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Part 1. Using Common Office Features > Task 2 How to Navigate Office Applicatio...

Task 2 How to Navigate Office Applications

All the Office programs share a common look and feel. After you've learned your way around one program, you can easily recognize common elements in the other programs. When you first open a program (with the exception of Outlook and Access), a new file automatically appears onscreen, ready for you to start work. The document is surrounded by tools to help you work with the program. Many of the tools that appear onscreen in an Office program can be hidden to free up window workspace. If you're new to Office, take a few moments to familiarize yourself with the various window elements presented in this task.

  1. View the Window Controls

    The program window opens along with a blank document window. Usually, both windows are maximized—the program window fills the whole screen, and the actual document window fills the program window. (When both are maximized, two Restore buttons—one for each window—are displayed in the upper-right corner.) If your program window isn't maximized, click its Maximize button.

  2. View the Title and Status Bars

    The title bar tells you what is in the window. When the document window is maximized, it shares the title bar with the program window, so the title bar contains both the name of the program (such as Microsoft Word) and the filename. At the bottom of the program window, the status bar displays pertinent information about the file, such as the current page number.

  3. View the Menu Bar

    The menu bar contains menus, which in turn contain all the available program commands. All the tasks you need to perform in an application are available through menu commands. To use these menu commands, click the menu's name to display it and then click the command you want.

  4. View the Toolbars

    Every Office program displays at least one toolbar; several programs have two or more toolbars by default. Toolbars contain shortcut buttons for frequently used commands, such as open, save, print, and undo. To activate a toolbar button, click it. To see a button's name, hover the mouse pointer over the button for a moment and a ScreenTip appears. (Learn all about customizing toolbars in Task 5, "How to Customize Toolbars.")

  5. View the Work Area and Scrollbars

    The work area is where you work with data in a file. Each program's work area varies, but typically it takes up the middle of the screen. This work area may include vertical and horizontal scrollbars, which allow you to view different portions of the file. Click the arrows on the scrollbars or drag the scroll box to move the file in the appropriate direction. Use the Previous Page and Next Page buttons at the bottom of the vertical scrollbar to jump quickly from one part of the file to the next.

  6. View the Task Pane

    A new feature in this version of Microsoft Office is the task pane (not used in Outlook). This pane appears as a separate window on the right side of the program window. It has links to common program tasks, such as opening an existing file or starting a new file, and it provides quick access to common commands. To learn more, see Task 3, "How to Work with the Task Pane."



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