HOW TO OFFICE 2000 WORKS FOR YOU CHAPTER 4″ At the top of each application, the window is a title bar that contains three buttons: Minimize, Maximize or Restore, and Close. Use these buttons to change the size of the window or to close the window itself.
When you’re working in an application, you’ll usually want to maximize it. Before you switch to something else, minimizing the first application will free up system resources, making more memory available.
Office 2000 employs a new paradigm for managing open windows, called SDI or Single Document Interface. First introduced in Outlook 97, SDI essentially means that each document window operates independently of the application.
The biggest advantage of SDI is that every open document appears on the Windows Taskbar; each appears with the appropriate application icon. This makes it much easier to switch between documents without having to access the Window menu to see what’s open.
The downside is that having two open documents looks the same as having more than one session of an application running.
APPLICATIONS OF DOCUMENT:-
When you only have one document open in an application, a document Close button appears at the right end of the menu bar beneath the application Close button on the title bar. Clicking the document Close button closes the document but leaves the application running.
With SDI, when you have multiple documents open in the same application, there is no document Close button. Clicking the Close button on the title bar does not close the application-it only closes the active document, leaving the application running for the other open documents.
SDI is on by default in Word and off by default in Excel. To turn it on in Excel, choose Tools > Options View and check the Windows In Taskbar box.
THE DOCUMENT WINDOW:-
In each application, your work area is known as the document window. Here you’re surrounded by the tools you need to get the job done: scroll bars to move the display, a status bar to keep you informed of an operation’s progress, and the command bars at the top of the screen to access all the program’s features.
Here are two types of com. mand bars: menu bars and toolbars. The menu bar organizes the features into categories. File, Edit, Help, etc. Clicking on any of the categories opens up a list (a menu) of related features for you to choose from.
Many of the menu bar options open dialog boxes that allow you to set several options at once related to the feature you choose- all the print options, all the font settings, etc. Ellipsis characters (…) identify a menu option that displays a dialog box.
The keystrokes listed to the right of a menu item are for shortcut keys; see “Accessing Commands in Other Ways” later in this chapter for information on shortcut keys. Toolbars are the command bars with graphical buttons located below the menu bar.
Toolbars make many of the most commonly used features only one click away. In-Office 2000 the menu bar displays little buttons to identify those features that are also located on a toolbar. You’ll use toolbars when you want a shortcut to a common feature and the menu bar when you want to see all the options related to a feature.
Personalized Toolbars and Menu Bars Adapt to Your Work Habits:-
Menu bars and toolbars are now designed to adapt to the way you use Office applications. Menus, such as the one shown in Figure 1.10, collapse to display only commonly used commands until you choose to expand them to see the full list of options
Some buttons that were previously available on the Standard and Formatting toolbars are not displayed, so that both toolbars can occupy a single row. To access a button that is not visible, click the More Buttons button located on the right end of each of the two toolbars.
This opens a menu, shown in with additional button choices. find the button you are looking for, click it to activate the command and When you move the button to the active toolbar. Most often, this will replace some other button you haven’t used in a while.
There are approximately 20 buttons visible at any given time, but this number varies depending on the width of the buttons you have selected. You’ll find buttons that were replaced on the More Buttons menu the next time you need them.
Although this may take a little getting used to, after a while, you’ll find most of the buttons you use regularly displayed on your toolbars.
ADDING TOOLBAR BUTTONS IS A SMAP:-
If you find there is a button you are looking for that isn’t available on the toolbar or the More Buttons menu, click the More Buttons button and click Add or Remove Buttons.
Any button that is checked is currently displayed on either the toolbar or the More Buttons menu. Check any button to move it to the active toolbar For more about customizing toolbars and menu bars.
ACCESSING COMMANDS IN OTHER WAYS:-
If toolbars and menu bars aren’t enough, you can also execute commands from context-sensitive shortcut menus (sometimes informally called context menus) or by using short- cut keys.
to copy selected text in any application, you can use any of these techniques.
- Click the Copy button on the Standard toolbar (if it’s visible) or choose the Copy button from More Buttons if it is not.
- Choose Edit Copy from the menu bar.
- Right-click on the selected text and then choose Copy from the menu that appears.
- Hold Alt and press E to open the Edit menu, then press C to select the Copy command.
- Hold Ctrl and press C.
That the Copy button and the keyboard shortcut are both shown on the Copy menu selection, so you can use the menu bar to help you identify quicker ways to access features you commonly use.
ToolTips provide additional help with commands. If you’re uncertain which toolbar button to use, point to the button and hover for a moment; a ToolTip will appear, showing the button’s name.
ScreenTips are a similar feature, appearing with other screen elements; for example, when you scroll through a PowerPoint presentation, a ScreenTip shows your current slide number.
To access different shortcut menus, right-click on various parts of the document or application window. The menu options vary depending on where you are clicking.
Even though there is usually more than one way to complete a task, no single method is always more efficient than another. If,
You’re completing a series of tasks that use the mouse, it’s most efficient to use the toolbar or context menu rather than take your hand off the mouse, hold Ctrl, and press a letter.
To be a proficient user, you’ll want to learn different methods that support the way you create documents in Office 2000. If you don’t have prior experience with the newer Windows applications, experiment with the context menu-it’s a speedy shortcut in many situations.
THE OFFICE ASSISTANT:-
The Office Assistant is Microsoft’s “social help interface” for Office 2000. Modified significantly from Office 97, the Office Assistant is now a separate application called an agent, which, like SDI windows, operates independently of the open application.
The Office Assistant crosses all applications and provides help for specific features of each application. You can choose from several Assistants from the Assistant Options. Each has its own “personality.” The Assistant will offer help the first time you work with a
Feature or if you have difficulty with a task. Sometimes the offer is subtle; in Figure 1.12, the light bulb over Clippit, one of the characters you can select, means that you can click the Assistant to receive a tip that could save you time and energy
Other offers of help are a bit more intrusive. If, for example, you open a wizard, the Office Assistant pops up to ask if you’d like help with the feature. After you’ve worked with Office 2000 for a few days, you might decide that you’d like a little less help from your eager Assistant. To change the Assistant’s options, click on the Assistant, choose Options to open the Office Assistant dialog box, and then click the Options tab to display the Options page.
OFFICE 2000 PROGRAMS:-
The Office Assistant is shared by all the Office 2000 programs. Any options you change affect the Assistant in all the Office programs, so if you request an increased level of assistance with Excel, you get the same increased level of assistance with Word.
When you’re ready to go it alone, you can hide the Assistant by right-clicking on the Assistant and choosing Hide. If you choose to Hide often enough, you may be given the option shown in Figure 1.14.
For help with any dialog box in Office 2000, click the dialog box Help button (the button with the question mark) and then click on the item you want help with.
Now that you have a feel for what Office 2000 is all about, Chapter 2 will show you everything you need to know to get started creating Office 2000 documents.
You’ll see how to save documents, edit documents and print. Best of all, you’ll learn how to use some of Office 2000’s exciting new features such as Collect-and-Paste and the Places view.