c

operations

o n selected records in a d a t a b a s e . T h e s e are the same

side o f the Q u e r y window. See E x h i b i t 1 8 - 2 9

Chapter

Using Functions in a Query

a

functions that are available in E x c e l .

Database

Using the Total Row

rent field. In this case, the m e n u provides functions for a Currency field.

T o q u i c k l y p e r f o r m a calculation using a f u n c t i o n in a table o r query datasheet, y o u c a n add a T o t a l r o w

I O n t h e m e n u , click Sum. A c c e s s a d d s all the

at the b o t t o m o f the datasheet. In the T o t a l r o w , y o u

values in the C o n t r a c t Value c o l u m n a n d displays

can then c h o o s e o n e o f the f u n c t i o n s f o r a field in the

the t o t a l $ 1 , 5 5 5 , 3 1 0 . 0 0 in t h e T o t a l r o w f o r t h e

datasheet, a n d t h e results o f the c a l c u l a t i o n will be dis-

column.

played in t h e T o t a l r o w f o r that field. Y o u c a n add o r

( O n the H o m e t a b , in the R e c o r d s g r o u p , click the

remove t h e T o t a l r o w from the datasheet by clicking

Totals button. T h e Total r o w disappears f r o m t h e

the T o t a l s b u t t o n in the R e c o r d s g r o u p o n the H o m e

datasheet.

t a b ; this b u t t o n w o r k s as a toggle t o switch between the display o f t h e T o t a l r o w a n d the results o f a n y c a l -

| Close the C o n t r a c t table w i t h o u t saving the

c u l a t i o n s in t h e r o w , and the display o f the datasheet

changes t o the table's layout.

w i t h o u t this r o w .

Creating Queries That Use Functions Functions c a n also operate o n the records t h a t meet a

Use the Total row.

query's selection criteria. Y o u specify a f u n c t i o n f o r a

O p e n the Contract table in D a t a s h e e t view.

specific field, and the appropriate o p e r a t i o n applies t o

On the H o m e t a b , in the Records group, click the

that field's values for the selected r e c o r d s . F o r e x a m p l e ,

Totals button. A Total r o w appears at the b o t t o m

you c a n use the M i n i m u m , Average, a n d M a x i m u m functions for the ContractValue field t o display the

o f the datasheet.

m i n i m u m , average, and m a x i m u m o f all t h e c o n t r a c t

E E Scroll to the b o t t o m of the datasheet to view the

a m o u n t s in the C o n t r a c t table. F o r each c a l c u l a t i o n y o u

last records in the datasheet and the Total row.

w a n t t o perform o n the same field, y o u need t o add the

In the T o t a l row, click in the ContractValue

field to the design grid. After y o u run the query, the query datasheet uses

column, a n d then click the arrow button [ ^ ] that appears o n the left side o f the field t o display a

a default c o l u m n name that includes the function a n d

menu o f functions. See E x h i b i t 1 8 - 3 0 . T h e avail-

the field n a m e , such as

able functions depend on the data type o f the cur-

field. Y o u c a n change the datasheet c o l u m n n a m e t o

f o r the

M I N O F C O N T R A C T V A L U E ,

a m o r e descriptive o r readable n a m e by entering that n a m e in t h e Field b o x

Exhibit 18-30 Menu of functions in the Total row

Totals button

followed

owerl8 : Database/(Access 20t)7^^Wicroso^X Create

External Data

~pP * J Ascending

* Cut F± $

Database Tools

u

Copy Format Painter

Filter

^Descending

%S Remove Sort ^ Toggle Filter

Contract N u m b

[SEARCH-

Tables Contract

13

Customer

3 Invoice Queries

i New Refresh

Total L- > row

! Z Totals

affSave

A||-r

Calibri

5? Spelling

I

B A

A Delete » g M o r e •

"

CustomerlD - ContractValue'

a colon

M I N I M U M

V A L U E :

C O N T R A C T

C O N T R A C T V A L U E .

Y o u m u s t also keep the field n a m e in the Field b o x b e c a u s e it identifies

Records

«

Access Objects

^3

as

Table

^Selection ^3Advanced "

Sort & Filter Al

Fields

by

and t h e field n a m e , such

DateSigned -

1 4 2 8 A D

25

$50,000.00

8/17/2014

1 4 2 9 M P

7

$875.00

8/23/2014

1 4 3 0 A D

25

$41,000.00

9/2/2014

1 4 3 1 A D

33

$132,000.00

9/9/2014

CLICK

TO

the field t o use in the

ADD

calculation.

ACTIVITY

Create a query with functions.

Total

^3

CustomerContact

^3

CustomerContracts InvoicesUnpaid

^3

InvoicesUnpaidFees

^3

SmallOrQIContracts

^3

TopContractValues

Standard Deviation

^3

TopOaklandCustomers

Variance

S u m

U P Create a n e w query

Average C o u n t

in Design view.

M a x i m u m M i n i m u m

functions for Currency field

A d d the Contract table t o the Q u e r y window.

Chapter

18:

Maintaining

and

Querying

a

Database

) Double-click

Exhibit 18-32

ContractValue

Result of query using functions

in the C o n t r a c t

PowerlS: Database (Ac

field list three

Database Tools

times to add

P I

three copies o f

View

the field to the

Paste

Views

design grid.

* Cut

F

(fcCopy

Filter

-

* F Format Painter Clipboard r.

Selection *

\ [ Descending ^ A d v a n c e d ^ R e m o v e Sort 'ST Toggle Filter Sort & Filter

Replace

Spelling TO

D e l e t e

n

^ ™ Find

More •

Records

4

Calibri

Go To »

B

Select -

A

.

I

J

"

Find

Minimum Contract Value - Maximum Contract Value • Average Contract Value »

SeorcA-

$205,000.00

Tables

Tools Design t a b ,

Z Total?

v ^ ^Save Refresh ~ , All * /<

«

All Access Objects

| O n the Query

£ | Ascending

$28,802.04

in the Show/Hide group, click the Totals button. T h e Total r o w appears between the Table and Sort

the arrow button

rows in the design grid. | In the design grid, in the first ContractValue column, click in the Total box, click the arrow button |~^~|, and then click Min t o specify the function to use for

and then click Max. This

function will calculate the m a x i m u m amount o f all the ContractValue field values. | In the Field r o w in the second column, click t o the

the field. This function will calculate the minimum

left o f ContractValue in the Field b o x , and then

amount o f all the ContractValue field values.

add Maximum ContractValue:.

P In the first c o l u m n , in the Field box, click t o the left o f ContractValue, type Minimum Contract Value: (including

^fckTip: Be sure to t y p e the colon following t h e n a m e or t h e q u e r y will not w o r k correctly.

In the third c o l u m n , click in the Total box, click the arrow button

and then click Avg. This

function will calculate the average o f all the ContractValue field values. In the Field r o w in the third c o l u m n , click to the left o f ContractValue in the Field b o x , and then

the c o l o n ) , and then press the Spacebar. T h e Field b o x n o w contains

add Average Contract Value:.

the descriptive datasheet c o l u m n n a m e you speci-

Run the query. T h e query datasheet includes one

fied ( M i n i m u m C o n t r a c t Value) followed by the

record with the results o f the three calculations.

field n a m e ( C o n t r a c t V a l u e ) with a c o l o n separat-

These calculations are based on all o f the records

ing the t w o

selected for the query—in this case, all 5 4 records

n a m e s — M I N I M U M

CONTRACT

VALUE:

in the C o n t r a c t table.

C O N T R A C T V A L U E .

P

I In the second c o l u m n , click in the Total box, click

In the design grid, resize the first column so you

Resize all o f the columns t o their best fit so

can see all of the text in the Field b o x . See Exhibit

that the column names are fully displayed. See

18-31.

Exhibit 1 8 - 3 2 .

Exhibit 18-31

Save the query Total row inserted in the design grid

as ContractValueStats.

Minimum Contract Value: ContractValue Q Contract ^ Min

Min function

ContractValue Contract

descriptive column name

ContractValue Contract Group By

Creating Calculations for Groups off Records In addition t o calculating

statistical

in-

f o r m a t i o n on all o r

Exhibit 18-34

rl8 : Database (Access 2007)^licrosoft Access

selected records in selected tables, y o u c a n calculate statistics for

Databa 21 A s c e n d i n g

/ Remove Sort V Toggle Filter Sort & Filter

e x a m p l e , y o u c a n determine the n u m b e r o f customers in each city the average

con-

tract a m o u n t by city.

T h e Group By operator divides

the

selected

records

into

groups

based

on the values

in the specified

field.

Those

with

the

records

same

value

for

the field are grouped together,

a n d the

datasheet

displays

one record f o r each

"//Selection'

\\ D e s c e n d i n g ' ^ A d v a n c e d -

groups o f records. F o r

or

FUNCTIONS GROUPED B Y CITY

Concord Dublin Fremont Oakland Palo Alto Pleasanton Redwood City Rohnert Park Sacramento San Carlos San Francisco San Rafael Sunnyvale Walnut Creek

Minimum Contract Value » Maximum Contract Value - Average Contract Value $6,500.00 $6,500.00 $6,500.00 $165,000.00 $1,150.00 $65,650.00 $16,500.00 $620.00 $7,942.50 $14,500.00 $14,500.00 $14,500.00 $205,000.00 $550.00 $34,697.81 $138,000.00 $500.00 $39,475.00 $37,250.00 $22,800.00 $30,025.00 $18,000.00 $800.00 $9,400.00 $35,000.00 $35,000.00 $35,000.00 $132,000.00 $132,000.00 $132,000.00 $18,500.00 $700.00 $9,600.00 $46,000.00 $450.00 $16,660.00 $875.00 $875.00 $875.00 $900.00 $900.00 $900.00 $1,200.00 $1,200.00 $1,200.00 ,

records grouped by city

results o f f u n c t i o n s

«

g r o u p . F u n c t i o n s , which appear in the other c o l u m n s

) O n the R i b b o n , click the Query Tools Design tab t o

o f the design grid, provide statistical information f o r

return t o the Query w i n d o w in Design view.

each g r o u p .

I O n the Q u e r y Tools Design t a b , in the Q u e r y Setup g r o u p , click the Show Table button. T h e S h o w Table dialog b o x appears.

ACTIVITY

I Add the Customer table t o the Q u e r y w i n d o w , a n d

Create a query with the Group By operator.

then close the S h o w Table dialog b o x .

Q | Display the ContractValueStats query in Design view.

| D r a g the City field from the C u s t o m e r field list t o

On the R i b b o n , click the File tab. In the navigation

the first c o l u m n in the design grid. T h e City field

bar, click Save Object As. T h e Save As dialog b o x

appears in the first c o l u m n , a n d the existing fields

o p e n s , indicating that you are saving a copy o f

shift t o the right. G r o u p By, the default o p t i o n in

the C o n t r a c t V a l u e S t a t s query as a n e w query. See

the Total row, appears for the City field.

Exhibit 1 8 - 3 3 .

) R u n the query. T h e query results include 1 5 r e c o r d s — o n e f o r each City g r o u p . E a c h r e c o r d

Exhibit 18-33

contains the City field value f o r t h e g r o u p a n d the

S A V E A S DIALOG B O X

results o f each calculation using the M i n , M a x , and Avg functions. T h e s u m m a r y statistics repre-

Save As

sent calculations based on the 5 4 r e c o r d s in the

Save 'ContractVakjeStats' to: Copy of ContractVakjeStats As .Query

C o n t r a c t table. See E x h i b i t 1 8 - 3 4 .

s

J

Save the C o n t r a c t V a l u e s S t a t s B y C i t y query, a n d then close it.

Cancel

C o m p a c t and repair the S o l a r P o w e r l 8 d a t a b a s e , and then close the database. D o n o t save the c o n tents o f the C l i p b o a r d .

I In the Save ' C o n t r a c t V a l u e S t a t s ' t o b o x , type ContractValueStatsByCity as the new query n a m e .

Group By operator An operator that divides selected records into groups based on the values in the specified field.

| Click OK. T h e n e w query is saved with the n a m e you specified.

Chapter

18: Maintaining

and

Querying

a

Database

Quiz Yourself 1.

Hanford Fashion. Change the Phone field value t o

4.

Close the ServiceAgreement table.

Query window in Design view. W h a t is a select query?

4.

H o w are a table datasheet a n d a query datasheet

5.

Company, FirstName, L a s t N a m e , and Phone. Save the query as ClientPhoneList, and then run the query.

Describe h o w records are organized when you select multiple sort fields.

6.

W h a t is a filter?

7.

W h e n does a o n e - t o - m a n y relationship exist be-

6.

W h a t is referential integrity?

9.

H o w do you create a multitable query?

C o m p a n y field, and then in ascending order by the L a s t N a m e field. Save the modified query, run the query, and then close it. 7.

ment table based on the C l i e n t I D field. Enforce referential integrity and select the Cascade Update

1 1 . W h a t happens when y o u specify an e x a c t match in

Related Fields check b o x . 8.

1 2 . In the design grid, where d o you place the condi-

Invoice table based on the A g r e e m e n t N u m field.

logical operator?

Enforce referential integrity a n d select the Cascade Update Related Fields c h e c k b o x . Save the layout

1 3 . In the design grid, where d o you place the condi-

in the Relationships window, a n d then close the

tions for t w o different fields when you use the O r

window.

logical operator?

1 5 . H o w do you calculate statistical information, such as sums, averages, m i n i m u m s , and m a x i m u m s , on the records displayed in a table datasheet or selected by a query? 1 6 . Explain what the G r o u p By operator does.

Create a o n e - t o - m a n y relationship between the primary ServiceAgreement table and the related

tions for t w o different fields when you use the And

1 4 . H o w do you perform a calculation in a query?

Create a o n e - t o - m a n y relationship between the primary Client table and the related ServiceAgree-

1 0 . W h a t is a condition, a n d w h e n do you use it?

a query?

M o d i f y the ClientPhoneList query in Design view to sort the query results in ascending order by the

tween tables? 8.

Create a query in Design view based on the Client table. Include the following fields in the query:

similar? H o w are they different? 5.

Open the Service Agreement table, find the record for Agreement # 1 4 3 6 , a n d then delete the record.

Describe the field list a n d the design grid in the

3.

Find the record with the C o m p a n y field value o f 207-555-4968. Close the Client table.

In Datasheet view, w h a t is the difference between navigation mode a n d editing mode?

2.

3.

9.

Open the ServiceAgreement table in Datasheet view, find the record f o r Agreement # 1 4 1 6 , display the subdatasheet, change the record for invoice number 1 4 1 1 - 0 7 1 t o unpaid by clicking the Paid? check b o x , and then close the table.

1 0 . Create a query in Design view based on the ServiceAgreement and Invoice tables. Select the A g r e e m e n t N u m , A g r e e m e n t A m t , and ServiceType fields from the ServiceAgreement table, and then select the I n v N u m and I n v A m t fields from the

Practice It

Invoice table. Apply a sort t o sort the query results

P r a c t i c e It 1 8 - 1

Select only those records f o r business customers

1.

O p e n the data file Snow18 located in the C h a p t e r 18\Practice It folder. Save the database as

SnowRemoval18. 2.

O p e n the Client table in D a t a s h e e t view. F o r Client ID 1 , c h a n g e the field values in the First N a m e and Last N a m e c o l u m n s t o your first and last names.

in descending order based on the AgreementAmt. by entering Commercial in the ServiceType Criteria b o x . D o n o t display the ServiceType field values in the query results. Save the query as BusinessAgreements, run the query, a n d then close it.

1 1 . C r e a t e a query in Design view that lists all unpaid invoices t h a t are dated between 1/1/2014 a n d 1 2 / 3 1 / 2 0 1 4 . Include the following fields f r o m the

PRACTICE IT 1 8 - 2

1.

Invoice t a b l e in the query: I n v N u m , I n v A m t , Inv-

ArtClasses18.

D a t e , a n d Paid. Sort the I n v D a t e field in ascending order. D o n o t show the Paid field in the query

O p e n the data file Art18 located in t h e C h a p ter 18\Practice It folder. Save t h e d a t a b a s e as

2.

In the Instructor table, f o r I n s t r u c t o r I D 1 5 - 9 3 8 4 ,

results. Save the query as Unpaidlnvoices, run the

c h a n g e the value in the First N a m e a n d L a s t N a m e

query, a n d then close it.

c o l u m n s t o your first and last n a m e s .

1 2 . C r e a t e a query in Design view t h a t lists clients

3.

In the Instructor table, find the r e c o r d w i t h t h e last

located in Veazie o r service agreements f o r less

n a m e o f Weigel, and then c h a n g e t h e value in t h e

than $ 1 , 0 0 0 . Include the C o m p a n y , City, First-

H i r e D a t e c o l u m n to 5/12/2012. C l o s e t h e I n s t r u c -

N a m e , a n d L a s t N a m e fields f r o m the Client table;

tor table.

and the A g r e e m e n t N u m and A g r e e m e n t A m t fields f r o m t h e ServiceAgreement t a b l e . Sort the query

4.

in ascending order by the City field a n d then in

table using the I n s t r u c t o r l D field, a n d b e t w e e n

descending order by the A g r e e m e n t A m t field. Save

the primary Class table a n d t h e related Student

the query as VeazieOrSmallAgreements, run the

table using the ClassID field. In e a c h r e l a t i o n s h i p ,

query, a n d then close it.

enforce referential integrity a n d select t h e o p t i o n t o cascade updates t o related fields. Save a n d close

1 3 . In the N a v i g a t i o n Pane, copy a n d paste

the Relationships window.

the U n p a i d l n v o i c e s query using the query n a m e UnpaidlnvoicesCashDiscount. O p e n the U n p a i d l n v o i c e s C a s h D i s c o u n t query in Design

5.

in the subdatasheet for this instructor, a n d then

c o l u m n in the design grid that calculates a seven

delete the record for this instructor. C l o s e t h e

percent discount based on the InvAmt field values.

Instructor table.

C h a n g e t h e field's c o l u m n n a m e t o Cash Discount. 6.

F i r s t N a m e , a n d Phone fields. S o r t t h e q u e r y in

s c o u n t query, modify the f o r m a t o f the Cash

ascending order by L a s t N a m e . Save t h e query as

D i s c o u n t field so that it uses the Standard f o r m a t

StudentPhoneNumbers, a n d then run t h e query.

and t w o decimal places. R u n the query, resize all 7.

In the S t u d e n t P h o n e N u m b e r s q u e r y results, change the p h o n e n u m b e r f o r C h r i s t a H a r r i s t o

and close the query.

740-555-2920. Close the query.

1 5 . C r e a t e a query in Design view that calculates the m i n i m u m , m a x i m u m , and average agreement

C r e a t e a query in Design view based o n t h e Student table that includes t h e L a s t N a m e ,

1 4 . In Design view f o r the U n p a i d l n v o i c e s C a s h D i -

c o l u m n s in the datasheet t o best fit, a n d then save

In the Instructor table, find t h e r e c o r d w i t h t h e Instructor I D 9 8 - 9 1 2 3 , delete t h e related r e c o r d

view, a n d then add a calculated field t o the fifth

Save the query, and then run it.

C r e a t e o n e - t o - m a n y relationships b e t w e e n t h e primary Instructor table a n d t h e related C l a s s

8.

C r e a t e a query in Design view based o n the Instructor a n d Class tables. A d d t h e L a s t N a m e

a m o u n t s f o r all service agreements using the field n a m e s Lowest, Highest, and Average, respectively.

and I n s t r u c t o r l D fields f r o m t h e I n s t r u c t o r t a b l e .

Save t h e query as AgreementStats. R u n the query.

Add the ClassID, C l a s s N a m e , J u n i o r s , L e n g t h , a n d C o s t fields f r o m the Class t a b l e . S o r t in ascend-

1 6 . Use t h e Save As c o m m a n d t o save the Agreement-

ing order o n the L a s t N a m e field, a n d then sort

Stats query as AgreementStatsByCity. M o d i f y the

in ascending order by the C l a s s I D field. Save t h e

A g r e e m e n t S t a t s B y C i t y query so t h a t the records

query as ClassesBylnstructor, a n d then run it.

are grouped by the City field in the Client table. Sort the query in ascending order by the City field.

9.

Save the ClassesBylnstructor query a s

T h e City field should appear first in the query

JuniorsClasses. M o d i f y the J u n i o r s C l a s s e s query t o

d a t a s h e e t . Save the query, run the query, a n d then

display all classes taught by instructors w h o a l l o w teens (juniors) t o participate. D o n o t include t h e

close it.

J u n i o r s field in the query results. Save t h e query,

1 7 . C o m p a c t a n d repair the S n o w R e m o v a l l 8 data-

and then run it.

b a s e , a n d then close it. ( D o n o t save the c o n t e n t s o f the C l i p b o a r d . )

Chapter

18: Maintaining

and

Querying

a

Database

1 0 . Save the JuniorsClasses query as

8.

Create a query in Design view that displays the

JuniorsClassesLowCost. M o d i f y the J u n i o r s C l a s s -

D o n o r l D , F i r s t N a m e , and L a s t N a m e fields from

e s s L o w C o s t query to display only those classes

the D o n o r table, and the Description and D o n a -

taught by instructors w h o allow teens (juniors)

tionValue fields from the D o n a t i o n table for all

to participate and that c o s t $ 1 0 0 o r less. D o n o t

donations over $ 1 0 0 . Sort the query in descend-

include the J u n i o r s field values in the query results.

ing order by D o n a t i o n V a l u e . Save the query as

Save the query, and then run it.

BigDonors, and then run the query.

1 1 . In the J u n i o r s C l a s s e s s L o w C o s t query datasheet,

9.

Save the B i g D o n o r s query as BigCashDonors.

calculate the total cost o f the classes selected by the

M o d i f y the B i g C a s h D o n o r s query to display only

query. Save and close the query.

records with cash d o n a t i o n s o f more than $ 1 0 0 .

1 2 . C o m p a c t a n d repair the A r t C l a s s e s l 8 database, and then close it.

D o n o t include the Description field values in the query results. In the query datasheet, calculate the sum o f the cash d o n a t i o n s . Save and close the query. 1 0 . Create a query in Design view that displays the

On Your Own

Agency from the Agency t a b l e , and the D o n a t i o n l D , D o n a t i o n D a t e , and Description fields from the D o n a t i o n table. Save the query as

On Your Own 18-1 1.

TrailsDonations, and then run the query.

Open the data file Donations 18 located in the Chapter 18\On Y o u r O w n folder. Save the database as DonationsList18.

2.

First N a m e field value t o your first n a m e , and

Create o n e - t o - m a n y relationships between the

on the H o m e t a b t o select the r o w color.) Resize

primary Agency table a n d the related D o n a t i o n

the columns t o best fit the complete field names

table, and between the primary D o n o r table and

and values. Save the T r a i l s D o n a t i o n s query.

enforce referential integrity a n d cascade updates to related fields. Save a n d close the Relationships window.

1 3 . Save the TrailsDonations query as FurnitureOrHousewares. M o d i f y the FurnitureOrHousewares query to display donations o f furniture or housewares and t o list the Agency ID instead

In the D o n o r table, delete the record for D o n o r ID

of the Agency name. Sort the records in ascending

3 6 0 2 8 . (Be sure t o delete the related record first.)

order first by Description and then in ascending order by AgencylD. R u n the query, adjust the column

Create a query based o n the Agency table that includes the Agency, F i r s t N a m e , L a s t N a m e , and City fields. Save the query as AgenciesByCity, and

widths, save the query, and then close it. 1 4 . Create a query in Design view that displays the D o n o r l D , Agency, Description, and DonationValue

then run it. M o d i f y the AgenciesByCity query design so that it sorts records in ascending order first by City and then in ascending order by Agency. Save and run the query. 7.

Use the Alternate

R o w C o l o r button in the T e x t Formatting group

the related D o n a t i o n table. F o r each relationship,

6.

1 2 . F o r m a t the T r a i l s D o n a t i o n s query datasheet to Lighter 8 0 % theme color. (Hint:

name.

5.

donations t o Eastern W y o m i n g Trails.

use an alternate r o w c o l o r o f the Purple, Accent 4 ,

change the Last N a m e field value t o your last

4.

on the H o m e t a b t o filter the TrailsDonations query datasheet t o display only the records for

In the D o n o r table, f o r D o n o r I D 3 6 0 0 1 , change the Title field t o an appropriate title, change the

3.

1 1 . Use the Selection button in the Sort & Filter group

fields for all donations that require a pickup. D o not display the Pickup field in the query results. Save the query as PickupCharge. Create a calculated field named Net Donation that displays the results o f subtracting $ 9 . 2 5 from the D o n a t i o n -

In the AgenciesByCity query datasheet, change the

Value field values. Display the results in ascending

c o n t a c t f o r the C a r p e n t e r After-School Center t o

order by D o n a t i o n V a l u e . F o r m a t the calculated

Valerie Jackson. Close the query.

field with the Currency f o r m a t . R u n the query,

Chapter

18: Maintaining

and

Querying

a

Database

resize the c o l u m n s in the query datasheet t o their

1 6 . Create a copy o f the D o n a t i o n S t a t s query n a m e d

best fit, save the query, and then close it.

DonationStatsByAgency. M o d i f y t h e D o n a t i o n StatsByAgency query t o display t h e s u m , average,

1 5 . C r e a t e a query in Design view based on the

and c o u n t o f the D o n a t i o n V a l u e field f o r all d o n a -

D o n a t i o n t a b l e that displays the s u m , average,

tions grouped by Agency, with A g e n c y appearing

and c o u n t o f t h e D o n a t i o n V a l u e field f o r all d o n a t i o n s . (Hint:

as the first field. Sort the records in descending

Use the C o u n t f u n c t i o n t o c o u n t

order by the donation total. Save the query, run

the n u m b e r o f rows.) E n t e r a p p r o p r i a t e c o l u m n

the query, and then close it.

n a m e s f o r e a c h field. F o r m a t the sum a n d average values using the Standard f o r m a t a n d t w o

1 7 . C o m p a c t a n d repair the D o n a t i o n s L i s t l 8 d a t a -

d e c i m a l p l a c e s . Save the query as DonationStats,

base, a n d then close it. ( D o n o t save the c o n t e n t s

and then run the query. In the query datasheet,

o f the C l i p b o a r d . )

resize t h e c o l u m n s t o their best fit, save the query, a n d then close it.

ADDITIONAL STUDY TOOLS

Chapter

18

IN THE BOOK

ONLINE

^

Complete end-of-chapter e x e r c i s e s

^

Study tear-out Chapter Review C a r d

• • •

T a k e p r a c t i c e quiz t o p r e p a r e f o r t e s t s

^

Play " B e a t the Clock" and " M e m o r y " to quiz

C o m p l e t e additional end-of-chapter

exercises

R e v i e w key t e r m f l a s h c a r d s ( o n l i n e , p r i n t a b l e , and audio)

yourself ^

W a t c h the videos "Design a Select Query," "Sort Multiple F i e l d s in D e s i g n V i e w , " "Filter R e c o r d s by S e l e c t i o n , " "Define a O n e - t o - M a n y R e l a t i o n s h i p B e t w e e n T a b l e s , " " U s e the Total R o w , " a n d m o r e

Chapter

18: Maintaining

and

Querying

a

Database

Creating F o r m s and Reports L e a r n i n g Objectives

Introduction

After studying the material in this chapter, you will be able to: LO19 .1 Wizard

Forms can be based on a table or query, providing a simpler, more intuitive layout for displaying, entering and changing data. Forms can also

LO19.2

display data from t w o o r m o r e tables at the same time, providing a more complete picture o f the information in the database. F o r example, a form

Modify a form's design in

Layout view

might show data about customers and their associated contracts, which are stored in separate tables. Reports provide a f o r m a t t e d printout o r screen display o f the data in a database. F o r e x a m p l e , a database might include a format-

LO19.3

Find data using a form

LO19.4

Create a form based on related

tables

ted report o f c u s t o m e r a n d c o n t r a c t data that staff can use for market

LO19.5

Preview and print selected form records

analyses and strategic planning for selling services t o customers. W i t h reports, information c a n be formatted in a professional manner, making

LO19.6

the report appealing a n d easy to use.

LO19.1 Creating

Create a form using the Form

Create a report using the Report Wizard

LO19.7

a Form Using the Form

Modify a report's design in

Layout view

Wizard

Y

ou have already used the F o r m tool t o create a simple form to enter, edit, and view records

in a database. T h e F o r m tool creates a form automatically, using all the fields in the selected

table or query. You can also create a form using the Form Wizard, which guides you through the process o f creating a form. In the Form Wizard dialog boxes, you select the tables or queries on which to base the form, choose which fields to include in the form, and specify the order in which the selected fields should appear in the form. You then select a form layout, which can be Columnar, Tabular, Datasheet, and Justified. T h e Tabular and Datasheet layouts display the

fields from multiple records at one time. T h e Columnar and Justified layouts display the fields from one record at a time. Finally, you enter a Form Wizard The Access feature that guides you

r

through the process of creating a form; you choose which fields to . 1 . 1 1 . l * l. *.L display from tables and, queries and the order m which they appear.

Chapter

19: Creating

Forms

and

title for the form and choose whether to . open the form in Form view so you can . .. . . _ . work with data, or in Design view so you ..... . can modify the form's design.

Reports

r

r

Forms make it easier to enter, view, and update

data

in a database. Reports are used to display data in an attractive and professional

format.

Dmitriy Shironosov/Shul

ACTIVITY Create a f o r m using t h e Form Wizard. O p e n the data file Solar 19 located in the Chapter 19\Chapter folder. Save the database as SolarPower19. n H In the Navigation Pane, select the Customer table. Q|

On the Ribbon, click the Create tab. In the Forms group, click the Form Wizard button. T h e first Form Wizard dialog b o x opens. T h e Customer table is selected in the Tables/ Queries b o x , and the fields from the Customer table are listed in the Available Fields b o x . See Exhibit 1 9 - 1 . I Click [ » ] t o move all the fields t o the Selected Fields b o x .

Chapter

19: Creating

Forms

and

Reports

Exhibit 19-1 Form Wizard

Frist Fo m r W zaid r daiolg box Whichfieldsdo you want on your form? You can choose from more than one table or query.

I Click the Tabular option button and review the corresponding sample layout. Review the Datasheet and Justified layouts. I Click the Columnar option button to select that layout for the form. Click Next. T h e third and final Form Wizard dialog

selected table

b o x shows the Customer table's name as the default form title. Customer is also the default name that

Selected Fields:

will be used for the form object. See Exhibit 1 9 - 3 .

Exhibit 19-3

fields in the selected table

Thrd i Fo m r W zaid r daiolg box What title do you want forj

Cancel

Fosh

Next >

Customer 4f

That's all the information the wizard needs to create your form.

| In the Selected Fields b o x , click Phone, and then

Do you want to open the form or modify the form's design'

click [ < ] t o move the P h o n e field b a c k t o the

o Open the form to view or enter information.

Available Fields b o x . In the Selected Fields b o x ,

Modify the form's design.

the Email field is selected. T h e n e x t field you add will be added below the selected Email field. I With the P h o n e field selected in the Available

form title

view in which to display form

Fields b o x , click [ > ]. T h e P h o n e field is added

Cancel

<Sack

Finish

back to the Selected Fields b o x below the Email field. | Click Next to display the second F o r m Wizard dialog b o x , which provides the available layouts for the form: Columnar, Tabular, Datasheet, and

In the W h a t title do you w a n t f o r your form b o x , edit the form name t o Customerlnfo.

Justified. A sample o f the selected layout appears

Click Finish. T h e

on the left side o f the dialog b o x . See E x h i b i t 1 9 - 2 .

Customerlnfo form opens in Form view,

Exhibit 19-2 Form Wizard

Second Fo m r W zaid r daiolg box

What layout would you Ike for your form?

selected layout

displaying the field values for the first re-

^

T i p : Y o u can close the Navigation Pane to display more of the Form w i n d o w .

cord in the Customer table. T h e form title appears on the object tab, as the object name in the Navigation Pane, and as a title on the form itself. T h e Columnar layout places the captions for each field on the left and the field values in boxes on the right. T h e width o f the field value boxes is based on the size of the field. See Exhibit 1 9 - 4 .

sample of the selected layout


Chapter

19: Creating

Forms

l|

and

Next>

Fran

Reports

The Cou lmnarformlayout is good for displaying and updatn ig data in the table because it lets users focus on one record at a time

Exhibit 19-4 Customerlnfo form in Form view ~1 Customerlnfo

-

4

>^

Customerlnfo

form title appears on the tab and on the form

field value appears in box

Tarn Dennis

2930 Duck C r e e k R o a d Palo Alto

field values for current record in the Customer table

CA

captions of fields in the Customer table used as form labels

94306 [email protected] 650-555-3132

Record: l«

1 of 34

• H•

mm x

Modifying a Form's Design in Layout View

Applying a Theme to a Form

A

for the colors a n d fonts used in t h e f o r m . F o r m s are

L O I

9

. 2

Y o u c a n quickly change the look o f a f o r m by applying a different theme, which determines t h e design scheme

fter y o u create a form, it opens in F o r m view.

originally formatted with the Office t h e m e , but you c a n

If y o u need t o i m p r o v e its a p p e a r a n c e o r t o

apply a different theme in L a y o u t view. T h e theme y o u

m a k e t h e f o r m easier t o u s e , y o u need t o switch

select is applied t o all o f the o b j e c t s in t h e d a t a b a s e un-

t o L a y o u t view. In L a y o u t view, y o u c a n see a r e -

less you specify t o apply the theme t o t h e current o b j e c t

c o r d in t h e f o r m a n d c h a n g e its l a y o u t a t t h e s a m e

only o r t o all matching objects, such as all f o r m s .

t i m e , w h i c h lets y o u easily see t h e results o f a n y d e sign c h a n g e s y o u m a k e . Y o u c a n c o n t i n u e t o m a k e c h a n g e s , u n d o m o d i f i c a t i o n s , a n d r e w o r k t h e design in L a y o u t v i e w t o achieve t h e l o o k y o u w a n t f o r t h e

ACTIVITY

Apply a theme to a form.

f o r m . F o r e x a m p l e , y o u might c h a n g e t h e f o n t , f o n t

D I S P L A Y the form in Layout view. T h e F O R M

size, o r f o n t c o l o r o f t h e l a b e l s ; a d d a p i c t u r e ; o r

Tools tabs appear on the R i b b o n . T h e field value

m o d i f y o t h e r f o r m elements such as t h e type o f line

b o x f o r the C u s t o m e r I D field, is selected, as indi-

used f o r t h e field value b o x e s . Y o u c a n m a k e all o f

cated by the orange border. See E x h i b i t 1 9 - 5 .

these c h a n g e s in L a y o u t view. T o m a k e o n e o f these c h a n g e s , y o u m u s t select an o b j e c t . In L a y o u t view, a solid o r a n g e o u t l i n e identifies t h e c u r r e n t l y selected object on the form. K e e p in m i n d t h a t s o m e c h a n g e s t o t h e f o r m d e -

LAYOUT

O n the F o r m Layout Tools Design t a b , in the T h e m e s g r o u p , click the Themes button. T h e T h e m e s gallery appears, showing t h e available themes f o r the form.

sign m u s t be d o n e in Design view, w h i c h gives y o u a

Point t o several themes t o see their effects o n the

m o r e d e t a i l e d view o f t h e form's s t r u c t u r e .

form's appearance.

Chapter

19:

Creating

Forms

and

Reports

) In the T h e m e s gallery,

Exhibit 19-5

right-click the Elemental

Form displayed in Layout view

theme. A shortcut menu

Themes button

appears with options

EXTERNAL DATA

for applying the t h e m e to all matching o b j e c t s ,

m

E

applying the theme t o

View

Themes [^] Fonts -

f

t

—

m

default for all objects in

H

Contract

the d a t a b a s e .

^

Customer

13

Invoice

IU

Customerlnfo

click Apply Theme to

i£ 1

•m

^

—

Format _

JS

1

1

— ^

—

s L

J

P 1

CUSTOMER ID LAST NAME FIRST NAME

This Object Only. T h e

DENNIS

COMPANY

gallery closes, and the C u s t o m e r l n f o form is formatted with the Elemental theme. See Exhibit 1 9 - 6 .

STREET

2 9 3 0 DUCK CREEK ROAD

CITY

PALO ALTO

STATE

CA

ZIP

94306

EMAIL

[email protected]

PHONE

650-555-3132

Changing the Form Title's Text and Appearance A form's title should be descriptive

and

indicate

the

Exhibit 19-6

form's purpose. T o m a k e the

Form with theme applied

form's purpose clearer, you can edit or replace the form's current

jjj^QH

title. You can also

Home

Create

format it to change its a p -

^g]

|A a | |

pearance. For example, you

View

Themes M Fonts -

H

C O , O R S

'

k 1ST Aa External Data

Database Tools

Design

Arrange

Format

L - I

can bold, italicize, and underline text; change the font,

ALL ACCESS OBJECTS

font color, and font size; and

Ses z .... r

r

TABLES

change the alignment o f text.

Z D

These options are located in

Contract Customer

the Font group on the F o r m

Zl

Invoice

Layout Tools Format t a b .

^al

Customerlnfo

Change the appearance of a form title. U

Click the Customerlnfo form title. An orange b o x surrounds the title, indicating it is selected.

Chapter

19:

Creating

Forms

and

Reports

fl "

orange box surrounds selected object

Cuso tmern lo f

TABLES

I O n the shortcut m e n u ,

^

Arrange

©

ALL ACCESS OBJECTS Search-

making the theme the

^

r^

I ^

this object only (the Customerlnfo form), or

form Layout Toots Design

DATABASE TOOLS

Customern lfo CUSTOMER I D LAST NAME

Tarn

FIRST NAME

DENNIS

COMPANY STREET

2 9 3 0 DUCK CREEK ROAD

CITY

PALO ALTO

STATE

CA

ZIP

94306

EMAIL

DTAMSONECAHVEB. C OM

PHONE

650-555-3132

Working

with

Themes

Themes provide a quick way to format the objects in a database consistently. When you apply a theme to an object, y o u can choose whether to apply a theme to the current object or to all matching objects, such as all forms in the database. You can also choose to make a theme the default theme for the database, which means any existing objects and any new objects you create in the database will be formatted with the selected theme. Instead of clicking a theme in the Themes gallery, you right-click the theme and then click the option you want on the shortcut menu. W h e n y o u choose to apply a theme to all matching objects in the database or to make the theme the default for the database. Access applies that theme to all the existing forms and reports in the database as well as t o any new forms and reports you create. A l t h o u g h this approach ensures design consistency, it can also introduce problems with existing objects. For example, applying a theme that uses a larger font size could cause the text in labels and field value boxes to be cut o f f or to overlap with other objects on an existing form or report. T h e colors applied by t h e theme could also interfere with any colors that you

I Click between the letters r a n d / t o position the insertion point in the title text, and then press the Spacebar. T h e form title is n o w

Themes

specified on existing forms and reports. You would then have t o spend time checking t h e existing forms and reports for any unintended results and fixing the problems i n troduced by applying the theme.

IN THIS DATABASE

111 1 A A H i A A

AA

•••»•• |J|

I ••••••

Browse for Therm

LJH)

>[|Aal

A d d I v Theme Mat Apply Theme to to AllAll Matching Objects

Apply Theme to This Object Only

Save Current Thei

Make This Theme the Database Default Add Gallery to Quick Access Toolbar

A better approach is to select the Apply Theme to This Object Only option on the shortcut menu for a theme in the Themes gallery, for each existing form and report. If the new theme causes problems for that form or report, you can simply reapply the previous theme t o return the object to its original design

Exhibit 19-7 Form title with new color applied

C u s t o m e r '

i

^

^

^

^

^

^

^

^

^

TITLE O N T W O

m

I n f o .

Home

| Press the End key t o move the insertion point t o the end o f the title, and then type rmation. T h e form title is n o w

C u s t o m e r

I n f o r m a t i o n ,

M

Label20

E | Select All

a n d the

Click Customer Information t o reselect the title. T h e o r a n g e outline appears around the title. ( O n the R i b b o n ,

click the Form Layout Tools Format tab. In the F o n t g r o u p ,

click the Font Color button arrow A and then click the

^ T i p : T h e theme colors c h a n g e based o n the t h e m e applied to the object. The standard colors are always the same.

Dark Purple, Text 2 theme color. T h e color is applied t o the form title.

External Data

Datab.

Palatino Linotype (Detai • 20 B

/ u

A '

.

|JNES A N D

NEW

FONTCOLOR

^

Selection

title appears o n t w o lines.

) Click in the main form area t o deselect the title.

Create •

7

Search* C U S T O M E R

Tables S3

Contract

ZZ^

Customer

Tl

*

I N F O R M A T I O N

Adding a Logo to a Form A logo c a n be used t o provide c o l o r a n d visual interest in a f o r m . A logo is o n e o f m a n y c o n t r o l s y o u can use in a form. A control is an item in a f o r m , control An item in a form, report, or other database object that you can manipulate to modify the object's appearance.

See E x h i b i t 1 9 - 7 .

Chapter

19: Creating

Forms

and

Reports

Changn ig the title of a form has no effect on the form obejct name; its original name appears on the obejct tab and in the ||h Navg iato in Pane.

panels appears on top of the form title. A solid orange

outline surrounds the picture, indicating it is selected, and a dotted outline surrounds the control layout. See Exhibit 1 9 - 8 .

libit 19-8

Form with picture

Form Layout Tools

Database Tools

report, or other database

Aa^l SiQi •] ^] JS _! F § • • 3

ab|

Insert Image *

object that you can m a nipulate to modify the o b -

Date and

covers form title Logo button

Information

in Layout view are avail•

C U S T O M E R

Tools Design tab in the group

Title

>mer

trols you add and modify

Controls

j^Logo 9

Header / Footer

selected picture

~1 Customerlnfo

ject's appearance. T h e con-

able on the Form Layout

Design

I D

control layout containing the picture

L |

and the

Header/Footer group. I Right-click the selected picture t o display the

When you add a logo or other control to a form, it is placed in a control layout, which is a set o f controls

shortcut menu, point t o Layout, and then click

grouped together in a form or report so that you can

Remove Layout. T h e picture is removed from the

manipulate the set as a single control. T h e dotted outline

control layout.

indicates the control layout is selected. You can remove

| Drag the picture to the right o f the title so that it

a control from the control layout so you can move the

does n o t block any part o f the form title.

control independently o f the control layout.

) Drag a corner o f the orange b o x t o enlarge the picture t o fit within the shaded title area. See

ACTIVITY

Add a picture to a form.

Exhibit 1 9 - 9 .

Exhibit 19-9

Form with repositioned and resized picture

On the Ribbon, click the Form Layout

W O L A R P O W E R L 9

-»al Data

Database Tools

Design

Arrange

Format

Tools Design tab. In

001

the Header/Footer group, click the Logo

Controls

button. T h e Insert

7|

Picture dialog b o x

Customerlnfo

Customer

opens. Click the data file Panels located in the

Logo 1

_ '

Header/ Footer ^Trt.e

new location for picture

Information

lsl

Insert

Image •

I

i £ Date and Time

k^kJ

tjfl

rafl

Tools

Add Existing Property | sheet F j e

d s

T C U S T O M E R

Chapter 19\Chapter

I D

L|

folder, and then click OK. A picture o f solar

control layout A set of controls grouped together in a form or report so that you can manipulate the set as a single control.

Chapter

19: Creating

Forms

and

Reports

Changing the Lines in a Form Each field value in the form is displayed in a field value box.

T h e field value boxes are m a d e up o f solid lines,

which, depending on the theme, might overshadow the

Y o u navigate a form in the same

field values a n d m a k e them difficult t o read. Fortunately, the lines are another type o f c o n t r o l that you c a n modify in L a y o u t view. T h e C o n t r o l F o r m a t t i n g group

way as you navigate a table o r

on the F o r m L a y o u t Tools F o r m a t t a b provides options

query datasheet.

for changing the thickness, type, and c o l o r o f any line in a form. Y o u c a n change the line type for each field value b o x in the f o r m o n e at a time. Or, you c a n select all o f

I Click a blank area o f the main f o r m t o deselect the

the field value b o x e s and apply a n e w line type t o all o f

field value b o x . T h e Customer I D field value b o x

them at the same time.

is n o w a dotted line. I Click the Last Name field value box, press a n d hold the Shift key, click each remaining field value b o x

Change the lines in a form.

t% Click

below the Last N a m e field value b o x , a n d then re-

the Customer ID field value box,

which

lease the Shift key. All o f the field value b o x e s e x -

con

cept the C u s t o m e r ID field value b o x are selected.

tains the field value 1 . An orange outline appears a r o u n d the field value b o x t o indicate it is selected.

I O n the F o r m Layout Tools F o r m a t t a b , in the C o n t r o l F o r m a t t i n g group, click the Shape

Hfc On the R i b b o n , click the Form Layout Tools Format

Outline button, and then point t o Line Type. See

tab. In the C o n t r o l Formatting group, click the

Exhibit 1 9 - 1 0 .

Shape Outline button. T h e Shape Outline gallery opens with options for changing the line color, line

| Click the Dots line type, and then click a blank area

thickness, a n d line type. ^

of the main form. T h e line type for each b o x is n o w dotted.

Point t o Line Type to display a submenu with vari-

I Save the f o r m .

ous line f o r m a t s , and then click the Dots line type.

Exhibit 19-10

Form with multiple field value boxes selected

F o r m L a y o u tT o o l s

al Data

Design

Database Tools

(Detai ' 1 1

Formatting $

%

_]

I

*oo >°o

Number

Font

Background Alternate Image Row Color Background

Custoi

Customer Information

Dots line type

Tarn

multiple selected field boxes

Quick Change Conditional Styles ShapFormatting Control Forma

P

2930 D u c k C r e e k R o a d Transparent

P a l o .Alto tsJ

CA 94306 dtam@onecahveb .com

More Colors...

22

Line Thickness

=5

Line Type

650-555-3132

Line Type options

Chapter

19: Creating

Forms

and

Reports

ON THE JOB

Use an Effective Form Design A form, like any written document, should convey information clearly and effectively. By producing a welldesigned and well-written form, you can ensure that other people will be able to work productively and efficiently. As you create a form: ^

^

C o n s i d e r h o w t h e f o r m w i l l b e used. The form's design should accommodate the needs of the people w h o will use the form to view, enter, and maintain data. For example, if a database form matches an existing paper form, use the same fields in the same order as those on the paper form so users can use the Tab key to move from one field to the next in the database form to enter the necessary information from the paper form. Include a m e a n i n g f u l title. The form should clearly identify its purpose, and a descriptive title ensures that users immediately know what the form is intended for.

^ Use correct s p e l l i n g a n d g r a m m a r . The text in a form should not contain any spelling or grammatical errors. This not only creates a professional image, but also keeps users focused on the task at hand—entering or reviewing data. ^ Enhance t h e form's appearance. A visually appealing form is user-friendly and can improve the form's readability, helping to prevent data entry errors. ^ Use a consistent d e s i g n . Use similar elements— titles, pictures, fonts, and so on—in each form in a database to provide a cohesive appearance. A mix of styles and elements in a database could lead to problems when working with the forms.

I O n the H o m e tab, in the Find group, click the Find button. T h e Find and Replace dialog b o x opens. T h e Look In b o x shows that the current field (in this X / ou can use the Find and Replace dialog b o x to search

case, Email) will be searched. See Exhibit 1 9 - 1 1 .

JL for data in a form. As you did when using the Find and Replace dialog b o x t o search a datasheet, you choose a field t o base the search on by

Exhibit 19-11 Find and Replace dialog box

making that field the current field, and then you enter the value you want t o match. T h e record

Find and Replace

type search value

you want to view is then displayed in the form.

Searching for a Partial Ualue Instead o f searching for an entire field value,

search for value in the whole field

you c a n search for a record that contains part o f the value anywhere in that field. Performing a partial search such as this is often easier than matching the entire field value a n d is useful when you don't k n o w o r c a n ' t r e m e m b e r the entire field value. F o r e x a m p l e , you c a n search for part o f a company's name.

! In the Find W h a t

b o x , type welker t o search for records that contain the text

welker in the email address.

Search for a partial value.

I Click the Match arrow t o display

Display the form in Form view.

^ T i p : Unless you select the Match Case check box. Access will find any record containing the search text with any combination of uppercase a n d lowercase letters.

Click in the Email field value box t o select Email as

the list o f matching

the current field a n d as the field t o search.

options, and then click Any Part of Field t o find

Chapter

19: Creating

Forms

and

Reports

Exhibit 19-12 Wildcard characters Wildcard character

Purpose

Example

*

Match any number of characters. It can be used as the first and/or last character in the character string.

th* finds the, that, this, therefore, and so on

?

Match any single alphabetic character.

a?t finds act, aft, ant, apt, and art

[]

Match any single character within the brackets.

a[fr]t finds aft and art but not act, ant, and apt

!

Match any character not within brackets.

a[!fr]t finds act, ant, and apt but not aft and art

Match any one of a range of characters. The range must be in ascending order (a to z, not z to a).

a[d-p]t finds aft, ant, and apt but not act and art

Match any single numeric character.

#72 finds 072,172,272,372, and so on

#

records that contain the text welker in any part o f the E m a i l field. I Click Find Next, and then drag the Find and Replace dialog b o x by its title bar so you can see the field value boxes in the form. T h e Customerlnfo form n o w displays record 1 4 , which is the record for Frank Walker. T h e text welker is selected in the Email field value b o x because you searched for this word. | C l i c k in the form area t o m a k e the form active. T h e Find and Replace dialog b o x remains open. ) Type walker t o replace the selected text in the Email field. T h e contact's email address is n o w correct.

I Click the Find and Replace dialog box t o m a k e it active. T h e L o o k In b o x setting is still C u r r e n t field, which is n o w the Phone field; this is t h e field that will be searched. I Click in the Find W h a t b o x t o select welker, and then type 707*. I C l i c k t h e Match arrow, a n d t h e n c l i c k Whole Field. B e c a u s e y o u are using a w i l d c a r d c h a r a c ter in t h e s e a r c h value, y o u w a n t t o s e a r c h t h e whole

field.

I Click Find Next. T h e search process starts f r o m the point o f the previously displayed record in the f o r m , which w a s record 1 4 , a n d then finds records

Searching with Wildcards

in which any field value in the P h o n e field begins

Instead o f entering an exact value to find when you search

c u s t o m e r with the area code 7 0 7 .

for text with the Find and Replace dialog b o x , you can use wildcards. A wildcard character is a placeholder you use when you k n o w only part of a value or when you want to start or end with a specific character or match a certain pattern. Exhibit 1 9 - 1 2 lists wildcard characters. For e x a m p l e , you might want t o view the records for

with 7 0 7 . R e c o r d 1 8 is the first r e c o r d found f o r a

) Click Find Next. R e c o r d 6 is the n e x t record found for a c u s t o m e r with the area c o d e 7 0 7 . T h e search process cycled back through the beginning o f the records in the underlying t a b l e . | C o n t i n u e t o click Find Next t o find e a c h r e c o r d

customers with phone numbers beginning with the area

f o r a c u s t o m e r with the area c o d e 7 0 7 until a

code 7 0 7 . Y o u c o u l d search for any field c o n t a i n i n g the

dialog b o x a p p e a r s , indicating t h a t t h e s e a r c h is

digits 7 0 7 in any part o f the field, but this search would

finished.

also find records with the digits 7 0 7 in other parts o f the phone number. T o find only those records with the 7 0 7 area code, you can use the * wildcard character.

\ Click OK t o close the dialog b o x . ) Click Cancel to close the Find and Replace dialog box.

Search with a wildcard character. In the C u s t o m e r l n f o form, click in the Phone field value box. T h i s is the field you w a n t t o search.

wildcard character A placeholder you use when you know only part of a value, or when you want to start or end with a specific character or match a certain pattern.

Chapter

19: Creating

Forms

and

Reports

Maintaining Table Data Using a Form You

Exhibit 19-13 Form for a new record

c a n use a form

Database (Access 2007) - Microsoft A c c e s s ™

t o update the data in

Data

a

*

table.

Maintaining

data using a form is of-

can

focus

on all the

changes for one record at one time. In F o r m

z l Ascending

^ Selection *

\ \ Descending

^Advanced"

Remove Sort

ten easier than using a datasheet because you

Database Tools

Toggle Filter

~ ™ J^Save ^Spelling Refresh . _ ||T A Delete • j g M o r e « N

e

W

Z

T

O

t

a

,

S

A

Records

Sort & Fitter

Jffc Find

^Replace Go To Select •

B

i

A

Find

u

H I

_ m %m

*

4

» j

m

JJJ

• h-

Text Formatting

3-

Customer ID will be added by Access

Customer

/

Information

view, you can edit the

i

field values for a record, delete a record from the underlying

table,

or

add a new record t o the table. If you k n o w the number o f the record you want to view, you can enter the number in the Current Record b o x to move to that record.

ACTIVITY

becomes the current record, a n d the record for

Maintain table data using a form.

Customer I D 3 5 is saved in the Customer table.

At the bottom o f the form, in the Current Record

I Close the C u s t o m e r l n f o f o r m .

b o x , select 14, type 25 and then press the Enter key. Record 2 5 ( L K W Construction) is n o w current. In the Street field value b o x , double-click 4457 to select the entry, and then type 8274. T h e address is updated. On the Home tab, in the Records group, click the New button. Record 3 5 , the next available new record, becomes the current record. All field value boxes are empty, and the insertion point is positioned in the Customer ID field value b o x . See Exhibit 1 9 - 1 3 . Press the Tab key, and then enter your n a m e and

Creating a Form Based on Related Tables

tjOI

9 4

Y

ou can create a form that displays the data from two tables at the same time, such as when you want

to review the data for each customer and the customer's contracts at the same time. A form based on two tables requires the tables to have a defined relationship. For example, defining a relationship between a Customer (pri-

c o n t a c t information in the appropriate fields,

mary) table and a Contract (related) table enables you to

pressing the Tab key t o m o v e from field t o field.

create a form based on both tables. When you use related

After entering the

tables in a form, the form includes a main form and a

Phone Held

value,

press

the Tab

key. R e c o r d 3 6 , the n e x t available n e w record,

subform. A main form displays the data from the primary table. A subform displays the data from the related table.

main form The part of a form that displays data from the primary table in a defined relationship. subform The part of a form that displays data from a related table in a defined relationship.

Chapter

19: Creating

Forms

and

Reports

Y o u use L a y o u t view to modify the appearance o f a form.

Y o u use F o r m view to view, navigate, and c h a n g e data u s i n g a form

i M o v e the Contract.CustomerlD field b a c k t o the Available Fields b o x . I Click Next. T h e second F o r m W i z a r d dialog b o x appears. T h e F o r m with s u b f o r m ( s ) o p t i o n button is selected. T h e left b o x shows the o r d e r in which

Access uses the defined relationship between the tables to join them automatically through the c o m m o n field that exists in both tables. Y o u c a n also create a linked form in which only the main f o r m fields are displayed. A button with the subform's n a m e on it appears on the main f o r m . Y o u can click this button t o display the associated subform records. Y o u c a n use the F o r m W i z a r d t o create either type o f f o r m .

the data will be displayed—first data f r o m the primary C u s t o m e r table, and then data f r o m the related C o n t r a c t table. T h e preview o n t h e right shows h o w the form will appear—fields f r o m the C u s t o m e r table at the t o p in the m a i n f o r m a n d fields f r o m the Contract table at the b o t t o m in t h e s u b f o r m . See Exhibit 1 9 - 1 4 .

Exhibit 19-14

Formats for the main

form and subform

Creating a Form with a Main Form and a Subform

j

fields from the primary

I

*—

table in the main form

I

primary table

T

W h e n creating a form based on t w o tables, first you

CustomerlD, Company, FirstName, LastName, Phone

c h o o s e the primary table and select the fields t o include in the main f o r m . T h e n you c h o o s e the related table and

ContractID, ContractValue, DateSigned

\

select the fields t o include in the s u b f o r m .

fields from the related table in the subform

ACTIVITY

Create a form with a main form and a subform. Q|

On the R i b b o n , click the Create tab. In the Forms g r o u p , click the Form Wizard button. T h e first

option to create a main form with a subform

> Form with subform(s) |

F o r m W i z a r d dialog b o x opens.

Caned


f" (jext>

Linked forms Rmsh

If necessary, click the Tables/Queries arrow, and then click Table: Customer. I M o v e each o f the following fields f r o m the Available Fields b o x t o the Selected Fields b o x : CustomerlD,

^ T i p : You c a n d o u b l e click a field to m o v e it b e t w e e n the Available Fields box a n d Selected Fields box.

Main Form and Subform N a m e s The main form name (CustomerContracts,

in this

case) appears on the object tab and as the form

Company,

title. The subform name (Contract,

FirstName,

pears to the left of the subform. Access displays

LastName, a n d Phone.

only the table name for the subform, but uses the

I Click the Tables/Queries arrow, and then click Table: Contract. T h e fields from the C o n t r a c t table appear in the Available Fields b o x . ) M o v e all the fields in the C o n t r a c t table t o the

in this case) ap-

complete object name, ContractSubform,

in the

Navigation Pane. The subform designation is necessary in a list of database objects, so that you can distinguish the Contract subform from other objects, such as the Contract table. The subform des-

Selected Fields b o x . T h e table n a m e ( C o n t r a c t ) is

ignation is not needed in the CustomerContracts

included in the C u s t o m e r l D field n a m e t o distin-

form; only the table name is required to identify

guish it f r o m the same field ( C u s t o m e r l D ) in the

the table containing the records in the subform.

C u s t o m e r table.

Chapter

19: Creating

Forms

and

Reports

Modifying a Main Form and Subform in Layout Uiew

I Click Next. T h e third F o r m Wizard dialog b o x opens, in which you c h o o s e the subform layout. T h e Tabular layout displays subform fields as

You can modify a form with a main form and a subform,

a table. T h e Datasheet layout displays subform

just as you can a form based on one table. For example,

fields as a table datasheet.

you can edit the form title, resize the subform, and resize

| Click the Datasheet option button if it is n o t

columns to fully display their field values. You can make

already selected, and then click Next. T h e fourth

these types o f changes in Layout view or Design view.

Form Wizard dialog b o x o p e n s , in which you choose titles f o r the main form and the subform. 1 In the Form box, click t o t h e right o f the last letter, and then type Contracts. T h e main form name is

Modify a main form and subform in Layout

now

V I E W .

C U S T O M E R C O N T R A C T S .

In the Subform box, delete the space between the

| Display the CustomerContracts form in Layout

t w o words so that the s u b f o r m name is CONTRACT

SUB

view.

F O R M .

I In the shaded title area a t the t o p o f the form,

Click Finish. T h e completed form opens in Form

select and then edit the CustomerContracts form

view formatted with the Office theme. T h e main

title so that the title in the form is Customer

form displays the fields from the first record in the

Contracts.

Customer table in a c o l u m n a r format. T h e records

| Click a blank area o f the main form t o deselect

in the main form appear in primary key order

the title.

by Customer ID. Customer I D 1 has t w o related records in the C o n t r a c t table, which appear in the

| Click the subform to select it. An orange outline

subform in the datasheet format. See Exhibit 1 9 - 1 5 .

Exhibit 19-15

surrounds the subform.

Main form with subform in Form view X

3

CustomerContracts C U S T O M E R

I D

C O M P A N Y FIRST

N A M E

LAST

N A M E

D E N N I S

P H O N E

main form with fields from the Customer table

650-555-3132

\

C O N T R A C T

C O M R A C L

•

C O N T R A C T V A L U E

-

D A T E S I G N E D

-

1301-KS

$500.00

2/9/2013

1302-KS

$14,000.00

3/3/2013

name of the subform

subform with fields from the Contract table M « LEG2 M

1 of 35

• M•

& No Fitter

»

HH 5 I

HOFtiteff

Search

Search 3

1

^

I Resize each column in the subform datasheet t o its best fit.

ACTIVITY

Navigate main form and subform records.

! Drag the left edge of the subform to the left to align it with the left edge of the field value boxes, and then

At the b o t t o m o f the F o r m w i n d o w , click the Last

drag its right edge to the left until it is just to the

record button |_M|. Record 3 5 in the C u s t o m e r table (your c o n t a c t information) b e c o m e s t h e c u r r e n t

right o f the Date Signed column. See Exhibit 1 9 - 1 6 .

record in the main form. T h e s u b f o r m s h o w s that this c u s t o m e r currently has n o c o n t r a c t s .

Exhibit 19-16 Modified form in Layout view

At the b o t t o m o f the F o r m w i n d o w , 3tt

click the Previous record button [T].

form title edited

R e c o r d 3 4 in the C u s t o m e r table

Customer Contracts^

(for Chen Builders) b e c o m e s the current record in the m a i n f o r m . T h e subform shows t h a t this c u s t o m e r

Customer ID

has t w o c o n t r a c t s .

Company

subform columns

First Name

Dennis

Last Name

Tarn

Phone

650-555-3132

in the Current R e c o r d b o x , select 34, type 25 and then press the Enter key.

Contract Number

subform navigation

I At the bottom o f the F o r m window,

resized to best fit

ContractValue

Record 2 5 in the C u s t o m e r table (for

Date Signed »

1301-KS

$500.00

2/9/2013

L K W Construction) b e c o m e s the

1302-KS

$14,000.00

3/3/2013

current record in the main f o r m . T h e

sized ubform subf resi2

buttons

subform shows that this c u s t o m e r has six contracts. | In the s u b f o r m , click t h e Next

main form navigation buttons

record button

table becomes the c u r r e n t record in Record: H

Record: n

1 of 3 5

Contract

N u m b e r 1 3 2 0 - R R in t h e C o n t r a c t

• •! •

^s. No Filter

1 of 2

• H

No Filter

the subform.

Search

Search

) In the s u b f o r m , click t h e Last record button [•[]. Contract N u m b e r 1 4 3 0 A D in the Contract table becomes the current record in the subform.

Save the C u s t o m e r C o n t r a c t s f o r m . Display the C u s t o m e r C o n t r a c t s form in Form

view.

Displaying Records in a Main Form and a Subform A form with a main form and subform includes t w o sets o f navigation buttons. T h e navigation buttons at the b o t t o m o f the F o r m w i n d o w select records from the

Preuiewing and Printing Selected Form Records

loi

9 5

W

hen you print a form, Access prints as m a n y form records as can fit on a printed page. If only part

o f a form record fits on the bottom o f a page, the remain-

primary table in the main f o r m . T h e navigation buttons

der o f the record prints on the next page. Y o u c a n c h o o s e

at the b o t t o m o f the subform select records from the

to print all pages or a range o f pages. In addition, y o u

related table in the subform. T h e subform navigation

can print the currently selected form record. Y o u do this

buttons m a y n o t be visible until you scroll t o the bot-

from the Print dialog b o x . Before printing, you should

t o m o f the main form. If you enter data in the main

always preview the form t o see h o w it will l o o k when

form, the primary table is updated. If you enter data in

printed. Both the Print dialog b o x and Print Preview are

the s u b f o r m , the related table is updated.

available on the Print tab in Backstage view.

Chapter

19: Creating

Forms

and

Reports

Exhibit 19-17 Preview and print form data. |fP

1

Form records displayed in Print Preview

CUSTOMERCONTRACTS

C U S T O M E R

On the Ribbon,

CONTRACTS

click the File tab. In the navigation

ZD

bar, click Print. T h e Print t a b has three SMSSSC

options: Q u i c k

U

T

:

!

Print, Print, a n d

shading distinguishes one record from another

Print Preview. EE O n the Print t a b , click Print Preview. T h e Print Preview window opens, showing the records for the CustomerContracts form. Each record appears in its own form, and shading distinguishes one record from

13

g

4 8 %

. 3

the next. See Exhibit 19-17. On the R i b b o n , on the Print Preview tab,

in the Close

Preview group, click the Close Print Preview button. Print Preview closes, and you return t o the CustomerContracts form in Form view with the record for L K W Construction still displayed in the

^ T i p : You can also click

Exhibit 19-18 Print dialog box

t h e Print button in t h e Print g r o u p o n the Print Preview tab to

PRINTER

o p e n the Print dialog

N A M E :

box. However, to print only the current

MICROSOFT X P S D O C U M E N T

STATUS:

R E A D Y

TYPE:

MKROSOFT X P S DOCUMENT

W H E R E :

XPSPORT:

record, y o u must o p e n

COMMENT:

the Print dialog box

PRINT

from the Print tab in

O

AL

Backstage view.

^ P A G E S

^

—

FROM:

"

*

"

PROPERTIES

WRITER

print

R A N G E

•

WRITER

specified pages

s

PRINT TO FILE COPIES N U M B E R OF

COPIES:

COLATE

print selected records

main form. ) O n the R i b b o n , click the File tab. In the navigation bar, click Print. O n the Print t a b , click Print. T h e Print dialog b o x appears. See E x h i b i t 1 9 - 1 8 . | Click the Selected Record(s) option button. N o w only the current form record (record 2 5 ) will print. | Click OK t o close the dialog b o x and print the selected r e c o r d , o r click Cancel t o close the dialog b o x w i t h o u t printing. ) Close the C u s t o m e r C o n t r a c t s f o r m .

Creating a Report Using the Report Wizard loi 6 9

A

report is a formatted printout o f the contents o f

one or more tables or queries in a d a t a b a s e . Y o u

can design your o w n reports or you c a n use the R e p o r t

Wizard t o create t h e m . T h e Report Wizard guides you through the process o f creating a report. Y o u c h o o s e which fields t o display from tables and queries as well as h o w t o group and sort the records in the report, the page o r i e n t a t i o n , and the report's title. As with a form, you c a n c h a n g e the report's design after you create it.

Creating a Report

Create a report using the Report Wizard. O n the R i b b o n , click the Create tab. In the R e ports g r o u p , click the Report Wizard button. T h e first R e p o r t Wizard dialog b o x o p e n s . A s with the first F o r m Wizard dialog b o x , you select the table or query, and then add fields t o use in t h e r e p o r t .

W h e n y o u create a report with the R e p o r t W i z a r d , you

If necessary, click the Tables/Queries arrow, and

c h o o s e the table o r query on which t o base the report,

then click Table: Customer.

and then select the fields you w a n t t o include in the report. Y o u c a n select fields from m o r e than o n e table as long as the tables are related, such as the C u s t o m e r and C o n t r a c t tables. T h e selected data can be grouped in the report by table o r ungrouped. A grouped report places the data

M o v e the following fields f r o m the Available Fields b o x t o the Selected Fields b o x : CustomerlD, Company, FirstName, LastName, City, a n d Phone. T h e fields will appear in the report in the order you select t h e m .

from the first table in one group followed by the related

Click the Tables/Queries arrow, a n d then click

records. F o r e x a m p l e , each customer record will appear

Table: Contract. T h e fields f r o m t h e C o n t r a c t table

in its o w n g r o u p followed by the related c o n t r a c t re-

appear in the Available Fields b o x .

cords f o r that customer. An e x a m p l e o f an ungrouped report w o u l d be a report o f records from the C u s t o m e r and C o n t r a c t tables in order by C o n t r a c t I D . Each c o n tract a n d its associated customer data would appear t o gether o n o n e or more lines o f the report, n o t grouped by t a b l e . W h e t h e r the report is grouped o r ungrouped, you

I M o v e all o f the fields from the Available Fields b o x t o the Selected Fields b o x .

^Tip:

Remember, you

c a n click [ »

jto move

all t h e fields in t h e Available Fields b o x to t h e S e l e c t e d Fields

I M o v e the Contract.

box.

can select grouping levels to add t o the report. G r o u p -

CustomerlD field

ing levels are useful for reports with multiple levels,

from the Selected

such as those containing monthly, quarterly, and annual

Fields b o x b a c k t o the Available Fields b o x . T h e

totals, o r f o r those containing city and country groups.

C u s t o m e r l D field will appear o n t h e r e p o r t with

You c a n sort the detail records for the report by up t o

the c u s t o m e r data, so you d o n o t need t o include

four fields, c h o o s i n g ascending o r descending order for

it in the detail records for each c o n t r a c t .

each field. As the last steps, you select a layout, select the page o r i e n t a t i o n , and enter a report title.

\ Click Next. T h e second R e p o r t Wizard dialog b o x appears,

C r e a t e a Report Based on a Query

in which you select whether the report is grouped by table or ungrouped. Y o u

k T i p : Y o u c a n display tips for creating reports a n d e x a m p l e s of reports by clicking the S h o w m e m o r e information b u t t o n .

You can create a report based on one or more

will leave the report

tables or queries. When you base a report on a

grouped by the C u s t o m e r table. See E x h i b i t 1 9 - 1 9 .

query, you can use criteria and other query features to retrieve only the information you want to display in the report. Experienced Access users often create a query just so they can create a report based on that query. When planning a report, consider creating a query first and then basing the report on that query to produce the exact results you w a n t to see in the report.

| Click Next. T h e third R e p o r t W i z a r d dialog b o x opens, in which you c a n c h o o s e additional g r o u p ing levels. T w o grouping levels are s h o w n : o n e f o r Report Wizard The Access feature that creates a report based on the fields you choose to display from tables and queries as well as options such as the grouping, sort order, page orientation, and title you specify.

Chapter

19: Creating

Forms

and

Reports

Click Next. T h e fifth R e p o r t Wizard dialog b o x

Exhibit 19-19 Second Report Wizard dialog box

opens, in which you c h o o s e a layout and page how fields will appear in the report

data grouped by table

orientation for the report. See E x h i b i t 1 9 - 2 1 .

Exhibit 19-21 Fifth Report Wizard dialog box layout options

page orientation options

Report Wizard How would you like to lay out your report'

QrimMtan

Layout o Stepped Block

I a customer's data, a n d the other f o r a customer's contracts. I Click Next. T h e fourth R e p o r t Wizard dialog b o x

a

Portrait Landscape

Outline

5

t.

•

sample of the selected layout option

V Adjust the field width so allfieldsfiton a page.

• lair

Next>

Finish

opens, in which you c a n c h o o s e the sort order for the detail records. T h e records from the C o n t r a c t table for a customer represent the detail records

In the Layout section, click the Outline option

for the report. See E x h i b i t 1 9 - 2 0 .

button t o select the Outline layout. In the Orientation section, click the Landscape

Exhibit 19-20 Fourth Report Wizard dialog box

option button. This page orientation provides more space across the page to display longer field values. click to select a field in the related table

Click Next. T h e sixth and final R e p o r t Wizard dialog b o x opens, in which y o u enter a report title, which also serves as the n a m e f o r the report object in the database. click to toggle between ascending and descending order

In the b o x f o r the title, enter CustomersAndContracts. You entered the report n a m e as o n e word so that the report o b j e c t is named appropriately. Y o u will edit the title in the report later.

Click Finish. T h e R e p o r t W i z a r d creates the report, saves the report as an o b j e c t in the database, and opens the report in Print Preview.

Previewing a Report In Print Preview, you can check the overall layout o f the Click the 1 arrow, a n d then click DateSigned. T h e

report, as well as z o o m in t o read the text. This enables

Ascending option is selected, so the contracts will

you t o find any formatting problems o r other issues and

be shown in c h r o n o l o g i c a l order.

m a k e the necessary corrections.

Chapter

19:

Creating

Forms

and

Reports

In THE A

P R I N T

P R E V I E W ,

P O I N T E R F U L L - P A G E

T O

Y O U

C A N

T O G G L E

D I S P L A Y

DateSigned field is used as the sort field f o r the

U S E

c o n t r a c t s , it appears as the first field in this section, even though you used the R e p o r t W i z a r d t o

B E T W E E N

A N D

select the fields in a different order.

A

) Scroll t o the b o t t o m left o f the first p a g e , reading U P

D I S P L A Y

O F T H E

R E P O R T .

the report as you scroll. N o t i c e the c u r r e n t date a t the left edge o f the bottom o f the first page o f the report; the R e p o r t Wizard included this as part o f the report's design.

ACTIVITY

) Scroll t o the right and view the page n u m b e r a t

Preview a report. ^

J£

the right edge o f the footer.

O n the R i b b o n , on the Print Preview t a b , in the

I Click the report t o P r o b l e m ? If y o u see

Z o o m g r o u p , click the Zoom button arrow, and

z o o m back o u t , and A

then click Fit to Window. T h e entire first page o f

then use the navi-

blank p a g e s e v e r y

the report is displayed in Print Preview.

gation buttons t o

other p a g e as y o u

Click the center o f the report. T h e display changes to s h o w a close-up view o f the report. See E x h i b i t 1 9 - 2 2 . Shading distinguishes o n e customer's re-

review the 1 2 pages

n a v i g a t e t h e report,

o f the report.

the text of t h e p a g e n u m b e r m i g h t not be

I O n the Print

c o m p l e t e l y w i t h i n the

c o r d f r o m the next, as well as o n e c o n t r a c t record

Preview t a b , in

from the n e x t within a group o f each customer's

the Close Preview

c o n t r a c t records. T h e detail records for the C o n -

group, click the

tract table fields appear in ascending order based

Close Print Preview

on the values in the DateSigned field. Because the

button. T h e report is displayed in Design view.

Exhibit 19-22

p a g e border. You'll fix this p r o b l e m shortly.

C L O S E - U P V I E W OF T H E REPORT

C O M P A N Y FIRST

N A M E

D E N N I S

LAST N A M E

T A R N D A T E

shading distinguishes one Customer record from another

N U M B E R

C O N T R A C T

V A L U E

S I G N E D

C O N T R A C T

2 / 9 / 2 0 1 3

1 3 0 1 - K S

$ 5 0 0 . 0 0

3 / 3 / 2 0 1 3

1 3 0 2 - K S

$ 1 4 , 0 0 0 . 0 0

CITY

O A K L A N D

P H O N E

5 1 0 - 5 5 5 - 5 2 1 7

B A R B A R A D E R R I C K

shading distinguishes one Contract record from another Contract records listed in ascending order by DateSigned field

D A T E J 1

S I G N E D

C O N T R A C T

N U M B E R

C O N T R A C T

V A L U E

9 / 3 0 / 2 0 1 3

1 3 1 8 - M P

$ 6 9 0 . 0 0

1 / 2 6 / 2 0 1 4

1 4 0 3 - M P

$ 2 0 , 0 0 0 . 0 0

CITY

R E D W O O D

P H O N E

6 5 0 - 5 5 5 - 6 5 7 8

C I T Y

S U M I K O

K 3

Chapter

19: Creating

mx

Forms

1 0 0 %

and

-

Reports

i (

71-

.

R p c i n n

i n

I a nn u t

1 '

If

in

f hp

K i h h n n

riirk-

thp

K P N N R R

I A V N U R

M

R

M

H N R M A I

tab. In the Font group, click the Font Color button A I M W I A "I and then rlirk the D A R K P U R N L P . T E X T 2

i p i n i

theme color. T h e color is applied t o the report title. V /

ou modify a report's design in Layout view o r in

A

Design view. M a n y o f t h e same options that are

I O n the R i b b o n , click the Report Layout Tools Design tab. In the Header/Footer group, click the Logo button.

available for forms are also provided for reports.

. I

I

.

.

_ c

_

^: . 1 1

I Double-click the data file Panels located in the C h a n g j n g

a R e p o r t ' s A p p e a r a n c e

^

^

^

^

Chapter 19\Chapter folder. T h e picture is inserted

^

You can change the text o f the report title as well as the

m rne upper-ierr corner

color o f text in a report t o enhance its appearance. T h e

ering the report title.

O

I

m e report,

paruany

C O V -

( Drag the selected picture t o the right o f the report

same themes available f o r forms are also available for reports. Y o u can choose t o apply a theme t o the cur-

title within the shaded title area. See Exhibit 1 9 - 2 3 .

rent report object only, o r t o all reports in the database. When L I I C

you point

L I A I I I C B

U

to a

IL I I C

^ • • • • • • • • • • • • i

U A I A -

E x h i b i t 1 9 - 2 3 Report with inserted picture

theme in the T h e m e gallery, a ScreenTip displays

T I T L P

_ _ a r \ \ t a [ j j r Q r y f \ r t

*

base objects that use the theme. You can also add

C u s t o m e r s

/

[JILLUI C I C p U ^ I U U I I C U

in the report

a n d C o n t r a c t s

a picture to a report f o r visual interest o r t o iden-

Customer I D

City

tify a particular section

Company

Phone

N F

FTRCT M

R

H

P

R P N N R R

M

M

Last N a m e

Date Signed Contract X u m b t

ACTIVITY

- > / A / - > M I

Change a report's appearance.

1A

M

I ^ Q

Customer I D

Display the report

Company

in Layout view.

First N a m e

Barbara

T h e Report Layout

Last N a m e

Derrick

B I E M E F T R A F F H G M E .

field label is cut off with Elemental theme

A

N

A m e n

C U C K

Layout Tools

M D D I V

„ .

Design t a b , in the

City Phone

9/30/2013 1 3 1 S - M P

$690.00

1/26/2014 1 4 0 3 - M P

$20,000.00

I N

E

M

E

I

U

^

Citv

Customer I D

3

$14,000.00

Contract Value

Date S i g n e d Contract X u m b *

on the R i b b o n . n > ^ ± U ~

Contract Value

\

3/3/2013 1 3 0 2 - K S

t o o l s tabs appear

,

Tarn

Redwood Citv

<

T h e m e s group, click the Themes button, right-click the ,

P I - - ,

- M I «J_

I A . F _ T N E . T C \ N

1 . 1

,

/ X T _ T N E ,

R J P . N O R T

. . . 1 * _ 1 _ . J C P L P ^ T

*

I . . T L

FH<=» R PRJR»RT1

1

I-IFL<=»

This Object Only. T h e gallery closes and the theme is applied t o the report. t J - »••. H

I

V

V

IH

I

U

1

VI V ^ / U L L

U L L V

Customers and Contracts.

in a

R e p o r t

After you apply a new theme t o a report, you should cause spacing issues o r text t o be c u t off. F o r e x a m p l e , the larger font used by the Elemental theme has caused the C o n t r a c t N u m b e r field label t o be truncated. W o r k -

I Click in the report t o deselect the report title, and

Forms

and

ing in Layout view, you can resize and reposition labels and fields t o improve the appearance o f the report o r

then select the report title again.

19: Creating

F i e l d s a n d Field l/alues

check the report t o be sure that the theme's design didn't

V I V . F ' W I I. , J V L T V - L

CustomersAndContracts, and then edit the text t o

Chapter

R e s i z i n g

Reports

to address the problem of some field values not being

completely

dis-

played. T o select and resize multiple fields, you press the Shift

Exhibit 19-24 Field labels selected IJ

DATE SIGNED CONTRACT N U M B E R 5/20/2014 1 4 1 6 - A D

key as

you select the different

CUSTOMER I D

fields.

COMPANY

Y o u should

also

JULIANNE

in the f o o t e r

LAST N A M E

FEREBEE

make

sure it fits completely on

ACTIVITY Resize field labels and field value boxes. QP

In the report, click

CITV PHONE

all City and Phone field labels in the report will be resized

CONTRACT VALUE

3/16/2013

1303-MP

$1,150.00

8/26/2013

1313-MP

$89,000.00

CUSTOMER I D

'25-555-6240 _ J

DATE SIGNED CONTRACT N U M B E R

the page.

$205,000.00

16

FIRST N A M E

selected field labels

CONTRACT VALUE

OAKLAND NEIGHBORHOOD D E V E L O P M E I

check the page number to

company name is cutoff

CustomerAndContracts

17

[CITY

COMPANY

PHONE

FIRST N A M E

ALEXA

LAST N A M E

LEMAIRE

DATE SIGNED CONTRACT N U M B E R

408-555-009,

CONTRACT VALUE

the first Contract

9/11/2013

1316-RR

$550.00

Number field label

2/22/2014

1405-RR

$14,500.00

to select it. W h e n you select a field la-

CUSTOMER I D

18

CITV

bel in L a y o u t view, all o f the labels for that field are selected in the report, Any changes you m a k e t o a single selected field will also be made t o the other labels for that field. Hi Resize the Contract Number field label until the

I In the record f o r C u s t o m e r I D 1 6 , click the Company field value box t o select it. I D r a g the right edge o f the selected field value b o x

entire field label is visible. T h e change is made

to the right until the complete c o m p a n y n a m e is

t h r o u g h o u t the report.

visible. All o f the C o m p a n y field value b o x e s in

Find the record for CustomerlD 16, O a k l a n d N e i g h b o r h o o d Development. T h e right part o f the c o m p a n y n a m e is cut o f f because the field value b o x is n o t wide enough. In the record f o r Customer I D 1 6 , click the City field label, press and hold the Shift key, and then click the Phone field label. Both field labels are selected a n d c a n be resized. See E x h i b i t 1 9 - 2 4 .

the report are longer, ensuring t h a t n o c o m p a n y n a m e is cut off. See E x h i b i t 1 9 - 2 5 . I Scroll the report t o the b o t t o m a n d t o the right and view the page number t e x t . I f t h e page number in the footer is n o t completely within the page border, select the footer t e x t , a n d then drag the orange b o x t o the left until the page n u m b e r t e x t is within the page border.

^ D r a g t h e left e d g e o f e i t h e r s e l e c t e d field label t o t h e r i g h t until t h e left edge o f t h e C i t y field label a l i g n s v e r t i c a l l y w i t h t h e e in t h e C o n -

Using Conditional Formatting in a Report

t r a c t V a l u e l a b e l a b o v e it. A s y o u d r a g , b l a c k

You c a n add conditional formatting t o a report o r

o u t l i n e s i n d i c a t e t h e size o f t h e l a b e l s . T h e C i t y

f o r m . As w h e n you used conditional f o r m a t t i n g in E x -

a n d P h o n e field l a b e l s f o r t h e e n t i r e r e p o r t a r e

cel, special formatting is applied t o field values that

n o w smaller, moving them closer t o their val-

meet the condition or conditions you set. F o r e x a m p l e ,

u e s , a n d t h e r e is n o w m o r e s p a c e a v a i l a b l e o n

you might use conditional formatting in a report t o for-

t h e r e p o r t t o e x p a n d t h e C o m p a n y field v a l u e

m a t c o n t r a c t amounts that are greater t h a n o r equal t o

box.

$ 2 0 , 0 0 0 in a bold, red font.

Chapter

19: Creating

Forms

and

Reports

Exhibit 19-25 J

Report with resized field labels and field value boxes City and Phone

Company

CUSTOMERANDCONTRACTS

field value

DATE SIGNED CONTRACT X U M B E R

resized and closer

is fully

5/20/2014 1 4 1 6 - A D CUSTOMER I D

field labels are to their field values

visible 16

FIRST X A M E

JULIANNE

LAST X A M E

FEREBEE

DATE SIGNED CONTRACT X U M B E R

CONTRACT VALUE

3/16/2013^160^MP S^2013

Contract Number field label is fully visible

$1,150.00

1313-MP

CUSTOMER I D

$89,000.00 17

COMPANY FIRST N A M E

ALEXA

LAST X A M E

LEMAIRE

CITY

OAKLAND

PHONE

408-555-0092

mm

DATE SIGNED CONTRACT X U M B E R

CONTRACT VALUE

9/11/2013 1 3 1 6 - R R

$550.00

2/22/2014 1 4 0 5 - R R

$14,500.00 ROHNERT PARK

I In the dialog b o x , click the New Rule button. T h e

ACTIVITY

N e w Formatting Rule dialog b o x opens. T h e

Use conditional formatting in a report. | In the record f o r Customer ID 3 3 ,

field values in the selected field t o determine if they ^ K , T i p : You must select a

click the Contract Value field value. A

0

selected rule type specifies that Access will check

- I : —

meet the condition. Y o u enter the condition in

field value box, a n d not

the Edit the rule description b o x . T h e Field Value

the field label, before

Is setting means that the conditional format you

a p p l y i n g a conditional

specifv will be applied onlv when the value for the

RNRMAT

seiectea c o n t r a c t vaiue neia meets tne conainon.

appears around

See Exhibit 1 9 - 2 6 .

the field value b o x , and a lighter orange outline appears around the other C o n t r a c t Value field

Exhibit 19-26

New Formatting Rule dialog box

value boxes in the report. T h e conditional formatting y o u specify will affect all the values f o r the field. | O n the R i b b o n , click the Report LayU U I L U U / I R U R N I D I I D U . ILL L I I C V . 0 1 U I 01

F o r m a t t i n g g r o u p , click the Conditional Formatting button. T h e C o n -

NEW FORMATTING RULE Select a rule type: Check values in the current record c

COMPARE TO OTHER RECORDS

EDIT THE RULE DESCRIOTION: FORMAT ONLY CELLS WHERE THE: FIELD VALUE IS Q BETWEEN

T

ditional F o r m a t t i n g Rules M a n a g e r dialog b o x opens. T h e field selected in the report, C o n t r a c t Value, appears in the S h o w formatting rules for b o x . N o conditional formatting rules are set for the selected field.

specify the condition

j-.

V

Preview of the conditional format

B

£

. I \ ± -

I

select the conditional formatting to apply

I

O n the b o x that contains the w o r d

between, click

I Press t h e Tab key t o m o v e t o t h e n e x t b o x , a n d

Display the report in Print Preview. C h a n g e the

t h e n t y p e 20000. T h e c o n d i t i o n is set t o f o r m a t

z o o m level o f the report t o Fit to Window.

cells w h e r e t h e field value is g r e a t e r t h a n o r

G o t o page 5 o f the report. T h e c o n d i t i o n a l

equal to 2 0 , 0 0 0 .

formatting is applied only t o C o n t r a c t Value

) In the Preview section, click the Font color button

field values greater than o r equal t o $ 2 0 , 0 0 0 .

and then click the Red standard color.

arrow A

I In the Preview section, click the Bold button

I Click OK. T h e conditional f o r m a t t i n g is applied t o the C o n t r a c t Value field values.

the arrow, a n d then click greater than or equal to.

Exhibit 19-28

See E x h i b i t 1 9 - 2 8 .

Print P r e v i e w of report w i t h conditional formatting

B IJ

Any field value

CUSTOMERANDCONTRACTS

that meets the condition will be

Customs ID

formatted in bold,

First Xame Frank Last Xame Walker Date Signed Contract Xumber

red text.

14

Contract Value $11500 00

M U M 1412-MP

I Click OK. T h e

Customer ID C«p.ay

new rule y o u specified appears

Fran on t

CITY

CITY

Oakland 510-555-7475

Prentice College

Last Xante Stitte Date Signed Contract Number 5/20/2014 1416-AD

in the R u l e section o f the C o n d i -

Customs ID Companv First Name

tional F o r m a t t i n g Rules M a n a g e r

Value >= 20000. The

16 Oakland Xeighborhood Development

Ferebee Date Signed Contract Xumber 3/16/2013 1303-MP 3,26.2013 1313-MP

dialog b o x as

F o r m a t section on

conditional formatting applied only to Contract Value field values greater than or equal to $20,000

Contract Value 51.150 00 189,00000

the right shows the c o n d i t i o n a l f o r m a t t i n g (red, bold font) that

Tuesdav Xovember 15 2014

will be applied based o n this rule.

PageSof 11

No Filter

Page: l« « «

e ^ a

See E x h i b i t 1 9 - 2 7 .

Exhibit 19-27

Conditional Formatting

selected field

Rules M a n a g e r dialog b o x

FORMATTING

RULES

FOR:

R U L E ( A P P L I E D IN ORDER •

VALUE > =

20000

SHOWN)

Printing a Report whether t o print the entire report o r select pages t o print. Y o u d o this f r o m the Print dia-

CONTRACTVALUE

^ NEW RULE I | JGFEDJTRDE J [ XOCTETERUTE | *

6 2 %

W h e n you print a r e p o r t , y o u c a n specify

CONDITIONAL FORMATTING RULES MANAGER SHOW

-

log b o x . • FORMAT

ACTIVITY

A A B B C C Y Y Z Z

Print a report. rule and formatting for the selected field

On the Print Preview t a b , in the Print group, click the Print button. T h e Print dialog b o x opens. CANCEL

Apply

In the Print Range section, click the Pages option button. T h e insertion point is in

Chapter

19: Creating

Forms

and

Reports

6.

Preview Reports Before Printing

In a form that contains a main form and a subform, w h a t data is displayed in the main form a n d what data is displayed in the subform?

7.

Describe the navigation b u t t o n s used to move

Before printing a report, be sure to review the re-

through a form containing a main form and a

port in Print Preview so you can find and correct any

subform.

formatting problems or other issues. You can also determine make

ments

as

9.

adjust-

1 1 . W h e n working in L a y o u t view for a report, h o w

portant to preview

do you select multiple fields in the report?

a report after you

1 2 . H o w do you apply c o n d i t i o n a l formatting to a

have changed its new

W h a t are detail records?

1 0 . Describe h o w t o resize a field in a report.

needed.

It is particularly im-

design to ensure

Describe h o w t o print only the current record displayed in a form.

the pages will break and

8.

where

report?

_

problems

have not occurred in the report. This approach ensures that the final printed report looks exactly the way you want it to, and also saves time and resources because you won't need to reprint the report.

Practice It Practice It 19-1

the F r o m b o x so that y o u c a n specify the range o f

1.

Open the data file Snow19 located in the C h a p ter 19\Practice It folder. Save the database as

pages to print.

SnowRemoval19.

I In the From box, type 1, press the Tab key to move to the T o b o x , and then type 1. These settings specify

2.

the Client table. Select all fields for the form,

that only page 1 o f the report will be printed.

use the C o l u m n a r layout, and specify the title

I Click OK to print the first page o f the report, or click Cancel to close the Print dialog b o x without printing.

Use the F o r m Wizard t o create a form based o n

ClientContactlnfo for the f o r m . 3.

I Save the C u s t o m e r s A n d C o n t r a c t s report, and then

Display the form in L a y o u t view, and then apply the Waveform theme t o the C l i e n t C o n t a c t l n f o

close it.

form

I C o m p a c t and repair the S o l a r P o w e r l 9 database,

4.

and then close the d a t a b a s e .

only.

Edit the form title so that it appears as Client Contact Info (three w o r d s ) . C h a n g e the font color of the form title t o the Blue, Accent 2 , Darker 5 0 % theme color.

5.

Quiz Yourself

Insert the data file Shovel located in the Chapter 19\ Practice It folder as a logo in the ClientContactlnfo form. Remove the picture from the control layout,

1.

Describe the difference between creating a form

move the picture to the right o f the form title, and

using the F o r m tool and creating a form using the

then resize it to fit in the shaded title area.

Form Wizard. 2.

6.

H o w d o y o u apply a theme t o an existing form? W h a t is a c o n t r o l ?

4.

W h a t is a wildcard c h a r a c t e r ?

5.

W h i c h wildcard c h a r a c t e r matches any single

7.

alphabetic c h a r a c t e r ?

19: Creating

b o x e s , except for the Client I D field value b o x , t o Dots.

3.

Chapter

Change the line type for all o f the field value

Forms

and

Reports

Resize the field value b o x for the First N a m e field so it is the same width as the Last N a m e field value b o x .

8.

Switch t o F o r m view, use the Client C o n t a c t Info

field value b o x e s as needed, a n d moving the page

form t o update the Client table as follows, and

n u m b e r field as needed.

then save a n d close the form: a.

1 7 . Apply conditional formatting so t h a t the Invoice

Use the Find c o m m a n d t o search for pony

D a t e field values greater t h a n 1 2 / 3 1 / 2 0 1 3 are bold

a n y w h e r e in the C o m p a n y field t o display

with a b a c k g r o u n d c o l o r o f Light G r e e n .

the r e c o r d for the Pony Grill (Client I D 2 1 ) . C h a n g e the Street field value in this record t o

1 8 . Preview each page o f the report, verifying that all the fields fit on the page. If necessary, return t o

8930 Saddle Brook Way. b.

9.

Layout view and make changes so the report prints

A d d a n e w record with your c o n t a c t

within the margins of the page and so that all field

information.

names and values are completely displayed.

Use the F o r m Wizard t o create a form containing

1 9 . Save the InvoicesByAgreement report, print only

a m a i n f o r m and a subform based on the Client and ServiceAgreement tables. Select all fields from the Client table f o r the main f o r m , and select

page 3 o f the report, and then close the r e p o r t . 2 0 . C o m p a c t and repair the S n o w R e m o v a l l 9 d a t a base, and then close it.

A g r e e m e n t N u m , AgreementDate, and Agreem e n t A m t f r o m the ServiceAgreement table for the s u b f o r m . Use the Datasheet layout. Specify the title ClientAndServiceAgreement for the main form and ServiceAgreementSubform for the s u b f o r m .

Practice It 19-2 1.

ArtClasses19.

1 0 . C h a n g e the form title text t o Client Service

Agreements.

O p e n the data file Art19 located in the C h a p ter 19\Practice It folder. Save the d a t a b a s e as

2.

Use the F o r m Wizard t o create a f o r m based on the Student table. Select all t h e fields f o r the

1 1 . Resize all c o l u m n s in the subform t o their best fit. N a v i g a t e through each record in the main

f o r m a n d the C o l u m n a r layout. Specify t h e title

f o r m t o m a k e sure all o f the field values in the

StudentData for the form.

s u b f o r m are completely displayed, resizing subf o r m c o l u m n s as necessary. Save and close the ClientAndServiceAgreement f o r m . 1 2 . Use the R e p o r t Wizard t o create a report based

3.

Apply the Clarity theme t o the S t u d e n t D a t a f o r m

only. 4.

Edit the form title so that it appears as Student Data ( t w o w o r d s ) , and change t h e f o n t c o l o r o f the

on the primary ServiceAgreement table and the

f o r m title t o the Blue-Gray, A c c e n t 4 , Lighter 4 0 %

related Invoice table. Select all the fields from the

theme color.

ServiceAgreement table, and select the I n v N u m , I n v D a t e , I n v A m t , and Paid fields from the Invoice

5.

M a r c u s E l a m , and then c h a n g e the Address field

t a b l e . D o n o t specify any additional grouping lev-

value for this record t o 304 Forest Avenue.

els, a n d sort the detail records by the Paid field in descending order. C h o o s e the Outline layout and

Use the Find c o m m a n d t o display t h e record for

6.

Use the StudentData form t o a d d a n e w record t o

L a n d s c a p e orientation. Specify the title

the Student table using the Student I D NEL7584,

InvoicesByAgreement for the report.

the Class I D CL-296, and y o u r c o n t a c t i n f o r m a t i o n .

1 3 . Display the report in Layout view. C h a n g e the report title text t o Invoices by Agreement. 1 4 . Apply the Waveform theme to the InvoicesByAgreement report only. 1 5 . Resize the report title so that the text o f the title is fully visible. Change the color o f the report title text to the Blue, Accent 2 , Darker 5 0 % theme color. 1 6 . Scroll through the report t o m a k e sure all field

7.

Save and close the S t u d e n t D a t a f o r m .

8.

Use the F o r m W i z a r d t o create a f o r m c o n t a i n i n g a main f o r m and a s u b f o r m . Select all the fields f r o m the Instructor table for the main f o r m , a n d select the ClassID, C l a s s N a m e , and J u n i o r s fields f r o m the Class table for the s u b f o r m . Use the D a t a s h e e t layout. Specify the title ContractsBylnstructor f o r the main form and the title ClassSubform f o r the subform.

values are fully displayed, resizing field label and

Chapter

19: Creating

Forms

and

Reports

9.

C h a n g e the form title text for the main form t o

Contracts by Instructor. 1 0 . C h a n g e the line type for the field value b o x e s — e x c e p t for the Full T i m e ? check b o x — t o D o t s . 1 1 . Resize columns in the subform t o their best fit, and

On Your Own On Your Own 19-1 1.

Chapter 19\On Your O w n folder. Save the data-

then move through all the records in the main form and check to make sure that all subform field values are fully displayed, resizing the columns as necessary.

base as DonationsList19. 2.

form and the C o l u m n a r layout. Specify an appropriate title for the form.

1 3 . Use the R e p o r t W i z a r d t o c r e a t e a report based on the p r i m a r y Class t a b l e a n d the related Stuand select the F i r s t N a m e , L a s t N a m e , and Birth-

3. 4.

you applied to the f o r m .

records in ascending o r d e r by L a s t N a m e . C h o o s e 5.

Specify the title StudentClasses f o r the report.

derline the form title. Resize the title, as necessary, so that all o f the title text appears on the same line.

report only. 6.

in the Description field. Find the record with the

as StudentClasses ( t w o w o r d s ) ; and change the

field value Small appliances

font color o f the title t o the Blue-Gray, Accent 4 ,

this record to 120.00. Save a n d close the form. 7.

based on the Donation table. Select appropriate

sure the page n u m b e r is completely within the

fields from each table for the main form and the

page border, moving the c o n t r o l as needed.

subform. Use the Datasheet layout. Specify appro-

1 7 . Insert the data file Paint located in the Chapter 19\

priate titles for the main form and the subform. 8.

field value greater than 2 0 0 appears as bold and with the text color as M a r o o n 5 . 1 9 . Preview the entire report t o confirm that it is formatted correctly. If necessary, return t o Layout view and m a k e changes so that all field labels and field values are completely displayed. W h e n you are finished, save the report, print the first page, and then close the report. 2 0 . C o m p a c t a n d repair the A r t C l a s s e s l 9 database, and then close it.

Chapter

19: Creating

Apply the same theme you applied in Step 3 to this form only.

the space. 1 8 . Apply conditional formatting so that any Cost

Use the Form Wizard to create a form containing a main form based on the D o n o r table and a subform

displayed, resizing the c o n t r o l s as needed. M a k e

the right o f the report title and resize it larger to fit

(and the Donation ID

2 1 2 6 ) and then change the D o n a t i o n Value for

Lighter 4 0 % theme color.

Practice It folder in the report. M o v e the picture to

Use the form t o update the D o n a t i o n table. Search for records that contain the w o r d small anywhere

displayed; edit the report title so that it appears

sure all o f the field labels a n d field values are fully

Use the appropriate buttons in the Font group on the Form Layout Tools F o r m a t t a b to bold and un-

1 4 . Apply the Clarity theme t o the StudentClasses

1 6 . In Layout view, scroll through the report t o m a k e

Edit the form title as needed so that spaces sepatitle t o a c o l o r that is easy t o read with the theme

any additional grouping levels, a n d sort the detail

1 5 . Resize the report title so that the text is fully

Apply a different theme t o the f o r m only.

rate each w o r d . C h a n g e the font color o f the form

D a t e fields f r o m the S t u d e n t t a b l e . D o n o t select

the O u t l i n e layout a n d L a n d s c a p e o r i e n t a t i o n .

Use the F o r m Wizard t o create a form based on the D o n a t i o n table. Select all the fields for the

1 2 . Save and close the C o n t r a c t s B y l n s t r u c t o r form.

dent t a b l e . Select all fields f r o m the Class table,

Open the data file Donations 19 located in the

9.

Edit the form title so that each w o r d is separated by a space and uses correct capitalization. Resize the form title as needed so that the text fits on one line. Change the font c o l o r o f the title to the same color you used in Step 4 .

1 0 . Use the appropriate button in the Font group o n the F o r m Layout Tools F o r m a t t a b t o apply a background c o l o r o f your choice t o all the field value boxes in the main f o r m . (Hint: Select all the field value boxes before making this change.) 1 1 . Use the appropriate button in the C o n t r o l F o r m a t ting group on the F o r m L a y o u t T o o l s F o r m a t t a b

Forms

and

Reports

to change the outline o f all the main form field value b o x e s t o a different line thickness. 1 2 . Resize the subform so that the entire subform is visible, a n d then resize each c o l u m n in the sub-

1 6 . Edit the report title appropriately, resize the report title so that the text is fully visible, a n d then change the font color o f the r e p o r t title t o the same c o l o r you used in Step 4 .

f o r m t o its best fit. Navigate through each record

1 7 . Resize field labels and field value b o x e s as needed

in the m a i n f o r m t o make sure all the field values

to fully display their values, being sure t h a t all the

in the s u b f o r m are completely displayed, resizing

b o x e s remain within the page b o u n d a r i e s .

s u b f o r m c o l u m n s as necessary. Save the f o r m . 1 3 . Use the appropriate wildcard character t o find

1 8 . Insert the data file Charity Logo located in t h e C h a p t e r 19\On Your O w n folder in t h e r e p o r t .

all records with a Phone field value that begins

Place the picture appropriately in the r e p o r t . R e -

with the area code 2 0 8 . C h a n g e the record with

size it larger t o fill the space.

the P h o n e field value o f 2 0 8 - 5 5 5 - 9 0 3 3 ( D o n o r I D 3 6 0 3 2 ) t o 970-555-9033. Close the f o r m . 1 4 . Use the R e p o r t Wizard t o create a report based on the primary Agency table and the related D o n a tion t a b l e . Select the Agency and Phone fields f r o m the Agency table, and select all fields except A g e n c y l D and Pickup from the D o n a t i o n table. In the third R e p o r t Wizard dialog b o x , add D o n o r l D as an additional grouping level. Sort the detail records in descending order by D o n a t i o n V a l u e . C h o o s e the Outline layout a n d Portrait orientation. Specify the name AgencyDonations f o r the report. 1 5 . Apply the same theme you applied in Step 3 t o this report

only.

1 9 . Apply conditional formatting t o the D o n a t i o n Value field using an appropriate c o n d i t i o n a n d formatting. 2 0 . Preview the report t o confirm t h a t it is f o r m a t t e d correctly and all field labels a n d field values are fully visible. Save the report, print o n e page that shows the conditional f o r m a t t i n g y o u applied, a n d then close the report. 2 1 . C o m p a c t and repair the D o n a t i o n s L i s t l 9 database, and then close it.

A D D I T I O N A L S T U D Y T O O L S

Chapter

19

IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

C o m p l e t e additional e n d - o f - c h a p t e r e x e r c i s e s

^

Study tear-out Chapter Review C a r d

^

T a k e p r a c t i c e quiz to p r e p a r e f o r t e s t s

^

R e v i e w key t e r m f l a s h c a r d s (online, printable, a n d audio)

^

Play " B e a t t h e C l o c k " a n d " M e m o r y " to quiz yourself

^

W a t c h the videos "Create a F o r m Using the F o r m W i z a r d , " "Apply a T h e m e to a F o r m , " "Add a P i c t u r e to a F o r m , " " C r e a t e a F o r m with a Main Form and a Subform," "Create a Report Using the R e p o r t W i z a r d , " and m o r e

CAPSTONE

^ ^ ^ ^ ^ ^ ^

A c c e s s : Create a Database 1. Plan a database to track data for an organization, an event, or a project (either real or fictional). Determine how many tables you need and what data will go into each table. Identify the layout of the columns (fields) and rows (records) for each table. Determine the field properties you need for each field. 2. Create a new database to contain the data you want to track. 3. Create at least two tables in the database that can be joined through one-to-many relationships.

9. For some of the queries, use sorting and filtering techniques to display the query results in various ways. Save these queries with the sort and/or filter applied. 10. Create at least one calculated field in one of the queries. 11. Use at least one function to produce a summary statistic based on the data in at least one of the tables. 12.

4. Define the properties for each field in each table. Include a mix of data types for the fields (for example, do not include only Text fields in each table). 13

5. Specify a primary key for each table. 6. Define the necessary one-to-many relationships between the tables in the database with referential integrity enforced. 7. Enter at least 10 records in each table. 8. Create 3 to 4 queries based on single tables and multiple tables. The queries should include some or all of the following: exact match conditions, comparison operators, and logical operators.

Create at least one form for each table in the database. Enhance each form's appearance with pictures, themes, line colors, and so on. Create at least one form with a main form and subform based on related tables in the database. Enhance the form's appearance appropriately.

14. Create at least one report based on each table in the database. Enhance each report's appearance with pictures, themes, color, and so on. 15. Apply conditional formatting to the values in at least one of the reports. 16. Compact and repair the database, and then close it.

Chapter

19:

Creating

Forms

and

Reports

W9a

Creating a Presentation

L E A R N I N G

O B J E C T I V E S

Introduction

AFTER STUDYING THE MATERIAL IN THIS CHAPTER,

People give presentations t o groups o f all sizes for many purposes. F o r

L O 2 0

YOU WILL B E ABLE TO:

example, business professionals give presentations in c o m p a n y meetings; government officials give presentations at press conferences; in-

.1

L O 2 0 . 2

CREATE A PRESENTATION REARRANGE AND DELETE TEXT

AND SLIDES

structors give presentations during class lectures; and individuals give presentations at parties o r reunions. A PowerPoint presentation might

RUN A SLIDE S H O W

be used one time, such as at a stockholder meeting, or repeated for dif-

A D D ANIMATIONS

ferent groups o f people, such as a seminar that is offered several times or a sales pitch t o potential clients. It c a n be used t o supplement a

L O 2 0 . C

A D D TRANSITIONS

L O 2 0 . 6

A D D SPEAKER NOTES

L O 2 0

A D D FOOTERS AND HEADERS TO

live presentation, such as a c o m p a n y retrospective for an organization's milestone anniversary o r personal achievements for a retirement dinner. Or, it can be used t o provide information, such as services a vendor offers, at a kiosk that runs during a conference or fair.

. 7

SLIDES AND HANDOUTS

Microsoft PowerPoint 2010 (or simply PowerPoint) is a powerful presentation graphics p r o g r a m used t o create slides that c a n contain

L O 2 0 . 8

PREVIEW AND PRINT A PRESENTATION

text, charts, pictures, s o u n d , movies, and so o n . Files created in P o w erPoint are called presentations, which consist o f slides. Y o u can show these presentations as slide shows on a computer monitor, project them o n t o a screen, share them over the Internet, o r publish them t o a W e b site. Y o u c a n also create documents f r o m the presentation by printing the slides, outlines, or speakers' notes.

L O 2 0 . 1

Creating a Presentation

Microsoft PowerPoint 2010 (PowerPoint) A presentation graphics program used to create a collection of slides that can contain text, charts, pictures, sound, movies, multimedia, and so on.

W

hen PowerPoint starts,

it

displays

a

blank

presentation in N o r m a l view. See E x h i b i t 2 0 - 1 . Normal view

presentation A file created in PowerPoint.

displays slides one at a time

Normal view The PowerPoint view that displays slides one at a time in the Slide pane and thumbnails of all the slides in the Slides tab or all the text of the presentation in the Outline tab.

thumbnails o f all the slides in

in the Slide pane, and displays the Slides t a b or an outline o f the text o f the presentation in

Chapter

20:

Creating

a

Presentation

Business professionals presentations

are often called upon to give

to small groups of people in

meetings or to larger audiences

at conferences.

designed slide show can help grab the audience's

ciara/shutterstock com

tion and emphasize

main

the O u t l i n e t a b . T h e Slide pane shows h o w the text and graphics on the current slide will look during a slide show. T h e Slides tab shows a column o f numbered slide thumbnails. T h e Outline tab s h o w s an outline o f the titles and text o f each slide in the presentation. T h e pane below the Slide pane is the Notes pane, which contains notes f o r the presenter t o refer t o when delivering the presentation. As y o u create presentations, you will w o r k extensively with these different panes and t a b s . T h i s provides you the flexibility t o w o r k with and view the presentation in a variety o f ways, enabling you t o create the most effective presentation for conveying the slide show's purpose and goals to the intended audience.

Slide pane The area of the PowerPoint window that displays the currently selected slide as it will look during the slide show. Slides tab The area of the PowerPoint window that shows a column of numbered slide thumbnails so you can see a visual representation of several slides at once. Outline tab The area of the PowerPoint window that shows an outline of the titles and text of each slide in the presentation. Notes pane The area of the PowerPoint window that contains notes for the presenter to refer to when delivering the presentation.

company A wellattentopics.

Exhibit 20-1

B l a n k p r e s e n t a t i o n in t h e P o w e r P o i n t w i n d o w in N o r m a l

view

Notes pane j Slide 1 of 1 I

Office Theme" |

ACTIVITY

Save Your Files

Start PowerPoint. [WWW Start PowerPoint. PowerPoint starts and displays a blank presentation. If the PowerPoint program window is not maximized, click

the Maximize button Idaj.

Refer back t o

Exhibit 2 0 - 1 .

^ k , T i p : To create a new, blank presentation w h e n PowerPoint is already running, click the File tab, click New in the navigation bar, a n d then, with Blank presentation selected on the New tab, click the Create button.

Remember to save your files to the drive and folder where you are storing the files you create as you complete the steps in this book. Also, be sure to save frequently as you go. Q|

O n the Q u i c k Access Toolbar, click the Save button

Because this is the first time this presenta-

tion has been saved, the Save As dialog b o x opens.

Save the presentation as Business Expansion.

Creating a Title Slide title slide The first slide in a presentation; typically contains the presentation title and a subtitle.

T h e first slide in a PowerPoint presentation is usually the title slide, which typically c o n t a i n s the title o f the presentation and a subtitle, often the presenter's n a m e .

Chapter

2 0: Creating

a

Presentation

ON THE JOB

Planning a Presentation As you prepare a presentation, consider a few key questions to help you plan what to say. Being able to answer these questions will help you create a presentation that successfully delivers its message or motivates the audience to take an action. ^

W h a t is t h e p u r p o s e o f t h e p r e s e n t a t i o n ?

In other words, what action or response do you want the audience to have? If you are making a sales pitch, you want the audience to buy what you are selling. If you are delivering good or bad news, you want the audience to hear the message clearly and take action based on the facts you provide.

Goal !?!

W h o is t h e a u d i e n c e ?

How

much time do y o u have for

the presentation?

Consider the amount of time available. Make sure you pace yourself as you speak. You don't want to spend t o o much time on the introduction and end up having to eliminate some of your closing remarks because you run out of time. This diminishes the effectiveness of the entire presentation and weakens its impact on the audience. Will t h e audience benefit f r o m printed output?

Think about the needs and interests of the audience, as well as any decisions they will make as a result of what you have to say. Make sure what you choose to say to the audience is relevant to their needs, interests, and decisions, or it will be forgotten.

Some presentations are effectively delivered with on-screen visuals. Others require printed support materials because there is too much information to be displayed on the screen. In other cases, you want the audience to have something to take with them to help remember what you said. Monkey Business Images/Shutterstock.com

T h e b l a n k title slide contains t w o text placeholders. A

the dotted line indicating the p l a c e h o l d e r border,

placeholder is a region o f a slide reserved for inserting

and the insertion point blinks in t h e placeholder.

text o r g r a p h i c s . A text placeholder is a placeholder de-

See E x h i b i t 2 0 - 2 . This m e a n s t h e placeholder is

signed t o c o n t a i n text. T h e larger text placeholder o n

active, and any text you type will a p p e a r in the

the title slide is the title text placeholder and is designed

placeholder.

to hold t h e presentation title. T h e smaller t e x t placeholder b e l o w t h e title text placeholder is the subtitle text placeholder; it is designed t o contain a subtitle f o r the presentation. After you enter text into a text placeholder, it b e c o m e s a text box, which is simply a c o n tainer that holds text.

ACTIVITY

Add text to text placeholders.

placeholder A region of a slide reserved for inserting text or graphics. text placeholder A placeholder designed to contain text.

title text placeholder A placeholder designed to contain the presentation title or slide title.

subtitle text placeholder A placeholder designed to contain

Click anywhere in Click to add title box, which is

the presentation subtitle.

the title t e x t placeholder. T h e title text placeholder

text box A container that holds text.

text disappears, a dashed line appears on t o p o f

Chapter

2 0:

Creating

a

Presentation

Exhibit 20-2 Title text

placeholder active on t h e title slide BusinesT^Expan^oTT^'Microsoft PowerPoinT Transitions

Reset Slide-

J Section'

Animations

Calibri (Headings; ' 4 4

B I

U

I

jU

'

A

Slide Show

Review

V i e w

J

Ai' Rj

Paragraph

lift*

[r^T) On

_Jj' —

' Q 0 ^ shape Outline Shapes Arrange Quick *• * Styles- ^ Shape Effects '

I

/ £

Shape Fill-

_

M

Find

i

Replace '

x

*f Select'

dashed line indicates that this placeholder is active

insertion point

™

Click t o a d d s u b t i t l e i

subtitle text placeholder

Click to add notes Slide 1 of 1 I

i

Office Theme i -

| Type Gourmet on Call as the title, and then click a blank area o f the slide. T h e border o f the title text placeholder disappears and the text you typed appears in place o f the placeholder text. T h e thumbnail in the Slides t a b also contains the text you typed.

ca ss ® ¥

69% -

Adding a New Slide and Choosing a Layout After the title slide, you need t o add additional slides t o the presentation. W h e n y o u add a n e w slide, the slide is formatted with a layout, w h i c h is a predetermined w a y of organizing the objects o n a slide, including title text and other c o n t e n t (bulleted lists, photographs, charts,

| Click in the Click to add subtitle box, which is the subtitle text placeholder, type your first and last n a m e , and then click anywhere else on the slide except in the title text b o x .

and so f o r t h ) . P o w e r P o i n t provides nine built-in layouts, as described in E x h i b i t 2 0 - 3 . All layouts, except the Blank layout, include placeholders to help you create a presentation. Slides c a n include several types o f placeholders, but the m o s t c o m m o n are t e x t and c o n tent placeholders. Y o u have already seen text placeholders on the title slide. M o s t layouts include a title

i

I

placeholder text

layout A predetermined way of organizing the objects on a slide.

text placeholder t o contain the slide title. A content

content placeholder A placeholder designed to hold the slide content, which can be text or a graphic object.

which c a n be text o r a graphic o b j e c t , such as a table,

placeholder is intended t o c o n t a i n the slide c o n t e n t , a c h a r t , a diagram, a picture, clip a r t , o r a video. If you click in a c o n t e n t placeholder a n d then add text,

Chapter

2 0: Creating

a

Presentation

Exhibit 20-3 Built-in layouts in PowerPoint

the c o n t e n t placeholder is n o longer a placeholder and b e c o m e s a t e x t b o x . T o insert a new slide, you use the N e w

Layout

Description

Title Slide

Contains the presentation title and a subtitle; is usually used as the first slide in a presentation

Title and Content

Contains either a bulleted list or a graphic in addition to the slide title

Section Header Two Content

Comparison

Contains a section title and text that describes the presentation section The same as the Title and Content layout, but with two side-by-side content placeholders, each of which can contain a bulleted list or a graphic The same as the Two Content layout, but includes text placeholders above the content placeholders to label the content

Title Only

Includes only a title text placeholder for the slide title

Blank

Does not contain any placeholders

Content with Caption

Contains a content placeholder, a title text placeholder to identify the slide or the content, and a text placeholder to describe the content; suitable for photographs or other graphics that need an explanation

Picture with Caption

Similar to the Content with Caption layout, but with a picture placeholder instead of a content placeholder

Slide button in the Slides g r o u p on the H o m e tab. If you are inserting a n e w slide after the title slide and you click the N e w Slide b u t t o n , the new slide is created using the Title and C o n t e n t layout. O t h e r w i s e , the n e w slide is created using the same layout as the current slide. If you want to c h o o s e a different layo u t , click the N e w Slide b u t t o n a r r o w , and then select the layout you w a n t t o use f r o m the menu that opens. Y o u can also change the l a y o u t o f a slide after it is created. T o do this, click the L a y o u t button in the Slides group on the H o m e t a b , and then select the layout you w a n t t o use.

Create new slides and change the layout. Q)

O n the H o m e t a b , in the Slides group,

click the New Slide button. A new Slide 2 appears in the Slide pane and in the Slides tab with the Title and C o n t e n t layout applied. See E x h i b i t 2 0 - 4 . T h e

Exhibit 20-4 New slide with the Title and Content layout

New Slide button

new Slide 2

Chapter

2 0: Creating

a

Presentation

content placeholder contains placeholder text that

I O n the H o m e t a b , in the Slides g r o u p , click the

you c a n click to insert your o w n text and six icons

Layout button. T h e same gallery o f layouts you

that you can click t o insert the specific item identi-

saw on the N e w Slide gallery appears.

fied by each icon.

I In the gallery, click the Title and Content layout.

I In the Slide pane, click a n y w h e r e in the title text

T h e layout o f Slide 3 c h a n g e s t o the layout you

placeholder, and then type About Our Company.

selected.

I O n the H o m e t a b , in the Slides group, click the New Slide button arrow. T h e N e w Slide gallery

Mouing Between Slides in Normal View

opens displaying the nine layouts available. See

As you w o r k on a presentation, you'll need to m o v e

Exhibit 2 0 - 5 .

from o n e slide t o another. In N o r m a l view, you c a n EXHI xhibit

click a slide thumbnail in the Slides t a b to display t h a t

20-5 Layouts on the New Slide

button menu . Home

Insert /

51

Design

"^/Layout •

New

L

New Slide button arrow

mt Reset

Slide- • Section » Office Theme

E x p a n s l o n ^ ^ ^ i c r o s o f t P o w e r P

Transitions

Calibri (Headings '44 B

I

slide in the Slide pane. Y o u c a n also use the scroll b a r in the Slide pane t o scroll from slide t o slide, or click the

U

Animations '

at* AV-

S

A*

A"

Aa'

Slide Sh

N e x t Slide • o r Previous Slide ±

buttons at the bot-

t o m o f the vertical scroll b a r in the Slide pane.

—y

A *

ACTIVITY

•

Move from one slide to another. Hfc In the Slides t a b , click the Slide 1 thumbnail. T h e title slide appears in the Slide p a n e . In the Slide pane, drag the scroll box to the b o t t o m o f the scroll bar. As you drag, a ScreenTip appears identifying the slide that will a p p e a r when you release the mouse button.

available layouts

Release the mouse b u t t o n . Slide 3 ( " C o n t a c t U s " ) appears in the Slide p a n e . ^

At the b o t t o m o f the scroll bar, click the Previous

Slide button

. Slide 2 ( " A b o u t O u r C o m p a n y " )

appears in the Slide p a n e .

Working with Bulleted Lists I In the gallery, click the Two Content layout. Slide 3 is created with the T w o C o n t e n t layout, which consists o f three placeholders: the title text placeholder and t w o c o n t e n t placeholders side by side. I In the Slide pane, click a n y w h e r e in the title text placeholder, and then type Contact Us.

O f t e n , text on a slide is in the f o r m o f bulleted lists t o emphasize important points t o the audience. A bulleted list is a list o f " p a r a g r a p h s " ( w o r d s , phrases, sentences, or paragraphs) with a special symbol such as a d o t , dash, circle, b o x , star, o r o t h e r c h a r a c t e r to the left o f each paragraph. A bulleted item is o n e paragraph in a bulleted list. Bullets c a n appear at different outline levels. A

bulleted list A list of paragraphs with a special symbol to the left of each paragraph.

first-level

bullet is a main paragraph in a bulleted list; a

second-level bullet is a bullet below a n d indented from a first-level bullet; and so o n . T h e r e c a n be m a n y lower

bulleted item One paragraph in a bulleted list.

levels o f bullets. A bullet at a lower level is sometimes

subbullet A sub paragraph in a bulleted list, positioned below

called a subbullet. Usually, the f o n t size o f the text in

and indented from a higher-level bullet.

subbullets is smaller than the font size o f t e x t in higherlevel bullets.

Chapter

2 0:

Creating

a

Presentation

Creating

a

Bulleted

I Press the Tab key.

List

To add a bulleted list t o a slide, click in a c o n t e n t place-

T h e n e w bullet is in-

holder a n d start typing. W h e n you press the Enter key,

dented and becomes

the insertion point moves t o the n e x t line and a new

a subbullet. T h e

bullet is c r e a t e d . I f you don't type anything n e x t t o a

subbullet is a very

bullet, the bullet will n o t appear on the slide.

faint dash. T h e font

^ T i p : Y o u c a n also use t h e Increase List Level 1^1 or D e c r e a s e List Level [ii] b u t t o n s in the Paragraph group o n the H o m e t a b t o

size o f the subbullet

c h a n g e t h e level o f a

is 2 8 points, which

bullet.

is smaller than the

Create a bulleted list.

font size used in the

In Slide 2 , in the Slide pane, click t o the right o f

first-level

bullets on the slide. See E x h i b i t 2 0 - 7 .

the bullet in the content placeholder. T h e place-

font size of

holder t e x t ( " C l i c k t o add t e x t " ) disappears, and

current bullet

Exhibit 20-7 Subbullet created

the insertion point appears t o the right o f the bullet. In the F o n t group, notice that the font size in the F o n t Size b o x o f this first-level bullet is

[PfTiki

3 2 p o i n t s . See Exhibit 2 0 - 6 .

'""^-HBH^^I

'•frT'TWl m

f>

Paste

Exhibit 20-6 Insertion point in content

Cahbri (Body) J

New Slide-

_i Section-

B

/ U

- 32 I

- K K

ak«^ Aa'

^^^^^^JusTness

Insert

j

ife-

Design

an*.*-

^ Reset New Slide- 5Section-

1

J

Slides

Paste

Home

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b

,

(

(

B

o

d

y

)

4rnimations

'- jf

.

.

a

Slide Sh .

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J

1

B 7 U S ak« u »

A

V

' Aa A a

A - s ^\ =

Outline

Ab We prepare Ready for yc

1

E ( j

A '

C

Expansior^Mkrosoft PowerP

Transitions

insertion point next to subbullet

| Type Serve a n d then press the Enter key. A second subbullet is created. | Type Heat and then press the Enter key t o create a third subbullet. | Type Freeze and then press the Enter key t o create a fourth subbullet. ) Press the Shift+Tab keys. T h e subbullet c h a n g e s t o | Type We prepare gourmet meals and then press the Enter key. A n e w bullet that is lighter than the first bullet appears. It will darken as soon as y o u start typing t e x t . | Type Ready for you to and then press the Enter key. A third bullet is added t o the slide.

a first-level bullet. ) T y p e Select from a variety of menus as the bullet text. •1 Click a blank area o f the slide outside the c o n t e n t text b o x . T h e dashed line b o r d e r o f the t e x t b o x disappears.

Contact Information in a Presentation

A presentation should usually include contact informa-

about other people—

tion so that audience members know how to contact the

sales representatives,

presenter. In a sales presentation, the contact informa-

marketing personnel,

tion might be more general, describing how to contact

accountants, or other

the company. The information should include all possible

employees.

methods to contact the presenter, including the pre-

Cont ct us

senter's name, office phone number, cell phone number, email address, mailing address, and company Web site. If the presenter is not the only contact person at the company, or not the best contact person, include information

C r e a n i t g a N w e L n i e w h t i o u t C r e a n i t g a N w e Buelt Sometimes, you will want t o create a new line within

Type 101 West Bayside Ave. and then press the Shift+Enter keys. Type Savannah, GA 31401. T h e address is entered on t w o lines under the Address bullet without creating n e w bullets.

a bulleted item without creating a new bullet. This is helpful when you include an address as a bullet item

O n the Q u i c k Access Toolbar, click the Save

and want to split the address on t w o lines o f the same

button Q

bullet. T o create a n e w line, press the Shift+Enter keys. This moves the insertion point t o the next line without

)P

O n the R i b b o n , click the File tab. In the navigation bar, click Close. T h e file closes.

creating a new paragraph.

Using AutoFit

ACTIVITY Create a new line without creating a new bullet. Q)

t o save the presentation.

As you add text t o a content placeholder, the AutoFit feature changes the line spacing and the font size o f the

Display Slide 3 ( " C o n t a c t U s " ) in the Slide pane.

text if you add more text than will fit in the placeholder.

Click to the right o f the bullet in the content

T h e AutoFit feature is turned on by default. When you

placeholder, and then type Phone: as the bullet

start typing the next bullet, you will see the AutoFit

text.

feature adjust the text to m a k e it fit. If the AutoFit fea-

Press the Shift+Enter keys. The insertion point

ture adjusts the text in a text b o x , the AutoFit Options

moves to the next line without creating a new bullet. | Type 912-555-3800 and then press the Enter key. A new bullet is created.

^k,Tip:To c h a n g e a bulleted list into a list

button appears in the Slide pane below and to the left o f the placeholder. Y o u c a n click the AutoFit Options button and select an option on the menu to control the way AutoFit w o r k s . If you select the option to turn o f f AutoFit for a text b o x , you c a n turn it back on later.

without any bullets, select the bulleted items, a n d then click

| Type Address: and then press the

the Bullets button in

Use the AutoFit feature.

Shift+Enter keys.

the Paragraph g r o u p

Q P

Open the data file Expansion located in the

o n the H o m e tab to

Chapter 20\Chapter folder. Save the file as

deselect it.

Expansion Goals.

AutoFit A PowerPoint feature that automatically changes the line spacing and the font size of text if you add more text than will fit in a placeholder.

Select the subtitle text Your Name, and then type your n a m e . Q|

Display Slide2 ("About O u r C o m p a n y " ) in the Slide pane.

Chapter

2 0: Creating

a

Presentation

[any themes arrange

I In the last bulleted item, click after the w o r d menus,

a n d then press the Enter key. A n e w first-

background graph

level bullet is created.

differently on the t

) Type V. After you type the first character in this

than on the content

new bullet, t h e line spacing in the text b o x tightens up slightly and the AutoFit O p t i o n s button =J] appears n e x t t o the lower-left c o r n e r o f the text b o x . ! Point t o the AutoFit Options button changes t o

button

so that it

__L and then click the AutoFit Options The

Changing Themes Plain white slides with a c o m m o n f o n t (such as black T i m e s N e w R o m a n or Calibri) often fail t o hold an

AutoFit Options

Exhibit 20-8 AutoFit

audience's attention. Today's audiences e x p e c t m o r e in-

button m e n u a p -

Options button menu

teresting c o l o r schemes, f o n t s , g r a p h i c s , a n d other

pears. T h e default option, AutoFit Text to Placeholder, is

effects. Y o u c a n easily change the f o n t s a n d c o l o r

_____ AutoFit Options button menu

selected.

AutoFit Text to Placeholder

used for the b a c k g r o u n d , title t e x t , b o d y t e x t , a c -

Stop Fitting Text to This Placeholder

cents, and graphics in a presentation as well as

Split Text Between Two Slides

the style used in your presentation by changing

Continue on a New Slide

I the t h e m e . In a presentation, t h e headings theme

Change to Two Columns

font is used for the slide titles a n d t h e b o d y theme

Control AutoCorrect Options...

font is used for text in c o n t e n t p l a c e h o l d e r s . S o m e P o w e r P o i n t themes include graphics as p a r t o f the

See E x h i b i t 2 0 - 8 . AutoFit Options button

slide b a c k g r o u n d . By default, new, b l a n k presenta-

| Click a n y w h e r e on the slide t o close the A u t o F i t O p t i o n s button menu without changing the selected default option.

tions have the Office theme applied.

Tip: You can also press the Esc key to close a m e n u without selecting a c o m m a n d or option.

The

theme

you c h o o s e

for a

presentation

should reflect the content a n d the intended audience. F o r e x a m p l e , if y o u are presenting a n e w curriculum to a group o f elementary school t e a c h e r s , y o u might c h o o s e a theme that uses bright, p r i m a r y c o l o r s . If y o u are presenting a marketing plan t o a m u t u a l fund c o m -

I In the last bulleted item, click immediately after V, a n d then type egetarian and vegan options

pany, y o u might c h o o s e a theme t h a t uses dark c o l o r s formatted in a w a y that conveys s o p h i s t i c a t i o n .

available t o complete the bulleted item. I O n the H o m e t a b , in the Paragraph g r o u p , click the

Increase List Level button The item changes t o a subbullet under the previous bulleted item.

^IwTip: If you

position the insertion point in front of the first character in the bulleted item or select the entire bulleted item, you c a n press the Tab key to increase the list level.

Press the Enter key, and then type M. AutoFit adjusts the text again, this time by decreasing the point size o f both levels o f bullets by t w o points. T h e first-level bulleted items are n o w 3 0 points, and the subbullets are n o w 2 6 points.

Type enus change seasonally.

Change the theme. Q)

O n the R i b b o n , click the Design tab. In the T h e m e s g r o u p , the first theme displayed in the group is always the currently applied t h e m e . In the Themes g r o u p , p o i n t to the first theme, which has an orange highlight a r o u n d it, b u t d o n o t click the mouse button. A S c r e e n T i p appears identifying the theme, which, in this c a s e , is the Office T h e m e . T h e name o f the current t h e m e also appears in the status bar. See E x h i b i t 2 0 - 9 . After the currently applied t h e m e , all the available themes are listed in alphabetical order, e x c e p t the Office T h e m e , which is listed as the first available t h e m e . (In this case, it appears twice b e c a u s e it is also the current theme.)

Chapter

20:

Creating

a

Presentation

themes in Exhibit 20-9 Themes on the Design tab

alphabetical order

Design tab

current

P r o b l e m ? If your

theme

screen is set at a different resolution than the screens s h o w n in the figures fn this book, the Pushpin t h e m e will be in a different position in the gallery. Point to each

ScreenTip identifying current theme

t h e m e and use the

-Q--

We prepare gourmet meals

ScreenTips to identify the Pushpin theme.

— At y o u r h o m e — In o u r s t o r e

Readyfor you to — Serve

applied theme appears in

— Heat

the status bar.

— Freeze

Select from a variety of menus — Vegetarian a n d v e g a n options available — Menus change seasonally

Modifying Text and Changing Bullet Leuels in the Outline Tab T h e Outline tab displays the outline o f the entire presentation. Slide titles appear at the top level in the outline and

Click to add notes ...^

the slide content—that is, the bulleted

lists—are

indented

below the slide titles. When ) In the T h e m e s g r o u p , p o i n t t o the second-to-last

you view the outline in the Outline t a b , you see only

theme. T h e ScreenTip that appears identifies this

the text o f the slide titles and the text in content place-

as the Aspect theme, a n d the Live Preview feature

holders; you do not see any graphics on the slides or any

changes the design a n d c o l o r s on the slide in the

text that is not in a content placeholder. T h e Slide pane

Slide pane, as well as the layout o f the text b o x e s ,

still displays the currently selected slide as usual.

to those o f the Aspect t h e m e . | In the Themes group, click the More button 0 to open the Themes gallery. | Scroll down to the end o f the gallery list. Point to the last theme in the second-to-last r o w o f the

You can modify the t e x t o f a slide in the Outline tab as well as in the Slide p a n e . Y o u c a n also use the Outline t a b or the Slide pane t o move text. F o r e x a m ple, you can move a bulleted item from one position to another on a slide, o r you c a n change a subbullet into a first-level bullet o r a first-level bullet into a sub-

Built-in section ( t w o r o w s a b o v e the F r o m Office,

bullet. However, in the Outline t a b , you can also easily

c o m section header). T h e ScreenTip identifies this

move a bulleted item from o n e slide t o another, and you

as the Pushpin theme.

can change a bulleted item into a slide title, creating a

| Click the Pushpin theme. T h e design and colors o f the slides in the presentation change to those o f the Pushpin t h e m e , and the n a m e o f the newly

new slide. M o v i n g an item t o a higher level in the outline, such as changing a second-level bullet t o a first-level bullet or changing a first-level bulleted item t o a slide title, is called promoting the item. M o v i n g an item lower in the

promote To move an item to a higher level in an outline, demote To move an item to a lower level in an outline.

outline, such as changing a slide title t o a bulleted item on the previous slide or changing a first-level bullet t o a second-level bullet, is called demoting the item.

It

you

N E E D

I T E M

IT

F R O M

T O

O N E

I S U S U A L L Y

T H E

M O V E

S L I D E

E A S I E R

O U T L I N E

T O

Modify text in the Outline tab.

A N O T H E R ,

T O W O R K

| In the left pane,

I N

A

click the Outline

TAL

You p r o m o t e and demote items in the Outline t a b

tab. T h e outline o f

in t h e Slide p a n e is

the presentation

too large to fit in t h e

appears.

w i n d o w , click t h e Fit slide to current window

I In the Outline t a b ,

using the same techniques you use in the Slide pane:

button [ I D o n t h e right

scroll down until

You c a n click the Increase List Level [IF] o r Decrease

e n d of t h e status bar.

Slide 4 ( " C o m p e t i -

List Level W button in the Paragraph group on the

P r o b l e m ? If t h e slide

t i o n " ) is at the top

H o m e t a b ; or, when the insertion point is positioned

of the Outline t a b . Slide 2 ("About O u r C o m p a n y *

at the beginning o f an item o r when the entire item is

still appears in the Slide pane.

selected, y o u c a n press the T a b key t o increase the indent o r t h e Shift+Tab keys to decrease the indent. Any

| In the Outline t a b , click anywhere o n the t e x t in

changes y o u m a k e in the Outline t a b appear on the

Slide4 ( " C o m p e t i t i o n " ) . Slide 4 appears in the

slide in the Slide pane.

Slide pane. See Exhibit 2 0 - 1 0 .

Exhibit 20-10

Presentation outline in the Outline tab ^^ANSIOR^OALS^RTCROSOFT POWERPOINT^ Insert

Page

/

Design

Transitions

Aa

Slide

AA

0 DINNER BY DIANE 0AII MEALS PREPARED BY DIANE COSTAS, OWNER 0 MEALS ARE PREPARED IN HOME—NO IN-STORE OPTION 1 DELICIOUS FOOD, BUT PRICED HIGH DELICIOUS DINNERS p ASSEMBLY LINE PREPARATION BY EMPLOYEES OR

in Outline tab

! CUSTOMERS 0 ALL MEALS PREPARED IN STORE 0 COMPETITIVE PRICING 0 HEALTHY MEALS, BUT SOMEWHAT BLAND
out

0 ALWAYS HAVE A MEAL WAITING FOR YOU IN THE FREEZER 0 DELICIOUS, HEALTHY MEALS PREPARED FOR YOU 5 -

5-YEAR GOALS 0 TRIPLE MEAL SELECTION 0 ALL-ORGANIC OPTIONS c GLUTEN-FREE OPTIONS 0 INCREASE CLIENT LIST BY 3 0 % 0 OPEN SECOND STORE

e

CONTACT US O WEB SITE: WWW.GOURMETONCALL.BIZ O PHONE: 912-555-3800 *

Slide Show

Review

Aa

View B

Colors '

\Z} Effects"

COMPETITION

Slide 4 selected

Animations

1111 l » f ~ ~ » P —

Pushpin" J

s£J Background Styles • CJ Hide Background Graphics

indents and becomes a second-level bulleted

} In the Outline t a b , in the fourth bullet in Slide 4 ( " C o m p e t i t i o n " ) , click immediately before the

i t e m — a n d its subbullet b e c o m e s a third-level bul-

w o r d Less, and then press the Enter key. A new

leted item.

line is created above the current bulleted item

I In the Outline t a b , in Slide 5 ( " 5 - Y e a r G o a l s " ) ,

in both the Outline t a b a n d the Slide pane, and

click the Gluten-free options bullet to select the

the last three bulleted items are moved down.

entire bulleted item.

| Press the Up Arrow key. T h e insertion point moves up to the n e w line, a n d the bullet appears in the

J O n the H o m e t a b , in the Paragraph group, click

the Decrease List Level button

new line.

. T h e selected

third-level bulleted item is p r o m o t e d to the second

(Type Advantages.

level.

) In the Outline t a b , in Slide 5 ( " 5 - Y e a r G o a l s " ) ,

In the Outline t a b , in Slide 4 ( " C o m p e t i t i o n " ) ,

point t o the bullet t o the left o f

click the Advantages bullet.

All-organic

so that the pointer changes t o <^>, and

options

then click. T h e All-organic options bulleted item and its subbullet are selected.

items below it are n o w on the n e w Slide 5 . See Exhibit 2 0 - 1 1 .

T h e selected first-

level bulleted item is d e m o t e d — i t

Decrease List Level button

Exhibit 20-11 New slide created by promoting text m s i o n G o a l s

Transitions

Animations

Constantia (Head - 44

* X A'

Slide Sho ~ y : =

B Z U t a U ^ ' A a ' A '

Font

Competition 0 D i n n e r by D i o n e m e a l s p r e p a r e d by

0 M e a l s are

D i a n e Costas, o w n e r

p r e p a r e d in h o m e — n o in-store

o p t i o n 0 D e l i c i o u s food, b u t priced h i g h o D e l i c i o u s D i n n e r s 0 A s s e m b l y l i n e preparation by

e m p l o y e e s or

customers 0 A I I m e a l s p r e p a r e d in store 0 C o m p e t i t i v e p r i c i n g 0 H e a l t h y meals, but pe

new Slide 5 L »n \ s

s o m e w h a t b l a n d

C o o k i n g D e l i v e r e d a m 0f

chefs prepare meals

»iJl m e a l s p r e p a r e d in store 0 No

fresh option; meals are

delivered frozen

Advantages Less e x p e n s i v et h a n eating o u t 0 A l w a y s h a v ea m e a l w a i t i n g for

you

in the

freezer 0 Delicious, h e a l t h y meals prepared for

you

6 mm 5-Year Goals o T r i p l e m e a l selection 0 All-organic options 0 Gluten-free options 0 Increase dient list by 30% 0 O p e n s e c o n d store r n n + - t r + lie

J

subsequent slides are renumbered

Chapter

2 0: Creating

a

•

. X

o Al

bulleted item is p r o m o t e d t o a slide

title for a new Slide 5 , and the three bulleted

graph group, click the Increase List

4

the Decrease List Level button [ f § . T h e selected first-level

) O n the R i b b o n , click the Home tab. In the ParaLevel button

O n the H o m e t a b , in the Paragraph group, click

Presentation

Save the presentation.

Increasing and Decreasing List Levels In an outline, the top-level items are called firstYr Oil

level headings, the items indented below the first-level

headings are second-level

headings,

3&

the items indented below those items are third-

*W

level headings, and so o n . W h e n change

a

you

9

C

bulleted

Use

t o

item from a higherlevel heading to a lower-level ing,

such

headas

from

level 2 to level 3, you indent and demote it, but you are increasing its level number from 2 to 3. When you change

g Q

a bulleted item from a lower-level heading to a higher-level heading, such as from 3 to 2, you promote it, but you are decreasing its level number from 3 to 2. This is why when you demote

a bul-

leted item, you use the Increase List Level button in the Paragraph group, and when you a bulleted item, you use the Decrease

promote

a n e w position in the outline by using drag a n d d r o p .

List Level

Y o u drag t h e bulleted item by its bullet. A s y o u drag, a

button.

h o r i z o n t a l line follows the p o i n t e r t o s h o w y o u w h e r e the bulleted item will be p o s i t i o n e d a f t e r y o u release the pointer.

LO20 2 Rearranging

Text and Slides, and Deleting Slides

I

Move bulleted items. If Slide 5 is n o t the current slide, in the Outline t a b , click the Slide 5 slide icon

n addition t o changing the level o f bulleted items on slides, y o u c a n move bulleted items t o n e w positions

on slides o r f r o m o n e slide t o another, and y o u c a n rearrange the slides themselves. T o m o v e bulleted items from o n e position t o another, you must w o r k in the Outline t a b o r in the Slide pane. T o move slides from

Slide 5 appears

in the Slide pane. I In the Outline t a b , in the Slide 5 t e x t , point t o the Less expensive than eating out bullet so that the pointer changes t o <^>. I D r a g the bulleted item d o w n until t h e horizontal

one position t o another, you c a n w o r k in the Slides o r

line indicating the position o f the item you are

Outline t a b in N o r m a l view or in Slide Sorter view. Slide

dragging appears below the Delicious, healthy

Sorter view displays all the slides in the presentation as

meals prepared for you bullet on Slide 5 , as s h o w n

thumbnails t o provide you with a visual overview o f the

in E x h i b i t 2 0 - 1 2 .

presentation.

Moving Bulleted Items Bulleted items should be placed in a logical order, such as m o s t t o least i m p o r t a n t , a l p h a b e t i c a l order, or c h r o n o l o g i c a l l y . Y o u c a n move a bulleted item t o

Slide Sorter view The PowerPoint view that displays all the slides in a presentation as thumbnails to provide a visual overview of the presentation.

Exhibit 20-12 Bulleted

Rearranging Slides

item being

As you develop a presentation, y o u might w a n t t o

dragged in the Outline tab

change the order in which the slides appear. Y o u c a n Slides

drag slides t o reposition t h e m . If y o u are working in the

Outline

Competition o Dinner by Diane 0All meals prepared by Diane Costas, owner 0 Meals are prepared in home—no in-store option 0Delicious food, but priced high 0 Delicious Dinners 0Assembly line preparation by employees or customers 0AII meals prepared in store 0 Competitive pricing 0 Healthy meals, but somewhat bland 0Home Cooking Delivered 0Team of chefs prepare meals 0All meals prepared in store 0No fresh option; meals are delivered frozen Advantages o Less expensive than eating out o Always have a meal waiting for you in the freezer yO Delicious, healthy meals prepared for you \ 5-Year Goals 0 Triple meal selection 0 All-organic options horizontal line indicating 0 Gluten-free options 0 Increase client list by 30% where selected item will 0Open second store be placed Contact Us 0 Web site: www.qourmctoncall.biz Slide 5 of 7 | Pushpin" | s$

Outline t a b , you c a n move a slide t o a new position in the outline by dragging it by its slide icon. In the Slides t a b and in Slide Sorter view, y o u m o v e a slide by dragging its t h u m b n a i l .

ACTIVITY Rearrange slides. I In the Outline t a b , drag the Slide 4 slide icon (the slide titled " C o m p e t i t i o n " ) down until the horizontal line indicating the n e w position o f the slide appears just a b o v e the slide title for Slide 7 ( " C o n t a c t U s " ) . T h e slide titled " C o m p e t i t i o n " is n o w Slide 6 . I In the left pane, click the Slides tab. T h e slide thumbnails appear in the Slides t a b .

—

j

r

I In the Slides t a b , scroll up until you can see the Slides 2 - 7 thumbnails in the Slides t a b .

( W i t h the horizontal line positioned below the Delicious, healthy meals prepared f o r you bullet, release the mouse b u t t o n . T h e bulleted item you dragged is n o w the last bulleted item on Slide 5 both in the Outline t a b a n d on Slide 5 ("Advan-

P r o b l e m ? If you c a n n o t see Slides 2 t h r o u g h 7 in the Slides t a b at the same time, d r a g t h e splitter bar b e t w e e n the Slides tab

thumbnail (the " 5 -

a n d t h e Slide pane to

Year G o a l s " slide)

t h e left to decrease the

up until the horizon-

size of e a c h t h u m b n a i l

tal line indicating

a n d increase the

the new position o f

n u m b e r of t h u m b n a i l s

the slide is between

y o u c a n see at o n e

| In the Slide pane, point t o the Delicious, healthy

Slides 2 and 3 . T h e

time.

meals prepared for you bullet so that the pointer

slide titled " 5 - Y e a r

t a g e s " ) in the Slide p a n e .

changes to <3§i>. \ D r a g the bulleted item up until t h e

G o a l s " is n o w Slide 3 . P r o b l e m ? If y o u

A

c a n n o t see the line

h o r i z o n t a l line

b e c a u s e the Mini

i n d i c a t i n g the n e w

Toolbar is in the way,

position of the

m o v e the pointer to

bullet is a b o v e

the right side of the

t h e first b u l l e t e d item o n t h e slide, and then release

( O n the status bar, click the Slide Sorter button T h e presentation appears in Slide Sorter view. A thick colored frame appears around the Slide 3 thumbnail indicating t h a t the slide is selected. I If necessary, change the z o o m level t o 9 0 % s o y o u

Outline t a b while y o u

can see four slides in the first r o w and three slides

are d r a g g i n g .

in the second row. See E x h i b i t 2 0 - 1 3 .

the mouse button.

[mm

) Drag the Slide 5

A

I Drag the Slide 4 thumbnail (the " O u r T e a m " slide)

T h e Delicious, healthy meals prepared for you

down until the vertical line indicating the new

b u l l e t is n o w t h e first b u l l e t e d item o n Slide 5

position o f the slide is between the Slide 6 and

( " A d v a n t a g e s " ) in b o t h t h e Slide p a n e a n d t h e

Slide 7 thumbnails. T h e slide titled " O u r T e a m " is

Outline t a b .

n o w Slide 6 .

Chapter

2 0: Creating

a

Presentation

Exhibit 20-13 Slide Sorter view

•

, ,

|

Home

'

Insert

Design

I O n the status bar,

click the Normal but-

ton

L9

to return to

N o r m a l view. Slide 6 ("Our Team") appears in the Slide pane because it was the selected slide in Slide Sorter view.

Transitions

Animations

Slide Show

Review

View

^k,Tip: You can also double-click any slide thumbnail in Slide Sorter view to return to the previous view with the slide you double-clicked as the current slide.

Duplicating Slides As you create a presentation, you might want to create a slide that is similar to another slide. Starting with a copy of a slide that already exists can save time. To duplicate a slide, right-click the slide thumbnail in the Slides tab in Nor^ mal view, and then click Dupli cate Slide on the shortcut menu. You can also use the Ribbon to du-

Deleting Slides As you develop a presentation, you will sometimes need

ffQ>

to delete slides. Y o u c a n delete slides in the Slides a n d Outline tabs in N o r m a l view a n d in Slide Sorter view. T o delete a slide, right-click the thumbnail in the Slides tab o r Slide Sorter view, and then click Delete Slide on the shortcut menu. You c a n also click its thumbnail in the Slides t a b o r Slide Sorter view o r click the slide icon in the Outline t a b , and then press the Delete key. It's a g o o d idea t o verify that you are deleting the correct

plicate one or multiple

slides. In the Slides group on the Home tab, click the New Slide button arrow, and then click Duplicate Selected Slides. If you select more than one slide before you use the Duplicate Selected Slides command, all of the selected slides will be duplicated.

slide by first displaying it in the Slide pane.

Chapter

20:

Creating

a

Presentation

Delete a slide. In the Slides t a b , click the Slide 5 t h u m b n a i l . Slide 5 ( " C o m p e t i t i o n " ) a p p e a r s in the Slide pane. flP

In the Slides t a b , right-click the Slide 5 thumbnail.

To quickly start a from thefirstslide F5 key. To start a from the current slide the Shi

O n the shortcut menu, click Delete Slide. Slide 5 is deleted. T h e slide titled " O u r T e a m " is n o w Slide 5 and appears in the Slide p a n e . Hi Save the presentation.

menu b u t t o n with c o m m a n d s f o r w o r k i n g with the slide show. As the presenter, w h e n y o u switch t o Slide Show, M i n i Slide Show, o r R e a d i n g view, you need t o ad-

LO203

Running a Slide Show

A

fter y o u have c r e a t e d a n d edited a presentation, you are ready t o run the slide show. Y o u

c a n run the slide s h o w in Slide S h o w view, M i n i Slide S h o w view, and R e a d i n g view. Slide Show view displays o n e slide after a n o t h e r so t h a t each slide fills the entire screen with n o t o o l b a r s o r o t h e r W i n d o w s elements visible on t h e s c r e e n , a n d displays special effects applied t o the t e x t a n d g r a p h i c s on each slide o r t o the slide itself. Mini Slide Show view displays the slide s h o w in a small w i n d o w t h a t opens on t o p o f the P o w e r P o i n t p r o g r a m w i n d o w . Reading view, w h i c h is very similar t o Slide S h o w view, displays each slide so t h a t it almost fills t h e entire screen, but it also displays the title b a r and status bar, a n d provides navigation b u t t o n s on the status b a r f o r m o v i n g f r o m slide t o slide as you review t h e p r e s e n t a t i o n , as well as a

vance

the slide s h o w ; t h a t is, y o u need t o do s o m e -

thing t o display the n e x t slide. T o advance the slide show, you c a n click a n y w h e r e o n the slide currently displayed, o r y o u c a n use t h e k e y b o a r d by pressing the Spacebar, the E n t e r key, t h e R i g h t A r r o w key, or the Page D o w n key. Y o u c a n a l s o use the k e y b o a r d t o m o v e t o the previous slide by pressing the Left Arr o w key, the Page U p key, o r t h e B a c k s p a c e key. If you right-click the currently displayed slide during a slide show, a s h o r t c u t m e n u t h a t c o n t a i n s c o m m a n d s to j u m p t o specific slides o p e n s . Finally, you c a n also use b u t t o n s on a t o o l b a r t h a t a p p e a r s in the lower-left c o r n e r o f the currently displayed slide in Slide S h o w and M i n i Slide S h o w views o r o n t h e t o o l b a r that a p pears on the status b a r in R e a d i n g view t o navigate t o a specific slide. After you display the last slide in a slide show, the screen changes t o black with a small note at the top that tells you that you have reached the end o f the slide show. T o end the slide s h o w — t h a t is, remove the black screen and return to the view from which you s t a r t e d — advance the slide show once m o r e . Y o u can also end

Slide Show view The PowerPoint view that displays one slide after another so that each slide fills the entire screen with no toolbars or other Windows elements visible on the screen, and displays special effects applied to the text and graphics on each slide or to the slide itself. Mini Slide Show view The PowerPoint view that displays one slide after another in a small window on top of the PowerPoint program window. Reading view The PowerPoint view that displays each slide so that it almost fills the entire screen, but also displays the title bar and status bar, and provides navigation buttons on the status bar for moving from slide to slide and a menu button with commands for working with the slide show.

a slide show at any time by pressing the Esc key or by right-clicking the slide, and then clicking End Show on the shortcut menu.

Using Slide Show View T o start a slide show from the current slide in Slide S h o w view, click the Slide S h o w button on the status bar to start the slide show from the current slide, or click the From Current Slide button in the Start Slide Show group on the Slide S h o w t a b . Y o u c a n also start the slide show from the first slide by clicking the F r o m Beginning button in the Start Slide S h o w group on the Slide t a b .

Chapter

20:

Creating

a

Presentation

Run a slide show in Slide Show view. I Display Slide 1 (the title slide) in the Slide p a n e .

J O n the toolbar, click the Next Slide button Slide 4 ("Advantages") a p p e a r s .

T i p : To use the R i b b o n

Press the Right Arrow key twice t o a d v a n c e t w o

to start the slide show,

slides. T h e n e x t t w o slides, Slide 5 ( " O u r T e a m " )

click the Slide S h o w

( O n the status bar, click the Slide Show

the From B e g i n n i n g

button W [ .l

or From Current Slide

T h e slide

followed by Slide 6 ( " C o n t a c t U s " ) , appear.

tab, a n d t h e n click

s h o w starts f r o m

button in the Start

the current slide,

Slide S h o w g r o u p .

Click anywhere on the screen. A black screen with a message that this is the end o f the slide show appears. Use any m e t h o d to advance the slide show. Slide S h o w view closes, and the presentation a p p e a r s in N o r m a l view with Slide 1 in the Slide p a n e .

and Slide 1 fills the

Using Mini Slide Show View

screen in Slide S h o w view. I Click a n y w h e r e on the screen t o advance the slide

You c a n also run the slide s h o w in M i n i Slide S h o w view. In this view, a mini slide s h o w w i n d o w o p e n s as

show. Slide 2 appears on the screen. I Press the Spacebar to display the next slide. Slide 3 ( " 5 - Y e a r G o a l s " ) appears o n the screen. I Press the Enter key t o display the next slide. Slide 4 ( " A d v a n t a g e s " ) appears on the screen. I Press the Left Arrow key t o redisplay the previous slide. Slide 3 ( " 5 - Y e a r G o a l s " ) reappears. ) R i g h t - c l i c k anywhere on the screen. O n the

a small w i n d o w on top o f the p r o g r a m w i n d o w . Y o u use the same techniques t o advance t h e slide s h o w in M i n i Slide S h o w view as you d o in Slide S h o w view. T o open M i n i Slide S h o w View, press a n d hold the Ctrl key, and then click the Slide S h o w b u t t o n o n t h e status bar. If y o u start a slide show in M i n i Slide S h o w view, y o u must end the slide show in this w i n d o w . I f y o u don't, the n e x t time you open Slide S h o w view, t h e mini slide s h o w w i n d o w will open instead.

s h o r t c u t m e n u , point to Go to Slide t o display a s u b m e n u with a list o f all the slides in the present a t i o n . Click 6 Contact Us. Slide 6 ( " C o n t a c t U s " ) appears on the screen. | Right-click anywhere on the screen. O n the short-

Run a slide show in Mini Slide Show view. flj

Display Slide2 ("About O u r C o m p a n y " ) in the Slide p a n e .

cut m e n u , click Last Viewed. T h e m o s t recently viewed slide prior t o the current slide—Slide 3

Press and h o l d the Ctrl key. O n the status bar, click

("5-Year Goals")—reappears.

the Slide Show button [^J,

| M o v e the pointer without clicking. A very faint

a n d then release the

Ctrl key. T h e current slide—Slide 2 — a p p e a r s in a

t o o l b a r appears in the lower-left corner. See

small w i n d o w on top o f the p r o g r a m w i n d o w . See

Exhibit 2 0 - 1 4 .

Exhibit 2 0 - 1 5 . ) Advance the slide show in t h e mini slide s h o w

Exhibit 20-14 click to move to the previous

w i n d o w t o view each slide in t h e presentation.

Tooblar n i Sd ile Show vew i click to move to the next slide

W h e n the black slide indicating t h e end o f the slide s h o w appears, end the slide show. T h e mini slide s h o w w i n d o w closes. A

P r o b l e m ? If the mini slide s h o w w i n d o w disappears w h e n y o u a d v a n c e t h e slide show, y o u clicked in the PowerPoint p r o g r a m w i n d o w instead of in the mini slide s h o w w i n d o w . Point

click to display the same menu that appears when you right-click

to the PowerPoint button o n the taskbar, click the PowerPoint Slide Show thumbnail, a n d t h e n c o n t i n u e a d v a n c i n g the slide s h o w .

Chapter

20:

Creating

a

Presentation

Exhibit 20-15

Slide 2 ol 6

Sd ile 2 n i Mni Sd ile Show v ew i

Pushpm

Using Reading View

you can click t o return t o the previous view so you can

Reading view is very similar t o Slide S h o w view. T o run a slide show in Reading view, click the Reading View button [ p ] on the status b a r o r in the Presentation Views group on the View t a b o n the R i b b o n . E x h i b i t 2 0 - 1 6 shows Slide 2 o f the E x p a n s i o n G o a l s presentation in Reading view with the M e n u button menu open. A toolbar similar to the one that appears when you move the pointer in Slide Show view appears on the status bar in Reading view. T h e M e n u button __:_y j on this toolbar is similar

to the button on the t o o l b a r in Slide Show view,

but it contains c o m m a n d s t o copy and print the slide in addition t o the navigation c o m m a n d s . T h e M e n u button menu also c o n t a i n s the Edit Slides c o m m a n d , which

edit the presentation. T h e R e a d i n g view status bar also contains the same view buttons that appear on the status bar in N o r m a l and Slide Sorter views. In Reading view, you use the same techniques for advancing through a slide s h o w as you do in Slide Show view. You c a n n o t edit the presentation in Reading view.

LO204 Adding Animations A

nimations are special effects applied t o an object, such as a graphic or a bulleted list, that m a k e the

object move or change. Animations add interest t o a slide show and draw attention t o the text or object be-

animation A special effect applied to an object that makes the object move or change.

ing animated. F o r e x a m p l e , y o u c a n a n i m a t e a slide title to fly in from the side or spin around like a pinwheel t o draw the audience's attention t o that title.

Chapter

20:

Creating

a

Presentation

Exhibit 20-16 Slide 2 in Reading t

' ' t

e

bar

•

view

PowerPoint Slide Show - [Expa-s or, Goals] M

About Our Company

menu that appears when Menu button is clicked

Next Previous Go to Slide

^

Print Preview and Print Copy Slide Edit Slides Full Screen End Show

* Previous button

W h e n y o u apply an a n i m a t i o n t o t e x t , y o u are applying it t o all the t e x t in the t e x t b o x . If y o u ani-

^

a n i m a t i o n p r o c e s s in which bulleted items a p p e a r o n e at a t i m e . T h i s type o f a n i m a t i o n focuses the audience's a t t e n t i o n o n each item w i t h o u t the d i s t r a c t i o n s o f items t h a t have n o t been discussed yet. By default, subbullets a n i m a t e a t the same time as their

first-level

bullets.

Entrance—Text

and objects animate as they a p -

pear o n the slide; one o f the most c o m m o n l y used a n i m a t i o n types. ^

Emphasis—The

03 ^

view buttons

Exit—Text and objects leave t h e screen before the

^

Motion

Paths—Text

and o b j e c t s m o v e following

a path o n a slide. Unless you change the behavior, a n i m a t i o n s o c c u r when y o u advance the slide s h o w — t h a t is, when you click the screen, o r press the Spacebar, the E n t e r key, or the R i g h t A r r o w key. After y o u apply an a n i m a t i o n to an o b j e c t o n a slide, an a n i m a t i o n sequence icon

A n i m a t i o n effects are grouped into four types: ^

LB SS

slide s h o w advances t o the n e x t slide.

m a t e a bulleted list, the default f o r first-level bulleted items is t o a p p e a r using progressive disclosure, an

_j

appearance o f text and objects

already visible on the slide changes o r the text o r o b j e c t s m o v e in place.

appears near the upper-left c o r n e r o f the o b j e c t . T h e n u m b e r in the icon indicates the order o f the a n i m a t i o n when you advance the slide show. T h i s m e a n s that w h e n progressive disclosure An animation process in which bulleted items appear one at a time on a slide during a slide show. •

Chapter

2 0:

Creating

a

Presentation

I In the Animation group, point t o the Fly In button. S E L E C T I N G A

N

I

M

A

T

I

O

A N

P

P

R

O

P

R

I

A

T

Live Preview shows the slide title flying in from

E

the b o t t o m o f the slide.

S

I In the Animation group, click the More button Q .

When you choose an animation, keep the purpose

T h e Animation gallery opens. See Exhibit 2 0 - 1 7 .

of the presentation and the audience in mind. Flashy or flamboyant animations are acceptable for informal, fun-oriented presentations but are

EXHIBIT 2 0 - 1 7

Animation

GALLERY

not appropriate in formal business, technical, or educational presentations. These types of presen-

[ P / R J - I * d"II

tations should be more conservative. Although you want to capture the audience's attention, you should not select an animation that appears frivolous, such as one that makes the text bounce or spin onto the screen.

you display the slide in Slide S h o w view (or M i n i Slide S h o w view o r Reading view), a n d then you advance the slide show, the item labeled with the number 1 animation sequence icon animates first, and the item labeled with the n u m b e r 2 animation sequence icon animates s e c o n d . If an item is labeled with an a n i m a t i o n sequence icon

Emphasis animations

containing the n u m b e r 0 (zero), the default behavior w a s c h a n g e d , a n d that item will animate at the same time as o r immediately after the slide transitions o n t o the screen.

Underline animation

click to open dialog boxes listing additional animations in each category

Animating Slide Titles If you animate a slide title, m a k e sure you consider h o w it will appear to the audience. Y o u don't w a n t t o leave them wondering w h a t type o f information the next slide will contain. | In the Emphasis ACTIVITY

Animate the slide titles. Q|

section, click the Underline animation. T h e gallery

O n the R i b b o n , click the Animations tab. T h e ani-

closes and the

mations in the A n i m a t i o n group are grayed out,

animation previews

indicating they are n o t available. T h i s is because

in the Slide pane by

nothing

is selected o n the slide.

In the Slide pane, click anywhere on the title text in Slide 2 ( " A b o u t O u r C o m p a n y " ) . A dotted line appears a r o u n d the border o f the title text b o x , and the a n i m a t i o n s in the Animation group are n o w available. All o f the animations cur-

^

T i p : You can also dick the A d d Animation button in the Advanced Animation group to o p e n the Animation gallery.

underlining the slide title from left t o right. An a n i m a t i o n sequence icon with the n u m b e r 1 in it appears n e x t t o the upper-left corner o f the title text b o x . See Exhibit 2 0 - 1 8 . | O n the Animations t a b , in the Preview group, click

rently visible in the A n i m a t i o n group are entrance

the Preview button. T h e slide title animates on the

animations.

slide again.

selected animation

^

a

n

i

m

a

t

e

d

W

l

t

h

t

h

Underline

e

animation, is active. QP

In the Advanced A n i m a t i o n g r o u p , click the Animation Painter button. T h e button changes t o o r a n g e t o indicate that it is selected. M o v e the pointer o n t o the slide. T h e pointer changes t o

A indicat-

ing that the A n i m a t i o n Painter is active. In the Slides t a b , click the Slide 3 thumbnail. Slide 3 ( " 5 - Y e a r G o a l s " ) appears in the Slide p a n e . In the Slide pane, click a n y w h e r e on the title text. T h e Underline a n i m a tion copied f r o m t h e title t e x t o n Slide 2 is applied t o the title t e x t on ] p O n the status bar, click the Slide Show button [15 Slide 2 appears in Slide S h o w view.

Slide 3 , and the animation previews in the Slide pane. T h e Animation Painter b u t t o n is n o longer selected, a n d the pointer returns t o its default

Advance the slide show. T h e a n i m a t i o n you ap-

shape. T h e border still appears a r o u n d the title

plied, the emphasis Underline a n i m a t i o n , occurs

text indicating that it is selected.

and the slide title is underlined. Hfc Right-click a blank area of the slide. On the shortcut m e n u , click End Show.

Using the Animation Painter F o r consistency, you will usually w a n t t o apply the same a n i m a t i o n t o all the slide titles in the presentation. Y o u can display each slide in the Slide pane and repeat the same procedure t o apply the same animation t o each slide title. Y o u c a n also use the Animation Painter t o copy an a n i m a t i o n from one o b j e c t t o another. T o do so, you click the animated object, click the Animation Painter b u t t o n in the Advanced A n i m a t i o n group on the A n i m a t i o n s t a b , click the slide containing the object you w a n t t o a n i m a t e , and then click that o b j e c t . If you

I O n the A n i m a t i o n s t a b , in the A d v a n c e d A n i m a tion g r o u p , double-click the Animation Painter

button. ) Display Slide 4 ( " A d v a n t a g e s " ) in t h e Slide p a n e . In the Slide pane, click the title text. T h e Underline a n i m a t i o n is applied t o the title t e x t o n Slide 4 , the A n i m a t i o n Painter button r e m a i n s selected, a n d the pointer is still

A

) Apply the copied animation t o t h e title t e x t o n Slide 5 . ) Display Slide 1 in the Slide p a n e , a n d then click the title text t o apply the Underline a n i m a t i o n t o the slide title. )M O n the A n i m a t i o n s

w a n t t o c o p y the animation to multiple o b j e c t s , double-

t a b , in the Advanced

click the A n i m a t i o n Painter button. Y o u c a n then click

A n i m a t i o n group,

as m a n y objects as you w a n t and the A n i m a t i o n Painter

click the Animation

will remain selected and active until you click it again

Painter button. T h e

or press the Esc key t o turn it off.

Tip: Y o u c a n also press the Esc key to turn off the A n i m a t i o n Painter button.

button is deselected, and the pointer returns t o its usual shape.

Use the Animation Painter. nfc

In the Slide pane, click anywhere on the title text

Animation Painter A tool in PowerPoint that you can use to copy an animation from one object to another.

on Slide 2 ( " A b o u t O u r C o m p a n y " ) . T h e title text

Chapter

20:

Creating

a

Presentation

m

Animating Bulleted Lists

FM O n the status bar, click the Slide Show button

You can also animate bulleted lists. T o do this, you fol-

Slide 2 appears in Slide S h o w view with only the

low the same process as animating the slide titles. W h e n

slide title visible.

you apply an animation to text, it affects all o f the text in

rjp

the text b o x . If you animate a bulleted list, each first-level

Advance the slide show. T h e first a n i m a t i o n — t h e Underline a n i m a t i o n — o c c u r s .

bulleted item appears one at a time. If a first-level bullet

^

has any subbullets, the subbullets will appear at the same

Advance the slide show again. T h e first bulleted item and its subbullets fly o n t o the screen.

time as the first-level bullets. T h i s type o f animation focuses the audience's attention on each item, without the

J| Advance the slide s h o w twice m o r e t o make the

distractions o f items that haven't been discussed yet.

next t w o first-level bullets a n d their subbullets fly onto the screen. Q|

Animate bulleted lists. Q|

Press the Esc key t o end the slide show.

Hfc Apply the Fly In animation t o the bulleted lists on Slides3 t h r o u g h 6 . O n Slide 6 ( " C o n t a c t U s " ) , both

Display Slide 2 ( " A b o u t O u r C o m p a n y " ) in the

lines o f the address fly in at the same time because

Slide pane. Click anywhere in the bulleted list t o

the Shift+Enter keys were pressed t o create the sec-

make the text b o x active.

ond line o f the address, so it is only one paragraph.

O n the Animations t a b , in the Animation group, click the Fly In animation. E a c h first-level bulleted item flies in from the b o t t o m along with its sub-

Removing an Animation

bullets. T h e numbered a n i m a t i o n sequence icons

As you create a presentation, you might decide t o re-

next to each item indicate the order o f the anima-

move an animation. F o r e x a m p l e , t o o many animations

tions. See Exhibit 2 0 - 1 9 .

on a slide can distract an audience rather than enhance your message. If you change your mind and decide

Exhi xhibit 20-19 Animation sequence icons for a bulleted list

that you don't want an o b j e c t t o be animated, you can remove the a n i m a t i o n .

with subbullets ACTIVITY

*

Home

Preview*

None

Insert

Design

• Appear

Transitions

-nimations

Slide Show

i

k

Float In

Fade

Review

. *

-

E f f

e c t

Options »

View ^fcl Animation Pane Trigger • Add Animation - ^ A n i m a t i o n Painter

•

!

£

[

3

I

Remove an animation. DP

Display Slide 1 (the title slide) in

animation applied to the bulleted list

the Slide pane. In the Slide pane, click the title text.

About Our Company O We prepare gourmet meals O At your home subbullets fly in with O In our store their first-level bullet O Ready for you to O Serve O Heat O Freeze C Select from a variety of menus O Vegetarian and vegan options available O Menus change seasonally

O n the Animations t a b , in the Animation group, click the More button

HH At the top o f the gallery, click the None animation. T h e gallery closes and the Underline animation is removed from the title text on Slide 1 .

Chapter

2 0: Creating

a

Presentation

0.

Modifying the Start Timing of an Animation

o u cannot use the A n i m a t i o n

W h e n y o u apply a n animation t o a bulleted list that contains subbullets, as is the case with Slide 2 , the subbullets a n i m a t e at the same time as their first-level bullet.

Painter to copy modified start timings.

In some cases, y o u might want t o animate the subbul-

first bullet will animate when you advance the slide show

lets individually t o emphasize those items as well. Y o u can do this by changing the

Exhibit 20-20 Start timing for the first bullet

start timing. First, select the animated bulleted item o r object whose

start

timing

you w a n t t o c h a n g e , a n d then click t h e Start arrow

Format

•

Fly In

3^) Animation Pane Float In

Effect Options'

Trigger Animation » ^ A n i m a t i o n Painter

•

Start: On Click

£

Duration:

3

Delay

Advanced Animation

in the T i m i n g group on the

Reorder Animation

00.50

^

Move Earlier

•

Move Later

Timing

A n i m a t i o n s t a b t o change whether an a n i m a t i o n starts when you advance the slide show

( O n Click),

at the

same time as w h e n the previous item animates

(With

Previous), o r automatically after the previous item animates (After Previous). T h e numbers in t h e animation sequence icons increase by one f o r each item that is set t o animate O n Click. W h e n an a n i m a t i o n is set t o start With Previous or After Previous, the a n i m a t i o n sequence n u m b e r does n o t increase. As y o u have seen, when you preview an a n i m a t i o n , it plays a u t o m a t i c a l l y o n the slide in the Slide pane, even if the timing setting for the animation is O n Click. T o m a k e sure the timing settings are correct, you should watch the a n i m a t i o n in Slide S h o w or Reading view.

bullet—will animate when y o u a d v a n c e through the slide show. I Click directly on the first subbullet icon. T h e first subbullet is selected. O n the A n i m a t i o n s t a b , in the T i m i n g group, W i t h Previous appears in the Start b o x . T h i s means that t h e selected item

ACTIVITY

will animate w i t h — a t the s a m e t i m e a s — t h e

Modify the start timing of an animation.

previous item.

Hi Display Slide 2 ("About O u r C o m p a n y " ) in the

Q)

of the remaining

In the first bulleted item, doubleclick any w o r d to select it. See Exhibit 2 0 - 2 0 . On the A n i m a t i o n s t a b , in the Timing group, O n Click appears in the Start b o x indicating that this item—the

I Press and hold the Ctrl key, click each

Slide p a n e .

first-level

A

six subbullet icons, and then release

Problem? If you d o

the Ctrl key. T h e

A

Problem? If you accidentally click a first-level bullet, keep the Ctrl k e y pressed, a n d t h e n click the bullet a g a i n t o

not see a n y t h i n g in the

seven subbullets on

Start box, y o u simply

Slide 2 are selected,

clicked in the text of

and W i t h Previous

the bulleted item. Be

appears in the Start b o x . See E x h i b i t 2 0 - 2 1 .

sure to double-dick

a

word in the bulleted item to select it.

deselect it.

| O n the Animations t a b , in the T i m i n g g r o u p , click the Start arrow. T h e three c h o i c e s f o r starting an a n i m a t i o n appear.

Exhibit 20-21 Subbullets set to appear using progressive disclosure

selected subbullets will animate at same time as previous item

click

the Animations t a b ,

and then e x a m i n e the numbers in the animation sequence icons. Items labeled

Format £L

Animation Pane

•

Start Wit

Y

Trigger "

J

Duration

Z

Animation » ^ A n i m a t i o n Painter

•3 Delay:

Advanced Animation

/

CS

K

T Previous • 00.50

00.00

3

Reorder Animation

with lower number animation sequence icons animate

:

^

Move Earlier

before

items labeled

:

•

Move Later

higher

number

Timing

with

animation

sequence icons. To change the animation order, click the animation sequence icon associated with the item whose

animation

order you want to change. In the Timing group on the Animations tab, click the M o v e Earlier or M o v e Later button under the Reorder Animation label. Usually, clicking one o f these buttons shifts

selected subbullets

the animated item one position in the list of animated items. However, in an animated bulleted list, the text b o x is treated as a single item in the animation order sequence. This helps to ensure that the list animates in a log-

I Click On Click. E a c h subbullet n o w has a different

ical sequence. It would be odd, for example, to have a slide

animation sequence n u m b e r next t o it. This means

appear, then have one bulleted item animate, followed by

that each subbullet will a n i m a t e individually when

the slide title, the second bulleted item, and so forth.

you advance the slide show. ( O n the status bar, click the Slide Show button [^J, and then advance the slide s h o w twice. T h e Underline animation o c c u r s , and the first first-level bulleted item flies o n t o the screen. | Advance the slide s h o w twice m o r e t o animate the t w o subbullets for the first bulleted item o n t o the screen. \ Advance the slide s h o w seven m o r e times t o animate the rest o f the items from Slide 2 o n t o the screen. J Press the Esc key t o end the slide show.

ACTIVITY Change the order of animations.

tWWW Display Slide6 ( " C o n t a c t

U s " ) in the Slide pane.

T h e bulleted list on this slide is animated, but the slide title is n o t . £ P Click anywhere in the title text, and then apply the Underline animation (located in the Emphasis section). An animation sequence icon containing the number 4 appears near the left edge o f the slide. This means the animation applied to the title is t h e fourth animation on the slide. I O n the status bar, click the Slide Show button [t?

Modifying the Order of Animations If objects on a slide d o n o t animate in the order you e x pected, you c a n change the order o f the animations. T o see the current order, display the slide in the Slide pane,

Slide 6 appears in Slide S h o w view, and the title is the only object on the slide. I Advance the slide show three times. T h e three bulleted items appear on the slide.

ing, transition t o the last slide in a presentation t o signal

I Advance the slide show once m o r e . T h e slide title

the audience that the presentation is a l m o s t

is underlined. T h i s should be the first a n i m a t i o n

finished.

that o c c u r s on Slide 6 . | Press the Esc key to end the slide show.

Add transitions to the slides.

) In the Slide pane, click the title text animation sequence icon (which contains the n u m b e r 4 ) t o

QP

select it.

O n the R i b b o n , click the Transitions tab. In the Transition t o This Slide g r o u p , click t h e Push transition. T h e Push transition is applied t o t h e current

) O n the A n i m a t i o n s t a b , in the T i m i n g group, click

slide, a n d y o u see a preview o f the Push transition

the Move Earlier button. T h e n u m b e r in the title

in the Slide pane.

t e x t a n i m a t i o n sequence icon changes t o a 1 t o indicate that it will animate first.

I O n the Transitions t a b , in the Preview

| Display Slide 6 in Slide Show view, and then advance

g r o u p , click the

the slide show twice. T h e slide title is underlined, and

Preview button. T h e

then the first bulleted item appears on the slide.

transition is again

End the slide show.

previewed in the

Save the presentation.

Slide pane. (In the Transition to

LO20.5 Adding

T h i s Slide group,

Transitions ~

~

click the More button 0 t o display t h e gallery o f transitions. ~

\ J hen y o u move from o n e slide t o a n o t h e r in

\ •

^ T i p : Clicking t h e Play Animations button §fr below t h e slide n u m b e r in t h e Slides tab displays a preview of both t h e transition a n d a n y animations o n the slide.

T P o w e r P o i n t , the next slide simply appears o n

the screen in place o f the previous slide. T o m a k e the slide s h o w m o r e interesting, you c a n add transitions be-

) In the second r o w in the E x c i t i n g section, click the Switch transition t o apply the Switch transition t o the current slide and see a preview. I In the Transition t o This Slide g r o u p , click the

tween slides. A transition is a special effect that changes

Gallery transition. T h e Gallery transition replaces

the w a y a slide appears on the screen in Slide S h o w or

the Switch transition for the c u r r e n t slide, a n d the

Reading view. Y o u apply transitions in N o r m a l o r Slide

new transition previews.

Sorter view. As with a n i m a t i o n s , make sure the transitions you c h o o s e are appropriate for the audience a n d the presentation. In presentations with a formal t o n e , it's a good idea t o apply o n e type o f transition t o all o f the slides in the presentation. In a presentation designed t o really grab the audience, such as a sales presentation, o r t o

) O n the Transitions t a b , in the T i m i n g g r o u p , click the Apply To All button. T h e G a l l e r y transition is applied t o all o f the slides in t h e p r e s e n t a t i o n . I Display Slide 6 ( " C o n t a c t U s " ) in the Slide pane, if it is n o t already displayed. I In the Transition to T h i s Slide g r o u p , click the Flip

entertain t h e m , such as a slide s h o w displaying photos

transition. T h e Flip transition is applied only t o

in a p h o t o a l b u m , you c a n use a variety o f transitions.

the current slide, Slide 6 , a n d a preview o f the Flip

S o m e t i m e s , presenters apply a different, m o r e interest-

transition appears. ) Display Slide4 ( " A d v a n t a g e s " ) in the Slide p a n e .

transitions The in the Transitions Gallery make it appear as if the slide^^^^^^ remains stationary while only text on the slid

O n the status bar, click the Slide Show button Slide 4 transitions o n t o the screen with the Gallery transition.

transition A special effect that changes the way a slide appears on the screen in Slide Show or Reading view.

IL Advance the slide show five times t o animate and

I C l i c k in t h e Notes pane, a n d t h e n type Pass

display all o f the content on Slide 4 and transi-

out marketing plan handouts as t h e n o t e . See

tion t o Slide 5 ( " O u r T e a m " ) with the Gallery

Exhibit 2 0 - 2 2 .

transition.

Exhibit 20-22

Advance the slide s h o w five m o r e times t o ani-

Speaker note on Slide 3

mate and display all o f the c o n t e n t on Slide 5 and

o UPEN SE

transition t o Slide 6 ( " C o n t a c t U s " ) with the Flip transition. End the slide show.

note in Notes pane

Save the presentation.

1.02.6

S

Adding Speaker Notes

I J PASS OUT MARKETING PLAN HANDOUTS SLIDE 3 Of 6 I "PLLSHPILL* I CF JR I ^Mm»mi»mmmmmMm^.^.

peaker notes help the speaker remember w h a t t o

,„ , u

say when a particular slide appears during the preI O n the Ribbon, click the View tab. In the Presentation

sentation. T h e y appear in t h e N o t e s pane below the Slide pane in N o r m a l view; they d o n o t appear dur-

Views group, click the Notes Page button. Slide 3 is

ing the slide show. Y o u c a n switch t o Notes Page view

displayed in Notes Page view. See Exhibit 2 0 - 2 3 .

to display each slide in the

^^^^^^^^^^^^^

top half o f the presentation

Exhibit 20-23 Slide

window

and display

the

3 in Notes Page view

speaker notes for that slide

T^OTIS^^^ICROTOTTPOWEN^OIN^

in the bottom half. Y o u c a n also print notes pages with

•

Ruler

a picture o f and notes a b o u t

•

Gridlines

•

Guides

Slide Handout Notes Master Master Master

each slide.

3

Zoom

gArran Fit to Window

Q Grayscale mm Black and White

^—' ^jCasca New Window -*!« M

o

w

e

Master Views

Create a note and view slides in Notes Page view. Q|

Display Slide 3 ( " 5 - Y e a r G o a l s " ) in the Slide pane. T h e placeholder text " C l i c k t o add n o t e s " appears in

speaker

the N o t e s pane below

note added

the Slide pane.

I At the b o t t o m o f the vertical scroll bar,

speaker notes Notes that appear in the Notes pane to remind the speaker of points to make when the particular slide appears during the slide show.

click the Next Slide

Notes Page view The PowerPoint view that displays each slide in the top half of the presentation window and the speaker notes for that slide in the bottom half.

pears in N o t e s Page

button ["^1 Slide 4 ("Advantages") apview. T h e notes placeholder appears below the slide

Chapter

2 0:

Creating

a

Presentation

k T i p : In Normal view a n d in Notes Page view, y o u c a n also press t h e P a g e U p key to m o v e to t h e previous slide or t h e Page D o w n key to m o v e to t h e next slide.

^

because this slide does not contain any speaker

don't usually have footers o n t h e m , y o u c a n select an

notes.

option t o hide the footer on the title slide. T h e r e is also a Preview area in the dialog b o x t h a t s h o w s where the

At the b o t t o m o f the vertical scroll bar, click the Next

footer, slide number, and date will a p p e a r o n the slide.

Slide button • twice to display Slide 6 ("Contact U s " ) . This slide has a speaker note as well. D

O n the V i e w t a b , in the Presentation Views group, Slide pane in N o r m a l view.

Insert footers, slide numbers, and the date on slides.

Save the presentation.

Q)

click the Normal button. Slide 6 appears in the

Q)

On the Ribbon, click the Insert tab. In the Text group, click the Header & Footer button. T h e H e a d e r

LOIO

7 Adding Footers and

and Footer dialog b o x opens with the Slide t a b on top. In the lower-right corner o f the dialog b o x , the Preview b o x shows a preview slide with rec-

Headers

tangles that identify where the footer, date, and slide number will appear. Their exact positions change depending on the current theme. See E x h i b i t 2 0 - 2 4 .

1 n PowerPoint, a footer is text that bottom o f handouts and notes pages, and a header is text that appears at

Exhibit 20-24 Slide tab in the Header and Footer dialog box click to display selected items on all slides

the t o p o f handouts and notes pages in a document. Handouts are print-

Header and Footer

outs o f the slides.

f Slide

W h e n y o u add a footer t o a slide, the same

footer

Slide tab

Notes and Handouts

Indude on slide

is n o t

andH ag t

a u t o m a t i c a l l y applied t o handouts and notes pages. Y o u must add the f o o t e r t o notes and handouts separately. A l s o , depending on the theme applied, the footer on slides might

appear

somewhere

current date will appear here

Hfete

(§) Update automatically Language: |9/21/2014~ English (U.S.)

other

Apply, to All

App yl

Cancel Calendar type: Western

click to display selected items

r

only on t h e current slide

than the b o t t o m o f the slides. W h e n y o u insert headers a n d footers, y o u c a n also choose to display the slide o r page number a n d

Slide number • Footer

the date. T o display the various elements, y o u select those elements in the H e a d e r a n d F o o t e r dialog b o x .

Inserting Footers, Slide Numbers, and the Date on Slides

Don't show on title slide

select this check box if you don't want the selected items to appear on the title slide

T o add a footer, the slide number, and the date t o slides, you need t o open the Slide t a b on the H e a d e r

type footer text here

footer position

[Z

date position

footer In PowerPoint, text that appears at the bottom of every slide or at the bottom of handouts and notes pages.

button in the T e x t group on the Insert t a b . W h e n you

header In PowerPoint, text that appears at the top of handouts and notes pages in a document.

add this i n f o r m a t i o n , you can choose t o add it only t o

handout A printout of the slides in a presentation.

and F o o t e r dialog b o x by clicking the H e a d e r & F o o t e r

the current slide o r to all the slides. Because title slides

I Click the Footer check box t o select it. In the Preview b o x , the left rectangle turns black t o indicate

T o insert footers or headers on

that the footer will appear on the slides. T h e inser-

all slides except the title slide, any

tion point is blinking in the F o o t e r b o x .

slide other than Slide i must be displayed in the Slide pane.

I In the Footer b o x , type Gourmet On Call. I Click the Slide number check box t o select it. T h e right rectangle in the Preview b o x turns black to indicate that the slide n u m b e r will appear in this

ACTIVITY

location on each slide. | Click the Date and time check box. T h e center rectangle in the Preview b o x turns black, a n d the options under this check b o x darken so you can c h o o s e one o f them.

date always appear on

Add a header and footer to the notes pages and handouts.

t h e slides, select the

[ ^ D i s p l a y Slide2 ("About O u r C o m p a n y " ) in the

^k,Tip: To

have a specific

Fixed option button

Slide pane.

o n the Slide tab in the

Rfc On the Insert t a b , in the Text group, click the

Header a n d Footer

Header & Footer button. T h e H e a d e r and Footer

dialog box, a n d then

dialog b o x opens with the Slide t a b on t o p .

t y p e a date in the Fixed box.

Hi Click the Notes and Handouts tab. Unlike the Slide tab, this t a b contains a H e a d e r check b o x and a

I If necessary, click the Update automat-

b o x in which t o type a header as well as a Page

ically option button. T h e current date will appear

number check b o x that is selected by default. See

on the slides every time the presentation is opened

Exhibit 2 0 - 2 5 .

I Click the Don't show on title slide check box to select it. I Click Apply to All. T h e dialog b o x closes and all the slides e x c e p t the title slide

Exhibit 20-25 Notes and Handouts tab in the Header and Footer dialog box Notes and Handouts tab

contain the footer, slide number, and today's date. I Display Slide 1 (the title slide) in the Slide pane. Verify that the footer, slide number, and date d o n o t appear on the slide.

Inserting Headers and Footers on Notes Pages and Handouts

select to display the date in the header

Indude on page

~~E fete and time! (§) Update automatically date and time

If you plan t o print notes f o r your reference

position

or distribute handouts t o the audience, you might w a n t to add i n f o r m a t i o n t o the header and footer in these printouts. T h e footer that appears o n the slides does n o t appear on the notes pages o r the handouts. Y o u need t o open the N o t e s and H a n d o u t s t a b in the H e a d e r and F o o t e r dialog b o x t o set the options for both headers a n d footers on notes and handouts. T h e page n u m b e r appears in the footer o f notes and h a n d o u t s by default. Page number

Chapter

20:

Creating

a

Presentation

page number position

Click the Header check box t o select it. A thick

w o r d s , and decide whether t o c h a n g e the w o r d o r

border appears around the placeholder in the

ignore the suggested correction. After you check the spelling, y o u should run the

upper-left c o r n e r o f the Preview. T h a t is where the header will appear.

slide s h o w t o verify that all o f y o u r a n i m a t i o n s a n d transitions w o r k as you expect, a n d t o review the c o n tents o f each slide.

Hi

In the H e a d e r b o x , type Business Expansion Plans.

ACTIVITY

Click the Footer check box, and then in the F o o t e r

b o x , type Presentation to Investors. ^

Click Apply to All. T h e dialog b o x closes, and all

Check and review the presentation.

notes pages and handouts that you print will n o w

On the R i b b o n , click the Review tab. In the Proof-

c o n t a i n the header and footer you typed, as well

ing group, click the Spelling button.

as the page n u m b e r in the footer. Tk Save the presentation.

If there are spelling errors, the Spelling dialog b o x opens. In that case, decide h o w t o handle each w o r d that is flagged because it w a s n o t f o u n d in

LO20 8 Reuiewing, Preuiewing,

the P o w e r P o i n t dictionary, just as y o u w o u l d in a W o r d d o c u m e n t . If there aren't a n y spelling e r r o r s , or after y o u correct all the spelling e r r o r s , a dialog

and Printing a Presentation

A

fter y o u complete your presentation, y o u should always c h e c k the spelling in your presentation,

p r o o f r e a d it, a n d view it in Slide S h o w o r Reading view to m a k e sure everything works as expected.

b o x opens telling you that the spelling c h e c k is complete.

Q| Ccilk OK. Q|

button § ] . T h e slide s h o w starts in Slide S h o w

Checking and Reviewing a Presentation You should always check the spelling in a presenta-

view. £P

tion a n d p r o o f r e a d it for errors. Using the spell checker in P o w e r P o i n t is similar t o using the spell checker in W o r d — c l i c k the Spelling button, e x a m i n e any flagged

Are Handouts Necessary?

| | I I

Display Slide 1 (the title slide) in t h e Slide p a n e . O n the status bar, click t h e Slide Show

Advance through the slide show. If y o u see a n y p r o b l e m s while you are w a t c h i n g t h e slide show, press the Esc key t o exit the slide s h o w a n d return to N o r m a l view, make the necessary c o r r e c t i o n s , and then return to Slide S h o w view.

m

the rustle of paper can be j Before taking the time to create handouts for a pre- distracting to the speaker j sentation, consider when to provide the audience with and other audience memhandouts and whether the audience will find value in bers. To avoid this problem, having them. Many speakers provide printed copies first decide if handouts are of their presentation slides to the audience at the be- truly necessary. If they are, conginning of their presentation. This usually reduces the sider providing handouts at the end of need for the audience to take notes on each slide as it's your presentation instead of before your presented. However, sometimes the audience starts to presentation. If you need to provide a hand- out deread the handouts as soon as they are distributed, get- signed to support a specific part of your presentation, ting ahead of the speaker. The audience may also stop wait and distribute this handout when y o u get t o that listening to the speaker because they are focused more point. intently on the printed text. And as they turn the pages.

Exhibit 20-26 Completed presentation in Slide Sorter view

I Switch to Slide Sorter view. C h a n g e the zoom level

^

Notes P a g e s — P r i n t s each slide as a notes page,

to 130% zoom so that the slide thumbnails are

with the slide at the top o f the page and speaker

as large as possible but still all appear within the

notes below the slide, similar to h o w a slide ap-

Slide Sorter window. C o m p a r e your presentation

pears in N o t e s Page view.

to Exhibit 2 0 - 2 6 .

^

) Save the presentation.

outline. ^

Opening the Print Tab PowerPoint provides several ways to print the slides in

Outline—Prints the text o f the presentation as an

H a n d o u t s — P r i n t s the presentation with one, t w o , three, four, six, or nine slides on each piece of paper. W h e n printing three slides per page, the slides appear down the left side o f the page and

your presentation. Y o u access the print options from

lines for notes appear to the right o f each slide.

the Print tab in Backstage view. See E x h i b i t 2 0 - 2 7 . In

W h e n printing four, six, or nine slides, you can

the Settings section, you can click the Full Page Slides

choose whether to order the slides from left to

button to c h o o s e from the following options for print-

right in rows (horizontally) or from top to b o t t o m

ing the presentation:

in columns (vertically).

^

Full P a g e S l i d e s — P r i n t s each slide full size on

Y o u c a n also click the Print All Slides b u t t o n to

a separate piece o f paper; speaker notes are not

specify w h e t h e r you will print all the slides, selected

printed.

slides, the c u r r e n t slide, or a c u s t o m r a n g e . C u s t o m

Exhibit 20-27 Print tab in Backstage view

click to change what is printed click to print slides in grayscale or black and white

R a n g e is selected a u t o m a t i c a l l y if y o u c l i c k in t h e

In the navigation bar, click Print. T h e Print t a b

Slides b o x a n d type t h e slide n u m b e r s o f t h e slides

appears in Backstage view. T h e Print t a b c o n -

you w a n t t o p r i n t . If the slides y o u w a n t t o p r i n t are

tains options for printing the p r e s e n t a t i o n , a n d

s e q u e n t i a l , t y p e t h e first a n d last slide n u m b e r s sepa-

a preview o f the first slide o r page as it will print

rated by a h y p h e n . If the slides y o u w a n t t o print are

with the currently selected o p t i o n s . R e f e r t o

n o t s e q u e n t i a l , type the slide n u m b e r s s e p a r a t e d by

Exhibit 2 0 - 2 7 .

commas. A preview o f the presentation using the print o p tions you select appears on the right side o f the Print

Printing Full Page Slides

t a b . Y o u c a n click the N e x t Page [V\ and Previous Page

T h e default option f o r printing a presentation is t o

[4] buttons at the b o t t o m o f the preview t o scroll from

print all the slides as full page slides, o n e slide per page.

page t o page, o r you can drag the scroll bar.

ACTIVITY

Open the Print tab in Backstage view. nfc

Print the title slide as a full page slide. f

If the second button in the Settings section is n o t

O n the R i b b o n , click the File tab. Backstage view

labeled " F u l l Page Slides," click it, a n d then click

appears.

Full Page Slides.

Choosing Color Options You can choose whether to print a presentation in color, grayscale, or black and white. Obviously, if your computer is connected to a black and white printer, the presentation will print in black and white or grayscale even if Color is selected in the bottom button in the Settings section. If you plan to _ print in black and white 0 ^ or grayscale, you should change this setting so you can see w h a t the slides will look like without color a n d to make sure they are legible. Y o u can do this using the View t a b on the Ribbon or the Print t a b in Backstage view. To do this from the View tab on the Ribbon, in the Color/ Grayscale group, click t h e Grayscale or Black and White button. To do this from the Print tab in Backstage view, click the Color button, and then click Grayscale or Pure Black and White. The preview will change to show the presentation in grayscale or black a n d white.

Printing Handouts If you print a presentation as handouts, you can fit multiple slides on a page. W h e n you choose 1 Slide in the H a n d o u t s section, the slide prints in the middle o f the page with space around it for note taking.

ACTIVITY

Print handouts. O n the R i b b o n , click the File tab. In the navigation bar, click Print. I In the Settings section, click the Full

Page Slides button. A menu opens with choices for printing the presentation. At the bottom of the menu, Frame Slides

^

T i p : To print full page slides with a border around them, click the Full Page Slides button in the Settings section, a n d then click Frame Slides.

does not have a check mark next to it because the default for Full Page Slides, the currently selected option, is to not frame the slides on the page. See Exhibit 2 0 - 2 8 .

click to print presentation as notes pages

Exhibit 20-28 Print options menu on I In the Settings section, click the Print All Slides button. You c a n print all the slides, selected slides, the current slide, or a custom range. In this case, you w a n t to print just the title slide as a full page slide, not all six slides.

click to print presentation as full page slides

) Click Custom Range. T h e m e n u closes and the i n s e r t i o n p o i n t is blinking in the Slides b o x . T h e preview n o w is b l a n k a n d t h e page number information at the bottom shows 0 of 0. | In the Slides b o x , type 1. ) In the preview pane, click anywhere. Slide 1 (the title slide) appears in the preview pane, and the page number information indicates that you are viewing a preview o f page 1 o f a total o f 1 page to print. I At the t o p o f the Print section, click the Print button. B a c k s t a g e view closes and Slide 1 prints.

Chapter

2 0: Creating

a

Presentation

the Print tab

I In the H a n d o u t s section, click 6 Slides Horizontal. T h e preview changes t o s h o w Slide 1 smaller and in the upper-left corner o f the page. fj|

In the Settings section, click the

^Tip:

I In t h e P r i n t L a y o u t s e c t i o n o f t h e m e n u ,

If y o u select

c l i c k Notes Pages. T h e m e n u c l o s e s a n d

3 Slides to print

t h e p r e v i e w s h o w s Slide 1 as a n o t e s p a g e .

h a n d o u t s as three

Y o u will verify t h a t Slides 3 a n d 6 c o n t a i n

slides per p a g e , the

speaker notes.

slides print with horizontal lines to

I B e l o w t h e preview, click t h e Next P a g e button

the right of each slide

\V\ t w i c e t o display Slide 3 ( " 5 - Y e a r G o a l s " )

to m a k e it easier for

in t h e preview, a n d then c l i c k t h e Next Page

s o m e o n e to take

button [•] t h r e e m o r e t i m e s t o d i s p l a y Slide 6

notes.

( " C o n t a c t U s " ) . T h e s e slides c o n t a i n s p e a k e r notes.

6 Slides Horizontal button. T h e F r a m e

) In the Settings section, click in the Slides box,

Slides c o m m a n d n o w has a check m a r k n e x t t o it

type 3,6 t o specify the slides t o print, a n d then

because the default for handouts is t o frame the

click a blank area o f the Print t a b . O n l y t h e t w o

slides. Y o u c a n click this c o m m a n d at any time t o

specified pages will print.

toggle it o n o r off. ^

Scroll through the preview t o c o n f i r m t h a t Slides 3

Click a b l a n k area o f the screen t o close the open

and 6 will print.

menu. ^

I Click the Print button. Slides 3 a n d 6 print as

B e l o w the C u s t o m Range b u t t o n , click in the

notes pages.

Slides box, a n d then press the Delete or Backspace key t o delete the 1 . T h e button above the Slides b o x c h a n g e s from Custom R a n g e t o Print All Slides, a n d all six slides appear on the page in the

Printing the Presentation as an Outline

preview, arranged in order in three rows from left

You c a n also print the presentation as an outline. T h e printout matches the text you see in the O u t l i n e t a b in

t o right.

N o r m a l view.

VM At the top o f the Print section, click the Print button. B a c k s t a g e view closes and the handout

ACTIVITY

prints.

Print the presentation as an outline.

Printing Notes Pages

Q)

Y o u c a n p r i n t t h e slides as n o t e s pages t o include any s p e a k e r n o t e s . Click the s e c o n d b u t t o n

under

Settings, a n d then click N o t e s Pages. T h e n y o u c a n scroll t h r o u g h t h e preview t o see w h i c h slides c o n t a i n n o t e s . I f y o u w a n t t o print only t h e slides t h a t c o n t a i n n o t e s , c l i c k in t h e Slides b o x , a n d then type t h e slide numbers.

In the S e t t i n g s s e c t i o n , click t h e Notes Pages b u t t o n , a n d then c l i c k O u t l i n e . Slides 3 a n d 6 a p p e a r as an o u t l i n e in t h e p r e v i e w pane. I Click the Custom Range button, and

^ T i p : If a n outline is a

then click Print All ACTIVITY

Print slides containing speaker notes. Q ^ O p e n the Print t a b in Backstage view. Q P

O p e n the Print tab in B a c k s t a g e view.

In the Settings section, click the 6 Slides Horizontal button. T h e b u t t o n is labeled " 6 Slides H o r i z o n t a l , " o n e o f t h e o p t i o n s f o r p r i n t i n g h a n d o u t s , b e c a u s e t h a t w a s t h e last p r i n t i n g o p t i o n selected.

Slides. T h e entire outline appears in the preview.

bit l o n g e r t h a n o n e p a g e , y o u c a n click the Outline b u t t o n , a n d t h e n click Scale to Fit Paper to try to force

) At the t o p o f the Print section, click

the outline to fit o n one page.

the Print button. B a c k s t a g e view closes and the outline prints. I Close the presentation.

Chapter

2 0: Creating

a

Presentation

Quiz Yourself 1.

5.

second-level bulleted items:

Book clubs Author signings Book launch parties

W h a t is the name o f the view that displays the slide thumbnails o r presentation outline in a t a b on the left, the slides in a Slide pane, and speaker notes below the Slide pane?

2.

W h a t is a placeholder?

3.

W h a t is a text b o x ?

4.

W h a t is a layout?

5.

W h a t does AutoFit d o ?

6.

6.

7.

8.

Describe M i n i Slide S h o w view.

9.

W h a t is a transition?

1 0 . Define progressive disclosure. 1 1 . W h e n you add a footer a n d slide number to slides, how do you prevent them from appearing on the title slide? 1 2 . H o w do you create speaker notes? 1 3 . W h a t are the four ways y o u c a n print the content of a presentation?

Change the layout o f Slide 3 ( " C o n t a c t U s " ) to Title and C o n t e n t .

8.

In the content placeholder o n Slide 3 , add the first-level

bulleted item Address, add a second-

level bulleted item 3891 Elm St., and then add Philadelphia, PA 19107 on a n e w line without

level? Describe Reading view.

Add a new Slide 3 using the Comparison layout, and then add the slide title Contact Us.

W h a t happens when you demote a slide title one

7.

Below the Events bullet item, add the following

creating a new subbullet. 9.

Save the presentation, and then close it. Open the data file Bookstore located in the Chapter 20\ Practice It folder. Save the presentation as

Bookstore Growth. 1 0 . Display Slide 6 ("A B o o k s t o r e for B o o k l o v e r s " ) . Below "Skilled staff," add the following secondlevel bulleted items, allowing the text to AutoFit in the text b o x :

Genre specialists Invested in the community 1 1 . Change the theme o f the presentation to the Paper theme. 1 2 . Display the Outline t a b . In the Outline tab on Slide

Practice It

the fourth first-level bulleted item on the slide.

Practice It 20-1

1 3 . O n Slide 6 , drag the last bulleted item, " S t a f f

1.

Start PowerPoint, and then save the new, blank presentation as Bookstore Plan.

2.

In Slide 1 , add the title Best Books, and add your name as the subtitle.

3.

Add a new Slide 2 using the Title and C o n t e n t layout.

4.

6, add New Ideas as a new, first-level bulleted item as

P i c k s " lists, up so it appears a b o v e the Add pastries t o coffee shop bulleted item. 1 4 . In the Outline t a b , on Slide 6 , p r o m o t e the N e w Ideas bulleted item so it b e c o m e s a new Slide 7. 1 5 . In the Outline t a b , on Slide 4 ( " T i m e for a N e w S t o r e " ) , under the Sales have risen steadily firstlevel bulleted item, demote the At least 1 0 %

Add the slide title A Bookstore for Booklovers and

increase each quarter bulleted item to a subbullet.

then add the following first-level bulleted items:

If necessary, p r o m o t e the M a r k e d increase after

Independent bookseller Skilled staff Events

coffee shop opened bulleted item t o a second-level bulleted item. 1 6 . Rearrange the slides so that Slide 2 ("About U s " ) becomes Slide 6 , Slide 5 ("A B o o k s t o r e for B o o k l o v e r s " ) becomes Slide 2 , Slide 3 ( " C o n t a c t U s " ) becomes Slide 6 , and Slide 7 ( " N e w I d e a s " ) becomes Slide 5 .

1 7 . Delete Slide 4 ( " C e l e b r a t e with U s ! " ) . 1 8 . O n Slide 2 ("A B o o k s t o r e f o r B o o k l o v e r s " ) , anim a t e the slide title using the Bold Reveal animation in the Emphasis category.

2 9 . Close the presentation.

Practice It 20-2 1.

1 9 . Use the A n i m a t i o n Painter t o apply the animation

ter 20\Practice It folder. Save the presentation as

Customer Presentation.

applied t o the title text on Slide 2 t o the titles on Slides 3 through 6 and then t o the title text on Slide 1 .

2.

T h e title text AutoFits t o the title t e x t b o x . Add

in the E n t r a n c e category t o the bulleted lists.

Slide 3 ( " T i m e for a N e w S t o r e " ) , modify the start timing o f the subbullets animation t o start O n

your n a m e as the subtitle. 3.

Delete Slide 3 ( " O u r Cleaning S t a f f " ) .

4.

M o v e Slide 6 ("Weekly Services") so it b e c o m e s Slide 3 .

Click. 2 2 . Apply the Pan transition in the D y n a m i c C o n t e n t

5.

new first-level bulleted item.

transition in the Exciting category t o only Slide 6 6.

O n Slide 3 , add Remember to pause for questions from the audience, as the speaker n o t e .

2 3 . O n Slide 4 ( " N e w I d e a s " ) , add Explain that we

solicited ideas from both staff and customers, as

O n Slide 3 ("Weekly S e r v i c e s " ) , at the end o f the bulleted list, add Stair and elevator cleaning as a

category t o all o f the slides. Apply the Z o o m ("Contact U s " ) .

In the title slide, add OfficePro as the title, press the Enter key, and then type Cleaning Specialists.

2 0 . O n Slides 2 through 6 , apply the W i p e animation

2 1 . O n Slide 2 ("A B o o k s t o r e f o r B o o k l o v e r s " ) and

O p e n the data file Customer located in the C h a p -

7.

O n Slide 2 ( " D a i l y S e r v i c e s " ) , at the end o f the

a speaker n o t e . O n Slide 6 ( " C o n t a c t U s " ) , add

bulleted list, add Restroom cleaning and disinfect-

Mention that the Web site is being redesigned, as a

ing as a n e w first-level bulleted item.

speaker n o t e .

8.

In Outline view, on Slide 4 ("Specialized S e r v i c e s " ) , move the "Pressure w a s h i n g " a n d " C a r p e t clean-

2 4 . Add the footer Best Books New Store Proposal t o

i n g " bulleted items so that they appear b e l o w

all the slides except the title slide, and then display the current date and the slide n u m b e r on all the

"Stripping and refinishing" a n d a b o v e " A i r c o n d i -

slides e x c e p t the title slide.

tion vent cleaning."

2 5 . O n the notes and handouts, add Best Books as a header a n d New Store Presentation as a footer. 2 6 . C h e c k the spelling in the presentation, making any c o r r e c t i o n s necessary. Review each slide in the presentation. 2 7 . V i e w the entire slide show in Slide Show, M i n i Slide Show, o r Reading view. M a k e sure the anim a t i o n s a n d transitions w o r k as y o u expect, and

9.

O n Slide 2 ( " D a i l y S e r v i c e s " ) , in the second firstlevel bulleted item, make the w o r d Sinks first-level

a new

bullet.

1 0 . O n Slide 2 ( " D a i l y S e r v i c e s " ) , d e m o t e t h e bulleted items " S i n k s " and " T o a s t e r s " t o second-level bullets so that four second-level bulleted items n o w appear under " K i t c h e n and lounge area cleaning including."

l o o k carefully at each slide and check the content.

1 1 . Animate the slide titles f o r all the slides with the

If y o u see a n y errors o r formatting p r o b l e m s , press

D a r k e n animation in the E m p h a s i s category.

the E s c key t o end the slide show, fix the error, and

1 2 . R e m o v e the a n i m a t i o n f r o m the title on the title

then start the slide show again from the current slide. 2 8 . Save the presentation. Print the title slide as a full page slide. Print the entire presentation as hand-

slide. 1 3 . Animate all o f the bulleted lists with the Shape animation in the Entrance category using progressive disclosure for all bullet levels. D o n o t a n i m a t e

o u t s , 6 slides per page, and as an outline. Print

the text in the content text b o x on Slide 6 ( " F o r

Slides 4 and 6 as notes pages.

More Information").

1 4 . O n Slide 6 ( " F o r M o r e I n f o r m a t i o n " ) , animate the

5.

O n Slide 3 ( " M i n i G o l f " ) , add Variety of pitch

c o n t e n t text b o x using the Fly In animation in the

speeds as the fourth subbulleted item under

E n t r a n c e category.

"Batting Cages."

1 5 . Add the Push transition t o all o f the slides, and

6.

O n Slide 2 ("Price P a c k a g e s " ) , move the Birthday Basics bulleted item a n d its subbullets to be the

then remove it f r o m the title slide.

first bulleted item.

1 6 . Display the footer text Presentation for New Clients as well as the slide n u m b e r a n d the current date

7.

O n Slide 2 , change the last three bulleted items into subbulleted items under T h e Fundraiser bul-

on all o f the slides e x c e p t the title slide.

leted item.

1 7 . Check the spelling t h r o u g h o u t the presentation. Change misspelled w o r d s t o the correct spelling,

8.

O n Slide 3 ( " M i n i G o l f " ) , p r o m o t e the Batting

and ignore any w o r d s (such as proper names) that

Cages bulleted item so it b e c o m e s a new Slide 4

are spelled correctly but are n o t in the built-in

and its four subbullets b e c o m e first-level bullets.

dictionary.

9.

1 8 . View the slide show. If y o u see any errors, press the Esc key t o end the slide show, correct the error, and then start the slide s h o w again from the current slide. Save your c h a n g e s .

O n Slide 6 ( " A r c a d e " ) , p r o m o t e the Current Classics subbulleted item so it becomes a

first-level

bulleted item with three subbulleted items. 1 0 . M o v e Slide 5 ( " C u s t o m e r C o m m e n t s " ) so that it becomes Slide 6 .

1 9 . Preview the presentation in grayscale, and then in pure black and white. If y o u have a color printer, switch back to c o l o r so the presentation will print in color. 2 0 . Print the title slide as a full page slide, print Slides 2 through 6 as a h a n d o u t with six slides per page arranged vertically, and then print Slide 3 as a notes page.

1 1 . Add a n e w Slide 6 using the Title and Content layout with the slide title Go Carts and the following three first-level bulleted items:

Two tracks Helmets provided Minimum age: 13 1 2 . Under the T w o tracks bulleted item, add the following subbullets:

2 1 . Close the presentation.

Twist and Turn—lots of curves Slick—go really fast 1 3 . Animate the bulleted lists o n Slides 2 through 7 using the Z o o m a n i m a t i o n . D o n o t use progressive

On Your Own

disclosure for subbullets. 1 4 . Add the Dissolve transition t o Slide 1 (the title

On Your Own 20-1 1.

slide), add the V o r t e x transition t o Slide 8 ( " C o n -

Open the data file Sales located in the Chapter 20\ O n Your O w n folder. Save the presentation as

Sales Presentation. 2.

In the title slide, add Mike's Mini Golf and More as the presentation title, a n d then add your n a m e as the subtitle.

3.

Change the theme t o the Elemental theme. Change the theme fonts t o the Angles theme fonts.

(Hint:

T h e Fonts button is on the Design t a b . ) 4.

O n Slide 2 ("Price P a c k a g e s " ) , add Mention that these packages can be customized, as the speaker note.

tact U s " ) , and add the Gallery transition to the rest o f the slides (Slides 2 through 7 ) . 1 5 . Apply a sound o f your choice t o the transitions on Slides 2 through 7. (Hint:

Use the Sound button in

the Timing group on the Transitions tab.) 1 6 . Display the slide n u m b e r a n d current date on all slides, including the title slide. Add your name as a header on the notes and h a n d o u t s . 1 7 . Check the spelling in the presentation. C o r r e c t any spelling errors and ignore any w o r d s that are spelled correctly.

1 8 . View the slide show. If you see any errors, press

2 0 . Print the presentation as h a n d o u t s with four

the Esc key t o end the slide show, correct the error,

slides per page arranged horizontally. Print Slide

and then start the slide show again from the cur-

2 ("Price P a c k a g e s " ) as a notes p a g e . Print the pre-

rent slide. Save the presentation.

sentation outline on one page. (If the outline does n o t fit on one page even after selecting Scale to Fit

1 9 . Preview the presentation in grayscale, and then in

Paper, print it on two pages.)

pure b l a c k and white. If you have a c o l o r printer, switch b a c k so the presentation will print in color.

2 1 . Close the presentation.

ADDITIONAL STUDY TOOLS

Chapter

20

IN THE BOOK

ONLINE

^

C o m p l e t e end-of-chapter e x e r c i s e s

| ^ C o m p l e t e additional e n d - o f - c h a p t e r e x e r c i s e s

^

Study tear-out Chapter Review C a r d

^

T a k e p r a c t i c e quiz to p r e p a r e f o r t e s t s

^

R e v i e w key t e r m f l a s h c a r d s (online, p r i n t a b l e , a n d audio)

^

Play " B e a t t h e C l o c k " a n d " M e m o r y " to quiz yourself

^

W a t c h t h e v i d e o s "Add Text to T e x t Placeholders," "Create New Slides and C h a n g e t h e L a y o u t , " " C h a n g e t h e T h e m e , " "Modify T e x t in t h e Outline T a b , " " A n i m a t e t h e S l i d e T i t l e s , " " A d d Transitions to the Slides," and m o r e

POWERPOINT

2 0 1 0 mmmmmmmmmfm~

Enhancing a Presentation Learning Objectives

Introduction

A f t e r s t u d y i n g t h e material in this chapter, y o u will b e able t o :

W e live in a highly visual society. M o s t people are exposed t o multi-

LO21

media daily a n d expect t o have information conveyed visually as well

LO21.2

as verbally. In m a n y cases, a graphic is more effective than words f o r

.1 W o r k w i t h slide masters Insert graphics C r e a t e S m a r t A r t diagrams

communicating an i m p o r t a n t point. F o r e x a m p l e , if a sales force has reached its sales goals f o r t h e year, a graphic o f a person summiting a

C u s t o m i z e animations by changing options

mountain can convey a sense o f exhilaration. PowerPoint allows y o u t o incorporate m a n y types o f graphics and multimedia in slide s h o w s . Y o u c a n insert tables and charts, clip art

A d d v i d e o t o a slide

and pictures stored o n a c o m p u t e r o r network, and video and music. You can use a n i m a t i o n t o m a k e the slides c o m e alive with movement.

LO21.6 A d d s o u n d

Judicious use o f graphics a n d multimedia elements c a n clarify a point

LO21

.7 Broadcast a presentation

for audience m e m b e r s a n d help them remember it later. O f course, the audience needs t o see a slide s h o w to appreciate the graphic content. T h e Broadcast feature in P o w e r P o i n t allows you t o deliver a slide show live over the Internet t o a n y o n e with a browser.

LOH.I

Working with Slide Masters

T

he slide master stores theme fonts, colors, elements, and styles, as well as text a n d other objects that appear on all the slides in the presentation. Slide masters ensure that all the slides in the presentation have a similar appearance and contain the same elements. A slide master is associated with a theme. T h e slide master A slide that contains theme | Master is the primary slide master, and t

h

e

m

elements and styles, as well as text and other objects that appear on the slides in the presentation.

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Changes made t o the theme Slide M a s t e r affect a

layout master A slide master for a specific layout in a presentation.

S

t e x t ?

theme Slide Master The primary slide master for a presentation.

e

l l f the slides in the presentation. Each theme Q

Slide M a s t e r has an associated layout master for each layout in the presentation. If you modify a layout master, the changes affect only slides that

Chapter

2 1: Enhancing

a

Presentation

t o a presentation

1

A well-designed presentation; well-rehearsed

slide show is only part of the

an enthusiastic,

knowledgeable,

speaker will engage an audience

and

bring the slides to life.

iofoto/Shutterstock.com

have that layout applied. F o r e x a m p l e , the Title Slide L a y o u t master is used by slides with the Title Slide L a y o u t applied, and the Title a n d C o n t e n t L a y o u t master is used by slides with the Title a n d C o n t e n t Layout applied. Y o u c a n modify slide masters by changing the size and design o f text in the c o n t e n t placeholders, adding or deleting graphics, changing the b a c k g r o u n d , and making other modifications.

Chapter

2 1: Enhancing

a

Presentation

ON THE JOB

Rehearsing Your Presentation Unless you create a presentation for a kiosk that is intended for a user to watch without a presenter, the content of a slide show is only one part of a presentation. The other part is you—the presenter. Presenters who try to stand up and "wing it" in front of a crowd usually reveal this amateur approach the moment they start speaking—by looking down at their notes, rambling off topic, or turning their back on the audience to read from the slides displayed on the screen. To avoid being seen as an amateur, you need to rehearse your presentation. Even the most knowledgeable speakers rehearse to ensure they know how the topic flows, what the main points are, how much time to spend on each slide, and where to place emphasis. Experienced presenters understand that while practice may not make them perfect, it will certainly make them better. Where you practice isn't that important. You can talk to a mirror, your family, or a group of friends. If you have a video camera, you can record yourself and then review the video. Watching video evidence of your performance often reveals the weaknesses you don't want the audience to see and that your friends or family may be unwilling or unable to identify. Whatever you choose to do, the bottom line is this: If you practice, you will improve. As you rehearse, you should remember to focus on the following steps: ^

Practice s p e a k i n g fluently. Be sure to speak in an easy, smooth manner, and avoid using nonwords and fillers. Nonwords consist of urns, ahs, hms, and other such breaks in speech. Fillers are phrases that don't add any value yet add length to sentences, such as like or you know. Both can dilute a speaker's message because they are not essential to the meaning of what's being spoken. At best, they can make you sound unprofessional. At worst, they can distract the audience and make your message incomprehensible.

^

Work o n your t o n e o f voice. When delivering a presentation, you usually want to speak passionately, with authority, and with a smile. If you aren't excited about your presentation, how will your audience feel? By using your voice to project energy, passion, and confidence, your audience will automatically pay more attention to you. Smile and look directly at audience members and make eye contact. If your message is getting across, they will instinctively affirm what you are saying by returning your gaze, nodding

Chapter

2 1: Enhancing

a

Presentation

^

^

^ ^

their heads, or smiling. There is something compelling about a VladKol/Shutterstock.com confident speaker whose presence commands attention. However, be careful not to overdo it. Speaking too loudly or using an overly confident or arrogant tone will quickly turn off an audience and make them stop listening altogether. Decide h o w to involve the audience. If you involve audience members in your presentation, they will pay closer attention to what you have to say. When an audience member asks a question, be sure to affirm him or her before answering. For example, you could respond with "That's a great question. What do the rest of you think?" or "Thanks for asking. Here's what my research revealed." An easy way to get the audience to participate is to start with a question and invite responses, or to stop partway through to discuss a particularly important point. Also, remember to repeat the question to the audience in case other audience members were not able to hear the original question. Be a w a r e of y o u r b o d y l a n g u a g e . Although the content of your presentation plays a role in your message delivery, it is your voice and body language during the presentation that make or break it. Maintain eye contact to send the message that you want to connect and that you can be trusted. Stand up straight to signal confidence. Conversely, avoid slouching (which can convey laziness, lack of energy, or disinterest) and fidgeting or touching your hair (which can signal nervousness.) Resist the temptation to glance at your watch; you don't want to send a signal that you'd rather be someplace else. Finally, be aware of your hand movements. The best position for your hands is to place them comfortably by your side, in a relaxed position. As you talk, it's fine to use hand gestures to help make a point, but be careful not to overdo it. Check y o u r a p p e a r a n c e . Just as a professional appearance makes a good impression during a job interview, an audience's first impression of a speaker is also based on appearance. Before a single word is spoken, the audience sizes up the way the presenter looks. You want to make sure you look professional and competent. Make sure your appearance is neat, clean, and well coordinated, and that you dress in appropriate clothing.

Exhibit 21-1 Title and Content layout applied to Slide 2 "?

"

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O I OVER 1500 ACRES (^CHARTERED IN 1972 LAND AND MAIN BUILDING DONATED BV RUTH WALKER AS A MEMORIAL TO HER HUSBAND DAVID CM PRESERVE OPEN SPACE C# FOSTER APPRECIATION AND ENJOYMENT OF NATURE CM PRESERVE ECOLOGICALLY SIGNIFICANT AREAS slide number

Slide 2 of 6

Hardcover'

Working in Slide Master Uieuu T o view the slide masters, you need t o switch t o Slide Master view. In Slide M a s t e r view, the largest thumbnail in the pane o n the left is the slide master associated with the current t h e m e .

Handouts and N o t e s Masters In addition to the slide masters, each presentation has a handouts master that contains the elements

ACTIVITY

Work in Slide Master view. J/) Open the data file Wildlife located in the Chapter 21\ Chapter folder. Add your name as the subtitle. Save

that appear on all the printed handouts, and a notes master that contains the elements that appear on the notes pages. To display these masters, click THE APPROPRIATE BUTTONS IN THE MASTER VIEWS group on THE View tab.

the file as Wildlife Sanctuary. T h e theme applied t o this presentation is the Hardcover theme. Notice the various elements on the title slide. Hi Display Slide2 ("About U s " ) in the Slide pane. T h i s slide has the Title and Content layout applied. A graphic appears below the title placeholder. At the b o t t o m o f the slide, the footer is displayed in the center and the slide number is displayed on the right. T h e date is n o t displayed. See Exhibit 2 1 - 1 .

Slide Master view The PowerPoint view that displays the slide masters. handouts master A master that contains the elements that appear on printed handouts. notes master A master that contains the elements that appear on the notes pages.

I Display Slide 3 ( " E x p l o r e the S a n c t u a r y " ) in the

I Click the Hardcover Slide Master. T h e H a r d -

Slide pane. This slide has the T w o C o n t e n t layout

c o v e r Slide M a s t e r a p p e a r s in t h e Slide p a n e .

applied. T h e same graphic that appeared in Slide

T h e H a r d c o v e r Slide M a s t e r c o n t a i n s a title

2 appears below the title, a n d the footer and slide

t e x t placeholder, a c o n t e n t p l a c e h o l d e r , a n d t h e

number appear on this slide as well.

D a t e , F o o t e r , a n d Slide N u m b e r p l a c e h o l d e r s . See E x h i b i t 2 1 - 2 .

) O n the R i b b o n ,

^K,Tip: Y o u c a n also press

click the View tab.

a n d hold the Shift key

In the M a s t e r Views

\ In the pane on the left, point t o the Title and Content Layout master. T h e ScreenTip n o t only

a n d click the Normal

group, click the

displays the name o f the layout master, it also

button o n the status

Slide Master button.

identifies the slides that have this layout a p p l i e d —

bar to switch to Slide

T h e presentation is

in this case, Slides 2 , 5 , a n d 6 .

Master view.

displayed in Slide

| Click the Title and Content Layout master to display

M a s t e r view.

it in the Slide pane. In addition t o the elements on the Hardcover Slide Master, the Title and Content

I At the t o p o f the pane o n the left, point t o the top thumbnail. T h e ScreenTip identifies this as the

Layout master includes the graphic you saw in

Hardcover Slide M a s t e r . T h e theme Slide M a s t e r

N o r m a l view below the title placeholder.

includes the n a m e o f the theme as the first part o f the Slide M a s t e r n a m e .

| In the pane on the left, point t o the Two Content Layout master. N o t e that this layout is applied t o Slides 3 and 4 .

Exhibit 21-2

Hardcover Slide Master in Slide Master view

Slide Master tab

Design tab missing

.•Review

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Hardcover Slide Master

CLICK TO EDIT MASTER TEXT STYLES

Title and Content

EG SECOND LEVEL THIRD LEVEL

Layout master

OJ FOURTH LEVEL C* FIFTH LEVEL

—

Slide Number placeholder

Two Content Layout master

LB SS U3

Chapter

2 1: Enhancing

no graphic on Hardcover Slide Master

a

Presentation

75% —.

Adding Placeholders and Creating a Custom Layout Although each theme comes with nine layouts, you might find that none of them meets your needs. You already know how to customize an existing layout by Insert Placeholder' resizing, moving, and deleting the placeholders. In addition, you can add placeholders to an existContent ing layout master or you can create a completely new layout master. Text To insert a new placeholder, switch to Slide Master view. Click the Insert Placeholder button arrow in the Master Layout group on the Slide Chart Master tab, select a placeholder type, and then click or drag on the slide, similar to creating a text box.

To create a new layout master, click the Insert Layout button in the Edit Master group on the Slide Master tab. A new layout identical to the Title Only Layout master is created. To create a custom layout that doesn't include any of the elements of the current slide master, click the Insert Slide Master button instead of the Insert Layout button. When you create a new layout, the default name is Custom Layout Layout. To change the name of the new layout, right-click it, and then click Rename Layout on the shortcut menu. In Normal view, the new layout will be available on the New Slide button menu and on the Layout button menu.

Table

SmartArt

Click the Two Content Layout master. T h i s layout master includes the same

Media

graphic between the title and c o n t e n t placeholders that is on the Title and

Clip A r t

C o n t e n t Layout master.

Modifying Text Placeholders in the Slide Master You c a n adjust the size and position o f t e x t placeholders o n slides, just as you would an o r d i n a r y t e x t b o x . Y o u c a n also delete placeholders if y o u w a n t . Again,

In t h e p a n e o n the left, click the Title Slide Layout

to keep the look o f your slides c o n s i s t e n t , y o u should

master. T h e Title Slide L a y o u t master appears in

m a k e this type o f adjustment in the slide master.

the Slide p a n e . O n the Title Slide L a y o u t m a s ter, t h e title is in a different position than o n the o t h e r layout masters, and the font c o l o r is differ-

ACTIVITY

ent. A l s o , the slide b a c k g r o u n d is different a n d

Modify text placeholders in the Slide Master.

a b o r d e r graphic appears a r o u n d the edge o f the

Q)

slide in addition t o the graphic in the middle o f

In the pane on the left, click the Hardcover Slide

Master.

the slide.

At the b o t t o m o f the Slide p a n e , click t h e Date placeholder border, and then position the pointer

Modifying Elements in the Slide Master

on the selected border. T h e p o i n t e r c h a n g e s t o ^ .

You already k n o w h o w to modify the look o f documents,

Drag the Date placeholder to position it above the

worksheets, database forms and reports, and presentations

F o o t e r placeholder.

by applying a different theme and changing the theme colors and fonts. If you want to make additional changes

Select the Footer placeholder, and then drag it to

to the overall look o f slides, it is a good idea to make this

the left until the left edge is aligned with the left

type o f change in the slide masters rather than on the indi-

edge o f the c o n t e n t placeholder.

vidual slides. F o r example, if you want to change the color of

bullets

in bul-

leted lists o r add a graphic to every slide in a presen-

^^^^^^^^^^^^^^^^^^^^

Q|

Select the Date placeholder, and then drag it to p o sition it between the F o o t e r a n d

Exhibit 21-3 Footer text placeholders repositioned on the Hardcover Slide Master

the Slide N u m b e r placeholders. See E x h i b i t 2 1 - 3 .

tation, you should do this in the slide master to keep the look o f the slides in

the presenta-

tion consistent.

left edge of content placeholder

repositioned Footer placeholder

repositioned Date placeholder Chapter

2 1: Enhancing

Slide Number placeholder a

Presentation

Inserting Clip Art in the Slide Master

Click the Footer placeholder border, and then position the pointer on the selected border. T h e

You c a n also add graphics t o the slide master. F o r in-

pointer changes t o

stance, you might w a n t a c o m p a n y logo to appear o n every slide, o r you might w a n t a colored line to appear

Display the Title and Content placeholder in the Slide pane. T h e F o o t e r a n d D a t e placeholders are

below the slide titles. T o add clip a r t o r a picture to the

repositioned on this layout master.

theme Slide M a s t e r o r t o specific layout masters, you must use the Clip Art o r Picture button in the Images group on the Insert t a b . Y o u c a n n o t use the Clip Art o r

Deleting a Graphic from the Slide Master

Insert Picture from File b u t t o n s in the content place-

M a n y themes c o n t a i n g r a p h i c s in the Slide M a s t e r

holder on the theme Slide M a s t e r because doing so will

or on individual layout m a s t e r s . O f t e n the graphics

replace the content placeholder in the master, making it

are attractive elements o f t h e slide design. However,

unavailable on the slides.

sometimes y o u might w a n t t o delete a graphic because it doesn't fit well with y o u r c o n t e n t o r y o u would rather use s o m e t h i n g else. Y o u c a n d o this in Slide

Insert clip art in the Slide Master.

M a s t e r view.

DP On the R i b b o n , click the Insert tab. In the IMAGES

ACTIVITY

group, click the Clip Art button. T h e same Clip Art task pane that you s a w w h e n you inserted clip art

Delete a graphic from the Slide Master.

in a Word document opens.

In the Slide pane, click the graphic below the title

In the Search for box, type tree and then click Go.

placeholder to select it. See E x h i b i t 2 1 - 4 .

In the list o f results, click a drawing o f a tree t o

QP Press the Delete key. T h e graphic is deleted.

insert it in the slide. (Refer t o E x h i b i t 2 1 - 5 . )

Hi Display the Two Content Layout master in the Slide

Q)

pane, and then delete the graphic below the title

O n the Picture Tools F o r m a t t a b , in the Size group, delete the value in the Shape Height box, type 1 and

placeholder.

then press the Enter key. T h e clip art is resized to one-inch square. ^

Drag the clip art t o the lower-left corner o f the layout master. See E x h i b i t 2 1 - 5 .

Exhibit 21-4 Graphic selected on the Title and Content Layout master ,i

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Master View

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Title and Content Layout master

EG SECOND LEVEL O S THIRD LEVEL

T

Enhancing

O

v£) Background Styles •

Title

•

I h

Animations

a

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selected graphic

Exhibit 21-5 Clip

art resized and positioned on the

Two Content Layout master

Equation Symbol a Time Number Symbols

A 4 Video

Audio

Media

when selected, clip art on Office.com is included in the search R e s u l t s s h o u l d be:

CLICK TO EDIT MASTER TITLE graphic deleted

Al m e d i a tie t y p e s < /I n d u d e O f f k e c .o m c o n t e n t

ST

click to select media types for which to search

o3 Click to edit Master text

Click to edit Master text

styles

styles

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03 Second level

ctt Third level

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Slide Master

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clip art F

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-

select another clip art if this one is not available

"

I Close the Clip Art task pane. I Select the clip art, and then copy it t o the

Close Slide Master view and examine the results of the changes.

Clipboard. I Display the Title and Content Layout master in the Slide p a n e , and then paste the clip art from the

I O n the Ribbon,

C l i p b o a r d . T h e clip art appears in the lower-left

c l i c k t h e Slide Mas-

c o r n e r o f the slide.

ter tab. In t h e C l o s e group, click the Close Master View

Closing Slide Master View When

y o u a r e finished m o d i f y i n g t h e slide

button. Slide M a s mas-

^k,Tip: Y o u c a n also

click the Normal b u t t o n LB o n t h e status bar to close S l i d e Master v i e w .

ter view c l o s e s , a n d

ter, y o u need t o c l o s e Slide M a s t e r view a n d r e t u r n

the p r e s e n t a t i o n

t o N o r m a l view. Y o u s h o u l d a l w a y s e x a m i n e t h e

a p p e a r s in N o r m a l view with Slide 3 in t h e Slide

slides in N o r m a l view a f t e r y o u m a k e c h a n g e s t o t h e

pane. T h e changes you made t o the H a r d c o v e r

slide m a s t e r t o m a k e sure they l o o k as y o u e x p e c t e d

Slide M a s t e r a n d t o t h e T w o C o n t e n t L a y o u t

them t o .

m a s t e r a r e visible o n t h e slide.

Q|

Display Slide 5 ( " K e e p N a t u r e N a t u r a l " ) in the Slide pane. This slide has the Title and C o n t e n t layout applied. T h e changes made in Slide M a s t e r view are visible on this slide as well.

Modifying the Slide Background You can customize the b a c k g r o u n d of slides in a presentation. You can do this in b o t h N o r m a l view and Slide M a s t e r view.

Modify the slide background. Q|

Switch to Slide Master view. Display the Title Slide Layout master in the Slide pane. I O n the Slide M a s t e r t a b , in the B a c k g r o u n d g r o u p , click the

Background Styles button. A gallery o f styles o p e n s . See Exhibit 2 1 - 6 .

^ T i p : You can also c h a n g e the backg r o u n d in Normal view by clicking the Background Styles button in the Backg r o u n d group on the Design tab.

Selecting Appropriate Font Colors When you select font colors for use on slides or when you modify the slide background, make sure your text is easy to read on the slide during a slide show. Font colors that work well are dark colors on a light background, or light colors on a dark background. Avoid red text on a blue background or blue text on a green background (and vice versa) unless the shades of those colors are in strong contrast. These combinations might look good up close on your computer monitor, but they are almost totally illegible to an audience watching your presentation on a screen in a darkened room. Also avoid using red/green combinations, which color-blind people find illegible.

Good Color Combination

Poor Color Combination

I In the gallery, click the Style 6 style. T h e background style is applied to the Title Slide Layout master.

Good Color Combination

I Close Slide M a s t e r view. Display Slide 1 (the title slide) in the Slide pane. T h e b a c k g r o u n d of the title slide matches the c h a n g e you made in Slide M a s t e r view. I Save the presentation.

Exhibit 21-6 Background Styles gallery

current background style

Chapter

2 1 : Enhancing

a

Presentation

E E

LO2I 2

G

Inserting Graphics

INSERTING TABLES ON A SLIDE

raphics c a n add information, clarification, emphasis, variety, and pizzazz t o a PowerPoint pre-

To Insert a table on a slide, click the Insert Table button | I in a content placeholder to open a dialog box in which you specify the number of columns and rows you want to insert. You can also click the Table button in the Tables group on the Insert tab to insert a table using the same grid you used in Word. After you insert a table, the steps for working with the table are the same as working with a table in a Word document.

sentation. R e m e m b e r that a graphic is a picture, shape, design, g r a p h , c h a r t , or diagram. Y o u c a n include m a n y types o f graphics in your presentation: clip art; graphics created using o t h e r programs; scanned p h o t o g r a p h s , drawings, a n d c a r t o o n s ; other picture files stored on your c o m p u t e r o r network; or graphics y o u create using drawing tools in PowerPoint. T h e r e are m a n y ways t o add graphics t o a slide. O n slides with a c o n t e n t placeholder, you c a n click the icon in the c o n t e n t placeholder that corresponds t o the type o f graphic you w a n t to insert. In PowerPoint, you can also click the Clip Art button [31

m

a

c o n t e n t place-

holder t o open the Clip Art task pane. Y o u c a n also add a picture f r o m a file. W h e n y o u insert a g r a p h i c in a P o w e r P o i n t slide (or an E x c e l w o r k s h e e t ) , y o u d o n o t have t o set t e x t w r a p p i n g o p t i o n s ; g r a p h i c s a r e a l w a y s floating

Add a graphic from a file. Q|

Display Slide 2 ("About U s " ) in the Slide p a n e . O n the H o m e t a b , in the Slides g r o u p , click the

g r a p h i c s in P o w e r P o i n t slides a n d E x c e l w o r k s h e e t s .

Layout button, and then click the Two Content

T o r e p o s i t i o n a floating g r a p h i c , drag it t o its n e w p o -

layout. T h e bulleted list moves t o the left side o f

s i t i o n . In P o w e r P o i n t , o b j e c t s " s n a p t o " o r align with

the slide in the Slide pane, a n d a s e c o n d c o n t e n t

an invisible grid w h e n they a r e m o v e d . T h i s usually

placeholder appears on the right side o f the slide.

helps y o u align o b j e c t s on a slide. I f a g r a p h i c j u m p s f r o m o n e l o c a t i o n t o a n o t h e r as y o u drag it a n d y o u

See E x h i b i t 2 1 - 7 .

c a n ' t p o s i t i o n it e x a c t l y w h e r e y o u w a n t it, press a n d

On the right side of the slide, in the c o n t e n t place-

hold t h e A l t k e y as y o u drag it. T h e A l t k e y t e m p o r a r -

holder, click the Insert Picture from File button

ily d i s a b l e s t h e f e a t u r e t h a t f o r c e s o b j e c t s t o s n a p t o

T h e Insert Picture dialog b o x o p e n s . T h i s dialog

the g r i d .

b o x is similar t o the O p e n a n d N e w f r o m existing dialog b o x e s .

Inserting a Picture from a File

Click the picture data file Landscape located in the

You c a n insert graphics stored on your c o m p u t e r on

C h a p t e r 21\Chapter folder, a n d then click Insert.

a slide using the Insert Picture from File button in a

T h e dialog b o x closes, and the picture replaces

content placeholder or the Picture button in the Images

the c o n t e n t placeholder on the slide. T h e Picture

group on the Insert t a b . Either m e t h o d opens the Insert

T o o l s F o r m a t t a b appears on t h e R i b b o n a n d is

Picture dialog b o x . O n c e you insert a graphic from a

the active t a b .

file, you c a n resize it using the sizing handles as you did

Display Slide 6 ( " D i r e c t i o n s " ) in the Slide pane.

when you w o r k e d with clip art. Q)

O n the R i b b o n , click the Insert t a b . In the Images g r o u p , click the Picture button. T h e Insert Picture

INSERT CIIP ART M^XCEJ AR POWERPOINT USING THE SAME PROCESS AS IN WORD; IN POWERPOINT, YOU CAN ALSO CLICK THE INSERT CLIP ART BUTTON IN A CONTENT PLACEHOLDER

III

dialog b o x opens. Q|

Click the picture data Hie Goose located in the C h a p t e r 21\Chapter folder, a n d then click Insert. T h e dialog b o x closes, and the picture o f the g o o s e appears in the center o f Slide 6 . Drag the goose picture to the left o f the slide n u m ber. See E x h i b i t 2 1 - 8 .

Chapter

21:

Enhancing

a

Presentation

Exhibit 21-7 Slide Slides

—

Outline

2 with the Two Content layout applied

X

•

About Us

bulleted list in the left content placeholder

empty content placeholder

^CA O v e r 1500 acres CA Chartered in 1972 CA Land and m a i n building donated by Ruth Walker as a m e m o r i a l to her husband David

03 Preserve open space Foster appreciation and enjoyment of nature oj Preserve ecologically sienificant areas

r—

Little Kxvtr Wildhfc 5 anctuarv

Insert Picture from File button

Qick to add notes Slide 2 of 6

Hardcover" i

B S§

^

^

®

69%

Exhibit 21-8 Goose picture inserted on Slide 6 fP/Td

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Insert

Design

Transitions

Animations

Slide Show

Review

View Picture Border *

Picture Styles

'

w Picture Effects »

-

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Picture Layout -

^

Bring Forward ~

~

^L* Selection Pane

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Arrange

D i r e c t i o n s o n l i n e at w w w .li t tleriver w i l d l i f e s a n c tuary .org

i

picture repositioned on the slide

Hardco

Chapter

2 1: Enhancing

a

Presentation

C

'°

P

Size

Directions

Sl\de6ot6 i

U

Send Backward • gj •

69%

2.21'

I

( D i s p l a y Slide 3 ( " E x p l o r e t h e S a n c t u a r y " ) in t h e Slide p a n e , a n d then insert t h e p i c t u r e d a t a file Hikers, l o c a t e d in t h e C h a p t e r 2 1 \ C h a p t e r folder, in place o f t h e c o n t e n t p l a c e -

Exhibit 21-9 Shapes gallery

[Jjr^rnr

holder. D i s p l a y Slide 4 ( " G l a s s B o t t o m e d C a n o e " ) , a n d then insert t h e p i c t u r e data file Canoe l o c a t e d in t h e C h a p t e r 2 1 \ C h a p t e r folder, in place o f the c o n t e n t p l a c e h o l d e r o n

Recently Used Shapes section (shapes in this section on your screen might differ)

the left.

Shapes button

n a sa Table 3

Picture

*

Clip Art

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DesignN.

4

Transitions

mm

Screenshot Photo AlbumImag

! Show

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'Shapes SmartArt Chart I » |

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Hyperlink Action

Recently Used Shapes Lines

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Rectangles

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Bask Shapes

Drawing a Shape

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A n o t h e r w a y t o add a graphic t o a slide is t o draw it using t o o l s available in PowerPoint. Y o u c a n add

JOOC D { > Block Arrows

m a n y shapes t o a slide, including lines, rectangles, stars, a n d m a n y m o r e . Shapes y o u draw using a

moon

selection f r o m the Shapes gallery are vector graphics, so t h e D r a w i n g Tools F o r m a t t a b appears o n

Equation Shapes

the R i b b o n w h e n a drawn shape is selected. After

Flowchart

you insert a shape, y o u c a n add text t o it. Y o u c a n

|DOoOOCDf3 OORR]U

also resize a shape in the same m a n n e r as you resize

L

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other o b j e c t s , a n d f o r m a t it. T o d r a w a shape, click t h e Shapes b u t t o n in

Stars and Banners

the Illustrations group on the Insert t a b o r in t h e D r a w i n g g r o u p o n the H o m e t a b , a n d then click a

I Caltouts

shape in t h e gallery. (There is n o icon in the c o n tent p l a c e h o l d e r s t o insert a shape.) T o insert t h e

Oval Callout

shape o n t h e slide a t the default size, simply click in t h e slide. I f y o u w a n t t o create a shape o f a specific size, click a n d drag t o draw the shape until it is the size y o u w a n t .

ACTIVITY

Draw a shape on a slide. |P W i t h Slide 6 ( " D i r e c t i o n s " ) displayed in the Slide pane, o n t h e R i b b o n , click the Insert tab. QH In the Illustrations group, click the Shapes button. T h e Shapes gallery opens. See E x h i b i t 2 1 - 9 . T h e gallery is organized into nine categories o f shapes, plus the Recently Used Shapes group at the t o p .

I In the Callouts section, click the Oval

Callout shape. T h e gallery closes a n d the pointer changes t o + . I Click a blank area o f the slide t o the

Q Q O P ^ ^ t O ^ A r4 /

shape Q JBHOrCJ Butons HEIEDIlIllSBErlSnr r

^ T i p : To d r a w a circle, square, or equilateral triangle, hold t h e Shift key while y o u drag t h e pointer after selecting the O v a l , Rectangle, or Isosceles Triangle shape, respectively.

left o f the picture o f the goose. A n oval callout shape a p p r o x i m a t e l y o n e - i n c h wide appears o n the slide, and the D r a w i n g T o o l s F o r m a t t a b appears on the R i b b o n . A selection b o x and sizing handles appear a r o u n d the shape,

WMWA THE PICTURE AND SHAPES BUTTONS ARE ALSO AVAILABLE IN WORD AND EXCEL.

and a yellow diamond-shaped adjustment handle appears o n the b o t t o m point o f t h e shape that y o u can drag t o change the w a y a shape l o o k s w i t h o u t changing its size.

W h e n a text o r content placeholder

£ ^ Drag the yellow adjustment handle t o the right so that the point o f the callout shape is directed

o n a slide is selected, the D r a w i n g

t o w a r d to the picture o f the goose.

T o o l s F o r m a t tab is available.

Hfc Drag the upper-right sizing handle up and t o the right until the oval callout is approximately 2 A l

inches wide and IV2 inches high. Hi Drag the callout shape to position it to the left

ACTIVITY

of and a little above the picture o f the goose. See

Add text to a shape.

Exhibit 2 1 - 1 0 .

(With the shape still selected, type Come visit us!. Exhibit 21-10 Adjusted and resized callout shape

^a Text Box

T h e text is white so that it is readable on the dark wl

background. I Click the callout

Drawing Tools Format

Slide Object Header WordArt Date t v T i m e Number & Footer

K

n

* Video

Audio

Media

j

shape dashed line border to select the entire shape, and then change the font

A

Problem? If the callout shape is not large e n o u g h to fit the text, resize it.

size t o 28 points.

Equation Symbol

Inserting and Formatting Text Boxes

Symbols

)irections

Sometimes, you need to add text to a slide in a

ections online at

location other than in one of the text box place-

iverwil.dlifesanctuary.org

holders included in the slide layout. You can insert a rectangle shape and add text to it, or you can add a text box, an object designed to hold text. To insert a text box, click the Text Box button in the Text group on the Insert tab, or use the Text Box shape in the Shapes gallery. When you enter text in a text box, the text

Text Box

box will keep widening to accommodate

fill and border color is the default fill color for shapes in the Hardcover theme

the text you type. If you want the text to wrap to additional lines, drag a sizing handle to change the height of the text box object.

Formatting Graphics You can apply formatting t o a n y object on a slide. F o r

Adding Text to a Shape

example, after you insert a picture from a file, you c a n

T o add text t o a shape, select it, and then type. T h e text

f o r m a t it in the same manner that you formatted clip

will be inserted a t 1 8 points in the Body font o f the

art. Y o u can crop it, apply a style using o n e o f the styles

selected t h e m e . T h e text will w r a p in the shape auto-

in the Picture Styles group, o r apply a border o r effects

matically. If y o u type m o r e text than the shape c a n

using the Picture Border o r Picture Effects b u t t o n s .

hold, y o u c a n resize the shape o r change the font size

W h e n a drawn object is selected on a slide, the

to m a k e it fit. T h e c o l o r o f the text is black o r white,

Drawing Tools F o r m a t t a b appears instead o f the Pic-

depending on the fill c o l o r o f the shape.

ture Tools F o r m a t t a b . T h e c o m m a n d s on the Drawing

Chapter

21:

Enhancing

a

Presentation

Toofs F o r m a t t a b are very similar t o those o n the Pic-

I O n the R i b b o n , click the Picture Tools Format tab.

ture Tools F o r m a t t a b . Y o u c a n change the style o f a

In the Picture Styles group, click t h e Soft Edge

drawn shape, change the color and width o f a shape's

Rectangle style. T h e style is applied t o the picture.

border, a n d add special effects t o a shape.

I F o r m a t the pictures on Slide 3 ( " E x p l o r e t h e S a n c t u a r y " ) a n d Slide4 ( " G l a s s - B o t t o m e d C a n o e " )

ACTIVITY

with the Soft Edge Rectangle style.

Format drawings and pictures on slides.

I Save the presentation.

N I If necessary, on Slide 6, select the callout shape. On the R i b b o n , click the Drawing Tools Format tab. In

LO213 Creating

the Shape Styles group, an orange border appears a r o u n d o n e o f the styles. W h e n you draw a shape,

Diagrams

this default style is applied.

A

In t h e Shape Styles group, click the More button 0 . T h e Shape Styles gallery opens. In the gallery, click the Subtle Effect - Gold, Accent

SmartArt

diagram is an illustration that visually depicts information o r ideas a n d s h o w s h o w they are

c o n n e c t e d . Y o u c a n use SmartArt, diagrams with pre-

3 style. T h e style is applied t o the callout shape.

designed layouts, t o create diagrams easily a n d quickly.

In the Shape Styles group, click the Shape Outline

In addition t o shapes, SmartArt d i a g r a m s usually in-

button arrow. O n the menu, point t o Weight, and

clude text t o help describe o r label t h e shapes. Y o u c a n

then click 2VA pt. T h e weight o f the shape border

create the following types o f diagrams using S m a r t A r t :

increases t o 2V4 points. See E x h i b i t 2 1 - 1 1 .

^

^ D i s p l a y Slide2 ("About U s " ) in the Slide pane.

L i s t — S h o w s a list o f i t e m s in a g r a p h i c a l representation

O n Slide 2 , select the picture. T h e Picture Tools

P r o c e s s — S h o w s a sequence o f steps in a process

F o r m a t t a b appears on the R i b b o n .

—Shows a process that h a s a c o n t i n u o u s

Exhibit 21-11

Drawn shape with style applied and

border modified

H i e r a r c h y (including

Shape Outline , button arrow Insert

Design

Sanctuary - Mic tions

organization charts)— S h o w s t h e relationship b e -

Slide

tween individuals o r units

^Shape

• A l i o * (3 *% ^N/VC >

within a n organization

C £ Shape Outline w

Shape Effects

R e l a t i o n s h i p (including

Insert Shapes

Venn d i a g r a m s , radial Subtle Effect - Gold, Accent 3 style

diagrams, and target d i a g r a m s ) — S h o w s the

Directions

relationship between t w o

I•

or m o r e elements Matrix—Shows information in a grid

D I R E C T I O N S ONLINE WWW.LITTLERIVERWILDLIFESAI

diagram An illustration that visually depicts information or ideas and shows how they are connected. SmartArt A diagram with a predesigned layout.

Chapter

2 1: Enhancing

a

Presentation

^

P y r a m i d — S h o w s foundation-based relationships

^

Picture—Provides a location f o r a picture o r pictures T h e r e is also an O f f i c e . c o m category, which, if

Exhibit 21-12 Convert to SmartArt Graphic gallery Convert to SmartArt Graphic button

you are connected t o the Internet, displays additional SmartArt diagrams available o n Office.com. Y o u also might see an Other category, which contains SmartArt diagrams previously d o w n l o a d e d from Office.com.

Creating a SmartArt Diagram

A

j

Shapes Arrange Quick

& Shape FillD £ Shape Outline •

Styles • <4 Shape Effects •

I

X

^

Replace ' Select'

! E G -

T o create a SmartArt diagram, y o u c a n click the Insert SmartArt Graphic button in a content placeholder, o r you can click the S m a r t A r t button in the Illustrations group on the Insert t a b t o open the C h o o s e a SmartArt G r a p h i c dialog b o x . Y o u c a n also convert an existing bulleted list into a SmartArt diagram by using the Convert to SmartArt Graphic button

click to open the Choose a SmartArt Graphic dialog box preview of selected SmartArt graphic

in the Paragraph group o n Exhibit 21-13 Choose a SmartArt Graphic dialog box

the H o m e t a b .

selected SmartArt graphic

ACTIVITY

Create a SmartArt diagram. Q| Display Slide 5 ( " K e e p Nature N a t u r a l " ) in the Slide pane, and then click the bulleted list.

Use to show non-sequential or grouped blocks of information. Maxm i zies both horizontal and vertical display space for shapes.

^ T i p : If there is no text o n a slide, you c a n click the Insert SmartArt button

in the c o n -

Vertical Bullet List SmartArt diagram

tent placeholder o n a slide, or you can click

click a SmartArt category to filter the list of diagrams in the center pane

the SmartArt button in the Illustrations g r o u p o n the Insert tab.

I O n the H o m e t a b , in the Paragraph group, click the Convert to SmartArt Graphic button |^|. A gallery o f S m a r t A r t diagram types opens. See Exhibit 2 1 - 1 2 .

|

Cancel

= ^

I In the center pane, click the Vertical Bullet List SmartArt diagram. A preview and description o f the selected diagram appear in the pane on the right. I Click OK. T h e dialog b o x closes, and the bulleted list on the slide is replaced with a Vertical Bullet List SmartArt diagram with the text from the bulleted list in the diagram. T h e SmartArt Tools contextual tabs appear o n the R i b b o n , and the

I B e l o w the gallery, click More SmartArt Graphics.

SmartArt Tools Design t a b is the active t a b . Y o u

T h e gallery closes, and the C h o o s e a SmartArt

might see a T e x t pane labeled Type your text

Graphic dialog b o x opens. See E x h i b i t 2 1 - 1 3 .

to the left o f the diagram.

Chapter

2 1: Enhancing

a

Presentation

here

Exhibit 21-14 Vertical

Bullet List SmartArt diagram

on

SmartArt Tools contextual tabs

a slide

Insert

Text Pane button

BI

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P

d S n a

e

_ i5l Add Bullet ^3

Text P

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o

L e f t

Create Graphic

Transitions

Animations

Slide Show

Review

• Move Up • Move Down ^

L a

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Text pane Close button

J K E E P N A T U R E NATURAL

T

shape containing a first-level bullet in original bulleted list

M

I

~T

PACK IT IN, PACK IT OUT

R

shape containing a secondlevel bullet in original bulleted list

• Please c a m ' out all your trash 4-

DON'T FEED ANY ANIMALS Especially geese, chipmunks, and squirrels Little Riv« Wildlife Sanctuaiv

name of the SmartArt diagram

CLICKTO ADD NOTES Slide 5 of 6

Hardcover

I If the T e x t pane is n o t visible, on the SmartArt T o o l s Design t a b , in the Create G r a p h i c group,

font attributes, a n d changing the w a y t h e shapes l o o k . You c a n also modify the diagram as a w h o l e .

click the Text Pane button. T h e button is selected and the T e x t pane appears t o the left o f the SmartArt d i a g r a m . See Exhibit 2 1 - 1 4 . T h e SmartArt

ACTIVITY

diagram consists o f colored rectangles that contain

Modify a SmartArt diagram.

the t e x t f r o m the first-level bullets in the original

Q|

list with the second-level bullets from the original list below each one. T h e border around the diagram defines the borders o f the entire SmartArt diagram o b j e c t .

In the S m a r t A r t diagram, click the Don't

feed any

animals shape. T h e shape is selected a n d the c o r r e sponding bulleted item in the T e x t pane is selected as well. O n the SmartArt Tools Design t a b , in t h e C r e a t e G r a p h i c group, click the Add Shape button arrow.

Modifying a SmartArt Diagram

T h e t o p c o m m a n d on the menu is the default c o m m a n d that would be executed if y o u clicked

A S m a r t A r t diagram is a larger object c o m p o s e d o f

the icon o n the Add Shape b u t t o n . T h e c o m m a n d s

smaller o b j e c t s . Y o u c a n modify the diagram by adding

in gray on the menu are available w h e n different

or deleting shapes, modifying the text by changing the

S m a r t A r t diagrams are on the slide.

Chapter

2 1: Enhancing

a

Presentation

) C l i c k Add Shape

Y

q

u

c

x

t

After. T h e m e n u

| ( | t

closes a n d a n e w

t

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e

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s h a p e IS a d d e d t o

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the diagram below

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I Click in the Leave only footprints shape.

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I O n the SmartArt Tools Design t a b , in the Create

g

u

s

e

t

Graphic group, click the Demote button. T h e

e

e

shape is changed t o a bulleted item at the same

d

o n a slide.

level as the second-level bulleted items in the T e x t

the selected shape.

pane.

T h e new shape is

I In the d i a g r a m , click t h e last shape border

selected, and a corresponding bullet appears in the

( " L e a v e only f o o t p r i n t s " ) t o select the last shape,

Text pane. See E x h i b i t 2 1 - 1 5 .

and then press the Delete key. T h e shape is

(Type Leave only footprints. T h e text appears in the

removed.

new shape and n e x t t o t h e corresponding bullet in

• Point t o the text Take only pictures so that the

the T e x t pane.

pointer changes t o J , click t o position the insertion

I O n the SmartArt T o o l s Design t a b , in the Create

point, and then press the Right Arrow key as many

Graphic g r o u p , click the Add Shape button arrow,

times as needed t o move the insertion point after

and then click Add Shape Before. A n e w shape

the s in

appears above the selected shape and a new bullet

pictures.

Type ; (a semicolon), press the Spacebar, and then

appears above the last bullet in the T e x t pane.

type leave only footprints.

|Type Take only pictures.

In the upper-right corner o f the T e x t pane, click the Close button [SJ. T h e T e x t pane closes. Exhibit 21-15 New shape added to the SmartArt diagram Add Shape button arrow Home X

Inse

mmm

"Design"" •

JSOTTPOWSKBI IRATTSIFIOLTR ^ '^RNMIALTONS

SmartArt Tools

More Up

Layouts

Smart-rt Stytes

Keep Nature Natural [ P A C K IT I N , P A C K IT OUT • PLEASE carry

OUT ALL YOUR TRASH

[ D O N ' T F E E D A N Y ANIMALS • E S PECIALLY GEESE, CHIPMUNKS, AND SQUIRRELS

c_ bullet corresponding to the new shape Slide 5 of 6

'Hardcover*

Chapter

^

2 1 : Enhancing

a

Presentation

i

new shape

Click inside the SmartArt diagram border without clicking a shape. T h e new shape

Exhibit 21-17

SmartArt diagram with new colors

IBS Change Colors button

11 ..

is deselected, but the border still appears around the diagram to indicate that the diagram is still selected.

Formatting a SmartArt Diagram

Keep Nature Natural

As with any object, you can add formatting t o a SmartArt

diagram

using

PACK IT IN, PACK IT OUT

the

c o m m a n d s on the Smart-

• Please carry out all your trash

Art Tools F o r m a t t a b . You can also use options on the SmartArt Tools Design tab to apply special effects to

Especially geese, chipmunks, and squirrels

the diagram.

TAKE ONLY PICTURES; LEAVE ONLY FOOTPRINTS ACTIVITY

Format a SmartArt diagram.

m

L i t t l eR i v e i W i l d l i f e S a n c t u a r y

| O n the SmartArt T o o l s Design t a b , in the SmartArt Styles group,

) In the gallery, in the 3 - D section, click the Inset

click the More button 0. A gallery o f styles avail-

style. T h e style o f the graphic c h a n g e s t o the o n e

able f o r the diagram opens. See E x h i b i t 2 1 - 1 6 .

you chose. ) In the S m a r t A r t Styles g r o u p , click t h e Change

Exhibit 21-16

SmartArt diagram Styles

gallery

Colors button. A gallery o f c o l o r o p t i o n s opens. ) In the gallery, in the C o l o r f u l s e c t i o n , click t h e Colorful Range - Accent Colors 5 to 6 style. T h e gallery closes and the c o l o r s in t h e S m a r t A r t

View

j Design

Best Match for

|

Format

d i a g r a m c h a n g e t o the style y o u selected. See Exhibit 2 1 - 1 7 . | Save the presentation.

LO21.4 Changing

Options

Animation

W

hen you animated text in C h a p t e r 2 0 , y o u actu-

ally animated the text b o x e s , w h i c h are o b j e c t s .

You c a n animate any object o n a slide, including p h o t o s and clip art. Even SmartArt diagrams c a n be enhanced

Chapter

2 1 : Enhancing

a

Presentation

by

applying

animations. Y o u also

Exhibit 21-18

learned h o w to change the start tim-

Effect Options menu for the Fly In animation

applied to a SmartArt diagram

ing o f animations in Chapter 2 0 . In addition t o changing the start timing,

selected animation ^

you c a n modify the sequence, timing,

*

and speed o f an animation.

None

Changing the Effect Options

Design

•

Appear

Trans

k

Fade

Effect Options button

\

Fir to

W

Float In

H -

Effect Options '

*

Jj^f^

Add Animation • * A

I

Outline

To animate a graphic, you simply se-

From Bottom

lect the graphic, and then select an animation in the A n i m a t i o n group on

From Bottom-Left

options for changing the direction of the animation

the Animations t a b . If you apply animation t o a S m a r t A r t d i a g r a m , you can choose t o have the entire diagram

Keep From Top-Left

animate at once as a single o b j e c t , as From Top

individual objects but all at the same time, or as individual objects o n e at a time. T o do this, you apply the ani-

From Top_-Right

indicates that the item will animate all at once

mation you want t o use, click the Effect Options button in the A n i m a t i o n group on the Animations t a b , and then click an option in the Sequence

5

section. You can also change the di-

1

From Right

From Bottom-Right

• E S p e C i a l l V ge€

sequence As One Object

rection o f an animation using c o m mands on the Effect O p t i o n s menu in the Direction section.

ACTIVITY

Change animation effect options.

S l l d e 5of t

options for changing the sequence of the animations

M a k e sure Slide 5 ("Keep Nature

point to this arrow to scroll to see additional items on the menu

N a t u r a l " ) is displayed in the Slide pane, and the S m a r t A r t graphic is selected. | O n the R i b b o n , click the Animations tab. In the Animation group, click the Fly In animation. T h e animation previews and the entire diagram flies up from the bottom. T h e single animation sequence

of one animation sequence icon at the upper-left corner o f the diagram, there are n o w five, indicating that each o f the five o b j e c t s in the diagram will animate one at a time. I O n the Animations t a b , in the Animation group,

icon indicates that the diagram will animate all at

click the Effect Options button. T h e Effect O p t i o n s

once.

menu appears.

} In the Animation g r o u p , click the Effect Options button. T h e Effect O p t i o n s menu appears. See E x h i b i t 2 1 - 1 8 . T h e options on this menu change depending on the selected animation and on the o b j e c t being animated. T h e options in the Sequence section reflect that you are animating an object c o m p o s e d o f multiple objects. I At the b o t t o m o f the m e n u , in the Sequence section, click One by One. T h e animation previews again and each shape flies in individually. Instead

Chapter

21:

Enhancing

a

Presentation

T h e Eftect u p t i o n s menu ror ar animated bulleted list includes cquencc options similar to those for S m a r t A r t , except the last option is B y P a r a g r a p h .

^

In the D i r e c t i o n section, click From Right. T h e anim a t i o n previews and each object in the diagram

EFFECT

flies in f r o m the right.

OPTIONS

FOR

TRANSITIONS

Changing the Speed of Animations

Most transitions also have options you can change by clicking the Effect Options button on the Tran-

You c a n adjust the speed o f a n i m a t i o n s . T o change

sitions tab. To change a transition effect option,

the speed o f an a n i m a t i o n , y o u c h a n g e the time in the

select a transition in the Transition to This Slide

D u r a t i o n b o x in the Timing group o n the A n i m a t i o n s

group on the Transitions tab and then click the #

t a b . T o m a k e an a n i m a t i o n g o faster, decrease the time

Effect Options button in the same g r o u p . Like

in the D u r a t i o n b o x ; t o m a k e it g o slower, increase

animation effect options, the exact options on

the time.

the menu change depending on the transition selected.

Change the speed of animations. H I It neeessarv, on Slide 5 , click the animated Smart| In the T i m i n g group, click t h e Duration down arrow

Art diagram t o select it.

twice t o change the D u r a t i o n f o r t h e t w o selected

On the A n i m a t i o n s rah, in the Timing group, click

objects t o o n e second.

the Duration up arrow four times. See Exhibit 2 1 - 1 9 .

) O n the Animations t a b , in the Preview g r o u p ,

E a c h animation will n o w take IV2 seconds t o c o m -

click the Preview button. T h e d i a g r a m a n i m a t e s in

plete instead o f one-half second.

the Slide pane. O n t h e status

Exhibit 21-19 Speed of the Fly In animation modified Duration box Jjnsitions

selected animation

-nimations

Fry In

Slide Show

m Float In

Review

View

Design

y

7

Effect Options"

Add Animation • ^

bar, click t h e Slide Show button

-

Slide 5 a p -

Format

Animation Pane

•

Start:

Trigger *

^

Duration: 01.50

OnClick^

C'

Animation Painter

£

Delay:

*

00.00

-

pears in Slide

Reorder Animation A

S h o w view.

Move Earlier

• Move Later

Advance the slide show. T h e first o b j e c t in the S m a r t A r t diagram

Keep Nature Natural

flies in s o m e w h a t slowly f r o m the right. A d v a n c e the slide show. T h e sub-

PACK IT IN, PACK IT OUT

ordinate object

• Please carrv o u tallv o u r trash

to t h e first o b j e c t in the S m a r t A r t diagram flies in

five animation sequence icons

m o r e quickly f r o m the right.

I Click the 2 animation sequence icon, press and hold the Ctrl key, and then click the 4 animation sequence icon. T h e t w o icons are selected. These t w o icons are the animation sequence icons associated with the t w o subbullet shapes in the diagram.

Advance the slide show three m o r e times t o display the other three objects in the d i a g r a m . Press the Esc key to end the slide show. Save the presentation.

Chapter

21:

Enhancing

a

Presentation

LChi.i

Adding Video Insert a video on a slide.

ou can insert digital video in slides or in slide mas-

Display Slide4 ( " G l a s s - B o t t o m e d C a n o e " ) in the

Q)

ters. PowerPoint supports various file formats, but

Slide pane.

the most commonly used are the Audio Visual Interleave format (listed in Explorer windows as the Video Clip file

I In the content

type), which uses the file n a m e extension .avi, and the

placeholder on

Windows Media Video f o r m a t , which uses the file name

the right, click the

extension .wmv. After you insert a video, you can modify

Insert Media Clip

^ T i p : Y o u can also click t h e Video b u t t o n arrow in the M e d i a g r o u p on the

. The

it by changing the length o f time the video plays, chang-

button

ing playback options, and applying formats and styles.

Insert Video dialog

Insert tab, a n d then click V i d e o from File

b o x opens.

to o p e n the Insert V i d e o d i a l o g box.

I Click the movie

Inserting a Video on a Slide

data file Canoe Video

You can insert a video clip in t w o different ways. Y o u

located in the C h a p t e r 21\Chapter folder, and then

can change the layout t o o n e o f the c o n t e n t layouts,

click Insert. T h e movie is inserted in place o f the

click the Insert M e d i a Clip b u t t o n , and then use the

content placeholder. T h e V i d e o Tools contextual

Insert Video dialog b o x . Y o u c a n also use the Video but-

tabs appear on the R i b b o n , a n d the Video Tools

ton in the Media Clips group o n the Insert t a b .

F o r m a t t a b is the active t a b . See E x h i b i t 2 1 - 2 0 . Video Tools contextual tabs

Exhibit 21-20 Video inserted on Slide 4

W i l d l i f e S a n c t u a r y ^ M i c r o s o f t P o w e r P o i n t "

^TBRATIONS

Slide Show

" ^ ^ W W y ^ ^ ^ l W ^ ^ |

Format

p^^IWI

j j ) Video Shape Play

Corrections

B9TF

d 2

H Reset Design •

0

G

I

/ C M

l

a

s

s

-

B

-Jj Bring Forward ~ \~?

-*t4k\ " £2 Video Border - 4

o

t

t

Q Video Effects -

o

m

e

d

£%j HI

Send Backward * ^

% Selection Pane

C

a

n

°°

P

o

e

L i t t l eR i v e r W i l d l i f e S e n c t u a r y

GICKTO ADD NOTES LB

Chapter

2 1:

Enhancing

a

Presentation

U3 ^

69%

-

63

3124

1

6

I O n the play

Exhibit 21-21

bar b e l o w the m o v i e , click the Play button [•],

Cropped video with a reflection style applied

SLRFTSLN I CTUARY^ jn

Transitions

Animations

Slide Show T*M»

and then

i p. HFL

Review W

M

M

w a t c h the Video Styles

video, which is approximately

Video Effects button

2 3 seconds long. N o t e that this video has n o sound.

Crop button Video Tools View Format Playback Hj) Video Shape - 4 Bring Forward - U- ' Video Border - -I Send Backward - JG J0 O Video Effects - Selection Pane ^ °

r

Cr

I

P

4J6

"

GLASS-BOTTOMED C A N O E black border cropped off

Formatting a Video Videos c a n be formatted

just

pictures.

like

For

ex-

ample, y o u c a n a p ply a style, apply special effects, c r o p the sides o f a video, or resize it by dragging

the

handles.

sizing

LittleRiver Wildlife Sanctuarv

However,

be very careful if you resize a video. N o r m a l l y , y o u don't want t o change the proportions o f a video because it will distort the image.

Changing Video Playback Options Y o u c a n change several options f o r h o w a video plays. F o r e x a m p l e , y o u c a n set a video t o play a u t o m a t i c a l l y

ACTIVITY FORMAT A VIDEO.

you click the video's play b u t t o n . Y o u c a n also set a video t o loop continuously until the n e x t slide is dis-

On the Video Tools Format t a b , in the Size group,

played o r t o fill the screen while it is playing, covering

click the Crop button.

the other objects on the slide. V i d e o p l a y b a c k o p t i o n s

C r o p the black area from the top and bottom of

J

when the slide appears during a slide s h o w o r wait until

are described in E x h i b i t 2 1 - 2 2 .

the video, a n d then in the Size group, click the Crop button t o deselect it. In t h e V i d e o Styles g r o u p , c l i c k t h e Video Effects button. O n t h e m e n u , p o i n t t o Reflection, a n d t h e n in t h e R e f l e c t i o n V a r i a t i o n s s e c t i o n , c l i c k t h e Half Reflection, touching style. A r e f l e c t i o n a p p e a r s b e l o w t h e v i d e o . See E x h i b i t 2 1 - 2 1 . ^

ACTIVITY CHANGE VIDEO PLAYBACK OPTIONS. I O n the R i b b o n , click the Video Tools

^K. T i p : To play t h e m o v i e

Playback tab. T h e options for changing h o w the video plays

O n the play b a r below the movie, click the Play

are in the Video

button [ • ] . T h e video plays in the reflection as well

Options group. See

as in the main video window.

Exhibit 2 1 - 2 3 .

Chapter

2 1 : Enhancing

so that it fills t h e entire screen, select t h e Play Full S c r e e n c h e c k b o x in the V i d e o O p t i o n s group on the Video Tools P l a y b a c k tab.

a

Presentation

| In the Video O p t i o n s

Exhibit 21-22 Video playback options

group, click the

Rewind after Playing checkbox to select it.

Video option

Function

Volume

Change the volume of the video from high to medium or low, or mute it.

Start

Change how the video starts, either when the presenter advances the slide show (On Click) or automatically when the slide appears during the slide show.

N o w the video will rewind t o the beginning after playing in the slide show.

Play Full Screen

When selected, the video fills the screen during the slide show.

Hide While Not Playing

When selected, the video does not appear on the slide when it is not playing; make sure the video is set to play automatically if this option is selected.

Loop Until Stopped

When selected, the video will play continuously until the next slide appears during the slide show.

If a video is t o o long, or

Rewind After Playing

When selected, the video will rewind after it plays so that the first frame or the poster frame appears again.

don't w a n t t o show dur-

Juration deln: 00.00 de Out0:0.00 diting

\ u^Start: On Click

O Loop until Stopped select to rewind Q Play Ful Screen •^Rewind after Playing after playing ' • Hd ie While Not Playing in C

*

Video Options group

7

J

ing t h e slide show, you c a n trim the clip from within

PowerPoint. T o

Video button in the E d -

Video Tools Playback tab Animations

if it c o n t a i n s parts you

do this, click the Trim

Exhibit 21-23 Video Options group on the Video Tools Playback tab

jnsitions

Trimming a Uideo

Glass-Bottomed Canoe

iting group on the Video T o o l s Playback tab, and then in the Trim Video dialog b o x , drag sliders to

indicate where you

w a n t the video to start and stop.

Trim a video. ni

On the Video TOOLS Playback tab, in the Editing group, click

the Trim Video button. T h e Trim Video dialog b o x opens. See E x h i b i t 2 1 - 2 4 .

Changing the Video Volume You can also set the volume options for video. To do this, click the Volume button in the Video Options group on the Video mm Tools Playback tab to select from Low, Medium, High, or • Mute. You can make more precise adjustments using the Volume control on the right end of the video's play bar.

O n the bar below the video, drag the

green Start Time slider to the right to approximately

mm

»»B»»ff S B B S B I W S S S S S S s « I 2 2 2 2 2 2 2 I WWWOBWWMOB*

the 8-second mark. T h e time in the Start Time b o x changes t o match the time point where you dragged the slider. T h e video will n o w start playing at this point.

Chapter

2 1: Enhancing

a

Presentation

I M o v e the pointer until it is at a p p r o x i m a t e l y the

Exhibit 21-24 Trim Video dialog box

4 - s e c o n d m a r k , and then click. T h e gray indicator in the play b a r moves b a c k t o t h e 4 - s e c o n d m a r k . ) O n the R i b b o n , click the Video Tools Format tab, and then in the Adjust g r o u p , click the Poster Frame button. A menu opens. drag the red End Time slider to specify the point at which the video will stop playing

drag the green Start Time slider to specify the point at which the video will start playing

O n the menu, click Current Frame. T h e menu closes and a n o t e a p p e a r s in the play bar indicating t h a t this will be the poster frame. See E x h i b i t 2 1 - 2 5 . T h i s frame will n o w be the p o s t e r frame for this video clip. O n the status bar, click the Slide Show button [^RJ. Slide 4 appears in Slide S h o w view. T h e poster frame for the video appears in the video object. I Point t o the video. T h e play b a r a p p e a r s o n t o p o f the video. I O n the play bar, click the Play button [ • ] , a n d then move the pointer off the video t o m a k e the play bar disappear. T h e trimmed video plays. W h e n the video is finished, it rewinds a n d displays the poster

I D r a g the red End Time slider t o the left t o a p p r o x i mately the 19.5-second mark. T h e time in the E n d T i m e b o x changes to match the time point where you dragged the slider. T h e video will stop playing

frame again. I Press the Esc key to end the slide show. I Save the presentation.

at this point. | Click OK. Y o u c a n watch the trimmed video in N o r m a l view. | O n the play bar, click the Play button [•]. T h e t r i m m e d v i d e o — n o w a b o u t 1 1 . 5 seconds l o n g — plays.

Setting a Poster Frame A poster frame, sometimes called a preview frame, is the image that appears before the video starts playing. T h e default poster frame for a video is the first frame o f the video. You can change this so that any frame from the video or any image stored in a file is the poster frame.

Yd ie< shoud l clearly come ilustrate, or support your to rather than distractfrom\our presentation.

Set the poster frame for a video. Iii the Slide pane, p o i n t to the play bar so that you see a ScreenTip identifying the time at the point

poster frame (preview frame) In a video object, the image that appears before the video starts playing.

where the pointer is positioned.

Chapter

2 1 : Enhancing

a

Presentation

Video Tools Format tab

Exhibit 21-25 Video after the poster frame is set

\

Poster Frame button

f*** \' \ -*m^ *m^k \^m\ mmm T 9m

-mmdt

^^^^^

^^^^^

^^^^^

^

'

V

i

d

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o

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h

a

mZ

video

p

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e

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r

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c

n

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d

Selection Pane

|

• Crop

.—•! A if

;

j

4

Glass-Bottomed Canoe

^

Poster Frame Set

41 !•

indicates the poster frame has been set lB

SS LP ^

69%

S3

task pane with Audio as the only selected media file

i x hi/) Adding Sound

M

type, o r open a dialog b o x t o record audio to a c c o m pany a slide.

usic clips can add interest to a presen tation and help create a m o o d that

reaches the audience on an emotiona

ACTIVITY

level. PowerPoint supports m o s t digi-

Insert a sound clip on a slide.

tal music file formats; but t o en sure it works seamlessly, try using

If necessary, display Slide 4 | " G l a s s - B o t t o m e d

Wave o r M P 3 files.

C a n o e " ) in the Slide pane. Hi

Inserting a Sound Clip

O n the R i b b o n , click the Insert tab. In the M e d i a group, click the Audio button. T h e Insert Audio dialog b o x opens.

T o add a sound clip t o a slide, use the Audio button in the M e d i a group

N a v i g a t e to the Music Library, a n d then

on the Insert t a b . If you click the Audi<

d o u b l e - c l i c k t h e S a m p l e M u s i c folder.

button arrow, y o u c a n c h o o s e t o add

T h e s o n g s i n c l u d e d as s a m p l e m u s i c w i t h

audio from a file, open the Clip Art

W i n d o w s 7 appear.

Chapter

2 1: Enhancing

a

Presentation

! Click Sleep Away, and then click Insert. A sound icon appears in the middle o f the slide with a play b a r b e l o w it. T h e Audio

Changing Playback Options for a Sound

A A P r o b l e m ? If the Sleep Away s o n g is not in the S a m p l e Music folder, use any digital song stored on your computer.

Similar to videos, the options for changing h o w the sound plays during the slide show appear on the Audio Tools Playback tab. They are the same options that appear on the Video Tools Playback tab, except there is n o option t o play full screen. Sound clips can start playing when you click the Play button on the play bar in the slide show (On Click);

Tools contextual

they can start Automatically when the slide appears on the

tabs a p p e a r on the R i b b o n , and the Audio Tools

screen during the slide show; or they can be set to play

F o r m a t t a b is the active t a b .

throughout the rest of the slide show (Play Across Slides).

| O n the R i b b o n , click the Audio Tools Playback tab.

ACTIVITY

See E x h i b i t 2 1 - 2 6 .

Change the playback options for a sound clip.

) D r a g the sound icon t o the blank area a b o v e the video.

O n the Audio Tools Playback t a b , in the Audio

Exhibit 21-26 Sound icon on Slide

In

m a a a m a m a m m m m m a

•

Preview Play-

Add Rem Bookmark Bookmarks

^

m a a m m m m m a

^^

Design Fjr* Trim Audio

Options group, click the Start box arrow. A menu 4

opens listing the three ways a sound c a n play.

Volume button L Start box

Transitions

Ai

naHons Slide

Fade Duration Fade In: J/f

•JV 00.00

Fade Out: 00.00

I O n t h e m e n u , click

A

il; Start

Volume •

H j d e

iew On Click

Playback

- Q Loop until Stopped \

During Show

O

Audio Options

Editing

Format

Rewind after Playing \

Audio Tools Playback tab

Glass-Bottomed G j sound icon

Automatically.

^k,Tip: You can also trim a s o n g in t h e same way you t r i m m e d t h e video. Click the Trim A u d i o b u t t o n in t h e Editing g r o u p o n t h e A u d i o Tools Playback tab, a n d t h e n drag t h e green a n d red sliders. In t h e A u d i o O p t i o n s g r o u p , click the Hide

During Show check box t o select it.

Understanding Video and Audio Animation Effects

When you insert video and audio clips, media animation effects are applied to the clip automatically, and the Start setting of these animation effects (shown on the Animations tab) is tied to the Start setting of the media clip (shown on the Video Tools or Audio Tools Playback tab). When you insert a media clip, the default Start setting is On Click. A Play animation is also automatically applied to the clip and it too is set to start On Click.

If you insert audio or video on a slide that contains other animations, and the animations and media do not play as you expect during a slide show, remember to check the Animations tab to see if the Play animation settings are in conflict with the settings on the Playback tab. One thing to keep in mind is if you want an animation to play at the same time as the previous animation or when the slide transitions, you need to change the Play animation start setting to With Previous.

Chapter

2 1: Enhancing

a

Presentation

I In the Audio Options g r o u p , click the Volume button, and then on the m e n u , click Low.

Starting a Broadcast T o start a b r o a d c a s t , you c o n n e c t t o the b r o a d c a s t

I O n the status bar, click the Slide Show button

^

service from within the P o w e r P o i n t presentation. A

Slide 4 appears in Slide S h o w view. After the slide

unique W e b address will be c r e a t e d and the b r o a d c a s t

transitions onto the screen, the music starts. Y o u

will start.

don't see the sound icon because you set it t o hide during the slide show.

ACTIVITY

I Play the video.

Start a broadcast.

I Advance the slide show. T h e music stops and the next slide appears o n the screen.

I O n the R i b b o n , click the Slide Show

I End the slide show.

tab. In the Start

I Save the presentation.

click the Broadcast

^ K . T i p : T h e Broadcast

Slide S h o w c o m m a n d is also available on the Save & Send tab in B a c k s t a g e view.

Slide S h o w group,

Slide Show button. T h e Broadcast Slide

Lou 7 Broadcasting a Presentation

Show dialog b o x opens. See Exhibit 2 1 - 2 7 .

ou can broadcast a presentation over the Internet, and anyone with the U R L for the presentation and a browser can watch it. W h e n you broadcast a presentation, you send the presentation t o a special M i c r o s o f t server that is made available f o r this purpose. (If you

Exhibit 21-27 Broadcast Slide Show dialog box Broadcast Slide Show

BROADCAST SLIDE S H O W

have access to a SharePoint server, you can send the presentation to that server instead.) A unique W e b ad-

Broadcast the slide show to remote viewers who can watch in a

dress is created, and y o u c a n send this W e b address t o

W e b browser.

anyone you choose. T h e n , while you run your presenta-

Broadcast Service

tion on your computer in Slide S h o w view, remote audience members can view it o n their computers in a W e b browser at the same time. In order t o use the broadcast

PowerPoint Broadcast Service The PowerPoint Broadcast Service is a public service for users of PowerPoint 2010. Anyone who receives a link to the broadcast may watch it. You will need a Windows Live ID. More Information

feature, you need a W i n d o w s Live I D (or access t o a SharePoint server) and y o u need t o be connected to the Internet. Note: You must have a W i n d o w s Live I D t o c o m plete the Activities in this section.

T

O

G O A N D

O B T A I N T O

A W I N D O W S

By clicking Start Broadcast', you agree to the following terms: Service Agreement Change Broadcast Service

L I V E

I D ,

click to start the broadcast

W W W . W I N D O W S L I V E . C O M ,

T H E N

C L I C K

Start Broadcast

S I S

I C l i c k the Start Broadcast b u t t o n . T h e d i a l o g box changes to show that you are connectbroadcast To send a presentation to a special Microsoft server so that other people can watch the slide show in real time using a browser.

ing t o the P o w e r P o i n t B r o a d c a s t S e r v i c e , and then a n o t h e r dialog b o x o p e n s a s k i n g f o r y o u r W i n d o w s Live I D c r e d e n t i a l s . See Exhibit 2 1 - 2 8 .

ON THE JOB

Saving a Presentation for Distribution PowerPoint lets you save presentations in several formats that allow others to view the presentation, but does not allow them to make any changes to it. Each method produces a different type of file for you to distribute. Before distributing a presentation, you should consider checking it for hidden or private information. To do this, click the Check for Issues button on the Info tab in Backstage view, and then click Inspect Document. ^

^

^

V i d e o — Y o u can save a presentation as a Windows Media Video file (with a .wmv file extension). After you have created the video, you can play it in Windows Media Player or any other video player. To save the presentation as a video, display the Save & Send tab in Backstage view, and then in the File Types section, click Create a Video. Options for customizing the video appear in the right pane. Picture Presentation—You can save a presentation as a picture presentation, which saves each slide as an image file in the JPEG format, and then places that image on a slide in a new presentation so that it fills the entire slide. This prevents other people from modifying it or copying complex animations, backgrounds, or other features. To save a presentation as a picture presentation, click Change File Type in the File Types section on the Save & Send tab in Backstage view, and then click PowerPoint Picture Presentation in the right pane. P o w e r P o i n t S h o w — A PowerPoint Show file causes the presentation to open only in Slide Show view.

To save a presentation as a PowerPoint Show, click Change File Type on the Save & Send t a b in Backstage view, and then click PowerPoint Show. I n d i v i d u a l I m a g e Files—Another way to save the slides as individual image files is to select one of the file types under Image File Types in the right pane on the Save & Send tab in Backstage view. Doing this saves each slide as a separate graphic file stored in a folder named for the presentation. P o r t a b l e D o c u m e n t F o r m a t ( P D F ) — Y o u can also save a presentation as a PDF file, and then open it using Adobe's free Reader software. W h e n you save a presentation as a PDF file, each slide becomes a page in the PDF file. To publish the presentation in PDF format, select Create PDF/XPS Document in the File Types list on the Save & Send t a b in Backstage view. P a c k a g e P r e s e n t a t i o n f o r C D — T h e Package Presentation for CD command, on the Save & Send tab in Backstage view, saves all the files needed to run the presentation in a folder or on removable media, such as a CD or a USB drive. If y o u package a presentation to a CD, when the CD is inserted in the computer and starts running, the user is offered the opportunity to download PowerPoint Viewer, a program that allows you to run a slide show, but not edit it. You can also search the Microsoft Web site for this program and install it on any computer that does not already have PowerPoint installed on it.

Y o u can check P o v

Exhibit 21-28 Connecting

W o r d , a n d E x c e l files fo

dialog box

hidden o r private inform

, do not select if you are working on a public or lab computer

enter your Windows Live ID user name here

using the C h e c k for Issues button on the Info tab B a c k s t a g e view.

enter your password here I In the E-mail address box, type your W i n d o w s Live ID username. Click in the Password box, and then type your W i n d o w s Live I D p a s s w o r d .

Chapter

2 1 : Enhancing

a

Presentation

P Click OK. T h e dialog b o x closes, and the Broadcast Slide Show dialog b o x displays the progress o f the connection. After a few m o m e n t s , the Broad-

Invite people to the broadcast.

cast Slide Show dialog b o x changes t o display the

I In the dialog b o x ,

custom U R L as a link t o your presentation on the

m a k e sure the link

PowerPoint Broadcast server. See E x h i b i t 2 1 - 2 9 .

^k. T i p : If y o u n e e d to

is still selected in

In the presentation w i n d o w behind the dialog b o x ,

the white b o x , a n d

the R i b b o n includes only the File and Broadcast

then click Copy

tabs, and a yellow B r o a d c a s t View bar appears

copied t o the Clip-

casting the presentation a n d you c a n n o t make

board.

changes.

this dialog box is c l o s e d , click the S e n d Invitations button in

Link. T h e link is

below the R i b b o n indicating that you are broad-

invite p e o p l e after

the Broadcast g r o u p o n t h e Broadcast tab to reopen it.

) Send the link t o a

Exhibit 21-29

friend, if possible, or send it t o yourself, by Broadcast Slide Show dialog box and

pasting it into the body o f an email message,

presentation after broadcast has started

a Facebook post, or another

Broadcast tab

nrtuafy^Microsoft PowerPoi

method o f c o m municating over

Use Current Resolution

•

the Internet. click to end the broadcast

You are broadcasting this presentation and cannot make changes.

Broadcast Slide Show

Broadcasting a Slide Show After

Broadcast Slide Show

1

click to copy the selected link to the Clipboard

start

broadcast

and invite people to

selected link

you

the

Share this link with remote viewers and then start the slide show. http://snl-pptbroadcast.officeapps.live.com/Power pptbid=d25021db-a377-4b6c-8d6f-b5S8bf365c9e

it, you c a n

start

the

show.

slide

You can

start a slide show Copy Link

even if no one is

Send in Email..,

watching it. O n your the

computer, slide

show

will look like an click to start your email program and place the link in a new message

ordinary show.

slide Anyone

watching

the

slide

will

show

see a view similar to Slide S h o w

Inviting People to a Broadcast O n c e you have the unique U R L for the broadcast, you

click to start the slide show

can send it t o people to invite them t o watch the broadcast. T o d o this, you can use the options in the Broadcast Slide S h o w dialog b o x t o send the link using email, or t o copy the link t o the C l i p b o a r d so that you c a n paste it in an email message, a F a c e b o o k post, a blog post, or any other w a y o f c o m m u n i c a t i n g electronically with your audience.

view in their browser window. If people go t o the W e b site before you start the slide show, they will see a message in the middle o f

the window telling them that the site is waiting for the broadcast to begin. T h e Broadcast feature has the following limitations: • T h e r e is n o audio, but you c a n set up a conference call as many people do with W e b i n a r s .

•

T h e r e is a slight lag f r o m w h e n you advance the slide s h o w and when your audience sees the next

Broadcast a slide show.

a n i m a t i o n o r transition. •

•

•

Broadcast doesn't support any transitions except

In the dialog b o x , click Start Slide Show. T h e slide

t h e F a d e t r a n s i t i o n , so n o m a t t e r w h a t t r a n s i -

s h o w starts from Slide 1 in Slide S h o w view. Any-

t i o n s a r e a p p l i e d , t h e a u d i e n c e sees t h e F a d e

o n e w a t c h i n g the broadcast in a b r o w s e r sees the

effect.

screen s h o w n in Exhibit 2 1 - 3 0 .

N o t all fonts and animations are supported. I f a

Advance to Slide 2 . You see the Gallery t r a n s i t i o n ,

f o n t o r a n i m a t i o n in the slide s h o w is n o t sup-

but a n y o n e watching the b r o a d c a s t sees t h e Fade

p o r t e d , a n o t h e r one will be substituted.

transition.

M o v i e s are n o t supported. S o if the presentation

C o n t i n u e advancing through the slide s h o w until

includes a video, the audience will see only a static

you see Slide 6 . Y o u hear the music playing, b u t

image.

a n y o n e w a t c h i n g the b r o a d c a s t does n o t . A l s o , the sound icon is not hidden in the b r o a d c a s t

T h e s e limitations do n o t prevent a b r o a d c a s t , but

slide show.

you should b e aware o f them s o y o u k n o w w h a t the audience will see when you play the b r o a d c a s t .

Play the video. The video plays on your computer, but a n y o n e watching the b r o a d c a s t sees the poster frame.

Exhibit 21-30 Title slide in Internet Explorer during a broadcast g

Address bar with copied URL

M i c r o s o f t P o w e r P o i n t B r o a d c a s t -W i n d o w s I n t e r n e t E x p l

[SC^^B^http

5nl-pptbroadc3st.off iceapp5.Bve.com-PowerPointBroadcast.aspx?pptbid?(i2J

Favorites |fa0

e H o w ^ S u g g e s t e d S i t e s • ^ Get M o r eA d d o n s <

[p] M i c r o s o f t P o w e r P o i n t B r o a d c a s t

ft

I

'

0

m *

Page-

Safety-

Tools -

Microsoft PowerPoint 2010 Broadcast View Full Screen

click to learn more about broadcasting or to send feedback to Microsoft

Legal

Privacy

Little River Wildlife Sanctuary OS YOUR N A M E

D o n e

£

«UOO% •

I n t e r n e t | P r o t e c t e d M o d e O n

Chapter

2 1: Enhancing

a

Presentation

I Advance the slide s h o w until the black slide that indicates the end o f the s h o w appears, and then advance the slide s h o w o n c e m o r e to exit Slide Show view on your computer. Anyone watching the slide show continues to see the black slide that

indicates the end o f the slide show. N o w you need to end the broadcast. I In the yellow Broadcast View bar below the R i b b o n , click End Broadcast. A dialog b o x opens warning you that remote viewers will be disconnected.

Viewing a B r o a d c a s t and a Slide Show on the Same Computer If you want to test a broadcast to see exactly what remote viewers will see, you can preview the broadcast using Mini Slide Show view. Make sure the PowerPoint window containing the presentation you want to broadcast is the only window maximized on your computer. Copy the broadcast link from the Broadcast Slide Show dialog box, and then start your browser. Rightclick the address in the Address bar, click Paste on the shortcut menu, and then press the Enter key to go to the broadcast Web site. Next, you need to display the two windows side by side with the PowerPoint window

on the left. To do this, first click the PowerPoint button on the taskbar to make the PowerPoint window the active window. Right-click the Windows taskbar, and then on the shortcut menu, click Show windows side by side. Finally, in the PowerPoint window, start the slide show in Mini Slide Show view by pressing and holding the Ctrl key, and then clicking the Slide Show button on the status bar. You'll see the broadcast start in the browser window a few seconds later. Advance through the slide show as usual. When you are done, make sure you end the slide show in the mini slide show window.

mini slide show window

broadcast in Internet Explorer window PowerPoint window j Qickto add notes Slide l o t 6 I

Chapter

Hardcover- I

2 1: Enhancing

03 §S 3D ^

a

3:

fe> Internet | Protected Mode: On

Presentation

I k T i p : You c a n also click the End Broadcast button in the Broadcast group on the Broadcast tab o n the R i b b o n to e n d the broadcast.

1 4 . If a slide includes a video, c a n a b r o a d c a s t audience see the video during the b r o a d c a s t ? 1 5 . W h e n your slide show ends during a b r o a d c a s t , is the b r o a d c a s t ended?

]P In the dialog b o x , click End Broadcast t o confirm that y o u w a n t t o end the b r o a d c a s t . T h e dialog b o x closes, the yellow Broadcast View b a r below the R i b b o n disappears, and the ordinary tabs replace the Broadcast t a b on the R i b b o n . T h e last slide displayed during the b r o a d c a s t disappears f r o m the browser window o f anyone still watching the b r o a d c a s t , and a message explaining that the

Practice It Practice It 21-1 1.

b r o a d c a s t is over appears in its place. A Close the presentation.

O p e n the data file Geese located in the C h a p t e r 2 1 \ Practice It folder. Save the presentation as Geese

Problem. 2.

Switch t o Slide M a s t e r view. O n the T h a t c h Slide Master, insert clip art o f a d r a w i n g o f a h o u s e . Resize the clip art t o a p p r o x i m a t e l y 1-inch square, and then position it in the upper-right c o r n e r o f

Quiz Yourself 1.

W h a t is the difference between the theme Slide M a s t e r a n d a layout master?

2.

the T h a t c h Slide Master. 3.

Insert a drawing o f a rectangle.

4.

Type M a c o n R o a d N e i g h b o r h o o d A s s o c i a t i o n in the rectangle. Change the font size o f t h e t e x t t o

If y o u w a n t t o add clip art o r a picture from a file

1 2 points, and then resize the rectangle so the text

t o a layout master that includes a c o n t e n t place-

just fits o n three lines. C h a n g e the shape style t o

holder, c a n y o u use the Clip Art o r Insert Picture

the C o l o r e d Fill - Black, D a r k 1 style.

f r o m File icon in the content placeholder? W h y o r

3.

why not?

5.

H o w d o y o u add a shape in the default size t o a

6.

Position the rectangle b e l o w the clip a r t . O n the T h a t c h Slide Master, switch t h e positions o f the F o o t e r and Date p l a c e h o l d e r s , a n d then

slide?

change the alignment o f the t e x t in the F o o t e r

4.

H o w d o y o u add text t o a shape?

5.

W h a t is a diagram?

6.

D e s c r i b e h o w t o create a SmartArt diagram with

Slide M a s t e r appear on the Title a n d C o n t e n t

no t e x t a n d h o w t o convert a bulleted list into a

L a y o u t master and on the T w o C o n t e n t L a y o u t

S m a r t A r t diagram.

master. Close Slide M a s t e r view.

7.

H o w d o y o u change the direction o f an

placeholder so it is left-aligned. 7.

8.

Verify that the changes you m a d e t o the T h a t c h

Display Slide 5 ("Possible S o l u t i o n s " ) in the Slide

animation?

pane, and then in place o f the c o n t e n t placeholder

8.

H o w d o y o u change the speed o f an animation?

on the right, insert the picture data file Barrier

9.

W h a t happens during playback when you add a

located in the Chapter 21\Practice It folder. Apply the Reflected R o u n d e d R e c t a n g l e style t o the

reflection effect t o a video? 1 0 . H o w d o you shorten a video's playback? 1 1 . W h a t is a poster frame? 1 2 . Describe the three ways you c a n set an audio clip t o start playing. 1 3 . W h a t happens when you broadcast a presentation?

picture. 9.

Display Slide 6 ( " W e s t Bend R i v e r : Alternative Nesting S i t e " ) , and then in place o f the c o n t e n t placeholder on the right, insert the picture data file Geese located in the C h a p t e r 21\Practice It folder. Apply the Reflected R o u n d e d R e c t a n g l e style t o the picture.

dragging the left, middle sizing handle to the left

1 0 . Display Slide 4 ( " C a u s e s " ) in the Slide pane. Con-

until the placeholder is 7 . 5 inches wide.

vert the bulleted list on the slide t o the Converging Radial SmartArt diagram (located in the Relationship category).

3.

Modify the content placeholder on the Title and Content Layout master so that the text is 2 4 points, and then modify both content placeholders on the

1 1 . Add a new shape after the People feed shape in

T w o Content Layout master the same way.

the SmartArt diagram, a n d then add the words Cut grass to the shape.

4.

In the Title and C o n t e n t L a y o u t master, resize the content placeholder so it is 4 . 8 inches high. In the

1 2 . Change the style o f the S m a r t A r t diagram t o the C a r t o o n style. C h a n g e the c o l o r s o f the diagram

T w o Content Layout master, resize the content

to the Colored Fill - A c c e n t 4 style (in the Accent

placeholders so they are 4 . 4 inches high.

4 section on the C h a n g e C o l o r s m e n u ) .

5.

of the title text placeholder t o 2 . 2 inches, and

entrance animation. C h a n g e the direction o f the animation

In the T r a d e s h o w Slide Master, change the title text font to 2 4 points, a n d then change the height

1 3 . Animate the SmartArt diagram with the Wipe

change the width t o 2 . 8 5 inches. (Hint: Use the

to F r o m T o p . C h a n g e the sequence o f

Size group on the D r a w i n g T o o l s F o r m a t tab.)

the animation t o O n e by O n e . 1 4 . Change the speed o f the second through fifth ani-

6.

In N o r m a l view, add your n a m e as the subtitle on Slide 1 .

mated objects t o 1 . 2 5 seconds. 1 5 . Display Slide 3 ( " L i s t e n ! " ) in the Slide pane, and

7.

O n Slide 2 ( " W h y Build at R o u n d L a k e ? " ) , insert

then insert the video data file GeeseVideo located

the video data file Lake located in the Chapter 2 1 \

in the Chapter 21\Practice It folder.

Practice It folder.

1 6 . Use the Shape Height b o x in the Size b o x on the

8.

Change the volume o f the video t o Low. Set the

Video Tools F o r m a t t a b t o reduce the height o f the

video t o loop until stopped a n d t o rewind after

video to 4 . 5 inches. Apply the H a l f Reflection, 4 pt

playing.

offset reflection style t o the video. 1 7 . Set the video t o rewind after playing. 1 8 . Trim the video so it ends at approximately the

9.

Trim the video so that it starts at approximately the 2 5 - s e c o n d mark and ends at the 1 minute, 2 5 - s e c o n d mark ( 0 1 : 2 5 . 0 0 0 ) .

1 0 . Set the poster frame t o the frame at approximately

8.5-second m a r k . 1 9 . Use the frame at a p p r o x i m a t e l y the 4 . 5 - s e c o n d

the 8-second m a r k . 1 1 . Apply the Beveled R o u n d e d Rectangle video style

mark as the poster f r a m e . 2 0 . O n Slide 1 , insert the S m o o t h Jazzy clip art sound. Set the sound to start automatically, loop until stopped, and hide during the slide show. I 2 1 . O n Slide 1 , add your n a m e in the line below the w o r d by in the subtitle. Save the presentation. 2 2 . Broadcast the presentation.

to the video. 1 2 . O n Slide 2 , insert a rectangle shape below the video, the same width as the video, and about A inch high. l

1 3 . Add the text Property Today t o the rectangle. 1 4 . F o r m a t the rectangle using the Subtle Effect Blue-Gray, Accent 1 shape style.

2 3 . Close the presentation.

1 5 . O n Slide 4 ( " B e n e f i t s " ) , insert clip art showing a p h o t o o f an attractive lake a n d trees. Apply the

Practice It 21-2 1.

Circle Bevel effect t o the picture.

O p e n the data file Round Lake located in the C h a p t e r 21\Practice It folder. Save the file as

Round Lake Resort. 2.

1 6 . O n Slide 5 ( " P l a n " ) , convert the bulleted list t o a Basic Bending Process SmartArt diagram. 1 7 . After the Submit proposal t o council shape, add a

M o d i f y the title text on the Title Slide Layout master so the font used is Arial N a r r o w , bold, and 5 4 points. W i d e n the title text placeholder by

new shape containing the text Begin lake cleanup. 1 8 . Change the c o l o r o f the SmartArt diagram t o Colored Fill - Accent 2 (in the Accent 2 section). 1 9 . Change the style to the Subtle Effect SmartArt style.

Chapter

2 1: Enhancing

a

Presentation

2 0 . Animate the SmartArt diagram with the D a r k e n emphasis a n i m a t i o n .

and then paste another c o p y t o the right o f

Easter

Island.

T h e three rectangles should align ver-

tically in the space between the text a n d the p h o t o .

2 1 . M o d i f y the SmartArt animation so that the shapes 8.

darken o n e by o n e .

Stone,

Select all three rectangles and then c o p y them t o Slides 3 and 4 . O n Slide 3 , p r o p o r t i o n a t e l y reduce

2 2 . C h a n g e the speed o f all the SmartArt animations

the size o f the p h o t o so that the rectangles will fit,

to 1 s e c o n d .

and then adjust the position o f e a c h rectangle as

2 3 . O n Slide 6 ( " R o u n d Lake R e s o r t " ) , insert the

needed t o position a rectangle t o the right o f each

picture data file Logo located in the C h a p t e r 2 1 \

lettered list item. O n Slide 4 , m o v e the p h o t o t o

Practice It folder.

the right, a n d reduce its size so that the rectangles will fit, a n d then adjust the position o f t h e rec-

2 4 . P r o p o r t i o n a t e l y resize the logo so it is 3 . 5 inches

tangles as needed.

high. 2 5 . Insert the sound clip Maid with the Flaxen Hair,

9.

O n Slide 2 , add the text Incorrect t o t h e first t w o

located in the Sample M u s i c folder installed with

rectangles, and then add the t e x t Correct t o the

W i n d o w s 7.

third rectangle. M a k e the text in all three rectangles bold.

2 6 . Set the v o l u m e t o Low. 2 7 . C h a n g e the sound clip so it starts automatically, hides during the show, and loops until stopped. 2 8 . Save the presentation.

1 0 . O n Slide 3 , add the text Correct t o the middle rectangle, a n d then add the text Incorrect t o the t o p and b o t t o m rectangles. M a k e the t e x t in all three rectangles bold.

2 9 . B r o a d c a s t the presentation.

1 1 . O n Slide 4 , add the text Correct t o the b o t t o m rectangle, and then add the t e x t Incorrect t o the

3 0 . Close the presentation.

t o p t w o rectangles. M a k e the t e x t in all three rectangles bold. 1 2 . O n Slide 4 , draw another rectangle, and then resize it

On Your Own

so it is the same size as the other rectangles (.5 inches

On Your Own 21-1

and then copy the rectangle t o the Clipboard.

1.

high and 1.3 inches wide). Change its fill t o black,

O p e n the data file Landmarks located in the C h a p t e r 21\On Your O w n folder. Save the file as

Landmarks Quiz. 2.

on Easter Island.

5.

D o the same on Slide 2 . 1 5 . O n Slide 2 , insert the p h o t o data file SmallBluel located in the Chapter 21\On Y o u r O w n folder.

holder, insert clip art o f a p h o t o o f the P a r t h e n o n .

Position the small blue rectangle y o u inserted t o

O n Slides 2 , 3 , and 4 , change the second, third, and

O n Slide 2 ( " Q u e s t i o n 2 " ) , draw a rectangle, a n d then resize it t o .5 inches high and 1.3 inches wide. Position this rectangle a b o u t 1 . 5 inches t o the right o f

7.

tangle three times, and then position the pasted

O n Slide 4 ( " Q u e s t i o n 3 " ) , in the c o n t e n t place-

fourth bullet symbols to a lettered list from A t o C. 6.

1 4 . Display Slide 3 in the Slide p a n e , paste the recrectangles on t o p o f the three blue rectangles.

O n Slide 3 ("Question 2 " ) , in the content placeholder, insert clip art o f a photo of the Arc de Triomphe.

4.

o f the blue rectangles. Paste the copied rectangle twice, and then position the copied rectangles on t o p o f the other t w o rectangles o n the slide.

O n Slide 2 ( " Q u e s t i o n 1 " ) , in the c o n t e n t placeholder, insert clip art o f a p h o t o o f a single statue

3.

1 3 . Position the rectangle so it is directly o n t o p o f o n e

Stonehenge.

C o p y the rectangle. Paste a copy o f the rectangle t o the right o f Black

Hills Native

American

Standing

the left o f the letter A. T h e n insert the p h o t o data file SmallBlue2 and position this rectangle t o the left o f the letter B. Finally, insert the p h o t o data file SmallBlue3 and position this rectangle t o the left o f the letter C. 1 6 . Select the three rectangles, copy them, and then paste them on Slides 3 and 4 . Reposition them t o the left of the letters, keeping them in the same order.

Chapter

2 1: Enhancing

a

Presentation

1 7 . Add the following as a footer on all slides except the

2 3 . In the Title Slide Layout master, delete the subtitle

title slide: Click the blue box next to the correct answer.

placeholder, the b o x around it, and the blue rectangle at the left end o f the b o x .

1 8 . O n Slide 2 , select the three black rectangles, and then apply the exit a n i m a t i o n W i p e . Change the

2 4 . In the Origin Slide Master, swap the position

direction o f the a n i m a t i o n t o F r o m T o p . Repeat

of the Footer and Slide N u m b e r placeholders.

this on Slides 3 and 4 .

Change the alignment o f the text in the Footer placeholder t o left-aligned, change the font size t o

1 9 . O n Slide 2 , select the t o p black rectangle. O n the

2 0 points, and then widen the F o o t e r placeholder

Animations t a b , set the small blue b o x to the left o f the letter A as the trigger for this animation.

so it the right edge aligns with the right edge o f

(Hint:

the Slide N u m b e r placeholder.

Use the Trigger button in the Advanced Animation group on the Animations t a b . Select the Picture

2 5 . Select the blue triangle at the b o t t o m o f the Origin Slide M a s t e r and the F o o t e r placeholder, and posi-

with the lowest number at the bottom o f the list.)

tion them at the t o p o f the slide above the title

2 0 . O n Slide 2 , set the small blue b o x t o the left o f the

placeholder.

letter B as the trigger for the middle black b o x , and then set the small blue b o x t o the left o f the

2 6 . Close Slide M a s t e r view, a n d then examine the

letter C as the trigger f o r the b o t t o m black b o x .

slides. Reset any slides that did n o t pick up all o f the changes made in Slide M a s t e r view.

2 1 . Display Slide 2 in Slide S h o w view, and then click each o f the small blue b o x e s t o watch the animations. End the slide show.

2 7 . O n Slide 5 , add your n a m e as a bulleted item. 2 8 . R u n the presentation in Slide S h o w view, and check the animation on each slide.

2 2 . O n Slides 3 and 4 , set the small blue boxes to the left o f the letters as triggers for their respective

2 9 . Save the presentation. Close the presentation.

black boxes.

ADDITIONAL STUDY TOOLS

Chapter

21

IN THE BOOK

ONLINE

^

Complete end-of-chapter exercises

^

C o m p l e t e additional e n d - o f - c h a p t e r e x e r c i s e s

^

Study tear-out C h a p t e r Review C a r d

^

T a k e p r a c t i c e quiz t o p r e p a r e f o r t e s t s

^

R e v i e w key t e r m f l a s h c a r d s (online, p r i n t a b l e , a n d audio)

^

P l a y " B e a t t h e C l o c k " a n d " M e m o r y " t o quiz yourself

^

W a t c h t h e v i d e o s " A d d a G r a p h i c f r o m a File," " D r a w a S h a p e on a S l i d e , " " F o r m a t D r a w i n g s a n d P i c t u r e s on S l i d e s , " " C r e a t e a S m a r t A r t Diagram," "Broadcast a Presentation," and more

Chapter

21

Enhancing

a

Presentation

CAPSTONE

PowerPoint: Prepare a Presentation 1. Plan a presentation about a topic of your choosing. For example, you can create a presentation to train others how to do a job; convey information about a person, place, or thing; influence others to buy or do something; or create a slide show of photographs around a specific topic, event, or person. Develop the basic outline of the presentation and decide what content will go on each slide. 2. Create a new PowerPoint presentation and apply an appropriate theme. Make sure you choose a theme that is relevant to your presentation and intended audience. 3. On Slide 1, add an appropriate title for the presentation. A d d your name as a subtitle. 4. On the theme Slide Master, add a digital image that is related or relevant to the presentation you are creating. 5. Look at each layout master, and make sure the digital image is appropriately placed on it. If not, remove the digital image from the theme Slide Master and then add it and position it appropriately on each layout master. 6. Create a presentation based on your plan. 7. Where needed, create bulleted lists to provide details or information about the topic. 8. A d d clip art or graphics to illustrate your points. Use at least one SmartArt diagram. Examine the diagrams in the Picture category.)

{Hint

9. On at least one slide, insert a shape, such as a rectangle, triangle, circle, arrow, or star. 10. If appropriate, add video and audio clips. Trim the clips as needed and set appropriate playback and formatting options. 11. On at least one slide, do not use a bulleted listuse only an image, clip art, a video, SmartArt, or another graphic element, with animation if appropriate. Make sure the effect during the slide show conveys your planned spoken message. 12. Examine the presentation outline. Are you using too many words? Can any of your bulleted lists be replaced with a graphic? 13. Re-evaluate the theme you chose. Do you think it is still appropriate? Does it fit the content of the presentation? If not, apply a different theme or modify the colors or fonts. 14. A d d appropriate transitions and animations. Remember that the goal is to keep audience members engaged without distracting them. 15. Check the spelling, including contextual spelling, of the presentation, and then proofread it. 16. Rehearse the presentation. Consider your appearance, and decide on appropriate clothing to wear. Practice in front of a mirror and friends or family. If possible, create a video of yourself giving the presentation. Notice and fine tune your body language, tone of voice, and fluency to fully engage your audience.

Chapter

2 1: Enhancing

a

Presentation

WEB APPLICATIONS

Working with the PowerPoint W e b App As with the Word and Excel Web Apps, you can use the PowerPoint Web App to view or edit PowerPoint presentations stored on a SkyDrive account. When you open a presentation in the PowerPoint Web App in View mode, it appears in the browser window similar to the way it looks in Reading view. See Exhibit 21-31. If you use the buttons on the navigation bar, when you scroll through the presentation, you will see the presentation as it appears in Slide Show view with a few exceptions. First, as when you broadcast a slide show, no matter what transitions are applied, you will see the Fade transition. Second, animations most likely will not work as expected. Third, you will not see a video clip play; you will see only the poster frame. A n d finally, if your presentation contains audio clips, it might not display in View mode. If you open a presentation in the PowerPoint Web App in Edit mode, you can add and delete slides; format textinsert pictures, clip art, and SmartArt; and create hyperlinks. See Exhibit 21-32. You can only insert objects on slides that contain an empty content placeholder. From both View mode and Edit mode, you can switch to Slide Show view. (Note that if your pop-up blocker is set to block most pop-ups, you might need to allow pop-ups from the Windows Live Web site.) See Exhibit 21-33. As you can see. Slide Show view in the PowerPoint Web App looks very similar to the way a presentation looks in a browser window during a broadcast. The same limitations apply in this view as for a broadcast. However, as with Edit mode, if your presentation contains audio clips, the presentation might not display at all in Slide Show view. Note that in Slide Show view in the PowerPoint Web App, you can click the mouse button or press the appropriate keys to advance the slide show, but you cannot right-click to access the shortcut menu. Also, the Slide Show toolbar contains only the Next Slide and Previous Slide buttons.

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Chapter

2 1: Enhancing

a

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X *

Integrating Word, Excel, A c c e s s , and PowerPoint Learning Objectives

Introduction

After studying the material in this chapter, you will be able to:

Collaboration and t e a m w o r k have become the n o r m . Individuals are

LO22 .1 Understand object linking and embedding (OLE)

often asked to prepare o r focus on a specific aspect o f a project, report,

LO22.2 Import and export data

or event. They research, create, and analyze the information, and then develop the related files needed for the final product. In many cases,

Use the Object command to insert text from a file

they use one type o f application t o create the documents. T h e different files are then integrated t o create an in-depth and complete product,

Copy and paste among Office

with each part o f the file having been created in the program that best fits that data. This process allows each person t o use his or her expertise

programs LO22 .5 Create PowerPoint slides from a Word outline

and as a team create a stronger, better final product. T h e integration capabilities o f M i c r o s o f t Office allow team members to share files and data easily. In addition t o copying and pasting

LO22.6 Create form letters with mail merge

a m o n g different p r o g r a m s , you c a n embed a file o f one type in a file o f another type; link files so that when the original file changes, the changes appear in the file linked t o it; and import and export data from one file format to another.

LO22.1

O

Object Linking and Embedding

ffice 2 0 1 0 supports object linking and embedding (OLE, pronounced O - L - E o r o h - l a y ) , a way o f transferring and sharing objects between programs. R e m e m b e r that an o b j e c t

is anything that c a n be manipulated as a whole; in other words, it is the specific i n f o r m a -

tion that you want t o share between programs and can be anything from a chart or a table to a picture, video, sound clip, or almost anything else you can create on a computer. T h e program used t o create the object you w a n t t o integrate into another program is the source program; the file that initially c o n the object is the source

object linking and embedding (OLE) A way of transferring and sharing objects between programs.

t a i n s

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\ the object is called

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

The ability to integrate Microsoft Office

documents

allows people to share info and create complex even if they're not in the same location, an EDHAR/Shutterstock.eom

consideration

docs

important

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the destination program; the file where you w a n t t o insert the object is called the destination file. W h e n you embed an o b j e c t , a c o p y o f the o b j e c t along with a link t o the source p r o g r a m b e c o m e part o f the destination file, a n d y o u c a n edit the o b j e c t using the source p r o g r a m ' s c o m m a n d s . T h e r e is n o c o n n e c t i o n between an e m b e d d e d o b j e c t and its source file; t h e r e f o r e , c h a n g e s m a d e t o the o b j e c t in the source destination programme program used to create the r , i j file where you want to insert an object created in a different file. hie d o n o t a p p e a r in the destination file. Y o u must have access t o the destination file The file into which you want to insert an object created in another file. source p r o g r a m t o edit an e m embed To copy an object along with a link to the source program in a destination file. bedded o b j e c t ; however, you do n o t need access t o the source file. X

7

Chapter

22:

Integrating

1

Word,

Excel,

Access,

and

PowerPoint

Exhibit 22-1 Embedding contrasted with linking

W h e n you link an o b j e c t , a direct c o n n e c t i o n is

their respective objects are stored. T h e advantage of em-

created between the source a n d destination files. T h e

bedding an object instead o f linking it is that the source

file—but

file and the destination file can be stored separately. You

the link displays the o b j e c t in the destination file as

can use the source program c o m m a n d s t o make changes

well. Y o u must have access t o the source file if you

to the object in the destination file, and the source file

w a n t t o m a k e changes t o the linked source o b j e c t . If

will be unaffected. T h e disadvantage is that the destina-

you edit a linked o b j e c t in the source file, the link en-

tion file size is somewhat larger than it would be if the

sures that the changes a p p e a r in the destination

object was simply pasted as a picture or text, or if it was

o b j e c t exists in only o n e p l a c e — t h e source

file.

If you edit a linked o b j e c t in the destination file, the

linked. T h e advantage o f linking an object instead o f

changes do n o t appear in the source file. T h e n e x t time

embedding it is that the object remains identical in the

the link is updated, the c h a n g e s m a d e in the destina-

source and destination files, and the destination file size

tion file will be overwritten with the linked data from

does not increase as much as if the object were embedded. T h e disadvantage is that the source and destination

the source file. Both linking and embedding involve inserting an o b ject into a destination file; the difference lies in where

files must be stored together. W h e n you need to copy information from one program to another, consider which option is the best choice for your needs. Exhibit 2 2 - 1 compares linking and embedding, and

link To establish a direct connection between a source and a destination file.

Exhibit 2 2 - 2 summarizes embedding and linking and compares their advantages and disadvantages.

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

To do this, in either p r o g r a m , click E x h i b i t 22-2 Comparing integration methods

the Chart button in the Illustrations group on the Insert t a b t o open the

Description

Use if y o u w a n t to

Advantages

Chart dialog b o x . After you select

Embedding

Linking

Displays and stores an object in the destination file.

Displays an object in the destination file along with the source file's location; stores the object in the source file.

Include the object in the destination Edit the object in the source file and file, and edit the object using the have the changes appear in the source program without affecting destination file, the source file. The source file and destination file can be stored separately. You can use source program commands to make changes to the object in the destination file.

Disadvantages The destination file size increases to reflect the addition of the object from the source file.

The destination file size remains fairly small. The source file and the object in the destination file remain identical.

the type o f chart y o u w a n t t o create, the Word or P o w e r P o i n t w i n d o w resizes to half the screen width, an E x cel window with sample data opens on the other half o f the screen, a n d a chart based on the sample data a n d the chart style you selected appears in the document o r slide. M o d i f y the sample data in the worksheet so that it contains your data, a n d the chart will adjust as you edit the worksheet. W h e n you create a c h a r t using this m e t h o d , you d o n ' t need t o save

The source and destination files must be stored together.

the Excel w o r k b o o k b e f o r e closing it because it is part o f t h e W o r d file and will be saved w h e n y o u save the W o r d file.

Creating an Embedded Excel Chart in Word or PowerPoint

Create an embedded Excel chart in a Word document.

If you w a n t t o embed a chart in a Word document or PowerPoint slide, and the chart or the data t o create it does n o t already exist in a separate Excel file, you can

O p e n the W o r d data file EcoBrochure located in

create the chart from within the W o r d or PowerPoint file.

the Chapter22\Chapter folder. At the b o t t o m o f

Sharing Information Most organizations rely heavily on teams to complete work tasks, and, consequently, team members rely on each other to complete their assigned projects successfully. For example, you might be responsible for providing data for others to analyze, or for collecting other team members' data and creating a report. When a team works together to complete a project, it is vital that each member of the team complete his or her piece of the project. If even one person fails to do this, the entire project is affected. Learning the different roles team members play, how they complement each other for efficient task completion, and how to lead and motivate a team toward goal achievement can mean the difference between professional success and failure. As you work in different Microsoft Office programs, keep in mind that you might need to share your work with

complete and ready to be shared with others, and that

others on your team, at school, or in a professional en-

it can be imported or exported, as needed, for use in

vironment. Take the time to make sure your work is

other programs.

Chapter

22:

Integrating

Word,

Excel,

Access,

and

PowerPoint

page 1 , after Prepared

by:, type your n a m e , and

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) O n the R i b b o n ,

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click the Insert tab.

T i p : You can also create an e m b e d d e d chart In a PowerPoint slide using the Chart button in the Illustrations group o n the Insert tab, or by clicking the Insert Chart button [^j] in a Content placeholder.

In the Illustrations group, click the

Chart button. T h e Insert C h a r t dialog b o x opens. C o l u m n is selected in the list of chart types. I Click OK. T h e dialog

C h a r t button in the W o r d o r PowerPoint

file.

dow. T h e worksheet in the E x c e l w i n d o w contains sample data, and a column c h a r t o f the Excel data is inserted in the W o r d d o c u m e n t . C h a r t Tools contextual tabs appear o n the R i b b o n . I In the W o r d window, change the Z o o m level so

b o x closes, the Word window shrinks t o half its width, and an

that you can see all o f the c o l u m n s in the chart

Excel window opens t o the right o f the W o r d win-

and read the labels. See E x h i b i t 2 2 - 3 .

Chart Tools contextual tabs

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) In the Excel worksheet, click cell A2, type Ash and then press the Down Arrow key. T h e text y o u type replaces the placeholder text in the cell and below the first set o f columns in the c h a r t in the W o r d window.

In the range B3:B10, enter the f o l l o w i n g values: 6.1 3.1 3.1 4.3

) In the E x c e l worksheet, in the range A3:A10, enter the following labels:

5.6 2.9 4.2

Bamboo

3.6

Beech Cherry birch

In the Excel window, drag the lower-right blue border

Hevea

corner to the left two columns so that the blue border

Kempas

surrounds the range A 1 : B 1 0 . T h e blue and yellow

Maple

columns in the chart in the Word window disappear.

Oak

In the Excel window, make cell B2 the current cell.

Walnut

O n the Excel R i b b o n , click the Data tab, and then

| E x a m i n e the chart in the W o r d window. N o t i c e

in the Sort & Filter group, click the Sort Smallest to

that the three labels outside o f the blue border in

Largest button [Si]. T h e rows in the table are sorted

the E x c e l worksheet are n o t included in the c h a r t .

by the values in column B from the smallest t o the largest. T h e columns in the chart in the W o r d win-

) Click in the Excel window, a n d then drag the

dow are rearranged to match the E x c e l worksheet.

lower-right blue border sizing handle down t o below r o w 1 0 so that the blue border surrounds

In the Excel w i n d o w ; click the Close button

the range A 1 : D 1 0 . T h e chart in the W o r d w i n d o w

T h e Excel window closes and the W o r d w i n d o w

adjusts t o include columns for all the labels that

resizes t o its original size. T h e c h a r t is selected, and

you typed. See E x h i b i t 2 2 - 4 .

the Chart Tools Design tab is selected.

In the E x c e l window, click cell B2, type 3.8 and

C h a n g e the z o o m level t o Page Width.

then press the Enter key. T h e first green c o l u m n in the c h a r t shortens t o the 3 . 8 m a r k .

O n the R i b b o n , click the Chart Tools Layout tab. In the Labels group, click the Legend button, and then click None. T h e legend is r e m o v e d from

Exhibit 22-4 Additional columns added to the chart

the c h a r t . In the c h a r t , click the Series 1 title t o select the title text b o x , a n d then click Series 1 again. T h e insertion point blinks in the title. Edit the title to Janka Rating for Common Woods. See Exhibit 2 2 - 5 . Save the document.

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

Exhb iti 22-5

Completed Excel chart in Word document EcoFlooring

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Maepl Bech Chy er W nau lt A h s O k a Hevea Km epas Bambo Embedding a Chart Created in an Excel Worksheet in Word or PowerPoint If a c h a r t already exists in an E x c e l w o r k s h e e t , you c a n c o p y it from there a n d then e m b e d it in the docu-

Embed a chart created in an Excel worksheet in a Word document.

m e n t o r slide. Y o u c a n t h e n use E x c e l c o m m a n d s t o

Open the Excel data file EcoMaterials located in

m o d i f y the c h a r t f r o m w i t h i n t h e d o c u m e n t o r slide.

the Chapter 22\Chapter folder. Save the document

Y o u r c h a n g e s , however, will n o t a p p e a r in the origi-

as EcoFlooring Materials. O n the taskbar, a M i c r o -

nal file.

soft Excel button appears n e x t t o the M i c r o s o f t

R e m e m b e r that w h e n y o u use the Paste c o m m a n d , y o u have access t o several o p t i o n s t o paste the o b j e c t in different w a y s . I f y o u click the Paste b u t t o n a r r o w instead o f c l i c k i n g t h e Paste b u t t o n , a menu with Paste O p t i o n s b u t t o n s a p p e a r s . Y o u c a n point to each button t o see a Live Preview o f the pasted object. For most objects, you can choose whether to keep t h e source file f o r m a t t i n g o r use t h e destination fife f o r m a t t i n g . F o r s o m e o b j e c t s , such as pasting an E x c e l c h a r t i n t o a W o r d d o c u m e n t , y o u c a n also c h o o s e w h e t h e r t o e m b e d o r link t h e o b j e c t o r paste it as a p i c t u r e . I f y o u c l i c k t h e Paste b u t t o n , you c a n still c h a n g e t h e w a y an o b j e c t is pasted by clicking

Word button. I In the Excel worksheet, click the chart to select it. O n the H o m e t a b , in the C l i p b o a r d group, click the Copy button [^J.

T h e c h a r t is copied to the

Clipboard. ) O n the taskbar, click the Microsoft Word button to return t o the E c o F l o o r i n g Brochure document. ) O n page 2 , under the How do I know friendly

flooring

which

eco-

is right for me? heading, delete

the green highlighted text. T h e insertion point is in the n o w empty paragraph.

the Paste O p t i o n s b u t t o n t h a t a p p e a r s just b e l o w a n d

) O n the H o m e t a b , in the C l i p b o a r d group, click

t o t h e right o f t h e p a s t e d o b j e c t t o access the s a m e

the Paste button arrow. A menu o f Paste options

menu o f o p t i o n s .

appears.

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

button arrow in the PowerPoint w i n d o w

Editing an Embedded Excel Chart in Word or PowerPoint

w h e n a n Excel chart has been c o p i e d to the

When

Clipboard.

destination

^k. T i p : T h e s a m e options appear o n the Paste

y o u edit

an e m b e d d e d

object

p r o g r a m , the c h a n g e s

within

affect

the

only the

e m b e d d e d o b j e c t ; the original o b j e c t in t h e s o u r c e p r o g r a m r e m a i n s u n c h a n g e d . T o edit t h e e m b e d d e d In the Paste button menu, point t o the Use Destina-

o b j e c t , click it t o display t a b s a n d c o m m a n d s o n f r o m

(the first

the e m b e d d e d o b j e c t ' s source p r o g r a m o n t h e R i b -

tion Theme & Embed Workbook button

b u t t o n ) . T h e chart appears in the d o c u m e n t at the

b o n . Y o u c a n then use these t o m o d i f y t h e e m b e d d e d

insertion point using the C o m p o s i t e theme colors

object.

and fonts in the Word document file. See E x h i b i t 2 2 - 6 . T h i s is the default option.

Exhibit 22-6

Edit an embedded chart in a Word document. Paste button menu with

the W o r d d o c u m e n t , click the e m b e d d e d

Q^ln

Paste Options

pie chart. T h e selection f r a m e a n d h a n d l e s a p p e a r a r o u n d the c h a r t o b j e c t , a n d t h e E x cel C h a r t T o o l s c o n t e x t u a l t a b s a p p e a r o n t h e

Paste button arrow

Word Ribbon. I O n the H o m e t a b , in the P a r a g r a p h g r o u p , click the Center button

. T h e paragraph containing

the inline c h a r t object is f o r m a t t e d s o it is centered Use Destination Theme & Embed Workbook (H) \

ScreenTip

r

,1

"

i

J C I L ' C I O U I I roue...

horizontally. ) O n the R i b b o n , click the Chart Tools Design tab. In the C h a r t Styles group, click the Style 11 style (the green style in the group). T h e c o l o r s used in the pie c h a r t are changed t o shades o f green instead o f

\ In t h e Paste b u t t o n m e n u , p o i n t t o the Keep Source Formatting & Embed Workbook button \ w

shades o f yellow.

(the s e c o n d b u t t o n ) . T h e c h a r t c h a n g e s t o use the C o n c o u r s e theme c o l o r s a n d fonts f r o m the s o u r c e file.

T i p : T h e Chart Tools contextual t a b s also a p p e a r in the PowerPoint w i n d o w w h e n a n e m b e d d e d chart is selected.

T i p : To c h a n g e the default paste o p t i o n , click Set Default Paste on the Paste m e n u ,

I O n the C h a r t Tools Design t a b , in the D a t a g r o u p ,

a n d t h e n m a k e your selections in the Cut,

click the Edit Data button. An E x c e l w i n d o w opens

copy, a n d paste section of the A d v a n c e d

to the right o f the W o r d window. In the title b a r

p a g e of t h e Word Options dialog box that opens.

^^^^^^^^^^

In t h e P a s t e b u t t o n m e n u , p o i n t t o t h e o t h e r t h r e e b u t t o n s , n o t i n g t h e c h a n g e in t h e c h a r t in t h e d o c u m e n t a n d r e a d i n g t h e i r S c r e e n T i p s ,

T h e buttons on the Chart l o o t s contextual tabs in the Word

a n d t h e n c l i c k t h e first b u t t o n , t h e Use Destina-

window are very similar to the

tion T h e m e & Embed Workbook button fii . T h e

buttons on these tabs in the

c h a r t is p a s t e d in t h e d o c u m e n t as a n inline o b j e c t using t h e d o c u m e n t t h e m e c o l o r s a n d

Excel window, but they are not

fonts.

all identical. Chapter

2 2: Integrating

Word

o f the Excel window, the file name is Chart Microsoft

Word.

in

I In the E x c e l w i n d o w , click t h e Close button

O n the taskbar, the Excel button

HQ!.

changes to indicate that m o r e than o n e w o r k b o o k

T h e E x c e l w i n d o w for the embedded

c h a r t closes a n d the E c o F l o o r i n g B r o c h u r e

is open.

d o c u m e n t in t h e W o r d w i n d o w m a x i m i z e s . T h e E x c e l w i n d o w with t h e E c o F l o o r i n g

| O n the taskbar, point t o the Excel button [ S J . T h e

M a t e r i a l s w o r k b o o k is t h e s a m e size and in

pop-up windows indicate that there are t w o Excel

the same p o s i t i o n as t h e e m b e d d e d w o r k b o o k

w o r k b o o k s open: the E c o F l o o r i n g Materials

window was.

w o r k b o o k from which you copied the pie chart, and the C h a r t in M i c r o s o f t W o r d w o r k b o o k . See

I M a x i m i z e the Excel window. N o t i c e in this file

Exhibit 2 2 - 7 .

that the values in cells B 5 and B 6 in the EcoFlooring Materials w o r k b o o k are unchanged.

) In the Excel window, in cell B5, change the value to 31 and then in cell B6, change the value to 30.

I Close the EcoFlooring Materials workbook.

T h e chart in the E x c e l w o r k s h e e t and the chart in the W o r d d o c u m e n t c h a n g e t o reflect the new

Save the EcoFlooring Brochure document, and then

data.

close it.

Exhibit 22-7

Embedded workbook to the right of the Word document

fljUrifl

Chapter

title bar indicates this is not the original source document

22:

Integrating

Hor

lns<

Word,

Pag

Ref«

Excel,

Mai

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Access,

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Embedding Excel Worksheet Data in Word and PowerPoint When you copy worksheet data, the first t w o buttons on the Paste button menu are Keep Source Formatting and Use Destination Styles. Selecting either of these two buttons pastes the data as an ordinary table. The table is not embedded; it was converted to a Word or PowerPoint table. You can then format the table using the usual methods. If you want to embed worksheet data in either a Word document or a PowerPoint slide instead of pasting it as a table or linking it to the Excel worksheet, you need to use the Paste Special command. To do this, click the Paste button arrow, and then click Paste Special to open the Paste Special dialog box. With the Paste option button selected, click Microsoft Excel Worksheet Object in the As list, and then click OK. The table is placed into the document or the slide with a selection box and sizing handles around it. You cannot edit the data in an embedded table as you do an ordinary Word or PowerPoint table. Instead, you double-

Linking an Excel Chart to a Word Document or PowerPoint Presentation If a c h a r t exists in an Excel worksheet a n d you think

click the embedded table to access Excel editing commands. When you double-click the embedded table, instead of the worksheet appearing in a separate Excel window, a copy of the entire workbook from which you copied the table appears within a dashed line border and the Excel Ribbon tabs completely replace the Word or PowerPoint Ribbon tabs. Paste Special Source: Microsoft Excel Worksheet Sheet 1!R6C1:R11C5

As:

o Paste Paste link

Result r

k.

li]\Jt

«i—I

a

Microsoft Excel Worksheet C HTML Format Device Independent Bitmap Bitmap Picture (Enhanced Metafie) Picture (Windows Metafile)

Display as icon

Pastes the contents of the dpboard into your presentation so that you can activate it usng Microsoft Excel 12.

I Select t h e chart, a n d then c o p y it t o t h e C l i p board. I Switch t o the PowerPoint presentation

EcoFlooring

you might update it in the future, y o u c a n link it t o

Presentation, and then display Slide 2 ( " G r o w t h

a W o r d d o c u m e n t o r PowerPoint slide instead o f em-

C h a r t " ) in the Slide pane.

bedding it. T h e n when you modify the Excel file, the changes will appear in the destination file. T o link an Excel c h a r t t o a W o r d document o r PowerPoint

presen-

tation, c o p y it in the Excel file, and then use o n e o f the Link b u t t o n s o n the Paste button m e n u . Y o u must leave

I In the C l i p b o a r d group, click t h e Paste button arrow. T h e same buttons t h a t a p p e a r e d w h e n you embedded the Excel chart in t h e W o r d

document

appear.

the E x c e l w o r k b o o k open while you paste, o r the Paste

) Click the Use Destination Theme & Link Data button

button m e n u will offer only options t o embed the chart

\&\. T h e chart object is pasted into t h e slide a n d is

or paste it as an image.

linked t o the Excel

workbook.

| Resize the c h a r t t o fill the space b e l o w the slide title. See E x h i b i t 2 2 - 8 .

Link an Excel worksheet to a PowerPoint presentation. CM O p e n the PowerPoint data file EcoPresentation, located in the Chapter 22\Chapter folder. Save the

presentation as EcoFlooring Presentation. On the title slide, add your name as the subtitle. ^

O p e n the E x c e l w o r k b o o k EcoGrowth. Save the

w o r k b o o k as EcoFlooring Growth.

D o not close the i i x c e l w o r k b o o k , or you will have only the option to paste the chart instead o f linking it.

Exhibit 22-8 Linked Excel chart in PowerPoint slide L

c o F I o o r i n g P r e s e n t a t i o n " ^ T ^ c 7 o s o f t P o w e r P o i n t ^ r

f

r

.

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Linking Excel Worksheet Data to Word or PowerPoint

) Select the range A6:E11, a n d then copy it to the

When you copy Excel worksheet data and then click the

I Switch t o the PowerPoint presentation EcoFlooring

Clipboard.

Paste button arrow in a Word document, two o f the but-

Presentation, and then display Slide 3 ("Growth

tons on the menu are Link commands. However, if you

D a t a " ) in the Slide pane.

use these buttons to link data from cells in an Excel worksheet to a Word document, the link will not always be maintained after you close the Word document. When you copy Excel worksheet data and then click the Paste button arrow in a PowerPoint presentation, none o f the buttons on the menu are Link commands. T o create a stable link in a Word document or to create a link in a PowerPoint slide, you need to use the Paste Special command. Then, just like with a linked chart, you can edit the source file, and the edits will appear in the destination file.

I O n the H o m e tab, in the Clipboard group, click the Paste button arrow. Point t o each o f the Paste O p tions buttons, watching the worksheet change on the slide and reading the ScreenTips. T h e set of buttons on the Paste button menu are different than the sets of Paste buttons you have seen until now. None o f the buttons on the Paste button menu

option button

worksheet data.

selected, keep

I O n the menu, click

Link Excel worksheet data to a PowerPoint slide. Q|

Paste Special. T h e Paste Special dialog

Switch t o t h e E x c e l w o r k b o o k EcoFlooring

b o x opens. T h e

Growth.

Paste option but-

Chapter

2 2:

Integrating

Word,

Excel,

Access,

and

^ T i p : With the Paste

allow you to link the

PowerPoint

Microsoft Excel Worksheet Object selected in the As list to e m b e d the worksheet in the slide.

ton is selected, and a list o f f o r m a t options for the

I Click OK. T h e dialog b o x closes a n d the worksheet

copied w o r k s h e e t data appears. Q|

data appears on the slide.

Click the Paste link option button. The As list changes

I Resize the chart object to fill the space b e l o w the

to include link options including

slide title. See Exhibit 2 2 - 1 0 .

Microsoft Excel Worksheet Object. See Exhibit 2 2 - 9 .

Updating Linked Objects When the Destination File Is Open

Exhibit 22-9 Paste Special dialog box with Paste link options

W h e n an o b j e c t is linked from a source file t o a destiPaste Special Source: Microsoft Excel W< SheetliR6Cl:RllJ As: Paste

worksheet

nation file, you can edit the i n f o r m a t i o n in the source

selected in As box

file, and the changes will appear in the destination file. If both files are open, sometimes the c h a n g e s a p p e a r

Microsoft Excel Worksheet Object

instantaneously. Sometimes linked data does n o t au-

Attach Hyperlink

tomatically update, even if both files are o p e n . If the linked o b j e c t is a chart, you can click the R e f r e s h D a t a

Paste link option button

button in the D a t a group on the C h a r t T o o l s Design

Result _ Inserts a picture of the clipboard contents into your |Utj-H|J presentation. Paste Link creates a shortcut to the — — source file to the source file will be tile so that changes I reflected in your presentation.

t a b . If the linked object is a w o r k s h e e t , right-click the linked object in the destination file, and then click U p date Link on the shortcut m e n u .

Exhibit 22-10 Linked Excel worksheet data on a PowerPoint slide x o F l o o r i n g P r e s e n t a t i o n ^ T T i c r o T o f t P o w e r P o i n t " '

Home

Insert

Design

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Drawing

Growth Data

2010

201 1

2012

Solid wood flooring

931

852

745

Engineered wood flooring

820

901

933 149

Solid bamboo flooring

25

79

Woven bamboo flooring

14

48

171

1790

1880

1998

Total clients served

2013

0

Click to add notes Clarity

Chapter

2 2:

Integrating

Word,

Excel,

Access,

and

PowerPoint

Paste Button Options vs. the Paste Special Dialog Box Using one of the buttons on the Paste button menu (or on the Paste Options button that appears after you paste an object) allows you to choose to keep the source file theme and formatting or apply the theme and formatting in the destination file, in addition to letting you choose between pasting, embedding, and linking. Using the commands in the Paste Special dialog box offers additional choices for pasting. For example, if you want to paste an Excel table as text, you can choose to paste it as formatted or unfor-

matted text; and if you want to paste a table or chart as an image, you can choose from a few additional file types. You cannot, however, choose to use the source or destination theme formatting. If you choose a formatted option, the copied object will be pasted with the source file formatting; if you choose an unformatted option, the copied object will be pasted as unformatted text or data. Ultimately, the method you use will be determined by exactly what you want to appear in your destination document. chart in the Excel w o r k s h e e t and in the chart in

ACTIVITY

the PowerPoint presentation. See Exhibit 2 2 - 1 1 .

Update linked objects.

I If the chart did n o t update, click the chart in the

slide, click the Chart Tools Design tab, and then in the Data group, click the Refresh Data button.

In the PowerPoint presentation, display Slide 2 ( " G r o w t h C h a r t " ) in the Slide pane, and then

select the linked chart.

I In the PowerPoint presentation, display Slide 3

Q| Click the Chart Tools Design tab. In the Data group, click the Edit Data button. T h e original

( " G r o w t h D a t a " ) in the Slide pane. I Right-click the table. A shortcut menu opens. See

worksheet from which y o u copied the worksheet

Exhibit 2 2 - 1 2 .

data, EcoFlooring G r o w t h , appears t o the right o f

I O n the shortcut menu, click Update Link. If the

the PowerPoint presentation.

table in the slide had n o t updated with the new

Hfc In the Excel window, click cell E7, type 613 and

data when you entered it, it updates now. If the

then press the Enter key. A b a r is added t o the

table w a s already updated, nothing changes.

Exhibit 22-11 Updated linked Excel chart in PowerPoint slide BOTMG^resentation^^Iicrosoft Power...

EcoFlooring Growth^Microsoft ExceH Home Insert

* .

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^

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A'

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Integrating

Word,

Excel,

Access,

and

Cells

I

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931 820 25 14 1790

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li

data entered in source worksheet

>rs installed each year

Chapter

Si®

PowerPoint

2011 852 901 79 48 1880

201 2 745 933 149 171 1998

2013 613*

613

[

Exhibit 22-12

Shortcut menu for linked worksheet data

oF olo nirg Preseno atin^^ cJToso^ow ..er.«{£«M ~ jl WQBJ b u • a* m V w ei O a <$ m~ icoFlooring Growth - Microsoft Exc

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Insert

Desigt

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Anima

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AA-

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Q|

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12 U 45LJ 6 frr 190 12

Alignment Number

C

loorlng

click to update the table on the slide with the new data in the source file

*

Ai

/

Copy

/

Paste Options:

/

Linked Worksheet Object

_ •

Update Link

K r

Group Bring to Front

\%

• •

Send to Back

D

Styles

E

Cells

F)

wre installed each year

2010

2011

2012

2013

931

852

745

613

820

901

933

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25

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149

14

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171

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Updating Linked Objects When the Destination File Is Closed

SO tSQ 120%

I Save the Excel file. I Open the PowerPoint file EcoFlooring Presentation.

W h e n y o u link objects t o a file, they are set t o update

A dialog b o x opens telling you that the presenta-

a u t o m a t i c a l l y o r manually. W h e n you open a destina-

tion contains links to other files. See E x h i b i t 2 2 - 1 3 .

tion file that c o n t a i n s a linked o b j e c t that is set t o up-

I Click Update Links. T h e dialog b o x closes a n d the

date automatically, a dialog b o x opens asking if you

links are updated.

w a n t t o update the linked data. If the linked object is set to be updated manually, no dialog b o x appears when

Exhibit 22-13

you open the file, but you c a n refresh the data o r update

Security Notice dialog box

Microsoft PowerPoint

the link.

McroisotfPoweP rn oit Secuytri Nceoit Mcro isotfO cief hasd ien eifd t a poetnaitl secuy tri con T h s i p e r s n a b t o n c o n a n t i s t a n k s o t o h t e r f i l e s . d c i k you ten ilks,PowP ern oti w tadp tn o to rertive niofIrm ain t. updeath n ifilleiem e s i t a i t n w h ti new d a a t o r f m •eotIfh yo ufiln dson t'can updeab teh teuesdn ilkso ,P ecn w sre soaw uesrP eotiand f> ilei shu N t a t e i l k t c a e w iu y ron sifiyou anddopoby silnotp m rfetusth tersou hacm uh ptd eath to eurn ilkpsem toeh eruflofa

ACTIVITY

Edit the linked object when the destination files are closed. fP

Save the PowerPoint file EcoFlooring Presentation, and then close it.

01

M a x i m i z e the Excel w o r k b o o k w i n d o w c o n t a i n ing EcoFlooring Growth.

nfc

In cell E8, type 974 and then press the Enter key.

More information

Chapter

22:

Integrating

Word,

Excel,

Access,

and

PowerPoint

I Display Slide 3 ("Growth Data") in the Slide pane. T h e worksheet data is updated with the new value.

A

Exhibit 22-14 Updated link in the Power-

Problem? If the table did not update, rightclick the table, and then on the shortcut menu, click Update Link.

Point presentation

I Display Slide 2 ("Growth Chart") in the Slide pane. Although you clicked Update Links, a second column of data does not appear above the 2 0 1 3 label in the chart.

I Select the chart, click the Chart Tools Design tab, and then in the D a t a g r o u p , click the Refresh Data button. A second b a r is added t o the 2 0 1 3 data. See Exhibit 2 2 - 1 4 . U In the Excel w o r k s h e e t , in cell E9, enter 279 and then in cell E10, enter 387. CH 3S Lp

In the PowerPoint window, refresh the data.

69% -

Save the EcoFlooring Presentation file, and then maximize it.

Switch to the Excel w o r k b o o k EcoFlooring Growth, save it, and then close it.

Using the Links Dialog Box By default, linked objects are supposed to update automatically; however, sometimes this is not the case. To see if a link is set to update automatically or manually, you can open the Links dialog box. To do this, click the File tab in the destination file to display the Info tab in Backstage view. At the bottom of the pane on the right, click the Edit Links to Files link. The Links dialog box lists all the links in the file with the update setting on the right. To change the update setting for a link, click it, and then click the appropriate option button at the bottom of the dialog box. You can also use the Links dialog box to change the location of a linked object's source file. For example, if you send a file containing a linked object to a colleague, you need to send the source file as well if you want your colleague to have the ability to edit the linked object and have changes appear in both the destination and the source files. Your colleague likely will not have the same folder structure as you do and, therefore, will need to identify the new location (that is, the file path) of the source file. To do this, in the list of links in the Links dialog box, click the link whose location has changed, click the Change Source button, and then navigate to the new location of the source file.

Chapter

2 2:

Integrating

Word,

Excel,

Access,

and

Finally, you can break a link in the Links dialog box. This is a good idea if you plan to send the file to someone who will not have access to the linked object's source file. After you break a link, users who open the destination file will not get a message asking if they want to update the links—an impossible task if the users do not have access to the source file. To break a link, select the link in the list in the dialog box, and then click Break Link. values in this column identify whether an object is set to update automatically or manually

Unks:

Type

Update

Ei'CMPTRVChapter 22ychapter'£coFloorin...

Worksheet

Automatic

E:\CMPTRVZhapter 22\Chapter^coFloonn...

Chart

maud

click to change the location of the source file for the selected link

Update Now Qpen Source

Break Unk

T

Source: E:yCMPTR\Chapter 22\Chapter^coRoonng Growth.xlsx'Sheet!'

Type:

Microsoft Excel Worksheet

Update:

select update option

PowerPoint

click to break the link between the selected source file and the current file

L022.2

Data

Importing and Exporting

Exhibit 22-15 Worksheet prepped to import into Access

ou might w a n t to use Access c o m m a n d s to analyze

I n s e r t

P a g e L a y o u t

rows above column labels deleted

data stored in a list in a text file or an Excel worksheet. You c a n n o t embed or link data in an Access datasheet. Instead, you can import data from these files to build a table in Access. T h e n , you can create forms, reports, queries, and

- A

A 2

other Access objects based on the tables. Y o u c a n n o t im-

£

D a t a

A'

•

A s h

Species X [Ash 1m

port data directly from a Word file, only from a plain text file, so if data already exists in a Word file, save the file as

label entered in cell A1

a plain text file using the Save as type arrow in the Save As dialog b o x . If you need to use Access data in other Office programs, you can export it t o a file format these programs can use.

Importing an Excel List into an Access Table You c a n only import data that is in the form o f a l i s t —

R e v i e w

ISolid hardwood Engineered hardwood Solid hardwood irdwood Engineered hardwood Solid hardwood Engineered hardwood Solid hardwood Solid hardwood Solid hardwood Solid hardwood Solid hardwood Engineered hardwood

Cost

S6.95/SFT S8.95/SFT $10.70 SFT S5.99 SFT S6.45/SFT SI2.99 SFT S8.69/SFT S6.99 SFT S6.95/SFT S5.95/SFT S 5.99;SFT S8.29/SFT

a series o f paragraphs or worksheet rows that contain related d a t a , such as product names and prices or client

I O n the R i b b o n , click the External Data tab. In the

names a n d p h o n e numbers. Before you import the list,

I m p o r t & Link group, click the Excel button. T h e

you should check the format o f the data. T h e first r o w

G e t E x t e r n a l D a t a - Excel Spreadsheet dialog b o x

o f data will b e c o m e the field names in the n e w table, so

opens. See E x h i b i t 2 2 - 1 6 .

it is i m p o r t a n t that every column have a heading. Each r o w o f data becomes a record in t h e d a t a b a s e , so there

Exhibit 22-16

should n o t be any rows above the c o l u m n heads and there

Get

Get External Data - Excel Spreadsheet dialog box

E x t e r n a l D a t a - E x c e l S p r e a d s h e e t

should n o t be any blank rows. Select the source and destj ACTIVITY

S p e c i f y the

Import an Excel list to a table in a new database.

S p e c i f y how

and

w h e r e you

I m p o r t the

EcoTypes, located in the

d a t a in the

c u r r e n td a t a b a s e .

table in the

current database.

records to the

table:

If the s p e c i f i e d t a b l e exists, A c c e s s wl add the r e c o r d s to the to the s o u r c e d a t a wi not be r e f l e c t e d in the d a t a b a s e .

Types.

L i n ktothe

Hfc Delete rows 1-4.

t a b l e . If the

t a b l ed o e s not

exist. A c c e s s wi

In cell A l , enter Species.

I

create it. C h a n g e sm a d e

data source by creating a l i n k e d table.

A c c e s s wi create a t a b l e t h a t wi m a i n t a i n a Ink to the s o u r c ed a t a in E x c e l . C h a n g e sm a d e to the r e f l e c t e d in the l i n k e d table. H o w e v e r , the s o u r c ed a t a c a n n o t be c h a n g e d f r o mw i t h i n A c c e s s .

See E x h i b i t 2 2 - 1 5 .

EcoFlooringTypes.

B r j p w a e .

source data into a new

A p p e n d a c o p y of the

Save the file as EcoFlooring

d a t a b a s e named

w a n t to s t o r e the

1

If the s p e c i f i e d t a b l ed o e s not exist, A c c e s s wi create it If the s p e c i f i e d t a b l ea l r e a d y exists, A c c e s sm i g h to v e r w r i t e its c o n t e n t s w i t h the i m p o r t e d data. C h a n g e sm a d e to the s o u r c e d a t a wi not be r e f l e c t e d in the d a t a b a s e .

C h a p t e r 22\Chapter folder.

J| Create a new Access

your path might differ

s o u r c e of the data.

E:\CMPTRVChapter 22
O p e n the Excel data file

Save and close the Hie.

click to browse to location of file you want to import

s o u r c ed a t a in E x c e l wi

data will be imported into a new table in the database

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

be

Click Next. In the third dialog b o x in the wizard,

VM In the dialog b o x , click Browse. T h e File Open

you could specify information a b o u t the fields

dialog b o x opens.

you are importing, including the data type o f each

HI Click EcoFlooring Types, located in the Chapter 22\

field.

Chapter folder included with your data files, and then click Open. E c o F l o o r i n g Types.xlsx and its

Click Next to accept the default field names and

path are listed in the File n a m e b o x in the G e t

other information. T h e n e x t dialog b o x in the

External D a t a - E x c e l Spreadsheet dialog b o x . T h e

wizard lets you assign a primary key to the data.

Import

T h e Let Access add primary key option button is

the source

rent database

data

option

into a new table

button

in the cur-

selected. Because the w o r k s h e e t you are importing

is selected, so the data

does n o t contain i n f o r m a t i o n y o u c a n convert t o

will be imported into a n e w table in the database.

a primary key, you will let Access add one to the

Click OK. T h e first dialog b o x in the Import

table.

Spreadsheet W i z a r d o p e n s . Y o u w a n t t o import

Click Next t o let Access add a primary key. T h e

the first w o r k s h e e t f r o m the w o r k b o o k .

final dialog b o x in the I m p o r t Spreadsheet Wiz-

IT% Make sure the Show Worksheets option button and

ard opens. T h e text in the I m p o r t t o Table b o x is

Sheetl are selected at the top o f the dialog b o x , and then click Next. T h e second dialog b o x o f the wizard opens.

selected, and the / would

like a wizard

my table

the data

then click Finish. T h e G e t E x t e r n a l Data -

ber does n o t appear n e x t t o the column headings

Excel Spreadsheet dialog b o x appears again,

from the w o r k s h e e t , which indicates that they will

displaying the Save I m p o r t Steps screen. If

become the field names in the n e w Access table.

you were going t o i m p o r t this table again, you

Below the headings, the E x c e l data is organized

could save the choices y o u m a d e when you

into records and fields. See E x h i b i t 2 2 - 1 7 .

went through the w i z a r d . Y o u d o n ' t need to do

Exhibit 22-17 Second dialog box in the Import Spreadsheet Wizard Import Spreadsheet Wizard

row

check b o x is

In the I m p o r t t o T a b l e b o x , type Types and

Contains Column Headings check box. A r o w num-

Microsoft

importing

analyze

deselected.

If it is n o t already selected, click the First Row

3

after

to

that in this case, so you'll leave the Save imp o r t steps check b o x unchecked.

indicates that the first row in the

In the dialog b o x ,

imported data contains headings

click Close. T h e table appears in

T use your column headings asfieldnames for your table. Does the first Contain column headings?

the Navigation

^jnrst Row GantalMGafcantleaflngi

Pane. In the Navigation

field names in new table

P a n e , double-click Species life 3eech Brazilian Cherry iherry Mahogany Maple 9_

Dale

10 P i n e

Type_ Solid

hardwood

Engineered Solid Solid

Types table. T h e E x c e l data has

510.70/SFT

hardwood 55.99/SFT

hardwood

Engineered

Cost S6. 95/SFT

hardwood 58.95/SFT

hardwood

Engineered

Types to open the

been imported

S6.45/SFT

into the new A c -

hardwood 512.99/SFT 5e.69/SFT

Solid

hardwood

Solid

hardwood

$6.99/SFT

Solid

hardwood

$6.95/SFT

lllTealc

Solid

hardwood

55.95/SFT

Solid

hardwood

S5.99/5FT

12 T e a k

Engineered

cess t a b l e , and the click to move to next dialog box in wizard

hardwood S8.29/SFT

c o l u m n headings are c o n v e r t e d t o field n a m e s and the r o w data t o rec o r d s . See E x h i b i t 22-18. Close both tables.

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

Exhibit 22-18

Excel data imported into an Access table ) In the N a v i g a t i o n P a n e , click the

EcoFlcoringTypes : Da1 External Data

OakCherry query t o select it.

Databa:

File

tQltxt

XML File

RRTB M I , M INR * « ]

R F F - RRFL_

L3 I & J

LA} ^ W

I O n the R i b b o n , c l i c k t h e External

A C C <

O

Data tab. In t h e E x p o r t

I

Excel column labels become field names

g r o u p , c l i c k t h e More b u t t o n , a n d then click Word. T h e E x p o r t - R T F File d i a l o g b o x o p e n s . See

E x h i b i t 2 2 - 2 0 . In t h e File n a m e b o x , the path is t h e p a t h t o the C h a p t e r 2 2 \ C h a p t e r f o l d e r included with y o u r D a t a F i l e s — t h e same path you used w h e n y o u i m ported the E x c e l file i n t o A c c e s s , and the file n a m e o f t h e n e w file is OakCherry.rtf.

Exporting Access Data to a Word File

^Tip:

As you recall from your work with Access, you use a query

If y o u don't need to preserve t h e layout

of your data, export the table or q u e r y to a

to extract information from a database. T h e query results

plain text file by clicking the Text File b u t t o n

are stored in a datasheet. You can export the datasheet to

in the Export g r o u p on the External Data tab.

a new text document or Excel worksheet. If you want to export to a text file, you can choose the Text file type, which

I In the File name

creates a document with unformatted text, or Rich Text For-

A

b o x , change the file

mat (RTF), a text format that preserves the layout of data.

P r o b l e m ? If y o u

name OakCherry.rtf

ACTIVITY

to Oak Cherry Table.

can't see t h e last

rtf (leave the rest o f

character b e c a u s e t h e path is t o o l o n g , click

the file path as is).

Export the Access data to a Word file.

Under Specify export

Create a query named OakCherry that lists only the

options, the first

records with a species o f o a k or cherry, and shows

Right Arrow key until

and you cannot

the insertion point

click it to remove

Hfc R u n the query, and then w i d e n the Type c o l u m n to

m o v e s to t h e e n d of

the check m a r k .

fit the widest entry. See E x h i b i t 2 2 - 1 9 .

the file n a m e .

With this check b o x Exhibit 22-19

selected, the formatting and layout o f the data in

Results of the OakCherry query

the query datasheet will be preserved. You

coFloonn^YPETTDATABASETFACCEB^OB^ External Data

Saved Linked Table Imnort? Manager

query in Navigation Pane

OBJECTS

Excel

Access

Import & Link

ODBC Database

® «

S

1

Database Tools

>L|T«TFIIE

,-GG E H L H L

i-^j XML File — '

Saved Exports

M

o

r

e

Excel

SEL

Text File

m

TOL

XML PDF File or XPS Export

£ E-mai

OakCherry

SPECIES CHERRY CHERRY OAK

^

n a m e box, a n d t h e n press a n d h o l d t h e

check b o x is selected

the Species, Type, and Cost fields for those records.

a n y w h e r e in t h e File

TYPE

-

COST

SOLID HARDWOOD

$6.45/SFT

ENGINEERED HARDWOOD

$12.99/SFT

SOLID HARDWOOD

$6.95/SFT

cannot change it because you are exporting to an R T F document, so the layout and formatting will remain as originally designed. Hfc Click the Open the destination file after the export operation is complete check box t o select it. N o w the n e w file will open a u t o matically after you close this dialog b o x . Rich Text Format (RTF) A text format that preserves the formatting and layout of data.

only oak and cherry species are listed

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

I Click OK. Access

Exhibit 22-20 Export - RTF File dialog box

converts the query results into an R T F

Export - RTF File

file and opens the new file in W o r d .

Select the destination for the data you want to export Specify the destination file name and format. Ete name:

| Close the W o r d file.

your path might differ j

The Export - R T F File dialog b o x is

E:\CNPTRVChapter Z2VChapter\OalcCherry.rtf

still open in Access with the Save

Specify export optxjns. Export data with formatting and layout.

E x p o r t Steps screen

Select this opbon to preserve most formatting and layout nformatxm when exporting a table, query, form, or report.

displayed. As in the

Open the destination file after t h e export operation is complete.

Save Import Steps

Select this option to view the results of the export operation. This option is available only when you export formatted data.

screen you saw

Export only the selected records. Select this optxxi to export onry the selected records. This option is only selected.

earlier, you can click

when you export formatted data and have records

the Save export

select this to have the file open after the data is exported

steps check b o x , and then save the steps you t o o k t o export the query. Y o u don't need t o do this.

\ Click Close. T h e dialog b o x closes.

Saving Import and Export Steps in Access If you know you will be importing data to or exporting data from a database more than once, it is a good idea to save the steps you took using the Import or Export Wizard. To do this, click the Save import steps or Save export steps check box in the corresponding screen in the Get External Data or Export dialog boxes. When you select this check box, the dialog box changes to display boxes that allow you to name the saved operation and add a description to remind you of the details of the operation. After you have saved a set of import or export steps, you can access them by clicking the External Data tab, and then clicking the Saved Imports button in the Import group or the Saved Exports button in the Export group. When you do, the Manage Data Tasks dialog box opens. You can then click the Saved Imports or Saved Exports tab to see each list of saved operations. To run the selected operation, click the Run button in the dialog box.

LO223 Using

the Object Command in Word, Excel, and PowerPoint

T

he O b j e c t button in the T e x t group on the Insert

tab in W o r d , E x c e l , and PowerPoint allows you

to insert the contents o f o n e file into another file. If you use the O b j e c t c o m m a n d and then click the Create from File t a b , you c a n select a file and then choose to embed or link that file. If you do this, the entire file is inserted as an object in the destination file. In W o r d , however, you c a n also use the Text from File c o m m a n d on the O b j e c t button menu t o insert

only the text o f another text file into the destination document.

ACTIVITY

Insert the text of a file into a different Word file. nfc

Open the W o r d data file EcoLetter, located in the Chapter 22\Chapter folder. Save it as EcoFlooring

Letter.

FLfc In the body lighted text.

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

o f the letter, delete the yellow high-

I O n the R i b b o n ,

Remember Ofice Clipboard to colect text and obejctsfromvarious so that you can paste h tem later.

^ T i p : You c o u l d also

click the Insert tab.

o p e n the RTF file

In the T e x t g r o u p ,

in a Word w i n d o w ,

click the Object

c o p y the table, a n d

button arrow, and

t h e n paste it into the

then click Text from

destination d o c u m e n t .

File. T h e Insert File dialog b o x opens.

I N a v i g a t e t o the folder where y o u are storing the Delete one of the blank paragraphs below the table.

files y o u create, click Oak Cherry Table, and then click Insert. T h e Query results are inserted into the

In the closing at the end o f t h e letter, replace

d o c u m e n t as a table. See E x h i b i t 2 2 - 2 1 .

Aaron

| Click a n y w h e r e in the table.

with your n a m e .

Greenburg

Save the document.

) O n the R i b b o n , click the Table Tools Design tab. In the T a b l e Style O p t i o n s group, select the Header

i on Copying and Pasting Among Office Programs

Row check box, and deselect the Banded Rows and

4

Banded Columns check boxes. I Apply the Medium Shading 2 - Accent 1 table style

I

(the green style in the fifth r o w under Built-in in

f you want to use Access data in a PowerPoint slide, you

the T a b l e Styles gallery).

cannot export it directly to a slide. You can, however, use

I Select the table, and then center the table

Copy and Paste commands to copy data from a datasheet,

horizontally.

Exhibit 22-21

and then paste it to a PowerPoint slide as a table.

Query results inserted as a table in the brochure

¥coFoloHngTet7^Mcirosotf flt^H *4 Aod rtr-I n s , m M h e u H m *i Atr Mah cr 72,01411 1 Dear Susatn iabel Parn ter^ T u foelrolfyoon u rgn im teread setn io ecoref-isn d y labylfloorh inag-Ir.n h tem alsatetarislsevnearv aleyresieanrsc,rJam awaacitrean es n iTeth rheaen sm tkpeyro d u r a b r i r f m u s a t n i v e s e t d y l cu en aettd gep ocrn figolfon n riio grmn io staalo tian sutun so ig bo am boandisch satern itygflo tm ach tPelash tosereferoftowoh d Y o u r e q e s f a i t n b o u r a k r o ori n g e t oflwnig tablefl Page Layout

References

Mailings

Word^

Home

/fr Bookmark leview View

Cover Page *

_ ] Blank Page

ijgj Page Break Pages

Illustrations

Tables Table

Picture

Clip

Shapes SmartArt Chart

Screenshot

• ^ j

Hyperlink Links

£ J£

Cross-reference

^ Footer • Developer ^ Page Number * J Header • Header & Footer

Text Box-

^> DatefitTime

17 Symbol

= Drop Cap • >£| Object Quick Parts - Jfr Signature Line -

7t

Equation

Object button

Speciesn Cherryn Cherryn Oaka

Costn Typen $6.45/SFTa Solid-hardwooda Englneeredhardwoodn $12.99/SFTn Solid-hardwooda $6.95/SFTa

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

Theme button [tij]. PowerPoint inserts the query

ACTIVITY

results in a table on the slide.

Copy and paste Access data to a PowerPoint slide.

I Click in the first row in the table, and then click the Table Tools Layout tab. \ In the R o w s & C o l u m n s g r o u p , click the Delete

Switch to the Access d a t a b a s e EcoFlooringTypes.

button, and then click Delete Rows. T h e first r o w

T h e O a k C h e r r y query is still open. Q^To

in the table is deleted.

the left of the Species c o l u m n heading, click the

) Click the table border to select the entire table, and

selector box. All the records in the query results

then change the font size o f the table text to 28 points.

datasheet are selected.

I Specify that the Header row is t o be treated differ-

O n the H o m e t a b , in the C l i p b o a r d group, click the Copy button. T h e selected query results are

ently, and then apply the Themed Style 1 - Accent 1

copied to the C l i p b o a r d .

table style. J AutoFit each column in the table, and then center

PLS Switch to the PowerPoint file EcoFlooring Presenta-

the table in the area under the slide title. See

tion. Display Slide4 ( " O a k a n d Cherry Flooring

Exhibit 2 2 - 2 2 .

O p t i o n s " ) in the Slide p a n e . ^

Save the presentation.

Click in the Slide pane in the blank area below the title. O n the H o m e t a b , in the Clipboard group,

Switch t o the Access database EcoFlooringTypes,

click the Paste button arrow, point t o each button

close the O a k C h e r r y query, saving changes if

to see its effect, and then click the Use Destination

prompted, and then exit Access.

Exhibit 22-22

Formatted data from the Access query on

the PowerPoint slide Themed Style - Accent 1 table style I

Home

Insert

Header Row

Q First Column

•

Total Row

\Z\ Last Column

P

Banded Rows H Banded Columns Table Style Options

Oak and Cherry Flooring Options I Species

Type

Cost

Chery Sod il hardwood S64.5/SFT Chery Engn ieered hardwood$129.9/SFT Oak Sod il hardwood $69.5/SFT

Chapter

2 2:

Integrating

Word,

Excel,

Access,

and

PowerPoint

Creating PowerPoint Slides from a Word Outline lc>22.5

I

Create PowerPoint slides from a Word outline. Q)

Open the Word data file EcoOutline, located in the

f y o u have an outline in a W o r d d o c u m e n t , y o u c a n

C h a p t e r 22\Chapter folder. Switch t o Outline view.

use that outline t o create P o w e r P o i n t slides. W h e n

E x a m i n e the structure o f the d o c u m e n t .

you create slides from a Word outline, PowerPoint uses the heading styles in the Word d o c u m e n t t o determine h o w t o f o r m a t the text. Each paragraph formatted with the H e a d i n g 1 style becomes the title o f a n e w slide, each p a r a g r a p h formatted with the Heading 2 style bec o m e s a first level bulleted item o n a slide, and so o n . W h e n y o u create slides from an outline, PowerPoint inserts them after the current slide. If the document containing the outline is formatted with a theme different from the theme applied to the presentation, you might need t o reset the slides to force them t o use the theme formatting in the presentation. W h e n you reset slides, you reset the position, size, and formatting o f the slide placeholders t o match the settings in the slide masters.

Close the EcoOutline document, and then s w i t c h to the PowerPoint file EcoFlooring Presentation. Display Slide 1 (the title slide) in the Slide p a n e . O n the H o m e t a b , in the Slides g r o u p , click the New Slide button arrow, and then click Slides from Outline. T h e Insert Outline dialog b o x opens. Navigate to the folder Chapter 22\Chapter folder, click EcoOutline, and then click Insert. P o w e r P o i n t inserts and formats the text o f the W o r d outline t o create Slides 2 through 9 . Display Slide 9 in the Slide pane. Slide 9 does not contain any text because there was a blank paragraph at the end o f the Word outline. See Exhibit 2 2 - 2 3 .

Exhibit 22-23 Slides inserted from the outline LP] A * > ' o -

N

e

w

s

' ' d button arrow e

Transitions

— . — _ —

Slide 9 of 12 \ Clarity

| ^ i

i oa'sg m

Chapter

2 2: Integrating

Word,

Excel,

Access,

^

69%

and

,_rj

PowerPoint

Exhibit 22-24

Final presentation in Slide Sorter view ^^^^^pawna^"

jme

Insert

WHM 1

—

Design

Slide-

Slide Show

j Section -

Review

iE - IE

View

IP

;§

•

N i l

j

~Q mm »

A A

M < • M

<•

—•

* >

ru

* * • »

4

£ft Find

' *

^ u> Shape Outline -

-Z - « * • -

» *

Paragraph

Font

Slides

Clipboard «

Animations

H Layout-

—' Jfe Reset

'

^ ^ ^ ^ ^ ^ ^ ^fccoHooringP r e s e n t a t i o n- M i c r o s o f t K o w e r K o

Transitions

—*

Fff»rtc •

styles • ^ Shape Effects -

•

Replace ^ Select -

Drawing

Editing

Eantoo An AJtemafr/eto Wood

t

Clarity

| In the Slides t a b , right-click the Slide 9 thumbnail,

L3

• M o v e Slide 11 ( " O a k and Cherry Flooring O p t i o n s " ) so it becomes Slide 7.

and then click Delete Slide. Slide 9 is deleted.

Switch t o Slide Sorter view, a n d then change

) Display Slide 8 ( " S u m m a r y " ) in the Slide pane. T h e slide text is hard t o read. T h i s is because the

the zoom level t o 8 0 % . C o m p a r e your screen t o

document containing the outline w a s formatted

Exhibit 2 2 - 2 4 .

with the Composite theme and the presentation is formatted with the Clarity theme.

Save the presentation, and then close it and exit PowerPoint.

| Press and hold the Shift key, and then scroll up in the Slides t a b and click the Slide 2 thumbnail. Slides 2 - 8 are selected. ) O n the H o m e t a b , in the Slides group, click the Reset button. T h e slides are reformatted with the Clarity theme used in the presentation.

A

J Rearrange the slides in the presentation as

form letter is a W o r d d o c u m e n t that contains stan-

follows:

dard paragraphs o f text and a minimum o f vari-

• M o v e Slide 10 ( " G r o w t h D a t a " ) so it becomes

able text, such as the names and addresses o f the letter's

Slide 3.

recipients. T h e main document o f a form letter contains

• M o v e the n e w Slide 10 ( " G r o w t h C h a r t " ) so it becomes Slide 4.

ujf^^

Chapter

l o w . Creating Form Letters with Mail Merge

22:

Integrating

the text and other information (including punctuation, spaces, and graphics) that you w a n t t o keep the same

Word,

Excel,

Access,

and

PowerPoint

Exhibit 22-25 Plan for the form letter

Date

r ~^

Customer Name Street Cfty. State. Zip Code Dear Customer Name

Customer List FirstName

LastName

Address

City

State

Zip Code

Mike

O'Brien

125 Washington St.

Seattle

WA

98101

Maria

Santos

873 S.Highland Ave.

Seattle

WA

98101

Gina

Blanco

282 Harrison Ave.

Seattle

WA

98101

in each letter. It also includes merge fields, which con-

starting document. T h e n , y o u select recipients

tain instructions for replacing the field placeholder with

the data source. W h e n you use a n Access d a t a b a s e as

the variable information that changes from o n e letter

the data source for a mail merge, y o u select a table o r

to another. T h e variable information is contained in

query defined in the database as t h e actual data source.

from

a data source, which can be a W o r d table, an Access

After you have identified the m a i n d o c u m e n t a n d

d a t a b a s e , o r some other source. W h e n you merge the

the data source, you insert the merge fields into the main

main d o c u m e n t with the data source, W o r d

d o c u m e n t . Finally, you preview the m a i n

document,

replaces

the merge fields with the

appropriate

formation

in-

from the

data source. See E x hibit 2 2 - 2 5 . T h e process o f c o m b i n i n g the main d o c u m e n t with the data source is called a merge. T h e term mail merge is used when you are merging a main d o c u m e n t with a list o f addresses from a data source. T h e first step in completing the mail merge is t o

form letter A Word document that contains standard paragraphs of text and a minimum of variable text. main document A document that contains the text and other information that you want to keep the same in each form letter. merge field A field that contains instructions to be replaced with the variable information that changes from one letter to another. data source A file that contains the variable information for form letters. merge To combine a main document with a data source.

specify the type o f document you w a n t t o create, such

mail merge To merge a main document with a list of addresses from a data source.

as a f o r m letter, mailing labels, or envelopes. N e x t , you

starting document The main document in a Word mail merge.

select the main document, which W o r d also calls the

m a k e any needed changes, a n d merge the main docu-

want t o select recipients f r o m an existing list in an

ment a n d the data source t o produce customized form

Access database.

letters.

I In the Start M a i l M e r g e g r o u p , click the Select

T o perform a mail merge, you c a n use buttons on

Recipients button, and then click Use Existing List.

the Mailings tab on the R i b b o n o r you c a n use the M a i l

T h e Select D a t a Source dialog b o x opens, display-

M e r g e Wizard, which appears in a task pane t o the right

ing a list o f possible data sources.

o f the Word window. T h e M a i l M e r g e wizard is helpful; but if you work from left t o right on the Mailings t a b ,

I Navigate t o the Chapter 22\Chapter folder, click the

you should have n o trouble creating a main document

Access file Contacts, and then click Open. Because

with the correct merge fields, a n d then performing the

the data source is an Access d a t a b a s e , the Select

merge.

Table dialog b o x opens listing all the tables in the selected database (this database contains one table and one query). Y o u need t o c h o o s e a table or

Selecting a Main Document and Data Source

query in the selected database as the data source.

The main document o f a mail merge can be a new or an

If the database contained only o n e table, the Select

existing Word document. In this case, the starting docu-

Table dialog b o x would n o t open; instead, the

ment is the letter to potential customers. You'll begin by

M a i l M e r g e Recipients dialog b o x would open im-

starting Word and opening the main document.

mediately after you selected the database. | Click the Customer table t o select it, and then click

ACTIVITY

OK. T h e dialog b o x closes a n d the Edit Recipient

Select the main document and data source for the mail merge. Q)

Q)

List button, as well as several others, is n o w available on the R i b b o n .

If necessary, on the taskbar, click the Word button

| In the Start M a i l M e r g e g r o u p , click the Edit

[w] t o display the EcoFlooring Letter. Scroll t o the

Recipient List button. T h e M a i l M e r g e Recipients

top o f the document.

dialog b o x opens. See E x h i b i t 2 2 - 2 6 . You can sort this list by any field by clicking a column heading.

O n the R i b b o n , click the Mailings tab. N o t i c e that

You can also n a r r o w the list by deselecting records

only a few buttons on the M a i l i n g s t a b are avail-

individually or filtering the list t o include only

able. T h e other buttons will b e c o m e available as

records that meet specific criteria.

you set up the mail merge. Q|

In the Starr Mail Merge g r o u p , click

Exhibit 22-26

the Start Mail Merge button. A menu o f

,

choices opens. N o r m a l W o r d D o c u ment is selected in the m e n u . Y o u w a n t

click a column head to

Mail Merge Recipients

_

This is the list of recipients that will U ,

to merge a letter, but you c a n also cre-

Data Source

ate email messages, envelopes, labels,

LEJ

Contacts.accdb

or a directory o f all the n a m e s in the

Contacts.accdb

data source.

^IVTip: To be g u i d e d step-by-step

LastName

w First Name

w

I

i to or change your list. Use the

Address

B O D

O'Brien

Mike

125 Washington St.

Santos

Maria

873 S. Highland Ave.

m

96:L1

F

Blanco

Gina

282 Harrison St.

WA

F

Gouveia

Luz

26 W . Center St.

WA

Contacts.accdb

F

O'Brien

Andrew Landry

87 Main St.

WA

Contacts.accdb

F

Tierney

Mary Ann

53 Medford St.

WA

98:

Contacts.accdb

F

Santos

Jean Wasylak

171 Boston Rd.

WA

98:

F

Vaillancourt

Christine

201 Elm St.

WA

98:

———

"

,„

-• - •

'• - •

Contacts.accdb

Mailings tab, a n d then click Step by Step Mail Merge Wizard.

click to set up a filter

| Click Letters t o specify that you w a n t to merge a letter. T h e n e x t step is t o select the recipients o f the letter. Y o u

^

Chapter

22: Integrating

Word,

Excel,

Access,

i

98: I S

Data Source

the Start Mail Merge g r o u p on the

n

WA

Contacts.accdb

;

the Start Mail Merge button in

E

sort table by that column

I k

Contacts.accdb

Contacts.accdb

t h r o u g h the mail m e r g e process, dick

Mail Merge Recipients dialog box

and

PowerPoint

981 98:

•

w

I At the b o t t o m o f the dialog b o x , click the Filter

Click OK t o close the M a i l M e r g e Recipients dialog b o x .

link. T h e Filter and Sort dialog b o x opens with the Filter R e c o r d s t a b selected. Click the Field arrow, and then click City/Town.

Inserting the Merge Fields

T h e C o m p a r i s o n and C o m p a r e t o b o x e s in the

As noted earlier, a merge field is a special i n s t r u c t i o n

first r o w are n o w available. Equal t o appears in

t h a t tells W o r d where t o insert t h e v a r i a b l e i n f o r m a -

the C o m p a r i s o n b o x , and the insertion point is

tion f r o m the data source into t h e m a i n d o c u m e n t . F o r

blinking in the C o m p a r e t o text b o x .

e x a m p l e , right n o w the letter does n o t have a n inside

In the C o m p a r e to text b o x , type Seattle. See

address (the address for the r e c i p i e n t ) a t t h e t o p , as business letters usually d o , s o y o u ' l l insert a merge

Exhibit 2 2 - 2 7 .

field t o tell W o r d what i n f o r m a t i o n t o pull f r o m the data s o u r c e . F o r Caitlin's letter, y o u will insert the A d -

Exhibit 22-27 Filter Records tab in the

dress b l o c k a n d Greeting line m e r g e fields. Y o u then

Filter and Sort dialog box Filtc and Sort

will check the merge fields t o m a k e sure

click to select first field on which to filter

they correspond w i t h t h e fields in t h e

click to select different operator

H o s p i t a l Social W o r k C o n t a c t s t a b l e .

Sort Records

ACTIVITY

Insert merge fields into a main document. | P J

Click in the blank paragraph below the date in the letter. T h i s is where the recipient's n a m e a n d address will

Gear All

appear.

can set additional filter criteria here

In the Write cv Insert Fields g r o u p on the M a i l i n g s t a b , c l i c k t h e Click OK. T h e Filter and Sort dialog b o x closes

Address Block button. T h e Insert

and only the addresses f o r customers in Seattle

Address B l o c k d i a l o g b o x o p e n s ,

are displayed in the M a i l M e r g e Recipients dialog

as s h o w n in E x h i b i t 2 2 - 2 8 . Y o u

box.

use this d i a l o g b o x t o c h o o s e t h e format o f the recipient's name and t o specify w h e t h e r t o i n c l u d e t h e

Exhibit 22-28 Insert Address Block dialog box

Insert Address Block

c o m p a n y n a m e a n d c o u n t r y in t h e

CityATown field was not correctly identified

address. T h e P r e v i e w b o x o n t h e

in the Address Block merge field

right s h o w s y o u a p r e v i e w o f h o w

Speafy address elements 3osh Josh Randall Jr. JoshQ. Randall Jr. Joshua

the address b l o c k will l o o k w i t h

L-JERE IS A PREVIEW FROM YOUR REDPIENT LIST:

[7J Insert recipient's name in this format:

•

125 Washington St. T* WA 98101 r

Joshua Q. Randal Jr. Insert company name / I n s e r t postal address:

d a t a f r o m y o u r r e c i p i e n t list. T h e default f o r m a t o f first a n d last

click to match fields in data source with predetermined fields in the Address Block

n a m e is selected in t h e list o n t h e left. In t h e P r e v i e w b o x , n o t i c e t h a t the city is missing f r o m t h e a d dress. W o r d tries t o m a t c h fields in

Never include the country/region in the address Always indude the country/region in the address

I United States

[ 2 J

[7] Format address accordingtothe destination country/region

option is not available because data source does not include a Company field

a recipient list w i t h p r e d e t e r m i n e d

Correct Problems

% Only indude the country/region if different than:

If items in your address block are missing or out Match Fields to identify the correct address mailing Hst.

order, use its from your

fields in t h e A d d r e s s B l o c k , b u t s o m e t i m e s y o u need t o e x p l i c i t l y

Watch Fields..

j -

identify a field. I n this c a s e , W o r d did n o t find a m a t c h f o r t h e C i t y field in t h e A d d r e s s B l o c k .

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

b o x . However, you are not using the ID field in

) In the Correct Problems section o f the dialog b o x ,

your letter, so it's fine to click the Yes button.

click Match Fields. T h e M a t c h Fields dialog b o x opens, as shown in E x h i b i t 2 2 - 2 9 . O n the left

I Click Yes. T h e warning dialog b o x and the M a t c h

are the fields W o r d e x p e c t s in the Address B l o c k .

Fields dialog b o x close. T h e Preview area in the

O n the right are the fields in the data source. Y o u

Insert Address Block dialog b o x n o w displays the

want Word to m a t c h the City field in the Address

city as part o f the address.

Block with the City/Town field in the Access table.

I Click OK t o close the

Exhibit 22-29 Match Fields dialog box

Problem? If the

A

Insert Address Block

A d d r e s s block

dialog b o x . T h e Ad-

m e r g e field appears

dress block merge

b e t w e e n curly

field appears in the

Match Fields

Required for Address Block FirstName LastName

Last Name

Suffix

(not matched)

Company

(not matched)

Address 1

Address

Address 2

(not matched)

City

(not matched)

State

State

Postal Code

Zip Code

Country or Region

(not matched)

Optional information Unique Identifier

ID

S

• 3 •

>

• • •

braces a n d includes

main document

In order to use special features, Mail Merge needs to know which fields in your recipient list match to the required fields. Use the drop-down listtoselect the appropriate recipient list field for each address field component

additional text, such as

between double

{ A D D R E S S B L O C K \f},

chevrons ( « » ) .

click to match the City/Town field in the data source to the City field in the Address Block

Word is displaying field

N o w that there is

c o d e s . Click the File

a merge field in the

tab, click Options in the

letter, a few m o r e

n a v i g a t i o n bar, click

buttons on the M a i l -

Advanced in the list on

ings tab are avail-

t h e left, scroll d o w n

able. N o w you need

t h e list o n the right,

t o insert a greeting

a n d t h e n , in the Show

line t o personalize

V

d o c u m e n t content

the salutation.

Use the drop-down liststochoose the field from your database that corresponds to the address information Mail Merge expects (listed on the left.)

section on the right,

I In the salutation, de-

Remember this matching for this set of data sources on this computer

deselect the Show field

lete Dear Sustainable

codes instead of their

Partner: (including

values check box.

the c o l o n ) . I O n the M a i l i n g s t a b , in t h e W r i t e & Insert Fields g r o u p , click t h e Greeting Line button. T h e

I Click the City arrow, and then click City/Town.

Insert G r e e t i n g Line d i a l o g b o x o p e n s , as s h o w n

I Click OK. A dialog b o x opens warning that if

in E x h i b i t 2 2 - 3 0 . T h e G r e e t i n g line f o r m a t a n d

you match a field in y o u r data source with the built-in Unique Identifier field, that field might be available to people w h o read your document. T h e Unique Identifier field picks up the primary key field in the table. If the primary key field in your Access database contained confidential data such as Social Security numbers, you would click the N o button, change the Unique Identifier field to " ( n o t matched)," and then close the M a t c h Fields dialog

Exhibit 22-30

Insert Greeting Line dialog click to change the punctuation used at the end of the greeting line

box click to change the form ,

of the recipient's name Insert Greeting Li

^

j p |

^

g

r

e

Dear line format!' • | Joshua Randall Jr, Greeting • ——»

e

t

j

n

g

,

j

n

e

i i

Greeting line fortayalidrecipient Dear Sir or Madam, Preview Here is a preview from yN^ur recipient list:

i F H

to insert merge fields individually instead o f a block o f fields, as with the A d d r e s s B l o c k , orfi>rmatted fields, with the Greetin

Chapter

22

>M

Dear Mike O'Brien,

click to change the greeting line for recipients without a contact name

Correct Problems If items in your greeting line are n identify the correct address e

or out of order, use Match Fields to from your mailing list. Match Fields...

click to change ! salutation

the P r e v i e w a t t h e b o t t o m o f t h e d i a l o g b o x

It is also a good idea t o use t h e A u t o C h e c k for Er-

s h o w t h a t W o r d will insert as t h e s a l u t a t i o n

rors c o m m a n d t o check the main d o c u m e n t f o r errors.

Dear

f o l l o w e d by the recipient's entire n a m e ,

W h e n you select this c o m m a n d , y o u c a n c h o o s e t o sim-

and then a c o m m a .

ulate the merge and list the errors in a n e w d o c u m e n t

In the Greeting line format section (next t o Randall

or t o c o m p l e t e the merge, reporting each e r r o r as it is

Joshua

found in a n e w document after the merge is c o m p l e t e d .

Jr.), click the third arrow, and then click :

T h e option that simulates the merge is t h e safest as it

(the c o l o n ) . T h e change is reflected in the Preview

allows you t o easily modify the main d o c u m e n t t o cor-

section. Y o u c a n accept the other options in the

rect the errors.

Greeting Line dialog b o x — t o begin the salutation with Dear

and to use Dear

for

Sir or Madam

records in the C o n t a c t s table that do n o t include a contact name.

Preview the merged document and check for errors.

Click OK. W o r d inserts the Greeting Line merge field in the main document.

Q|On

the M a i l i n g s tab, in the Preview Results g r o u p , click the Preview Results button. T h e first merged

Save the d o c u m e n t .

f o r m letter appears with M i k e O ' B r i e n as the first recipient. T h i s is the first letter, as indicated by

Previewing the Mail Merge and Checking for Errors

the " 1 " in the Preview Results g r o u p . See E x h i b i t 2 2 - 3 1 . N o t i c e , however, that each line in the inside address has a space after i t . T o fix this, you'll turn

W i t h the starting d o c u m e n t a n d merge fields in place,

off the preview and then f o r m a t t h e Address B l o c k

y o u ' r e ready t o perform the mail merge. Y o u c a n

merge field.

c h o o s e t o m e r g e the data t o a n e w W o r d d o c u m e n t or directly t o a printer. It's a g o o d idea t o p r o o f r e a d

In the Preview Results g r o u p , click the Preview

the final d o c u m e n t before printing all o f the merged

Results button. T h e preview turns o f f a n d you see

documents.

the merge fields again.

Exhibit 22-31

Preview of mail merge xoFlooring Le Mailings

Review

Preview Results button View

Developei )eveloper ^Rules-

Create

Start Mail

Select

Edit

Highlight

Merge- Recipients - Recipient List

Merge Fields

Start Mail Merge

Address Greeting Insert Merge Block

Line

Field-

\yg»|

, Match Fields

J

Envelopes Labels

\

3

Update Label

h

use buttons to scroll through previewed results /

* Preview Results

1

4

M

Find Recipient

^ A

u

t

0

Check for Errors

Preview RefuJts

Write & Insert Fields

)ir@inL in¥8i])gECTFl@@G5inigf| n

n

270i'304 »Ave.,'Seattle,'WA'98i04 - (206)»555-3038 th

data replaced Address Block merge field

TTT

text and data replaced Greeting Line merge field

M A R C H 7, 201411 M I K E O'BRIENU 125 WASHINGTON S T U SEATTLE, W A 9 8 1 0 1 U DEAR MIKEO'BRIENTL

extra space after lines in inside address

p

Finish & ,

M

c

r

g

e

Finish

click to check for errors

inmergeformat

www.glecoflooring.comH

I Click the Address Block merge field. O n the R i b b o n , click the Home tab.

Finish the mail merge.

| In the Paragraph g r o u p , click the Line and Para-

I O n the Mailings

graph Spacing button |+=~|, a n d then click Remove Space After Paragraph. T h e e x t r a space after the

tab, in the Finish

paragraph is removed.

group, click the

^Tip:

c o n t i n u i n g , make sure y o u are connected to

Finish & Merge but-

) Position the insertion point at the end o f the Ad-

a printer a n d that it is

ton, and then click

dress Block line, a n d then press the Enter key. This

l o a d e d with paper a n d

Print Documents.

inserts a single blank line (a paragraph formatted

ready to print.

T h e Merge t o

with no extra space after it) between the last line

Printer dialog b o x

of the inside address a n d the salutation.

opens in which you c a n specify the records you w a n t to print.

I O n the R i b b o n , click the Mailings tab. In the Preview Results group, click the Preview Results

( Click the Current record option button, and then

button. M i k e O'Brien's i n f o r m a t i o n appears in the

click OK. T h e Print dialog b o x opens.

letter properly f o r m a t t e d .

) Click OK. T h e dialog b o x closes and the current

| In the Preview Results g r o u p , click the Next Record

letter—the letter t o M a r i a S a n t o s — p r i n t s .

button [•] t o preview the n e x t recipient. T h e letter

In the Finish group, click the Finish & Merge

to M a r i a Santos appears. N o w , you will use the Auto Check for Errors c o m m a n d t o have Word

button, and then click Edit Individual Documents.

check the merged d o c u m e n t f o r errors.

T h e M e r g e t o N e w D o c u m e n t dialog b o x opens. See Exhibit 2 2 - 3 3 .

\ In the Preview Results g r o u p , click the Auto Check for Errors button. T h e C h e c k i n g and Reporting

Exhibit 22-33 Merge to New Document

Errors dialog b o x o p e n s . See E x h i b i t 2 2 - 3 2 .

dialog box

Exhibit 22-32 Checking and Reporting

Checking and Reporting Errors Simulate the merge and report errors in a new document.

click to generate a report of errors in a new document

9

Merge to New Document

select to create a document containing merged data from all the filtered records in the data source

Errors dialog box

1

Before

Merge records Current record From:

/

Complete the merge, pausing to report each error as it occurs.

select to create only one merged document using data from the current record

Complete the merge without pausing. Report errors in a new document.

| Io: OK

Cancel

click to specify a range of records to include in the merge

I If it is n o t already selected, click the All option button, and then click OK. A n e w document opens ( Click the Simulate the merge and report errors in

with the temporary n a m e " L e t t e r s " followed by a

a new document option button, and then click OK.

number. This 12-page d o c u m e n t contains one let-

After a moment, a n o t h e r dialog b o x opens report-

ter f o r each o f the c o n t a c t s w h o live in Seattle.

ing that no mail merge errors were found.

I Scroll through the merged d o c u m e n t to see the

Click OK to close the dialog b o x .

merged addresses and salutations. I Save the document as Merged Letters.

Finishing the Mail Merge

( Close the document. T h e M a i n Letter d o c u m e n t is

After you have inserted all o f the merge fields, pre-

the current document again.

viewed the merge, a n d checked the document for er-

( O n the Mailings t a b , in the Preview Results group,

rors, you c a n finish the merge and either print the form

click the Preview Results button t o toggle it o f f .

letters o r save the completed letters t o a new document so that y o u c a n print them later.

Chapter

2 2:

Integrating

Word,

m

Excel,

Access,

and

Save the document, and then close it.

PowerPoint

Performing a Mail M e r g e with an Email Message You can make the most of your email correspondence by merging your Outlook Contacts with an

H o w d o y o u insert text f r o m a t e x t file into a n o t h e r W o r d file without using t h e C o p y and Paste c o m m a n d s ? 9.

H o w c a n y o u use data f r o m an Access datasheet in a P o w e r P o i n t slide w i t h o u t first e x p o r t i n g it t o another file format?

10

Describe the slide or slides that P o w e r P o i n t w o u l d

email message. To do this, you click E-Mail Mes-

create from a Word outline that h a s o n e Level 1

sages

paragraph and three Level 2 p a r a g r a p h s .

on

the

Start

Mail

Merge button, and then click

Select

Outlook from

1 1 . After importing a W o r d outline, h o w d o y o u

from

change the format o f a slide so t h a t it m a t c h e s the

Contacts

the

theme used in the presentation?

Select

1 2 . In a mail merge, what is a merge field?

Recipients button. Using

the

1 3 . W h a t is the file that c o n t a i n s the variable i n f o r m a -

Mail

Merge

Recipients

dialog

box,

can

filter

the

tion t o be used in a mail merge called?

you con-

tacts to include

only

those people to whom you

U.P.images_vector/Shutterstock.com

want to send your message. After you compose your message, click the Finish & Merge button, and then click Send E-mail Messages. This opens the Merge to E-mail dialog box in which you

Practice It Practice It 22-1 1.

O p e n the W o r d data file Sand bar Flyer located in

can type the subject for your email message. Af-

the C h a p t e r 22\Practice It folder. Save the docu-

ter you click the O K button, Word creates new

ment as Sandbar CC Flyer.

email messages addressed to each person in your recipients list and places them in your Outlook

2.

In the fourth paragraph, replace the yellow highlighted text with an Excel pie c h a r t that y o u create

Outbox, ready to send the next time you send

f r o m within the W o r d d o c u m e n t . U s e the follow-

email messages.

ing as data for the chart: Biology

Quiz Yourself 1.

W h a t is O L E ?

2.

W h a t is the difference between embedding an

3.

4.

5.

7.

English

1612

Hospitality & Tourism

549

In the c h a r t object in the W o r d d o c u m e n t , change

identify the percentage o f each slice. 4.

O p e n the Excel data file SandbarNumber located

If an E x c e l c h a r t is linked t o a W o r d d o c u m e n t ,

in the Chapter 22\Practice It folder. Save the d o c u -

which is the source p r o g r a m ?

ment as Sandbar CC Number.

W h a t happens if y o u m a k e changes t o a linked

5.

o b j e c t in the destination file? 6.

359 471

Add data labels t o the center o f t h e pie slices that

W h e n an o b j e c t is embedded, h o w m a n y copies o f the o b j e c t exist?

Business Chemistry

the c h a r t title t o Distribution of Majors 2011 - 2 0 1 3 .

o b j e c t a n d linking an object? 3.

1145

H o w d o you use Excel data in an Access table

In the w o r k s h e e t , copy the c o l u m n c h a r t t o the Clipboard.

6.

In the W o r d document S a n d b a r C C Flyer, delete

without using the C o p y and Paste c o m m a n d s ?

the green highlighted text, a n d then insert the

W h a t does R T F stand for?

c h a r t as an embedded o b j e c t using the destination theme.

7.

8.

Edit the data in the embedded worksheet that con-

classes in the Business department. Resize columns

610 and Hospitality a n d Tourism in 2 0 1 3 is 250.

as needed.

Resize both charts so they are as wide as the para-

2 2 . E x p o r t the query results t o a W o r d Rich Text File named Business Courses.

graphs in the document, and then change their height to approximately 2 . 6 inches. M a k e more adjustments as needed so that all the text and the two charts fit on o n e page. 9.

2 1 . Create a query named Business that lists only

tains the column chart so that Business in 2 0 1 3 is

2 3 . Open the W o r d data file SandbarLetter located in the Chapter22\Practice It folder. Save the document as Sandbar CC Letter.

Open the PowerPoint data file SandbarPresentation located in the Chapter22\Practice It folder. Add your n a m e as the subtitle, and then save the document as Sandbar CC Presentation.

2 4 . Insert the text o f the W o r d file Business Courses in the W o r d document S a n d b a r C C Letter. Format the table with the M e d i u m Shading 2 - Accent 6 table style with the H e a d e r R o w treated differently and the Banded R o w s option set. Center the

1 0 . Link the column c h a r t in the Excel file Sandbar C C N u m b e r t o Slide 2 ( " N u m b e r o f Students

table horizontally, and delete o n e o f the empty

C h a r t " ) in the P o w e r P o i n t file Sandbar C C Pre-

paragraphs below the table.

sentation using the destination theme. Resize the chart to fill the space on the slide.

2 5 . Copy the query results t o the Clipboard, and then paste them using the destination theme to Slide 4

1 1 . Link the worksheet in the Excel file Sandbar C C N u m b e r to Slide 3 ( " N u m b e r o f S t u d e n t s " ) in the

("Business C o u r s e s " ) in the PowerPoint file Sandbar C C Presentation. R e m o v e the first row in the pasted table, and then change the font size o f the

PowerPoint file S a n d b a r C C Presentation. 1 2 . Edit the data in the E x c e l file Sandbar C C N u m b e r so that Business in 2 0 1 3 is 610. Update the chart and datasheet in the P o w e r P o i n t presentation if

text in the table t o 2 4 points. Apply the table style M e d i u m Style 1 - Accent 1 with the Header R o w treated differently, AutoFit the columns, and then center the table in the blank area on the slide.

necessary.

2 6 . Import the W o r d outline stored in the file

1 3 . Save the PowerPoint file, and then close it.

SandbarOutline in the Chapter22\Practice It folder

1 4 . Edit data in the Excel file so that Hospitality and Tourism in 2 0 1 3 is 250.

so that the slides created from the outline appear after Slide 4 ("Business C o u r s e s " ) in the Power-

1 5 . Re-open the PowerPoint file Sandbar C C Presentation, and then update the links. E x a m i n e both Slides 2 and 3 , and manually update the links if

Point file Sandbar C C Presentation. 2 7 . Reset the new Slides 5 - 1 0 , and then delete the blank Slide 1 0 .

necessary.

2 8 . In the PowerPoint file S a n d b a r C C Presentation,

1 6 . Open the Excel data file SandbarCourses located in the Chapter22\Practice It folder. Save the docu-

move Slide 5 ("Student P o p u l a t i o n " ) so that it becomes Slide 2 .

ment as Sandbar CC Courses. 1 7 . Prepare the worksheet t o be imported into Access by deleting the rows a b o v e the column labels and adding the label Dept. a b o v e the data in column A. 1 8 . Save the w o r k b o o k , and then close it. 1 9 . Open the Access database named Sandbar, located in the Chapter22\Practice It folder. Save it as

2 9 . In the Word file Sandbar C C Letter, select the Letters main document type. 3 0 . Select the Access file S a n d b a r C C as the data source. Select the Student table. 3 1 . Edit the recipient list by filtering it so that only students with an interest in Business are included in the mail merge.

SandbarCC. 2 0 . I m p o r t the E x c e l file S a n d b a r C C Courses into it to create a n e w table named Course. M a k e sure

3 2 . Insert the Address Block and Greeting Line merge fields at the beginning o f the document below the date. M a t c h fields as needed. In the Greeting Line

you indicate that the first r o w contains headers,

merge field, use Dear

and let Access set the primary key.

as the salutation, choose just

the first name as the name to be used in the greeting line, and choose a c o m m a at the end o f the line.

Chapter

2 2: Integrating

Word,

Excel,

Access,

and

Po w e r P o i n t

3 3 . Preview the document. Adjust the spacing after the

9.

Address B l o c k merge field as needed.

in the query results.

by simulating the merge. 3 5 . C o m p l e t e the merge by merging all the records t o

1 0 . E x p o r t the results o f the query t o a R i c h T e x t File named Hair Services.

a n e w file. (There should be six letters.) Save the

file as Sandbar CC Merged Letters.

1 1 . In the PowerPoint file Salon Isle P r e s e n t a t i o n , create n e w slides after Slide 2 by i m p o r t i n g the

3 6 . Close the merged document S a n d b a r C C M e r g e d

outline in the Word data file SpaOutline, located

Letters. Turn the Preview o f f in the d o c u m e n t

in the Chapter22\Practice It folder. R e s e t the

S a n d b a r C C Letter, and then save and close the

slides. M o v e Slide 2 ( " C o m p a r i s o n o f P r i c e s " ) so

S a n d b a r C C Letter document.

it b e c o m e s Slide 4 , and then m o v e Slide 7 (a blank

3 7 . C l o s e all open files, saving if p r o m p t e d .

slide) so it becomes Slide 5 . 1 2 . C h a n g e the title o f the n e w Slide 5 t o Hair Services

Practice It 22-2

2.

and then change the layout t o Title Only.

O p e n the E x c e l data file SpaServices, located in

1 3 . Use the O b j e c t button in the T e x t g r o u p o n the

the Chapter22\Practice It folder. Save the docu-

Insert t a b t o embed the H a i r Services file into

m e n t as Salon Isle Services.

Slide 5 .

O p e n the PowerPoint data file SpaPresentation

1 4 . Double-click the embedded table t o open a W o r d

located in the Chapter22\Practice It folder. Enter

w i n d o w in the Slide, select all the t e x t a n d data

your n a m e as the subtitle. Save the d o c u m e n t as

3.

but do

n o t s h o w the Type field. Resize c o l u m n s as needed

3 4 . Use A u t o C h e c k to check the d o c u m e n t for errors

1.

Create a query named Hair t h a t lists the service and price f o r all services o f t h e type Hair,

in the table, and then increase t h e f o n t size o f all

Salon Isle Presentation.

the text in the table t o 2 8 p o i n t s . F o r m a t the table

E m b e d the c h a r t in the Excel file Salon Isle Ser-

with the M e d i u m Grid 3 - A c c e n t 2 table style. In

vices in Slide 2 ( " C o m p a r i s o n o f P r i c e s " ) o f the

the table, AutoFit each c o l u m n .

P o w e r P o i n t file Salon Isle Presentation. Apply the

1 5 . Close all open files, saving w h e n p r o m p t e d .

Shape Style Subtle Effect - B l a c k , D a r k 1 (on the C h a r t T o o l s F o r m a t t a b ) t o the embedded chart object. 4.

In the embedded chart, change the price in cell C 5 to $55 a n d change the price in cell C 7 t o $50.

5.

In the E x c e l file Salon Isle Services, copy S h e e t l t o a n e w w o r k s h e e t . In the n e w w o r k s h e e t , delete the c h a r t , a n d then prepare the data on S h e e t l (2) t o be e x p o r t e d t o an Access table. (Hint:

On Your Own On Your Own 22-1 1.

in the Chapter22\On Y o u r O w n folder. Save the

M a k e sure a

label appears in every cell in column A for all rows that c o n t a i n data.) Label c o l u m n B Service and

d o c u m e n t as Zoo Visitor Numbers. 2.

Save and close the Excel file Salon Isle Services.

7.

Create a n e w Access database named Salon Isle.

8.

In the Access database Salon Isle, import the data from S h e e t l (2) in the Excel file Salon Isle Services

Save the d o c u m e n t as Zoo Slide Show. 3.

let Access set the primary key. (Hint:

M a k e sure

you select S h e e t l (2) in the first dialog b o x in the I m p o r t Spreadsheet Wizard.)

Chapter

In the Excel file Z o o Visitor N u m b e r s , c o p y the c o l u m n chart t o the C l i p b o a r d .

4.

Link the copied chart t o Slide 2 ( " N u m b e r o f V i s i t o r s " ) using the destination t h e m e . Resize the

to a n e w table named Services. M a k e sure you indicate that the first r o w contains headers, a n d

O p e n the PowerPoint data file ZooPresentation, located in the Chapter22\On Y o u r O w n folder.

c o l u m n C Price. 6.

O p e n the Excel data file ZooNumbers, located

c h a r t o b j e c t t o fill the slide. 5.

In the E x c e l file Z o o Visitor N u m b e r s , add the following data as the n u m b e r o f visitors in 2 0 1 3 :

6 4 8 , 1 4 1 1 , 1 7 3 , and 80.

2 2: Integrating

Word,

Excel,

Access,

and

PowerPoint

6.

7.

1 5 . Open the Office C l i p b o a r d , and then copy the

Save the changes to the Excel file Z o o Visitor N u m b e r s , and then update the chart in the Power-

query results for each o f the four queries to the

Point file Z o o Slide S h o w if needed.

Office C l i p b o a r d .

Open the Word data file ZooLetter, located in the Chapter22\On Your O w n folder. Save the docu-

before you paste the o b j e c t s , a n d then select the

In the PowerPoint file Z o o Slide Show, copy the

Keep T e x t Only option after y o u paste the objects.

chart on Slide 2 ( " N u m b e r o f V i s i t o r s " ) t o the

O n each slide, delete the Type bulleted item.

Clipboard. 9.

PowerPoint file Z o o Slide S h o w using the Text Only paste option. Select the c o n t e n t placeholder

ment as Zoo Customer Letter. 8.

1 6 . Paste each query into the appropriate slide in the

1 7 . Use the W o r d file Z o o C u s t o m e r Letter to create a

In the Word d o c u m e n t Z o o C u s t o m e r Let-

form letter using the Access file ZooVisitors as the

ter, delete the yellow highlighted text, and then

data source.

link the copied chart t o the d o c u m e n t using the

1 8 . Edit the recipient list by sorting the customers

destination theme. Resize the chart so that it is approximately 2 . 5 inches high and the same width as the paragraphs.

alphabetically by last n a m e . 1 9 . Insert the Address Block a n d Greeting Line merge

1 0 . In the Excel file Z o o Visitor N u m b e r s , change the

fields, matching fields if necessary. In the Greeting

number o f Adult visitors in 2 0 1 3 t o 710 and then

Line merge field, change the form o f the name to

change the number o f Children w h o visited in

the first n a m e , and change the form o f greeting

2 0 1 3 to 1500. Save the file.

line for records with an invalid recipient name to

1 1 . Open the Excel data file ZooAnimals, located in the Chapter22\On Your O w n folder. Save the file as

Zoo Animals by Type.

Dear Guest,. 2 0 . In the body o f the letter, replace the green highlighted text with the Date_Visited merge field.

1 2 . Prepare the Excel file Z o o Animals by Type file for importing into Access. Use Species as the column A label.

2 1 . Preview the merged d o c u m e n t , and then correct any spacing issues. 2 2 . In the closing, replace Karl C r o s t o n with your

1 3 . Create a new Access d a t a b a s e named ZooData.

name.

Import the Excel file ZooAnimals by Type to a new table named Animals.

2 3 . Turn the preview off, merge only the first and second letter o f the mail merge t o a n e w document,

1 4 . Create four queries, each listing all the animals in one species. D o n o t s h o w the Species field. Save each query with the n a m e o f the species included.

and then save the n e w d o c u m e n t as Zoo Letters. 2 4 . Close all open documents, saving when prompted.

Resize columns as needed in the query results.

I

Chapter

22

Integrating

Word,

Excel,

Access,

and

PowerPoint

ADDITIONAL STUDY TOOLS

Chapter

22

IN THE BOOK

ONLINE

^

C o m p l e t e end-of-chapter e x e r c i s e s

^

C o m p l e t e additional e n d - o f - c h a p t e r e x e r c i s e s

^

Study tear-out Chapter Review C a r d

^

T a k e p r a c t i c e quiz to p r e p a r e f o r t e s t s

^

R e v i e w key t e r m f l a s h c a r d s (online, p r i n t a b l e , a n d audio)

^

Play " B e a t t h e C l o c k " a n d " M e m o r y " t o quiz yourself

^

W a t c h the videos "Create an E m b e d d e d E x c e l C h a r t in a W o r d D o c u m e n t , " "Link E x c e l W o r k s h e e t D a t a to a P o w e r P o i n t S l i d e , " "Edit the Linked Object W h e n the Destination Files a r e C l o s e d , " " I m p o r t a n E x c e l L i s t t o a T a b l e in a New Database," and more

Chapter

2 2:

Integrating

Word,

Excel,

Access,

and

PowerPoint

Index 3D flat-panel displays, 70 3D mice, 57 3D printers, 74 3D rotation of WordArt, 4 0 4 - 4 0 5 3G standards, 130 4G standards, 130-131 802.11 (Wi-Fi), 128-129 802.16a (WiMAX), 128-129 802.16e (mobile WiMAX) standard, 129-130 802.3 (Ethernet), 125-127

A

absolute references, 502-503, 505 .accdb files, 570 Access S E E ALSO databases, queries common Office program elements, 273-286 copying records from another Access database, 576 described, 566 exporting data to Word files, 755-756 integrating with other Office programs, 270, 738-741 introduction to, 268-269 reports. SEE reports (database) saving import, export steps, 756 starting, 271 access, unauthorized, 190 access time, disk, 46 accounting number format, 4 6 2 - 4 6 3 , 463,464 accounting software, 104 actions, undoing and redoing, 306-307 active cell, 427, 427-428 active sheet, 428 active tab, 162 active window, 236 adapters network, 134 Wi-Fi, 113,135 adding S E E ALSO inserting attachments to email messages, 182-183 cell borders, 472-473 chart gridlines, 547 contacts to Contacts folder, 180-182 data bars to bar charts, 557-559 different headers, footers in sections, 396-398 footers, 3 6 7 - 3 6 9 footnotes, 377-378 logos to database forms, 639-640 page numbers, 365-367 paragraph borders, 324-326

772

Index

paragraph shading, 326 print titles, 490-491 slides to presentations, 6 6 6 - 6 6 8 text to shapes, 712 video to slides, 720-721 Web pages as favorites, 166-167 Address bar, navigating with, 240 address blocks (mail merge), 763 addresses business letter, 301 email, 17 Internet. SEE Internet addresses memory, 37 throw-away email, 217 adjacent ranges, 438 advertising on the Internet, 154 Aero Flip 3D, 236 Aero interface, Windows, 85, 236 aligning cell content, 469-470 paragraphs, 319-320 tables, text in tables, 391-392 text columns, 321 All Programs command, Start menu, 231 American Psychological Association (APA) style, 369-370 analog signals, 116-117 anchors, and graphics, 407 And logical operator, using in queries, 622-623 Android, 89 animating bulleted lists, 684 slide titles, 682-683 animation effects, 681 Animation Painter, using, 683-684 animations changing options, 717-719 changing timing of, 685-687 copying, 683-684 described, 680 introduction to, 680-682 removing from slides, 684 selecting appropriate, 682 Anonymous Surfing, 217 antennas, 136 antispyware software, 208 antivirus programs, rogue, 194 antivirus software, 208 Apple computers, Mac OS, 9 application service providers (ASPs), 144 application software for business, 96-97 described, 91 for working with multimedia, 99-102 applications, network, 110

architectures, network, 112-115 arguments and Functions Arguments dialog box, 507-510,518 using, 5 0 5 - 5 0 7 arithmetic operators (table), 443 arithmetic/logic unit (ALU), 41 ARPANET, 140-142 arrow keys, 56 aspect ratio, 400 ASPs (application service providers), 144 asynchronous transmission, 117, 118 AT&T and bandwidth caps, 157 DataConnect service, 158 attachments, email described, 182-184 opening in Protected View, 289-290 auctions, and e-commerce, 149 audio animation effects, 725 capture, and editing software, 100-101 input, 6 4 - 6 5 output devices, 74 ports, 40 sound clips, inserting, 724-726 video volume, 722 Auto Fill Options button, 514 AutoComplete inserting dates with, 302-303 using in Excel, 432 AutoCorrect, using, 303-305, 307 AutoFill, using, 512-516 AutoFilter, sorting data using, 610-611 AutoFit feature using in tables, 389, 390 using with slides, 670-671 using in worksheets, 436-437 automatic page breaks, 364, 489 AutoNumber data type, 605 AutoSum, using, 447-448 AutoText building blocks, creating, 415 AVERAGE function, 447, 507, 509-510 axis in charts, 546

B

background colors, changing cell, 473-474 backgrounds, removing photo's, 403 backing up data, 44, 264 backslashes (\) in paths, 254-255 Backstage view, 277, 571 backup and recovery programs, 90 banded rows, using, 4 7 8 - 4 7 9 bandwidth, 38-39, 116-117

banking and e-commerce, 149 bar charts, 543 barcode printers, 73 barcode readers, 60 barcodes, 60 batteries, nonremovable, 33 BD-R DL discs, 49 Berners-Lee, Tim, 142 bibliography creating, 3 7 4 - 3 7 5 described, 369 ML A style, 371 Bing search engine, 337 biometric readers, 63-64 BIOS (basic input/output system), 38 bitmap images, 100 bitmaps, 398 bits, 31 BlackBerry OS, 89 block style, business letters, 301 blogs, blogging, 148, 150 Bluetooth wireless standard, 131-132 body text, 314, 362 bold, formatting text, 459, 461 Bold button, 280, 315 Bookmarks browser feature, 19 boot process, 77, 79 borders adding cell, 4 7 2 - 4 7 3 , 4 7 5 - 4 7 6 adding paragraph, 324-326 inserting page, 410 botnets, 192 bots (zombie computers), 192 Box.net (online storage), 53 bps (bits per second), 117 bridges, 136 broadband over fiber (BoF), 156 broadband over Powerline (BPL), 127 broadcast networks, 119 broadcasting described, 119 presentations, 726-731 slide shows, 728-731 Brown, Michelle, 198 budgets, presenting, 525 buffers, 82 building blocks creating AutoText, 415 creating Quick Parts, 413-415 described, 413 inserting, managing Quick Parts, 415-417 Building Blocks Organizer, 416-417 bulleted items, 668 bulleted lists animating, 684, 718 changing outline levels, 672-674 creating as you type, 324 described, 322, 668 moving on slides, 675-677 using on slides, 668-670 bullets defining new, 323 types of, 281 Bullets button, Paragraph group, 280 bus interface unit, 4 1 , 42

bus networks, 111 buses, 38-39 business continuity plans, 208, 209 business ethics, 24 business letters, block style of, 301 button arrows, 280 buttons alignment (table), 470 described, 228 on Ribbon, 279 using, 280 bytes, 31, 32

C

cable, data transmission, 119-120 cable Internet access, 155-156 cache memory, 38 described, 35 internal, 39, 41 level numbers, 36 CAD (computer-aided design), 104 calculated fields (database), 623-624 calculating loan payments, 522-525 net cash flow, 512-513 Calculator program, 232, 235-236 CAN-SPAM Act, 216, 222 captions, slide, 667 Carbonite, 264 carpal tunnel syndrome (CTS), 25 category axis (charts), 546-547 category values, 532 CD/DVD drives, 43 CDMA (Code Division Multiple Access), 130 CD-R discs, 49 CDs, recordable, 49 cell (table) active, 427 adding borders, 472-473 aligning content, 469-470 applying styles, 468-469 changing background colors, 473-474 described, 427 editing content, 434 entering data in, 430-434 formatting data in, 458-467 highlighting those with conditional formatting, 483-486 indenting content, 470-471 merging, 470-472 moving, 440 and ranges, formatting, 467-476 rotating content, 471 truncating content, 435 typing functions in, 510-511 working with, 438-442 wrapping text within, 441^142 cell ranges, 4 3 8 , 4 6 7 - 4 7 6 cell references, 427 changing types, 503 formulas using, 444 using in formulas, 4 9 8 - 5 0 0 cell styles, 468-469, 471-472, 4 7 8 - 4 7 9 cells, table, 382

cellular (cell) phones See also mobile phones described, 110, 122 cellular radio transmission, 122 cellular standards, 130 centering cells, 471 content on pages, 4 9 3 - 4 9 4 text, 319-320 changing cell reference types, 503 charts, 537-542 desktop themes, 229 fonts, 282 fonts, font size, 3 1 4 - 3 1 6 line spacing, 3 1 8 - 3 1 9 margins, 3 6 2 - 3 6 4 outlines, 3 5 8 - 3 6 2 page orientation, 392, 450 slide themes, 6 7 1 - 6 7 4 sources, 374 style sets, 3 5 5 - 3 5 6 text colors, 316 themes, 3 5 2 - 3 5 3 , 3 5 3 - 3 5 4 worksheet views, 4 4 8 - 4 4 9 character styles, 346 characters common, inserted with AutoCorrect (table), 303 inserting symbols, 3 0 5 - 3 0 6 nonprinting, 296 selecting, 310 chart area, 5 3 4 - 5 3 5 chart layouts, 5 3 8 - 5 3 9 chart sheets, 536, 537 chart styles, 537 chart title, 535 charts changing layouts, 5 3 8 - 5 3 9 choosing the right, 533 combination, 548 communicating effectively with, 547 creating, 5 3 0 - 5 3 4 creating column, 5 4 3 - 5 4 8 creating exploded pie, 5 4 2 - 5 4 3 creating line, 5 4 8 - 5 5 5 data labels, working with, 540-541 data series, adding, 554 described, 530 editing data in, 552-555 embedded, 536 embedding Excel, in Word document, 741-747 Excel types (table), 532 gridlines, using, 547, 552 introduction to, 530 legends, 535, 552 modifying, 5 3 7 542 moving, resizing, 5 3 6 - 5 3 7 sparklines, 555-559 titles, 552 working with chart elements, 534-537 chartsheets, 426 chief privacy officer (CPO), 219 Child Online Protection Act (COPA), 222

773

chips computer, 32 CPU, 39 Chrome browser, 19 circuit boards, 32-33 circuit-switched networks, 119 citations described, 369, 370 editing, 373-374 in footnotes, endnotes, 378 inserting, 371-372, 372-373 cleanup programs, 90 clearing conditional formatting rules, 485-486 print area, 488-489 worksheet columns, rows, 4 3 7 - 4 3 8 clients in client-server networks, 114 described, 112 client-server networks, 112, 114 clip art, 398 and inline graphics, 407 inserting, 398-400 inserting into slide masters, 706-707 Clipboard moving and copying with, 259 Office Clipboard, 312 using, 290-291 clock speed, 34 Close button, 273 closing database tables, databases, 588 exiting Office programs, 293 files, 288-289 task panes, 284 windows, 234-235 cloud computing, 6 cloud storage described, 53 systems, 52-53 clusters (hard disk), 44, 45 coaxial cable (coax), 119, 120 codes of conduct, 190 collaboration software, 105 collaborative computing, 110 colon (:) in queries, 628 Color palette, Font button gallery, 316 colors background. See background colors changing data series', 541-542 changing fill, 473-474 changing text, 316, 461-462 creating new theme, 354-355 enhancing workbooks with, 474 paragraph borders, 326 selecting appropriate font, 708 theme, 352 using in charts, 547 column charts, creating, 543-548 column sparklines, 555-556 columns, table deleting, 387-388 inserting, 386-387 resizing, 388-390 columns, text creating, 4 0 9 - 4 1 0

J74

Index

formatting documents in, 410-413 columns, worksheet, 434-438 .com, 16 combination charts, 548 Comcast, 157 command line interface, 82 Command Prompt window, 84 commands See also specific command DOS, 84 grayed out, 244 Ribbon, 277-279 commercial software, 91-92 common field (database), 568 communications, intercepting, 192 communications functions, 4 communications protocols and networking standards, 124-133 communications satellites, 123 compacting databases, 598 comparison operators described (table), 517 matching range of values using, 620-621 composite key (databases), 585 compound interest, calculating, 522-525 compressed (zipped) folders, 262-263 computer chips, 32 computer crime, 188-189 computer end users, 5 computer ethics, 24 computer monitoring software, 220 computer networks. See networks computer sabotage, 192 computer viruses, 192-195 computer-aided design (CAD), 104 computers, 26 See also specific component CPU, 41-43 described, 2 ethics and, 24 of the future, 13 green manufacturing, 27-28 hardware. See hardware health concerns of, 24-26 history (generations) of, 8 input devices, 55-65 logging off Windows, 247 operating systems, 77-91 operations described, 2-3 protecting, 22 resource management, 79 security. See security sleep mode, 247 and society, 21-28 software. See software storage systems, 43-55 types of, 6-7, 9-14 typical ports, connectors, 40 viewing broadcast, and slide show on same, 730 virtualization, 12 computing cloud, 6 collaborative, 110

green, 25 surface, 59 concentrators, 137-138 conditional formatting highlighting cells with, 483-486 rules, 483 using in reports, 653-655 conditional formatting rules, 485-486 conditions in database queries, 619-624 connecting to the Internet, 153-159 to Wi-Fi hotspots, 113 connectors, ports and, 40-41 contact information in presentations, 670 contacts adding to Contacts folder, 180-182 described, 180 content controls, 367, 373 content placeholders described, 666 inserting clip art into, 709 Contents list, Windows Help, 245 contextual tabs, 284-285 control layouts, 640 Control Panel, 232 control unit, 42 controls, 639 conventional dial-up Internet access, 155-156 converting list of works cited to static text, 377 cookies described, 152 tracking, controlling, 153 cooling components of computers, 35 copying animations, 683-684 database records from another database, 576 described, 290 vs. dragging and dropping, 312 files and folders, 259-261 formats, 3 2 8 - 3 3 1 , 476 formulas, 4 4 5 - 4 4 6 and pasting among Office programs, 757-758 ranges, 439 using AutoFill, 512-516 worksheets, 430 copyright described, 22 law, and music, 102 law, and the Internet, 169 correcting errors as you type, 303-305 COUNT function, 447 counting words, 358 cover pages inserting section break after, 397 Preformatted, 369 CPU buses and, 38-39 components, 41 described, 33 multi-core, 34 workings of, 4 1 ^ 3

creating audio files, 100-101 AutoText building blocks, 415 bibliography, 374-375 blank documents, 300 bulleted lists, 3 2 2 - 3 2 3 , 668-670 chart sheets, 537 charts, 5 3 0 - 5 3 4 column charts, 543-548 database forms, 592-594, 634-637 database queries, 591-592 database reports, 648-652 database tables, 574, 580-582 databases, 570-571 documents based on other documents, 307-309 email messages, 177 envelopes, 339 Excel tables, 4 7 6 - 4 7 9 folders, 2 5 6 - 2 5 7 footers, 3 6 8 - 3 6 9 , 491-492 form letters with mail merge, 760-767 formulas, 4 4 2 - 4 4 5 headers, 4 9 1 - 4 9 2 line charts, 5 4 8 - 5 5 2 list of works cited, 374-375 numbered lists, 323-324 presentation handouts, 690-691 presentations, 662-675 print titles, 4 9 0 - 4 9 1 Quick Styles, 349-351 Quick Tables, 384 series, 5 1 5 - 5 1 6 slides, 6 6 7 - 6 6 8 SmartArt diagrams, 713-717 sparklines, 555-559 tables, 3 8 3 - 3 8 5 text columns, 4 0 9 - 4 1 0 theme fonts, colors, 354-355 credit cards and cybercrime, 192 Crop button menu, 402 cropping graphics, 4 0 1 - 4 0 2 photos, 4 0 1 - 4 0 2 CRT monitors, 66 CTS (carpal tunnel syndrome), 25 Currency number format, 463 current date, inserting, 302-303 customizing AutoCorrect, 305 margins, 364 number and date formats, 550 cutting vs. dragging and dropping, 312 and using Clipboard, 290-291 cyberbullying, 202 cybercrime, 188-189 cyberstalking, 201-202 cyberterrorism, 190-191 cylinders (hard disk), 44, 45

D data alteration, 196 backing up, 44, 264

date, 433 described, 4 digital representation, 30-32 editing chart, 552-555 entering in cells, 430-434 entering in tables, 385 entering into database forms, 593 filtering in databases, 612-613 finding, replacing in database tables, 604-605 finding using database forms, 642-644 in formulas, editing, 511-512 hiding worksheet, 4 8 6 - 4 8 7 vs. information, 4 - 5 and input masks, 582 labels, 540-541 number, 433 security generally, 21 sorting and filtering in databases, 609-612 time, 433 transmission, 116-119 word (computer), 35 data bars, adding to bar charts, 557-559 data formats, creating custom, 550 data markers, 535, 554-555 data projectors, 70 data redundancy, 585 data series adding to charts, 554 changing color, 541-544 described, 532 data source, 532 data source (mail merge), 761, 762-763 data theft (information theft), 196 data types, common types (table), 572 database forms, 642-644 database management system (DBMS), 569 database software, 97, 98 database tables creating, 574, 580-582 defining table relationships, 613-617 entering records, 575-577 importing Excel lists into, 753-755 maintaining using forms, 644 modifying structure, 586-588 opening, 589-590 performing calculations in, 627-629 planning, 573 refreshing, 593 saving, 575 databases closing, 588-591 compacting, repairing, 598 concepts about, 98, 566-569 copying records from another, 576 creating, 570-571 database objects, saving, 598 described, 268-269 filtering data, 610-613 forms. See forms (database) maintaining records, 602-605 marketing, government, 213

opening, 5SS-5S9 queries, 5 9 1 - 5 9 2 relational, 568 relationships. See relationships (database) reports, 5 9 4 - 5 9 7 saving, 575 searching Internet, 2 1 2 - 2 1 4 sorting and filtering data, 6 0 9 - 6 1 2 tables. See database tables Datasheet view (Access), 5 7 2 - 5 7 7 datasheets See also queries (database) described, 572 formatting, 620 moving around, 5 9 0 - 5 9 1 sorting data in, 611 subdatasheets, working with data in, 616-617 date functions, 5 2 0 - 5 2 1 dates adding to slides, 6 8 8 - 6 8 9 entering in worksheets, 4 3 2 - 4 3 3 Excel functions, 447 formatting, 4 6 6 - 4 6 7 inserting current, 3 0 2 - 3 0 3 international formats, 433 DDoS attacks, 195-196 DDR (double-data rate), 36 decision-making using logical functions, 518 decode unit, 4 1 , 42 deleting See also removing building blocks, 416 characters, 301 database records, 605 database table fields, 5 8 7 - 5 8 8 email messages, 1 7 9 - 1 8 0 files, 2 4 2 - 2 4 3 files and folders, 262 ranges, 4 4 0 - 4 4 1 slides, 6 7 7 - 6 7 8 tables, table rows or columns, 387-388 worksheet data and cells, 4 3 7 - 4 3 8 worksheets, 428 demoting (item in outline), 356, 672-674 denial of service (DoS) attacks, 195-196,209 DeQuervain's tendonitis, 25 design grid (Query window) adding all fields to, 608 described, 6 0 6 - 6 0 8 Design view (Access) creating tables in, 5 8 0 - 5 8 2 described, 577 sorting multiple fields in, 6 1 1 - 6 1 2 working with, 5 7 7 - 5 8 5 working with queries, 6 0 5 - 6 0 9 designing database forms, 642 database reports, 6 4 8 - 6 5 6 databases, 5 8 4 - 5 8 5 workbooks, 429, 460, 474

Index

desktop, 226, 293 desktop computers, 9 and cable locks, 204 operating systems for, 84-88 processors, 34 syncing with laptops, 253 typical keyboard, 56 desktop operating systems, 83 desktop publishing, 103 destination file (integration), 739, 749-752 destination program (integration), 739 Details pane, Windows Explorer, 233 device drivers, 79, 80 devices, 64 for accessing the Internet, 153-154 gaming, 58 input, 55-65 Internet, 11 mobile, 7 in networks, 137 output, 65-74 ruggedized, 206 self-destructing, 206 storage systems, 43-55 diagnostic programs, 90 diagrams, SmartArt, 713-717 dialog boxes, using, 282-283 dial-up Internet access, 155 digital cameras, 64 digital certificates, 201 digital content, protecting, 23 digital data representation, 30-32 digital pens, 57 digital photo frames, 66 digital rights management (DRM) software, 23 digital signage systems, 66 digital signals, 116-117 digital signatures, 201 digital watermarks, 22 direct formatting, 345 directories, root, 251 disaster recovery plans, 208, 209 disk access time, 46 disk cache, 47 disk management programs, 90 display devices screen resolution, 68-69 types of, 6 5 - 6 6 display screens, 66 displaying contextual tabs, 284-285 Mini toolbar, 286 nonprinting characters, 296 ScreenTips, 291 DispIayPort, 69 distributed denial of service (DDoS) attacks, 195-196 DNA analysis, 21 documents SEE

ALSO

SPECIFIC

DOCUMENT

TYPE

adding page numbers, 365-367 columns, formatting, 4 0 9 - 4 1 0 creating, based on other documents, 307-309

776

lnde

*

creating blank, 300 described, 268 embedding Excel chart in, 741-747 enhancing, 382 footnotes, adding, 377-378 and graphics. SEE graphics long, working with, 344-345 margins, changing, 362-364 outlines, promoting and demoting items in, 356 previewing, 338-339 proofreading, 335 section breaks, inserting, 393-395 spell checking, 334-338 statistics on, 358 domain names, 15-17 DOS (Disk Operating System), 82, 84 DoS attacks, 195-196, 209 dotcons, 196 dots per inch (pdi), 59-64 double spaced, 318 double-click, 229 downloading described, 112,113 Windows Live Mail, 173-174 drag (mouse), 229 drag and drop, 312 drawing programs, 100 Drawing Tools Format tab (PowerPoint), 285 drive bays, 33 drivers, 79, 80 DRM (digital rights management) software, 23 DSL (Digital Subscriber Line) Internet access, 156 dump terminals, 10 duplicating SEE ALSO copying slides, 677 DVD authoring, 101 DVD drives, 33 DVD+R DL discs, 49 DVDs, recordable, 49 DVI (Digital Visual Interface), 69 Dynamic Content slide transitions, 687

E

eBay, 197 eco-labels, 25 e-commerce, 149 EDGE (Enhanced Data Rates for GSM Evolution), 130 editing audio files, 100-101 cell content, 434 chart data, 5 5 2 - 5 5 5 chart labels, 553-554 citations, 373-374 data in formulas, 511-512 embedded charts in documents, 745-746 line charts, 549-555 in Protected View, 289-290 text, 311-313 video files, 101

.edu, 16 educational software, 103 effects SEE

ALSO

SPECIFIC

EFFECT

audio and video, 725 changing animation options, 717-719 using text, 316 and WordArt, 404-405 electromagnetic spectrum, 121 electronic profiles, 213-214 electronic surveillance, 219-221 email described, 20-21 filters, 2 1 8 - 2 1 9 privacy issues, 180 security. SEE security spam, 2 1 4 - 2 1 6 throw-away email addresses, 217 Windows Live Mail. SEE Windows Live Mail email addresses, 17 email messages deleting, 179-180 forwarding, 178-179 performing mail merges with, 767 sending and receiving, 174-179 spam, 216 writing effective, appropriate, 173 embedded charts, 536 embedded computers, 6 embedded flash memory, 50 Embedded Linux, 90 embedded operating systems, 83, 89, 90 embedding described, 739 Excel chart in PowerPoint file, 744 Excel chart in Word document, 741-747 Excel worksheet data in Word, PowerPoint, 747 object linking and embedding (OLE), 738-741 employee monitoring, 220 emptying Recycle Bin, 244 Enable Content button (Access), 588 Encarta Dictionary, 337 encryption described, 210 private and public key, 211-212 using, 204 end users, 5 endnotes citations in, 378 described, 377 energy efficiency, 13, 25 ENERGY STAR-compliant hardware, 25 entertainment software, 103 entity integrity, 583 envelopes, creating and printing, 339 e-portfolios, 151-152 ergonomics, and workspace design, 26 errors, correcting as you type, 303-305 Ethernet (802.3), 125-127 ethics, and computer use, 24 e-trash, 27

exact match (query), 619 Excel S E E ALSO workbooks, worksheets charts. SEE charts common Office program elements, 273-286 described, 424 embedding chart in Word document, 741-747 function categories (table), 506 Help, getting, 291-292 integrating with other Office programs, 270, 738-741 introduction to, 268 linking chart to Word document, 747 lists, importing into Access tables, 753-755 Object command, using, 756-757 starting, 271 task panes, using, 283-284 window described, 426-427 zooming, 275 Excel tables adding formulas to, 480-483 changing styles, 4 7 9 - 4 8 0 creating, 4 7 6 - 4 7 9 exiting Office programs, 293 expansion buses, 39 expansion cards, 33, 38 expansion slots, 33, 38 exploded pie charts, creating, 542-543 exporting Access data to Word files, 755-756 Excel lists into Access tables, 753-755 saving steps in Access, 756 ExpressCard hard drives, 46 ExpressCard modules, 38 Extended Validation Secure Sockets Layer (EV SSL), 210 external hard drives, 46 extracting compressed files, 263-264 extranets, 116 Eye-Fi Share, Eye-Fi Pro cards, 129 eyeglasses, built-in displays for, 70

F

Facebook, 53, 1 4 7 - 1 4 8 , 2 1 6 Factiva iWorks search engine, 337 fair use, 22 fans, 35 favorites (Web page shortcuts), 166 Favorites browser feature, 19, 166-167 FDE (full disk encryption), 204 feeds (RSS), 168 fiber-optic cable, 120 fiber-to-the-premises (FTTP), 156-157 field lists, 606 Field Properties pane, 577 field value, 5 6 6 - 5 6 7 fields, database adding, moving, 586-588 adding to design grid, 608 calculated, using in queries, 624-626 changing properties, 578-580 described, 566

editing values, 602-605 field size properties for number fields, 580-582 naming, 573 and records, 590 sort fields, 609-610 sorting multiple, 611-612 fields, merge, 761, 763-765 fields in Word, 365 fifth-generation computers, 8 file compression programs, 90 file extensions S E E ALSO

SPECIFIC

EXTENSION

Office files, 287, 288 Web page files, 17 file management, 79, 90, 90-91 file names, 287 file sending applications, 105 file sending software, 105 file system, 250-252 File tab, Ribbon, 273, 277 File Transfer Protocol (ftp://), 17 file types of graphics (table), 398 filenames, 261 files closing, 288-289 copying, 259-261 deleting, 242-243, 262 described, 31 moving, 257-258 naming, 261 navigating to, 254-255 opening, 289-290 organizing, 250-255 saving, 287-288, 296, 427, 664 switching between open Office, 272-274 uploading, downloading via FTP, 143 working with, 286-287 fill colors, changing, 473-474 fill handles described, 512-513 using, 513-515 fills, using AutoFill, 513-515 filters database data, 610-613 described, 612 email, 218-219 spam, 218 finance, and e-commerce, 149 financial functions described, 521 exploring options using IF function, 519 working with PMT function, 521-525 Find and Replace dialog box, 357 finding S E E ALSO searching data using database forms, 642-644 and replacing text, 332-333 fingerprint readers, 64 Firefox browser, 19 firewalls, 2 0 8 , 2 0 9 - 2 1 0 FireWire (IEEE 1394), 39 Fire Wire ports, 40

firmware, updating, 134 first-generation computers, 8 first-line indents, 326, 327 fixed wireless Internet access, 156 flash memory, 3 7 - 3 8 , 5 0 - 5 2 cards, 50, 51 disk cache, 47 hard drives, 46 readers, 50, 33 flat-panel displays, 6 6 - 6 7 , 68 flexible OLED, 67 Flickr photo sharing service, 53 Flip 3D, 236 floating graphics, 407, 408 floating point unit (FPU), 41 folders compressed, 262 copying, 2 5 9 - 2 6 1 creating, 2 5 6 - 2 5 7 deleting, 262 described, 238 moving, 2 5 7 - 2 5 8 organic light emitting diode (OLED), 250-255 Recycle Bin, 2 4 2 - 2 4 3 sharing on networks, 115 font size, changing, 3 1 4 - 3 1 6 font styles, changing, 3 1 5 - 3 1 6 fonts changing, 282, 3 1 4 - 3 1 6 colors, 4 6 1 - 4 6 2 , 708 creating new theme, 3 5 4 - 3 5 5 described, 314 footers adding, 3 6 7 - 3 6 9 adding to slides, 6 8 8 - 6 9 0 creating, 4 9 1 - 4 9 2 described, 365 handouts, 6 9 0 - 6 9 1 footnotes adding, 3 7 7 - 3 7 8 citations in, 378 foreign key (database), 569 form letters, creating, 7 6 0 - 7 6 7 Form view (Access), 645 Form Wizard (Access), 6 3 4 - 6 3 7 , 645-646 Format Cells dialog box, 4 7 4 - 4 7 6 Format Painter, copying formats using, 328-331 formats S E E ALSO

SPECIFIC

FORMAT

copying, 328-331 copying and pasting, 476 copying using AutoFill, 512-516 international date, 433 number, 462 formatting cells and ranges, 4 6 7 - 4 7 6 chart axes, 547-548 conditional, 4 8 3 - 4 8 6 data in cells, 4 5 8 - 4 6 7 data series, 544 database reports, 5 9 5 - 5 9 6 datasheets, 620 dates and times, 4 6 6 - 4 6 7

Index

777

formatting (cont.) direct, 345 graphics, 712-713 numbered lists, 462-466 paragraphs, 317-328 pictures, 402-403 section breaks, 393-395 styles. See styles text, 313-328 text in cells, 459-462 themes. See themes using Mini toolbar, 286 video, 721 WordArt, 405-406 worksheets for printing, 4 8 7 - 4 9 4 forms (database) creating, using, 592-594 creating using Form Wizard, 634-637 creating with main form and subform, 644-647 designing, 642 finding data using, 642-644 introduction to, 634 modifying design, 637-642 previewing, printing selected records, 647-648 sorting data in, 611 formula bar (Excel), 430 formula view, 451, 453 formulas adding to Excel tables, 4 8 0 - 4 8 3 for calculated values, 429 with cell references, 4 9 8 - 5 0 0 copying and pasting, 445-446 creating effective, 445 described, 442 editing data in, 511-512 entering in worksheets, 4 4 2 - 4 4 5 and order of precedence, 443 overview, 498 using cell references, 444 viewing worksheet, 451-452 forwarding e-mail messages, 178-179 fourth-generation computers, 8 .fr, 17 freeware programs, 92, 93 FTP (File Transfer Protocol) described, 124 programs, 143 FTTP (fiber-to-the-premises), 156-157 full disk encryption (FDE), 204 full-duplex transmission, 118 function keys, 56 functions See also specific function date, 520-552 described, 446, 498 entering, 505-510 entering in worksheets, 446-448 logical, 517 nested, 507 syntax, arguments, 505 typing in cells, 510-511 using in database queries, 626-629 Functions Arguments dialog box, 507-510,518

778

/nde

*

fused deposition modeling (FDM), 74

G

Gadgets, Windows 7, 85 galleries, 281-282 gaming devices and accessing the Internet, 154 described, 58 Gbps (billions of bits per second), 117 gene mapping, 21 General number format, 462 G.hn standard, 127 GIMP program, 92 global positioning system (GPS), 110 Gmail, 20 Google Docs, 53 Google Gmail, 217 Google search engine, 20 government databases, 213 and the Internet, 144 GPU (graphics processing unit), 69 grammar checking, 334-338 graphical user interfaces (GUIs), 82 graphics See also clip art, pictures and anchors, 407 deleting from slide masters, 706 described, 398 file types (table), 398 floating, 407, 409 formatting, 712-713 inline, 406 inserting and modifying, 398-399 inserting into presentations, 709-713 moving, 408-409 resizing, cropping, 400-402 and the Web, 102 wrapping text around, 406-408 graphics processing unit (GPU), 69 graphics software, 99-100 graphs See also charts described, 530 sparklines, 555-559 Greater Than dialog box, 484 green computing, 25 gridlines setting, 487 using with charts, 547, 552 Group By operator, creating queries using, 629 groups on Ribbon, 279 sparkline, 557 GSM (Global System for Mobile communications), 130 GUIs (graphical user interfaces, 82

H

hacking, 190-191 half-duplex transmission, 118 handheld gaming devices, 7, 66 handheld PCs, operating systems for, 88-91

handouts creating, 690-691 described, 688 masters, 703 printing, 694-695 hanging indents, 326, 327 hard copy, 70 hard disks, folders and files organized on, 253 hard drives described, 33, 43 reference (in this book), 238 self-encrypting, 204 types of, 4 3 - 4 7 wiping, 219 hard page breaks, 364 hardware See also specific type or device companies, 144 described, 5 digital data representation, 30-32 networking, 134-138 overview, 30 hardware theft, 203 HDMI (High-Definition Multimedia Interface), 69 HDMI ports, 40 header rows, 382-383 headers adding to sections, 396-398 adding to slides, 688-690 creating, 4 9 1 - 4 9 2 described, 365 setting, 367 slide, 667 heading styles, 347 headings applying, 348 moving, 360 headphones, headsets, 74 health and computer use, 24-25 ergonomics, and workspace design, 26 heat sinks, 35 Help getting, 2 4 4 - 2 4 7 ScreenTips, Help window, 291-293 Help button, 273 hiding nonprinting characters, 296 Ribbon commands, 278-279 worksheet data, 486-487 HighBeam Research periodicals search engine, 337, 338-339 highlighting cells with conditional formatting, 483-486 History list on browsers, 19, 168-169 hits (Web page), 164 Hollerith, Herman, 8 holograms, 70 Hotmail, setting up accounts, 176 home networks, 14-15 home pages, 159-160 Home tab, 273 HomePlug standard, 127

HomePNA Alliance standard, 127 hot sites, 208, 209 hotspots connecting to Wi-Fi, 113 described, 111 personal mobile, 131 security precautions, 212 Wi-Fi, 158 and Wi-Fi piggybacking, 191-192 HTTP (Hypertext Transfer Protocol), 124 HTTPS (Secure Hypertext Transfer Protocol), 124 hubs, 134 Hushmail Web-based emails, 210 hybrid hard drives, 47 hyperlinks, 3 0 3 - 3 0 4 Hypertext Transfer Protocol (http://), 17 Hypertext Transfer Protocol Secure (htts://), 17

I

IBM (International Business Machines) -compatible computers, 9 early computers, 8 and energy efficiency, 13 operating systems for larger systems, 90-91 ICANN (Internet Corporation for Assigned Names and Numbers), 144-145 icons, 246 identifiers, storage device, 43 identify theft described, 197-198 protecting against, 199-200 IEEE 1394 (FireWire), 39 IF function described, 517 exploring financial options using, 519 inserting, 5 1 8 - 5 2 0 working with, 517-518 illustration programs, 100 IM (instant messaging), 145 image editing programs, 100 images See also graphics, pictures bitmap, 100 Import Spreadsheet Wizard, 754-755 importing Access data to Word files, 755-756 Excel lists into Access tables, 753-755 saving steps in Access, 756 indenting cell content, 470-471 paragraphs, 326-328 within tables, 389 index.html, 17 information vs. data, 4 - 5 described, 4 privacy, 212 sharing, 741-742 infrared (IR) transmission, 123-124 infrastructure companies, 144

ink-jet printers, 72-73 inline graphics, 406 input audio, 64-65 computer operation, 2 - 4 devices. See input devices input devices See also specific device described, 55 types of, 55-65 Input Mast property, 582 Insert Function dialog box, 507-510 inserting See also adding citations, 371-372, 372-373 clip art into documents, 398-400 clip art into slide masters, 706-707 columns in worksheets, 436 current date, 302-303 functions with AutoSum, 447 functions with Insert Function dialog box, 507-510 graphics, 398-399 graphics into presentations, 709-713 IF function, 518-520 manual page breaks, 364 merge fields, 763-765 page borders, 410 page breaks, 489-490 page numbers, 366-367 pie charts, 533-534 Quick Parts, 415-417 ranges, 440-441 rows, columns in tables, 386-387 rows in worksheets, 436 section breaks, 393-395 section breaks after cover pages, 397 sparklines, 555-559 symbols, 305-306 text boxes, 405 video on slides, 720-721 WordArt, 403-404 worksheets, 428 insertion point, moving, 311 installed software, 94, 95 instant messaging (IM), 145 integrated projectors, 70 integration See also exporting, importing copying and pasting among Office programs, 757-758 embedding. See embedding linking. See linking

Object command, using, 156-151 object linking and embedding (OLE), 738-741 with other Office programs, 270, 738 intellectual property rights, 22 interest calculating compound, 522-525 principal and, 521 rates, 523 interface cards, 38 interferometric modulator (IMOD) displays, 68 international date formats, 433

Internet copyright issues. See copyright described, 15 evolution of, 1 4 0 - 1 4 5 governance of, 145 as networking application, 110 preparing to use the, 153-159 satellite, 123 security. See security security legislation, 2 2 1 - 2 2 3 vs. Web, 143 Internet addresses, 1 5 - 1 6 , 18 Internet appliances, 11 Internet auction fraud, 199-200 Internet content providers, 144 Internet Corporation for Assigned Names and Numbers (ICANN), 144-145 Internet Explore 8 Favorites, using, 1 6 6 - 1 6 7 History list, using, 1 6 8 - 1 6 9 printing Web pages, 169-171 searching Web using, 163-166 setting search engines in, 165-166 starting, visiting Web sites using, 158-162 using tabs, 162-163 Internet Explorer, 19 Internet service providers. See ISPs Internet Society (ISOC), 144 Internet!, 143 intranets, 116 intrusion protection systems, 209 I/O chipsets, 39 IP (Internet Protocol), 124 IP addresses, 15-16 iPhone OS, 89 iPod touch, 7 IPOS (information processing) cycle, 4 isochronous transmission, 117, 118 ISPs (Internet service providers), 15 band widths, 157 described, 144 and Internet costs, 154 selecting your, 1 5 8 - 1 5 9 italic formatting text, 461 italic, formatting text, 459 Italic button, 315 iWork, 97

J

joysticks, 58 .jp, 16-17 jump drives, 51 junk mail filters, 218 justified (paragraphs), 319

K

Kbps (thousands of bits per second), 117 kernel, operating system, 7 8 - 7 9 Key Tips, using, 281 keyboard shortcuts, 236, 280 keyboards described, 56

Index

779

keys foreign (database), 590 primary (database), 568, 583-585, 590 on typical keyboard, 56 keywords, search, 164

L

labels data, 540-541 editing chart, 551, 553-554 lands on optical discs, 48 landscape page orientation, 169-170, 283, 392, 396, 449 laptop computers described, 10 syncing with desktops, 253 laser printers, 72 laws computer network and Internet security (table), 222 federal computer security and privacy legislation (table), 223 layout masters, 700 Layout view (Access), 593, 644, 646-647 layouts chart, 538-539 Columnar form, 636 control, 640 custom slide, 705 PowerPoint's built in (table), 667 slide, 666 LCDs (liquid crystal displays), 67 leader lines, 320 LED (light emitting diode), 67 left-aligned, 319-320, 322 left-clicking, 229-230 legends, chart, 535, 539-540, 552 legislation, network and Internet security, 221-223 letters block style business, 301 creating form, 760-767 libraries described, 238 organizing files, folders in, 254 licenses, software ownership rights, 94 light emitting diode (LED), 67 line charts creating, 548-552 editing, 549-555 line spacing, 281, 318 line sparklines, 555-556 lines changing in database forms, 640-641 FEADER,

3 2 0

modifying, in line charts, 555 linked styles, 346 linking Excel charts to PowerPoint presentations, 747-748 Excel charts to Word documents, 747 Excel worksheet data to Word document, 748-749

780

Index

links described, 740 object linking and embedding (OLE), 738-741 updating linked objects, 749-752 Links dialog box, 752 Linux operating system, 82, 87-88 liquid crystal displays (LCDs), 67 list of works cited, 369 converting to static text, 377 generating, 374-375 MLA style, 370-371 updating, 376-377 lists bulleted, 322-324, 668-670, 675-677 creating numbered, 322-324 importing Excel, into Access tables, 753-755 Live Mail, 20 Live Preview, 282 Live SkyDrive, 53 Live Thumbnails (Windows Vista), 85 loads (Web pages), 160,161 loans, and financial functions, 521-525 local area networks (LANs), 115 locked vs. unlocked phones, 130 logging off Windows, 247-248 logical functions, 517 logical operators, 622 logos, adding to database forms, 639-640 Long Date format, 466-467 Long Term Evolution (LTE) standard, 130 LTE (Long Term Evolution) standard, 130

M

Mac OS (operating system), 9, 86 Mac OS X Server, 87 machine cycle and system clock, 42-43 magnetic hard drives, 44, 45, 47 magnetic ink character recognition (MICR), 63 magnetic tape, 55 mail merge creating form letters with, 760-765 described, 761-767 performing with email messages, 767 previewing, printing, 765-766 main document (mail merge), 760, 761, 762-763 main form, 644 mainframe computers, 12 malware, types of, 192-195 manual page breaks, 489 margins changing, 362-364 setting page, 492 Margins menu, 363 marketing databases, 213 math functions, common (table), 506 MAX function, 447 Maximize button, 232 maximizing program windows, 300

Mbps (millions of bits per second), 117 media keys, 56 networking, 119-124 media players, 101-102 memory SEE

ALSO

SPECIFIC

TYPE,

DEVICE

buffers, 82 buses, 39 cache, 35 flash, 37-38 overview, 36-38 virtual, 81 memory (RAM) modules, 33 memory slots, 33 memory sticks, 51 menus described, 230 shortcut, 230 merge, 761 merge fields, 761, 763-765 merging cells, 4 7 0 - 4 7 2 described, 470 mesh networks, 111 metafiles, 398 metropolitan area networks (MANs), 115 MFDs (multifunction devices), 71 microprocessors, 8, 34 Microsoft. SEE SPECIFIC PRODUCT Microsoft Access 2010 SEE ALSO Access described, 566 Microsoft Excel 2010 SEE ALSO Excel described, 424 Microsoft Office, 97 Microsoft Office 2010 SEE ALSO Office integration. SEE integration introduction, 2 6 8 - 2 7 0 Microsoft PowerPoint 2010 SEE ALSO PowerPoint described, 662 Microsoft Windows 7 SEE ALSO Windows 7 described, 226 microwave stations, 122-123 microwaves, 122 midrange servers (minicomputers), 11-12 MIN function, 447 Mini DisplayPort, 69 Mini Slide Show view, 678-680 Mini toolbar, 286 Mini Translator, 406 minicomputers, 1 1 - 1 2 mixed references described, 504 using in formulas, 504-505 MLA (Modern Language Association) style body paragraph indents, 327 formatting research papers using, 370 MLA Handbook for Writers of Research Papers, 371

mobile applications, 94-95 mobile devices described, 7, 66 operating systems for, 88-89 safety precautions, 206 mobile operating systems, 83 mobile phones, 110 accessing the Internet, 153-154 cases, 206 clearing data before disposing of, 219 operating systems for, 89-90 mobile WiMAX (802.16e) standard, 129-130 mobile wireless Internet access, 157-158 modems, 134, 135 monitoring electronic, 2 1 9 - 2 2 1 employees, 220 monitoring systems, 110 monitors, 66 and cable locks, 204 and Ribbon buttons, groups, 279 Mosaic Web browser, 142 motherboard, 3 2 - 3 3 mouse described, 57 text selection methods, 310 using, 2 2 9 - 2 3 1 moving active cell, 427 around datasheets, 590-591 bulleted items, 675-677 charts, charts to another sheet, 536 files and folders, 257-258 graphics, 4 0 8 - 4 0 9 headings in outlines, 360, 361 insertion point, 311 ranges, 439, 440 text, 3 1 2 - 3 1 3 windows, 2 3 3 - 2 3 5 worksheets, 430 MozyHome, 264 MSN Money stock quotes, 337 multi-core CPUs, 34 multifunction devices (MFDs), 71 multimedia application software for working with, 9 9 - 1 0 2 networking, 110 multiplexing, 136-137

536-537

multiprocessing, 80

multitable queries (database), 617-619 multitasking, 80 music and copyright law, 102 sound clips on slides, 724-726 Mydoom worm, 194 MySpace, 147, 1 4 8 , 2 1 6

N

Name box (worksheet), 427 #NAME? error message, 511 naming database tables, fields, 573

files, 261 folders, 256 main form, subforms, 645 NAS (network attached storage), 52 NASA home page, 161 navigating database fields, 604 described, 238 to files, 254-255 through long documents, 356-357 windows, 238-242 navigation bar, 277 Navigation pane Access, 570, 590 using, 358-360 Windows Explorer, 241-242, 254-255 Near Field Communications (NFC) standard, 132 nested functions, 507 net cash flow, calculating, 512-513 netbooks, 10, 34 network adapters, 134 network architectures, 112-115 network attached storage (NAS), 52 network interface cards (NICs), 134 network operating systems, 83 network storage systems, 52-53 networking applications, 110 hardware, 134-138 networking media, types of, 119-124 networking standards, and communications protocols, 124-133 networks

See also specific type

client-server, 112, 114 computer, 108-109 described, 14-15 devices in (example), 137 evolution of the Internet, 140-145 operating systems in network environment, 83 piconets, 131 security. See security sharing folders on, 115 size, and coverage area, 115-116 storage area networks (SANs), 52 topologies, 111-112 wired vs. wireless, 111 New from existing command, 308-309, 309 NICs (network interface cards), 134 Nigerian letter fraud scheme, 200 Nintendo DSi, 7 Nintendo Wii, 11, 154 nonadjacent ranges, 438, 439 nonprinting characters, 296 Normal template, 344, 356 Normal view in Excel, 448-449 in PowerPoint, 662, 668 note taking software, 103-104 notebook computers, 10 and cable locks, 204

cases for, 206 hard drive within, 45 processors, 34 notebooks, Web, 104 notes masters, 703 Notes Page view (PowerPoint), 688 Notes pane (presentations), 663 notification area, 228 NOW function, 5 2 0 - 5 2 1 null value, 583 number data, 433 number format, 462, 550 numbered lists, 322, 324 numbers adding to slides, 6 8 8 - 6 8 9 formatting, 4 6 2 - 4 6 6 formatting as percentages, 4 6 4 - 4 6 6 rounding, 466 numeric keypad, 56

0

Object command, using, 756-757 object linking and embedding (OLE), 738-741 objects, 290 aspect ratio, 400 and content placeholders, database, saving, 598 described, 285 examining selected, 3 9 9 - 4 0 0 and OLE, 7 3 8 - 7 4 1 updating linked, 7 4 9 - 7 5 2 Office common program elements, 2 7 3 - 2 8 6 copying and pasting among programs, 7 5 7 - 7 5 8 exiting programs, 293 integrating programs, 270 introduction to, 2 6 8 - 2 7 0 starting programs, 271 switching between open programs, files, 2 7 2 - 2 7 4 Office Clipboard, 312, 313 Office.com, 2 9 1 , 3 9 9 OLE (object linking and embedding), 738-741 OLED (organic light emitting diode), 67 one-to-many relationship, 613-616 online auction fraud, 199-200 online business. See e-commerce online cloud storage systems, 52-53 online communications, types of, 145-148 online pornography, 202 online storage, 53 open source software described, 9 1 , 9 2 Linux operating system, 87-88 opening all favorites in a folder, 167 Backstage view, 293 databases, 5 8 8 - 5 8 9 dialog boxes, 283 email attachments, 183-184 files, 2 8 9 - 2 9 0 multiple windows, 232

666-667

Index

~/Q]

opening (cont.) recently used document, 308 task panes, 284 Web pages, 19 Windows Help and Support, 246 OpenOffice.org office suite, 51, 92, 97 operating systems described, 77 for desktop PCs, 84-88 differences between, 82-84 functions of, 77-80 for handheld PCs, and larger systems, 88-91 increasing efficiency, 80-82 mobile phone, 89-90 operations, computer, 2-3 operators See also specific operator described, 442 opt in, opt out, 218 optical character recognition (OCR), 62-63 optical discs, 47-50 optical drives, 49-50 optical mark readers (OMRs), 62, 63 optional arguments, 505-506 Or logical operator, using in queries, 622-624 order of precedence, 442, 443, 624 organic light emitting diode (OLED), 67 organizing files and folders, 2 5 0 - 2 5 5 orientation changing page, 392 page, for printing, 169-170, 283 orphaned database records, 615 orphans, 365 Outline tab (presentations), 663, 672-674 Outline view, using, 360-362 outlines changing in Navigation Pane, 358-360 changing in Outline view, 360-362 printing presentations as, 695 promoting, demoting items, 356, 672-674 Word, creating PowerPoint slides from, 759-760 output audio, 74 computer operation, 2-4 devices, 65-74 printers, 70-74 output devices See also specific device types of, 65-74

P

P2P (peer-to-peer) sites, Comcast's blocking of, 157 Package Presentation for CD command, 727 packet switching, 119 packet-switched networks, 119 Page Break Preview (Excel), 4 4 8 - 4 4 9

Index

page breaks controlling with paragraph settings, 365 inserting and removing, 489-490 inserting manual, 364 page count indicator, 357 page file, 81 Page Layout view (Excel), 448-449, 487-488 page numbers adding, 365-367 including in citations, 373-374 inserting, 366-367 page orientation, 487 Page Setup dialog box, 363 Page tab, Page Setup dialog box (Excel), 283 pages centering content, 493-494 creating odd and even, 394 inserting borders, 410 margins, changing, 362-364 margins, setting, 492 orientation, 396, 449 orientation, changing, 392 preformatted cover, 369 pages per minute (ppm), 71 Palm OS, 89 Palm webOS, 89 panes described, 231 See also specific pane paragraph spacing, 317 Paragraph spacing settings, Page Layout tab, 317 paragraph styles, 346, 351 paragraphs adding borders, 324-326 adding shading, 326 aligning, 319-320 formatting, 317-328 indenting, 326-328 page breaks, controlling, 365 selecting, 310 spacing, 281 parallel processing, 80 parallel transmission, 117 parentheses (()) and nested functions, 507 passwords safeguarding, 205 security of, 204 Paste Button options, 750 Paste Options button, 330-331 Paste Special dialog box, 750 pasting among Office programs, 757-758 described, 290 formats, 476 formulas, 445-446 Paste Options button, 330-331 using Clipboard, 290-291 paths, 254-255 PayPal, 196, 197 PC cards, 38 PCI buses, 39

PCs. See personal computers (PCs) PDA (personal digital assistant), 7 PDFs, saving presentations as, 727 peer-to-peer (P2P) networks, 112-113, 114 pen-like devices, 57 percentages, formatting numbers as, 464-466 personal area networks (PANs), 115 personal computers (PCs) accessing the Internet, 153-154 described, 9 operating systems for, 84-88 security, 2 0 3 - 2 1 2 personal finance software, 104 personal information privacy concerns, 212-221 protecting privacy of, 216-219 personal mobile hotspots, 131 personal operating systems, 83 pharming, 198-199 phishing, 1 8 9 , 1 9 7 - 1 9 9 PHOLED (Phosphorescent OLED), 67 Phoneline standards, 127 phones cell. See cellular (cell) phones locked vs. unlocked, 130 mobile. See mobile phones photo editing programs, 100 photos cropping, 4 0 1 - 4 0 2 uploading, 129 piconets, 131, 132 picture presentations, 727 pictures See also graphics, images, photos adding to database forms, 640 formatting, 4 0 2 ^ 0 3 formatting on slides, 713 inserting into presentations, 709-713 pie charts Chart Styles gallery for, 537-538 vs. column charts, 544 creating exploded, 542-543 inserting, 5 3 3 - 5 3 4 piggybacking, Wi-Fi, 191-192 PIN codes and RFID readers, 62 pits on optical discs, 48 placeholders adding to layouts, 705 content. See content placeholders plagiarism, 22, 23, 373 plasma displays, 68 playback options, 721-722, 725-726 plot area, 535 plotters, 74 Plug and Play, 40, 79 PMT function, 447 described, 521 using, 521-525 point defined, 229 pointer, 229 pointing devices, 57-58 point-of-sale (POS) systems, 58 points (font), 314 POP3 (Post Office Protocol), 124

pornography, online, 202 portable computers, 9-10, 66, 207 portable printers, 7 3 - 7 4 portrait page orientation, 169-170, 283, 392, 396 ports and connectors, 4 0 - 4 1 described, 3 2 - 3 3 Position button, 409 positioning chart titles, legends, 539-540 charts, 5 3 6 - 5 3 7 poster frames, for video, 723-724 pound sign (#), text overflowing cell, 466 power cycling, 134 Power over Ethernet (PoE), 126 Powerline standards, 127 PowerPoint S E E ALSO presentations, slide shows common Office program elements, 273-286 Contextual Drawing Tools Format tab, 285 described, 662 integrating with other Office programs, 270, 738-741 introduction to, 269 layouts, built-in (table), 667 Normal view, 662 Object command, using, 756-757 starting, 271 PowerPoint Show, 727 prefetch unit, 4 1 , 42 presence technology, 220-221 presentation graphics programs, 269 presentation graphics software, 97, 98-99 presentations S E E ALSO slide shows, slides broadcasting, 726-731 checking, reviewing, 691-692 contact information, 670 creating, 6 6 2 - 6 7 5 described, 269, 662 embedding Excel chart in, 741 enhancing, 700 graphics, inserting, 709-713 linking Excel chart to slides, 747-748 printing, 6 9 2 - 6 9 5 rearranging text and slides, 675-677 rehearsing, 702

saving for distribution, 727 slide masters, using, 700-708 themes, using, 671-674 title slides, 6 6 4 - 6 6 6 presenting budgets, 525 preview frames, 723 previewing database reports, 650-651, 6 5 5 mail merge, 765-766 selected form database records, 647-648 workbooks, 450-451 primary axis (charts), 546-547

primary key (database), 568, 583-585, 590 primary tables (database), 613 principal, and interest, 521 print area, setting and clearing, 4 8 8 ^ 8 9 Print Layout view, 394-395 Print Preview (Access), 596-597 Print Preview (Internet Explorer), 170-171 print titles, adding, 490-491 printers and operating systems, 78 overview, 70-71 shared network, 114 types of, 71-74 printing contacts list, 181 database reports, 596-597, 6 5 5 - 6 5 6 documents, 338-339 envelopes, 339 and e-trash, 27-28 mail merge, 765-766 presentation handouts, 694-695 presentation notes pages, 695 selected form database records, 647-648 slides, 692-694 Web pages, 169-171 workbooks, 450-451 worksheet formatting for, 487-493 worksheets, 494 printouts, scaling, 452-453 privacy in a computer-oriented society, 21 electronic surveillance and monitoring, 219-221 email, 180 federal legislation (table), 223 personal, 212-213 policies, 214, 215 protecting personal and workplace, 216-219, 221 and RFID readers, 61 software, 217 Privacy Guardian, 217 private key encryption, 211 processed (data), 4 processing computer operation, 2-4 parallel and sequential, 80-81 profiling, electronic, 213-214 program windows scrolling in, 276-277 zooming, 274-276 programs S E E ALSO

- 6 5 6

SPECIFIC

PROGRAM

alteration, 196 exiting Office, 293 Office. SEE Office starting, 231, 232 switching between Office, 272-274 utility, 90 progressive disclosure (animation), 681-682 promoting (item in outline), 356, 672-674

proofreading documents, 335 properties S E E ALSO

SPECIFIC

PROPERTY

described, 367, 577 property sheets for calculated fields, 626 Protected View, 2 8 9 - 2 9 0 protecting computers, 22 against cyberbullying, cyberstalking, 201-202 digital content, 23 against identify theft, 1 9 9 - 2 0 0 personal and workplace privacy, 221 privacy of personal information, 216-219 against viruses, malware, 208 protocols communications, and networking standards, 124-133 Web page, 17 public domain software, 92-93 public key encryption, 2 1 1 - 2 1 2

Q

queries (database), 5 9 1 - 5 9 2 adding conditions to, 6 1 9 - 6 2 4 matching range of values using comparison operators, 620-621 multitable, 6 1 7 - 6 1 9 select, 606-608 sorting and filtering data in, 609-613 sorting data in, 611 using calculated fields, 6 2 4 - 6 2 6 using design grid, 606 using functions, 6 2 6 - 6 2 9 using Group By operator, 629 using in Design view, 6 0 5 - 6 0 9 Query by Example (QBE), 605 Query Wizard, 606 Quick Access toolbar, 273 Quick Parts creating, inserting, 4 1 4 - 4 1 5 described, 413 Quick Styles applying, 3 4 6 - 3 4 8 creating new, 3 4 9 - 3 5 1 described, 346 modifying, 3 4 8 - 3 4 9 Quick Tables, 384

R

radio broadcasting as networking application, 110 radio frequency identification. SEE RFID ragged (margin), 319 RAID (redundant array of independent disks), 55 RAM (random access memory), 36 range extenders, 136 range references, 438 ranges described, 438 formatting, 4 6 7 - 4 7 6 inserting, deleting, 4 4 0 ^ 4 1 of values, matching, 620-621 working with cells and, 4 3 8 - 4 4 2

Index

readability statistics, 334 readers, scanners and, 59-64 Reading view (slide shows), 678, 680 recordable CDs, DVDs, 49 records (database) described, 568 editing, maintaining, 602-605 entering, 575-577, 584-585 orphaned, 615 printing selected form, 647-648 recordsets, 606 Recycle Bin, 228, 230, 242-243 recycling computer equipment, 2 7 - 2 8 redoing actions, 306-307 reference markers, 377, 378 reference software, 103 references, 369 referential integrity, 614 registered trademark symbol, 3 0 3 - 3 0 4 registers, 37, 38, 41 rehearsing presentations, 702 related tables (database), 613 relational database, 568 relational database management system (relational DMMS), 569 relational database programs, 269 relationships, defining database, 613-617 relative references, 505 described, 500 using in formulas, 500 remote access software, 105 with VPNs (virtual private networks), 116 remote storage, 52 removing See also deleting animations from slides, 684 hyperlinks, 303-304 page breaks, 489-490 photo's background, 403 space between paragraphs, 317 renaming files, 261 worksheets, 430 repairing databases, 598 repeaters, 136 repetitive stress injury (RSI), 2 4 - 2 5 Replace All command, 334 replacing selected text, 311-313 specific text, 332-333 Reply, Reply All features of email, 179 Report Wizard (Access), 648-652 reports (database) conditional formatting, using in, 653-655 creating, 594-596 creating using Report Wizard, 648-652 introduction to, 634 modifying design of, 652-656 previewing, 650-651 printing, 596-597, 655-656 sorting data in, 611

JQ4

index

representation, digital data, 30-32 research papers citations, bibliography, sources, references, 369-377 formatting using MLA style, 369-370 Research task pane in Excel, 284 using, 337 resizing charts, 536-537 database report fields, 652-653 graphics, 400-401 table columns, 388-390 windows, 233-235 resolution and display, 68-69 print, 71 Restore Down button, 232 resumes, organizing, 331 reverse engineering, 42 RFID (radio frequency identification) technology, 61 RFID readers, 61 RFID tags, 61 Ribbon described, 273 using, 277-286 Rich Text Format (RTF), 755 right-aligned, 319-320 right-clicking, 229-230 Roadrunner supercomputer, 14 ROM (read-only memory), 37 root directory deleting system files, 252 described, 251 rotating cell content, 471 rounding numbers, 466 routers described, 135 securing, 209 wireless, 135-136 rows, banded, 478-479 rows, table deleting, 387-388 inserting, 386-387 sorting, 388 rows, worksheet, 434-438 RSIs (repetitive stress injuries), 24-25 RSS Feeds, 168 RTF (Rich Text Format), 755 ruggedized computers, 208 ruggedized devices, 206 rules, conditional formatting, 483

s

safety See also security cyberbullying, cyberstalking, 201-202 SANs (storage area networks), 52 satellite Internet, 123 satellite Internet access, 156 satellite phones Save As command, 307-308 Save As dialog box (Word), 287

saving database objects, 598 database table design, 584-585 database tables, database, 575 files, 2 8 7 - 2 8 8 , 296,427, 664 graphics file formats, 398 import, export steps in Access, 756 presentations for distribution, 727 selection as Quick Style, 350 scale (charts), 546-547 scaling printouts, 452-453 scanners described, 59 types and uses, 59-64 screen resolution described, 68-69 and Ribbon buttons, groups, 279 screen savers, 230 ScreenTips, 230, 241, 259,291 scrolling in Office programs, 276-277 SDRAM (synchronous dynamic RAM), 36-37 Search box, Internet Explorer, 165-166 search box, using, 231 search engines, 163-164 Search Help box, using, 246-247 search phrases, 164 Search sites (Internet Explorer), 163 search tools, 90 searching for clip art, 399 for Help topics, 245-246, 292-293 Internet databases, 212-214 narrowing searches, 333 the Web, 20 with wildcards, 643 secondary axis (charts), 546-547 second-generation computers, 8 section breaks, inserting, 393-395 sections adding different headers and footers in, 396-398 document, 392-393 formatting, 396 sectors (hard disk), 44, 45, 48 Secure Sockets Layer (SSL), 210 Secure Web pages, 210 security in a computer-oriented society, 21 cyberstalking, personal safety, 201-203 in e-commerce, 149 Hypertext Transfer Protocol Secure (htts://), 17 Internet legislation (table), 222 network and Internet legislation, 221-223 online threats, 192-201 opening files in Protected View, 289-290 overview, 188-192 personal computer, 203-212 privacy. See privacy programs, 90 smart card access, 54 software, 208

Security Warning dialog box (Access), 588 SED (surface-conduction electronemitter display), 68 select queries, 606-608 selecting cell ranges, 439 tables, parts of tables, 385-386 text, 309-311 worksheet columns, rows, 435 selection bar, 309 selection box, 399-400 self-destructing devices, 206 self-encrypting hard drive, 204 sentences, selecting, 310 sequential processing, 81 Sequoia supercomputer, 14 serial transmission, 117 series, creating, 515-516, 516 SERIES function, 553 series name, 532 series values, 532 server operating systems, 83 servers described, 112 and energy efficiency, 13 midrange, 11-12 network, 114 processors, 34 storage, 54 Web, 15 shading adding paragraph, 326 in tables, 391 shapes adding text to, 712 drawing, 711-712 shareware programs, 92, 93 sharing folders on networks, 115 Sheet tab, Page Setup dialog box, 490 sheets, 426 shift key, 56 shopping carts (online), 152 shortcut menus described, 230 in folder window, 257 shortcuts described, 233 keyboard, 236 Show/Hide (f) button, 296, 300 shutting down Windows, 247-248 Sidebar feature (Windows Vista), 85 signals analog, 116-117 digital, 116-117 radio, 121 simple interest, 521-522 Simple Query Wizard, 591-592 simplex transmission, 118 single spaced, 318 Sizing buttons, 273 sizing buttons, Windows Explorer, 233 sizing fonts, 314-316 sizing handles, 3 9 9 ^ 0 0 , 400, 537 SkyDrive, 53 Skype VoIP calls, 210

sleep mode, 247 Slide Master view closing, 707-708 described, 703 working in, 703-707 slide masters described, 700 using, modifying, 700-708 Slide pane, 663 Slide Show view, 678-679 slide shows adding speaker notes, 688-689 adding transitions, 687-688 broadcasting, 728-731 running, 678-680 See also presentations Slide Sorter view, 675-677 slides See also presentations, slide shows adding to presentations, 666-668 adding transitions, 687-688, 719 animations, using, 682-687 bulleted lists on, 668-670 creating from Word outlines, 759-760 deleting, 677-678 formatting pictures on, 713 layouts, 666-66% linking Excel chart to, 747-748 linking Excel worksheet data to, 748-749 moving from one to another, 668 order of animations, changing, 686-687 promoting, demoting items, 672-674 rearranging, 616-611 rearranging text and, 615-611 removing animations from, 684 saving as image files, 727 sound clips, inserting, 724-726 tables, inserting, 709-713 video, inserting, 720-721 Slides tab, 663 smart cards, 53-54 SmartArt described, 713 diagrams, creating and formatting, 713-717 smartphones, 7 SMTP (Simple Mail Transfer Protocol), 124 social networking sites, 147, 189 society and computers, 21-28 soft page breaks, 364 software See also specific type or product companies, 144 described, 5 desktop vs. mobile, 94-95 open source. See open source software overview, 76 ownership rights, 94 security, 208 types (table), 92 software licenses, 94

software suites, 96 solar power, 27 solid-state drive (SSD), 46 Sony PlayStation 3, 11, 154 sort fields, 6 0 9 - 6 1 0 sorting data in databases, 6 0 9 - 6 1 2 data using AutoFilter, 610-611 file lists in Windows Explorer, 241 slides in presentations, 615-611 table rows, 388 sound clips See also audio inserting, 7 2 4 - 7 2 6 source file (integration), 738 Source Manager, using, 3 7 5 - 3 7 6 source program (integration), 738 sources acknowledging, 373 creating, 371-372 described, 369, 370 editing, 373 inserting citations, 3 7 2 - 3 7 3 managing, 3 7 5 - 3 7 6 modifying, 374 Southbridge chipsets, 39 space bar, 56 spacing line, 318 line, paragraph, 281 between paragraphs, 317 spam, 214, 215 spam filters, 218 sparklines, creating, 555-559 speaker notes, adding to presentations, 688-689 speakers, 74 spear phishing, 198 speech recognition systems, 64-65 speed clock, 34 disk access time, 46 faster Internet, 134 Internet, 143 ISP, question to ask, 159 measuring computer, 34 of mobile wireless, 158 printer, 71 of supercomputers, 14 spell checking checking settings, 3 3 4 - 3 3 5 using on words, documents, 335-338 Spelling and Grammar dialog box, 336 spooling, 82 spreadsheet software, 97 spreadsheets, 97, 268, 4 2 4 - 4 2 5 spyware, 189 SSL (Secure Sockets Layer), 210 standards cellular, 130 networking, 124-133 Wi-Fi, 128 star networks, 111, 125 Start menu, 2 3 1 - 2 3 3 start pages, 160

Index

785

starting Internet Explore 8 , 1 6 0 Office programs, 271 programs, 231, 232 Windows 7, 226-228 Windows Help and Support, 244 starting document (mail merge), 761 statistical functions, common (table), 506 statistics, document, 358 status bar (Office), 273 status bar, Windows Explorer, 233 storage computer operation, 2-4 systems. SEE storage systems storage area networks (SANs), 52 storage devices, 43 storage medium, 43 storage servers, 54 storage systems flash memory. SEE flash memory hard drives, 43-47 for large computer systems, 54-55 network storage systems, 52-53 optical discs, 47-50 overview, 43 smart cards, 53-54 strings, text, 431 strong passwords, 205 style guides, 369 style sets, changing, 355-356 styles S E E ALSO

SPECIFIC

STYLE

block, 301 bullet, 281 cell, 468-469 chart, 537 described, 344 font, 315-316 linked, 346 page numbering, 366 table, 390-391 and themes, 390 working with, 344-347 Styles pane, using, 351 styluses, 57 subbullets, 668 subdatasheets, working with data in, 616-617 subfolders, 251,256 subforms, 644 SUBTOTAL function, 480 SUM function, 446, 482-483, 509 supercomputers, 13-14 supercomputing clusters, 13-14 surface computing, 59 surface-conduction electron-emitter display (SED), 68 surfing the Web, 18-20 surge protectors, surge suppressors, 207 swap file, 81 switches, 134 switching between open Office programs, files, 272-274

786

lndex

tabs on Ribbon, 277-278 between worksheets, 428 symbian OS, 89-90 Symbol dialog box, 306 symbols currency, 463 inserting, 305-306 Symbols gallery, 305 synchronizing, 253 synchronous transmission, 117,118 syncing desktops with laptops, 253 syntax, 505 system clock, and machine cycle, 42-43 system failures, 203-204 system files, 252 system software vs. application software, 91 described, 76 system units, 32-33

T

tab groups, 162 tab keys, 321 tab stops alignment styles, 321 described, 320-322 table styles applying, 3 9 0 - 3 9 1 , 4 7 6 changing, 478-480 tables aligning, 391-392 creating, 383-385 database. SEE database tables deleting, 387-388 described, 382 Excel. SEE Excel tables inserting on slides, 709-713 sorting rows, 388 tablet computers, 10 tablet pens, 57 tabs contextual, 284 entering data in, 385 in Internet Explore 8, 162-163 Ribbon, switching, 277-278 using, 320-322 Tabs dialog box, 320 TAEUS International, 42 tags, RFID, 61 task panes Office Clipboard, 313 using, 283-284 taskbar, 228 tasks, 80 TCP (Transmission Control Protocol), 124 TCP/IP protocol, 124-125 telecommuting, 110, 111 telemedicine, 110 televisions as networking applications, 110 templates described, 309 Normal, 344 saving Quick Parts as, 414 testing workbooks, 429

text adding to shapes, 712 aligning in tables, 391-392 changing color, 316, 461-462 columns, working with, 409-413 copying and pasting, 290 dragging and dropping, 312-313 editing, 311-313 entering, 301-306 Excel functions, 447 finding and replacing, 332-333 formatting, 313-328 formatting in cells, 459-462 inserting symbols, 305-306 selecting, 309-311 slide, rearranging, 6 7 5 - 6 7 7 translating, 406 wrapping around graphics, 406-408 wrapping in tables, 390 wrapping within cells, 441-442, 470 text blocks, selecting, 310 text boxes formatting, 712 inserting, 405 WordArt and, 403 text data, 431 text effects, 316 text messaging, 145-146 text strings, 431 theme Slide masters, 700 themes applying new, 352-353 changing desktop, 229 described, 228 modifying, 353-354 and styles, 390 using with databases, 637-639 using with documents, 351-352 using with slides, presentations, 671-674 working with, 469 thesaurus, 337 thin clients, 10-11 third-generation computers, 8 Thompson Gale Company Profiles, 337 threads, 80 throughput, 3 8 - 3 9 , 116, 116-117 throw-away email addresses, 217 thumb drive PCs, 51 thumbnails, 234 tick marks (charts), 546-547 time S E E ALSO speed, timing data, 432 disk access time, 46 formatting, 4 6 6 - 4 6 7 Time Warner Cable, tiered Internet pricing, 157 timing changing animation speed, 719 slide animations, 685-687 Title bar, 273 title bar, Windows Explorer, 233 title slides, 667 titles adding chart axis, 551-552

adding print, 4 9 0 - 4 9 1 chart, 535, 552 database forms, 638-639 TLDs. See top-level domains (TLDs) TODAY function, 520-521 toggle buttons, 280 toolbar, Mini, 286 top-level domains (TLDs) custom, 17 described, 16 samples (table), 17 topologies, network, 111-112 Torvalds, Linus, 87-88 totals, SUBTOTAL function, 480 touch pads, 58 touch screens, 58 trackballs, 57 tracking cookies, 153 tracks (hard disk), 44, 45, 48 trademarks, 22, 23, 303-304 Transferjet standard, 133 transitions, slide, 687-688, 719 translating text, 406 translating words, 337 transmission, data, 116-119 Transport Layer Security (TLS), 211-212 trash, electronic, 2 7 - 2 8 trig functions, common (table), 506 trimming videos, 722-723 Trojan horses, 194-195 truncating, 435 tweeting, Twitter.com, 146 twisted-pair cable, 1 1 9 , 1 2 0 Twitter, 146, 196 typographical characters, 303

U

UHF frequencies, 117 Ultra Wideband (UWB), 132 ultra-mobile PCs (UMPCs), 10 unauthorized access, 190 unauthorized use, 190 Underline button, 348 underlining text, 459 Undo button, 385 Undo button menu, 307 undoing and redoing actions, 306-307 unhiding worksheet data, 486-487 uniform resource locators. See URLs uninstall programs, 90 uninterruptible power supply (UPS), 207 UNIVAC computer, 8 Universal Serial Bus (USB), 39 UNIX operating system, 82, 87 unlocked vs. locked phones, 130 unmerging cells, 470 unsubscribing to spam emails, 217 updates, troubleshooting, 80 updating firmware, 134 linked objects, 7 4 9 - 7 5 2 list of works cited, 376-377 upgrading operating systems, 86

uploading described, 112, 113 photos, 129 UPS (uninterruptible power supply), 207 URLs (uniform resource locators) described, 17 including in sources, 371 navigating to, 160-161 and surfing the Web, 18-20 USA.gov Web site, 162-163 USB (Universal Serial Bus), 39 USB buses, 39 USB flash drives, 50, 51, 5 2 , 2 5 2 USB ports, 33, 40 user interface, 78 user programmable keys, 56 usernames described, 17 and domains, 18 users, 143-144 utility programs, 91

V

value axis (charts), 546-547 vampires, energy, 25 vector graphics, 100, 398 VGA (Video Graphics Array), 69 VGA monitor ports, 40 VHF frequencies, 117 video adding to slides, 720-721 animation effects, 725 formatting, changing playback options, 721-722 saving presentations for distribution, 727 setting poster frame for, 723-724 trimming, 722-723 video cards, 69, 70 video editing programs, 101 video surveillance, 220 videoconferencing, 110 video-on-demand (VOD), 155 View buttons, 273 viewing broadcast, and slide show on same computer, 730 different pages in longer document, 356-357 formulas in cells, 444-445 worksheet formulas, 451-452 views See also specific view changing folder, 240-241 changing worksheet, 448 virtual memory, 81 virtual private networks (VPNs), 116, 212 virtualization, 12 viruses described, 193 online attacks, 192-195 Voice over Internet Protocol (VoIP), 146 volatile memory, 37-38 volume, video, 722

VPNs (virtual private networks), 116, 212

w

Wal-Mart, 219 war driving, 191 watermarks, digital, 22 Web common activities on, 16 described, 15 dynamic medium, 161 evolution of the Internet, 140-145 governance of, 145 vs. Internet, 143 searching the, 20 source of product and corporate information, 151 surfing the, 18-20 Web 2 . 0 , 1 4 2 - 1 4 3 Web browsers, 15 See also specific browser accessing the Internet, 1 5 3 - 1 5 4 History list, 19, 1 6 8 - 1 6 9 Web conferences, 74, 1 4 6 - 1 4 7 Web notebooks, 104 Web pages adding as favorites, 1 6 6 - 1 6 7 blogs. See blogs, blogging and cookies, 152-153 copyright issues. See copyright described, 15 hits, 164 home pages, 159 navigating using Internet Explorer, 160-169 printing using Internet Explore 8, 169-171 protocols, 17 revisiting, using History list, 19 Secure, 210 Web servers, 15 Web sites alteration, 196 described, 15 evaluating, 164 hot sites, 208, 209 privacy policies, 215 social networking sites, 147 unsafe, 199-200 Web Slices, 168 Web-based software, 94, 9 5 - 9 6 Webinars (Web seminars), 147 what-if analyses, 424 wide area networks (WANs), 115-116 widows, 365 Wi-Fi connecting to hotspots, 113 hotspots, 158 piggybacking, 191-192 SD cards, 129 Wi-Fi (802.11) standards, 127-128 Wikipedia, 151-152 wikis, 150-151 wildcard characters, searching with, 643

Index

~/Q7

WiMAX (Worldwide Interoperability for Microwave Access) standard, 1 2 8 - 1 2 9 , 1 3 0 , 156 windows changing appearance of, 240-241 described, 232 Excel, 426-427 Help, 291-293 navigating, 238-242 opening multiple, 232 resizing, moving, closing, 2 3 3 - 2 3 5 switching between, 236-237 using common elements, 2 3 3 - 2 3 7 zooming program, 274-276 Windows (operating system) application programs with, 91 operating system, 78-79, 84-85 Windows 2000, 85 Windows 7 See also specific component or feature Aero theme, 236 exploring desktop, 226-233 features, 85 file system, 250-252 getting Help, 244-247 introduction, 226 navigating windows, 238-242 shutting down, 247-248 using common window elements, 233-237 Windows Disk Cleanup, 217 Windows Embedded, 89 Windows Explorer, 232, 2 3 3 - 2 3 4 , 239, 241 Windows Flip, 236 Windows Help and Support, 2 4 4 - 2 4 7 Windows key, 56 Windows Live Hotmail, 217 Windows Live Mail adding contacts, 180-182 downloading, 173-174 sending and receiving email, 175-180 using attachments, 182-184 workings of, 172-173 Windows Me (Millennium Edition), 85 Windows Mobile, 88-89 Windows NT, 85 Windows Server, 86 Windows Touch, 239 Windows Vista, 85

788

Index

Windows XP, 85 win/loss sparklines, 555-556 wiping hard drives, 219 wired vs. wireless networks, 111 wireless See also Wi-Fi connecting to hotspots, 113 networking media, 120-124 networking standards (table), 133 networks, 15 phones. See mobile phones routers, 135-136 vs. wired networks, 111 wireless access points, 135 wireless USB standard, 132 WirelessHD (WiHD), 132-133 Word See also documents, text common Office program elements, 273-286 importing Access data, 755-756 integrating with other Office programs, 270, 738-741 introduction to, 268, 298 Object command, using, 756-757 outlines, creating PowerPoint slides from, 759-760 starting, 271-272 zooming in, 274-276 word (computer), 35 Word Count button, 358 Word Options dialog box, 335 word processing, 97 word processing software, 96-97 WordArt inserting, formatting, 403-406 moving, 408-409 words checking misspelled, 334-336 counting, 358 deleting, 312 selecting, 310 workbooks color, enhancing with, 474 described, 268, 426-427 effective design, 429 formatting data in cells, 458-467 formatting for readability, appeal, 460 formatting generally, 458 printing, 450-451

workplace privacy, 221 worksheets AutoFitting contents, 436-437 described, 4 2 6 - 4 2 7 entering date and number data, 432-434 entering formulas, 442-445 entering functions, 446—448 formatting for printing, 487-494 formatting for readability, appeal, 460 hiding data, 4 8 6 - 4 8 7 inserting, deleting, 428 inserting columns and rows, 436 linking data to PowerPoint slide, 748-749 printing, 494 renaming, 430 switching between, 428 viewing formulas, 451-452 views, changing, 448-449 working with cells and ranges, 438-442 working with columns and rows, 434-438 workspace, 273 workspace design, ergonomics and, 26 workstation processors, 34 World Wide Web (Web or WWW), 15, 141-145 World Wide Web Consortium (W3C), 145 worms, 194 wrapping text around graphics, 406-408 text in tables, 390 text within cells, 441-442, 470

X XD picture cards, 51

Z

ZigBee standard, 133 ZINK Imaging, Paper, 73-74 zipped folders, 262-263 zombie computers, 192 zoom controls, 273 zooming on entire page, 328 program windows, 274-276 Zune, 7

CHAPTER 1

Introduction to Computers and the Internet prepcar C oncepts Learnn ig Obejctives 1.1 W hatvIss.n aIo Co oitm pu e?rt E x p a n l i w h a t c o m p u e s r t d o D a t f r m a n LO1.2 H a d r w a e r a n d S o w t f a r e d Ieny fit y tpes of compuesrt C om pou ertf C Uosm erspau n d Proefsoinasl 1 2 . T y p e s e s r t LO1.3 D escbrie compu ert new t ok rs and h te n Ietrnet E mo beed d edDeC ompu esrt M b l i v c e i s LO1.4 U ndaesn trd h o w compuesrt m i pactsoceiy t Persd oiarn ael C oem p u esrt P (Cs) M n g S r v e r s M n a r m i f e C o m p u e s r t Sm u p ecry o m pu eestrtoo D ig italIt:BP rierafciteaseIt 13-—Dscius h P r a c t i e t e p r o s a n d c o n s o f u n s i g e t c h n o l g n i u r 13 C o p u e r t N w k r s and h tW ed n IlretrnW et dayli v iles. T h e n I e t r n e t a n d h t e o c e n s i g a N w e t o k r o r h t e n I e t O n Your Own:O n YourO w n 12-—Dscius your opnioin aboutA a m p u s g o s p i s i t e s . S u n irfglaih te W b e Quzi: Take h te pracite quzi to prepare for tests. 14. C E m om p u e s r t a n d S o c e i y t Key Terms:Rev w i h te keyem rt alfsh cards (onn ile,prn iatbel, andB a u d o i . ) estifpuaO n d Rsk iSsoceiy of a Games:Paly Beat the Clock and Memory to quzi yoursef.l Ceon m e r t e n i r e d t t U n d e a s r t n d n i g I n t e e l c t u a l P r o p e y r t R g V d i e o s : W h c a t Searching the Web on Your iPhone a n d Climate Savers Computing C o m p u e s r t a n d H e h a t l Initiative. Env o rinmenatl Concen rs LOI.I

Assg inment List Revw i Queositns Qu zi You— rsfel Test su tdentundearstndnig of compu ert concepst and h te Internet. P r a c t i e I t Prab citesiItte.1 -1 —Exp oerl h tenio frmo aitn and actv iteis avalibel on h te C M P T R W e P r a c i t e I t 1 2 — R e s e a r c h a n d d s c i u s a e t l r n a v i t e s o u l o i t n s t o d s c i a r d n i g o b s o e l e t compuert equp imen.t Practice It 1-3* (online)—Discuss the pros and cons of using technology in your daily life.

O n Your O w n O n Y o u r O w n 1 — E v a u l a e t y o u r c o m p u e r t w o k r s p a c e f o r c h a n g e s t o m a k e i t m o e r Additional assignments and activities available in your CourseMate site at login.Cen como fartbel and ergonomc.i O n YourO w n 12-* o (nile— ) Presentyour opnioin aboutacmpus gosp i sites. f

Discussion

Questions

1. Research services are available online that can be used by

provide details about their experiences with online education,

students preparing term papers. How many students have used

including information about the course they took, how the

this type of service? What were their experiences with using this

course was structured and graded, what software they needed.

type of service? Is the use of these services ethical? Is the use of

Students should discuss their different experiences and explain

programs to detect plagiarism by instructors ethical? How can

their preferred educational experience. Students who haven't

the problem of plagiarism and other forms of cheating in schools

taken an online course can explain why they haven't done so. As

today be resolved?

part of the discussion, students can create a list of pros and cons

ANSWER: With a show of hands, you can see how many

of online education.

students have used online research services when preparing

3. The Web contains a vast amount of extremely useful

papers or other assignments. Students who have used these

information, but some content can be harmful. Think about

services should describe their experiences. Students should offer

suicide Web sites that explain in detail how to kill oneself, Web

an opinion about whether the use of online research services

sites that broadcast beheadings by terrorists, and Web sites that

by students is ethical as well as whether the use of plagiarism-

explain how to build bombs. If a Web site instructs visitors how

detection programs by instructors is ethical. They should discuss

to perform an illegal act, should the site's creators be criminally

ways to resolve plagiarism and other forms of cheating.

liable if a visitor carries out those instructions? Who, if anyone, is responsible for preventing potentially harmful information

2. The number of distance learning courses available through the

from being shared via the Web? Is there any content you believe

Internet and Web has exploded recently. A few years ago, it was possible to take an occasional course online. Now, an entire college

a government has the right or obligation to censor? If so, what

degree can be earned online. How many students have taken an

content? Where should the line between freedom of speech and

online course? What institution offered the course, what was the

national or personal safety be drawn?

course, and how much did it cost (in comparison with the cost of a

ANSWER: With a show of hands, you can see how many students

traditional classroom course)? What were their experiences: How

believe that Web sites that describe harmful or illegal actions

did the course work in the online format? How did they submit

should be allowed to be posted on the Web. Students should then

assignments and exams? How was the course delivered (live

offer opinions about who should be liable if someone performs an

webcasts of lectures, self-paced reading, etc.)? How did students

illegal act based on the site's instructions. Students should discuss

get questions answered? What software programs were required?

who is responsible for preventing this type of material from being

Were there any other course requirements? Have students compare

posted on the Web. They should discuss whether a government has

their different experiences, and then discuss whether they think

the right to censor any material (note that the ethical right versus

online courses or classroom courses are more effective and why.

the legal right could vary from country to country). Finally, they

ANSWER: With a show of hands, you can see how many

should offer opinions about whether they believe harmful content

students have taken an online course. Students should then

should be censored from the Internet

r Classroom

1. The people who use computers to perform tasks or obtain

Draw or list a variety of computer hardware devices on the board or overhead, including a CPU, monitor, mouse, keyboard,

information are called users . 2. A device that must be connected to a network to perform processing or storage tasks is referred to as a(n)

Project

dumb

terminal . 3. A supercomputer composed of numerous smaller computers connected together to act as a single computer is called

a(n) supercomputinq cluster . 4. In the URL http://www.cengage.com, com is the top-level domain name.

5. To represent someone else's work as your own is plagiarism

hard drive, modem, speakers, DVD drive, microphone. Webcam, printer, scanner. Flash drive, DVDs, and so on. Ask students to identify the principal function of each device—input device, output device, storage device, processing device, or communications device. Students can work independently, as a class, or in small groups

APTER

COMPUTER HARDV CONCEPTS Learning Objectives

C h a p t e r Outline

Understand how data is represented to a computer Identify the parts inside the system unit

LO2.3

Explain how the CPU works

LO24

Describe different types of storage systems

LO2.5

Identify and describe common input devices

LO2.6

Identify and describe common output devices

Digital Briefcase

2.1 2.2

2.3 2.4

Practice It: Practice It 2-3—Research and select a new personal printer to purchase. On Your Own: On Your Own 2-2—Discuss the benefits and drawbacks of online/ cloud storage services.

Digital Data Representation Inside the System Unit The Motherboard The Power Supply The CPU Memory Expansion Slots, Expansion Cards, and ExpressCard Modules Buses Ports and Connectors How the CPU Works Typical CPU Components The System Clock and the Machine Cycle Storage Systems Hard Drives Optical Discs Flash Memory Network Storage and Online/Cloud Storage Systems Smart Cards

Quiz: Take the practice quiz to prepare for tests. Key Terms: Review the key termflashcards (online, printable, and audio).

Storage Systems for Large Computer Systems Input Devices Keyboards Pointing Devices Touch Devices Scanners and Readers Audio Input Output Devices Display Devices Data and Multimedia Projectors Printers Audio Output

Beat the Clock and Memory to quiz yourself. 2.5 Videos: Watch How to Deal with the Blue Screen of Death, The Impact of Moore's Law, A Look at Network Storage, and What Is a 3D Mouse! Games: Play

Assignment List Review Questions Quiz Yourself—Tests student understanding of computer hardware, including the system unit, the CPU, storage systems, and common input and output devices. Practice It Practice It 2-1—Research and discuss a memory upgrade for a computer. Practice It 2-2—Research and discuss USBflashdrive features. Practice It 2-3* (online)—Research and recommend a new personal printer to purchase. On Your Own On Your Own 2-1—Select and discuss an input device targeted to seniors accessing the Internet. On Your Own 2-2* (online)—Discuss the benefits and drawbacks of online/cloud storage services. ' Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

2.6

DISCUSSION

QUESTIONS

1. IF YOUR COMPUTER SEEMS SLUGGISH, WHAT ARE SOME THINGS YOU

FINALLY, WITH A SHOW OF HANDS, YOU CAN SEE HOW MANY STUDENTS

CAN DO TO TRY TO SPEED IT UP WITHOUT RESORTING TO PURCHASING AN

WOULD PREFER THAT THERE WERE ONE TYPE OFFLASHMEMORY card

ENTIRELY NEW SYSTEM?

AVAILABLE, AND THEN EXPLAIN THE REASONS FOR THEIR PREFERENCE.

ANSWER: STUDENTS SHOULD BRAINSTORM DIFFERENT WAYS OF

3. DO YOU KNOW OR KNOW OF ANYONE WITH A PHYSICAL DISABILITY THAT

SPEEDING UP A SLUGGISH COMPUTER SYSTEM WITHOUT PURCHASING

PREVENTS THEM FROM USING STANDARD COMPUTING EQUIPMENT?

AN ENTIRELY NEW SYSTEM. STUDENTS WILL LIKELY FOCUS ON HARDWARE

WHAT PHYSICAL DISABILITIES DO THEY HAVE AND HOW DOES IT PREVENT

SOLUTIONS, SUCH AS INCREASING RAM, AS THAT IS THE CURRENT CHAPTER

THEM FROM USING STANDARD COMPUTING EQUIPMENT? WHAT ASSISTIVE

FOCUS. HOWEVER, STUDENTS CAN ALSO MENTION SOFTWARE SOLUTIONS

INPUT OR OUTPUT DEVICE DO OR CAN THEY USE TO MAKE COMPUTING

SUCH AS DEFRAGMENTING THE HARD DRIVE.

EASIER AND MORE EFFICIENT?

2. WHAT DIFFERENT TYPES OF FLASH MEMORY CARDS ARE AVAILABLE?

ANSWER: MENTION TO STUDENTS THAT IN ADDITION TO THE

IS THERE AN ADVANTAGE TO HAVING MULTIPLE STANDARDS, OR WOULD IT

CONVENTIONAL INPUT AND OUTPUT HARDWARE DISCUSSED IN THE

BE BENEFICIAL TO CONSUMERS IF THERE WAS ONLY ONE FLASH MEMORY

CHAPTER, THERE ARE A VARIETY OF ASSISTIVE INPUT AND OUTPUT

STANDARD, SUCH AS JUST THE VARIOUS SIZES OF SD CARDS? DO YOU THINK

DEVICES THAT PHYSICALLY CHALLENGED INDIVIDUALS CAN USE TO MAKE

A SINGLE STANDARD WILL NATURALLY EVOLVE OR SHOULD IT BE MANDATED

COMPUTING EASIER AND MORE EFFICIENT. DISABILITIES THAT REQUIRE

BY THE STORAGE INDUSTRY OR THE GOVERNMENT? IF YOU USE MULTIPLE

USERS TO TURN TO ASSISTIVE DEVICES INCLUDE BEING BLIND, DEAF,

TYPES OF FLASH MEMORY CARDS WITH YOUR DEVICES, WOULD YOU PREFER

PARAPLEGIC, QUADRIPLEGIC, OR HAVING THE USE OF ONLY ONE ARM OR

THEY ALL USED THE SAME TYPE? WHY OR WHY NOT?

HAND. WITH A SHOW OF HANDS, YOU CAN SEE HOW MANY STUDENTS

ANSWER: STUDENTS SHOULD LIST DIFFERENT TYPES OF FLASH MEMORY

KNOW OR ARE AWARE OF SOMEONE WITH A DISABILITY THAT REQUIRES

CARDS THAT ARE CURRENTLY AVAILABLE, SUCH AS SD, CF, XD, AND MEMORY

THE USE OF AN ASSISTIVE DEVICE. YOU COULD ALSO MENTION FAMOUS

STICK. STUDENTS SHOULD DISCUSS WHETHER THEY THINK IT IS BETTER TO

INDIVIDUALS, DEAD OR LIVING, SUCH AS HELEN KELLER OR STEPHEN

HAVE MULTIPLE STANDARDS OR ONE STANDARD. THEY SHOULD TOUCH ON

HAWKING, WITH PHYSICAL DISABILITIES THAT WOULD PREVENT THEM

THINGS SUCH AS EXPENSE, CONVENIENCE, CONSUMER CONFUSION, AND SO

FROM USING STANDARD EQUIPMENT. STUDENTS SHOULD THEN DISCUSS

ON. STUDENTS SHOULD OFFER OPINIONS ON WHETHER A SINGLE STANDARD

DIFFERENT TYPES OF ASSISTIVE DEVICES THAT ARE AVAILABLE OR THAT THEY

WILL EVOLVE OR SHOULD BE MANDATED BY THE INDUSTRY OR GOVERNMENT.

THINK WOULD BE HELPFUL IF THEY WERE AVAILABLE.

R FILL-IN-THE-BLANK

( 5 )

CLASSROOM

1. EIGHT BITS GROUPED TOGETHER ARE COLLECTIVELY CALLED A(N) BYTE . 2.

ROM (READ-ONLY MEMORY)

CONSISTS OF NONVOLATILE CHIPS

THAT PERMANENTLY STORE DATA OR PROGRAMS. 3. A KEY ELEMENT OF THE CPU IS THE TRANSISTOR ,A DEVICE MADE

PROJECT

IF POSSIBLE, BRING IN A COMPUTER WITHOUT A CASE OR PULL THE DIFFERENT PARTS OF THE COMPUTER FROM THE CASE. ALTERNATIVELY, YOU CAN PROVIDE AN ILLUSTRATION OF THE DIFFERENT PARTS OF THE COMPUTER EITHER IN PRINTED FORM OR DISPLAYED ON THE BOARD OR OVERHEAD FOR THIS ACTIVITY. ASK THE STUDENTS TO IDENTIFY AS MANY PARTS OF

OF SEMICONDUCTOR MATERIAL THAT CONTROLS THE FLOW OF ELECTRONS

THE COMPUTER HARDWARE AS POSSIBLE AND EXPLAIN WHAT THEY DO.

INSIDE A CHIP.

ANOTHER OPTION IS TO PLACE STUDENTS IN SMALL GROUPS AND HAVE

4. BECAUSE YOU NEVER KNOW WHEN A HEAD CRASH OR OTHER HARD DRIVE FAILURE WILL OCCUR, BE SURE TO BACK UP

THE DATA ON YOUR HARD

DRIVE ON A REGULAR BASIS. 5. A(N) SCANNER (OR OPTICAL SCANNER) CAPTURES AN IMAGE OF AN OBJECT—USUALLY A FLAT OBJECT SUCH AS A PRINTED DOCUMENT, PHOTOGRAPH, OR DRAWING—IN DIGITAL FORM, AND THEN TRANSFERS THAT DATA TO A COMPUTER.

EACH GROUP IDENTIFY AND EXPLAIN THE DIFFERENT HARDWARE IN THE COMPUTER.

I^^JELIY

Concepts Chapter Outline

LO3.1

Explain system software and operating systems

3.1 Introduction to System Software and Operating Systems Identify operating systems for desktop PCs LO3.2 Functions of an Operating System Processing Techniques for Increased Identify operating systems for handheld PCs and larger computers LO3.3 Efficiency Difference Among Operating Systems Describe common types of application software LO3.4 3.2 Operating Systems for Desktop PCs DOS Describe application software used for business LO3.5 Windows Windows Server and Windows Home Server Describe application software used for working with multimedia LO3.6 Mac OS and Mac OS X Server UNIX Describe other types of application software LO3.7 Linux 3.3 Operating Systems for Handheld PCs and Larger Computers Digital Briefcase Mobile and Embedded Versions of Windows Mobile Phone Operating Systems Practice It: Practice It 3-3—Consider the advantages and disadvantages of installed Operating Systems for Larger Computers versus Web-based applications. 3.4 Introduction to Application Software Software Categories On Your Own: On Your Own 3-2—Discuss the impact of open source software on Desktop vs. Mobile Software commercial software companies and software quality. Installed vs. Web-Based Software Quiz: Take the practice quiz to prepare for tests. 3.5 Application Software for Business Word Processing Concepts Key Terms: Review the key term flash cards (online, printable, and audio). Spreadsheet Concepts Games: Play Beat the Clock and Memory to quiz yourself. Database Concepts PreFind sentationOut GraphWhat's ics Concepts Videos: Watch How to Back Up Your Files Automatically, How to 3.6 Application Soto ftwaExpensive re for Working witSoftwar h Running on Your PC, and How to Use Free Web App Alternatives Multimedia Graphics Software Audio Capture and Editing Software Video Editing and DVD Authoring Software Media Players Graphics, Multimedia, and the Web 3.7 Other Types of Application Software Desktop and Personal Publishing Software Educational, Entertainment, and Reference Software Note Taking Software and Web Notebooks CAD and Other Types of Design Software Accounting and Personal Finance Software Project Management, Collaboration, and Remote Access Software

Visit www.cenga9e.com/4itrpr4rss for

Assignment List Review viuesiions Quiz Yourself—Tests student understanding of computer software, including system software, operating systems, and application software. Practice It

Practice It 3-1—Research a new or emerging operating system. Practice It 3-2—Take an online tour or tutorial for an application program and discuss the experience. Practice It 3-3* (online)—Consider the advantages and disadvantages of installed versus Web-based applications. On Your Own On Your Own 3-1—Research and discuss support options for an operating system. On Your Own 3-2* (online)—Discuss the impact of open source software on commercial software companies and software quality. HHHHBHHHHHHHIHHHHHHHII * Additional assignments and activities available in your CourseMate site at login. CengageBrain. com.

Classroom Project Have students create a flow chart of how an operating system translates user instructions into a form that the computer can understand and then translates the feedback from hardware into a form that the user can understand. For example, have the students identify the tasks required to open and print a letter with a word processing program. Another option is to place students in small groups. Fill-in-the-Blank (5) 1. The means by which an operating system or other program interacts with the user is called the user interface . 2. A technique in which multiple processors or cores work together to make one single job finish sooner is called parallel processing . 3. Windows 7 is an example of a(n) operating system . 4. With a(n) public domain program, the source code for the program is made available to the public and so can be modified by others. 5. A program that is designed to play audio and videofilesavailable via your computer is called a(n) media player .

Discussion Questions 1. Is there a risk for the consumer or for businesses if one compantrains, y and other automated vehicles? What about medication is involved with many different aspects of computing, such as dispensers and other automated medical devices? operating systems, application software. Web-based software, ANSWER: Students should discuss the advantages (such as search, and more? Should this be prohibited or should the avoiding possible driver errors and the ability to change the natural order of the free market be trusted to prevent areas of speed of or reroute trains automatically to avoid collisions) computing from being monopolized by one company? and risks (such as computer malfunctions, leaving the vehicle ANSWER: Microsoft and Google have moved into many differentimmobilized and the doors locked, power windows, and air areas of computing, and both of these companies have been conditioning not functioning) of having everyday devices such accused of monopolistic procedures. With a show of hands, you as cars and other vehicles controlled by operating systems. can see how many students believe companies like Microsoft andStudents should also suggest ways to avoid the risks or Google should be prohibited from being involved with so manydisadvantages they have identified. different aspects of computing. Students should then offer their hat operating systems do students use for their personal opinions about why companies should be prohibited or alowe3.d W computers, school computers, and/or work computers? Which to expand into so many areas of computing. operating system do they prefer? Why? 2. What are the potential advantages and disadvantages of ANSWER: Create a list of the different operating systems students everyday devices, such as cars and other vehicles, being use in the various aspects of their lives (home, school, and work). controlled by operating systems? Do you think the benefits of With a show of hands, you can tally how many students are increased automation of devices that could put us in danger if familiar with each operating system. Students should then discuss they malfunction outweigh the risks? What types of safeguards which operating systems is their preferred and why. should be incorporated into computer-controlled cars, subway iwww.cengagc.com/4ltrpress

ional materials to enhance your

ca Learning

C o m p u t e r

N e t w o r k s

N e t w o r k s

and

the

Internet

C h a p t e r

Objectives

L O 4 . I

Outline

Explain what networks are

Identify network characteristics

L O 4 . 2

4.1

What Is a Network?

4.2

Network Characteristics Wired vs. Wireless Networks

Understand how

Network Topologies

data is transmitted over a network

L O 4 . 3

Network Architectures Network Size and Coverage Area

Describe common types of network media

L O 4 . 4

4.3

Identify protocols and

Data Transmission Bandwidth

networking standards

L O 4 . 5

Analog vs. Digital Signals Transmission Type and Timing

Describe networking hardware

L O 4 . 6

Delivery Method 4.4

Networking Media Wired Networking Media

Digital

B r i e f c a s e

Wireless Networking Media 4.5

Practice It: Practice It 4-3—Create a wired home network scenario.

On Your Own:

On Your Own

Networking Standards T C P / I P and

4-2—Discuss possible solutions to the problem

of interference with wireless devices and

who

Communications Protocols and

Other Communications

Protocols

should be responsible for fixing

Ethernet (802.3)

the problem.

Phoneline, Powerline, G.hn, and Broadband Quiz: Take the practice quiz to prepare for tests.

Key

Terms: Review the key

Games: Play

Over Powerline (BPL) Wi-Fi (802.11)

term flash cards (online, printable, and audio).

Beat the Clock and Memory to

W i M A X and

Mobile W i M A X

quiz yourself. Cellular Standards

How to Select a Wireless Router, How to Set Up a Wireless Network, How to Share a Printer over a Network, and WiMAX vs. Wi-Fi.

Bluetooth, Ultra Wideband (UWB), and

Videos: Watch

Other Short-Range Wireless Standards 4.6

Networking Hardware Network Adapters and

Modems

Switches, Routers, and Other Hardware for Connecting Devices and

Networks

Other Networking Hardware

Visit wvrw.cengage.com/4ltrpress

Assignment List

Classroom Project

If the class has used a school network in conjunction with this class, remind them of how it is set up (you may wish to draw a rough diagram on the board or overhead). Alternatively, you can draw any network example on the board or overhead for this activity. Ask the students to identify the topologies being used, whether it is a client-server or peer-to-peer network, and if it is a Practice It Practice It 4-1—Create a wireless home network and evaluate the LAN, WAN, or some other configuration. Another option is to place students in smal groups and have each group label the diagram. cost of the hardware.

Review Questions Quiz Yourself—Tests student understanding of networks, including network characteristics, data transmission, common network media, protocols and standards, and networking hardware.

Practice It 4-2—Compare Wi-Fi, WiMAX, and 3Ga and 4G networks. Practice It 4-3* (online)—Create a wired home network scenario.

Discussion Questions On Your Own On Your Own 4-1—Discuss peer-to-peer (P2P) Networks and their 1. How many networks do you encounter on a regular basis? advantages and disadvantages. What is the purpose of each network? If this application On Your Own 4-2* (online)—Discuss possible solutions to the wasn't networked, would the application be possible? What problem of interference with wireless devices and who should be would need to be different? responsible forfixingthe problem. ANSWER: Students should create a list of different networks that they encounter in their daily lives. For each * Additional assignments and activities available in your CourseMate site at network mentioned, they should identify its purpose and login.CengageBrain.com. evaluate whether its application would be possible if it weren't networked. If not, they should talk about what to change to make the application possible. Fill-in-the-Blank (5) 2. Ask students to think of the three types of cable and what their Internet provider uses to get access to their home. How many students use each type? Is any method better 1. The technique used to send data over the Internet is called than another? Why? Also, how do you make use of satellites packet switching . that are orbiting the earth today? What devices do you own 2. A device located in space that orbits the earth to provide that take advantage of satellites? communications services are called a(n) satellite or ANSWER: With a show of hands, you can see how students communications satellite . get Internet access to their homes. Students should compare the different methods and determine if any is 3. A device used to connect a PC to the Internet is typically better than the others. You can have students create a list referred to as a(n) modem . of pros and cons for each. Students should also list different 4. Bluetooth is designed for transmissions between devices less devices that rely on satellites. Again, with a show of hands, than 10 meters or 33 feet apart. you can see how many students own each device. 5. A private network that is set up similar to the World Wide Web for use by employees of a specific organization is called 3. How many students have a network at home? Ask them to share the type of network (Wi-Fi, wired Ethernet, etc.) and a(n) intranet . how wel it works. Was it easy to set up? Have there been any problems with reliability, range, etc.? What was the reason for the network (share Internet connection, gaming, etc.)? ANSWER: With a show of hands, you can see how students have a home network. Have students identify the different types. Then, with another show of hands, you can see how many students have each type of network. Students should discuss how wel their networks work, what it took to set up their network, and any problems they have encountered with their network. Finally, students should discuss their reasons for setting up a network. t www.cenqaqe.com/4ltrpress for

Introducing the Internet and Email Networks and the Internet Learning

Objectives

los.i

Understand how the Internet evolved

LO5.2

Describe common Internet communication methods and activities

LO5.3

Set up your computer to use the Internet

LO5.4

Use Microsoft Internet Explorer

LO5.5

Use Windows Mail

Chapter

5.1

Outline

Evolution of the Internet From ARPANET to Internet2 The World Wide Web Internet2 The Internet Community Today

5.2

Beyond Browsing and Email Other Types of Online Communications Blogs, Wikis, and Other Types of Online Writing Cookies

Digital

Briefcase

5.3

Getting Set Up to Use the Internet Selecting the Type of Device

Practice It: Practice It 5-3—Use Internet Explorer to locate travel quotes, and then

Choosing the Type of Connection and

use Windows Live Mail to share your findings.

Internet Access Selecting an ISP

On Your Own: On Your Own 5-2—Use Internet Explorer and Google to search for information on the Web, and then use Windows Live Mail to share your findings.

Setting Up Your Computer 5.4

Using Microsoft Internet Explorer Starting Internet Explorer

Quiz: Take the practice quiz to prepare for tests.

Entering a URL in the Address Bar and Using

Key Terms: Review the key term flash cards (online, printable, and audio).

Links

Beat the Clock and Memory to quiz yourself. Visiting Previously Viewed Web Pages Using Tabs Videos: Watch Google 15-Second Search Tips and Google Search Plain and Simple. Using Search Sites Games: Play

Using Favorites Using the History List Assignment

Printing a Web Page

List

Exiting Internet Explorer Review Questions Quiz Yourself—Tests student understanding of the Internet and email, including the evolution of the Internet, communication methods, and setting up access to the Internet. Practice It Practice It 5-1—Use Internet Explorer to review the Computer History and Internet Archive sites, and then use Windows Live Mail to send emails about computer history sites. Practice It 5-2—Use Internet Explorer to search the Yelp.com and Citysearch pages for a restaurant review, and then use Windows Live Mail to send suggestions to a friend. Practice It 5-3* (online)—Use Internet Explorer to locate travel quotes, and then use Windows Live Mail to share your findings. On Your Own On Your Own 5-1—Use Internet Explorer to find information on Internet hoaxes, and then use Windows Live Mail to send an email about helpful sites to your instructor. On Your Own 5-2* (online)—Use Internet Explorer and Google to search for information on the Web, and then use Windows Live Mail to share your finding: 1

Additional assignments and activities available in your CourseMatesite atlogin.CengageBrain.com.

5.5

Using Windows Mail Understanding How Email Works Downloading Windows Live Mail Sending and Receiving Email Using Windows Live Mail Replying to and Forwarding Email Messages Deleting Email Messages Adding Contacts to the Contacts Folder Working with Attachments

1 . TWEETING BECAME VIRTUALLY AN OVERNIGHT SENSATION, BUT SOME QUESTION ITS USEFULNESS. DO YOU WANT TO KNOW THE ROUTINE

VIDEOCONFERENCE TAKES PLACE VIA THE INTERNET, CAN IT BE ASSURED THAT PROCEEDINGS ARE CONFIDENTIAL? DO YOU THINK THE BENEFITS OF

ACTIVITIES YOUR FRIENDS (OR OTHER INDIVIDUALS YOU CHOOSE TO FOLLOW)

THESE SYSTEMS OUTWEIGH ANY POTENTIAL DISADVANTAGES?

ARE DOING DURING THE DAY? IS IT USEFUL INFORMATION TO TWEET

ANSWER: STUDENTS SHOULD SHARE THEIR OPINIONS ON WHETHER VIDEO-

THAT YOU ARE STUCK IN TRAFFIC OR HAVING A BAD DAY? DO YOU FOLLOW

CONFERENCING IN COURTROOMS HAS AN IMPART ON THE PROCEEDINGS AND

ANYONE ON TWITTER OR TWEET REGULARLY? WHY OR WHY NOT? EVEN

OUTCOME. THEY SHOULD DISCUSS THE ADVANTAGES AND DISADVANTAGES

THOUGH TWITTER UPDATES ARE VERY SHORT, IS TWITTERING ON THE JOB

OF VIDEOCONFERENCING IN RELATION TO COURTROOM PROCEEDINGS. THEY

A DISTRACTION FACTOR? SHOULD EMPLOYERS ALLOW EMPLOYEES TO USE

SHOULD ALSO OFFER OPINIONS ABOUT THE CONFIDENTIALITY THAT OCCURS

TWITTER, FACEBOOK, AND OTHER POPULAR ONLINE ACTIVITIES DURING

WHEN THE VIDEOCONFERENCE OCCURS VIA THE INTERNET

WORK HOURS? WHY OR WHY NOT? ANSWER: WITH A SHOW OF HANDS, YOU CAN SEE HOW MANY STUDENTS TWEET REGULARLY (YOU CAN TRACK DIFFERENT TIME INTERVALS, SUCH AS DAILY, HOURLY, ETC), HOW MANY THINK THE INFORMATION THEY SEND OR RECEIVE IS USEFUL, WHETHER THEY FOLLOW ANYONE, AND WHETHER TWITTER SHOULD BE ALLOWED IN THE WORKPLACE. STUDENTS SHOULD DISCUSS THEIR REASONS FOR EACH VOTE. 2. SOME COURTROOMS TODAY USE VIDEOCONFERENCING SYSTEMS TO ALLOW

3. WHICH OF THE FOLLOWING ONLINE COMMUNICATION METHOD DO YOU USE MOST FREQUENTLY—EMAIL, INSTANT OR TEXT MESSAGING, OR TWEETING? WHY? HOW OFTEN DO YOU USE IT? WHAT TYPES OF MESSAGES DO YOU USUALLY SEND AND RECEIVE? ARE THEY HELPFUL, IMPORTANT, OR USEFUL IN SOME WAY, OR ARE THEY MORE OF A DISTRACTION? DOES EACH COMMUNICATION METHOD LEND ITSELF TO DIFFERENT TYPES OF SHARING? ANSWER: WITH A SHOW OF HANDS, YOU CAN SEE WHICH ONLINE

DEFENDANTS AND WITNESSES TO PARTICIPATE IN PROCEEDINGS FROM

COMMUNICATION METHOD STUDENTS USE MORE FREQUENTLY. STUDENTS

REMOTE LOCATIONS. ALLOWING DEFENDANTS TO PARTICIPATE REMOTELY

SHOULD EXPLAIN WHY THEY PREFER THAT METHOD AS WELL AS THE TYPES

FROM THE JAIL FACILITY SAVES TRAVEL TIME AND EXPENSE, AS WELL AS

OF MESSAGES THEY TEND TO SEND AND RECEIVE. STUDENTS SHOULD ALSO

ELIMINATES ANY RISK OF FLIGHT. REMOTE TESTIMONY FROM WITNESSES

COMPARE THE DIFFERENT TYPES OF MESSAGES SENT VIA EMAIL, IMS, AND

CAN SAVE BOTH TIME AND MONEY. BUT, COULD HAVING DEFENDANTS AND

TWEETS.

WITNESSES PARTICIPATE REMOTELY AFFECT THE JURY'S PERSPECTIVE? IF THE

FILL-IN-THE-BLANK

( 5 )

1. THE ROOTS OF THE INTERNET BEGAN WITH AN EXPERIMENTAL PROJECT

PROJECT

ASK STUDENTS TO CREATE A LIST OF GUIDELINES OR TIPS FOR WRITING EFFECTIVE EMAIL MESSAGES. THEY SHOULD MENTION BOTH THE

CALLED ARPANET . 2. THE SUPPLIERS OF THE INFORMATION THAT IS AVAILABLE THROUGH THE INTERNET ARE CALLED A(N) INTERNET CONTENT PROVIDERS . 3. ONLINE SHOPPING AND ONLINE INVESTING ARE EXAMPLES OF E-COMMERCE . 4. A(N) WI-FI HOTSPOT

CLASSROOM

IS A LOCATION WITH A DIRECT INTERNET

CONNECTION AND A WIRELESS ACCESS POINT THAT ALLOWS USERS TO CONNECT WIRELESSLY AND USE ITS INTERNET CONNECTION. 5. GOOGLE, BING, AND YAHOO! ARE EXAMPLES OF SEARCH SITES .

STRUCTURE OF THE EMAIL AND THE CONTENT OF THE MESSAGE. STUDENTS CAN WORK AS A CLASS OR IN SMALL GROUPS. TO EXPAND THE PROJECT, ASK STUDENTS HOW THE LIST WOULD CHANGE FOR OTHER ONLINE COMMUNICATIONS, SUCH AS INSTANT MESSAGES, TWEETS, ETC.

prepc

Network and Internet Security and Privacy Networks and the Internet Chapter Outline

Learning Objectives Explain network and Internet security concerns LO6.1

6.1 Understanding Security Concerns Unauthorized Access and Identify online threats LO6.2 Unauthorized Use Hacking Describe cyberstalking and other personal safety concerns LO6.3 War Driving and Wi-Fi Piggybacking Interception of Communications Assess personal computer security LO6.4 6.2 Online Threats Botnets Identify privacy concerns LO6.5 Computer Viruses and Other Types of Malware Discuss current network and Internet security legislation LO6.6 Denial of Service (DoS) Attacks Data, Program, or Web Site Alteration Online Theft, Online Fraud, and Other Dot Digital Briefcase Cons Theft of Data, Information, and Other Practice It: Practice It 6-3—Research a current virus or worm. Resources Identity Theft, Phishing, and Pharming On Your Own: On Your Own 6-2—Research two recent virus hoaxes. Protecting Against Identity Theft Quiz: Take the practice quiz to prepare for tests. Online Auction Fraud and Other Internet Scams Key Terms: Review the key term flash cards (online, printable, and audio). 6.3 Cyberstalking and Other Personal Safety Games: Play Beat the Clock and Memory to quiz yourself. Concerns Cyberbulying and Cyberstalking Videos: Watch How to Create an Encrypted Partition on Your Hard Drive, How to Protect Online Pornography Yourself Against Malware, How Worms Spread Using AutoPlay, Securing Your Wireless Protecting Against Personal Safety Router, Google Search Privacy—Personalized Search, and Proper Hardware Disposal. Concerns 6.4 Personal Computer Security Hardware Loss and Damage System Failure and Other Disasters Classroom Project Protecting Against Hardware Loss, Hardware Damage, and System Failure Using a computer with an overhead display, demonstrate settings in a Web browser Firewalls, Encryption, and Virtual Private that pertain to privacy, such as cookie, cache, and history settings. Another option is Networks, (VPNs) to have students work in small groups. Do the following: (1) Open Internet Explorer. 6.5 Understanding Privacy Concerns Use the Internet Options option on the Tools menu to check the current settings on Databases, Electronic Profiling, Spam, and the General and Privacy tabs. Using the General tab, delete the browsing history Other Marketing Activities (temporary files, history, cookies, saved passwords, and W eb form information). Protecting the Privacy of Personal (2) Visit at least five different Web sites to build a history and cookie list. You may Information want to go to an e-commerce site and add items to the shopping cart (but don't check Electronic Surveillance and Monitoring out) or personalize a portal page, such as MSNBCc.om or iG00gle.com. (3) Display the Protecting Personal and Workplace Privacy history list. Are the Web sites you visited listed? Use the Browsing history Settings 6.6 Networking and Internet Security Legislation button on the Internet Options dialog box to view the temporaryfiles,including your cookiefiles.Were new cookies added during your session? If so, are they all from the Web sites you visited, or are any of them third-party cookies? (4) Delete all temporary Internetfiles,sign out of any personalized pages, and close the browser window.

1

Visit www.cenqage.com/4ltrpress for

Assignment List

Fill-in-the-Blank (5)

Review Questions 1. Any illegal act that involves a computer is considered a(n) Quiz Yourself—Tests student understanding of network and security computer crime or cybercrime . concerns, including online threats, personal safety, personal computer 2. A software program that installs without the permission or security, and privacy issues, as wel as current security legislation. knowledge of the computer user, alters the way a computer operators, and replicates itself to infect new media is called Practice It a(n) virus . Practice It 6-1—Discuss whether it is ethical to teach students how to write virus code and whether that helps legitimize the behavior. 3. Repeated threats or other harassment carried out online between adults is referred to as a(n) cyberstalking . Practice It 6-2—Discuss whether surveillance cameras are a valid 4. The complete malfunction of a computer system is called crime prevention tool. a(n) system failure . Practice It 6-3* (online)—Research a current virus or worm. 5. Most businesses and Web sites that collect personal information have a(n) privacy policy that discloses On Your Own how the personal information you provide will be used. On Your Own 6-1—Research and discuss various privacy policies found on Web sites. On Your Own 6-2* (online)—Research two recent virus hoaxes. Capstone Computer Concepts—Review and discuss the benefits and risks of new technologies and how they impact individuals, businesses, and governments. * Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

r Discussion Questions 1. Think of one computer-related security or privacy risk you have ANSWER: With a show of hands, you can see how many encountered recently. Describe the risk. What is at least one students believe that hactivism is a valid way to bring attention to a cause. Students should offer opinions and explain why they precaution that could be taken to minimize that risk? ANSWER: Have students list as many computer-related and voted the way they did. In addition, students should discuss how privacy risks as possible. You can record each risk along with hactivists should be treated when they are caught. the precautions students come up with to minimize that risk.3. Spam is increasingly being filtered by ISPs and email programs, and With a show of hands, you can see how many students recentlypop-up blockers can block many Web page advertisements. If this encountered each risk. Or, you can ask students to order the risktrsend continues and these activities are no longer viable marketing from most to least likely or common. activities, what wil the long-term effect be? Wil free Web content begin to disappear? Is paying Internet users to receive spam or view 2. The term hacktivism is sometimes used to refer to the act of W eb ads a viable option? Just as with television, some amount of hacking into a computer system for a politically or socially a d v ertising is typically necessary in order to support free content. motivated purpose. Although some people view hacktivists no What do you think is the optimal balance for the Web? differently than other hackers, hacktivists contend that they break into systems in order to bring attention to political or ANSWER: Students should discuss the long-term impact of social causes. Is hacktivism a valid method of bringing attention filtering spam and blocking pop-up ads on Web pages. They should offer opinions on how this might change Web content. to specific causes? Why or why not? Should hacktivists be treated differently than other types of hackers when caught? Students should offer opinions on the best balance of advertising and free content on the Web.

prepcar Learning

C H A P T E R

Exploring Microsoft Windows Windows i

Objectives

Chapter

identity tne parts or the Windows 7 desktop

LOy.i

Use common Windows elements

LO7.3

Navigate Windows

LO7.4

Work with the Recycle Bin

LO7.5

Get Help

LO7.6

Shutdown Windows

Digital

7.1

7.2 7.3

] 7.4 7.5

Briefcase

Practice It: Practice It 7-3—Use Windows 7 to explore the Pictures folder and change views.

7.6

On Your Own: On Your Own 7-2—Explore the Start menu and use Windows Help and Support to research a program in the Accessories folder.

Quiz: Take the practice quiz to prepare for tests. Key Terms: Review the key term flash cards (online, printable, and audio). Games: Play Beat the Clock and Memory to quiz yourself. Videos: Watch Use the Start Menu, Switch Between

Menus, Touring the Windows

7

Desktop, Exploring Your Computer, Navigate in Explorer Windows, Change the View of Folders, and Use the Navigation Pane.

Outline

Exploring the Windows 7 Desktop Starting Windows and Examining the Desktop Using the Mouse Exploring the Start Menu Using Common Windows Elements Resizing and Moving Windows Switching Between Open Windows Navigating Windows Using Windows Explorer Windows Changing the View of Windows Using the Navigation Pane Working with the Recycle Bin Getting Help Using the Contents List Using the Search Help Box Shutting Down Windows

REVIEW QUESTIONS

Quiz Yourself—Tests students understanding of Windows 7, including the parts of the desktop, common elements, navigation techniques, the Recycle Bin, Help, and shutting down. PRACTICE IT

Practice It 7-1—Explore Windows 7 features, including the taskbar, window navigation, file deletion, and Help. Practice It 7-2—Use Windows 7 to explore your computer and learn about Windows Media Player. Practice It 7-3* (online)—Use Windows 7 to explore the Pictures folder and change views.

DISCUSSION

ON YOUR OWN

On Your Own 7-1 —Use Windows 7 features to research and start the Windows Media Player and the Sticky Notes program. On Your Own 7-2* (online)—Explore the Start menu and use Windows Help and Support to research a program in the Accessories folder. * Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

FILL-IN-THE-BLANK

QUESTIONS

1. How is the Start menu organized? Is it an effective and intuitive organization? How can you find a particularfileor folder if you can only recall its name or a portion of its name? Do you think the Start menu easy to use? Why or why not? ANSWER: Students should point out the different parts of the Start menu and explain what each part does. Students should know that they can use the Search box to locatefilesor folder and even programs on the computer. They should offer opinions about whether theyfindthe Start menu easy to use. 2. What does it mean to multitask? Can Windows 7 run multiple programs at one time? If you don't see a program on the screen, does that mean that program is no longer running? How can you tell a program is running? How many programs can be active at one time? ANSWER: Students should discuss the concept of multitasking in relation to Windows. They should identify that Windows 7 can run more than one program at a time, and that the program is still running even if it is not visible on the screen. They should identify the different ways to tell that a program is running, such as its program button on the taskbar. They should also be aware that only one program is active at a time even when more than one program is running.

( 5 )

1. In Windows terminology, the DESKTOP is a workspace for projects and the tools you need to manipulate your projects. 2. Everything on the Start menu is actually a(n) SHORTCUT . a very small file that points to the location of the actual folder or file. 3. A(n) LIBRARY is a central place to view and organize files and folders stored anywhere that the computer can access. 4. The RECYCLE BIN holds deleted items until you can remove them permanently. 5. To close all open programs, shut down windows, and turn off your computer, you use the SHUT DOWN command on the Start menu.

Display the Windows 7 desktop on an overhead projector or distribute a printed copy. Ask the students to identify the various elements on the desktop, including the Recycle Bin, the pointer, the taskbar, the Start button, the taskbar buttons, the notification area, the clock, and the Show desktop button. You can also demonstrate how to personalize the desktop by right-clicking the desktop, clicking Personalize, and then changing the desktop background and theme. Another option is to have students work in small groups.

j

3. What are the different shut down options available for Windows 7? What are the differences between the options? When would you use each shut down option? What are the benefits and drawbacks of each option? Which option do you use most frequently and why? ANSWER: Students should identify the different shut down options, including Log off. Sleep, and Shut down. They should discuss the differences between the options and when it is appropriate to use each option. They should mention benefits and drawbacks of using the different options. With a show of hands, you can see which option students use most frequently. Have students explain why they use that option.

prepcar LEARNING

HAPTER Managing Y o u r F i k s Windows 7

OBJECTIVES

LO8.1

ORGANIZEFILESAND FOLDERS

LO8.2

MANAGEFILESAND FOLDERS

LO8.3

WORK WITH COMPRESSED FILES

8.1

ORGANIZING FILES AND FOLDERS THE WINDOWS 7 FILE SYSTEM DEVELOPING AN ORGANIZATIONAL STRATEGY NAVIGATING TO FILES

8.2

MANAGING FOLDERS AND FILES CREATING A FOLDER OR SUBFOLDER MOVING OR COPYING FILES AND FOLDERS

DIGITAL

BRIEFCASE

NAMING AND RENAMING FILES DELETING FILES AND FOLDERS

PRACTICE IT: PRACTICE IT 8-3—CREATE A COMPRESSED COPY OF YOURFILESFOR THIS COURSE ON

8.3

WORKING WITH COMPRESSED FILES

A REMOVABLE MEDIA.

CREATING A COMPRESSED FOLDER

ON YOUR OWN: ON YOUR OWN 8-2—BUILD A LOGICAL FOLDER STRUCTURE FOR YOUR COURSE

EXTRACTING A COMPRESSED FOLDER

WORK AND ORGANIZE YOURFILESINTO FOLDERS AND SUBFOLDERS. QUIZ: TAKE THE PRACTICE QUIZ TO PREPARE FOR TESTS. KEY TERMS: REVIEW THE KEY TERM FLASH CARDS (ONLINE, PRINTABLE, AND AUDIO).

Beat the Clock AND Memory TO QUIZ YOURSELF. VIDEOS: WATCH Organizing Files and Folders, Navigate to a library and a folder, Navigate to a File, Working with Folders and Files, Create folders, Move files or folde AND Extract Compressed Files. GAMES: PLAY

ASSIGNMENT

LIST

REVIEW QUESTIONS QUIZ YOURSELF—TESTS STUDENTS UNDERSTANDING OFFILEMANAGEMENT, INCLUDING ORGANIZINGFILESAND FOLDERS, MANAGINGFILESAND FOLDERS, AND WORKING WITH COMPRESSED FILES. PRACTICE IT PRACTICE IT 8-1—CREATE FOLDERS, MOVE AND RENAMEFILESAND FOLDERS, DELETEFILESAND FOLDERS, AND COMPRESS AND EXTRACT FOLDERS.

Practice It 8 - 2 — C o p y , rename, and move files into folders you create and compress. PRACTICE IT 8-3* (ONLINE)—CREATE A COMPRESSED COPY OF YOURFILESFOR THIS COURSE ON A REMOVABLE MEDIA. ON YOUR OWN ON YOUR OWN 8-1—RESEARCH WORKING WITH AND SEARCHING FORFILESIN THE WINDOWS HELP AND SUPPORT. ON YOUR OWN 8-2* (ONLINE)—BUILD A LOGICAL FOLDER STRUCTURE FOR YOUR COURSE WORK AND ORGANIZE YOURFILESINTO FOLDERS AND SUBFOLDERS.. * Additional assignments and activities available in your CourseMate site at login. CengageBrain.com.

Discussion Q u e s t i o n s 1. What are the differences between afile,a folder, a subfolder, and a drive? How do you use these objects to organize files? What happens whenfilesare not organized? Do you have a file organization system? Is it effective? How could you improve your system?

ANSWER: Make sure students understand the differences betweenfiles,folders, subfolders, and drives. Students should be able to explain how to organizefilesinto folders. Emphasize that when files are not organized, students will waste time trying to find afile.With a show of hands, you can see how many students already have an organization system they use. Students should evaluate whether their system is effective and how it could be improved. 2. Why would you need to move files? Why would you need to move folders? Why would you need to copy files and folders? Why would you want to rename files and folders? When should you delete files and folders? Can you always retrieve files and folders that have been deleted? Why or why not?

ANSWER: Students should offer specific examples of when they might need to movefilesand folders and copyfilesand folders, such as accidentally placed in the wrong folder, need to reorganize files and folders into a better system, create a back up copy, etc. Students should list why they might want to renamefilesand folders, such as to create more descriptive names. They should discuss when to deletefilesand folders, such as when afileis outdated or a duplicate. Make sure that students are aware that somefileand folder deletions are permanent, such as when the file or folder is deleted from removable media or a network drive. 3. Why would you want to compressfiles?What happens when you extract afile?Why would you want to extract a file? ANSWER: Students should list reasons for compressing files, such as compressedfilestake up less disk space and compressed files transfer faster. They should be able to explain that extracting afilecreates an uncompressed copy of the file in the folder they specify and that the original file remains in the compressed folder. As part of the discussion, students should note that they need to extract afileto work with it.

Fill-in-the-Blank ( 5 )

Classroom Project

1. Windows 7 organizes folders andfilesin a hierarchy, or

Divide students into small groups. Handfiveindex cards to each student. Ask each student to write one song name on each index card. The index card represents a file. Hand four orfivebaggies and a magic marker to each group. Then ask each group to spend 5 minutes organizing all members'cards into categories. Suggest that there is more than one way to organize the cards (files), such as by genre (rock, rap, country, and so on), by artist, by release date, etc. Ask the students to label the grouped index cards (files) in the baggie (folder) and write the name of the category on the baggie (folder). Have each group share how the index cards were categorized. Ask each group to locate a specific song in a baggie. Finally, take all the cards out of the baggies and mix them up. Now, ask someone tofindthe specific file located earlier in the pile. This emphasizes how important it is to set up an organized file management system.

file system . 2. The top level of the folder andfilehierarchy in Windows 7 is called the root directory .

3. The Clipboard is a temporary storage area in Windows on whichfiles,folders, text, or other objects are stored when you move or copy them. 4. The main part of a file name can have up to 255

characters.

5. You can compress a folder so that thefilesit contains use less space on the disk.

CHAPTER 9 Introducing Microsoft Office 2010 Office 2010 Learning Objectives LO9.1

Chapter Outline

START OFFICE PROGRAMS AND EXPLORE COMMON ELEMENTS

LO9.2

USE THE RIBBON

LO9.3

WORK WITH FILES

LO94

USE THE CLIPBOARD

LO9.5

GET HELP

LO9.6

EXIT OFFICE PROGRAMS

9.1

STARTING OFFICE PROGRAMS AND EXPLORING COMMON ELEMENTS STARTING OFFICE PROGRAMS EXAMINING COMMON ELEMENTS SWITCHING BETWEEN OPEN PROGRAMS AND FILES ZOOMING SCROLLING

9.2

USING THE RIBBON SWITCHING TABS USING BUTTONS USING GALLERIES AND LIVE PREVIEW USING DIALOG BOXES

Digital Briefcase

USING TASK PANES DISPLAYING CONTEXTUAL TABS

PRACTICE IT: PRACTICE IT 9 - 3 — C O M P L E T E A PRESENTATION WITH A CHECKLIST OF CAMPING

USING THE MINI TOOLBAR

9.3

SUPPLIES.

WORKING WITH FILES SAVING A FILE

ON YOUR O W N : ON YOUR OWN 9-2—IDENTIFY THE PROGRAMS USED TO COMPLETE EVENT

CLOSING A FILE

PLANNING TASKS.

OPENING A FILE Q U I Z : TAKE THE PRACTICE QUIZ TO PREPARE FOR TESTS. K E Y T E R M S : REVIEW THE KEY TERM FLASH CARDS (ONLINE, PRINTABLE, AND AUDIO).

9.4 9.5

USING THE CLIPBOARD GETTING HELP

Beat the Clock Memory 9.6 Start Office Programs, Zoom a Program Window, Exploring Common Windows Elements, Use Galleries and Live Preview, Open and Use a Dialog Box, Displa and Close a Contextual Tab, Using Contextual Tools, Getting Help AND Search Help. VIEWING SCREENTIPS

G A M E S : PLAY

V I D E O S : WATCH

AND

TO QUIZ YOURSELF.

USING THE HELP WINDOW

EXITING OFFICE PROGRAMS

ASSIGNMENT

CLASSROOM

LIST

PROJECT

DIVIDE THE CLASS INTO SMALL GROUPS. EACH GROUP SHOULD PRETEND

REVIEW QUESTIONS

THAT THEY ARE A TEAM WORKING FOR THE SALES DEPARTMENT OF A LARGE

QUIZ YOURSELF—TESTS STUDENT COMPREHENSION OF OFFICE 2010 PROGRAMS, COMMON WINDOW ELEMENTS, INCLUDING THE RIBBON, THE

CORPORATION. THE TEAM HAS BEEN ASKED TO CREATE A REPORT THAT

CLIPBOARD, AND OFFICE HELP.

DETAILS THE SALES DATA FOR THE PAST QUARTER. THE REPORT WILL INCLUDE TWO PARTS: A WRITTEN REPORT AND A PRESENTATION TO THE BOARD OF TRUSTEES. HAVE THE GROUPS DECIDE HOW THEY WOULD USE EACH

PRACTICE IT PRACTICE IT 9-1—PRACTICE SWITCHING BETWEEN PROGRAMS AND USING WINDOW ELEMENTS IN WORD, EXCEL AND POWERPOINT.

APPLICATION IN THE OFFICE SUITE TO CREATE THIS REPORT. AFTER THEY HAVE COMPLETED THEIR DISCUSSION, HAVE EACH TEAM REPORT BACK TO THE REST OF THE CLASS.

PRACTICE IT 9-2—PRACTICE FORMATTING AND USING THE CLIPBOARD IN EXCEL AND WORD WITH THE BUDGET AND STOCKHOLDER FILES. PRACTICE IT 9-3* (ONLINE)—EDIT AND FORMAT THE CAMPING AND

DISCUSSION

MISCELLANEOUSFILESIN POWERPOINT AND WORD. ON YOUR OWN

QUESTIONS

1. PRINT THE PROGRAM WINDOWS FOR WORD, EXCEL, AND

ON YOUR OWN 9-1—FORMAT TEXT AND USE THE CLIPBOARD I

POWERPOINT. HAND ONE SET TO EACH STUDENT. WHAT PARTS OF

POWERPOINT AND WORD WITH THE MUSIC FILE.

THE WINDOW ARE COMMON TO ALL THREE PROGRAMS? STUDENTS

ON YOUR OWN 9-2* (ONLINE)—IDENTIFY THE PROGRAMS USED TO

CAN WORK INDIVIDUALLY, IN SMALL GROUPS, OR AS A CLASS. YOU CAN

COMPLETE EVENT PLANNING TASKS.

HAVE STUDENTS CIRCLE THE COMMON ELEMENTS OR IDENTIFY THE

CAPSTONE

ANSWER: STUDENTS SHOULD IDENTIFY THE COMMON PARTS

WINDOWS 7 AND OFFICE 2010—DEVELOP AND RECORD AN ORGANIZATIONAL

OF THE WORD, EXCEL, AND POWERPOINT PROGRAM WINDOWS,

PARTS OF THE WINDOW AS YOU SAY THE TERM.

INCLUDING THE RIBBON, THE FILE TAB, THE HOME TAB. THE QUICK

STRATEGY FORFILESAND FOLDERS USING WORD 2010.

ACCESS TOOLBAR, THE TITLE BAR, THE WINDOW SIZING BUTTONS, * Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

THE HELP BUTTON, THE WORKSPACE, THE STATUS BAR, THE VIEW BUTTONS, AND THE ZOOM CONTROLS. 2. IF YOU LOOK FOR INFORMATION IN THE HELP WINDOW AND YOU CAN'TFINDTHE ANSWER, WHAT ARE SOME OTHER WAYS YOU CAN

FILL-IN-THE-BLANK

( 5 )

FIND THE CORRECT INFORMATION? ANSWER: STUDENTS SHOULD IDENTIFY DIFFERENT WAYS TO FIND ANSWERS TO THEIR QUESTIONS IF THEY CANNOTFINDTHE

1. THE RIBBON IS ORGANIZED INTO TABS . 2. A(N) FILE EXTENSION

INFORMATION IN THE HELP WINDOW. ANSWERS COULD INCLUDE

IDENTIFIES THE PROGRAM IN WHICH A FILE

WAS CREATED.

OTHER ONLINE SOURCES, ASKING A PEER, AND CONTACTING

3. IF YOU WANT TO KNOW A BUTTON'S NAME, YOU CAN POSITION THE

MICROSOFT.

MOUSE POINTER OVER THE BUTTON TO VIEW ITS SCREENTIP .

3. WHICH TOOL DO YOU THINK IS THE SIMPLEST/EASIEST WAY TO

4. ONE OF THE MAIN ADVANTAGES OF OFFICE IS INTEGRATION ,

APPLY FORMATTING TO SELECTED TEXT: THE RIBBON, THE MINI

THE ABILITY TO SHARE INFORMATION BETWEEN PROGRAMS. 5.

ZOOMING

LOOKING AT SCREENTIPS AND CHECKING OFFICE.COM, AS WELL AS OTHER METHODS NOT COVERED IN THE CHAPTER, SUCH AS CHECKING

TOOLBAR, OR SHORTCUTS? WHY?

MAGNIFIES OR SHRINKS THE CONTENT DISPLAYED IN

THE WORKSPACE.

ANSWER: WITH A SHOW OF HANDS, YOU CAN SEE HOW MANY

j

STUDENTS PREFER EACH METHOD FOR FORMATTING SELECTED TEXT (THE RIBBON, THE MINI TOOLBAR, OR SHORTCUTS). AS PART OF THE DISCUSSION, STUDENTS SHOULD IDENTIFY THEIR PREFERRED METHOD AND EXPLAIN WHY THAT METHOD IS THE ONE THEYFINDEASIEST OR SIMPLEST FOR FORMATTING TEXT.

prepcan Learning Objectives LUIO.I

tntertext

CHAPTER 1 0 Creating a Document W o r d 2010 Chapter Outline

10.1 Entering text Entering Text LO10.2 Undo and redo actions Inserting a Date with AutoComplete Correcti ng Errors as You Type Create documents based on existing documents LO10.3 Inserting Symbols 10.2 Undoi ng and Redoing Actions LO10.4 Select text 10.3 Creating Documents Based on Existing Documents LO10.5 Edit text Using the Save As Command Using the New from Existing Command LO10.6 Format text 10.4 Selecting Text 10.5 Editing Text LO10.7 Format paragraphs Replacing Selected Text Using Drag and Drop LO10.8 Copy formats 10.6 Formatting Text Changing the Font and Font Size LO10.9 Find and replace text Changing Font Styles Changing Text Color LOio.io Check spelling and grammar 10.7 Formatting Paragraphs Adjusting Paragraph Spacing Preview and print documents LO10.11 Adjusting Line Spacing Aligning Paragraphs Using Tabs Digital Briefcase Creating Bulleted and Numbered Lists Adding a Paragraph Border Practice It: Practice It 10-3—Create and format a Word document using an existing Adding Paragraph Shading document. Indenting a Paragraph 10.8 Copyi ng Formats On Your Own: On Your Own 10-2—Modify text, review page layout, and print a Using the Format Painter Word document. Using Paste Options Quiz: Take the practice quiz to prepare for tests. 10.9 Finding and Replacing Text Finding Text Key Terms: Review the key term flash cards (online, printable, and audio). Replacing Specific Text Games: Play Beat the Clock and Memory to quiz yourself. 10.10 Checking Spelling and Grammar Checking Flagged Words Individually Videos: Watch Correcting Errors as You Type, Insert the Current Date with AutoComplete, Checking the Spelling in the Entire Use AutoCorrect, Change Fonts and Font Size, Adjusting Paragraph and Line Spacing Document (concept and step-by-step). Indenting a Paragraph, Adjusting Margins, Change the 10.11 Previewing and Printing Documents Alignment of Paragraphs, and Create Bulleted Lists.

ASSIGNMENT

LIST

CLASSROOM

PROJECT

REVIEW QUESTIONS

DISPLAY A WORD DOCUMENT THAT INCLUDES TEXT AND PARAGRAPH

QUIZ YOURSELF—TESTS STUDENT UNDERSTANDING OF CREATING A

FORMATTING, SUCH AS A LETTER. ASK THE STUDENTS TO IDENTIFY THE

DOCUMENT, INCLUDING ENTERING, SELECTING, EDITING, FORMATTING,

DIFFERENT FORMATTING USED IN THE DOCUMENT, AND THEN HAVE THEM LIST THE STEPS THEY WOULD FOLLOW TO APPLY THAT FORMATTING. FINALLY,

REPLACING, AND CORRECTING TEXT.

ASK THEM TO EVALUATE WHETHER THE BALANCE OF FORMATTING IS EFFECTIVE—IS THERE TOO MUCH OR TOO LITTLE FORMATTING, MAKING

PRACTICE IT PRACTICE IT 10-1—TYPE A LETTER OF COMPLAINT, FORMAT THE LETTER, REPLACE TEXT, CORRECT MISSPELLINGS, AND THEN SAVE, PREVIEW, AND PRINT THE LETTER.

THE DOCUMENT DIFFICULT TO READ, OR IS THERE JUST ENOUGH? ANOTHER OPTION IS TO PLACE STUDENTS IN SMALL GROUPS AND HAVE EACH GROUP COMPLETE THE PROJECT.

PRACTICE IT 10-2—TYPE A THANK YOU LETTER, EDIT AND FORMAT THE LETTER, CHECK THE SPELLING AND GRAMMAR, AND THEN PREVIEW AND PRINT THE LETTER.

DISCUSSION

QUESTIONS

PRACTICE IT 10-3* (ONLINE)—CREATE AND FORMAT A WORD DOCUMENT 1. ARE THERE ANY WORDS YOU FREQUENTLY OR REGULARLY MISTYPE?

USING AN EXISTING DOCUMENT.

DOES WORD AUTOMATICALLY CORRECT THESE WORDS? HAS WORD

On Your Own

EVER INCORRECTLY CHANGED THE SPELLING OF A WORD YOU TYPED?

ON YOUR OWN 10-1—CREATE A FAX BASED ON A TEMPLATE, ENTER TEXT, FORMAT THE FAX, AND THEN PREVIEW AND PRINT THE FAX. ON YOUR OWN 10-2* (ONLINE)—MODIFY TEXT, REVIEW PAGE LAYOUT, AND PRINT A WORD DOCUMENT.

IF SO, WHAT WORD? HAVE YOU ADDED OR WOULD YOU LIKE TO ADD ANY WORDS TO AUTOCORRECT? IF SO, WHICH WORDS? DO YOU FIND AUTOCORRECT HELPFUL OR A DISTRACTION? WHY?

ANSWER: STUDENTS SHOULD LIST WORDS THAT THEY FREQUENTLY MISTYPE AND NOTE WHETHER WORD AUTOMATICALLY CORRECTS

* Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

THE WORDS. STUDENTS SHOULD IDENTIFY ANY WORDS THAT WERE MISTAKENLY CORRECTED AS WELL AS WORDS THAT THEY HAVE ADDED OR WOULD LIKE TO ADD TO AUTOCORRECT. FINALLY, THEY SHOULD DISCUSS WHETHER THEY FIND THE AUTOCORRECT FEATURE HELPFUL OR DISTRACTING, AND EXPLAIN WHY.

FILL-IN-THE-BLANK

( 5 ) 2. WHAT ARE THE PURPOSES OR GOALS OF FORMATTING A DOCUMENT? HOW MUCH FORMATTING IS EFFECTIVE? CAN A DOCUMENT HAVE

1. THE CHARACTERS THAT DO NOT PRINT AND THAT CONTROL THE WAY A DOCUMENT LOOKS ARE CALLED

2. THE

AutoCorrect

nonprinting characters .

FEATURE AUTOMATICALLY CONVERTS

TOO MUCH FORMATTING OR TOO LITTLE FORMATTING?

ANSWER: STUDENTS SHOULD DISCUSS THE PURPOSES OR GOALS OF FORMATTING, WHICH INCLUDE MAKING THE DOCUMENT ATTRACTIVE,

FREQUENTLY MISSPELLED WORDS AND SPECIAL CHARACTERS TO THE

CLARIFYING THE ORGANIZATION OF THE CONTENT, HIGHLIGHTING SPECIFIC

CORRECT SPELLINGS AND SYMBOLS.

POINTS OR ELEMENTS, AND SO ON. STUDENTS SHOULD OFFER OPINIONS

3. FONTS ARE MEASURED IN

points . WHICH ARE UNITS OF

MEASUREMENT.

4. Justified

hanging indent

COMING TO THE CONCLUSION THAT THERE SHOULD BE ENOUGH FORMATTING TO HELP THE READER UNDERSTAND THE DOCUMENT BUT

PARAGRAPHS ARE FLUSH WITH BOTH THE LEFT AND RIGHT

MARGINS.

5. A(N)

ABOUT HOW MUCH FORMATTING IS EFFECTIVE IN A DOCUMENT,

NOT SO MUCH FORMATTING THAT IT BECOMES A DISTRACTION. 3. WHY WOULD YOU PROOFREAD A DOCUMENT? WHEN SHOULD YOU

SHIFTS ALL THE LINES OF A PARAGRAPH

FROM THE LEFT MARGIN EXCEPT THE FIRST LINE.

PROOFREAD A DOCUMENT? DO YOU NEED TO PROOFREAD A DOCUMENT IF YOU HAVE ALREADY USED THE SPELLING AND GRAMMAR CHECKER? WHAT SHOULD YOU LOOK FOR WHEN PROOFREADING A DOCUMENT?

ANSWER: STUDENTS SHOULD POINT OUT THAT PROOFREADING IS A FINAL STEP IN CREATING A DOCUMENT AND A WAY TO CATCH ALLFINALERRORS, SUCH AS MISSPELLED WORDS, MISSING WORDS, INCORRECTLY USED WORDS, GRAMMATICAL ERRORS, AND EVEN FORMATTING ISSUES LIKE CONSISTENCY. THEY SHOULD BE AWARE THAT SPELL CHECKING A DOCUMENT DOESN'T NECESSARILY CATCH ALL ERRORS, AND THAT PROOFREADING HELPS TO CREATE A POLISHED AND PROFESSIONAL DOCUMENT.

R 11 Formatting a Long Document Word 2010 Learning Objectives LOII.I

Work with styles

Chapter Outline

11.1 Working with Styles Applying a Quick Style LO11.2 Work with themes Modifying a Quick Style C reating a New Quick Style Change the style set LO11.3 11.2 Working with Themes Applying a New Theme Work with the document outline LO11.4 Modifying a Theme 11.3 C h a nging the Style Set Change margins LO11.5 11.4 Working with the Document Outline Using the Navigation Pane Control pagination LOn.6 Using Outline View 11.5 C h a nging the Margins Add page numbers, headers, and footers LO11.7 11.6 Inserting a Manual Page Break 11.7 Adding Page Numbers, Headers, and Footers Create citations and a list of works cited LO11.8 Inserting Page Numbers Adding a Header and Footer Create footnotes or endnotes LO11.9 11.8 Creating Citations and a List of Works Cited Creating a New Source and Inserting a Citation Digital Briefcase Inserting a Citation to an Existing Source Editing a Citation or a Source Practice It: Practice It 11 -3—Create a Word document using styles and themes and Modifying an Existing Source work with the document outline. Generating a List of Works Cited Using the Source Manager On Your Own: On Your Own 11 -2—Modify the style set, insert page numbers, and Updating the List of Works Cited create citations. 11.9 Creating Footnotes or Endnotes Quiz: Take the practice quiz to prepare for tests. Key Terms: Review the key term flash cards (online, printable, and audio). Games: Play Beat the Clock and Memory to quiz yourself. Videos: Watch Working with Styles; Apply Quick Styles; Modify a Quick Style; Working with Themes; Change the Document's Theme; Applying Text Effects, Font Colors, and Font Styles; Modify the Theme Fonts and Colors; Creating Citations and a Bibliography; Create a New Source and Insert a Citation; and Adding Headers and Footers.

Assignment List

Classroom Project

Review Questions Quiz Yourself—Tests student understanding of formatting long documents, including working with styles, themes, document outline, margins, pagination, header and footers, citations, and footnotes.

Display a document that is formatted with headings and styles. Then demonstrate to students how to change the theme. As you change the theme, ask students to point out all the differences they notice in the document with the new theme. Do this with several themes. You can also change the theme fonts and theme colors, and then ask students to point out the differences they noted.

Practice It Practice It 11-1—Format the datafileDams with styles, change the theme, reorganize its content, add page breaks, insert footers, and create a list of citations. Discussion Questions Practice It 11-2—Format the datafileConstitution with styles, reorganize the outline, change the theme and margins, update the 1. Have you used the MLA style guide or the APA style guide citations list, and add a header. when writing a paper? Have you read a paper written in either Practice It 11-3* (online)—Create a Word document using styles of these styles? Compare the MLA style and the APA style. and themes and work with the document outline. Why are certain style guides better suited to onefieldthan another? Have you used any other style guide to write a paper On Your Own or that was used in a paper you read? What differentiated ick On Your Own 11 -1—Format the datafileLeaabtinbgyacreQ atu in g those styles from these styles? What are the pros and cons of Style, reorganize the outline, add a cover page, create a citation list, each style? Which style guide do you prefer? Why? and insert a footnote and endnote. ANSWER: With a show of hands, you can see how many On Your Own 11 -2* (online)—Modify the style set, insert page students have used or read a paper written with the MLA numbers, and create citations. style versus the APA style. Students should point out the differences between the styles. They should also mention * Additional assignments and activities available in your CourseMate site at that people in differentfieldsuse different style guides, login.CengageBrain.com. with each style guide designed to suit the needs of a specific discipline. The Modern Language Association (MLA) style is widely used in the humanitiesfield.Students should discuss the pros and cons of the different styles and Fill-in-the-Blank (5) indicate which style they prefer and why. 2. What are the three ways to open the Header and Footer 1. A(n) character style definition includes only text view? Which of these ways do youfindthe easiest to use formatting instructions. and why? Which way is the hardest to use and why? 2. A(n) reference marker is a small superscript number to ANSWER: Students should mention the three ways to the right of text that corresponds to the footnote or endnote. open Header and Footer view: (1) insert a page number 3. The margins are the blank areas at the top, bottom, left, using the Page Number button in the Header and Footer and right sides of the page between the text and the edge of group on the Insert tab; (2) double-click in the header area the page. (in a page's top margin) or in the footer area (in a page's b otom margin); or (3) click the Header button or the 4. A(n) style guide is a set of rules that describe the F o oter button on the Insert tab. They should then indicate preferred format and style for a certain type of writing. the method theyfindthe easiest and the hardest to use, 5. A(n) list of works cited isalistofsourcescitedina and explain why. document or consulted while researching a topic. 3. Have you worked with a document's outline in Word? What method did you use? Was it simple or difficult to review and reorganize the outline? ANSWER: With a show of hands, you can see how many students have used the outlining features in Word. Students should share which method they used (Navigation Pane or Outline view), and how simple they found it was to work in.

CHAPTER 1 2 Enhancing a Document Word 2010 Learning Objectives LOI2.I

Create and modify tables

Chapter Outline

12.1 Organizing Information in Tables Creating a Table Change the page orientation LOI2.2 Entering Data in a Table Selecting Parts of a Table Divide a document into sections LOI2.3 Inserting a Row or Column Deleting a Row, Column, or Table Insert and modify graphics LOI2.4 Changing Column Widths Formatting Tables with Table Styles Add WordArt LOI2.5 Aligning Tables and Text in Tables 12.2 Changing the Page Orientation Learn about wrapping text around graphics LOI2.6 12.3 Working with Document Sections Inserting a Section Break Work with columns LOI2.7 Formatting a Section Differently from the Rest of the Document Work with building blocks LOI2.8 Adding Different Headers and Footers in Sections 12.4 Inserting and Modifying Graphics Digital Briefcase Inserting Clip Art Examining a Selected Object Practice It: Practice It 12-3—Add a table and graphics to enhance a Word Resizing a Graphic document. Cropping a Photo Formatting a Picture On Your Own: On Your Own 12-2—Modify the formatting, page orientation, and 12.5 A d d ing WordArt layout and then print the document. Inserting WordArt Quiz: Take the practice quiz to prepare for tests. Formatting WordArt 12.6 W r a pping Text Around Graphics Key Terms: Review the key term flash cards (online, printable, and audio). Changing Text Wrap Properties Games: Play Beat the Clock and Memory to quiz yourself. Moving Graphics 12.7 Working with Columns Videos: Watch Working with Headings in the Navigation Pane, Create a Table, Creating Columns Formatting a Document in Sections, Insert a Section Break, Inserting Clip Art, Crop a Balancing Columns Photo, Format a Picture, and Insert WordArt. 12.8 Working with Building Blocks Creating Quick Parts Inserting Quick Parts Managing Building Blocks

rtsit www.cengage.com/4ltrpress

CLASSROOM

PROJECT

SEARCH FOR CLIP ART RELATED TO BUSINESS, AND THEN ASK FOR

Review Questions QUIZ YOURSELF—TESTS STUDENT UNDERSTANDING OF TABLES, ORIENTATION,

SUGGESTIONS TO NARROW THE RESULTS. WERE SOME KEYWORDS TOO

SECTIONS, CLIP ART AND WORDART, INLINE AND FLOATING GRAPHICS,

SPECIFIC? WERE SOME KEYWORDS TO BROAD?

COLUMNS, AND BUILDING BLOCKS. PRACTICE IT

DISCUSSION

QUESTIONS

PRACTICE IT 12-1—MODIFY A DOCUMENT BY ADDING A TABLE AND FORMATTING IT, FORMATTING THE TEXT IN COLUMNS, CHANGING THE SECTION ORIENTATION, ADDING DIFFERENT SECTION HEADERS, CLIP ART AND WORDART,

1. DISCUSS THE DIFFERENCES BETWEEN INLINE AND FLOATING

AND CREATING A QUICK PART.

GRAPHICS.

PRACTICE IT 12-2—MODIFY A DOCUMENT BY CHANGING THE MARGINS,

ANSWER: FLOATING GRAPHICS CAN BE POSITIONED ANYWHERE

FORMATTING PART OF THE DOCUMENT IN THREE COLUMNS, AND ADDING AND

IN A DOCUMENT. INLINE GRAPHICS ARE TREATED LIKE A CHARACTER

FORMATTING WORDART AND CLIP ART.

IN A LINE OF TEXT AND CAN BE POSITIONED ONLY IN A PARAGRAPH.

PRACTICE IT 12-3* (ONLINE)—ADD A TABLE AND GRAPHICS TO ENHANCE A WORD DOCUMENT.. ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ ON YOUR OWN ON YOUR OWN 12-1—MODIFY A DOCUMENT BY CREATING AND FORMATTING A TABLE, CHANGING THE ORIENTATION, ADDING AND MODIFYING WORDART AND CLIP ART, AND CREATING A QUICK PART. ON YOUR OWN 12-2* (ONLINE)—MODIFY THE FORMATTING, PAGE ORIENTATION, AND LAYOUT AND THEN PRINT THE DOCUMENT.

PARAGRAPHS CONTAINING INLINE GRAPHICS CAN BE ALIGNED IN THE SAME MANNER ORDINARY PARAGRAPHS ARE ALIGNED. 2. NAME SOME OF THE TYPES OF FORMATTING AND PROPERTIES THAT CAN DIFFER FROM ONE SECTION TO ANOTHER. ANSWER: STUDENT RESPONSES SHOULD INCLUDE ORIENTATION, HEADERS AND FOOTERS, MARGINS, COLUMNS, AND PAGE NUMBERING. 3. ASK STUDENTS TO THINK ABOUT THE TYPES OF BUILDING BLOCKS THEY WOULD FIND HANDY FOR WRITING A REPORT AND TO DESCRIBE HOW TO CREATE THEM.

CAPSTONE

ANSWER: STUDENTS SHOULD LIST ITEMS IN REPORTS THAT THEY

WORD 2010—CREATE A FLYER THAT INCLUDES WORDART AND A TABLE AND

NEED TO TYPE EVERY TIME THEY CREATE A REPORT FOR A COURSE

FORMAT IT USING THE MENU AND STYLE OPTIONS AVAILABLE IN WORD 2010.

OR A BUSINESS REASON, SUCH AS THEIR NAMES, COURSE NAMES, COMPANY NAME, ETC. TO CREATE A QUICK PART, THEY WOULD TYPE

* Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

AND FORMAT THE TEXT, CLICK THE QUICK PARTS BUTTON IN THE TEXT GROUP ON THE INSERT TAB, AND THE CLICK SAVE SELECTION TO QUICK PART GALLERY.

FILL-IN-THE-BLANK

( 5 )

1. THE TOP ROW IN A TABLE THAT CONTAINS COLUMN NAMES IS THE HEADER ROW . 2. TO FORMAT ALTERNATING ROWS IN A TABLE WITH DIFFERENT FILL COLORS, SELECT THE BANDED ROWS CHECK BOX. 3.

ORIENTATION DESCRIBES THE WAY A PAGE IS TURNED.

4. TO RESIZE A GRAPHIC, DRAG A(N) SIZING HANDLE . 5. THE PROPORTION OF AN OBJECT'S HEIGHT TO ITS WIDTH IS ITS ASPECT RATIO

prepcar Learning

C R E A T I N G E X C E L

W O R K B O> O KK

2 0 1 0

Objectives

Chapter

L O I 3 . I

Understand spreadsheets and Excel

L O I 3 . 2

Enter data in cells

L O I 3 . 3

Edit cell content

L O I 3 . 4

Work with columns and rows

L O I 3 . 5

Work with cells and ranges

L O I 3 . 6

Work with formulas and functions

L O I 3 . 7

Preview and print a workbook

Digital

A

Briefcase

Practice It: Practice It 13-3—Enter data in cells and format an Excel worksheet, working with columns, rows, and cells.

13.1

Understanding Spreadsheets and Excel Parts of the Excel Window Moving the Active Cell Switching Between Sheets Inserting and Deleting a Sheet Renaming a Sheet Moving and Copying a Sheet 13.2 Entering Data in Cells Entering Text Entering Dates and Times Entering Numbers Editing Cell Content 13.3 13.4 Working with Columns and Rows Selecting Columns and Rows Changing Column Widths and Row Heights Inserting a Column or Row Clearing and Deleting a Row or Column 13.5

Working with Cells and Ranges Selecting a Range Moving and Copying a Range Inserting and Deleting a Range Wrapping Text Within a Cell

13.6

Entering Formulas and Functions Entering a Formula Viewing Formula Results and Formulas Copying and Pasting Formulas Entering a Function Using AutoSum Previewing and Printing a Workbook Changing Worksheet Views Changing the Orientation Previewing and Printing a Workbook Viewing Worksheet Formulas Scaling a Printout

On Your Own: On Your Own 13-2—Work with formulas and functions and print an Excel worksheet. Quiz: Take the practice quiz to prepare for tests. Key Terms: Review the key term flash cards (online, printable, and audio). Games: Play Beat the Clock and Memory to quiz yourself. Videos: Watch Enter Text; Entering

Text, Numbers, and Dates; Enter Dates and Times;

Working with Columns and Rows; Change Column Widths; Insert Columns and Rows; Working with Formulas; Enter Formulas; Introducing Functions; Enter a Function, and UseAutoSum.

Outline

13.7

Assignment List

Classroom Project

Review Questions

Ask students for ideas when a workbook would be used. Using the list of questions in the On the Job box as a guide, go over the planning and analysis of one of the examples given and prepare a list of questions that need to be answered with the workbook.

Quiz Yourself—Test student understanding of Excel workbooks, entering, editing, and deleting text and data, changing column widths, and formulas and functions. Practice It

Practice It 13-1—Create and format a workbook. Build a worksheet Discussion Questions by entering, editing and formatting data and design; entering and copying formulas; using functions; and printing thefinalworkbook. Practice It 13-2—Create a worksheet in a workbook by deleting 1. Explain why Excel categorizes the telephone numbers and social security numbers as Text. and inserting rows, entering and editing text and data, adjusting ANSWER: Telephone numbers and social security numbers column widths, entering formulas and functions, renaming, are categorized as Text because they have characters in moving, and deleting sheets, and viewing and printing the final t h e m (like a dash or parentheses) and cannot be used in workbook. calculations. Practice It 13-3* (online)—Enter data in cells and format an Excel 2. Describe how the formula bar works with formulas. worksheet, working with columns, rows, and cells. ANSWER: The formula bar displays the contents of the On Your Own active cell. When the cell contains text or a number, the f On Your Own 13-1—Modify a workbook by inserting and renaming ormula bar displays the value in the cell. When the cell contains a formula, the result of the calculation appears in a sheet, inserting rows, adjusting column widths, copying and the cell, and the formula appears in the formula bar. pasting cell contents, entering data, using the AutoSum and SUM functions, and viewing and printing thefinalworkbook. 3. Describe the difference between typing the SUM function On Your Own 13-2* (online)—Work with formulas and functions using AutoSum with the SUM function. and print an Excel worksheet. ANSWER: When you use the SUM function, you need to type the cells or range whose contents you want to Additional assignments and activities available in your CourseMate site at add. When you use AutoSum with the SUM function, login.CengageBrain.com. the most likely range—usually the range immediately above or immediately to the left of the cell containing the function—is inserted after the function. Fill-in-the-Blank (5) 1

1. When part of a text entry is cut off so only as much text as fits in a cell is displayed, it is truncated . 2. A(n) cell reference indicates the column and row location of a cell. 3. A(n) range reference indicates the size and location of a range. 4. The sheet currently displayed in the workbook window is the active sheet .

5. To see the location of page breaks within the worksheet, switch to Page Break Preview .

prepcar L E A R N I N G

L O I 4 . I

F O R M A T T I N G

A

W O R K B O O K

E X C E L 2 0 1 0

O B J E C T I V E S

C H A P T E R

FORMAT TEXT, NUMBERS, DATES, AND TIME 14.1

L O I 4 . 2

OUTLINE

FORMATTING DATA IN CELLS FORMATTING TEXT

FORMAT CELLS AND RANGES

FORMATTING NUMBERS L O I 4 . 3

FORMATTING DATES AND TIMES

CREATE AN EXCEL TABLE 14.2

L O I 4 4

FORMATTING CELLS AND RANGES APPLYING CELL STYLES

HIGHLIGHT CELLS WITH CONDITIONAL FORMATTING

ALIGNING CELL CONTENT L O I 4 . 5

INDENTING CELL CONTENT

HIDE WORKSHEET DATA

MERGING CELLS L O I 4 . 6

ADDING CELL BORDERS

FORMAT A WORKSHEET FOR PRINTING

CHANGING CELL BACKGROUND COLOR USING THE FORMAT CELLS DIALOG BOX 14.3 DIGITAL

B R I E F C A S E

CREATING AN EXCEL TABLE USING BANDED ROWS SELECTING TABLE STYLE OPTIONS

PRACTICE IT: PRACTICE IT 1 4 - 3 — F O R M A T EXCEL DATA IN CELLS AND RANGES AND CREATE A TABLE.

ADDING FORMULAS TO AN EXCEL TABLE 14.4

HIGHLIGHTING A CELL BASED ON ITS VALUE

ON YOUR O W N : ON YOUR OWN 1 4 - 2 — C R E A T E AN EXCEL WORKSHEET WITH CONDITIONAL

CLEARING A CONDITIONAL FORMATTING RULE

FORMATTING AND HIDDEN WORKSHEET DATA. Q U I Z : TAKE THE PRACTICE QUIZ TO PREPARE FOR TESTS. K E Y T E R M S : REVIEW THE KEY TERM FLASH CARDS (ONLINE, PRINTABLE, AND AUDIO).

HIGHLIGHTING CELLS WITH CONDITIONAL FORMATTING

14.5

HIDING WORKSHEET DATA

14.6

FORMATTING A WORKSHEET FOR PRINTING SETTING THE PRINT AREA INSERTING AND REMOVING PAGE BREAKS

G A M E S : PLAY Beat the Clock AND Memory TO QUIZ YOURSELF.

ADDING PRINT TITLES

V I D E O S : WATCH Formatting Worksheet Cells, Format Fonts and Font Styles, Apply Cell

CREATING HEADERS AND FOOTERS

Styles, Align Cell Content, Merge and Center Cells, Working with Table Styles, Change a

SETTING THE PAGE MARGINS

Table Style, AND Highlighting Cells with Conditional Formatting (CONCEPT AND STEP-BY-

CENTERING CONTENT ON A PAGE

STEP).

Classroom Project Review Questions Quiz Yourself—Test student understanding of text formatting, number formats, cell alignment, cell styles. Excel tables styles, using formulas in Excel tables, conditional formatting, hiding rows and columns, defining the print area, and setting page breaks.

Display a worksheet with data, and then ask for student input to format the cells using direct formatting. Then show students how to create their own cell styles by clicking the Cell Style button from the Styles group on the Home tab and clicking New Cell Style. Type a name for the new cell style in the Style name box.

Practice It Practice It 14-1—Modify a workbook by formatting text, numbers, and cells, entering formulas in ranges, applying cell styles, using conditional formatting, applying table styles, entering functions in tables, changing the orientation, and creating headers and footers. Practice It 14-2—Modify a workbook by formatting dates, text, numbers, and cells, entering formulas, copying formats, using conditional formatting, changing the orientation, adding manual page breaks, repeating rows at the top of each printed page, and creating headers and footers. Practice It 14-3* (online)—Format Excel data in cells and ranges and create a table.

On Your Own On Your Own 14-1—Modify a workbook by formatting cells, text, and numbers, applying cell styles, entering formulas and functions, applying table styles, using conditional formatting, adding headers and footers, and changing the margins, orientation, page scale, and page breaks. On Your Own 14-2* (online)—Create an Excel worksheet with conditional formatting and hidden worksheet data. * Additional assignments and activities available in your CourseMate site at login. CengageBrain. com.

Fill-in-the-Blank (5) 1• 2.

Merging is combining two or more cells into one cell. A(n) Excel table is a range of data that is treated as a distinct object in a worksheet.

3. A(n) conditional formatting rule is a list of the condition, the type of formatting applied when the condition occurs, and the cell or range to which the formatting is applied. 4. The print area is the region that is sent to the printer from the active sheet. 5. The Comma Style format formats numbers by inserting a comma as a thousands separator.

Discussion Questions 1. Why is formatting useful?

ANSWER: It makes the workbook easier to read, draws attention to the points you want to make, provides continuity between worksheets, and accentuates trends and relationships in the data. 2. What are the benefits of using styles and themes? ANSWER: If you're part of a team creatingfileswith Microsoft Office, you might want to use a common style and design theme for all your projects. You can save the styles and themes as permanentfilesother members of your workgroup can use. You can save a workbook's theme as afilethat can be used in other workbooks or Office files. Microsoft Excel, Word, and PowerPoint use the same file format for their theme files. 3. How is formatting a range as an Excel table different than formatting cells individually?

ANSWER: When you format a range as an Excel table, you treat the range as a distinct object in a worksheet.

C H A P "

prepcar L E A R N I N G

W O R K I N G

W I T H

F O R M U L A S

A N D F U N C T I O N S

E X C E L 2 0 1 0

C H A P T E R

O B J E C T I V E S

LOI5.I

USE RELATIVE, ABSOLUTE, AND MIXED CELL REFERENCES IN FORMULAS

L O I 5 . 2

ENTER FUNCTIONS

15.1

O U T L I N E

USING RELATIVE, ABSOLUTE, AND MIXED CELL REFERENCES IN FORMULAS USING RELATIVE REFERENCES

L O I 5 . 3

USING ABSOLUTE REFERENCES

USE AUTOFILL

USING MIXED REFERENCES

LOI5.4

WORK WITH THE IF LOGICAL FUNCTION

L O I 5 . 5

WORK WITH DATE FUNCTIONS

15.2

ENTERING FUNCTIONS INSERTING A FUNCTION USING THE INSERT FUNCTION DIALOG BOX TYPING A FUNCTION IN A CELL

L O I 5 . 6

15.3

WORK WITH THE P M TFINANCIALFUNCTION

USING AUTOFILL USING THE FILL HANDLE CREATING A SERIES

DIGITAL

B R I E F C A S E

PRACTICE IT: PRACTICE IT 1 5 - 3 — C R E A T E AN EXCEL WORKSHEET THAT INCLUDES ABSOLUTE, RELATIVE, AND MIXED FORMULAS. ON YOUR O W N : ON YOUR OWN 1 5 - 2 — M O D I F Y WORKSHEET DATA TO INCLUDE FORMULAS AND FUNCTIONS AND PREPARE A WORKSHEET FOR PRINTING. Q U I Z : TAKE THE PRACTICE QUIZ TO PREPARE FOR TESTS. K E Y T E R M S : REVIEW THE KEY TERM FLASH CARDS (ONLINE, PRINTABLE, AND AUDIO). G A M E S : PLAY Beat the Clock AND Memory TO QUIZ YOURSELF.

VIDEOS: WATCH Understanding Cell References, Use Relative References in a Formula, Use Absolute References in a Formula, Understanding Function Syntax, Insert Functions Using the Insert Function Dialog Box, Entering Data and Formulas with AutoFill, Use AutoFill to Enter a Series, Working with Logical Functions, Insert the IF Function, Working with Financial Functions, AND Use the PMT Function to Calculate a Monthly

Payment

15.4

WORKING WITH THE IF LOGICAL FUNCTION

15.5

WORKING WITH DATE FUNCTIONS

15.6

WORKING WITH THE P M T FINANCIAL FUNCTION

ASSIGNMENT

LIST

CLASSROOM

PROJECT

Review Questions

USE FIGURE 15-8 TO INTRODUCE COMMONLY USED MATH, TRIG, AND

QUIZ YOURSELF—TEST STUDENT UNDERSTANDING OF RELATIVE, ABSOLUTE,

STATISTICAL FUNCTIONS. DESCRIBE EACH ONE AND, IF YOU HAVE TIME,

AND MIXED CELL REFERENCES, ENTERING FUNCTIONS BY TYPING, USING

GIVE AN EXAMPLE OF WHERE YOU WOULD USE EACH FUNCTION.

AUTOFILL, USING THE IF AND PMT FUNCTIONS, AND USING DATE FUNCTIONS.

Practice It PRACTICE IT 15-1—MODIFY A WORKBOOK BY USING THE TODAY FUNCTION, USING AUTOFILL TO ENTER A SERIES, USING FORMULAS WITH RELATIVE REFERENCES, AND USING THE SUM, AVERAGE, MAX, MIN, PMT, AND

1. PART OF WRITING EFFECTIVE FORMULAS IS KNOWING WHEN TO USE RELATIVE AND ABSOLUTE REFERENCES. WHEN SHOULD YOU USE EACH

IF FUNCTIONS. PRACTICE IT 15-2—MODIFY A WORKBOOK BY USING THE TODAY FUNCTION, USING AUTOFILL TO ENTER A SERIES, USING FORMULAS WITH MIXED REFERENCES, COPYING FORMULAS USING COPY AND PASTE AND USING AUTOFILL WITH MIXED REFERENCES, AND USING THE SUM, AVERAGE, MAX,

TYPE OF REFERENCE?

ANSWER: USE RELATIVE REFERENCES WHEN YOU WANT TO REPEAT THE SAME FORMULA WITH DIFFERENT CELLS. FOR EXAMPLE, IN A CUSTOMER ORDER WORKSHEET, YOU MIGHT NEED TO CALCULATE THE COST OF AN ITEM MULTIPLIED BY THE QUANTITY BEING

MIN, AND IF FUNCTIONS. PRACTICE IT 15-3* (ONLINE)—CREATE AN EXCEL WORKSHEET THAT INCLUDES ABSOLUTE, RELATIVE, AND MIXED FORMULAS.

PURCHASED. TO REPEAT THIS FORMULA FOR ALL OF THE ITEMS IN AN ORDER, YOU WOULD USE RELATIVE REFERENCES FOR THE ITEM COST AND ITEM QUANTITY. USE ABSOLUTE REFERENCES WHEN YOU WANT DIFFERENT FORMULAS TO REFER TO THE SAME CELL. FOR EXAMPLE,

On Your Own

IN A CUSTOMER ORDER WORKSHEET, YOU MIGHT NEED TO APPLY

ON YOUR OWN 15-1—MODIFY A WORKBOOK BY USING THE NOW

THE SAME SALES TAX PERCENTAGE TO EACH ORDER. YOU COULD

FUNCTION, USING AUTOFILL TO ENTER A SERIES, USING THE PMT FUNCTION,

STORE THE SALES TAX PERCENTAGE IN A WORKSHEET CELL, AND THEN

USING AND COPYING FORMULAS WITH ABSOLUTE AND RELATIVE REFERENCES,

USE AN ABSOLUTE REFERENCE TO THAT CELL IN THE FORMULA THAT

AND USING THE SUM FUNCTION.

MULTIPLIES THE ORDER TOTAL WITH THE SALES TAX.

ON YOUR OWN 15-2* (ONLINE)—MODIFY WORKSHEET DATA TO INCLUDE FORMULAS AND FUNCTIONS AND PREPARE A WORKSHEET FOR PRINTING. * Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

2. DESCRIBE THE TWO MAIN WAYS TO INSERT A FUNCTION.

ANSWER: TO ENTER A FUNCTION, YOU CAN TYPE IT IN A CELL USING THE SCREENTIPS AS A GUIDE, OR YOU CAN CLICK THE INSERT FUNCTION BUTTON IN THE FUNCTION LIBRARY GROUP ON THE FORMULAS TAB TO OPEN THE INSERT FUNCTION DIALOG BOX. 3. TO DETERMINE A MONTHLY LOAN PAYMENT, WHAT FUNCTION AND

FILL-IN-THE-BLANK ( 5 )

1. A(N)

relative

INFORMATION DO YOU NEED?

ANSWER: USE THE PMT FUNCTION TO CALCULATE THE POTENTIAL MONTHLY LOAN PAYMENT. YOU WILL NEED TO KNOW

CELL REFERENCE IS INTERPRETED IN RELATION TO THE

LOCATION OF THE CELL CONTAINING THE FORMULA. 2. TO PLACE ONE ITEM INSIDE ANOTHER, SUCH AS A FUNCTION, IS CALLED

nesting .

PAYMENT PERIOD, OR HOW OFTEN PAYMENTS ARE DUE AND INTEREST IS COMPOUNDED (USUALLY MONTHLY FOR MORTGAGES); THE LENGTH OF THE LOAN IN TERMS OF THE NUMBER OF PAYMENT

3. A SYMBOL THAT INDICATES THE RELATIONSHIP BETWEEN TWO VALUES IS

A(N) comparison operator . 4. INTEREST THAT IS EQUAL TO A PERCENTAGE OF PRINCIPAL FOR EACH PERIOD THAT THE MONEY HAS BEEN LENT IS simple Interest . INTEREST THAT IS APPLIED NOT ONLY TO THE PRINCIPAL BUT ALSO TO ANY ACCRUED INTEREST IS

THE FOLLOWING INFORMATION: THE ANNUAL INTEREST RATE; THE

compound interest .

PERIODS; AND THE AMOUNT BEING BORROWED OR INVESTED.

APTER 1 6

prepcar Learning

Inserting

E x c e l

and

F o r m a t t i n g

C h a r t s

2 0 1 0

C h a p t e r

Objectives

Outline

Create a chart

L O I 6 . I

16.1

W o r k with chart elements and

L O I 6 . 2

Creating a Chart Selecting a Data Source

the chart

Selecting a Chart Type 16.2

Modify a chart

L O I 6 . 3

Working with Chart Elements Selecting Chart Elements

Create an

L O I 6 4

exploded pie

Moving a Chart to a

chart

Different Sheet

Repositioning and Resizing a Chart 163

Create a column chart

L O I 6 . 5

Modifying a Chart Changing the Chart Style

Create a

L O I 6 . 6

Changing a Chart Layout

line chart

Positioning and Formatting a Chart Title Positioning the Chart Legend

Edit chart data

L O I 6 . 7

Working with Data Labels

Insert and

L O I 6 . 8

Insert and

L O I 6 . 9

Changing the Color of

format sparklines

modify data bars

a

1M

Creating an Exploded Pie

16.5

Creating a Column Chart

Data Series

Chart

Formatting a Column Chart Changing the Axis Scale for a Column Chart 16.6 Digital

B r i e f c a s e

Creating a Line Chart Editing the Axis Scale and

Labels in

a Line

Chart Practice It: Practice It 16-3—Create and modify different charts and

On

Your Own:

On

Your Own

16-2—Edit chart data and insert and

edit chart data.

Adding an Axis Title Adding Gridlines

modify sparklines 16.7

and data bars.

Editing Chart Data Changing a Data Value or Label

Quiz: Take the practice quiz to

Key

Terms: Review the key

Games: Play

tests.

Adding a Data Series to an Existing Chart Modifying Lines and

term flash cards (online, printable, and audio).

Beat the Clock and

Videos: Watch

prepare for

Memory

to

quiz yourself.

Creating an Excel Chart, Select Chart Elements, Move an Embedded Chart

to Another Sheet, Designing a Pie Chart, Change the Color of a Data Series, Creating a Column Chart, Format a Column Chart, Change the Axis Scale and Title, Add a Data Series to an Existing Chart, Adding Sparklines and Data Bars, and Insert and Format Sparklines.

Data Markers

16.8

Inserting and Formatting Sparklines

16.9

Inserting and Modifying Data Bars

CLASSROOM

PROJECT

REVIEW QUESTIONS

SHOW SEVERAL WORKSHEETS AND ASK WHICH TYPE OF CHART TO USE

QUIZ YOURSELF—TEST UNDERSTANDING OF DATA SOURCES AND SERIES; CHART

WITH EACH DATA SOURCE, AND ASK STUDENTS TO EXPLAIN WHY. IN

TYPES, ELEMENTS, SCALE, AND LAYOUT; SPARKLINES; AND DATA BARS.

GENERAL, PIE CHARTS SHOULD BE USED ONLY WHEN THE NUMBER OF CATEGORIES IS SMALL AND THE RELATIVE SIZES OF THE DIFFERENT SLICES CAN BE EASILY DETERMINED. IF YOU HAVE SEVERAL CATEGORIES, USE

PRACTICE IT PRACTICE IT 16-1—CREATE A PIE CHART; CHANGE THE CHART LOCATION, SIZE, LAYOUT AND STYLE; MODIFY THE CHART TITLE, LEGEND, AND DATA LABELS; CREATE A COLUMN CHART, ADD AXIS TITLES, CHANGE THE AXIS SCALE, UPDATE A CHART; INSERT A LINE CHART; AND INSERT SPARKLINES AND DATA BARS. PRACTICE IT 16-2—INSERT A PIE CHART, CHANGE THE CHARTT LOCATION AND SIZE, CHANGE THE CHART STYLE AND LAYOUT, MODIFY THE TITLE AND LEGEND.

A COLUMN OR BAR CHART. LINE CHARTS ARE BEST FOR CATEGORIES THAT FOLLOW A SEQUENTIAL ORDER, ALTHOUGH THE TIME INTERVALS MUST BE A CONSTANT LENGTH BECAUSE LINE CHARTS WILL DISTORT DATA THAT OCCURS IN IRREGULAR TIME INTERVALS, MAKING IT APPEAR THAT THE DATA VALUES OCCURRED AT REGULAR INTERVALS WHEN THEY DID NOT. PIE, COLUMN, BAR, AND LINE CHARTS ASSUME THAT NUMBERS ARE PLOTTED AGAINST CATEGORIES. IN SCIENCE AND ENGINEERING APPLICATIONS, TWO

PRACTICE IT 16-3* (ONLINE)—CREATE AND MODIFY DIFFERENT CHARTS AND

NUMERIC VALUES OFTEN NEED TO BE PLOTTED AGAINST ONE ANOTHER,

EDIT CHART DATA.

SO FOR THAT DATA, USE XY SCATTER CHARTS.

ON YOUR OWN ON YOUR OWN 16-1—CREATE AND FORMAT A CHART BASED ON THE DATA. ADD AND FORMAT A CHART TITLE, ADD APPROPRIATE AXIS TITLES, CHANGE THE

DISCUSSION

QUESTIONS

AXIS SCALE, FORMAT THE LEGEND, ADD GRIDLINES, FORMAT THE PLOT AREA, MODIFY THE DATA SERIES, UPDATE THE CHART; INSERT, RESIZE, REPOSITION, AND

HAVE STUDENTS NAME WAYS THAT CHARTS ARE ALREADY USED IN

FORMAT A PIE CHART; AND INSERT SPARKLINES AND DATA BARS.

THEIR EVERYDAY LIVES. FOR EACH TYPE NAMED, HOW DOES THE

ON YOUR OWN 16-2* (ONLINE)—EDIT CHART DATA AND INSERT AND

CHART HELP?

MODIFY SPARKLINES AND DATA BARS.

ANSWER: CHARTS AND GRAPHICS ARE OFTEN PRESENTED DURING POLITICAL DEBATES.

CAPSTONE

WHAT TIPS SHOULD YOU KEEP IN MIND FOR CREATING MORE

EXCEL 2010—CREATE A BUDGET; ORGANIZE AND FORMAT YOUR DATA; CALCULATE DIFFERENT RESULTS USING FORMULAS AND FUNCTIONS, INCLUDING THE PMT FUNCTION; INSERT CHARTS; AND FORMAT THE WORKBOOK FOR PRINTING. * Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

EFFECTIVE AND USEFUL CHARTS? ANSWER: KEEP IT SIMPLE; DO NOT CLUTTER A CHART WITH TOO MANY GRAPHIC ELEMENTS. FOCUS ATTENTION ON THE DATA RATHER THAN ON DECORATIVE ELEMENTS THAT DO NOT INFORM. LIMIT THE NUMBER OF DATA SERIES USED IN THE CHART; LINE CHARTS AND COLUMN CHARTS SHOULD DISPLAY NO MORE THAN THREE OR FOUR DATA SERIES, AND PIE CHARTS SHOULD HAVE NO MORE THAN SIX SLICES. USE GRIDLINES IN MODERATION SO YOU DON'T OBSCURE

FILL-IN-THE-BLANK

( 5 )

THE DATA BEING GRAPHED. DISPLAY DIFFERENT DATA SERIES IN CONTRASTING COLORS TO MAKE IT EASIER TO DISTINGUISH ONE SERIES

1. THE VERTICAL AXIS THAT SHOWS THE RANGE OF SERIES VALUES FROM ALL OF THE DATA SERIES PLOTTED ON THE CHART IS THE

VALUE AXIS .

2. THE HORIZONTAL AXIS THAT SHOWS THE CATEGORY VALUES FROM EACH DATA SERIES IS THE

CATEGORY AXIS .

PLACE; NOT ALL DATA IS MEANT TO BE CHARTED. IF YOU HAVE A WORKSHEET THAT SHOWS ALL THE STUDENTS AT THE SCHOOL, THEIR MAJOR, AND THEIR GENDER, WHICH CHART TYPE WOULD BEST SHOW HOW MANY STUDENTS IN EACH MAJOR ARE

3. A CHART THAT DISPLAYS DATA VALUES USING A CONNECTED LINE RATHER

than columns OR BARS is A(N) line chart . gridlines .

5 . A GRAPH THAT IS DISPLAYED WITHIN A CELL IS A(N)

FEMALE AND HOW MANY ARE MALE? ANSWER: TO SHOW THE NUMBER OF MALE STUDENTS

4. LINES THAT EXTEND THE VALUES OF THE MAJOR OR MINOR TICK MARKS ACROSS THE PLOT AREA OF A CHART ARE

FROM ANOTHER. ANALYZE WHETHER YOU NEED A CHART IN THE FIRST

SPARKLINE .

CONTRASTED WITH THE NUMBER OF FEMALE STUDENTS BY MAJOR, USE A COLUMN CHART. (TO SHOW THE NUMBER OF MALE VERSUS FEMALE STUDENTS OVERALL, USE A PIE CHART.)

17 base Creating a Database Access 2010 Chapter Outline LOI7.I

Understand database concepts

17.1 Understanding Database Concepts 17.2 Creating a Database Create a database LOI7.2 17.3 Working in Datasheet View Creating a Table in Datasheet View Work in Datasheet view LOI7.3 Saving a Table Entering Records Work withfieldsand properties in Design view LOI7.4 17.4 Working with Fields and Properties in Design View Modify a table's structure LOI7.5 Changing Field Properties in Design View Close and open objects and databases LOI7.6 Creating a Table and Setting Properties in Design View Create simple queries, forms, and reports LOI7.7 Specifying the Primary Key Saving the Table Design and Entering Compact and repair a database LOI7.8 Records 17.5 Modifying a Table's Structure Moving a Field Digital Briefcase Adding a Field Deleting a Field Practice It: Practice It 17-3—Create an Access database and modify a table's 17.6 Closing and Opening Objects and structure. Databases Closing a Table On Your Own: On Your Own 17-2—Work in Datasheet view and Design view, and Closing a Database compact and repair a database. Opening a Database Quiz: Take the practice quiz to prepare for tests. Opening a Table Moving Around a Datasheet Key Terms: Review the key term flash cards (online, printable, and audio). 17.7 Creating Simple Queries, Forms, and Games: Play Beat the Clock and Memory to quiz yourself. Reports Creating a Simple Query Videos: Watch Introduction to Database Concepts, Creating a Table in Datasheet View, Creating and Using a Simple Form Enter Records, Guidelines for Setting Field Properties, Change Field Properties in Design Creating a Simple Report View, Create a Table in Design View (concept and step-by-step), Specifying the Primary 17.8 Compacti ng and Repairing a Database Key, Defining Table Relationships, Move a Field in a Table, and Add a Field to a Table.

Visit www.cengage.com/4ltrpress

REVIEW QUESTIONS

WORK WITH STUDENTS TO SET UP A DATABASE FOR A SOFTBALL LEAGUE.

QUIZ YOURSELF—TEST STUDENT UNDERSTANDING OF DATABASE COMPONENTS,

MAKE SURE THEY CONSIDER HOW THEY WILL MAINTAIN INFORMATION

RELATIONAL DATABASE CONCEPTS, PRIMARY AND FOREIGN KEYS, DATA TYPES,

ABOUT EACH PLAYER AND ABOUT EACH TEAM. AS REQUIREDFIELDSARE

DATASHEET AND DESIGN VIEWS, AND HOW TO ENTER RECORDS, CHANGE

CONSIDERED, ASK STUDENTS TO DETERMINE EACHFIELD'SPROPERTIES.

PROPERTIES, AND CREATE SIMPLE QUERIES, FORMS, AND REPORTS.

ALSO, HAVE STUDENTS DETERMINE HOW THESE TWO TABLES WILL BE RELATED—THAT IS, THE COMMONFIELD(S)BETWEEN THEM.

Practice It PRACTICE IT 17-1—CREATE A DATABASE BY CREATING A TABLE CONTAINING FIELDS OF VARIOUS DATA TYPES AND RECORDS, MODIFY A DATABASE, AND THEN COMPACT

DISCUSSION

QUESTIONS

AND REPAIR THE DATABASE. PRACTICE IT 17-2—CREATE A DATABASE BY CREATING A TABLE CONTAINING FIELDS OF VARIOUS DATA TYPES AND RECORDS, RESIZING COLUMN WIDTHS IN THE DATASHEET, CHANGINGFIELDPROPERTIES, ADDING NEWFIELDS,ADDING DESCRIPTION PROPERTIES, AND SAVING AND CLOSING A TABLE. MODIFY A DATABASE BY MODIFYING RECORDS, MOVINGFIELDSIN THE TABLE DESIGN,

IF YOU KEY "$5,500"FOR THEFIRSTRECORD IN AFIELD,WHAT DATA TYPE WILL ACCESS ASSIGN TO THE VALUE? IF YOU ENTER THE VALUE "8/3/2010" IN AFIELD,WHAT DATA TYPE WILL ACCESS ASSIGN TO THE VALUE?

CREATING A SIMPLE QUERY, CREATING A SIMPLE FORM, ENTERING DATA USING

ANSWER: $5,500 WILL BE INTERPRETED AS THE CURRENCY DATA

THE FORM, CREATING A SIMPLE REPORT, MODIFY THE REPORT, PRINT THE

TYPE BECAUSE YOU TYPED A DOLLAR SIGN AND COMMA IN THE

REPORT, AND THEN COMPACT AND REPAIR THE DATABASE. PRACTICE IT 17-3* (ONLINE)—CREATE AN ACCESS DATABASE AND MODIFY A TABLE'S STRUCTURE.

VALUE. "8/3/2010" WILL BE INTERPRETED AS THE DATE/TIME DATA TYPE BECAUSE OF THE WAY THE NUMBERS ARE FORMATTED. WHATFIELDSWOULD YOU IDENTIFY WHEN CREATING A DATABASE OF STUDENTS WHO ATTEND YOUR SCHOOL?

On Your Own

ANSWER: FIRST AND LAST NAME, CURRENT ADDRESS, YEAR OF

ON YOUR OWN 17-1 —MODIFY A DATABASE AND CREATE A DATABASE BY

GRADUATION, DATE OF BIRTH, MAJORS, ETC.

COPYING A TABLE FROM AN OPEN DATABASE, AND THEN PASTING IT TO THE

WHAT IS THE DIFFERENCE BETWEEN THE DESCRIPTION AND THE

NEW DATABASE.

CAPTION PROPERTY VALUES? WHY DO YOU NEED BOTH?

ON YOUR OWN 17-2* (ONLINE)—WORK IN DATASHEET VIEW AND DESIGN VIEW,

ANSWER: THE DESCRIPTION PROPERTY IS A PROPERTY THAT

AND COMPACT AND REPAIR A DATABASE.

DESCRIBES AFIELDAND IS VISIBLE IN DESIGN VIEW. THE CAPTION

* Additional assignments and activities available in your CourseMate site at

IN DATABASE OBJECTS. THE DESCRIPTION PROPERTY HELPS ANYONE

PROPERTY IS A PROPERTY THAT IS USED IN PLACE OF THEFIELDNAME login.CengageBrain.com.

WORKING WITH THE DATABASE DESIGN. THE CAPTION PROPERTY HELPS ANYONE WORKING WITH THE TABLE OR OBJECTS CREATED FROM THE TABLE.

FILL-IN-THE-BLANK ( 5 )

1. THE CONTENT OF AFIELDIS CALLED THE field value . 2. AFIELDIN A TABLE THAT IS A PRIMARY KEY IN ANOTHER TABLE AND THAT IS INCLUDED TO FORM A RELATIONSHIP BETWEEN THE TWO TABLES IS

A(N) foreign key . 3. ALL THEFIELDSIN A TABLE ABOUT A SINGLE PERSON, PLACE, OBJECT, EVENT, OR IDEA; THAT IS, A ROW IN A TABLE IS A(N) record . 4. A SETTING THAT FORCES USERS TO ENTER A VALUE FOR THE PRIMARY KEY FIELD IN EVERY RECORD IN THE TABLE IS entity integrity . 5. A PRIMARY KEY THAT REQUIRES TWO OR MOREFIELDSTO UNIQUELY IDENTIFY EACH RECORD IN A TABLE IS A(N) composite key .

C H A P T E R

prepcar m Learning

LOI8.I

1 8

Maintaining and Querying a Databas< Access 201 o

Objectives

Maintain database records

Chapter

Outline

18.1 Maintaining Database Records Editing Field Values Create and run a query LOI8.2 Finding and Replacing Data Deleting a Record Modify a query LOI8.3 18.2 Working with Queries in Design View Designing a Select Query Sort and filter data in a query LOI8.4 Modifying a Query 18.3 Sorting and Filtering Data Define table relationships LOI8.5 Sorting Data Using AutoFilter to Sort Data Create a multitable query LOI8.6 Sorting Multiple Fields in Design View Filtering Data Define record selection criteria for queries LOI8.7 18.4 Defining Table Relationships Defining a One-To-Many Relationship Create a calculated field LOI8.8 Between Tables Worki ng with Related Data in Use functions in a query LOI8.9 a Subdatasheet 18.5 Creating a Multitable Query 18.6 Adding Criteria to a Query Digital Briefcase Specifying an Exact Match Using a Comparison Operator to Match a Practice It: Practice It 18-3—Create, run, and modify a query for an Access database Range of Values and then sort andfilterdata in a query. 18.7 Adding Multiple Criteria to Queries Using the And Logical Operator On Your Own: On Your Own 18-2—Define record selection criteria for queries and Using the Or Logical Operator use functions in a query. 18.8 Creating a Calculated Field Quiz: Take the practice quiz to prepare for tests. 18.9 Using Functions in a Query Using the Total Row Key Terms: Review the key term flash cards (online, printable, and audio). Creating Queries with Functions Games: Play Beat the Clock and Memory to quiz yourself. Creating Calculations for Groups of Records Videos: Watch Introduction to Queries, Design a Select Query, Defining Record Selection Criteria for Queries, Sort Multiple Fields in Design View, Filter Records by Selection, Creating a Calculated Field, Defining a One-to-Many Relationship Between Tables, Create a Query with a Comparison Operator, and Use the Total Row.

CLASSROOM

PROJECT

REVIEW QUESTIONS

SHOW A LIST OF RECORDS CONSISTING OF NAMES AND IDENTIFY THE LIST

QUIZ YOURSELF—TEST STUDENT UNDERSTANDING OF NAVIGATION AND EDIT

AS STUDENT RECORDS. ASK STUDENTS FOR SUGGESTIONS FOR DIFFERENT

MODES. QUERY DESIGN VIEW, SELECT QUERIES, QUERY DATASHEETS, SORTING

QUERIES (QUESTIONS) THEY MIGHT WANT TO ASK ABOUT THE STUDENT

RECORDS ON MULTIPLE FIELDS, FILTERING, ONE-TO-MANY RELATIONSHIPS,

DATA. THEN HAVE THEM IDENTIFY THEFIELDSTO BE INCLUDED AND THE

REFERENTIAL INTEGRITY, MULTITABLE QUERIES, QUERY CONDITIONS, EXACT

CRITERIA THAT WOULD SPECIFY WHICH RECORDS WOULD BE DISPLAYED.

MATCHES, LOGICAL OPERATORS, CALCULATIONS IN QUERIES, AND THE GROUP

IF STUDENTS HAVE TROUBLE GETTING STARTED, GIVE THEM ONE OF THE

BY OPERATOR.

FOLLOWING EXAMPLES: •

PRACTICE IT

A LIST OF STUDENTS WHO ARE FROM A PARTICULAR STATE

•

A LIST OF STUDENTS WITH A GPA OF 3.0

PRACTICE IT 18-1—MODIFY A DATABASE BY SEARCHING SPECIFIC CRITERIA;

•

A LIST OF STUDENTS WITH A GPA UNDER 2.0

EDITINGFIELDVALUES; CREATING, RUNNING, AND MODIFYING QUERIES;

•

A LIST OF STUDENTS WHO ARE MATH MAJORS

CREATING ONE-TO-MANY RELATIONSHIPS; ADDING QUERY CONDITIONS; CREATING CALCULATIONS IN QUERIES; AND USING THE GROUP BY OPERATOR. PRACTICE IT 18-2—MODIFY A DATABASE BYFINDINGSPECIFIC RECORDS, EDITINGFIELDVALUES, CREATING ONE-TO-MANY RELATIONSHIPS, DELETING

DISCUSSION

QUESTIONS

RELATED RECORDS IN SUBDATASHEETS, CREATING AND RUNNING QUERIES, SORTINGFIELDSIN QUERIES BY MULTIPLEFIELDS,MODIFYING QUERIES, ADDING QUERY CONDITIONS, AND ADDING CALCULATIONS TO QUERIES.

1. WHAT IS THE DIFFERENCE BETWEEN A QUERY DATASHEET AND A TABLE DATASHEET?

PRACTICE IT 18-3* (ONLINE)—CREATE, RUN, AND MODIFY A QUERY FOR AN

ANSWER: ALTHOUGH A QUERY DATASHEET LOOKS JUST LIKE A

ACCESS DATABASE AND THEN SORT ANDFILTERDATA IN A QUERY.

TABLE DATASHEET AND APPEARS IN DATASHEET VIEW, A QUERY DATASHEET IS TEMPORARY, AND ITS CONTENTS ARE BASED ON THE CRITERIA YOU ESTABLISH IN THE DESIGN GRID. IN CONTRAST, A TABLE

ON YOUR OWN ON YOUR OWN 18-1—MODIFY A DATABASE BY CREATING ONE-TO-MANY RELATIONSHIPS, ENFORCING REFERENTIAL INTEGRITY,FINDINGSPECIFIC RECORDS, EDITINGFIELDVALUES, CREATING AND RUNNING QUERIES, SORTINGFIELDSIN QUERIES, APPLYINGFILTERS,ADDING CALCULATIONS TO QUERIES, MODIFYING

DATASHEET SHOWS THE PERMANENT DATA IN A TABLE. HOWEVER, YOU CAN UPDATE DATA WHILE VIEWING A QUERY DATASHEET, JUST AS YOU CAN WHEN WORKING IN A TABLE DATASHEET OR FORM. 2. WHY SHOULDN'T YOU STORE VALUES THAT ARE PRODUCED BY

QUERIES, ADDING CONDITIONS TO QUERIES, AND COPYING QUERIES.

CALCULATEDFIELDSAS SEPARATEFIELDSIN A DATABASE TABLE?

ON YOUR OWN 18-2* (ONLINE)—DEFINE RECORD SELECTION CRITERIA FOR

ANSWER: IF YOU STORE THE RESULTS OF A CALCULATED FIELD

QUERIES AND USE FUNCTIONS IN A QUERY..

IN A TABLE AND THE DATA PRODUCED BY THE CALCULATED FIELD BECOMES OUTDATED, YOU WOULD HAVE TO UPDATE THE RECORDS

* Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

IN THE TABLE DATASHEET WITH THE CURRENT DATA. INSTEAD, CREATE A QUERY THAT INCLUDES A CALCULATEDFIELDTO PERFORM THE CALCULATION YOU WANT. THEN, EVERY TIME YOU OPEN THE QUERY, THE CALCULATION IS PERFORMED AND THE RESULTING QUERY

FILL-IN-THE-BLANK

( 5 )

DATASHEET REFLECTS THE MOST CURRENT DATA. 3. WHEN YOU USE AUTOFILTER TO SORT DATA, IS THE SORT

1. AFIELDTHAT DISPLAYS THE RESULTS OF AN EXPRESSION IS A(N)

PERMANENT? ANSWER: IT IS NOT PERMANENT UNLESS YOU SAVE THE

CALCULATED FIELD . 2. AN OPERATOR USED TO COMBINE TWO OR MORE CONDITIONS IS A(N)

DATASHEET AFTER THE DATA IS SORTED.

LOGICAL OPERATOR . 3. A RECORD IN A SELECTED TABLE THAT HAS NO MATCHING RECORD IN THE PRIMARY TABLE IS A(N)

ORPHANED RECORD .

4. A SET OF RESTRICTIONS PLACED ON RECORDS IN AN OPEN DATASHEET OR FORM TO TEMPORARILY ISOLATE A SUBSET OF THE RECORDS IS A(N) FILTER . 5. A DATASHEET IN WHICH RECORDS FROM A RELATED TABLE ARE DISPLAYED IN THE PRIMARY TABLE IS A(N)

SUBDATASHEET .

r www.cengage.com/4ltrpress iitional materials to enhance your!

P T E R

B Learning

Creating F o r m s and Repor Access 2010

Objectiues

LO19.1

Create a form using the Form Wizard

LO19.2

Modify a form's design in Layout view

LO19.3

Find data using a form

LO194

Create a form with a main form and a subform

LO19.5

Preview and print selected form records

LO19.6

Create a report using the Report Wizard

LO19.7

Modify a report's design in Layout view

Digital

Briefcase

Practice It: Practice It 19-3—Create a report using the Report Wizard and modify report design in Layout view. On Your Own: On Your Own 19-2—Create a form with a main form and a subform and then print form records. Quiz: Take the practice quiz to prepare for tests. Key Terms: Review the key term flash cards (online, printable, and audio). Games: Play Beat the Clock and Memory to quiz yourself. Videos: Watch Creating a Form Using the Form Wizard (concept and step-by-step). Applying a Theme to a Form (concept and step-by-step), Add a Picture to a Form, Creating a Form with a Main Form and a Subform (concept and step-by-step), and Creating a Report Using the Report Wizard (concept and step-by-step).

Classroom

Project

Refer students to Exhibit 19-2, and then display reports formatted w i t h each layout

and ask for opinions on w h e n it would be best to use each one.

Chapter

Outline

19.1 Creating a Form Using the Form Wizard 19.2 Modifying a Form's Design in Layout View Applying a Theme to a Form Changing the Form Title's Text and Appearance Adding a Logo to a Form Changing the Lines on a Form 19.3 Finding Data Using a Form Searching for a Partial Value Searching with Wildcards Maintaining Table Data Using a Form 19.4 Creating a Form Based on Related Tables Creating a Form with a Main Form and a Subform Modifying a Main Form and Subform in Layout View Displaying Records in a Main Form and a Subform 19.5 Previewing and Printing Selected Form Records 19.6 Creating a Report Using the Report Wizard Creating a Report Previewing a Report 19.7 Modifying a Report's Design in Layout View Changing a Report's Appearance Resizing Fields and Field Values on a Report Using Conditional Formatting in a Report Printing a Report

Assignment List Review Questions Quiz Yourself—Test student understanding of how to use the Form Wizard, apply a theme to a form, use controls and wildcard characters, use forms, use the navigation buttons, print the record currently displayed in a form, explain detail records, resize a field on a report, and apply conditional formatting to a report or form.

Practice It Practice It 19-1—Modify a database by using the Form and Report Wizards to create forms, main forms and subforms, and reports, applying themes, modifying titles, inserting a logo, changing the line type for the field value boxes, resizing field values boxes, update a table using the form and the Find command, creating a form and subform, resizing columns, applying conditional formatting, and then previewing and printing a report. Practice It 19-2—Modify a database by using the Form and Report Wizards to create forms, main forms and subforms, and reports, applying themes, modifying titles, update a table using the form and the Find command, creating a form and subform, inserting a logo, changing the line type for thefieldvalue boxes, resizing field values boxes, resizing columns, applying conditional formatting, and then previewing and printing a report. Practice It 19-3* (online)—Create a report using the Report Wizard and modify report design in Layout view.

On Your Own On Your Own 19-1—Use the Form and Report Wizards to create main forms and subforms, and reports; apply themes, and modify titles; update a table using the form and the Find command, create a form and subform, insert a logo, change the line type for the field value boxes, resizefieldvalues boxes, resize columns, apply conditional formatting, and then preview and print a report. On Your Own 19-2* (online)—Create a form with a main form and a subform and then print form records.

Capstone Access—Create a database that tracks data, includes tables with mixed data types, specifies a primary key, and defines one-to-many relationships; create single and multitable queries with sorting and filtering, calculatedfields,functions, forms, reports, and conditional formatting; and compact and repair the database. * Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

Fill-in-the-Blank (5) 1 • An item on a form or other database object that you can manipulate to modify the object's appearance is 2.

a(n) control . A(n) wildcard character

is a placeholder you use when you know only part of a value or when you want to start or end with a specific character or match a certain pattern.

3. The Access feature that guides you through the process of creating a form in a step-by-step process is the

Form Wizard .

4. A set of controls grouped together in a form or report so that you can manipulate the set as a single control is

a(n) control layout .

5. The Access feature that guides you through the process of creating a report in a step-by-step process is the

Report Wizard . Discussion Questions 1. What are the benefits of using the Form Wizard? ANSWER: The Form Wizard allows you to choose some or all of thefieldsin the selected table or query, choose fields from other tables and queries, and display the selected fields in any order on the form. You can also apply an existing style to the form to format its appearance. 2. When you design a form, why is it important to accommodate the needs of the people using the form? ANSWER: A form that is visually appealing makes the database more user-friendly and can improve the readability of the form, thereby helping to prevent errors in data entry. Also, if a form in a database mimics a paper form that users will enter data from, the form in the database should have the samefieldsin the same order as those on the paper form, it will enable users to tab easily from onefieldto the next in the database form to enter the necessary information from the paper form. 3. What is the importance of displaying a report in Print Preview?

ANSWER: Displaying a report in Print Preview gives you a chance tofindany formatting problems or other issues so that you can make any necessary corrections and determine where the pages will break so that the final printed output looks exactly the way you want it to before printing the report.

P o w e r P o i n t

M

Learning

2010

C h a p t e r

Objectives

Outline

Create a presentation

L O 2 0 . 1

20.1

Rearrange and

L O 2 0 . 2

delete text and

Creating a Presentation Creating a Title Slide

slides

Adding a New

Run

L O 2 0 . 3

Slide and

Choosing a Layout

Moving Between Slides in

a slide show

Normal View

Working with Bulleted Lists

Add

L O 2 0 . 4

Using AutoFit

animations

Changing Themes

Add

L O 2 0 . 5

Modifying Text and

transitions

Levels in

Add

L O 2 0 . 6

20.2

speaker notes

Changing Bullet

the Outline

Rearranging Text and

Tab

Slides, and

Deleting Slides

Add

L O 2 0 . 7

footers and

headers to slides and

Moving Bulleted Items

handouts

Rearranging Slides

Preview and

L O 2 0 . 8

Deleting Slides

print a presentation

20.3

Running a Slide Show Using Slide Show View Using M i n i Slide Show View

Digital

Briefcase

Using Reading View

20.4 Practice It: Practice It 20-3—Create a animations and

On

Your Own:

PowerPoint presentation that includes

Animating Slide Titles

transitions.

On

speaker notes and

Your Own

Adding Animations

Using the Animation Painter

20-2—Modify a

handouts, and

Animating Bulleted Lists

PowerPoint presentation, prepare

Removing an Animation

print a presentation.

Modifying the Start Timing of Quiz: Take the practice quiz to

Key

Terms: Review the key

Games: Play

tests.

term flash cards (online, printable, and

Beat the Clock and

Videos: Watch

prepare for

Memory

to

an

Animation

Modifying the Order of Animations

audio).

quiz yourself.

20.5

Adding Transitions

20.6

Adding Speaker Notes

20.7

Adding Footers and

Add Text to Text Placeholders, Adding a New Slide and Choosing a

Headers

Inserting Footers, Slide Numbers, and the

Layout, Create New Slides and Change the Layout, Change the Theme, Editing Text in

Date on

the Outline Tab, Modify Text in the Outline Tab, Animating Text, Animate the Slide Titles,

Inserting Headers and Footers on

Adding Transitions, and Add Transitions to the Slides.

Pages and 20.8

Slides Notes

Handouts

Reviewing, Previewing, and

Printing a

Presentation Checking and Reviewing a Presentation Opening the Print

Tab

Printing Full Page Slides Printing Handouts Printing Notes Pages Printing the Presentation as an

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Outline

ASSIGNMENT

LIST

CLASSROOM

REVIEW QUESTIONS

Quiz Yourself—Test student understanding of the parts of the PowerPoint program window, placeholders, PowerPoint views, transitions and animations, footers, speaker notes, and ways to print a presentation.

Practice It 20-1—Create a presentation by adding new slides and bulleted items. Modify a presentation by changing the theme, rearranging bulleted items and slides, animating slide titles and bulleted lists, applying transitions, adding speaker notes and footers on the slides and notes and handouts, checking the spelling, viewing the slide show, and the printing the presentation in several ways. Practice It 20-2—Modify a presentation by adding text and deleting slides, adding speaker notes, rearranging bulleted items and slides, animating slide titles and bulleted lists, applying transitions and transitions, adding footers on the slides, checking the spelling, viewing the slide show, and the printing the presentation in several ways. Practice It 20-3* (online)—Create a PowerPoint presentation that includes animations and transitions. On Your Own On Your Own 20-1—Modify a presentation by adding text, changing the theme, changing the theme fonts, adding speaker notes, rearranging text and slides, applying animations, applying transitions with sound, adding footers, checking the spelling, viewing the slide show, and the printing the presentation in several ways. On Your Own 20-2* (online)—Modify a PowerPoint presentation, prepare speaker notes and handouts, and print a presentation. * Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

FILL-IN-THE-BLANK

Demonstrate using the Outline tab how to create a basic outline of a popular movie or book. Demonstrate demoting and promoting items.

DISCUSSION

PRACTICE IT

( 5 )

1 • A(n) text box is a container that holds text. 2. A subparagraph in a bulleted list is a(n) subbullet . 3. Moving an item to a higher level in an outline is called promoting the item. 4. A special effect to an object that makes the object move or change is a(n) animation . 5. A printout of the slides in a presentation is a(n) handout

PROJECT

QUESTIONS

1. What are the best uses for each PowerPoint view? ANSWER: Normal view allows you to work with specific items and the layout on each slide. Normal view also allows you to work with the presentation outline. Slide Sorter view allows you to work with all the slides in the presentation and rearrange them easily. Slide Show view, Reading view, and Mini Slide Show view allow you to view the presentation as a slide show and see animations and transitions. 2. Discuss the various ways to advance slides manually in a slide show presentation. ANSWER: To move forward in a slide show, click the left mouse button; press the Spacebar, the Enter key, the Left Arrow key, or the Page Down key; right-click, and then click Next on the shortcut menu; click the Next Slide button on the Slide Show toolbar. To move backward in a slide show, press the Right Arrow key or the Page Up key; right-click, and then click Previous on the shortcut menu; click the Previous Slide button on the Slide Show toolbar. 3. Should you always provide handouts for a presentation? Why or Why not? ANSWER: Because audience members might start reading the handouts while you are speaking, it might not always be a good idea or necessary to pass out handouts.

prepcar Learning

Enhancing a Presentation P o w e r P o i n t

Chapter

Objectives

LO21.I

Work with slide masters 1

21.1

Insert graphics

LO2I.3

Create SmartArt diagrams

LO2I.4

Customize animations by changing options

LO2I.5

Add video to a slide

LO2I.6

Add sound to a presentation

LO2I.7

Broadcast a presentation

21.2

media, and animations. On Your Own: On Your Own 21-2—Create a slide master and broadcast a PowerPoint presentation.

21.3

Creating SmartArt Diagrams Creating a SmartArt Diagram Modifying a SmartArt Diagram Formatting a SmartArt Diagram

21.4

Changing Animation Options Changing the Effect Options Changing the Speed of Animations Adding Video

21.5

Quiz: Take the practice quiz to prepare for tests. Key Terms: Review the key term flash cards (online, printable, and audio). Games: Play Beat the Clock and Memory to quiz yourself. Videos: Watch Understanding Graphics, Add a Graphic from a File, Draw a Shape on a Slide, Formatting Objects, Format Drawings and Pictures on Slides, Creating a Broadcasting a Presentation,

21.6

and

Broadcast a Slide Show.

21.7

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Inserting Graphics Inserting a Picture from a File Drawing a Shape Adding Text to a Shape Formatting Graphics

Practice It: Practice It 21-3—Enhance a PowerPoint presentation using graphics,

(concept and step-by-step),

Working with Slide Masters

Deleting a Graphic from the Slide Master Inserting Clip Art in the Slide Master Closing Slide Master View Modifying the Slide Background

Briefcase

SmartArt Diagram

Outline

Working in Slide Master View Modifying Elements on the Slide Master Modifying Text Placeholders in the Slide Master

L02I.2

Digital

2010

Inserting a Video in a Slide Formatting a Video Changing Video Playback Options Trimming a Video Setting a Poster Frame Adding Sound Inserting a Sound Clip Changing Playback Options for a Sound Broadcasting a Presentation Starting a Broadcast Inviting People to a Broadcast Broadcasting a Slide Show

Assignment List Review Questions Quiz Yourself—Tests student understanding of slide masters, inserting photos, shapes, and SmartArt diagrams, animation customization, inserting and formatting video and audio clips, and broadcasting the presentation.

Practice It Practice It 21-1—Modify a presentation to include clip art, a rectangle, a picture, a video, and an audio clip. Format the objects inserted and adjust the playback settings of the video and audio clips. Add and customize animation to the SmartArt diagram. Modify the slide master by repositioning placeholders. Finally, broadcast the presentation. Practice It 21-2—Modify a presentation by modifying the font and font size of text on the slide master, and repositioning placeholders on the slide master. Insert a video and an audio clip, and then modify the playback settings. Add a rectangle with text and insert clip art and apply an effect. Apply styles to the objects on the slides. Convert a bulleted list to a SmartArt diagram, modify the diagram, apply an animation to the diagram, and then customize the animation. Finally, broadcast the presentation. Practice It 21-3* (online)—Enhance a PowerPoint presentation using graphics, media, and animations.

On Your Own On Your Own 21-1—Modify a presentation to include slides with clip art and lettered lists. Add rectangles with and without text. Add animation to shapes, and then customize the animations by setting triggers. Modify the Slide Master by repositioning placeholders. On Your Own 21-2* (online)—Create a slide master and broadcast a PowerPoint presentation.

Capstone PowerPoint 2010—Plan and create a presentation; include bulleted lists, graphics, and a SmartArt diagram. Add transitions and animations that support the theme and then review and rehearse the presentation. * Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

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Classroom Project Display a simple bulleted list and convert it to several types of SmartArt diagrams. If Internet service is available, look at other diagrams available on Office.com. Ask students to suggest uses for each type of SmartArt diagram that you show.

Fill-in-the-Blank (5) 1. The image that appears before a video starts playing is

the poster frame (or preview frame) .

2. When you send a presentation to a special Microsoft server so that other people can watch the slide show in real time using a browser, you are broadcasting the presentation. 3. To change the direction of an animation, use the

Options

Effect

button.

4. If you change the duration of an animation, you change its 5.

speed . A(n) handouts master

is a slide master that contains the elements that appear on all the printed handouts.

Discussion Questions 1. Why is it important to make changes to the design of a presentation in the Slide Master?

ANSWER: Students might mention that it is important that slides have a consistent look; it saves time because you need to make formatting changes only once; and content that you want to appear on every slide needs to be inserted only once. 2. Would it ever be a good idea to create a presentation with no bulleted lists and only graphics, video, and audio? ANSWER: Students might mention that if the presenter is explaining things, visuals to support the explanation will help the audience remember it better; if there are no bulleted lists, the audience will listen to the presenter rather than read the words on the screen; and some information doesn't lend itself to bullet points. 3. Discuss some of the shortcomings of broadcasting a presentation.

ANSWER: Students might mention the lack of audio for a broadcast; the fact that only the Fade transition is supported; movies are not played; some animations do not work as expected.

prepcar Learning

Integrating W o r d , Excel, Access, and PowerPoint Integration Chapter

Objectives

L022.I

Understand object linking and embedding (OLE)

L022.2

Import and export data

L022.3

Use the Object command to insert text from a file

L022.4

Copy and paste among Office programs

L022.5

Create PowerPoint slides from a Word outline

L022.6

Create Form Letters with Mail Merge

Digital

Briefcase

Practice It: Practice It 22-3—Create an embedded Excel chart in a Word document and PowerPoint presentation and import Excel data into an Access table. On Your Own: On Your Own 22-2—CUse a Word outline to create a PowerPoint presentation and link Excel data to a slide. Quiz: Take the practice quiz to prepare for tests. Key Terms: Review the key term flash cards (online, printable, and audio). Games: Play Beat

the Clock and Memory

Videos: Watch Create an Embedded

to quiz yourself.

Excel Chart in a Word Document, Object Linking

and Embedding, Link Excel Worksheet Data to a PowerPoint Slide, Update Linked Objects, Edit the Linked Object When the Destination Files are Closed, Using Excel Data in Access, Import an Excel List to a Table in a New Database, Linking an Excel Chart to a PowerPoint Presentation, and Select the Main Document and Data Source for the Mail Merge.

Outline

22.1 Object Linking and Embedding Creating an Embedded Excel Chart in Word or PowerPoint Embedding a Chart Created in an Excel Worksheet in Word or PowerPoint Editing an Embedded Excel Chart in Word or PowerPoint Linking an Excel Chart to Word or PowerPoint Linking Excel Worksheet Data to Word or PowerPoint Updating Linked Objects When the Destination File Is Open Updating Linked Objects When the Destination File Is Closed 22.2 Importing and Exporting Data Importing a List into an Access Table Exporting Access Data to a Word File 22.3 Using the Object Command in Word, Excel, and PowerPoint 22.4 Copying and Pasting Among Office Programs 22.5 Creating PowerPoint Slides from a Word Outline 22.6 Creating Form Letters with Mail Merge Selecting a Main Document and Data Source Inserting the Merge Fields Previewing the Mail Merge and Checking for Errors Finishing the Mail Merge

Assignment List Review Questions Quiz Yourself—test student understanding of object linking and embedding, importing data to and exporting data from Access, using the Object command, copying and pasting between programs, creating PowerPoint slides from a Word outline, and mail merge.

Practice It Practice It 22-1—Modify a document by embedding and formatting Excel charts. Link an Excel chart to a PowerPoint data file, and then update the data. Import Excel data to an Access database, create a query, and then export the query results to a Rich Text File. Import a Word outline to a PowerPoint file. Finally, create a form letter. Practice It 22-2—Embed an Excel chart in a PowerPoint presentation. Create an Access database, table, and query, and then export the query results to a Rich Text File. Create PowerPoint slides from a Word outline, and then embed the Rich Text File as a table in a slide. Practice It 22-3* (online)—Create an embedded Excel chart in a Word document and PowerPoint presentation and import Excel data into an Access table.

On Your Own On Your Own 22-1—Copy an Excel chart and then use the Paste command to link it to a slide, and then update the data. Copy the linked chart, link it to a Word document, and then update the link. Import Excel data to an Access database, create four queries, and then copy the query results to the Office Clipboard. Paste the query results into PowerPoint slides. Finally, create a form letter. On Your Own 22-2* (online)—Use a Word outline to create a PowerPoint presentation and link Excel data to a slide. f

Additional assignments and activities available in your CourseMate site at login.CengageBrain.com.

Classroom Project Ask students to change the fill and border color of an embedded chart, and then explain what happened. They should be able to explain that the chart is an object and is treated like other objects when you apply afilland border color.

Fill-in-the-Blank (5) 1. When you create PowerPoint slides from a Word outline, paragraphs formatted with the Heading I style become the

titles of new slides . 2. A textfileformat that preserves the formatting and layout of data is Rich Text File . 3. Afieldthat contains instructions to be replaced with the variable information that changes from one letter to

another is a(n) merge field . 4. A(n) data source is afilethat contains the variable information for form letters. 5. The Address Block mergefieldinserts thefirstname, last name, company, and addressfieldsfrom a data source.

Discussion Questions 1. Ask students to think of examples for when they might use embedding and for when they might use linking. ANSWER: For embedding, students should give examples of objects that do not need to be updated in both the source and destinationfiles.For linking, students should give examples of data that will change in the source file and the current data needs to appear in both files. 2. Why might you want to break a link? What happens if you receive afilethat has a broken link?

ANSWER: Students should describe situations such as sending afileto a friend or colleague or copying afileto another computer. If a received file has a broken link, they don't really need to do anything except click through the dialog boxes; however, they should verify that the data in the linked object is current. 3. Ask students to explain the difference between the Paste Options button and the Paste Special dialog box. When should you use each?

ANSWER: Students should be able to explain that the Paste Special dialog box opens when you click the Paste button arrow, and then click Paste Special; that the Paste Options button appears after you paste something; and that the same buttons that appear on the Paste Options button menu appear on the Paste button menu. Although the Paste Special dialog box contains options not available as a Paste option, usually the appropriate option will appear on the Paste button or Paste Options button menu. Ultimately, students should explain that if they don't get the results they want from one method, they should try the other.

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