Mulizambia 2 PDF

ICDL
Mike Gunderloy
Susan Sales Harkins
ICDL Exam Cram Publisher
Copyright © 2004 by Que Publishing Paul Boger
All rights reserved. No part of this book shall be reproduced, stored in
a retrieval system, or transmitted by any means, electronic, mechanical, Executive Editor
photocopying, recording, or otherwise, without written permission Jeff Riley
from the publisher. No patent liability is assumed with respect to the
use of the information contained herein. Although every precaution
has been taken in the preparation of this book, the publisher and Acquisitions Editor
author assume no responsibility for errors or omissions. Nor is any lia- Jeff Riley
bility assumed for damages resulting from the use of the information
contained herein. Development Editor
International Standard Book Number: 0-7897-3092-8 Steve Rowe
Library of Congress Catalog Card Number: 2003113755

Managing Editor
Printed in the United States of America Charlotte Clapp
First Printing: March 2004
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A Note from Series Editor Ed Tittel

You know better than to trust your certification preparation to just
anybody. That’s why you, and more than two million others, have
purchased an Exam Cram book. As Series Editor for the new and
improved Exam Cram 2 series, I have worked with the staff at Que Certification to
ensure you won’t be disappointed. That’s why we’ve taken the world’s best-selling
certification product—a finalist for “Best Study Guide” in a CertCities
reader poll in 2002—and made it even better.
As a “Favorite Study Guide Author” finalist in a 2002 poll of
CertCities readers, I know the value of good books. You’ll be
impressed with Que Certification’s stringent review process,
which ensures the books are high-quality, relevant, and
technically accurate.
We’ve also added a MeasureUp, full-featured test engine, which
is trusted by certification students throughout the world.
As a 20-year-plus veteran of the computing industry and the original creator and
editor of the Exam Cram series, I’ve brought my IT experience to bear on these
books. During my tenure at Novell from 1989 to 1994, I worked with and around
its excellent education and certification department. This experience helped push
my writing and teaching activities heavily in the certification direction. Since then,
I’ve worked on more than 70 certification-related books, and I write about
certification topics for numerous Web sites and for Certification magazine.
In 1996, while studying for various MCP exams, I became frustrated with the
huge, unwieldy study guides that were the only preparation tools available. As an
experienced IT professional and former instructor, I wanted “nothing but the facts”
necessary to prepare for the exams. From this impetus, Exam Cram emerged in
1997. It quickly became the best-selling computer book series since “…For
Dummies,” and the best-selling certification book series ever. By maintaining an
intense focus on subject matter, tracking errata and updates quickly, and following
the certification market closely, Exam Cram was able to establish the dominant
position in cert prep books.
You will not be disappointed in your decision to purchase this book. If you are,
please contact me at etittel@jump.net. All suggestions, ideas, input, or constructive
criticism are welcome!
Get the Practice You Need!
ICDL Review Exercises

Exam Cram 2
Mike Gunderloy and Susan Harkins
ISBN 0-7897-3137-1
$19.99 US/$28.99 CAN/£14.50 Net UK
• The perfect complement to all ICDL training materials
• Over 500 practice questions available in the book and duplicated

on the CD to allow the flexibility of repeat review in the manner
you prefer
• Review questions map directly to Syllabus 4.0 to test your

knowledge on each of the seven ICDL modules
• Questions include detailed answers and the Quick-Check

Answer System™—which helps you find answers quickly
and easily
www.examcram2.com
This one’s for the FlyBabies.
—Mike Gunderloy
To Mark Kimbell for being a great manager and trusted friend. I’ll miss
him.
—Susan Harkins
About the Authors
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mike Gunderloy has been working with computers and software since he
was in high school, which was a long time ago. He’s taught courses in sub-
jects ranging from basic computing to advanced Microsoft Access, and he is
the author of numerous computer books and articles.
Mike lives on a farm in eastern Washington state, along with his wife and
children and an ever-changing array of horses, sheep, llamas, geese, turkeys,
chickens, ducks, peacocks, cats, dogs, and guinea fowl. When he’s not busy
testing and writing about software, Mike can usually be found in his garden
or greenhouse, trying to persuade recalcitrant vegetables to grow, or out on
the land, trying to persuade noxious weeds to stop growing.
You can reach Mike at MikeG1@larkfarm.com or http://www.larkware.com/.
Susan Sales Harkins has been writing about Office applications since 1992.
Before that, she taught general computing classes at a local business college.
Her favorite application is Microsoft Access. Her favorite pursuit is a grand-
baby. Susan lives in Kentucky, but unlike Mike, with only a few animals,
including a few of the two-legged ones. You can reach Susan at
ssharkins@bellsouth.net.
Acknowledgments
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
As usual, thanks to the editorial team of Jeff Riley and Steve Rowe for get-
ting this one off the ground. We’d also like to thank our technical editor,
Dana Jones, as well as Tricia Liebig, Kris Simmons, Suzanne Thomas, and
Chris Barrick for further editorial help. And thanks to the production staff as
well: Michelle Mitchell, who worked hard behind the scenes to complete the
process of turning our thoughts into a book. Special thanks to Pamalee
Nelson for all her work in keeping things running on the paperwork side of
the house.
We’d also like to thank Doug Wilmsmeyer from ICDL US for answering
our questions and providing access to further information about the ICDL.
Susan would like to thank Mike for sharing the project and her family for
being willing to be a tad poorer so she can be a tad happier.
And Mike would like to thank his wonderful wife Dana and his two-going-
on-three kids for allowing him to have the space and time to write books,
while still providing enough smiles and good times to make the job worth-
while.
Contents at a Glance
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Introduction
Self-Assessment
Chapter 1 Welcome to the ICDL! 1
Chapter 2 Concepts of Information Technology 15
Chapter 3 Using the Computer and Managing Files 65
Chapter 4 Word Processing 127
Chapter 5 Spreadsheets 191
Chapter 6 Database 245
Chapter 7 Presentation 305
Chapter 8 Information and Communication 357
Chapter 9 Review Session 1 411
Chapter 10 Answer Key for Review Session 1 431
Chapter 11 Review Session 2 445
Chapter 12 Answer Key for Review Session 2 465
Appendix A CD Contents and Installation Instructions 481
Glossary 487
Index 497
Table of Contents
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Introduction .....................................................................xix
Self-Assessment ..............................................................xxvi
Chapter 1
Welcome to the ICDL! ..........................................................1
About the ICDL 2
What Is the ICDL? 2
Benefits of the ICDL 3
ICDL and ECDL 3
Obtaining the ICDL 3
Studying for the ICDL 4
The ICDL Modules 5
Concepts of Information Technology 5
Using the Computer and Managing Files 5
Word Processing 6
Spreadsheets 6
Database 6
Presentation 6
Information and Communication 6
Common Operating Systems 7
Microsoft Windows XP 7
Microsoft Windows 2000 Professional 7
Older Versions of Windows 9
Linux 9
Mac OS X 9
Common Office Suites 10
Microsoft Office 2000 11
Microsoft Office XP 11
Microsoft Office 2003 12
Older Versions of Microsoft Office 12
Microsoft Works 12
WordPerfect 12
Open Office 13
IBM Lotus SmartSuite 13
Need to Know More? 14
Chapter 2
Concepts of Information Technology .......................................15
General Concepts 16
Hardware, Software, Information Technology 16
Types of Computers 17
Main Parts of a Personal Computer 18
Computer Performance 20
Hardware 21
Central Processing Unit 21
Memory 22
Input Devices 23
Output Devices 25
Input/Output Devices 26
Storage Devices 26
Software 28
Types of Software 29
Operating System Software 29
Application Software 31
Graphical User Interface 32
Systems Development 33
Information Networks 34
LAN, WAN 35
Intranets and Extranets 36
The Internet 37
The Telephone Network in Computing 38
The Use of IT in Everyday Life 40
Computers at Work 40
Electronic World 44
Health, Safety, and Environment 45
Ergonomics 46
Health Issues 47
Precautions 47
The Environment 48
Security 49
Information Security 49
Computer Viruses 52
Copyright and the Law 54
Copyright 54
Data Protection Legislation 57
Review Questions 59
xii Table
. . . .of. Contents
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 3
Using the Computer and Managing Files ..................................65
Computer Environment 66
First Steps with the Computer 67
Basic Information and Operations 71
Text Editing 84
Desktop 87
Working with Icons 87
Work with Windows 91
Managing Files 94
Concepts 95
Folders and Directories 96
Working with Files 98
Duplicate and Move 103
Delete and Restore 107
Searching 108
Compressing Files 111
Viruses 113
Concepts 113
Handling Viruses 115
Print Management 116
Setup 116
Print Outputs 118
Review Questions 120
Chapter 4
Word Processing .............................................................127
Using the Application 129
First Steps with Word Processing 130
Adjust Settings 139
Main Operations 143
Insert Data 144
Select Data 145
Edit Data 146
Duplicate, Move, and Delete 148
Search and Replace 150
Formatting 151
Text Formatting 151
Paragraph Formatting 156
Document Formatting 163
Objects 168
Tables 168
Pictures, Images, Charts 172
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Table
. . .of. Contents
xiii
. . . . .
Mail Merge 175

Concept and Practice 175
Prepare Outputs 180
Preparation 180
Printing 183
Chapter 5
Spreadsheets .................................................................191
First Steps with Spreadsheets 193
Adjusting Settings 198
Cells 202
Insert Data 202
Select Cells 203
Rows and Columns 205
Edit Data 207
Duplication, Move, Delete 208
Search and Replace 211
Sort Data 212
Worksheets 213
Handling Worksheets 214
Formulas and Functions 216
Arithmetic Formulas 216
Cell Referencing 218
Working with Functions 220
Formatting 222
Numbers/Dates 222
Contents 224
Alignment, Effects 227
Charts/Graphs 229
Using Charts/Graphs 229
Prepare Outputs 233
Worksheet Setup 233
Preparation 235
Printing 237
Chapter 6
Database ......................................................................245
Database Concepts 249
First Steps with Databases 253
Adjust Settings 256
xiv Table
. . . .of. Contents
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tables 258
Main Operations 258
Define Keys 264
Table Design/Layout 266
Table Relationships 271
Forms 274
Working with Forms 274
Retrieving Information 278
Main Operations 279
Queries 282
Sort Records 288
Reports 289
Working with Reports 289
Prepare Outputs 295
Prepare to Print 295
Print Options 296
Chapter 7
Presentation ..................................................................305
First Steps with Presentations 307
Adjust Settings 312
Developing a Presentation 314
Presentation Views 314
Slides 318
Using Design Templates 320
Master Slide 321
Text and Images 324
Text Input, Formatting 324
Pictures, Images 328
Duplicate, Move, Delete 329
Charts/Graphs, Drawn Objects 330
Using Charts/Graphs 331
Organization Charts 333
Drawn Objects 334
Slide Show Effects 340
Preset Animation 340
Transitions 341
Prepare Outputs 342
Preparation 343
Printing 346
Deliver a Presentation 347
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Table
. . .of. Contents
xv
. . . . .

Chapter 8
Information and Communication ..........................................357
The Internet 358
Concepts/Terms 358
Security Considerations 361
First Steps with the Web Browser 364
Adjust Settings 366
Web Navigation 368
Accessing Web Pages 369
Using Bookmarks 370
Organizing Bookmarks 372
Web Searching 374
Using a Search Engine 374
Preparation 378
Printing 380
Communication 381
Electronic Mail 381
First Steps with Email 385
Adjust Settings 388
Messaging 389
Replying to a Message 391
Sending a Message 392
Mail Management 396
Chapter 9
Review Session 1 ............................................................411
How to Use the Review Questions 412
Practice Tips 412
Chapter 10
Answer Key for Review Session 1 .........................................431
Answer Key 432
Detailed Answers 433
Chapter 11
Review Session 2 ............................................................445
How to Review This Material 446
Practice Tips 446
Self Test 447
Chapter 12
Answer Key for Review Session 2 .........................................465
Detailed Answers 467
Appendix A
CD Contents and Installation Instructions ................................481
Multiple Test Modes 481
Study Mode 481
Certification Mode 481
Custom Mode 482
Adaptive Mode 482
Missed Question Mode 482
Non-Duplicate Mode 482
Question Types 482
Random Questions and Order of Answers 482
Detailed Explanations of Correct and Incorrect Answers 483
Attention to Exam Objectives 483
Installing the CD 483
Creating a Shortcut to the MeasureUp Practice Tests 485
Installing the CD-ROM for MeasureUp Microsoft Office
Specialist (MOS) Test Engines 485
Technical Support 486
Glossary .......................................................................487
Index ............................................................................497
Introduction
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Welcome to ICDL Exam Cram 2! Whether this is your first or your fifteenth
Exam Cram 2 series book, you’ll find information here that will help ensure
your success as you pursue knowledge, experience, and certification. This
introduction explains the ICDL certification program in general and talks
about how the Exam Cram 2 series can help you prepare for the International
Computer Driving License exams. You’ll learn more about the ICDL and
the exams in Chapter 1. Chapters 2 through 8 are designed to remind you of
everything you need to know to take—and pass—the ICDL exams. The two
sets of review questions at the end of the book should give you a reasonably
accurate assessment of your knowledge—and, yes, we’ve provided the
answers and their explanations. Read the book and understand the material,
and you stand a very good chance of passing the test.
Exam Cram 2 books help you understand and appreciate the subjects and
materials you need to pass certification exams. Exam Cram 2 books are aimed
strictly at test preparation and review. They do not teach you everything you
need to know about a topic. Instead, we present and dissect the information
that you’re likely to find on the exams. We’ve worked to bring together as
much information as possible about the ICDL exams.
Nevertheless, to completely prepare yourself for the ICDL exam, we rec-
ommend that you begin by taking the self-assessment that is included in this
book, immediately following this introduction. The self-assessment tool will
help you evaluate your knowledge base against the requirements for the
ICDL under both ideal and real circumstances.
Based on what you learn from the self-assessment, you might decide to begin
your studies with some classroom training, some practice with computers, or
some background reading. Or you might decide you can jump right into the
Exam Cram 2 review material.
We also strongly recommend that you play around with the software that
you’ll be tested on because nothing beats hands-on experience and familiar-
ity when it comes to understanding the questions you’re likely to encounter
on a certification test. Book learning is essential, but without a doubt, hands-
on experience is the best teacher of all! For even more help, the CD contains
more review questions that will help test your readiness for the exam.
xviii Introduction
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Taking the ICDL Exams

After you’ve prepared for your exam, you need to register with a testing cen-
ter. Each computer-based, proctored ICDL exam costs about $20, and if you
don’t pass, you can retest for an additional $20 for each additional try. In the
United States, tests are administered by ICDL US. To contact them, you can
email info@icdlus.com, call 1-866-799-4235 (US only) or 1-203-319-9934
(Worldwide), or write to ICDL US Program, 354 Pequot Avenue,
Southport, CT 06490. When you register for the tests, you’ll also be given
information on when and where to take the exam. Exams are given at ICDL
Authorized Test Centers. Your employer or school may also sign up to give
the exams themselves.
All ICDL exams are completely closed book. Just before taking the exam,
you may want to review the information on the tear-out sheet inside the
front cover of this book.
How to Prepare for an Exam

Preparing for any ICDL exam requires that you obtain and study materials
designed to provide comprehensive information about the material that will
appear on the exam. For the ICDL, you can find this information on the cur-
rent ICDL Syllabus, which is kept online at http://www.icdlus.com/
syllabus.html.
What This Book Will Not Do

This book will not teach you everything you need to know about computers
or even about a given topic. Nor is this book an introduction to computer
technology. If you’re new to application software and looking for an initial
preparation guide, check out http://www.quepublishing.com, where you will
find computer training books suitable for all levels of knowledge. This book
reviews what you need to know before you take the test, with the fundamen-
tal purpose dedicated to reviewing the information needed on the ICDL
exam.
This book uses a variety of teaching and memorization techniques to analyze
the exam-related topics and to provide you with ways to input, index, and
retrieve everything you need to know to pass the test. Once again, it is not an
introduction to using computers.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introduction
xix
. . . . . . .
What This Book Is Designed to Do

This book is designed to be read as a pointer to the areas of knowledge you
will be tested on. In other words, you might want to read the book one time,
just to get an insight into how comprehensive your knowledge of computers
is. The book is also designed to be read shortly before you go for the actual
test and to give you a distillation of the entire field of everyday computer use
in as few pages as possible. We think you can use this book to get a sense of
the underlying context of any topic in the chapters—or to skim-read for
Exam Alerts, bulleted points, summaries, and topic headings.
We’ve drawn on material from the ICDL’s own listing of knowledge require-
ments, as well as from our own experience with computers and software. Our
aim is to walk you through the knowledge you need—looking over your
shoulder, so to speak—and point out those things that are important for the
exam (Exam Alerts, practice questions, and so on).
About This Book

If you’re preparing for the ICDL exams for the first time, we’ve structured
the topics in this book to build upon one another in the same order as the
exams. Therefore, the topics covered in later chapters might refer to previ-
ous discussions in earlier chapters.
We suggest you read this book from front to back. You won’t be wasting your
time because nothing we’ve written is a guess about an unknown exam. Once
you’ve read the book, you can brush up on a certain area by using the index
or the table of contents to go straight to the topics and questions you want
to re-examine. We’ve tried to use the headings and subheadings to provide
outline information about each given topic. After you’ve been certified, we
think you’ll find this book useful as a tightly focused reference as your com-
puter knowledge continues to grow.
Chapter Formats
Each Exam Cram 2 chapter follows a regular structure, along with graphical
cues about especially important or useful material. The structure of a typical
chapter is as follows:
➤ Opening Hotlists—Each chapter begins with lists of the terms you’ll need
to understand and the concepts you’ll need to master before you can be
fully conversant with the chapter’s subject matter. We follow the hotlists
xx Introduction
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
with a few introductory paragraphs, setting the stage for the rest of the
chapter.
➤ Topical coverage—After the opening hotlists, each chapter covers the top-
ics related to the chapter’s subject.
➤ Alerts—Throughout the topical coverage section, we highlight material
most likely to appear on the exam by using a special Exam Alert layout
that looks like this:
This is what an Exam Alert looks like. An Exam Alert stresses concepts, terms, soft-
ware, or activities that will most likely appear in one or more certification exam ques-
tions. For that reason, we think any information found offset in Exam Alert format is
worthy of unusual attentiveness on your part.
Even if material isn’t flagged as an Exam Alert, all the content in this book
is associated in some way with test-related material. What appears in the
chapter content is critical knowledge.
➤ Notes—This book is an overall examination of computers. As such, we dip
into many aspects of computers and software. Where a body of knowledge
is deeper than the scope of the book, we use notes to indicate areas of con-
cern or specialty training.
Cramming for an exam will get you through a test, but it won’t make you a com-
puter expert. Although you can memorize just the facts you need to become certi-
fied, your daily work with computers will rapidly put you in water over your head if
you don’t fully understand the underlying principles.
➤ Tips—We provide tips that will help you to build a better foundation of
knowledge or to focus your attention on an important concept that will
reappear later in the book. Tips provide a helpful way to remind you of
the context surrounding a particular area of a topic under discussion.
The sample tests at the end of the book will help you judge your readiness to
take the actual ICDL exams.
➤ Review questions—This section presents a short list of test questions relat-

ed to the specific chapter topic. Each question has a following explanation
of both correct and incorrect answers. The review questions highlight the
areas we found to be most important on the exam.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introduction
xxi
. . . . . . .
➤ Need to Know More?—Every chapter ends with a section titled “Need to

Know More?” This section provides pointers to resources that we found
to be helpful in offering further details on the chapter’s subject matter. If
you find a resource you like in this collection, use it, but don’t feel com-
pelled to use all these resources. We use this section to recommend
resources that we have used on a regular basis, so none of the recommen-
dations will be a waste of your time or money. These resources might go
out of print or be taken down (in the case of Web sites), so we’ve tried to
reference widely accepted resources.
The bulk of the book follows this chapter structure, but there are a few other
elements that we would like to point out:
➤ Review sessions—The review sessions, which appear in Chapters 9 and 11
(with answer keys in Chapters 10 and 12), cover the sort of information
that you are likely to find on the ICDL exams.
➤ Answer keys—These provide the answers to the review questions, com-
plete with explanations of both the correct responses and the incorrect
responses.
➤ Glossary—This is an extensive glossary of important terms used in this
book.
➤ The Cram Sheet—This appears as a tear-away sheet, inside the front cover
of this Exam Cram 2 book. It is a valuable tool that represents a collection
of the most difficult-to-remember facts and numbers we think you should
memorize before taking the test. These are usually facts that we’ve found
require brute-force memorization.
You might want to look at the Cram Sheet in your car or in the lobby of
the testing center just before you walk into the testing center. The Cram
Sheet is divided under headings, so you can review the appropriate parts
just before each test.
➤ The CD-ROM—The CD includes even more review questions to help you

judge your readiness to take the exam.
Contacting the Authors

We’ve tried to create a real-world tool that you can use to prepare for and
pass the ICDL exams. We’re interested in any feedback you would care to
share about the book, especially if you have ideas about how we can improve
it for future test-takers. We’ll consider everything you say carefully and will
xxii Introduction
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
respond to all reasonable suggestions and comments. You can reach us via
email at MikeG1@larkfarm.com or ssharkins@bellsouth.net.
Let us know whether you found this book to be helpful in your preparation
efforts. We’d also like to know how you felt about your chances of passing
the exam before you read the book and then after you read the book. Of
course, we’d love to hear that you passed the exam—and even if you just want
to share your triumph, we’d be happy to hear from you.
Thanks for choosing us as your personal trainers, and enjoy the book. We
would wish you luck on the exam, but we know that if you read through all
the chapters and spend some time actually using the products, you won’t
need luck: you’ll pass the test on the strength of real knowledge!
‘This ECDL Foundation approved courseware product incorporates learning rein-

forcement exercises. These exercises are included to assist the candidate in their
training for the ICDL. The exercises included in this courseware product are not ICDL
certification tests and should not be construed in any way as ICDL certification tests.
For information about Authorized ICDL Test Centers in different National Territories
please refer to the ECDL Foundation website at www.ecdl.com’
The European Computer Driving Licence Foundation Ltd.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introduction
xxiii
. . . . . . .
We Want to Hear from You!

As the reader of this book, you are our most important critic and commenta-
tor. We value your opinion and want to know what we’re doing right, what
we could do better, what areas you’d like to see us publish in, and any other
words of wisdom you’re willing to pass our way.
As an executive editor for Que Publishing, I welcome your comments. You
can email or write me directly to let me know what you did or didn’t like
about this book—as well as what we can do to make our books better.
Please note that I cannot help you with technical problems related to the topic of this
book. We do have a User Services group, however, where I will forward specific tech-
nical questions related to the book.
When you write, please be sure to include this book’s title and author as well
as your name, email address, and phone number. I will carefully review your
comments and share them with the author and editors who worked on the
book.
Email: feedback@quepublishing.com
Mail: Jeff Riley

Executive Editor
Que Publishing
800 East 96th Street
Indianapolis, IN 46240 USA
For information about the Exam Cram 2 series, visit www.examcram2.com. Type
the ISBN (excluding hyphens) or the title of a book in the Search field to find
the page you’re looking for.
Self-Assessment
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The reason we include a self-assessment in this Exam Cram 2 book is to help

you evaluate your readiness to tackle the ICDL certification. It should also
help you understand what you need to know to master the material that we
cover in this book.
Put Yourself to the Test

The following series of questions and observations is designed to help you
figure out how much work you must do to pursue the ICDL certification and
what kinds of resources you should consult on your quest. Be absolutely hon-
est in your answers; otherwise, you’ll end up wasting money on exams you’re
not yet ready to take. There are no right or wrong answers, only steps along
the path to certification. Only you can decide where you really belong in the
broad spectrum of aspiring candidates.
One thing should be clear from the outset, however: hands-on experience
with computers and business software products is an essential ingredient to
ICDL certification success. Don’t expect to pass the exam without ever turn-
ing on a computer.
Educational Background
1. Have you ever taken any computer-related classes? [Yes or No]
If Yes, proceed to Question 2; if No, proceed to Question 3.

2. Have you taken any classes on business applications, such as Microsoft
Word, Microsoft Excel, and Microsoft PowerPoint? [Yes or No]
If Yes, you should review the list of modules in the ICDL to see which
ones you are most familiar with. Because you can take the ICDL exams
in any order, you might want to start with the exams that you’re sure you
can pass.
Hands-On Experience
3. Have you worked with a modern personal computer system such as a
Macintosh or IBM PC compatible system? [Yes or No]
If Yes, you should be familiar with the main topics covered in Module 2
of the ICDL, “Using the Computer and Managing Files.” If No, it’s crit-
ical that you get access to a computer to practice your skills before you
take the ICDL. If you can’t afford to purchase a personal computer,
investigate free alternatives such as your local library.
4. Have you worked with a recent version of Microsoft Office? [Yes or No]
If yes, you should be well prepared for the application modules in the
ICDL. If No, you should obtain a copy of Office to install on your com-
puter. There’s a low-cost Students and Teachers edition that you can buy
if you’re taking classes anywhere.
You should also consider buying a good all-in-one reference book to
help you learn how the Office applications work. Classes at your local
high school or community college are another good avenue to get this
experience.
5. Have you worked through the review questions in this book? [Yes or No]
If Yes, and you scored 70% or better, you’re probably ready to tackle the
real thing. If your score isn’t above that threshold, keep at it until you
break that barrier.
If No, review the material again, practice with the review questions on
the CD, and then see whether you feel you know the material. Keep at
it until you can break the passing threshold comfortably.
If you feel you need more fundamental information on computer fundamentals, or

you would like an extra book to supplement this ICDL Exam Cram 2, check out
Que Publishing’s Absolute Beginner’s Guide to Computer Basics by Michael Miller
(ISBN 0-7897-2896-6).
Testing Your Exam Readiness

Whether you attend a formal class on a specific topic to get ready for an exam
or use written materials to study on your own, some preparation for the
ICDL exams is essential. At $20 a try, pass or fail, you want to do everything
you can to pass on your first try. That’s where studying comes in.
xxvi Self-Assessment
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We have included two sets of review questions in this book (Chapters 9 and
11), so if you don’t score that well on the first, you can study more and then
tackle the second.
For any given subject, consider taking a class if you’ve tackled self-study
materials, taken the test, and failed anyway. The opportunity to interact with
an instructor and fellow students can make all the difference in the world, if
you can afford that privilege. For information about authorized ICDL
courseware and training, visit http://www.icdlus.com/courseware.html.
What’s Next?
After you’ve assessed your readiness, undertaken the right background stud-
ies, obtained the hands-on experience that will help you understand the
products and technologies at work, and reviewed the many sources of infor-
mation to help you prepare for a test, you’ll be ready to take the exam. Good
luck!
1
Welcome to the ICDL!
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Terms you’ll need to understand:

✓ ECDL
✓ ICDL
Techniques you’ll need to master:

✓ Understanding the reasons for taking the ICDL exams
2 Chapter
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Welcome to the International Computer Driving License Exam Cram 2! In this

book, we review the essential skills that you need to pass the seven ICDL
exam modules. The seven ICDL modules are
➤ Concepts of Information Technology
➤ Using the Computer and Managing Files
➤ Word Processing
➤ Spreadsheets
➤ Database
➤ Presentation
➤ Information and Communication
If you’re studying for a particular module, you might like to turn straight to
the chapter devoted to that module’s skills. But be sure to come back and
read this chapter later; this is where you get an overview of the entire pro-
gram and its importance.
About the ICDL

In subsequent chapters, you’ll learn many general details about your com-
puter and using software. Right now, let’s learn just what the ICDL is and
how you can benefit from taking the exam and gaining certification.
What Is the ICDL?

ICDL stands for “International Computer Driving License.” It’s a certifica-
tion of basic competency with computers. This certification is now available
in more than 90 countries worldwide. More than two million people have
taken one or more of the ICDL certification exams.
Just as an automobile driving license certifies your ability to safely and com-
petently operate an automobile, the ICDL certifies your ability to operate a
computer. Increasingly, employers and academic institutions are looking to
the ICDL as a way to determine whether potential employees and students
can function well in the modern computer-oriented world.
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Benefits of the ICDL

Why should you undertake the time and expense to learn the material in this
book and acquire your ICDL? Here are some good reasons:
➤ You’ll have an internationally recognized way to tell employers that you
know enough about computers to be an asset in the modern workplace.
➤ You’ll likely increase your own knowledge and broaden your education
as you look into areas of computing that you were not previously famil-
iar with.
➤ You’ll be prepared to go on to more advanced studies, concentrating on
the parts of computing that your job requires or that really interest you.
➤ You’ll increase your own confidence and competency with computers.
ICDL and ECDL

The ICDL is the international version of the ECDL, the European
Computer Driving License. The ECDL is administered by the ECDL
Foundation Ltd., which launched the original ECDL program in Europe.
The ECDL licenses administering bodies in each country where the exams
are available; outside of Europe, the exam is known as the ICDL rather than
the ECDL, but it’s the same exam and it covers the same material.
There is one tiny part of the syllabus that varies from country to country: the cov-
erage of information security and privacy laws in the Concepts of Information
Technology module. Other than that, you need to be familiar with the exact same
material to pass the exam in Perth, Paris, or Pittsburgh.
Obtaining the ICDL

The process of obtaining the ICDL in the United States starts by contacting
the ICDL U.S. Program. You can find information on contacting it by visit-
ing http://www.icdlus.com/contact.html or sending email to info@icdlus.com.
The Program can help you find the most appropriate organization for tak-
ing your ICDL exams.
After you register for the ICDL, you receive an ICDL Registration Card,
which tracks your progress toward the ICDL.
The ICDL consists of seven different exams, called modules. We’ll look
briefly at the individual modules later in this chapter and then devote one
chapter to the skills covered by each module. You can take the modules in
4 Chapter
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any order you like. Once you begin, you have two years to complete all seven
modules successfully to obtain your ICDL.
The ICDL modules are performance-based, vendor-neutral, and platform-
independent. This means that
➤ To pass a module, you actually need to carry out a number of computer
tasks that are applicable to that module. For example, in a spreadsheet
module you might be asked to calculate the sum of a column of numbers
and save your result.
➤ The skills tested by the ICDL apply equally well to software from any
computer vendor. This distinguishes the ICDL from vendor-sponsored
certifications such as Microsoft Certified Professional (MCP) and
Microsoft Office Specialist (MOS) certifications.
➤ The skills tested by the ICDL apply equally well to different versions of
software. You’re demonstrating general computer competency, not the
exact steps required to carry out computer skills on a PC running
Windows or a Macintosh computer.
Although the certification is vendor-neutral and platform-independent,

when you take an ICDL module you are tested on a particular combination
of hardware and software. For this book, we’ve chosen to demonstrate the
ICDL skills by using the applications from Microsoft Office 2000, running
on Windows XP on PC-compatible hardware.
The ICDL modules are proctored. That is, there will be a representative of
the ICDL monitoring your work as you complete the tasks required by each
module. Each module has a 45-minute time limit. You can take each module
as many times as you need to pass; however, each time you take a module you
must pay a testing fee.
Studying for the ICDL

There are several ways to study for your ICDL. First and foremost, you
should actually use a personal computer. “Book learning” can’t substitute for
hands-on experience, although it can help guide you in the right direction. If
you don’t have daily access to a personal computer to study, check your local
library; it might well have public-access computers that will help you learn
the basics.
There are also a wide variety of training courses available for those learning
the ICDL skills (or many other computer skills). And, of course, books such
as this one give you a systematic review of the skills you need to know. The
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ICDL maintains a list on its Web site of books and training courses that have
met the high standards established by the ECDL Foundation. You should
also look for the Foundation logo, which you’ll find on the cover of this
book, as your guide to approved materials.
The ICDL Modules

The complete and authoritative list of the skills covered by the ICDL and the
modules into which they are grouped is the ICDL Syllabus. You can down-
load a current copy of the Syllabus from the ECDL Web site by visiting
http://www.ecdl.com/main/syllabus.php. For this book, we’ve relied on Version
4.0 of the Syllabus, which was released early in 2003. You’ll find every objec-
tive from the Syllabus listed in the applicable chapters.
To read the Syllabus, you’ll need the free Adobe Acrobat Reader, which you can
download from http://www.adobe.com/products/acrobat/readstep2.html.
The following sections give you a brief overview of the skills covered by each
ICDL module.
Concepts of Information Technology

Module 1, Concepts of Information Technology, covers general information
technology (IT), hardware, and software concepts. You need to be familiar
with the main types of personal computer hardware and software, basic net-
working concepts, and the uses of computers in everyday life to pass this
module. Legal, environmental, security, and health issues are included in the
Module 1 material. You’ll cover this module in Chapter 2.
Using the Computer and Managing Files

Module 2, Using the Computer and Managing Files, tests your ability to per-
form common tasks that are necessary no matter which applications you’re
using. It includes working with the desktop, icons, and windows; managing
files; avoiding viruses; and sending things to your printer. Chapter 3 covers
this material.
6 Chapter
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Word Processing
Module 3, Word Processing, tests basic word processing skills. You need to
know how to create and save files, how to customize settings in your word
processor, how to format text and documents, how to insert pictures and
tables in a document, and how to print the results. Chapter 4 reviews these
skills for you.
Spreadsheets
Module 4, Spreadsheets, covers basic spreadsheet concepts and uses. You’ll
be tested on creating and saving files, using formulas, formatting and copy-
ing data, working with charts and graphs, and checking and printing the final
results. Chapter 5 covers this module.
Database
Module 5, Databases, tests your ability to work with a desktop data-
base application, such as Microsoft Access. The skills in this module include
basic database concepts, working with tables and relationships, entering
data through forms, retrieving data with queries and searches, and preparing
reports on the contents of a database. This module is the subject of
Chapter 6.
Presentation
Module 6, Presentation, lets you demonstrate your competence at preparing
presentations on your computer. You need to be able to create a presentation,
add and format text and graphics, use various types of formatting, and insert
organization charts and graphs. The module culminates with actually giving
the presentation. Chapter 7 reviews the skills from the presentation module.
Information and Communication

Module 7, Information and Communication, covers common parts of using
the Internet and email. Topics include Web browsers; search engines; and
sending, reading, and organizing your email. Chapter 8 covers these tasks
and others from Module 7.
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Common Operating Systems

An operating system is the computer software that you see when you first
turn the computer on. It provides the “look and feel” for all the applications
that you run on the computer.
You’ll learn more about operating systems in Chapter 2, “Concepts of Information

Technology.”
Although we’ve chosen to use Microsoft Windows XP as the operating sys-

tem for our examples, it’s not the only operating system in widespread use.
In this section, we briefly introduce some of the other operating systems that
you might encounter in the workplace. Remember, the ICDL can be admin-
istered on any operating system.
Microsoft Windows XP
Microsoft Windows XP is the culmination of a long line of personal com-
puter operating systems released by Microsoft. Figure 1.1 shows Windows
XP in action. Windows XP has a rounded, colorful theme for user interface
elements. You’ll see a lot more of Windows XP in this book because it’s the
operating system we’ve chosen for our examples. It’s also one of the operat-
ing systems that you’re most likely to meet in a professional setting.
Microsoft Windows 2000 Professional

Another operating system that you might use in a business setting is
Microsoft Windows 2000 Professional, shown in Figure 1.2. As you can see,
the user interface for Windows 2000 is less flashy than that for Windows XP.
However, the basic functions are the same. A few things are located or
labeled differently, but if you know Windows XP you won’t find it hard to
learn Windows 2000 (or vice versa).
8 Chapter
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Figure 1.1 The Windows XP operating system.
Figure 1.2 The Windows 2000 operating system.

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There are other versions of Windows 2000, such as Windows 2000 Server and
Windows 2000 Advanced Server. These versions, as well as the newer Windows
Server 2003, are generally used on network servers—computers that store com-
mon files for hundreds or thousands of users. You’re unlikely to meet any of these
operating systems on your desktop.
Older Versions of Windows

Microsoft created many versions of Windows before Windows XP and
Windows 2000. They include Windows 3.1, Windows 95, Windows 98,
Windows Me, and Windows NT 4.0 Workstation. Because it costs money to
upgrade, some businesses are still using these older versions. By and large, if
you know one version of Windows well, you should find other versions easy
to learn. Older versions of Windows lack some of the features you might be
used to. For example, Windows 3.1 does not include the search technology
that Windows XP uses to find files. In addition, earlier versions don’t look
the same as recent versions.
Linux
An operating system that’s been much in the news recently is Linux. Actually,
Linux is an entire family of operating systems; there are numerous Linux
“distributions” that vary slightly in look, contents, and support. But what
they have in common is an open source software core. Open source software
is usually free and supported by volunteers. Although Linux started out only
being used by a few computer professionals, it’s made great strides toward
user-friendliness in recent years. Thanks to the low cost, many large organ-
izations are eyeing Linux as a desktop operating system, and you might end
up using a Linux system. Figure 1.3 shows a typical Linux system in action.
Mac OS X
In some industries, such as graphic design or music production, the Apple
Macintosh computer has a substantial following. The current operating sys-
tem for the Mac is Mac OS X 10.3. Mac operating systems are renowned for
well-designed graphics and ease of use across many applications. Although
OS X is very different from Windows, you’ll find that they share many of the
same basic concepts such as windows and mouse use. Figure 1.4 is an exam-
ple of what Mac OS X looks like with an application open.
10 Chapter
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Figure 1.3 Red Hat Linux operating system.
Figure 1.4 Mac OS X operating system.
Common Office Suites

Programs such as word processors, spreadsheets, and presentation software
are commonly grouped into office suites. We’ve mainly used the programs
from the Microsoft Office 2000 suite for examples in this book. But there are
plenty of other office suites you might run into. In this section, we introduce
you to some of the alternatives.
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Microsoft Office 2000

Microsoft came up with the idea of an integrated suite of office applications,
and Office 2000 is a mature example of the Microsoft Office suite. In a suite,
all the applications share certain common elements: For example, the tool-
bar buttons to cut, copy, and paste data look the same in every Office appli-
cation. Suites typically make it easy to share data between applications. For
example, you can cut data from a Microsoft Excel spreadsheet and paste it
into a Microsoft Word document. We’ve used Office 2000 for most of the
examples in this book because of its wide distribution in business settings.
Microsoft Office XP
Office XP is an updated version of Office 2000 that came out in late 2001. A
few organizations migrated from Office 2000 to Office XP, but there’s very
little difference between the two so many business opted not to upgrade.
Office XP features a few user interface innovations such as the “task pane”
that you can see at the right side of Microsoft Word in Figure 1.5. If you’re
familiar with Office 2000, you won’t have any trouble using Office XP.
Figure 1.5 Microsoft Word 2002, a part of Microsoft Office XP.

12 Chapter
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Microsoft Office 2003

In late 2003, Microsoft released Office 2003, another version of the popular
Office suite. This version includes many new collaboration features to make
it easier for groups to work together on shared documents and a major over-
haul of the email program Microsoft Outlook. But apart from some polish to
the user interface, with a rounder, softer look, it’s still basically the same set
of applications as Office 2000. Your skills will move easily from one to the
other.
Older Versions of Microsoft Office

Like Windows, Office has been through several versions over the past
decade, including Office 4.3, Office 95, and Office 97. The older versions are
very similar to the current ones, although they are less complex and have
fewer features. You might run into things that are difficult or impossible to
do with an older version when compared to a current version of Office. If
that’s the case, it’s worth seeing whether your employer is willing to upgrade
to one of the more current versions.
Microsoft Works
Microsoft Works is Microsoft’s lower-cost Office suite. The Works suite
shares the Microsoft Word word processor with the full version of Office,
but it has its own, less-capable spreadsheet and database applications. Works
is primarily marketed to home computer users, rather than businesses, and
comes preinstalled on some low-cost computers. You’re unlikely to see
Works in a business setting.
WordPerfect
In its heyday, WordPerfect captured a sizeable portion of the word process-
ing market, before it was overtaken by Microsoft Word. Now WordPerfect
survives as the word processor of choice in some industries, notably the legal
profession. WordPerfect is now owned by Corel, who has put it together
with the Quattro Pro spreadsheet (created by Borland) and some other appli-
cations to compete with Microsoft Office. WordPerfect Office is now prein-
stalled on some new business PCs.
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Open Office
Open Office (http://www.openoffice.org/) provides a free alternative Office
suite that runs on the Linux operating system, as well as on Windows.
Although it tends to lag a bit behind the major commercial office suites in
features, Open Office is now a reasonably mature productivity suite that’s
being successfully used in many businesses. If you’re using Linux as your
operating system, this office suite is probably best for you. Sun Microsystems
also distributes a version of Open Office under the name Star Office.
IBM Lotus SmartSuite

SmartSuite was an attempt by Lotus Corporation to challenge Microsoft and
WordPerfect in the office arena, before Lotus was acquired by IBM. Lotus
includes the 1-2-3 spreadsheet, the Word Pro word processor, and a bunch
of other applications. IBM continues to sell and improve SmartSuite, but it’s
not a major force in the office suite market.
14 Chapter
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Need to Know More?

ECDL Foundation Web site,
http://www.ecdl.com/main/index.php
ICDL-US Web site, http://www.icdlus.com/index.html

2
Concepts of Information
Technology
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✓ Application software ✓ Joystick

✓ Binary system ✓ Laptop computer
✓ Bits per second (bps) ✓ Local area network (LAN)
✓ Byte ✓ Megahertz (MHz)
✓ CD-ROM ✓ Modem, monitor, mouse
✓ Central processing unit (CPU) ✓ Network computer
✓ Client/server ✓ Operating system software
✓ Digital ✓ Output and Peripheral devices
✓ Diskette ✓ Personal computer and printer
✓ Electronic commerce (e-commerce) ✓ Personal digital assistant (PDA)
✓ Electronic mail (email) ✓ Random access memory (RAM)
✓ Freeware ✓ Read-only memory (ROM)
✓ Gigahertz (GHz) ✓ Software
✓ Graphical user interface (GUI) ✓ Storage device
✓ Hard disk ✓ Touchscreen
✓ Hardware ✓ Trackball
✓ Information technology (IT) ✓ Virus
✓ Input device ✓ Wide area network (WAN)
✓ Internet ✓ World Wide Web (WWW)

✓ Identifying common types of computer ✓ Understanding the health, safety, and envi-
hardware ronmental impacts of computers
✓ Understanding the main types of software ✓ Listing some of the basic rules of informa-
✓ Distinguishing the major types of comput- tion security
er networks ✓ Understanding the basic legal implications
✓ Listing some of the major ways in which of computers
computers are used in business, govern-
ment, education, healthcare, and at home
16 Chapter
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Your journey to the ICDL starts with the first module, “Concepts of
Information Technology.” Just as learning to drive an automobile starts with
a basic understanding of what a car is, where you can drive it, and why you’d
want to do so, learning to drive your computer requires you to understand
some basic concepts. This module covers eight general areas:
➤ IT concepts
➤ Computer hardware
➤ Types of software
➤ The use of networks
➤ IT in everyday life
➤ Health, safety, and environmental issues
➤ Computer security
➤ Legal aspects of IT
You’ll learn about each of these areas in this chapter. By the end of the chap-
ter, you’ll be ready to go out and take the test for the first module!
General Concepts
We start with the broadest concepts and get increasingly specific as the chap-
ter continues. Four general concepts set the stage for everything that follows:
➤ Basic definitions
➤ Different types of computers
➤ Parts of a personal computer
➤ Computer performance
Let’s get started on your journey toward finishing Module 1 of the ICDL!
Hardware, Software, Information

Technology
You’re expected to know the difference between hardware and software and
to understand the broad term information technology (IT).
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17
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Understanding Basic Terms

Understand the terms hardware, software, information technology (IT).
Before you can do anything with a computer, you need to understand three
basic terms: hardware, software, and IT.
➤ Hardware—This term refers to all the physical parts of the computer:
the beige box and all its contents, the mouse, the keyboard, the monitor,
the speakers, and all the cables, to name a few. You can think of hard-
ware as the parts of the computer that are still there when the computer
is switched off. You’ll learn more about different types of hardware later
in this chapter.
➤ Software—This term refers to the intangible instructions that tell the
hardware what to do. When you switch on the computer and words and
pictures appear on the screen, it’s the software that dictates what those
words and pictures will be and where they will be located. Software is
split up into individual programs (for example, a word processing pro-
gram or an email program) with distinct functions. You’ll learn more
about different types of software later in this chapter.
➤ Information Technology (IT)—This term is the general term for all the
hardware, software, and services associated with computer use. In addi-
tion to computers and the programs that they run, IT encompasses the
networks that connect the computers and the people who make them
work.
Types of Computers
So far, we’ve been speaking of “computers” as if they were a single thing. But
in fact, there are many types of computers. To gain your ICDL, you need to
recognize the main types of computers that you might encounter.
Distinguishing Computer Types

Understand and distinguish between mainframe computer, network computer, per-
sonal computer, laptop, personal digital assistant (PDA) in terms of capacity, speed,
cost, and typical users.
18 Chapter
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The exam might ask you about five different types of computers:
➤ Mainframe computers are large computers that are typically used to run
the operations of an entire department or company.
➤ Network computers are computers that fit on an individual desktop, but
they might not have much storage capacity. Instead, they rely on devices
elsewhere on the network to store information for them.
➤ Personal computers are computers that fit on or under an individual desk-
top and that store their own information. This type is probably the type
of computer that you’re most familiar with.
➤ Laptop computers are portable computers ranging in size from a briefcase
to a small notepad. They typically fold up to protect their screens when
not in use.
➤ Personal Digital Assistants (PDAs) are very small computers that fit in a
shirt pocket. They have limited storage capacity and screen sizes.
Table 2.1 will help you compare these different types of computers.
Table 2.1 Comparing Computer Types

Computer Type Capacity Speed Typical Cost Typical Users
Mainframe Very large Very fast $1,000,000 IT departments at major
corporations
Network computer Small Fast $1,000 Business users
Personal computer Large Fast $2,500 Home and business users
Laptop Medium Medium $4,000 Business users who travel
frequently
PDA Small Slow $500 Professionals who need
information “on the go”
Unless you’re specifically told otherwise, you can assume that questions on the ICDL
exam are about using personal computers.
Main Parts of a Personal Computer

When you sit down with your computer, you should know what you’re look-
ing at. The exam will test your ability to recognize the different parts of a
computer.
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Knowing the Parts of Your Computer

Know the main parts of a personal computer, such as: central processing unit (CPU),
hard disk, common input and output devices, types of memory. Understand the term
peripheral device.
Let’s take a little tour of the computer hardware that’s probably on (or under)
your desk. Think of this as basic orientation, just like learning that your car
has tires, a trunk, and an engine.
The most obvious parts of the computer are usually the monitor, the mouse,
and the keyboard. The monitor displays information to you and is an exam-
ple of an output device. The keyboard and mouse let you send information to
the computer and are examples of input devices. Together, input and output
devices are examples of peripheral devices. A peripheral device is anything that
you can unplug from the gray box. Other examples include printers, plotters,
joysticks, and some modems.
You’ll learn more about input devices and output devices later in this chapter.
Follow the cables back from the monitor, mouse, and keyboard: They all
plug into the back of a single box that contains the bulk of the computer’s
hardware. Sometimes this box is informally called the CPU, which stands for
central processing unit. More formally, though, the CPU is one part that’s
hidden inside the box. The CPU is the “brain” of the computer, where it
carries out calculations. Figure 2.1 shows a typical modern CPU. CPUs are
normally less than 2 inches square in size but are the most important and
complex part of your computer.
Figure 2.1 A modern CPU, the brain of your computer.

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Of course, the CPU isn’t the only thing inside that big beige box! Other
important components in the base unit of the computer include hard drives,
memory, and option cards.
Your computer probably has at least one hard drive and might have more.
The hard drive is a magnetic device that can permanently store information.
When you save a file, it ends up on the hard drive, which preserves its infor-
mation even when the power to the computer is turned off.
The hard drive isn’t the only place in your computer where information can
be stored. Computers also have two kinds of memory: random access memory
(RAM) and read-only memory (ROM). You’ll learn more about these types of
memory later in the chapter.
The base unit of the computer typically contains one or more option cards as
well. If you look at the back of the computer, you’ll find a series of “slots.”
Some of these might be empty, and some might have hardware in them.
Typical option cards include video cards (which send information to your
monitor), network cards, and modems (which communicate with other com-
puters).
Computer Performance
Sometimes you’ll hear people complaining that their computers are slow
today—or, conversely, bragging that their new computers are fast. But what
makes a computer fast or slow? You’ll need to understand basic performance
factors to effectively use computers.
Performance Factors
Know some of the factors that impact on a computer’s performance such as: CPU
speed, RAM size, the number of applications running.
Here are some of the factors that can influence the performance of your
computer:
➤ CPU speed—Not all CPUs are the same. The faster the CPU, the better
the performance.
➤ RAM size—To perform most efficiently, your computer must keep a lot
of information in memory at once. If the computer has a limited amount
of RAM, not all this information will fit, and the computer will slow
down.
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21
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➤ Number of applications running—Each application takes up some RAM

and some of the CPU’s attention. If you have many applications open at
once, the speed of each one will slow down.
➤ The exact applications you have running—Large, complex applications will
often make the computer seem slower than small, simple ones.
Hardware
Now that you have the broad overview, let’s focus a bit more on the com-
puter’s hardware. In this section, you cover the basic hardware knowledge
that you should bring to your job and to the exam.
Central Processing Unit

The Central Processing Unit (CPU) is the brain of your computer. It performs
several critical functions that you need to be familiar with.
Functions of the CPU

Understand some of the functions of the CPU in terms of calculations, logic control,
immediate access memory. Know that the speed of the CPU is measured in megahertz
(MHz) or gigahertz (GHz).
Although we often speak of the CPU as a single thing, in reality it’s a very
complex piece of electronics with many subcomponents. The CPU performs
a number of different functions, including the following:
➤ Performing calculations—When there are numbers to add or other calcu-
lations to perform, it happens in the CPU.
➤ Controlling logic—Often your computer makes choices: which color to
display, what calculations to perform, and so on. The logic of these
choices is embodied in the CPU.
➤ Immediate access memory—The CPU contains a small amount of fast
memory to store intermediate results that it will need immediately.
➤ Coordinating other functions—The CPU sends instructions to other com-
ponents, such as the video card and the hard drive, telling them what
to do.
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The speed of the CPU is one of the most important factors in determining
the overall performance of your computer. Speed is measured in megahertz
(MHz); one MHz represents one million operations per second. A thousand
MHz equals one gigahertz (GHz). In 2004, an older desktop computer that
is still usable might have a CPU speed of about 500MHz. The newest and
fastest CPUs have speeds of about 3GHz.
Memory
After the CPU, the second most critical part of the computer is the memo-
ry. Not all computers contain the same size or type of memory, and you need
to know the differences when evaluating a computer’s capabilities.
Types of Memory
Understand different types of computer memory such as: RAM (random-access

memory), ROM (read-only memory) and distinguish between them.
Computer memory comes in two types: RAM and ROM.

RAM is the type of computer memory that people are usually talking about
when referring to a computer’s memory. When you run an application, the
computer code that makes up that application and the results of your work
are temporarily stored in RAM. RAM is comparatively inexpensive and can
be reused many times by your computer; each part of the memory can be
written to or read from repeatedly. RAM is also volatile. That is, anything
stored only in RAM is lost when you turn off the computer.
ROM is a smaller area of memory that holds critical applications that run the
computer itself. Information stored in ROM is there permanently, even
when the computer is off. Most computers use ROM to hold the basic pro-
grams that make the computer and its display start up and become ready to
hold other information.
Memory Size
Know how computer memory is measured: bit, byte, KB, MB, GB, TB. Relate com-
puter memory measurements to characters, files, and directories/folders.
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23
. . . . . .
The simplest unit of memory is the bit. A single bit is equal to either a
numerical 1 or 0 at any given time. Each bit of memory is like a tiny switch
that the computer can turn on or off: on equals 1 and off equals 0. This sys-
tem is called the binary system of counting.
Modern computers contain many bits of memory, referred to in increasing-
ly large units:
➤ A byte is 8 bits.
➤ A kilobyte (KB) is 1,024 bytes. Computers use binary arithmetic, which

makes 1,024 a “round” number in computing terms.
➤ A megabyte (MB) is 1,024KB, or roughly 1 million bytes.
➤ A gigabyte (GB) is 1,024MB, or roughly 1 billion bytes.
➤ A terabyte (TB) is 1,024GB, or roughly 1 trillion bytes.
A modern personal computer will usually have between 128MB and 2GB of
RAM. How much will this hold? Well, you can think of it in terms of the
amount of text that you can store in each chunk of memory:
➤ A byte will hold a single character of the alphabet; each letter is repre-
sented by a particular code of 1s and 0s. (For example, the letter “A” is
usually stored as 01000001 in “computer language.”)
➤ A page of text will take about 5KB to store.
➤ This entire book takes up about 5MB of RAM.
➤ A GB of text would come to about 2,000 books, a good-sized personal

library.
➤ The Library of Congress holds nearly 25 million books. That’s about
12.5TB of text.
Of course, not all the information stored on your computer is in the form of
text. Programs, graphics, sounds, movies, drawings, and other forms of infor-
mation all take up RAM when they’re current in your computer. A typical
application might occupy anywhere from 100KB to 100MB of RAM while
it’s running.
Input Devices
Input devices allow you to send information to your computer. You need to
know the major classes of input devices to pass the exam.
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Identifying Input Devices

Identify some of the main devices for inputting data into a computer such as: mouse,
keyboard, trackball, scanner, touchpad, light pen, joystick, digital camera, micro-
phone.
An input device is any piece of hardware that you can use to enter informa-
tion (that is, send information to the computer). Here’s a list of some of the
common input devices that you might encounter:
➤ A mouse is an input device designed to be grasped with one hand and
slid around on the desk. The computer translates this movement into
the movement of the cursor (arrow) on your screen. A mouse also has
one or more buttons that you can press to send instructions to the com-
puter.
➤ A keyboard is an input device that includes the standard typewriter keys
and other keys such as function keys, arrow keys, and a numeric keypad.
The keyboard is the device most often used to input text to a computer
program.
➤ A trackball resembles an upside-down mouse. The trackball stays in one
spot on your desk, with a ball facing upwards. Moving the ball moves
the cursor onscreen. Like a mouse, a trackball has one or more buttons
that you can press. Figure 2.2 shows a mouse and a trackball.
Figure 2.2 A mouse and a trackball.
➤ A scanner is an input device that can convert a printed sheet of paper (or
other flat object) into a file that the computer can store. Some scanners
are standalone devices, whereas others are built into printers or other
multipurpose devices.
➤ A touchpad is a small rectangular area, usually built into a laptop com-
puter, where you can drag your finger to move the cursor onscreen.
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25
. . . . . .
➤ A light pen looks a bit like a penlight with a cord coming out of the end.
You can indicate a spot on your computer monitor by pointing at it with
the light pen and clicking a button.
➤ A joystick is an input device somewhat similar to the control stick of an
airplane. Joysticks are most frequently used as input devices for comput-
er games, but they do have some use in business settings as well.
➤ A digital camera allows you to take pictures without film by storing
them in memory inside the camera. Later, you can use a special cable or
other adapter to load these pictures into your computer.
➤ A microphone lets you use speech as an input to the computer.
Depending on the software that you have installed, you can either store
the speech to be played back later or use it to issue commands that the
computer will understand.
Output Devices
Output devices let your computer communicate information back to you.
You should know about some of the major categories of output devices.
Identifying Output Devices
Identify common output devices for displaying the results of processing carried out
by a computer, such as: monitors, screens, printers, plotters, speakers. Know where
these devices are used.
An output device is any piece of hardware that the computer can use to con-
vey information back to you. Here are some common output devices that you
might run across:
➤ A monitor is a video display device sometimes informally called the
computer’s screen. It is the main place where you will receive informa-
tion from the computer.
➤ A printer is a device suited to produce printed output on paper. There
are a wide variety of printers; they differ in their speed, the size of the
paper they can print on, and the process that they use for printing.
Printers are useful when you need a temporary or permanent record of
some information away from your computer.
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➤ A plotter is a device that moves one or more pens over a piece of paper
to create a drawing. Plotters are typically used for output such as archi-
tectural drawings and mechanical designs.
➤ Speakers allow your computer to communicate with you using sound.
The sound can be anything from a warning beep when something goes
wrong to synthetic voices that can read the information displayed on the
monitor.
Input/Output Devices
Some peripheral devices do double duty as both input devices and output
devices.
Two Devices in One

Understand some devices are both input/output devices such as: touchscreens.
The most common example of an input/output device (that is, a peripheral

that can act as both an input device and an output device) is a touchscreen. A
touchscreen looks like a monitor. However, the surface of the touchscreen is
sensitive to touch, either with a finger or with a specialized stylus. Thus, a
touchscreen can act as both a monitor and a cursor-control device similar to
a touchpad at the same time.
Storage Devices
Input and output devices are concerned with moving information in and out
of the computer. But where does the information go when it’s in the com-
puter? The answer is that it ends up in a storage device.
Comparing Storage Devices

Compare the main types of memory storage devices in terms of speed, cost and
capacity such as: diskette, Zip disk, data cartridges, CD-ROM, internal, external hard
disk.
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27
. . . . . .
Personal computers use a wide array of storage devices. Also, the types of
storage devices are constantly changing. Here are some of the storage
devices that you might encounter in the workplace:
➤ A diskette is a small removable storage device, sometimes called a “flop-
py disk.”
➤ A Zip disk is a proprietary device about the size of a diskette but with a
hard plastic shell and a much higher storage capacity.
➤ A data cartridge holds magnetic tape and is designed to use with a spe-
cial tape drive as a way to back up large amounts of data.
➤ A CD-ROM is a plastic disk, similar to a music CD.
➤ Internal and external hard drives are permanently sealed magnetic stor-
age devices that are capable of storing large amounts of data. Internal
drives are inside the housing of the computer, but there are hard drives
that can connect to the computer outside the computer housing.
Table 2.2 will help you compare these storage devices.
Table 2.2 Comparing Storage Devices

Storage Device Speed Cost Capacity
Diskette Very slow Low 1.44MB
Zip disk Slow Moderate 100MB–250MB
Data cartridge Very slow Low 100MB–100GB
CD-ROM Moderate Low 500MB–700MB
Internal hard disk Fast High 40MB–1TB
External hard disk Fast High 40MB–1TB
Most of these storage devices are read/write devices. That is, you can both
read the information that’s written on them and write new information to
them. The CD-ROM is an exception, being a read-only device. Information
written to a CD-ROM cannot be deleted.
Another type of CD, the CD-RW, allows you to both read and write information.
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Formatting Disks
Understand the purpose of formatting a disk.
Most storage devices (including diskettes, Zip disks, and hard disks) must be
formatted before they can be used. The formatting process checks the disk to
make sure that it is in good condition and lays down guidelines that tell the
disk drive where it can write information. These guidelines divide the disk
into tracks and sectors, as shown in Figure 2.3. The operating system can put
a fixed amount of data into each area of the disk that formatting creates.
Track
Sector
Figure 2.3 Formatting a disk (schematic diagram).
You’ll learn how to format a disk using Windows XP in Chapter 3.
Software
You need hardware to have a computer, but without software, the hardware
is pretty useless. In fact, the rest of this book is largely about different types
of software. We start in this module with a broad survey of types of software
and key terms and then go into more detail as you tackle the following
modules.
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29
. . . . . .
Types of Software
The first way to think about software types is by their function: Is the soft-
ware there to make the computer run or to do something useful for you?
Major Divisions of Software

Distinguish between operating systems software and applications software. Under-
stand the reasons for software versions.
Broadly speaking, software can be divided into operating system software and
application software. Operating system software is the software that controls
the basic operations of the computer, such as where data is stored and how it
is displayed onscreen or communicated to other computers. Microsoft
Windows is the most common operating system that you’ll find in a business
setting. Application software is software that is used for a particular task, such
as writing a letter, displaying a file, or composing music.
Most software exists in multiple versions. For example, Microsoft has
released eight different versions of its Access database software over the
course of the last decade or so. This happens because software is constantly
under development, rather than a static thing. Just as automobile manu
facturers release new models of their cars, with some improvements, every
year, software manufacturers release new and improved models of their soft-
ware. But with software, these new releases are called “versions” instead of
“models.”
Operating System Software

Operating system software is the software that provides the basic functions
of the computer. You need to know what an operating system does, and know
the most common operating systems, to pass the exam.
Common Operating Systems

Describe the main functions of an operating system and name some common oper-
ating systems.
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The operating system has two main functions. The first is to act as a sort of
caretaker for the computer, making sure that all the information held by the
computer ends up in the right place. This process includes loading other
software programs into memory so that they can run, keeping the files on the
computer’s hard drive up-to-date, and allocating resources to other applica-
tions.
You need to know what an operating system does, and know the most common
operating systems, to pass the exam.
But the operating system also acts as a sort of traffic cop, directing data
between the various parts of the computer. For example, typing on the key-
board can cause a program to be loaded from the hard drive into memory
and then display information on the screen. The operating system is the soft-
ware that controls the flow of information between all these disparate com-
ponents of your computer.
There have been dozens or hundreds of operating systems created over the
past few decades. But only a few of these operating systems are in common
use in business settings. Common operating systems include the following:
➤ DOS, which most commonly refers to Microsoft’s MS-DOS, is a text-
only operating system. Several other manufacturers have released DOS
versions as well. DOS is largely obsolete, but you’ll still find it on some
older computers.
➤ Microsoft Windows is the most common graphical (that is, able to dis-
play pictures, text in multiple fonts, and other types of information)
operating system. Microsoft has released a number of versions of
Windows over the years. Windows versions commonly used in current
business environments include Windows 98, Windows 2000, and
Windows XP.
➤ Linux is a popular open-source operating system; that is, it is available
for free. Originally used mainly by computer hobbyists, recent versions
of Linux are becoming more popular in the workplace.
➤ Solaris is a graphical operating system developed by Sun
Microcomputers for use on its own computers. You’ll find Solaris in
some academic and business settings.
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31
. . . . . .
➤ BSD is another open-source operating system that is popular in some

circles. You probably won’t encounter BSD on your desktop, but it is
widely used on servers and in networks.
➤ Mac OS X is the most recent operating system developed by Apple for
its Macintosh computers. If you’re using a Mac, you will be using some
operating system direct from Apple.
In this book, we’ll be using Microsoft Windows XP for all our examples. The skills
you’ll learn will apply to all common operating systems, although the details will be
different.
Application Software
The second major class of software is application software. There is a wide
variety of application software in the world, from Web browsers to football
simulations. You should know about the major types of application software
that are often used in business.
Common Applications Software

List some common software applications such as: word processing, spreadsheet,
database, Web browsing, desktop publishing, accounting, together with their uses.
It’s impossible to list all the different types of application software. But you
should know about some of the major types of application software that are
commonly used in business:
➤ Word processing software is used to write letters, reports, and other
documents. Microsoft Word and Corel Word Perfect are examples of
word processing software.
➤ Spreadsheet software is used to carry out financial, engineering, and
other calculations. Microsoft Excel and Lotus 1-2-3 are examples of
spreadsheet software.
➤ Database software is used to store information such as sales, customer
addresses, and inventory for future use. Microsoft Access and Borland
dBASE are examples of data access software.
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➤ Presentation software is used to create slide shows and other speakers’

aids. Microsoft PowerPoint is an example of presentation software.
➤ Web browsing software is used to view the contents of Web sites.
Microsoft Internet Explorer and Mozilla Firebird are examples of Web
browsing software.
➤ Desktop publishing software is used to create newsletters, magazines,
and other documents suitable for printing. Microsoft Publisher is an
example of desktop publishing software.
➤ Email software is used to send, receive, and store electronic mail.
Microsoft Outlook and Outlook Express are examples of email software.
➤ Accounting software is used to track credits, debits, and other account-
ing data. Intuit Quicken and Microsoft Money are examples of account-
ing software.
Graphical User Interface

Almost certainly, you’ll be working with a graphical user interface (GUI) on
your computer. It is one of the key terms that you need to understand.
What’s a GUI?
Understand the term graphical user interface (GUI).
A graphical user interface (GUI) allows you to interact very flexibly with your
computer. A GUI is called “graphical” because it uses color, pictures, and text
to convey information, unlike older operating systems that were limited to
text only.
Figure 2.4 shows a GUI—in this case, Windows XP. There are two open
applications: Microsoft Word and Microsoft Excel. Each application has
menus and toolbars to let you control it. GUIs also feature other graphical
cues such as the Recycle Bin icon in the background. You’ll learn much more
about manipulating the parts of a GUI starting in Chapter 3.
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33
. . . . . .
Figure 2.4 Windows XP is an example of a GUI.
GUIs are much more than just a decorative way to display information.
GUIs offer several advantages to the computer user:
➤ You can work with more than one application at the same time. This
advantage is useful when you must share information between applica-
tions or perform multiple tasks as part of your job.
➤ Most operations can be accomplished with either the keyboard or the
mouse, leaving you to choose the way of interacting with the computer
that works best for you.
➤ You can adjust colors and font sizes to get more information on the
screen at one time or to make it easier for visually impaired users to
work with the computer.
➤ Graphics can convey information with a richness that purely textual
interfaces cannot match.
Systems Development
Software doesn’t come into being by spontaneous generation. Instead, it
must be developed for specific uses. You need to understand a little bit about
the process of software development.
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The Process of System Development

Understand how computer-based systems are developed. Know about the process of
analysis, design, programming and testing often used in developing computer-based
systems.
There are two major types of application software. The first is shrink-wrapped
software: applications purchased from a company such as Microsoft, Borland,
or IBM. General-purpose applications such as word processors and databas-
es are usually shrink-wrapped software. But your business might demand its
own peculiar software as well. For example, if you work at an animal shelter,
you probably have special custom software to keep track of the animals in the
shelter.
Custom software is typically developed by IT workers on your company’s
staff (you might know them as computer programmers) or by outside consult-
ants hired for the purpose. There are many ways in which software is devel-
oped, but in general it’s a four-step process:
1. Analysis—In the analysis phase, the software developer discusses the
functions of the proposed software with those who need to use the
software. This phase is concerned with determining the requirements
for the new software application.
2. Design—In the design phase, the software developer creates a plan for
building the desired software. Design can include such activities as
planning the steps that the application will take and drawing the inter-
face that will appear on the screen.
3. Programming—In the programming phase, the software developer uses
a computer language to build the software according to the design.
4. Testing—In the testing phase, the software developer and the end users
verify that the software fulfills the requirements that were specified
during the analysis phase.
Information Networks
A single computer can be a useful tool, but the real power of computers
becomes evident when they are connected to form a network. Computer net-
works enable such common functions as electronic mail (email) and brows-
ing the World Wide Web. In this section, you’ll learn some basic facts about
computer networking.
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35
. . . . . .
LAN, WAN
Two major types of computer networks are the local area network (LAN) and
wide area network (WAN). You will learn more about these types of net-
works in the coming sections. Pay particular attention to the differences as
well as the similarities between a LAN and a WAN.
LANs, WANs, and Client/Server

Understand the terms, local area network (LAN), wide area network (WAN).
Understand the term client/server.
The distinction between a LAN and WAN is simple. When the computers
at a single location are connected to form a network, that’s a LAN. When
computers at many locations are connected, that’s a WAN. A WAN might
link two LANs, or it might include thousands of computers at dozens of loca-
tions.
When computers are organized into networks, they can take advantage of
client/server computing, a scheme in which some resources are held centrally
on a computer called a server and shared by many users (clients). For exam-
ple, your company might use a client/server database to store customer
information. In that case, you work with customer information on your own
personal computer (the client), but all that information is actually stored on
one central computer (the server). When you need information on a particu-
lar customer, your client asks the server for the required information. If you
make changes, those changes are sent back to the server. This scheme makes
it easy for everyone on a network to share the same customer information.
Benefits of Networks
List some of the advantages associated with group working such as: sharing printers,
applications, and files across a network.
Why should your company’s computers be connected into a network? Here

are some of the benefits you can expect from a LAN:
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➤ Hardware sharing—A network lets you share expensive hardware such as

fast printers and plotters so that each user does not need his own printer
or plotter.
➤ Better communications—A network enables group communication applica-
tions such as email and instant messaging (IM).
➤ Application sharing—A network lets users run applications from a central
server, instead of having to install them on each individual computer.
➤ Shared knowledge—A network lets you share important files and informa-
tion between users so that each user on the network has access to up-to-
date information.
Intranets and Extranets

Another way to classify networks is by the number of companies that are
connected together. This classification gives rise to the terms intranet,
Internet, and extranet.
Internet and Intranets

Understand what an intranet is and understand the distinction between the Internet
and an intranet.
An intranet is a network that connects computers belonging to a single com-

pany. An intranet might be created as a LAN or a WAN, depending on how
widespread the company’s computers are.
But WANs can also connect computers belonging to more than one compa-
ny. In fact, there is a single global WAN that connects millions of companies
together. We refer to this WAN as the Internet.
Typically, intranets are used for company-specific tasks such as checking
inventory, sharing documents with co-workers, and sharing printers. The
Internet is useful for sending email to customers, browsing Web sites, and
performing other tasks outside your organization.
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Extranets
Understand what an extranet is and understand the distinction between an intranet
and an extranet.
A third type of network is intermediate between an intranet and the Internet.

An extranet is a network that connects a company with its business partners.
Unlike an intranet, which contains computers from a single company, an
extranet might span 10 or 100 companies all working together. But unlike
the Internet, an extranet isn’t open to all comers. Companies closely control
the business partners who have access to their extranet.
For example, Wal-Mart Stores, Inc., has implemented a large and successful
extranet for communicating with its suppliers. Information such as invento-
ry levels and purchase orders can be shared by Wal-Mart with selected sup-
pliers over the extranet, without fear that competitors can read this informa-
tion.
The Internet
It’s hard to get far these days without running across the Internet. Yet many
people have only a vague idea of what the Internet is. You’ll need more than
a vague idea to pass the exam.
Understanding the Internet

Understand what the Internet is and know some of its main uses.
The Internet is a global network of computers connected into one giant

WAN. There are many uses for the Internet. For example, the Internet
enables all of the following to take place:
➤ Sharing information on Web sites
➤ Moving files between computers at different locations
➤ Sending email to recipients around the world

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➤ Holding private video and audio conferences
➤ Working collaboratively with people at other locations
Although it was nearly nonexistent as recently as a decade ago, the Internet

has now become an essential tool for all types of business.
Understanding the WWW

Understand what the World Wide Web (WWW) is and distinguish it from the Internet.
Computers communicate with one another over the Internet using a variety
of different codes and languages known as protocols. For example, you can
move files between computers using the File Transfer Protocol (FTP).
One particularly important protocol is the Hypertext Transfer Protocol
(HTTP). This protocol allows your computer to request a page of text and
graphic information, called a Web page, from a distant server and to display
the results of that request. Web pages can contain hyperlinks, words or
images that you can click on to load other Web pages. The collection of all
of the hyperlinked documents on the Internet is referred to as the World
Wide Web (WWW).
You’ll learn much more about the World Wide Web in Chapter 8, “Information and
Communication.”
The Telephone Network in Computing

The Internet is an abstract concept, but there’s a physical implementation
beneath the concept. Computers are connected through a variety of com-
munications circuits. You need to know about the use of the telephone net-
work that is used to make some of these connections to the Internet as well
as to other remote computers, such as remote computers used in an extranet
or a corporate network.
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Telephones and Computing

Understand the use of the telephone network in computing. Understand the terms
Public Switched Telephone Network (PSTN), Integrated Services Digital Network
(ISDN), Asymmetric Digital Subscriber Line (ADSL).
Many computers are connected to the Internet through the same network
that carries our telephone conversations. You’ll run across a variety of terms
in conjunction with this network, including the following:
➤ Public Switched Telephone Network (PSTN)—This is simply a fancy term
for the familiar network that lets you pick up a telephone, dial a number,
and get connected (“switched”) to another telephone.
➤ Integrated Services Digital Network (ISDN)—This is a special type of tele-
phone circuit that connects you to your Internet provider at a higher
speed than the regular PSTN circuits can support.
➤ Asymmetric Digital Subscriber Line (ADSL)—ADSL lines are a second
special type of telephone circuit that are even faster than ISDN lines.
They are asymmetric in that information flows faster to you than it does
back to the network.
Depending on where you live and how recently the local phone company’s
equipment was upgraded, ISDN and ADSL circuits might or might not be
available. ISDN circuits are normally more expensive than PSTN circuits,
and ADSL circuits are more expensive still.
Understanding Modems
Understand the terms analog, digital, modem, transfer rate (measured in bps—bits
per second).
There’s a fundamental difference between computers and telephone lines:

computers are digital, whereas telephone lines are analog. A digital device,
such as a computer, represents information using a fixed number of values:
computers use only the values 0 and 1. An analog device, on the other hand,
uses a smoothly sliding scale of values. An old-fashioned mercury ther-
mometer is a good example of an analog device; the mercury slides smooth-
ly up and down the column to represent a near-infinite number of different
temperatures.
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When you send computer information over normal telephone lines, some-
thing has to change the digital information into analog information. At the
other end of the line, the analog information must be converted back to dig-
ital information. The device that performs these conversions is called a
modem. A modem is essential to send digital information over an analog net-
work such as the PSTN.
Other telephone circuits, such as ISDN and ADSL, are inherently digital.
When you send information over these circuits, there is no conversion
between analog and digital involved.
Each type of network connecton is associated with a specific transfer rate—
that is, the speed with which information can flow across the network.
Transfer rates are measured in bits per second, or bps. These days, an average
modem works somewhere between 28,800bps and 57,600bps (often referred
to as 28Kbps and 56Kbps). High-speed lines, such as ISDN and ADSL lines,
can accommodate much faster modems.
The Use of IT in Everyday Life

Computers are ubiquitous in society by now. To truly appreciate the impor-
tance of basic computer skills, you should know some of the major areas in
which computers are used:
➤ Business
➤ Government
➤ Healthcare
➤ Education
➤ Home
These and other uses of computers are the topics of this section of the exam.
Computers at Work
Of course, the workplace is one area in which you will find many computers.
You should have some sense of what computers can (and can’t) be used for in
the workplace.
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What Are Computers Good For?

Identify some situations where a computer might be more appropriate than a person
for carrying out a task and where not.
Computers are great aids to productivity in many situations. Keeping track

of thousands or millions of details, performing complex calculations, and
working in a consistent fashion are all strengths of computers. Routine and
tedious tasks that require tracking large amounts of information are ideal for
computerization. Creating complex financial reports, keeping track of ware-
houses full of inventory, or calculating baseball statistics for thousands of
games are all examples of tasks that fall into this category.
On the other hand, computers can’t do everything. Tasks requiring judg-
ment, such as allocating medical care or even driving, cannot yet be easily
computerized. Computers are also limited to working with the information
that you give them; if a computer is given wrong information, wrong answers
will result. This limitation is sometimes called “garbage in, garbage out.”
Finally, tasks that benefit from a human touch, from customer service to
retail sales, are often best performed by a person rather than a computer.
Computers in Business
Know some of the uses of large-scale computer applications in business such as:
business administration systems, airline booking systems, insurance claims process-
ing, online banking.
Many businesses depend on computers for their day-to-day operations.

Some of the major areas where computers are used in business include the
following:
➤ Business administrative systems include accounting systems that track
profit and loss, customer relations management (CRM) systems that
keep track of customers and their needs, and enterprise resource plan-
ning (ERP) systems that help make manufacturing more efficient.
➤ Airline booking systems sell virtually all plane tickets on commercial air-
lines.
➤ Insurance companies use claims processing systems to track the myriad
details of their businesses.
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➤ Online banking is an increasingly popular alternative to traditional face-

to-face branch banking.
Computers in Government
Know some of the uses of large-scale computer applications in government such as:
public records systems (census, vehicle registration), revenue collection, electronic
voting.
Government at all levels, from local to state and federal, would have diffi-
culty operating without computers. Most public records, from census results
to voter and vehicle registrations, are now stored on computers. Assessing
and collecting taxes is also a heavily computerized activity. Votes are tabulat-
ed by computer, and some jurisdictions are even experimenting with elec-
tronic voting, in which paper ballots are dispensed with completely.
Computers in Healthcare
Know some of the uses of large-scale computer applications in hospitals/healthcare
such as: patient records systems, ambulance control systems, diagnostic tools and
instruments, specialist surgical equipment.
Healthcare is increasingly dependent on computers. You’ll find computers

used in hospitals and other healthcare settings in a variety of ways:
➤ Patient information is increasingly computerized. Healthcare activities
ranging from admitting, taking patient history, and providing treatments
are computerized in many places. Also, with computerized medical
information, patients and physicians have easy access to complete med-
ical records.
➤ Efficiently dispatching ambulances and other emergency vehicles is easi-
er with computerized systems that track addresses and equipment avail-
ability.
➤ Modern diagnostic tools such as magnetic resonance imaging (MRI) and
computerized tomography (CT) scanners depend on computers to make
their results understandable.
➤ Surgery is made easier by computerized systems that help surgeons visu-
alize the internal anatomy of a patient before they ever make an incision.
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Computers in Education
Know some of the uses of computer applications in education such as: student reg-
istration and timetabling systems, computer-based training (CBT), distance learning,
homework using the Internet.
Computers are also important in education. Student information, from

schedules to grades, is usually stored in a computer system. Computers are
also often used to create class schedules, a process sometimes referred to as
timetabling. In some fields, computer-based training (CBT), in which an
interactive computer program helps the student learn, can replace or aug-
ment the traditional classroom experience. Computer networks have made
possible the rise of distance learning, in which the teacher and the students
can be located thousands of miles from one another. And of course the
Internet has been a boon to students everywhere doing their homework;
there’s no easier way to find out the capital of Bolivia or the number of
species of bears in the world.
Teleworking
Understand the term teleworking. List some of the advantages of teleworking such as:
reduced or no commuting time, greater ability to focus on one task, flexible sched-
ules, reduced company space requirements. List some disadvantages of teleworking
such as: lack of human contact, less emphasis on teamwork.
Computers and computer networks have enabled a new form of work: tele-
working. Teleworkers dial in to the office, connecting their computers to the
company network rather than physically commuting to the office. This
process saves the time and money that would be spent on commuting and
frees the company from needing to provide office and parking space for the
employee. Teleworkers often enjoy flexible schedules, and many prefer the
home atmosphere to the office. Teleworkers are also able to concentrate on
their jobs more effectively, in many cases, thanks to the lack of typical work-
place interruptions.
But teleworking doesn’t work out well for everyone. Some people find that
they miss the human contact that comes from going into the office every day,
and it can be difficult to manage a team when the workers are spread around
the country. Also, teleworkers are subject to many temptations to postpone
work in favor of personal tasks; it takes a certain amount of discipline to be a
successful teleworker.
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Electronic World
Computers have had impacts far outside the business world. Many people
these days depend on electronic mail and electronic commerce in their day-
to-day lives.
Email
Understand the term electronic mail (email) and know its main uses.
In recent years, electronic mail (email) has gone from being a curiosity to
being a mainstay of communications for computer owners. Email allows you
to send messages and files from your computer to the computer of anyone
else who has an email address. Email is used to send contracts to suppliers,
news to relatives, and jokes to friends. Millions of email messages are trans-
mitted every day around the world.
Like some other facets of computing, email also has its dark side. Unsolicited
commercial email (UCE, sometimes informally called “spam”) threatens to
overwhelm many email users with an avalanche of undesired messages. And
email has also become a medium for transmitting harmful computer code,
otherwise known as viruses.
You’ll learn much more about email in Chapter 8.
E-Commerce
Understand the term e-commerce. Understand the concept of purchasing goods and
services online, including giving personal details before a transaction can be carried
out, payment methods, consumer’s basic right to return unsatisfactory goods.
Spurred by the success of high-profile companies, such as Amazon, electron-

ic commerce (e-commerce) is becoming an increasingly successful part of
the modern economy. In e-commerce, you purchase goods and services by
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visiting the Web site of a vendor. There you can browse through a catalog
and select the items that you want to purchase. When you’re ready to pur-
chase, you need to supply your billing and shipping details so that the ven-
dor will know where to send the goods and how to collect their payment.
Most e-commerce vendors accept credit cards for payment; some also allow
you to pay by check, wire transfer, or online payment services such as PayPal.
Even if you’re purchasing online, you aren’t waiving your basic rights as a
consumer. Any reputable e-commerce vendor will accept returns in case they
ship you the wrong product or an unsatisfactory product. It’s up to you, how-
ever, to understand the vendor’s policies on returns before you place an
order.
Advantages and Disadvantages of E-Commerce
List some of the advantages of purchasing goods and services online, such as: ser-
vices available 24 hours a day, opportunity to view a wide range of products. List
some of the disadvantages of purchasing goods and services online such as: choos-
ing from a virtual store, no human contact, risk of insecure payment methods.
E-commerce can be a wonderful thing. You can purchase a last-minute birth-

day present at 3 a.m. with a blizzard outside your house and have it delivered
the next day to a recipient across the country or around the world. Vendors
can also maintain extensive catalogs of goods on the Web, enhancing your
purchase choices.
But you need to be a bit careful when engaging in e-commerce as well. You
can’t “kick the tires” the way that you can when you’re inspecting physical
goods in person, so you need to be sure that what you’re ordering is really
what you want. There are no helpful salespeople to aid you in choosing
between potential purchases. And if you’re not careful, you could end up
sending your credit-card information in a form that could be stolen
(although most online merchants now use secure order forms that remove
this potential problem).
Health, Safety, and Environment

Computers are complex machines with wide-ranging ramifications. Before
using a computer, you need to understand some of the health, safety, and
environmental impacts of the computer.
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Ergonomics
Ergonomics is a relatively new branch of applied science that is concerned
with designing workplaces that are both efficient and comfortable. An under-
standing of basic computer ergonomics issues will help ensure that your
computing time is healthful.
Creating a Good Working Environment

Understand what elements and practices can help create a good, working environ-
ment such as: appropriate positioning of monitors, keyboards and adjustable chairs,
use of a mouse mat, use of a monitor filter, provision of adequate lighting and venti-
lation, frequent breaks away from the computer.
Ergonomics experts have developed a number of recommendations for a

good working environment for those who use computers. Although there is
some debate about which factors are the most important, general recom-
mendations include the following:
➤ The monitor should be positioned directly in front of you at a comfort-
able height so that you do not have to twist your body or crane your
neck to view information.
➤ The keyboard should be placed in a location where you can type with
your wrists flat and straight and your elbows at a 90-degree angle.
➤ Your chair should be adjustable for a comfortable height and provide
adequate lumbar support.
➤ If you use a mouse, a good quality mouse mat will help you position the
cursor onscreen accurately without excessive arm movements.
➤ Lighting should be adequate to view any documents you are working
with but must not reflect excessive glare from the monitor. If it is impos-
sible to lower the lights to this level, you should install a glass monitor
filter to cut down on the glare.
➤ Like any other workplace, the computer-oriented workplace should have
sufficient ventilation to provide fresh air at all times.
➤ You should take frequent breaks, stretching and moving away from the
computer at least once every 30–60 minutes.
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Health Issues
One good reason to follow ergonomic recommendations is to avoid some of
the health problems that can be associated with computer use.
Health Problems of Computers

List some common health problems which can be associated with using a computer
such as: injuries to wrists caused by prolonged typing, eye strain caused by screen
glare, back problems associated with poor seating or bad posture.
What could go wrong if you ignore ergonomic recommendations? Plenty, as

it turns out:
➤ Improper keyboard positioning and failure to take adequate breaks can
cause a variety of problems, including bursitis, tendonitis, and (perhaps
the most serious common disorder associated with computers) Carpal
Tunnel Syndrome (CTS).
➤ Working without a glare shield or with a monitor that is not properly
aligned can lead to serious eyestrain.
➤ Poor posture or unadjustable seating can contribute to back strain.
To avoid these problems, you should make sure that your computer work
area is set up in an ergonomically correct fashion. Also, you should not
ignore symptoms. If you feel tingling or numbness in your arms, strain in
your eyes, or lower back pain, you should seek help in locating and correct-
ing the cause of the problem.
Precautions
As industrial machinery goes, computers are actually very safe. But that
doesn’t mean that you can ignore basic safety precautions that you should
take with any electrical device.
Computer Safety
List some safety precautions when using a computer such as: ensuring power cables
are safely secured, power points are not overloaded.
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Remember, computers are electrical devices. A powerful computer can draw

several hundred watts of power when it’s working hard. You should treat
computer wiring with the respect due to any electrical wiring. Make sure that
power cords and other cables are out of traffic areas and that they are
anchored to prevent sudden disconnection or hazards to those passing by.
You should also avoid overloading the electrical power supply by plugging
too many devices into a single outlet.
The Environment
Although it’s not as dramatic as the impact of other machinery, computers do
have an impact on the environment. The exam might ask you how to mini-
mize this impact.
Environmentally Friendly Computing

Be aware that recycling printed outputs, recycling printer toner cartridges, using a
monitor that consumes less power while the computer is inactive can help the envi-
ronment.
Here are some things that you can do to ease the impact of your computing
on the environment:
➤ Computers make it easy to print a lot of pages of output that you don’t
really need for the long term. You should recycle excess printouts.
➤ Rather than discard used printer toner cartridges, you can send them to
a service that will recycle and refill them. In addition to making less
garbage, this approach will also save you money.
➤ Consider purchasing a monitor that consumes less power when you’re
not actively using the computer. In the United States, look for products
that carry the Environmental Protection Agency (EPA) Energy Star logo
to guarantee energy efficiency.
Saving Paper
Understand that using electronic documents can help reduce the need for printed
materials.
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Computers do have one major positive impact on the environment: busi-

nesses can use far less paper now than they did before computerization was
common. By referring to information online, sending email instead of paper
mail, and storing documents on your computer’s hard drive, you can help
minimize the amount of paper that your organization consumes.
Security
As recently as a few years ago, computer security was the concern of only the
people in the corporate IT department. But with the increasing connection
of computers into networks and the rise of computer criminals, security now
must be everyone’s business. You must know the basics of information secu-
rity to proceed in your career with computers.
Information Security
Just as keeping physical assets safe is the job of the corporate security depart-
ment, keeping computer assets safe is the job of information security.
What Is Information Security?

Understand the term information security and the benefits to an organization of being
proactive in dealing with security risks such as: adopting an information security pol-
icy with respect to handling sensitive data, having procedures for reporting security
incidents, making staff members aware of their responsibilities with respect to infor-
mation security.
The goal of information security is to protect the intangible information

assets of your organization. Consider all the information that’s stored on
computers in your organization: financial records and projections, plans for
future product launches, customer lists, perhaps even confidential informa-
tion such as medical or payroll records. These are all things that you need to
protect. Any organization using computers should have a plan to deal with
security risks. Here are some factors to consider:
➤ The plan should include a written information security policy so that all
employees understand the risks involved and the information that must
be protected.
➤ Sensitive information should be limited to only those people and those
computers where it is necessary to do the job.
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➤ There should be a clear procedure for reporting security incidents, con-

firmed or suspected, to IT professionals who can carry out a proper
investigation.
➤ Policy manuals and periodic training should be used to make sure that
all staff members understand the importance of information security.
Privacy Issues
Know about privacy issues associated with computers, such as adopting good pass-
word policies. Understand what is meant by user ID and differentiate between user ID
and password. Understand the term access rights and know why access rights are
important.
Part of information security is ensuring that information is kept private from

those who should not have access. One way that you do so is by requiring
people to type passwords to use their computers. But passwords are worth-
less if they’re too easy to guess. Your company should have a password poli-
cy that specifies which passwords are acceptable. Some typical rules for a
password are as follows:
➤ Passwords must be at least seven characters long.
➤ Words in the dictionary are not allowed as passwords.
➤ Passwords must contain characters from at least three of these four

classes: uppercase letters, lowercase letters, numerals, and symbols.
➤ Passwords must be changed at least once every 60 days.
➤ Passwords cannot be written down.
It’s important to understand the difference between a password and a user

ID. A user ID is the name by which a computer user is known on the net-
work. Your user ID is public knowledge; anyone who needs to send you
email, for example, will need your user ID. In contrast, your password should
be known only to yourself.
Most operating systems support the concept of access rights. Access rights
allow the computer operator to specify who can work with certain informa-
tion. For example, users in the accounting department might have the right
to add data to the general ledger, whereas other users might only have the
right to view the information or might even be locked out entirely. Proper
application of access rights gives your network administrator a valuable tool
in preserving the security and privacy of information.
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Backing Up Data
Know about the purpose and value of backing up data, software to a removable stor-
age device.
One of the threats to information is that computer hardware is imperfect.

Hard drives, for example, can break, making it difficult or impossible to
retrieve the information that they store. That can be an annoyance if the
information is a program that you use frequently or a disaster if the infor-
mation is a customer list or other critical business information.
Such disasters are the reason that data should be backed up—that is, copied
to another location, such as a Zip disk or a data cartridge, that can be
removed from the computer. For good information security, you should back
up critical information on a regular basis and store the backups in a different
location from that of the original computers.
Implications of Computer Theft
Be aware of possible implications of theft of a laptop computer, PDA, mobile phone

such as: possible misuse of confidential files, loss of files, loss of important contact
details if not available on a separate source, possible misuse of telephone numbers.
Finally, don’t overlook the importance of securing the physical computer

hardware. This step is most important for laptop computers, which are
designed to be easily portable. Consider the possible effects of having your
laptop, PDA, or smart phone (programmable cellular phone) stolen:
➤ Information in confidential files might be read by an unknown number
of outsiders.
➤ You might lose files that you did not have stored on another device, such
as a desktop computer.
➤ You might lose important contact information such as phone numbers
that you never backed up to another location.
➤ If you have a file containing credit card or calling card numbers, some-
one could easily misuse those numbers.
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Computer Viruses
One of the major threats to computers is the computer virus. It’s important
to understand how to prevent viruses from infecting your computer.
What’s a Virus?
Understand the term virus when used in computing and understand that there are dif-
ferent types of viruses. Be aware when and how viruses can enter a computer system.
A computer virus is a software program that can spread from computer to

computer across a network without any human intervention. Viruses can also
perform a variety of destructive activities on your computer, from deleting
files to sending email in your name. Thousands of different computer virus-
es have been detected around the world. In most cases, no one knows who is
responsible for writing these malicious programs, even though there are
stern legal penalties for knowingly releasing a computer virus.
There are several ways in which a virus can enter a computer system:
➤ The most common way for viruses to enter a computer is by the user of
the computer double-clicking on an attachment to an email message.
➤ Viruses can also be transmitted on diskettes, Zip disks, or other remov-
able media.
➤ Some viruses take advantage of errors in other software to spread them-
selves. For example, a malicious Web page might download a virus to
your computer by exploiting an error in your Web browser.
Antivirus Measures
Know about antivirus measures and what to do when a virus infects a computer. Be
aware of the limitations of antivirus software. Understand what “disinfecting” files
means.
If your computer begins acting strangely (shutting down, displaying odd

messages, sending email without your intervention), it’s possible that it has
been invaded by a computer virus. In that case, it’s time to deploy antivirus
measures by running a virus scan. Specialized software known as antivirus soft-
ware can check your computer’s memory and hard drive for signs of a virus.
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This process is not completely foolproof because virus writers are constant-
ly coming up with ways to hide viruses from scanning software. Of course,
the scanning software vendors are constantly updating to defeat the viruses
as well, so you should make sure your antivirus software is up-to-date before
performing a virus scan.
Often you can visit the Web site of the antivirus software maker to gather or down-
load updates to your antivirus software.
If a virus is found on your computer, most antivirus software will offer to dis-
infect the file that contains the virus. Disinfection removes the virus and
returns the file to its original working order. Unfortunately, some viruses
damage the files that they infect. In these cases, you have no alternative but
to delete the infected files.
You’ll learn more about using antivirus software in Chapter 3.
Avoiding Viruses
Understand good practice when downloading files, accessing file attachments, such
as: use of virus scanning software, not opening unrecognised email messages, not
opening attachments contained within unrecognized email messages.
The best way to deal with viruses is to not allow your computer to become
infected in the first place. Here are some things you can do to protect your-
self from computer viruses:
➤ Install antivirus software, and run virus scans on a regular basis. Some
antivirus software will automatically scan your computer when you turn
it on. Some can also be configured to check all new files for viruses
automatically. You should activate both of these features.
➤ Keep your antivirus software up-to-date. Most antivirus software allows
you to automatically download updates from the Internet at regular
intervals.
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➤ If you are using an email application that recognizes richly formatted

email, turn off any preview function that automatically displays new
messages. Instead, you should only open email that comes from people
you recognize. (Of course, this step might not be practical if you are
required to deal with email from potential new customers.)
➤ Email can contain attached files, which are documents or programs that
are delivered along with the email message. These attached files are one
of the most common vectors of virus infection. You should never open
an attached file unless you were specifically expecting to receive it.
➤ If you are running instant-messaging (IM) software, do not accept file
deliveries from users you do not recognize.
Copyright and the Law

As new technologies appear, our legal system evolves to deal with them. To
be a responsible computer user, you should understand the basics of copy-
right, licensing, and data protection as they apply to computers.
Copyright
Copyright is a legal term that refers to the right of a creator of a work to enjoy
the exclusive profits of that work for a period of time. Computers have made
copyright law difficult to enforce. You should understand the basic concepts
of copyright, as well as the issues involved with copyrighted material on com-
puter networks.
Concepts of Copyrights
Understand the concept of copyright when applied to software, and also to files such
as: graphics, text, audio, video. Understand copyright issues involved in downloading
information from the Internet.
Article I of the U.S. Constitution gives the Congress the power “To pro-
mote the Progress of Science and useful Arts, by securing for limited Times
to Authors and Inventors the exclusive Right to their respective Writings and
Discoveries.” This is the basis of copyright law in the United States, and it
includes the justification for copyrights. The basic idea is that by securing an
author’s right to profit from their work, we can encourage authors to create
things.
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Copyright applies not just to books, but also to all manner of creative works:
drawings, pictures, photographs, audio recordings, video recordings, and
even computer software. The original creator of these works has the right to
dictate who can use them and under what terms. That is why, for example, it
is not legal for you to simply make as many copies as you like of a computer
program that you have purchased (unless the license for the program grants
you that right).
When you are downloading material from the Internet, you need to be aware
of any copyright restrictions that might apply to the material. For example,
there are many entire books available on the Internet. Some, such as those
supplied by Project Gutenberg (http://promo.net/pg/) are explicitly free from
copyright restrictions. But some people are not so law-abiding. It is possible
to find current, copyrighted books available for download. If you download
such a work, you are also violating the author’s copyright and breaking
the law.
Copyright and Sharing

Understand copyright issues associated with using and distributing materials stored
on removable media such as CDs, Zip disks, diskettes.
Computers have made it phenomenally easy to make copies of things. Once

a book or magazine article is scanned or typed into a computer, you can make
hundreds of copies to CD-ROM, Zip disk, or diskette with little effort. The
rise of peer-to-peer file-sharing services has even made this copying possible
over the Internet. Thousands of copyrighted works are freely available for
download via these services.
However, just because it’s possible doesn’t mean that it’s legal. Sharing a
copyrighted work with your friends on CD or via a file-sharing service is no
more legal or ethical than making a photocopy and mailing it to them. It is
possible that future copyright laws will change somehow to accommodate
these problems, but for the moment, that’s the legal situation.
Software Licensing
Know how to check the product ID number for a software product. Understand the
terms shareware, freeware, end-user license agreement.
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Copyright applies to software as well as to books, movies, and music. The

creator of a piece of software has the right to determine how (or whether)
that software can be shared. The standard practice in the software industry
is to license a piece of software to the user under specific circumstances. For
example, the user might be permitted to install the software on two comput-
ers but no more.
Many software programs assign a unique product ID or license number to
legitimate users. Often you can retrieve this number by selecting About from
the Help menu of the application. Figure 2.5 shows the license dialog box
from a copy of Microsoft Word. Note that it also shows the copyright infor-
mation for the application.
Figure 2.5 Checking the copyright and license information for a copy of Microsoft Word.
Not every application is subject to restrictive licensing agreements. Some

software packages are released as shareware or freeware. A shareware applica-
tion lets you legally use the software for a period of time, such as 30 days.
After that time, you must either send the registration fee to the author or
stop using the program. A freeware application is free to use for as long as
you like.
The use of most programs is governed by an end-user license agreement, or
EULA. It is a legal contract that typically appears when you are installing the
software. Normally you are required to click a button to indicate that you
agree to the EULA.
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Data Protection Legislation

Some countries have explicit laws governing the proper use of computer
data. Although the United States doesn’t currently have a data protection act,
you should know about some of the major legislation in this area.
Data Protection in the United States

Know about data protection legislation or conventions in your country. Understand
the implications of data protection legislation for data subjects and data holders.
Describe some of the uses of personal data.
Some countries have passed laws that specify how personal data can be used.
In the United Kingdom, for example, the Data Protection Act of 1988 lays
out a series of rules for personal data, including that such data must be accu-
rate and must not be kept longer than necessary.
The United States lacks a comprehensive data protection act, but it does
have some laws that help protect personal information. These include the
following:
➤ The Children’s Online Privacy Protection Act (COPPA) requires Web
sites aimed at children 12 and under to provide parents with notice of
their information practices and to obtain parental consent before collect-
ing personal information about children. Parents also have the right
under this act to review and correct information about their children.
➤ The Financial Services Modernization Act of 1999 sets the conditions
under which financial institutions may share consumer data with one
another.
➤ The Health Insurance Portability and Accountability Act (HIPAA) led to
federal rules governing the privacy of medical data. These rules require
access to patient records to be limited to those who need them and noti-
fications to patients as to their privacy rights. You also have the right to
review your own medical records.
➤ The Family Educational Rights and Privacy Act (FERPA) protects the
privacy of student records. Parents and students have the right to review
and, if necessary, correct school records. Generally, consent must be
obtained to share information from school records, except in certain
limited situations (for example, if the student is transferring to another
school).
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➤ The Freedom of Information Act (FOIA) allows anyone to request

records from the Federal government. However, numerous exceptions
and exclusions in the law limit the information that may be released.
In addition to these and other federal laws, state and local laws might pro-
vide additional protections or restrictions. If you’re responsible for storing
personal information on computers, you should familiarize yourself with the
applicable laws.
Even though personal data is legally protected in many situations, sometimes
it still makes sense to share your personal data. For example, when you’re
ordering a product over the Internet, filling out medical forms, applying for
college admission, or registering to vote, you are supplying personal infor-
mation that will likely be stored in a computer. The goal of data protection
laws is not to keep your personal information away from computers, but to
make sure that it is only used in a responsible fashion.
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Review Questions
Question 1
Which of these types of computers would be a good choice for a salesperson
who spends most of the day visiting customers?
❑ A. Mainframe computer
❑ B. Network computer
❑ C. Personal computer
❑ D. Laptop
❑ E. PDA
Answers D and E are correct. Mobile professionals typically need to carry

their essential data with them to customer sites. Laptops and PDAs are
inherently portable computers, suited for such visits. Answers A, B, and C are
incorrect because those types of computer are not designed to be mobile.
Question 2
Which of the following are classed as input devices?
❑ A. Keyboard
❑ B. Plotter
❑ C. Trackball
❑ D. Touchscreen
Answers A, C, and D are correct. Keyboard and trackballs are designed to let
you transmit information to the computer, making them input devices.
Touchscreens are both input devices and output devices; they can both accept
and display information. Answer B is incorrect because a plotter is used only
to convey information from the computer to you, making it an output device.
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Question 3
You have a customer data file that is approximately 45MB in size. You need to
have fast access to any part of this file and to edit information that it contains
frequently. Which of these storage devices would be most appropriate for stor-
ing this file?
❍ A. Zip disk
❍ B. Data cartridge
❍ C. CD-ROM
❍ D. Hard drive
Answer D is correct. A hard drive can store large files, provide fast access to
any part of the file, and allows you to edit the data that it contains. Answer A
is incorrect because the file is too large to fit on a Zip disk. Answer B is incor-
rect because data cartridges are typically quite slow. Answer C is incorrect
because the CD-ROM does not allow you to edit the data that it contains.
Question 4
Which of the following are benefits of connecting the computers at a company
into a LAN?
❑ A. Saving files in a common format
❑ B. Sharing one plotter among every user in a group
❑ C. Enabling IM and email
❑ D. Loading applications more quickly
Answers B and C are correct. When computers are networked, expensive

resources such as plotters and high-speed printers can be easily shared
among many users. Users on a LAN can also use email, instant messaging
(IM), and other collaborative technologies. Answers A and D incorrect
because saving files and loading applications are functions of the individual
computer rather than the network.
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Question 5
You need to share a file with another employee of your company. You are locat-
ed in the Cincinnati office, and your co-worker is in the Iowa City office. Which
network would provide you with the most secure way to share the file?
❍ A. Intranet
❍ B. Internet
❍ C. Extranet
❍ D. World Wide Web
Answer A is correct. An intranet is a company’s internal network, to which

outsiders have no access. Answer B is incorrect because the Internet is the
global WAN that is shared by millions of users. Answer C is incorrect
because an extranet is designed for sharing information with corporate part-
ners. Answer D is incorrect because the World Wide Web is used for pub-
lishing and viewing Web pages.
Question 6
Which of these factors should you consider when designing an ergonomically
correct computer workspace?
❑ A. The height of the monitor
❑ B. The location of the keyboard
❑ C. The color of the mouse pad
❑ D. The level of lighting
Answers A, B, and D are correct. The height of the monitor is important in

minimizing neck strain. The location of the keyboard is important in mini-
mizing wrist and arm injuries. The level of lighting is important in minimiz-
ing eyestrain. Answer C is incorrect because mouse pad colors have not been
shown to have a health effect.
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Question 7
Which of these potential passwords complies with typical rules for good pass-
words?
❍ A. Dog
❍ B. 16TonsWUGet
❍ C. Alice
❍ D. 1774324
Answer B is correct. Answers A and C are incorrect because good passwords

are at least seven characters long. Answer A is incorrect because dictionary
words do not make good passwords. Answer D is incorrect because a good
password should contain a mix of character types (uppercase letters, lower-
case letters, numerals, and symbols).
Question 8
Which of the following security measures can help protect you from computer
viruses?
❑ A. Select a strong password for your account.
❑ B. Back up your critical data once every 10 days.
❑ C. Only open email attachments that you were expecting to be sent.
❑ D. Keep your antivirus software up-to-date.
Answers C and D are correct. Email attachments are a popular way for virus-
es to spread; by not opening unexpected attachments, you protect yourself
from this risk. Antivirus software can block many viruses, but only if you
keep it updated so that it will recognize new viruses. Answer A is incorrect
because strong passwords keep other people from using your account but do
not stop virus software from running when your machine is infected. Answer
B is incorrect because a backup will make it possible to recover lost data but
won’t stop a virus from deleting data in the first place.
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Question 9
Which of the following activities is permissible under copyright law?
❍ A. Downloading a bootleg copy of a new rock CD from the Internet
❍ B. Making a backup of a software program as permitted by the EULA
❍ C. Typing an article from a current magazine and making CD-ROM copies
for your friends
❍ D. Scanning photographs from a coffee-table book for use as computer
wallpaper
Answer B is correct. The EULA is a legal agreement that permits specific

actions. Answers A, C, and D are incorrect because they all make copies of
works without the express permission of the work’s creator.
Question 10
Which of the following jobs is a good candidate for teleworking?
❍ A. Screening patients for admission to a hospital
❍ B. Managing a team of inventory takers for a supermarket chain
❍ C. Entering insurance claims information
❍ D. Caring for hydroponic cucumber plants in a greenhouse
Answer C is correct. Entering claims information is work that can be done

anywhere that there is a computer. Answer A is incorrect because telework-
ers don’t interact directly with clients. Answer B is incorrect because tele-
work makes it difficult to organize and participate in a team. Answer D is
incorrect because telework does not allow you to perform actual physical
labor.
64 Chapter
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Need to Know More?

European Computer Driving License Syllabus Version 4.0,
http://www.ecdl.com/main/download/ECDLV4SWG110159.pdf
The Free On-line Dictionary of Computing, http://foldoc.doc.

ic.ac.uk/foldoc/contents.html
Ergonomic Guidelines for Arranging a Computer Workstation: 10

Steps for Users, http://ergo.human.cornell.edu/ergoguide.html
Energy Star, http://www.energystar.gov/
Center for Democracy and Technology, http://www.cdt.org/
privacy/medical/
3
Using the Computer and
Managing Files
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➤ Backup ➤ Peripheral
➤ Boot: warm, cold, soft, and hard ➤ Root directory
➤ File compression ➤ Screen saver
➤ Folder/directory ➤ Shortcut icon
➤ Format ➤ Surge protector
➤ Icon ➤ Text editor
➤ Input language ➤ Wildcard character
➤ Multitasking ➤ Window

➤ Understanding the basic operations of ➤ Recognizing a file’s type by referring to its
your computer, such as how to turn it off extension
and on and knowing what to do if an appli- ➤ Launching a text editor and creating and
cation stops responding saving a text file
➤ Determining and changing the computer’s ➤ Deleting a file and then restoring a previ-
configuration ously deleted file
➤ Formatting a floppy or Zip disk ➤ Finding specific files and folders using the
➤ Installing and uninstalling software appli- Search (Find) tool
cations ➤ Understanding file compression: what it is,
➤ Using and creating desktop icons why you’d use it, and how to use it
➤ Recognizing and manipulating common ➤ Understanding and avoiding computer
window elements viruses
➤ Navigating your system’s folder and file ➤ Installing a new printer and changing the
structure; creating, duplicating, and mov- default printer
ing a folder or file
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Chapter 2, “Concepts of Information Technology,” was a great introduction

to computing in general, but now it’s time for some hands-on experience. In
this chapter, you’ll learn your way around your system’s file structure.
Specifically, this module covers the following five topics:
➤ Your computer environment
➤ The desktop
➤ How to manage files
➤ Viruses
➤ Print management
After learning about each of these topics, you’ll be ready to take the test for
Module 2!
Back Up Folders
Forward Search Views
Windows Explorer standard toolbar.
Computer Environment
In Chapter 2, you learned a little about the magic that happens inside a com-
puter. Specifically, you learned about its internal memory (random access
memory [RAM]) and how that memory runs software and stores your work.
Now you’re ready to actually turn on your computer and become familiar
with the GUI (graphic user interface) that helps the internal system commu-
nicate with you and vice versa. A user interface consists of the graphical com-
ponents you use to view and interact with your computer. For instance, a
menu from which you execute items and a button that you click are both
pieces of a user interface. (For more specific information on GUIs, read the
section “GUI” in Chapter 2.) In this section, you’ll learn the following:
➤ How to turn on and turn off your computer
➤ How to learn more about your system and control those settings your-
self
➤ How to install and uninstall a software application
➤ How to get help when you need it

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➤ How to print screen elements
➤ How to launch a text-editing application, create and save a file, and then
close the text editor
First Steps with the Computer

Turning on and off a computer isn’t always as simple as flipping a switch, but
most of the time it is. Sometimes you must turn it on using nothing more
than the equipment itself for clues.
Starting the Computer

Start the computer.
Most of the time, turning on your computer is a simple process, but every
system is different, so it’s vital that you be familiar with your equipment. (See
Chapter 2 for an explanation of the many types of computers and equipment
you might encounter.) This section assumes you’re working with a personal
computer. Now, prepare to start your computer:
1. Perhaps the most important step occurs before you turn on the system.
First, check all your cables to make sure they’re securely connected.
Also check your electrical outlets to make sure that all the equipment is
properly plugged in and that any complex outlet units or surge protec-
tors are turned on. If your outlets are controlled by an exterior switch,
make sure that switch is in the on position.
2. Using your system’s user documentation or user’s guide, locate the on
and off switch for each piece of your equipment: monitor, CPU, print-
er, and any other peripherals. A peripheral is any device you have con-
nected to your system. Every system is different, but most new systems
position the power button on the front of the CPU. (Learn about the
CPU in Chapter 2.)
3. After locating the appropriate switches on all your equipment, turn on
the monitor.
4. Turn on the CPU.
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5. Turn on the printer and any other peripherals, such as a Zip drive,
speakers, scanner, and so on. This last step will be unique to your sys-
tem. Systems often turn on all peripherals automatically once the com-
puter itself is turned on. Generally, you can tell by simply watching the
on and off lights for each device. If you’re unfamiliar with the equip-
ment, wait just a second or two before you start turning on the periph-
erals to see whether they power up automatically.
High voltage can quickly fry your system and can enter your computer through
power cords and even the modem (online) connection. Protect your system by
using a surge protector that absorbs voltage surges so they don’t reach your com-
puter. Some surge protectors come with a modem jack that also protects your
online connection.
You might hear someone refer to the process of turning on your system as a
boot or booting—as in “boot the system.” The preceding example might be
further defined as a “cold boot” because the system was turned on after being
turned completely off (cold).
Shutting Down the Computer

Shut down the computer using an appropriate routine.
Most modern systems use the operating system to power down:

1. Save your work and close any open software applications.
2. Click the Start button on the Windows taskbar to display the list of
options shown in Figure 3.1.
3. Select Turn Off Computer.
4. Click Turn Off in the resulting dialog box shown in Figure 3.2 to shut
down the operating system and turn off the computer (and probably
most of the peripherals, depending on how your system is configured).
Table 3.1 defines the four options in detail.
5. If necessary, turn off the monitor, printer, and any other peripherals
that aren’t automatically shut down by the system.
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Select Turn Off Computer

Windows taskbar
Click the Start button to display the Start menu
Figure 3.1 Click the Start button.
Figure 3.2 Use the operating system to turn off your computer.
Table 3.1 Options for Powering Down Your Computer

Option Explanation
Standby Switches the system to Standby mode, which reduces (or even turns off)
the power to most of the devices, except memory. Anything in current
memory isn’t automatically saved. If power is lost, the current memory is
also lost. Be sure to save your work before switching to Standby mode.
Turn Off Shuts down the operating system and turns off the CPU.
Restart Shuts down the operating system and then restarts it automatically.
Cancel Dismisses the current dialog box without taking any action.
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Regardless of how tempted you might be, don’t use the on and off switch to turn
off your computer. You might seriously damage your files if you don’t shut down
properly.
Restarting the Computer

Restart the computer using an appropriate routine.
If necessary, you can reset your computer to its original settings and defaults
by rebooting:
1. Save your work and close any open software applications.
2. Click the Start button on the taskbar.
3. Choose the Turn Off Computer item.
4. Click Restart from the resulting options (see Figure 3.2). Doing so
shuts down the operating system, turns off the computer, and then
reboots your system automatically.
Restarting your system is often referred to as a warm or soft boot.
When an Application Stops Responding

Shut down a nonresponsive application.
Systems and software just keep getting better and better, but occasionally
problems occur and your system freezes. When that happens, your comput-
er might fail to respond to the normal clicks and selections. Unfortunately,
the only way to restore order is to restart your system, but more than likely
you’ll find that you can’t even access the Start menu (which we reviewed in
the previous section).
When this happens, you might have to force the issue by pressing and hold-
ing down all three of the following keys at the same time: Ctrl, Alt, and Del.
(The Ctrl key might also be labeled Control, and the Del key might also be
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labeled Delete.) Doing so displays the dialog box shown in Figure 3.3. Click
the Shut Down menu to open its drop-down list and then choose Restart.
Windows shuts down and your computer turns off and restarts automatical-
ly. This process clears the internal error that caused your system to freeze.
Running applications Shuts down the system
Figure 3.3 Unlock a frozen system.
Any activity in memory (unsaved) is lost if you use the Ctrl+Alt+Del keystroke com-
bination. We recommend frequent saves to reduce the amount of work you might
lose in the event of such a problem. In addition, don’t try to resolve the problem by
turning off the system either at the switch or the electrical source. Either could result
in corrupted files and unrecoverable data.
Using Ctrl+Alt+Del to restore your system is sometimes referred to as a hard

boot because you’re unable to save your work and shut down applications
before shutting down the operating system.
Sometimes you can shut down the application that’s locked up without shut-
ting down the entire system. Check the task list for the status “not respond-
ing.” If you find one, select that item and click End Task.
Basic Information and Operations

You’ll want to familiarize yourself with your system, just as you would your
car or stereo. After all, would you jump into a new car and drive off without
72 Chapter
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first finding the switch for the lights or the windshield wipers? Similarly, you
need to know your computer equipment to know what software and periph-
erals it can support.
Learning About Your System

View the computer’s basic system information: operating system, and version
number, installed RAM (random access memory).
Perhaps the simplest method to learn a few quick details about the current
system is to view the system’s properties in the Windows Help window:
1. Right-click the Start button and select Explorer on the taskbar to open
the Windows Explorer—the graphical interface Windows uses to display
the system’s file structure.
2. In the resulting window, select About Windows from the Help menu
to display the window shown in Figure 3.4.
The operating system is Microsoft Windows XP Professional
The current version is 5.1

(also known as 2002 or XP)
The system’s RAM is

259,888KB (or 256MB)
Figure 3.4 Review a few system properties.
3. After viewing the information, click OK to close the dialog box.

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Modifying Your System

Change the computer’s desktop configuration: the date and time, volume settings,
and desktop display options (color settings, screen pixel resolution, and screen
saver options).
Many of the system’s default settings, such as the date and time and display
options, are used by other software applications. From time to time, you
might need to review these settings or even change them.
Most of these settings are accessible via the Control Panel, so we give the
instructions for displaying the Control Panel window now. Click the Start
button on the taskbar and choose Control Panel from the Start menu to dis-
play the Control Panel window shown in Figure 3.5. (This figure shows
Windows XP default; your screen might look different.)
Figure 3.5 The Control Panel window provides access to a number of system settings and tools.
Changing the Date and Time

To change a system’s date and time, double-click the Date, Time, Language,
and Regional Options link (in the Control Panel window). Then, click the
Change the Date and Time link to display the Date and Time Properties dia-
log box shown in Figure 3.6. Click the Date & Time tab if necessary. (You
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can also double-click the clock in the Notification area of the taskbar to open
this dialog box.) You change a date component by selecting the appropriate
value from that control.
Change the month Modify the year
Select a day
Figure 3.6 Change a system’s date and time settings.
Changing the time is similar to changing the date. The time consists of three
components: hour, minute, and second. Highlight the appropriate section
and click the spin control’s up or down arrow, accordingly. You might find it
easier and quicker to type in the new time by highlighting a component and
then entering the new value via the keyboard.
In the United States, the operating system might automatically adjust the
system’s time twice a year when many areas switch to Daylight Savings Time
and then again when those areas revert to their standard times. Click the
Time Zone tab to check the current setting by clicking the Time Zone con-
trol’s drop-down arrow. Next, select the appropriate zone item from the con-
trol’s list. Be sure to uncheck the daylight savings option if you don’t want the
system to automatically adjust your time when appropriate.
Changing Audio Capabilities

In addition, most of today’s systems are equipped with audio capabilities and
speakers. You might need to modify the default volume settings. To do so,
click the Sounds, Speech, and Audio Devices link in the Control Panel win-
dow. Then, click the Adjust the System Volume in the next window. Or you
can double-click the volume control icon in the Notification area of the
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taskbar. Both methods open the Sounds and Audio Devices Properties dia-
log box shown in Figure 3.7. Adjust the slider control accordingly and close
the dialog box.
Adjust here to turn the

volume up and down
Click here to display the

volume icon in the taskbar
Figure 3.7 Adjust sound properties.
If there’s no volume control icon in the Notification area of the taskbar, you can
display it. Open the Sounds and Audio Devices Properties dialog box, click the
Volume tab, and then check the Place Volume Icon in the taskbar option.
Changing Display Options

Display options determine the specific colors and the size of each element
onscreen. You can adjust the settings, but you should know that most soft-
ware applications inherit these options. That means any changes you make
affect most everything you might see—even elements within a software
application.
There are three types of display options that you might want to adjust:
➤ Color—Determine the number of colors your monitor can display.
➤ Resolution—Determine the size of individual elements.
➤ Screen Saver—Display a graphic or animation when the computer is

inactive.
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In the Control Panel window, click the Appearance and Themes link and
then click the Change the Screen Resolution link to open the Display
Properties dialog box. Click the Settings tab (if necessary) to work with the
color and resolution. You can use the Color Quality control to select the
number of colors that will be displayed on your monitor.
The second setting on this tab is the Screen Resolution setting. Simply adjust
the slider to reduce or increase the number of pixels displayed. The more
pixels you display, the more information you can display onscreen (and the
smaller everything will appear).
The last display setting we want to explore is the Screen Saver: that’s a file that
displays moving elements when the computer is idle for a specific length of
time. Newer monitors aren’t really at risk, but older monitors could be per-
manently scarred by screen elements if they remain set for too long. For this
reason, some people employ screen savers, which temporarily change the
display and keep elements moving around the screen to prevent damage.
The operating system comes with a number of screen savers, but you’re free
to purchase one or even download a free file from the Internet. (Not all files
are free; read instructions carefully before downloading.)
To specify a screen saver, click the Screen Saver tab and choose a file from
the Screen Saver control’s drop-down shown in Figure 3.8. Click the Preview
button to see what the file looks like in real time; you might decide that you
don’t like the selected file and try another. Some screen savers have settings
you can modify by clicking the Settings button and following the subsequent
instructions. Use the Wait control to determine how long the computer can
remain idle before the screen saver kicks in. The default is 10 minutes. You
can also use the Power button to turn your monitor off entirely after a fixed
time period rather than have it display a screen saver.
Determining the Language

Set, change keyboard language.
Just because you and your system use English doesn’t mean that you won’t
ever need to correspond with someone in another language. Fortunately, you
can change the default language for your system or switch between a large
number of input languages. To set the default language your computer uses,
you must first install it:
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1. In the Control Panel, click the Date, Time, Language, and Regional
Options link.
2. Click the Add Other Languages link.
3. On the Languages tab, click the Details button. The default input lan-
guage is probably English (United States)-US.
4. Click the Add button in the Installed Services section to display the
Add Input Language dialog box.
5. Open the Input Languages control’s drop-down list and choose the
language you want to install. Figure 3.9 shows Russian installed.
Notice that the Keyboard Layout/IME control updates accordingly.
Figure 3.8 Choose a screen saver from the available files.
6. Click OK to return to the previous dialog box, which now displays two
available languages in the Services Installed list, as shown in Figure
3.10.
7. Open the Default Input Language control’s list (the combo box at the
top) and you’ll find that Russian is now listed as a possible default lan-
guage. Go ahead and select Russian from the list. (You can quickly
switch back to English later.)
8. Click OK twice. Nothing seems to change: everything is still in
English. Check the new Language bar in the taskbar. It should resem-
ble the one shown in Figure 3.11.
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Figure 3.9 The operating system supports a number of languages.
Figure 3.10 Install a second language.
Figure 3.11 The operating system supports a number of languages.
The language bar then displays RU (for Russian) as the default language.
If you expect the system to magically transpose your English words into
Russian, you might be disappointed. All you’ve done is reset the key-
board; the feature doesn’t suddenly display everything in Russian. (If you
actually reset your system, be sure to reset the default to English before you
continue.)
You might not want to change the default language but still need to corre-
spond in languages other than the default. In this case, you can access any
number of input languages as you need them. An input language is the lan-
guage you use to enter text at any given time. What that means is you could
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be typing in English (the default) and then switch to Russian, French,

Spanish, or any number of supported languages to type in a single word, sen-
tence, paragraph, or section. In fact, you could use an input language for an
entire document if you liked—without changing the system’s default lan-
guage.
To access a default language, repeat Steps 1 through 6 from the previous
exercise. The only difference is that you won’t change the Input Default
Language selection in that control. Adding the input language displays the
Language bar you saw earlier and you’re free to switch back and forth.
However, the operating system won’t change the system’s default language.
To use an input language, open a blank document using Notepad or
WordPad and start entering text. Then, using the Language bar, choose
Russian or another listed language. Any text you enter assumes the input lan-
guage’s keyboard, not the English keyboard you’re actually using.
By default, most input languages are installed automatically. However, to enter or

display text in any of the East Asian languages or a right-to-left language, you
must install the language manually from the system’s CD-ROM.
Preparing Disk Storage Medium

Format removable disk media: diskette, Zip disk.
In Chapter 2, you learned a bit about removable storage devices. (See

“Storage Devices” in that chapter.) Before you use a floppy or Zip disk, you
must format it. In this context, format means to prepare the disk to store elec-
tronic data.
You can purchase formatted diskettes, so you might never actually need to
format a brand new disk. In fact, we recommend that you use factory-for-
matted diskettes. However, occasionally, you might want to format a used
disk to erase old data.
Formatting erases everything on a diskette, so use care when formatting your

diskettes. In addition, never try to reformat your hard drive. Doing so deletes every-
thing on your hard drive: all your data, all your software applications, and even your
operating system. You won’t be able to access your computer at all.
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To format a floppy diskette, follow these steps:

1. Insert the floppy diskette into the appropriate drive.
2. Open My Computer and select (don’t double-click) drive A in the

Devices with Removable Storage section. (Access My Computer from
the Desktop or the Start menu.)
3. Choose Format from the File menu.
4. Windows displays the dialog box shown in Figure 3.12. Most of the
time you can just click Start. Occasionally, you might want to check the
Quick Format option to save a little time. This option erases files but
doesn’t check for bad sectors. Use this option only if the disk has been
previously formatted and you’re sure the diskette isn’t damaged.
Otherwise, stick with the Capacity setting.
Never format the hard drive
Select the floppy drive You might have a Zip drive installed
Figure 3.12 Most of the time you’ll use the default format options.
Formatting a Zip disk is basically the same. Repeat Steps 1 through 3 in the
previous exercise. This time, select the Zip drive in the My Computer win-
dow. When the operating system displays the dialog box shown in Figure
3.13, click Format. Use the Long Format option only when the Zip disk has
developed errors. Remember, just like with a floppy disk, formatting a Zip
disk completely erases its contents.
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Figure 3.13 Use default formatting options unless you have good reason not to.
Working with Software

Install, uninstall a software application.
More than likely, your system will arrive with a few software applications
already installed. However, you’ll probably purchase more, and when you do,
you’ll need to install your new software to use it.
Fortunately, installing software has become simple and routine. To install a
software application from a CD-ROM or a floppy drive, follow these steps:
1. Insert the CD-ROM or the floppy disk in the appropriate drive. If the
software automatically initiates the install process, simply follow the
instructions.
2. If not, open the Control Panel by clicking Start and then choosing
Control Panel.
3. Click the Add or Remove Programs link.
4. Click the Add New Programs option in the Add or Remove Programs
window, and then click the CD or Floppy button in the next window.
5. At this point, the software installation process kicks in: follow the
instructions. We recommend that you accept the default (or typical)
installation option unless you have specific reasons not to.
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Uninstalling a software application is also easy. Follow these steps:

1. Open the Control Panel by clicking Start and then choosing Control
Panel.
2. Click the Add or Remove Programs link.
3. Click on the application that you want to uninstall.
4. Click on the Change/Remove button and follow the instructions to

remove the application.
Some software might ask you to reboot the system after you finish the installation
or uninstallation. You might want to schedule software installation for a time when
you’re not doing other important tasks.
Capturing Screen Data

Use keyboard print screen facility and paste contents into a document.
You’ve probably heard the old saying about a picture being worth a thousand
words. Sometimes you can better make your point with a picture than text.
That’s when printing the screen might come in handy. For instance, you
might want to share a specific error with a technician.
To save a copy of the screen, press the Print Screen key to copy the entire
screen, exactly as it appears. Next, open a program such as Microsoft Paint
or Microsoft Word and choose Paste from the Edit menu. At this point, you
can save or print the image.
When You Need Help

Use available Help functions.
Few people master their computer without a little help now and again. The
first place you’ll want to go when you have questions is the computer itself.
Windows offers a number of ways to get the help you need.
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The best place to start is with the Help and Support Center. Click the Start
button and select Help and Support Center. Or open the Control Panel win-
dow and click the Help and Support link. The resulting page shown in
Figure 3.14 has the look and feel of a Web page. From this page, you can
quickly access a number of help features.
Define computer terms Learn from video tours

Text search Troubleshoot
Browse Help topics Get online help hardware problems
Choose from the most Learn more about More helpful links
common Help topics your system
Figure 3.14 Check the system’s Help and Support area.
To use the Index, click the Index button on the toolbar and enter a search
string. As you enter characters, the window updates with the best match in
the index items. For instance, enter the word “default” and then double-click
the Setting Default Printer item to display information on that subject, as
shown in Figure 3.15.
You can skip the Index window and enter search text in the Search control.
For instance, enter “default printer” into the Search control and press Enter
or click the Search Now button (the arrow to the right of the control).
Windows updates the Search Results list accordingly. In this case, clicking
the Specify Your Default Printer link in the Suggested Results list displays
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the same information you saw in Figure 3.15. Click a topic or click one of the
group buttons for more possible subjects:
➤ Suggested Topics—Attempts to select the most relevant topics to match
the search criteria.
➤ Full-text search matches—Displays help documents that contain the exact
text.
➤ Microsoft Knowledge Base—Displays links to appropriate online articles in
Microsoft’s Knowledge Base.
Enter search text here
Double-click specific topic here View help here
Figure 3.15 Display helpful information on specific subjects.
Text Editing
Everyone uses text files. You might write letters or just keep a personal jour-
nal. Windows comes with two text editors—Notepad and WordPad. A text
editor is a program that allows you to enter and manipulates text in a docu-
ment and then save that document.
Preparing to Work with Text

Launch a text-editing application. Open, create a file.
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Both Notepad and WordPad are accessible through the Programs menu.
We’ll be working with Notepad, but you can launch WordPad the same way.
To launch Notepad, click the Start button on the taskbar and Select All
Programs in the Start menu. (If Notepad appears on the Start menu, you can
skip the All Programs steps that come next and just launch Notepad from the
Start menu.) Then, select Accessories in the Programs menu to display
another menu of actual applications. Select Notepad from that list, as shown
in Figure 3.16. Notepad launches a blank document in a new window. At this
point, you can start entering text, as shown in Figure 3.17.
Figure 3.16 Select Notepad, a text editor, from the list of Windows Accessories programs.
Saving a Text File

Save the file to a location on a drive.
Enter the text, “This is my practice text file,” and then save the file on your
hard drive. To do so, choose Save As from the File menu. In the resulting dia-
log box, choose a location for the file using the Save in control. Simply open
that control’s drop-down list and select the appropriate folder. As you can see
in Figure 3.18, you can select the hard drive, a floppy drive, the CD-ROM
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(if you have a CD writer), or even a Zip drive if you have one installed. In the
File Name control, name the text file “PracticeTextFile.” When you’re ready,
click Save.
Figure 3.17 Notepad opens a blank document when you launch it.
Save to a disk
Save to your hard drive
Save to a CD
Enter a filename
Figure 3.18 Choose a location and enter a name for the text file.
To open an existing file, choose Open from Notepad’s File menu, and select
the right folder in the Look in control. Select the file from the list of files,
and then click the Open button.
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Closing a Text-Editing Application

Close the text-editing application.
When you’re done working with the text file, close Notepad by clicking Exit
from the File menu. Or click the Windows Close button (the X in the top
right of the title bar).
Most text editors work with just one file at a time, so closing the file is the
same thing as closing the text editor. If you don’t want to close the editor, but
you want to work on a new file, choose New or Open from the File menu.
Doing so closes the active document before opening another.
Desktop
In general terms, a desktop is the onscreen work area. The Windows desktop
is much more: it’s not just the screen that greets you when you turn on your
system. The desktop is a sort of collection point from where you can quick-
ly launch your most often used applications and files.
Working with Icons

The desktop presents time-saving options by way of icons—small images dis-
played onscreen that represent objects or files that you can manipulate or a
set of commands that you can execute. To open the file or execute the com-
mands, you simply click the icon. Think of icons as a shortcut to a file or a
task. By storing the icon on the desktop, you can reduce your work by sev-
eral keystrokes. For instance, if you work with the same set of files everyday,
you can save time by clicking an icon on the desktop that opens each file
instead of opening the software and maneuvering through the file hierarchy
to open the exact file.
Recognizing Common Icons

Recognize common desktop icons such as those representing files,
directories/folders, applications, printers, recycle bin/ wastebasket.
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Your operating system comes with a few icons already on the desktop, and
you can add your own. Figure 3.19 shows a few icons, some you probably
recognize:
➤ My Computer—Right-click and choose Explore to quickly open the My
Computer window.
➤ Applications—Double-click to launch the applications you use most
often.
➤ Recycle Bin (wastebasket)—Drag files to the recycle bin (wastebasket) or
double-click to view the current contents of the recycle bin.
➤ Printer—Drag a file to the printer or view the printer’s current status.
➤ Folder—Double-click a folder to open the folder, which allows you to

view the files stored in the folder.
➤ File—Double-click a file to launch both it and the software application
you use to view and manipulate it.
Display file and folder hierarchy
Delete a file
Print a file
Quickly launch an application
Open a folder
Open a file
Figure 3.19 You’ll find many icons on the desktop.

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Moving Icons
Select and move desktop icons.
You’re not stuck with the way icons are arranged on the desktop; you can
arrange them any way you like. Most likely you’ll want to arrange them in
meaningful groups, such as work files and personal files or departmental files
and so on. The arrangement will be personal and unique to your system. Use
the drag and drop method to move an icon. By drag and drop, we mean the
following:
1. Hover the mouse pointer over the icon you want to move.
2. Click and hold down the mouse button.
3. Continue to hold down the mouse button while you drag the icon to
the target position.
4. When the icon is where you want it, release the mouse button.
Manipulating Files from the Desktop

Open a file, directory/folder, application from the desktop.
Opening a file, a folder, or an application from the desktop couldn’t be sim-

pler. Locate the icon that represents the file, folder, or application and dou-
ble-click it. That’s it!
Creating Icons
Create a desktop shortcut icon, desktop menu alias.
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Before you can use an icon to open a file or application, you must have an
icon that represents that file or application on your desktop. These icons are
known as shortcut icons—icons that open a file, folder, or application.
To create a shortcut for a file, folder, or application, follow these steps:
1. You must locate the appropriate file in the Windows Explorer. Let’s
create a shortcut icon that opens PracticeTextFile.txt.
2. Select the file and then choose Create Shortcut from the File menu.
3. Windows creates the shortcut file and displays it within the same fold-
er, as shown in Figure 3.20.
Figure 3.20 Choose Create Shortcut from the File menu to create a shortcut.
4. Right-click the shortcut file and choose Send to.
5. From the resulting submenu, choose Desktop (Create Shortcut). View

the Desktop to see the new shortcut shown in Figure 3.21.
Perhaps the easiest way to create a shortcut icon is to create what some refer to
as a desktop menu alias. To do so, simply drag and drop an item from the Start
menu to the desktop, and you’ve got an instant shortcut icon that works the
same as the Start menu item.
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Figure 3.21 The operating system copies the shortcut file to the desktop.
Work with Windows

The Windows operating system provides a convenient user interface that
most Windows software programs emulate. The more you use Windows
software, the more you see these familiar elements and become accustomed
to working with them.
The Window Environment

Identify the different parts of a window: title bar, menu bar, toolbar, status bar,
scrollbar.
Almost every Windows-compliant application relies on the window to com-

municate information with the user. Through this window, the user views
existing data and enters new data. Each window has a number of common
elements, as shown in Figure 3.22:
➤ Title bar—The strip across the top of a window. Sometimes the title bar
contains a description or a name for the current object or application.
Sometimes an application can have more than one window open, and
each window has its own title bar.
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➤ Menu bar—The thin grey strip below the application’s title bar that lists
a number of options. Clicking one of these options displays a drop-down
list of menu commands that are appropriate for the current environment
and task at hand. A window has just one menu bar as a rule. Some win-
dows don’t have any menu bar.
➤ Toolbar—The grey strip (usually) beneath the menu bar with a line of
icons. A window can host any number of toolbars, with tools that are
usually grouped by function.
➤ Status bar—The bar at the bottom of the application window just above
the Windows taskbar. This bar displays status and statistical information
about the current application or process.
➤ Scrollbar—Used to view information that extends offscreen to the right
or below the regular screen. Scrollbars automatically appear when need-
ed and are usually visible or enabled only when needed. To move the
contents of the window, grab the thumb and move it. The thumb is the
grey rectangle that slides from one end to the other.
Title bar Menu bar Toolbars Thumb
Status bar Thumb Scrollbars
Figure 3.22 Most windows share a number of the same elements.

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Maneuvering a Window
Collapse, expand, resize, move, close a window.
The convenient thing about the window element is that you can open and
close it almost any time you want. In addition, you can move them and resize
them, as shown in Figure 3.23, to make them or other elements more acces-
sible while you work.
Minimize Maximize
This window has been sized Close
This window is minimized
Figure 3.23 Make a window just the right size.
Most windows host a few common buttons at the right margin in the
title bar:
➤ Minimize—Reduces or “collapses” the window to an icon on the
Windows taskbar.
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➤ Maximize (or Restore)—“Expands” the window to cover the available

screen. If the window already covers the screen, the same button
restores it to its original size.
➤ Close—Removes a window from the current work session so that it is no
longer accessible.
You can also resize a window to a unique size (as long as the window is not
maximized):
1. Hover the mouse pointer over any corner or border of the window
until the double-arrow mouse pointer is visible.
2. Drag in or pull out the window’s border.
3. Repeat step 2 until the window is the size you want.
You can also move a resized window so you can reach elements behind the
window. To move a window, click the title bar and hold down the mouse
button. Drag the window to the new position and then release the mouse
button.
Switching Windows
Switch between open windows.
Your operating system is capable of multitasking. That means you can work
in more than one window at a time. As a result, you might end up with sev-
eral windows open at any given time. To quickly access a window, hold down
the Alt key while pressing the Tab key. Doing so displays a small window that
contains the name of the last window you occupied before moving to the cur-
rent window. As you press the Tab key, the window cycles through all the
open windows. At any time, you can release the keys to access the currently
referenced window. Or simply click the appropriate window-representing
icon on the taskbar (refer to Figure 3.23).
Managing Files
For the most part, the majority of your interaction will be with files. You’ll
create them, save them, move them, and delete them when you’re done with
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them. In this next section, you’ll learn where the operating system stores
your work.
In this section, you’ll learn the following:
➤ About the system’s hierarchical file storage system
➤ How to navigate the storage system
➤ How to duplicate and move a file or folder
➤ How to delete and restore a file or folder
➤ How to find files and folders
➤ How to reduce the size of a file or folder
Concepts
Regardless of whether you’re working with an external diskette, a CD-ROM,
or the hard drive, the operating system stores files in a hierarchical structure.
In other words, there’s usually a starting point, commonly called the root
directory, that lists a number of folders (or directories). These folders can
contain more folders, and each of those folders can contain even more
folders.
A folder within a folder is called a subfolder. Each folder is capable of storing
multiple files, but that’s where it stops. You can’t store a file in a file. Only
folders can contain more folders and files.
Your System’s Hierarchical File Structure

Understand how an operating system shows drives, folders, files in a hierarchical
structure.
Figure 3.24 shows just one system’s structure; you can access each drive and
view the folders and files on each.
Storage Devices
Know that the devices used by an operating system to store files and folders are
the hard disk, diskette, CD-ROM, network drives.
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The hard drive

The floppy drive Folders
Files
Figure 3.24 The operating system displays each drive and its folders and files in a hierarchical struc-
ture.
The operating system can handle multiple storage media, as you’ve already
learned. You can create folders on a floppy or hard drive, and you can store
files in any of those folders on any drive, including network drives that are
made available to you. Other devices, such as CD-ROMs, may contain files
without allowing you to save new files.
Folders and Directories

Folders, also known as directories, and files make up the bulk of your system.
Navigating Files and Folders

Navigate to a file, folder on a drive.
To access a folder and subsequently the files stored in that folder, open the
Windows Explorer by right-clicking the Start button and choosing Explore.
Begin with the first layer—the drive—and continue to browse through the
structure until you find the file you need. For instance, when accessing a file
stored on your hard drive, select the C:\ drive item. Doing so displays all the
folders and files to the right, as shown in Figure 3.25.
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Expand a folder
Collapse a folder
Figure 3.25 Display all the folders and files on the C: drive.
Click the plus sign to display all the folders and files stored in that folder. At
that point, the plus sign changes to a minus sign (-). Click the minus sign to
collapse the folder.
Creating Directories and Folders

Create a directory/folder and a further subdirectory/subfolder.
To add a subfolder, select the folder to which you want to add the folder.
Then, select New from the Windows Explorer File menu. Next, choose
Folder from the resulting submenu. Windows adds a new folder to the hier-
archical structure, as shown in Figure 3.26. To add a subfolder to the folder,
select the folder and repeat the above process. You can continue this process
to nest additional subfolders, if you like.
Displaying Folder Properties

Open a window to display directory/folder name, size, location on drive.
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The new folder is represented in both views
Figure 3.26 Windows adds a new folder.
To learn about a folder, right-click the appropriate folder and choose

Properties from the resulting submenu. Figure 3.27 shows the resulting
Properties dialog box, which displays the folder’s name, size, and location
within the drive’s file structure.
Learn the number of files

and subfolders in a folder
Figure 3.27 Display a folder’s properties.
Working with Files

Files are your bread and butter; in this next section, you’ll learn about files.
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The Different File Types

Recognize common file types: word processing files, spreadsheet files, database
files, presentation files, image files, audio files, video files, compressed files,
temporary files.
Where files are concerned, a file by another name isn’t just as sweet! Each
software application uses a specific file type, which is usually indicated by the
file’s extension—the three or four (sometimes more) characters at the end of
a file’s name following the dot character (.). Review the file’s extension to
learn the file’s type. Table 3.2 lists a variety of file types.
Table 3.2 File Types

Type Application or Common Name Extension
Word processing Microsoft Word .doc
Generic .txt, .rtf
WordPerfect .wpd
Spreadsheet Microsoft Excel .xls
Microsoft Works .wks
Lotus 1-2-3 .wk1, .wk2, .wk3
Database Microsoft Access .mdb, .adp
dBase .dbf
Presentation Microsoft PowerPoint .ppt
Image Bitmap .bmp
JPEG .jpg
Audio Wave .wav
Video Windows Media .wma
MPEG .mpg
Compressed PKZip .zip
Temporary A special file created by the system .tmp
Counting Files
Count the number of files, files of a particular type, in a folder (including any files
in subfolders).
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To learn how many files are in a folder, check the folder’s properties, as we
did before. After locating the folder in the Windows Explorer, right-click it
and select Properties from the resulting submenu. The folder’s Properties
window displays the number of files in the folder and subfolders (refer to
Figure 3.27).
Learning the number of files by type is a bit more complicated because you
need a command prompt:
1. Access a command prompt by clicking the Start button and choosing
All Programs from the Start menu.
2. Choose Accessories and then select Command Prompt from the result-
ing list.
3. In the Command Prompt window, enter the following command to
view a summary of the folder’s files, as shown in Figure 3.28 (the figure
doesn’t show the entire summary).
dir *.exe /s
Figure 3.28 Use a command prompt to count files by their type.
Changing File Status

Change file status: read-only/locked, read-write.
By default, anybody can access a file and change it. That’s what’s known as a
read-write file. Anybody with access to your system can open the file and
change the contents. One way to protect a file is to change its status to
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read-only (or locked). Then, someone can still view the file, but she won’t be
able to change its contents. To view or update a file’s status, follow these
steps:
1. Locate the file in the Windows Explorer.
2. Right-click the file and choose Properties from the resulting submenu.
3. In the Properties dialog box, click the Read-Only option, as shown in

Figure 3.29. Click OK to dismiss the dialog box.
Check this option to render

a file read-only
Figure 3.29 Change a file’s status to read-only to keep users from changing the file’s contents.
To make a file read-write after it has been changed to read-only, follow the
same steps but uncheck the Read-Only option.
Sorting Files
Sort files by name, size, type, date modified.
You might find it easier to find files when your files are sorted in a particular
way. To sort files, choose Arrange Icons by from the View menu, as shown in
Figure 3.30. Most of the sorting options are self-explanatory. You can sort by
filename, size, type, or the date the file was last modified.
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Figure 3.30 You can sort files in a number of ways.
The Importance of Extensions

Understand the importance of maintaining correct file extensions when renaming
files.
Earlier we mentioned that a file’s extension is a quick and easy way to discern
the file’s type. Not only does a file’s extension help you, but also it helps the
software application used to create and manipulate that file. When you open
an existing file by a software application, the software will check the file’s
extension, and if it isn’t the right extension, it won’t (usually) open the file.
Checking for the correct extension helps protect the integrity of both your
software and your files. Opening a file in the wrong software has the poten-
tial to destroy the data or even permanently corrupt the file.
Fortunately, Windows alerts you if you try to change the extension when you
rename a file. If you get this alert, stop and make sure that you aren’t making a
mistake.
Renaming Files, Directories, and Folders

Rename files, directories/folders.
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Naming files and folders is a large subject. You’ll want to give your folders
and files meaningful names that indicate the folder or file’s purpose. On the
other hand, some organizations have strict conventions for naming folders
and files, and the actual names might have nothing to do with the contents.
Regardless of how you go about choosing a name, chances are that you’ll end
up changing a few of them along the way. Fortunately, renaming a folder or
file is simple. To rename a file or folder, follow these steps:
1. Right-click the folder or file in the Windows Explorer.
2. Choose Rename from the resulting submenu, which puts the item in
edit mode. The item is highlighted in a small box, and the cursor is
positioned with the box, as shown in Figure 3.31.
Figure 3.31 Use edit mode to rename a folder or file.
3. Type the new name and press Enter.
Duplicate and Move

Just like changing a file or folder’s name, you might need to reposition a fold-
er or file. That might mean moving a file or a group of files from one folder
to another or moving a subfolder and all its files from one folder to another.
You might even need to copy or move a file or subfolder full of files from a
hard drive to diskette or vice versa.
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Selecting Files, Directories, and Folders

Select a file or directory or folder individually or as a group of adjacent or nonad-
jacent files or directories or folders.
Using the Windows Explorer, select the drive that contains the files or fold-
ers you want to duplicate or move. Locate and select the folder or files. You
can select a single file by simply clicking it. Selecting a group of files takes a
few more steps.
To select a group of contiguous (or adjacent) files, select the first file in the
block of file items and hold down the Shift key as you select the last file.
Doing so highlights the entire block of files—the first, the last, and every file
between the two, as shown in Figure 3.32.
Click here
Then, click here
Figure 3.32 Select a contiguous list of files.
Files aren’t always in a contiguous list. When you need to select a number of
noncontiguous files, select the first and then hold down the Ctrl key as you
click the remaining files. The operating system highlights each of the files
that you click, as shown in Figure 3.33.
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These files are selected
Figure 3.33 Click each file while holding down the Ctrl key to select noncontiguous files.
Duplicating Files, Directories, and Folders

Duplicate files and directories or folders between directories or folders and
between drives.
To duplicate a folder or file, select the file (as discussed in the previous sec-
tion). Then, choose Copy or Copy to Folder from the Edit menu. (Use Copy
when working with a file and Copy to Folder when working with a folder.)
Windows displays the Copy Items dialog box. Use the resulting list to locate
the target folder, as shown in Figure 3.34. The list includes all your system’s
drives and folders, including external drives such as the floppy or CD. Select
the appropriate drive and folder, and click the Copy button. Doing so makes
an exact duplicate of the selected file or files at the new location. This pro-
cedure is an easy way to back up your work to floppy or CD-ROM.
Moving Files, Directories, and Folders

Move files, directories/folders between directories/folders and drives.
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Specify the target folder
Then, click Copy
Figure 3.34 Use the Copy command to duplicate files.
Moving files and folders is similar to copying them. Just remember that you
won’t end up with two files in different locations. You’re simply moving a file
from one location to another. Use the process in the preceding section to
move files and folders, except choose Move to Folder from the Edit menu.
The Importance of Backing Up Your Files

Understand why making a backup copy of files to a removable storage device is
important.
In the last section, we mentioned that you can use the copy feature to copy
your work to a floppy or CD. That’s what’s known as a backup copy—an extra
copy that you can resort to if the worst happens and you can’t use your com-
puter, or a file stored on your computer is corrupted.
You’ll want to back up your files on a regular basis. If the only copy of your
work is on the internal hard drive and something happens to your computer
system, such as a virus, hardware failure, theft, and so on, you’ve lost not only
your computer, but all your hard work.
It could take days to reconstruct all your work, and even then, it might not
be possible to fully recover everything. Do yourself a favor and back up your
work on a frequent and regular basis. Even every day isn’t too often if you
make frequent changes and additions to your files.
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Delete and Restore

With time, most files do become obsolete and you’ll want to delete them to
free up space.
Deleting Files, Directories, and Folders

Delete files, directories/folders to the recycle bin/wastebasket.
To delete a file, simply select it in Windows Explorer and press Delete.

There’s nothing to it! However, before actually deleting a file, you might
want to make a backup copy as discussed in the previous section.
To delete a folder, select the folder in Windows Explorer and press Delete.
This will delete both the folder and everything stored in the folder (other
folders or files).
Deleted files and folders are not completely removed from your system.
Rather, they are stored in the recycle bin. The next section shows how you
can get back a file that you accidentally deleted.
Restoring Files, Directories, and Folders

Restore files, directories/folders from the recycle bin/wastebasket.
How many times have you deleted a file only to groan, “Oh no!” just
moments later? It happens to everyone, but don’t fret. Windows stores delet-
ed files in a special folder called the recycle bin instead of immediately delet-
ing a file. You can restore a file from the recycle bin to its original location
by simply right-clicking the file in the recycle bin and selecting Restore.
Taking Out the Trash

Empty the recycle bin/wastebasket.
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The recycle bin can consume a lot of disk space if you let the deleted files
pile up; just like real garbage, all those files can really muck up the place.
Consequently, it’s a good idea to occasionally delete the files in the recycle
bin. To do so, right-click the recycle bin (in the Windows Explorer or on the
desktop), and choose Empty Trash from the resulting submenu. Unlike drag-
ging a file to the recycle bin, emptying the recycle bin is permanent.
Searching
The more files you add, the harder it might be to find just the file you need.
Oh, they’re there on your hard drive; you just can’t find them. When this
happens, you can use the Windows Search (or Find) tool to quickly locate the
files.
Finding Files, Directories, and Folders

Use the Find tool to locate a file, directory/folder.
To launch the Search feature, click the Start button and choose Search from
the Start menu. Doing so opens a new window with several options. Click
the All Files and Folders option, which displays a new set of options.
Enter the name of the file or folder you’re searching for into the first con-
trol, as shown in Figure 3.35, and then click Search. After a few seconds,
Windows begins displaying a list of files that match the entered name. To
immediately launch a file, simply double-click the file in the results list.
Searching by File Properties

Search for files by content, date modified, date created, size, wildcards.
When searching for information, a file’s name might not be helpful. For
instance, you might need to search for a file based on the day it was last mod-
ified, or you might be searching for a specific string of characters (such as
“cat”) within any file. When this is the case, Windows needs more informa-
tion. Table 3.3 lists the options and settings.
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Enter the file or folder name here View the results here
Click here to begin the search
Figure 3.35 Search for a specific file or folder.
Table 3.3 Advanced Search Options

Intent Option Additional Settings Results
Search by content Enter the exact text Finds all the files
string that you’re that contain the
searching for into search string.
the second control in
the A Word or
Phrase in the File
control.
Search by date Click the When Was Don’t Remember Includes all dates.
modified It Modified option.
Within the Last Week Finds all files modi-
fied during the cur-
rent week.
Past Month Finds all files modi-
fied during the cur-
rent month.
(continued)
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Table 3.3 Advanced Search Options (continued)

Intent Option Additional Settings Results
Within the Past Year Finds all files modi-
fied in the current
year.
Specify Dates Allows you to speci-
fy a time period.
Search by file’s Click the What Size Don’t Remember Includes all sizes.
size Is It option.
Small (Less Than Finds all files that
100KB) are smaller than
100KB in size.
Medium (Less Than Finds all files that
1MB) are smaller than
1MB in size.
Large (More Than Finds all files that
1MB) are larger than 1MB
in size.
Specify Size (in KB) Narrows the search
by specifying a range
of sizes.
Search by file type Click More Select a file type Finds all files of the
Advanced Options from the Type of specified file type.
option. File control’s drop-
down list.
Windows does not offer an easy way to search for files by date created. But
here’s a trick you can use. Search for the file by date modified, using a date
range that includes the date created that you’re looking for. Then right-click
at the top of the results on the header row, where it says Date Modified. This
will show you a list of information that you can display about each file in the
results. Select Date Created from the list, and then click the Date Created
header to sort the results by date created. Now you can quickly scan the list
to find the file that you’re looking for.
Wildcards are special characters that narrow the results of your search.
Technically, a wildcard is a symbol that represents one or more characters.
Use them when you’re uncertain of the exact characters needed. Windows
supports two wildcard characters during a search task: the asterisk (*) match-
es any character or multiple characters, and the question mark (?) matches
any one character in the same position.
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When searching by filename or by content, simply substitute the appropriate

wildcard for the unknown characters. For instance, Sm*th would match
Smith, Smyth, and smooth. On the other hand, Sm?th would match only
Smith and Smyth.
Viewing Recently Used Files

View list of recently used files.
Sometimes the easiest way to find a file is to view a list of the most recently
used files. This procedure is an efficient way to search for a file without hav-
ing to wait for Windows to search through all the files in your system.
To find a file in this manner, click the Start menu and choose My Recent
Documents from the Start menu. Doing so displays a list of all the files
you’ve recently opened. Simply click a file to open it.
If the Start menu doesn’t list your recently used documents, right-click the Start
menu, choose Properties, and click the Customize button on the Start Menu tab.
Then, click the Advanced tab and check the List My Most Recently Opened
Documents option, and click OK twice.
Compressing Files
Files come in all sizes and the more data a file contains, the larger it is. In
addition, file types can create large files, even when the file contains a small
amount of data. For instance, a database or image file can be very large. The
larger a file is, the more room it consumes. Furthermore, larger files take
longer to download when transferring files over the Internet. As a result, you
might find yourself compressing files from time to time—both to save space
and to save time when transferring data.
What Is File Compression?

Understand what file compression means.
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Compressing a file, a folder, or even a software application decreases the size

of that file and consequently the space required to store that file on your hard
drive or diskette (or CD-ROM). In addition, a compressed file transfers
more quickly over the Internet than a noncompressed file.
Compressing Files
Compress files in a folder on a drive.
To compress a folder, select the file or folder in Windows Explorer and select
New. Then, choose Compressed (zipped) Folder from the resulting list of
options shown in Figure 3.36. Once you compress a folder, you can drag files
to it. You can move a compressed folder and its files to a diskette, CD-ROM,
or another folder.
Figure 3.36 Compress a file to save space.
Extracting Compressed Files

Extract compressed files from a location on a drive.
To extract a compressed file, right-click it and select Extract to from the

resulting menu. This option is available only when you’ve selected a com-
pressed file.
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Viruses
A computer virus can put you out of business quick. If your computer is
infected by a virus, you can’t do too much to combat these hideous files and
protect your system. So you need to focus on prevention! In this section,
you’ll learn the following:
➤ What a virus is and why they’re dangerous
➤ How a virus can be transmitted to your system and how you can trans-
mit them to others
➤ The advantages of using virus-scanning software
➤ How to disinfect your system once you catch a virus
Concepts
Chapter 2 introduced you to viruses. In this chapter, we show you how to use
special software to protect your system from viruses.
What Is a Virus?
Know what a virus is and what the effects of a virus might be.
Technically, a virus is a file that replicates itself. But most computer viruses
also have other effects. They might delete files on your hard drive, hijack
your Internet connection, or cause programs to stop working. Some viruses
send email from your account to spread themselves. Others install “back
doors” on your computer, so that malicious users can control your comput-
er remotely. Viruses are destructive, and you should avoid them at all costs.
Transmitting a Virus
Understand some of the ways a virus can be transmitted onto a computer.
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By and large, most viruses are transmitted by infected email messages that
lull the user into opening an attachment that then releases the file into the
system. Most of the time, you can avoid infection by not opening attach-
ments from strangers. If someone you know is infected, their system might
send you an infected message; therefore, it’s important to carefully review all
email messages with attachments, even when you know the sender. If you
weren’t expecting the attachment, contact the person before actually open-
ing the attached file.
Email isn’t the only means by which you can be infected or infect others.
Visiting a Web site or using an infected diskette can infect your system.
Protecting Your System

Understand the advantages of a virus-scanning application.
Regardless of how careful you are, you can become infected with a virus. The
best way to protect yourself is with special software. There are a number of
software programs, known as virus-scanning applications, on the market that
are designed to scan your incoming email and your system for viruses. When
a virus is found, the software deals with it before it can infect your system.
Applying the Disinfectant

Understand what “disinfecting” files means.
Once your scanning software detects a file that’s been infected, you can try
to disinfect the file. That means the software will try to remove the virus
without harming the file, and sometimes it works. Often, it doesn’t. In that
case, the file should be quarantined or deleted. A quarantined file is moved to
a safe location within your system. Deleting the file is probably the best
course of action because a quarantined file can still release its virus.
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Handling Viruses
As we mentioned, viruses are dangerous and the best protection is special
scanning software. In the next section, we walk you through the process of
using software to scan for infected files.
Scanning for Viruses

Use a virus-scanning application to scan specific drives, folders, and files.
Most virus-scanning software is enabled all the time. That way, it can check
for infected files every time you download email.
On a regular basis, you’ll also want to check your system, just to make sure
it’s clean. An undetected virus could be causing problems you don’t yet know
about. At the very least, it is a ticking time bomb. Run scans often by launch-
ing your virus-scanning software and choosing the appropriate scan options.
Figure 3.37 shows the scanning options provided by Norton AntiVirus.
(Remember, your software might present options differently, but most soft-
ware will offer the same type of protection.)
Choose the area you want to scan
Click Scan
Figure 3.37 Scan your system’s files for viruses.

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The Importance of Regular Updates

Understand why virus-scanning software needs to be updated regularly.
Malicious developers are releasing new viruses that attack vulnerable systems
every day. To be truly effective, the scanning software must be current. That
means you’ll probably need to download new virus-detecting files on a reg-
ular basis. If you receive a lot of email or browse a lot of Web sites, every few
days isn’t too often.
Print Management
So far, our discussions have centered around file management, but saved data
isn’t the end of the story. You’ll frequently need to print data to share it,
review it, or simply store a hard copy of it. In this next section, you’ll learn a
little about print management. In this section, you’ll learn the following:
➤ How to install a new printer and set the system’s default printer
➤ How to print, pause, restart, and delete a print task using a print
manager
Setup
The critical component in any print management scheme is the printer. That
printer can be connected to your local system or via a network.
Changing the Default Printer
Change the default printer from an installed printer list.
Your software applications will send data to the default printer. By default, we
mean the printer that the system recognizes as the printer to use unless oth-
erwise instructed.
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If you have more than one printer connected, you should set one as the
default. To do so, open the Control Panel, click the Printers and Other
Hardware link, and then click the View Installed Printers or Fax Printers.
Right-click the icon that represents the printer you want to be the default,
and choose Set as Default icon. Doing so displays a small check next to the
icon as a visual indication of that setting, as shown in Figure 3.38.
Figure 3.38 Make a printer the default printer.
Installing a New Printer

Install a new printer on the computer.
Before your software applications can send data to a printer, the system must
recognize the printer. That means, once you connect the printer to the CPU,
you must then install the printer. Generally, you’re just copying special soft-
ware files known as print drivers so your system and the new printer can
communicate. To install a printer, follow these steps:
1. Connect the printer to the CPU as instructed in your documentation.
2. Open the Control Panel and click the Printers and Other Hardware
link.
3. Under Pick a Task, click the Add Printer link. Doing so launches the
Add Printer Wizard. This wizard will ask you a few questions about
your new printer and then integrate the printer with your system. Just
answer each question and click Next to continue. You’ll need to know
the following:
➤ Know whether the printer is connected directly to the local system

or through a network.
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➤ If the system isn’t a plug-and-play device (one that just works as

soon as you plug it in), you might need to copy a print driver. In
some cases, you can download the file. Most of the time, the file is
included on a CD-ROM that comes with the printer.
➤ You might be asked to identify the printer’s manufacturer and its
exact model name and number.
Print Outputs
It makes sense that if you have a printer and it’s installed, you’ll want to
use it!
Printing a Text Document

Print a document from a text-editing application.
To print a file from a text-editing application, first launch the application;

we’ll use Notepad for this, so select Start, All Programs, Accessories,
Notepad. Now select Open from the File menu to open the document that
you want to print. Select Print from the File menu to open the Print dialog
box and click the Print button to print your document.
Viewing Print Progress

View a print job’s progress using a desktop print manager.
While you’re waiting, you can check on a print job’s progress by viewing the
print manager. The printer might display this print manager automatically or
you might have to open it yourself by clicking the print manager icon in the
taskbar’s tray. The icon might resemble a printer or a document. Figure 3.39
shows a typical print manager window with a print task in progress.
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Figure 3.39 Viewing the progress of a print job.
Manipulating a Print Job

Pause, restart, and delete a print job using a desktop print manager.
From the print manager, you can manipulate the print task in a number of
ways. You can pause it and then restart it or completely delete the task before
it’s finished. After selecting the appropriate print job in the print manager,
choose the appropriate option from the Printer (or similar) menu shown in
Figure 3.40.
Figure 3.40 Manipulating a print task in the print manager.

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Review Questions
Question 1
Which of the following is the safest and most efficient way to react to a nonre-
sponding program?
❑ A. Turn off the computer by flipping the CPU’s on/off switch.
❑ B. Unplug the CPU at the electrical source.
❑ C. Press Ctrl+Alt+Del, and choose Restart from the Shut Down menu.
❑ D. Click the Start button on the taskbar and choose Turn Off Computer.
Answer C is correct. This particular keystroke combination will restart your

computer and clear the internal error that’s causing the problem. Answers A
and B are incorrect and could result in serious harm to your data and any
open software applications. Answer D is incorrect because you won’t be able
to access the Start button.
Question 2
Which of the following removable storage media must you prepare by format-
ting before you can use them?
❑ A. CD-ROM
❑ B. Floppy diskette
❑ C. Internal hard drive
❑ D. Zip disk
Answers B and D are correct. You must format a floppy or Zip disk before
you can store data on them. Answers A and C are wrong. A CD-ROM needs
no preparation and you should probably never format your internal hard
drive yourself. Hard drives must be formatted initially but after that, you
don’t need to format it again. Occasionally when things go wrong, reformat-
ting a hard drive is necessary, but it’s best to leave that task to the experts.
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Question 3
Which of the following are legitimate window operations?
❍ A. Moving it
❍ B. Opening it
❍ C. Resizing it
❍ D. Deleting it
❍ E. Closing it
Answers A, B, C, and E are correct. You can manipulate a window by open-

ing, closing, resizing, or moving it. Answer D is incorrect because you can’t
actually delete a window although you can close it when you’re done.
Question 4
Which of the following are legitimate elements in a window?
❑ A. Title bar
❑ B. Status bar
❑ C. Toolbar
❑ D. Shortcut icon
❑ E. File
Answers A, B, and C are all correct. Neither a shortcut icon nor a file is a
window element.
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Question 5
Match the following extensions to their corresponding file types:
❍ A. .doc
❍ B. .xls
❍ C. .tmp
❍ D. .bmp
❍ E. .mdb
1. A spreadsheet file
2. A special temporary file created by the system
3. A word processing file
4. A database file
5. An image file
The correct matches are A to 3, B to 1, C to 2, D to 5, and E to 4.
Question 6
Why might you want to create a copy, known as a backup, of your work?
❑ A. In case the computer’s hard drive is corrupted or the system is inca-
pacitated by theft, damage, or virus
❑ B. In case the original file is accidentally deleted
❑ C. To protect your system from a virus
❑ D. For reverse-engineering purposes
❑ E. To audit your work for the purposes of quality control
Answers A and B are correct. Backups are created to protect your work in
case of equipment or file failure. C is incorrect because creating a backup will
not protect your system from a virus, although having a noninfected backup
would be helpful in the event of attack. Answers D and E have nothing to do
with creating a backup.
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Question 7
Which sequence of events would you use to add a folder to your hard drive?
❍ A. Open the Control Panel window and select Add New Folder.
❍ B. Launch the Windows Explorer, choose New from the File menu, and
then select the location for the new subfolder.
❍ C. Launch the Windows Explorer, locate the file to which you want to add
the new subfolder, and choose New from the File menu.
❍ D. Launch the Windows Explorer, locate the drive and folder to which
you’re adding the new subfolder, and then choose New from the File
menu.
Answer D is correct. Answer A is incorrect because no such command exists

in the Control Panel window. Answer B is incorrect because you must select
the folder to which you’re adding the subfolder before executing the New
command. Answer C is incorrect because you can’t add a folder or subfolder
to a file.
Question 8
Where will you find the Windows Help and Support feature?
❑ A. In the Control Panel window
❑ B. On any menu
❑ C. On the desktop
❑ D. On the Start menu
Answers A and D are correct. Although many menus sport a Help menu, it
is application-specific and isn’t connected with the Windows Help feature.
Although you could add a shortcut icon to the desktop that launches the
Help and Support, there isn’t one by default.
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Question 9
Which sequence of events would successfully add a shortcut icon to the desk-
top?
❍ A. In the Windows Explorer, choose File, Create New Shortcut.
❍ B. Right-click the Explorer window and choose Create New Shortcut.
❍ C. In the Windows Explorer, right-click the file to which you want to cre-
ate a shortcut. Then, right-click the new shortcut file in the same fold-
er, select Send to, and then choose Desktop (Create Shortcut).
❍ D. In the Windows Explorer, select the file you want to create a shortcut
to and then click the Shortcut icon on the toolbar.
Answer C is correct. Answer A is incorrect because you must select the file
you’re creating the shortcut for first. Answer B is incorrect for the same rea-
son. Answer D is incorrect because there is no Shortcut icon on the Explorer
toolbar.
Question 10
Why might you compress a folder or file?
❍ A. To save space on the storage medium
❍ B. To improve overall performance
❍ C. To repair the folder or file
❍ D. To reduce the size of the file or folder
Answers A, B, and D are correct. Answer C is incorrect because the com-

pression process will not repair any corruption problems the file might have.
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Need to Know More?

O’Hara, Shelley. Absolute Beginner’s Guide to Microsoft Windows XP.
Indianapolis, Indiana: Que Publishing, 2002.
How Operating Systems Work, http://computer.howstuffworks.
com/operating-system.htm
The Peripherals Library, http://computer.howstuffworks.com/

channel.htm?ch=computer&sub=sub-peripherals
4
Word Processing
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✓ Find (Search) command
✓ Proper case
✓ Paragraph mark
✓ Soft carriage return
✓ Table
✓ Mail merge
✓ Main document in a mail merge
✓ Data source in a mail merge
✓ Merge field

✓ Opening, closing, and creating documents
✓ Saving and renaming documents
✓ Opening and working with more than one document
✓ Recognizing generic text file types
✓ Adjusting the application settings to suit your needs
✓ Inserting, selecting, editing, and even deleting text
✓ Copying and moving text within the same document or
between open documents
✓ Applying a large range of formatting styles
✓ Adding a table to a document
✓ Inserting graphics into a document
✓ Creating mail merge documents and running a mail merge
✓ Printing your documents
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Now that you know your way around your computer system, it’s time to get
down to specifics. This chapter serves as a basic introduction to word pro-
cessing. Specifically, this module covers the following six topics:
➤ Application basics
➤ Working with text
➤ Formatting documents
➤ Working with tables and images
➤ Setting up a mail merge
➤ Printing documents
Print Preview Insert Document Map

Save Cut Hyperlink Columns
New Paste Undo Insert Table Zoom
Open Redo Drawing Microsoft

Print Copy Tables and Show/Hide Word Help
Spelling and Format Borders
Grammar Painter Insert Microsoft Excel
Worksheet
Microsoft Word standard toolbar.
Decrease
Italic Align Right Indent Outside Border
Style Font Size Align Left Numbering Font Color
Font Bold Center Bullets Highlight

Underline Justify Increase Format Gallery
Indent
Microsoft Word formatting toolbar.

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Line Style Line Weight

Eraser Border Color
Outside Border
Draw Table Shading Color

Insert Table AutoSum
Merge Cells Sort Descending

Split Cells Sort Ascending
Align Top Left Change Text Direction
Distribute Rows Evenly Table AutoFormat
Distribute Columns Evenly
Microsoft Word tables and borders toolbar.
Insert
WordArt
Auto Rotate Circle Fill Color Dash Style
Draw Arrow Font Color Shadow
Select Object Line Text Box Line Color 3-D

Rectangle Insert Line Style
ClipArt Arrow
Style
Microsoft Word drawing toolbar.
Using the Application

Probably the most common application that most of us share is a word pro-
cessing application. We write letters, compile reports, and even keep diaries
in word processing documents. In this first section, you’ll learn the basics:
➤ How to open and close a word processing application
➤ How to open and work with multiple documents
➤ How to create a new document
➤ How to save, name, and rename a document
➤ How to work with a number of text file types
➤ How to maneuver between multiple open document windows
➤ How to find help

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First Steps with Word Processing

Working with a Windows-based application, regardless of the type of appli-
cation, has its advantages because so many of the basics are the same. What
that means is that if you learn one Windows application, you can quickly
assimilate another into your list of expertise.
Getting In and Getting Out

Open (and close) a word processing application.
There are a number of ways to launch your word processing application (in
this case, Microsoft Word 2002). In the end, you’ll choose the method that’s
the most convenient for you: there’s no right or wrong to your decision. To
open a word processing application, do one of the following:
➤ Choose the program from the Windows Start menu or the All Programs
menu.
➤ Click a shortcut icon, either on the Quick Launch toolbar or your
desktop.
➤ Double-click a word processing file.
Figure 4.1 shows the Windows Start All Programs menu, with Microsoft
Word 2002 selected. To display the menu, click the Windows Start button
on the Windows taskbar and choose your application if it’s on the Start
menu. If it doesn’t appear on the Start menu, choose All Programs and select
it from the All Programs menu.
For a quicker start, locate the Word 2002 icon on the Windows XP Quick
Launch toolbar, shown in Figure 4.2, and click it. Similarly, you can add a
Word shortcut icon to your desktop.
Launching Word opens the application window shown in Figure 4.3 and a
blank document. If you’re unfamiliar with Word, take a few minutes to
review the menu commands and toolbar buttons.
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Figure 4.1 You’ll find Microsoft Word on the Start menu or the All Programs menu.
Launch Word from the Desktop shortcut
Launch Word from the

Quick Launch toolbar
Figure 4.2 You can find Word on the Quick Launch toolbar.
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Windows Close button
Figure 4.3 Word launches a blank document.
Another easy way to launch Word is to locate a Word document file in the
Windows Explorer and double-click it (or launch a file from a shortcut icon).
Doing so launches both Word and the clicked file (instead of opening a blank
document).
Closing Word is extremely simple. Click the Windows Close button (refer to
Figure 4.3) in the application’s title bar. Or choose Exit from the File menu.
If there’s an unsaved document open when you close, Word prompts you to
save it before closing both the document and the application.
Opening Documents
Open one, several documents.
One thing you’ll find with most Windows applications is that there’s more
than one way to do most everything. Opening a document is no exception to
this rule. To open an existing document, follow these steps:
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1. There are three ways to initiate an open task: Click the Open button
on the Standard toolbar, choose Open from the File menu, or press
Ctrl+O. All three methods display the Open dialog box.
2. In the Open dialog box, use the Look in control to navigate to the
appropriate folder. To learn more about navigating through the sys-
tem’s file structure, see Chapter 3, “Using the Computer and
Managing Files.”
3. Select the file in the updated list, and then click Open. Or you can
simply double-click the file and skip the Open click.
Creating New Documents

Create a new document (based on default, other available template).
You won’t always work with existing documents; you’ll often create new ones.
To do so, use any of these techniques:
➤ Click the New button on the Standard toolbar.
➤ Choose New from the File menu.
➤ Press Ctrl+N.
You can save the new document immediately or not.
There are usually three ways to execute most common tasks: via a menu command,
a toolbar, or a hotkey (a keyboard shortcut). You should be familiar with all the pos-
sible ways to complete simple tasks.
Any of these techniques will create a new document based on the default
template (a template is a collection of settings, such as style names, for a par-
ticular document). You can also create a new document based on another
available template. To do so, select New from the File menu to open the list
of templates. Select the template for the new document and click OK to cre-
ate the document.
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Saving a Document
Save a document to a location on a drive.
We recommend that you save your documents on a frequent and regular

basis. That way if the worst happens, such as a power outage or equipment
failure, you lose only a small portion of your work. The first time you save
the document, you are prompted to specify a name for the file:
1. Choose Save As from the File menu.
2. In the resulting Save As dialog box, shown in Figure 4.4, use the Look
in control to locate the directory where you want to save the file.
1. Select a folder
3. Click Save
2. Enter a filename
Figure 4.4 Give the new document a name.
3. Enter a name for the file in the File Name control.
4. Click Save.
After saving the document, you’ll probably make revisions. When this hap-
pens, you need to save the file again. To do so, simply click the Save button
on the Standard toolbar. Or choose Save from the File menu or press Ctrl+S.
If you select Save the first time around, Word displays the Save As dialog box
so you can name the file.
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By default, Word automatically saves your documents once every 10 minutes so it

can recover them in case of a crash. You can adjust this setting on the Save tab of
the Options dialog box, accessible from Tools, Options.
Saving a Document with a New Name

Save a document under another name.
Don’t be surprised if you find yourself renaming a file. For instance, you
might report on monthly sales. In this case, you might pull up March’s doc-
ument, overwrite existing figures, change the title to April, and then save the
file as AprilSales instead of MarchSales.
There are two ways to approach a renaming task. The important thing to
remember is that you might end up with one file (losing the original), or you
might end up with two (the original and the new one).
To rename a document and retain both copies, follow these steps:
1. Open the original file using one of the methods previously discussed.
2. Once the document is open, choose Save As from the File menu.
3. Overwrite the current filename in the File Name control.
4. Click Save.
To rename the file and overwrite the original file, follow these steps:
1. Click the Open button, choose Open from the File menu, or press
Ctrl+O. Any of these actions opens the Open dialog box.
2. In the Open dialog box, right-click the file in the file list.
3. Select Rename from the resulting context menu to put the filename in
edit mode.
4. Enter the new name and press Enter. You’re left with just one file—the
newly named file. The contents of the document are still the same as
the original; only the name has changed at this point.
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You can rename an existing file and in doing so, create two files—one with the orig-
inal name and one with the new name. Or you can replace the original file with a
renamed file. You should know how to do both.
Working with Other Text File Types

Save a document in another file type such as: text file, Rich Text Format, HTML,
template, software specific file extension, version number.
Microsoft Word’s file type is indicated by its file extension, .doc, but Word
can work with a number of text file types, which are listed in Table 4.1.
Table 4.1 Text File Types

Extension Stands For Definition
.doc Word document Word’s specific file type.
.txt Text file A universally recognized text type that
almost all applications support.
.rtf Rich Text Format A universally recognized text type that
supports most formatting.
.html Hypertext Markup Language A static Web page.
.dot Word template file A special file that contains common for-
matting and other elements, from which
you can begin most other documents.
Occasionally, you might need to change a document’s file type. You can
change a file’s type during the save process. To change a file’s type, follow
these steps:
1. With the file open in Word, use any of the save methods listed earlier
to open the Save As dialog box. (Don’t click the Save icon.)
2. Select the appropriate file type from the Save as Type control. Note
that in some cases you can select the version of the software (such as
Microsoft Word 97) as well as the file extension (such as .doc or .rtf).
3. Change the file’s name and the file’s current folder if you like, but
doing so isn’t necessary to save the file’s type.
4. Click Save.
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Working with Multiple Documents

Switch between open documents.
In Chapter 3, you learned about multitasking—working with more than one

window or application at any given time. Word is a multitasking application
in that it lets you work with more than one document window open at any
given time. Think of each document as a window. Working in multiple win-
dows is convenient when you need to copy or refer to data in one document
while working in another.
To open more than one document, simply repeat one of the processes men-
tioned in the previous sections for opening documents as many time as need-
ed, but specify different files each time. There are a couple of ways to switch
back and forth between the open documents.
First, you can choose a document from the Window menu shown in Figure
4.5. Or click the appropriate minimized document icon on the Windows
taskbar.
Choose from the Window menu
Choose an icon from the Windows taskbar
Figure 4.5 Select a document from the Window menu to make that window current.
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You can press Alt+Tab and cycle through all the open windows, which will
include any non-Word applications and files. (You can learn more about this
technique in Chapter 3.)
Getting Help
Most applications provide an extensive Help feature that you can quickly
access. Most of the time, you’ll find Help on the main menu bar. Open the
menu’s drop-down list to learn what options your software offers. Figure 4.6
shows Word’s robust Help offerings.
Figure 4.6 Word offers many Help features.
There are three options you’ll probably use frequently:

➤ Microsoft Word Help—Provides Web-enabled access to a number of use-
ful articles and other Help options. Alternately, you can press F1.
➤ What’s This?—Displays a screen tip for the specified option. Select an
item, such as a control or a menu command, and press Shift+F1 to
change the cursor to an arrow with a question mark. Click on any part
of Word with this cursor to view a short explanation of the element.
➤ Office On The Web—Connects to Microsoft’s online Office site, which
gives you access to an extensive library of articles and useful hints.
To turn off Clippit, the Office Assistant, right-click it, choose Options, and
uncheck the Use the Office Assistant option.
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When You’re Done

Close a document.
When you’re done with a document, you’ll want to close it. Do so by choos-
ing Close from the File menu.
If you try to close a document without saving it, Word prompts you to save your
changes.
Adjust Settings
Word is very flexible and allows you to determine a number of environmen-
tal settings.
Viewing Modes
Change between page view modes.
Word offers four perspectives, or views, of your document: Normal, Web

Layout, Print Layout, and Outline. Most of the time, you’ll probably use
Normal mode when entering text, formatting, or editing the document. For
that reason, it’s also the default mode. To select this option, choose Normal
from the View menu.
To view the active document as it will appear in a Web browser, choose Web
Layout from the File menu. If you’d like to see what the document will look
like in printed form, choose Print Layout from the File menu. This mode
requires more memory, and a large document might scroll a tad slower than
in another mode. The last mode, Outline mode, is more specialized and
therefore, you will probably use it less than the others. Choose Outline from
the View menu when you need to structure your document in a classic out-
line format.
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Zooming In
Use magnification/zoom tools.
The Zoom tool on the Formatting toolbar lets you quickly zoom in on or out
of the current document. Simply select a value from the control’s drop-down
list, shown in Figure 4.7, or enter a value.
Enter a value
Select a value
Figure 4.7 Quickly zoom in or out of a document.
If you have a mouse with a scroll wheel, you can also scroll the wheel while
holding down the Ctrl key on your keyboard to change the zoom for a document.
When a document’s in Normal view, you can click the Print Preview tool to
get a better look at the document as a printed document. For instance,
Figure 4.8 shows several pages of a rather long document in Print Preview.
Manipulating Toolbars
Display, hide built-in toolbars.
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View one page at a time
View multiple pages Menu bar
Return to previous menu Standard toolbar
Figure 4.8 View the document in Print Preview.
Word has one menu bar and several toolbars, which is typical of Windows
applications. By default, Word displays the menu bar and the Standard tool-
bar (refer to Figure 4.8). A number of other toolbars make quick work of
many tasks. Similarly, you can hide a toolbar if you don’t need it.
To hide or display a toolbar, right-click the background of any visible tool-
bar or menu bar. By background, we mean that you shouldn’t click a menu
command or tool. Right-clicking the background displays the list of available
toolbars. Check a toolbar to display it; uncheck it to hide it.
Manipulating Nonprinting Characters

Display, hide nonprinting characters.
As you type text, you also enter a number of characters that don’t actually
show onscreen, or the printed page, but that doesn’t mean they’re not there.
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To view these characters onscreen, choose Options from the Tools menu and
click the View tab. Then, check the appropriate options. Figure 4.9 shows
the effects of checking the Spaces and Paragraph Marks options.
Space characters
Paragraph marks
Figure 4.9 Check these options to view nonprintable characters onscreen.
Setting Basic Options
Modify basic options/preferences in the application: user name, default

directory/folder to open, save documents.
If you share your documents with others, you might want to identify your-
self as the document’s author. To do so, choose Properties from the File
menu and then enter your name in the Author control, shown in Figure 4.10.
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Figure 4.10 Claim authorship of your files.
Another way to personalize your work session is to set the default folder for
your saved and new documents. To do so, choose Options from the Tools
menu and then click the File Locations tab. Select the Documents item and
then click Modify. When Word displays the Modify Location dialog box, use
the Look in control to specify the folder you want Word to use as the default
folder. As a result, Word always looks for files in that folder when you exe-
cute an Open command and attempts to save files in that folder when you
execute a Save command.
Main Operations
The nuts and bolts of working with text require a certain amount of expert-
ise, which you need to master. In this section, you’ll learn how to do the fol-
lowing:
➤ Insert data.
➤ Select and edit data.
➤ Copy, move, and delete data.
➤ Search and replace text.

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Insert Data
Data comes in all shapes and sizes, which includes plain text and other spe-
cial characters and symbols. In this section, you’ll learn how to insert both.
Inserting Text
Insert text.
Once you have a document to work with, inserting data is the simplest thing
you’ll do. Simply grab your keyboard and start typing.
Inserting Special Characters

Insert special characters, symbols.
Inserting normal text is easy, but the keyboard doesn’t offer every character
you might need. When you need to insert a special character or symbol, posi-
tion the cursor at the point within your document where you want to insert
the special character or symbol. Then, choose Symbol from the Insert menu
to display the Symbol dialog box, shown in Figure 4.11.
Click to view symbols
Click to see special characters
Click to insert a symbol or special character

Figure 4.11 Insert special characters.
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This dialog offers hundreds of special characters and symbols: You might
want to spend a little time reviewing all the possibilities. There’s a tab for
special characters and a tab for symbols. To insert either, select it, and click
Insert. Click Close to return to the document and the newly inserted symbol
or special character.
Select Data
The easiest way to select data is to simply drag the mouse pointer over the
text. But there are a number of shortcuts that can make selection easier.
Selecting Text
Select character, word, line, sentence, paragraph, entire body text.
Not everyone wants to grab the mouse to select data. Table 4.2 lists a num-
ber of keystroke and mouse combinations for selecting text. All work from
the current insertion point.
Table 4.2 Selecting Text

Keystroke Results
Double-click Selects the word under the cursor.
Triple-click Selects the paragraph containing the cursor.
Click in left margin Selects the line that you clicked next to.
Ctrl+click Selects the sentence under the cursor.
Click+drag Selects text that you drag the mouse over, as long as you hold
the button down.
Shift+right arrow Selects the next character.
Shift+left arrow Selects the previous character.
Shift+up arrow Selects all the previous characters in the current line and the
previous line up to the point of insertion.
Shift+down arrow Selects all the characters to the right of the insertion point and
up to that point in the next line. The insertion point is the point
where the text entry cursor is currently displayed.
Ctrl+Shift+right arrow Selects from the insertion point to the end of the current word.
(continued)
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Table 4.2 Selecting Text (continued)

Keystroke Results
Ctrl+Shift+left arrow Selects from the insertion point to the beginning of the current
word.
Shift+End Selects from the insertion point to the end of the current line.
Shift+Home Selects from the insertion point to the beginning of the current
line.
Ctrl+Shift+down arrow Selects from the insertion point to the end of the current para-
graph.
Ctrl+Shift+up arrow Selects from the insertion point to the beginning of the current
paragraph.
Shift+PgDn Selects one screen down from the insertion point.
Shift+PgUp Selects one screen up from the insertion point.
Ctrl+Shift+Home Selects from the insertion point to the beginning of the docu-
ment.
Ctrl+Shift+End Selects from the insertion point to the end of the document.
Ctrl+A Selects the entire document.
When you select text, Word shows it highlighted in reverse (by default, this
means white characters on a dark background), as shown in Figure 4.12.
Figure 4.12 Word displays selected text in reversed colors.
Edit Data
Editing text is just about as simple as entering it, and fortunately, Word sup-
ports a number of methods for doing so.
Inserting Text Within Existing Text

Edit content by inserting new characters within existing text, overtyping to replace
existing text.
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You can edit a document by inserting new characters or by replacing existing

characters with new ones. To insert new characters, follow these steps:
1. Word’s default is Insert mode. You can tell whether the document’s in
the right mode by checking the Status bar for the OVR icon. If it’s
dimmed, you’re in Insert mode. Otherwise, you’re in what’s known as
Overtype mode. Press the Insert key to toggle between Insert and
Overtype mode.
2. Position the cursor where you want to add the new character or char-
acters.
3. Start typing.
Remember, you’re adding characters to the existing text, so you’ll use this
method to add missing words, change a word from singular to plural by
adding an s character, and so on. In contrast, you can replace existing char-
acters in much the same way, but you must work in Overtype mode. To do
so, press the Insert key and check the status bar. The OVR icon must not be
dimmed. Once you’re in Overtype mode, select the cursor where you want
to start replacing characters and start typing. Word will write right over the
existing characters, one for one.
Using Undo and Redo

Use the Undo, Redo commands.
Editing doesn’t always involve adding or replacing new text. For instance,
you might decide to italicize or bold a word or phrase or you might delete
characters altogether. Occasionally, you even change your mind, and then
sometimes you even change your mind again! That’s when the Undo and
Redo buttons come in handy.
The Undo button acts as a sort of cancel feature, and the Redo button can-
cels the last cancel action. Don’t let that confuse you, though; it’s really very
simple.
The Undo button tracks your actions, and any time you want to cancel (or
retract) an action, you simply click Undo. Alternately, you can choose Undo
Typing from the Edit menu or press Ctrl+Z. For a quick example, type a
character and then press Undo to erase it. If you decide you want the char-
acter back, click Redo.
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Clicking Undo or pressing Ctrl+Z works backward through your last actions.
The Undo button maintains a list of actions, which you can select from its
drop-down list, as shown in Figure 4.13. That way, you can choose to undo
more than one action with a single mouse click. The Redo button is similar
in that it tracks your Undo actions and also allows you to select them in bulk
from its drop-down list.
Cancel actions out of order
Cancel the last action Click Redo to cancel an Undo
Figure 4.13 Select an item from the Undo control’s drop-down list.
Duplicate, Move, and Delete

Editing might require that you copy, move, or even delete text from an exist-
ing document or between documents.
Duplicating Text
Duplicate text within a document, between open documents.
To duplicate or make a copy of text, follow these steps:

1. Select the text you want to copy using any of the methods discussed
earlier. (See the section “Selecting Data.”)
2. Choose Copy from the Edit menu or press Ctrl+C.
3. Position the cursor at the point where you want to copy the text to. If
you’re copying the text to another open document, select that docu-
ment from the Window menu or from the minimized document icon
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on the taskbar first. Then, position the cursor within the target docu-
ment.
4. Once the cursor is in the right position, select Paste from the Edit
menu or press Ctrl+V.
Moving Text
Move text within a document, between open documents.
To move text, use the same process discussed in the last section. However,
instead of choosing Copy from the Edit command, select Cut (or press
Ctrl+X). Doing so deletes the selected text. (You can always click Undo if
necessary. See the “Using Undo and Redo” section.)
Next, position the cursor to the section of the document to which you want
to move the text, and choose Paste from the Edit menu (or press Ctrl+V).
Just like with duplicating, you can move the text to another open document
by selecting the document from the Window menu or the Word icon on the
Windows taskbar.
Sometimes, the drag and drop method is the easiest way to move text. Just
highlight the text and then drag it to the new position.
Deleting Text
Delete text.
Don’t let the idea of deleting text frighten you. Until you save the document,
the delete isn’t really final. You can close the document without saving it and
reopen it to recover deleted text. Or an easier solution might be to use the
Undo feature. Just don’t save the document until you’re absolutely sure that
it’s correct. Or if you really want to protect yourself, make a copy of the file
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by renaming it. Then, if the worst happens, you can quickly revert to the
original by opening the copy.
To delete text, select it using any of the selection methods discussed earlier
in this chapter (see “Selecting Data”) and then press the Delete key. It’s that
simple!
Search and Replace

It’s easy to find a specific word or phrase in a small document, but the larg-
er the document is, the harder this visual task becomes. When you need to
find something, use the Find command.
Searching for a Specific Word or Phrase

Use the search command for a specific word, phrase.
Word’s Find command can help you find words and phrases in a document.
To find a specific word or phrase in the current document, choose Find from
the Edit menu or press Ctrl+F. Enter the word or phrase in the Find and
Replace dialog (the Find tab will be selected for you) and click Find Next.
Word highlights the first occurrence of the entered text. To continue finding
more occurrences, press Ctrl+F and click Find Next again.
Using this feature, you can quickly replace text. For instance, suppose you
want to replace each occurrence of St. with Street. To do so, you select
Replace from the Edit menu (or press Ctrl+H). In the resulting Find and
Replace dialog box, enter the search and replace text, which in this case is St.
and Street, respectively, as shown in Figure 4.14.
To quickly replace each occurrence of St. with Street, click the Replace All
button. Or you can pick and choose which occurrences to replace by click-
ing Find Next and then clicking Replace when you want to replace the high-
lighted text. To skip an occurrence, click Find Next without clicking Replace.
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The Find tab performs a simple search
Enter the search string
Enter the replacement string
Click here and then here to replace one by one
Figure 4.14 Replace text using the Find and Replace feature.
Formatting
Perhaps the real power in any word processing application is its formatting
capabilities. The text communicates your document’s purpose on an intellec-
tual level, but formatting can make the difference between success and fail-
ure. If the reader finds the document too busy or uninteresting, it can lie
unread for days or even make its way straight to the trash. In this section,
you’ll learn how to
➤ Format text.
➤ Format paragraphs.
➤ Format documents as a whole.
Text Formatting
Most of the time, text is the bulk of your documents. Formatting text can
produce consistency throughout your document while visually drawing
attention to individual elements. In this section, you’ll learn how to format
text.
Changing Font Attributes

Change text appearance: font sizes, font types.
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The font you use can definitely express the document’s mood: it can be for-
mal, casual, artistic, or even playful. To change the font type and its size for
the document, follow these steps:
1. Choose Font from the Format menu.
2. Click the Font tab if necessary in the Font dialog box.
3. Select a font from the Font list to change the font type.
4. Choose a new value from the Size list to change the font’s size, as
The current font

Choose a new font
The current font size

Choose a new font size
Font color
Create superscript
Create subscript
Figure 4.15 Change the font type and size.
Use the Font and Font Size controls on the Formatting toolbar to quickly reset
both the type and size, respectively.
Changing the font in this manner changes the document’s default type and
size for new text. It doesn’t automatically update the existing text.
To change existing text, simply select the text using one of the methods dis-
cussed in “Selecting Data” earlier in this chapter. Then, use the Font and
Font Size controls on the Formatting toolbar to select a new type and size,
respectively.
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Applying Bold, Italics, and Underlining
Apply text formatting such as: bold, italic, underline.
Some formats, such as bold, italics, or underscores, can help emphasize text.
Fortunately, applying these attributes is simple. Select the text and click the
Bold, Italics, or Underscore button. You can also use the Font dialog box (see
Figure 4.14), but the toolbar buttons are quicker.
Applying Subscript and Superscript

Apply subscript, superscript to text.
Subscript and superscript text is used to produce smaller letters either just
below the center of the line or just above the center of the line. Figure 4.16
shows both.
Figure 4.16 Create subscripts and superscripts.
To change to subscript or superscript, choose Font from the Format menu

and select Subscript or Superscript, respectively, in the Effects section (see
Figure 4.15). If the text already exists, you can select the text and then select
the appropriate option.
Applying Letter Case

Apply case changes to text.
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Letter case is an important part of punctuation, and most of the time, you
specify letter case while actually entering the text. By default, text is entered
in lowercase. To enter an uppercase letter, hold down the Shift key while
pressing the appropriate letter key.
You can, if necessary, change the case of existing text. To do so, select the
characters and hold down the Shift key while you press F3. Continue to press
F3 until you get the case you want. This keystroke combination cycles
through the three possible settings: proper case, all uppercase, and all lower-
case. Proper case begins each word with an uppercase letter; the remaining let-
ters in the word are lowercase.
Using Colors
Apply different colors to text.
Adding a bit of color to your document can convey emotions and order. For
instance, a bit of pink or yellow might be a good choice for a party invitation.
Or you might want to present an overdue charge in red. Sometimes color is
used to categorize data.
To apply a color other than black, which is the default, select the text
and then choose a color from the Font Color control’s palette, shown in
Figure 4.17.
Figure 4.17 Use colors to convey a message or categorize data.
You can change the document’s default font color by choosing a color from
the Font Color control in the Font dialog box (see Figure 4.15). Remember,
doing so won’t change existing text.
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Copying Existing Formats

Copy formatting from a piece of text to another piece of text.
It’s common to apply multiple formatting attributes, such as a new color,

bold, and italics, to text. Doing so requires a number of keystrokes or clicks.
Once you have a style that you like, you don’t have to repeat the original rou-
tine to apply it to other text. Instead, use the Format Painter tool on the
Standard toolbar. To do so, follow these steps:
1. Select the text with the formats you want to copy (or simply position
the cursor somewhere within the word or paragraph).
2. Click Format Painter.
3. Select the text you want to format to copy all the formats from the pre-
viously selected text to the current text.
To format multiple but noncontiguous text, click the Format Painter tool twice to
lock it. Then, select each area you want to format. When you’re done, click the
Format Painter to unlock it.
Using Styles
Apply an existing style to a word, a line, a paragraph.
A style represents a set of formats that you can apply at the same time. A doc-
ument can contain a number of styles for quick and easy formatting. In fact,
Word comes with a number of default styles that you can use, or you can cre-
ate your own.
To apply a style to existing text, select the text, which can be a character, a
word, a line, or an entire paragraph. Then, choose a style from the Style con-
trol’s drop-down list (on the Formatting toolbar). The text will take on the
attributes of the chosen style.
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Hyphenation
Use automatic hyphenation.
Some types of documentation don’t allow for hyphenated words at the right
margin. When you need to hyphenate a document, you can do so quickly and
automatically:
1. From the Tools menu, select Language, and then click Hyphenation.
2. In the resulting dialog box shown in Figure 4.18, check the

Automatically Hyphenate Document option.
Figure 4.18 Turn on hyphenation for the entire document.
3. Click OK to close the dialog box. Word will automatically hyphenate

your entire document.
If you end up with too many hyphens, open the Hyphenation dialog box (see
Figure 4.18) and increase the value in the Hyphenation Zone control. If the right
margin is too ragged, reduce the value.
Paragraph Formatting
In the last section, you learned how to apply formats to text at large. You also
need to know how to apply paragraph-level formats. These formats affect all
the text in a paragraph, such as indenting, line breaks, and so on.
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Inserting and Removing Paragraph Marks
Insert, remove paragraph marks.
A paragraph mark is a nonprintable character that determines the end of a

paragraph. To insert this character, press Enter to force the cursor to a new
line. Doing so sends the message to Word that the current paragraph is end-
ing, and Word inserts the paragraph mark.
Finding a paragraph mark can be difficult because by default, Word doesn’t
display these characters online. (To learn how to display them, see the earli-
er section “Displaying and Hiding Nonprinting Characters.”) If the charac-
ters are visible, you can simply locate them visually and delete them as you
would any other character. When they’re not visible, select the space
between the last character in the paragraph and the first character in the next
paragraph, and press Delete. Doing so combines the two paragraphs.
Inserting and Removing Line Breaks

Insert, remove soft carriage return (line break) marks.
A soft carriage return or line break is similar to the paragraph mark in that it
forces text to the next line. The difference is that a soft carriage return
doesn’t start a new paragraph. Even though it may look like two paragraphs
on the screen, for example, text before and after a soft carriage return can all
be formatted as a single paragraph.
Your word processing application might not make a visual distinction
between a space at the end of the line of text and a soft carriage return.. If
you should need to delete a soft carriage return, simply place your cursor on
the line with the soft carriage return, click End, and then click Delete.
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Aligning
Align text left, center, right, justified.
Aligning text helps you create groups and otherwise distinguish one area of
text from the rest. For the most part, alignment is considered a format that
you can quickly apply to text.
If the text already exists, select it and click the appropriate toolbar button on
the Formatting toolbar—Align Left, Align Right, Center, and Justify—or
choose Paragraph from the Format menu and select the appropriate align-
ment option, as shown in Figure 4.19.
Center Right align
Left align Justify
Figure 4.19 Use paragraph level formats to align text.
Or turn on the alignment format in question and begin typing text. When
you’re done, return the alignment format to the default style.
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Indenting
Indent paragraphs: left, right, first line, hanging.
Paragraphs come in several styles where indenting is concerned. The most

common is a single indent in the first line at the left margin. Often, you’ll see
an entire offset at the left or both the left and right margins. One last style is
called hanging: The first line has no indention and the remaining lines are all
indented at the left margin. Figure 4.20 shows each paragraph indenting
method.
Left and right indents
Normal indent
Hanging indent
Figure 4.20 Indent paragraphs in a variety of ways.
All indention types are easy to apply using paragraph formats. To apply an
indention type, choose Paragraph from the Format menu, and then choose
the appropriate option.
To quickly indent a full paragraph, position the cursor anywhere in the paragraph
and click either the Decrease Indent or Increase Indent tools on the Formatting
toolbar.
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Line Spacing
Apply single, double line spacing within paragraphs.
Most word processing applications default to single line spacing, but you
might need to reset that option occasionally. For instance, a draft document
might be easier to read and edit with double-spacing. Line spacing refers to
the amount of space from the bottom of one line of text to the bottom of the
next line. Your application adjusts line spacing to accommodate the largest
font.
To change the line spacing for a paragraph, choose Paragraph from the
Format menu and select one of the following options from the Line Spacing
drop-down list on the Indents and Spacing tab: Single, 1.5, Double, At least,
Exactly, Multiple. Or click the Line Spacing tool on the Formatting toolbar.
Single, 1.5, and Double are self-explanatory. When choosing At least,
Exactly, and Multiple, you need to specify a value using the At control. The
At least and Exactly options work with point values, which correspond to
the font’s size. When selecting Multiple, enter the number of lines: 3, 4, and
so on.
Leading
Apply spacing above, below paragraphs.
The space above and below a paragraph is part of that paragraph, and you
can control it. To do so, choose Paragraph from the Format menu and spec-
ify the Before and After values in the Spacing options.
Tabs
Set, remove, and use tabs: left, center, right, decimal.
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Tabs are a convenient way to insert a fixed number of spaces, and there are
several ways to apply them:
➤ Left—The tab mark sets the left margin, with text flowing to the right.
➤ Center—The tab mark identifies the center of the text. Consequently,

text flows to either side of the actual tab.
➤ Right—The tab mark sets the right margin, with text flowing to the left.
➤ Decimal—The tab mark aligns decimal values by the decimal character.
To set a tab, choose Tabs from the Format menu and set the appropriate set-
tings, shown in Figure 4.21. After setting a tab, you can insert a tab into text
by pressing the Tab key. To remove a tab, position the cursor just after the
tab space and press Backspace.
Enter the tab’s position
Identify the tab type
Figure 4.21 Set tab properties via the Tabs dialog box.
Bulleted and Numbered Lists

Apply bullet, numbers to a single level list. Remove bullets, numbers from a single
level list.
A bulleted or numbered list is an effective way to group common points or

lead the reader through a sequential list. Fortunately, they’re easy to apply.
You can enter all the text and apply the format at once, or you can enable
the format, type the text, and then turn off the format when you’re done.
Either way, click the Numbering or Bullets tool on the Formatting toolbar
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to quickly produce results. The feature automatically inserts the bullet char-
acter or the appropriate number. To remove bullets or numbering, select the
bulleted or numbered text and then click the appropriate tool on the
Formatting toolbar again.
Bullet and Number List Styles

Change between the style of bullets, numbers in a single level list from built-in
standard options.
Word offers a number of bullet characters and numbering styles. Select the
bullet or number list and choose Bullets and Numbering from the Format
menu. Click the Bulleted or Numbered tab and then select the settings you
want. You can even change the numbering scheme by choosing Restart
Numbering or Continue Previous List.
Adding a Border and Shading

Add a top and bottom border, box border and shading to a paragraph.
Borders and shading are unique formatting tools that you’ll probably use
sparingly. To add a border, select the text you want to surround and click the
Outside Border tool on the Formatting toolbar, as we’ve done in Figure 4.22.
This tool is very flexible and allows you to specify a number of border types.
For instance, if you want a border just at the top and bottom of the para-
graph, you’d select the Top Border and Bottom Border options from the
tool. Feel free to experiment with all the options.
Sometimes you might want to add a bit of shading. You can use the Shading
Color tool on the Tables and Borders toolbar. To display this toolbar, right-
click the background of any open toolbar or the menu bar and select Tables
and Borders. Select the paragraph you want to add some shading to, and
select a color from the Shading Color tool’s option shown in Figure 4.23.
Choose Borders and Shading from the Format menu to access more options
for both.
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Add just a top and bottom border
Add an outside border
Figure 4.22 Add a border or shading.
Select a shade color
Figure 4.23 Choose a shade option.
Document Formatting
You can meet a number of formatting challenges, such as setting margins and
displaying page numbers, at the document level.
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Changing Orientation and Paper Size

Change document orientation, portrait, landscape. Change paper size.
Word assumes each document will be printed on standard 8.5-by-11 sheets

of paper, and from top to bottom. As with most defaults, you can change
those settings.
The document orientation has two possibilities: portrait and landscape.
Portrait is the default and prints the text from top to bottom between the left
and right margins. Landscape prints the text sideways and uses the left and
right margins as the top and bottom margins. Consequently, the portrait top
and bottom margins become the right and left margins.
To access these settings, choose Page Setup from the File menu. On the
Margins tab, select Portrait or Landscape. On the Paper tab, choose a setting
from the Paper Size control’s drop-down list. If the appropriate setting
doesn’t exist, choose Custom Size and then specify the custom dimensions in
the Width and Height controls, accordingly. Word will automatically adjust
the existing contents to fit new settings, although we suggest you try to set
these options before you create the document if possible.
Changing Margins
Change margins of entire document, top, bottom, left, right.
Each document has four margins: top, bottom, left, and right. The default is 1
inch for the top and bottom margins, and 1.25 inches for the left and right
margins. To reset a margin, choose Page Setup from the File menu and click
the Margins tab. You can change one, two, three, or all four. However, new
settings can conflict with existing text and images. When that happens, you
need to accommodate by rearranging the contents or resetting the margin
value.
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With most printers, you can’t print right out to the edge of the page. If you set your
margins too small, you might lose text on the printed output.
Working with Page Breaks

Insert, delete a page break in a document.
If you tell Word the paper size and set margins, Word can correctly deter-
mine when it’s time for a new page. However, you can force Word to start a
new page any time you like by pressing Ctrl+Enter. Or choose Break from
the Insert menu. To delete a page break, place your cursor in the page break
and press the Delete key.
Displaying Text in Headers and Footers

Add, modify text in headers, footers.
Headers and footers help you maintain consistency from page to page. You’ll
use them to display page numbers, document names and locations, or a
report’s date: there’s really no rule to what you can display in a header or
footer. It’s simply a predefined area at the top or bottom of each page that
repeats data.
By default, neither the header nor footer is enabled. You can turn on either
by selecting the Header and Footer command from the View menu. When
you do, Word displays a special area at the top and bottom of the current
page and launches the Header and Footer toolbar. Figure 4.24 shows head-
er text.
Header text appears at the top of every printed page in your document; foot-
er text appears at the bottom of the page. After entering the text, click the
Close button on the Header and Footer toolbar to close the section and
return the cursor to the main body of the document. To modify a header or
text, simply open it using the Header and Footer command from the View
menu.
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Header text
Header and Footer toolbar
Figure 4.24 Add a header or footer to the document.
Enhancing Headers and Footers

Add fields in headers, footers: date, page number information, file location.
Headers are often used to display information about the document itself,
such as the date the document is printed, the current page number, and
where the file is located on your system. Fortunately, Word handles these
possibilities automatically.
Figure 4.25 shows the many automatic text options you can add to the head-
er of footer via the Insert AutoText control. Simply select an option to dis-
play and print that particular value. For instance, we used the following
options to display the appropriate information in the current document’s
header: -PAGE-, Created On, and Filename and Path.
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Figure 4.25 Automatically add text fields to the header or footer.
Automatic Page Numbering

Apply automatic page number to a document.
The automatically inserted page number schemes available via the Insert
AutoText control might not be adequate. Fortunately, Word offers another
way to add page numbering to a document.
The Insert Page Number and Insert Number of Pages controls on the
Header and Footer toolbar display the current page number and the total
number of page numbers in the document, respectively. Follow these simple
instructions to create the footer shown in Figure 4.26:
1. With the header or footer section open and the toolbar displayed, type
Page number . (Notice that there’s a space after number.)
2. Click the Insert Page Number tool to insert the current page number,
and add another space character.
3. Type of . (Notice the extra space.)
4. Click the Insert Number of Pages tool to insert the total number of
pages in the document. If you want to center or right align the text,
just select the text and click the appropriate alignment tool on the
Formatting toolbar.
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Enter the current page number by clicking here
Enter the total number of pages by clicking here
Enter text
Figure 4.26 Create your own page numbering scheme.
Objects
There’s more to a document than just text. You might want to use tables to
organize data, display a chart, or even include an image or picture. In this
section, you’ll learn how to
➤ Create tables.
➤ Insert and modify table data.
➤ Format tables.
➤ Insert and manipulate pictures and other image files.
Tables
Rows and columns of cells compose a table that you can fill with text and
graphics. Tables are often used to organize and present information. There
are two toolbars you can work with: the Standard toolbar and the Tables and
Borders toolbar. The latter offers more options.
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Creating the Table

Create a table ready for text insertion.
To create a table, position the cursor within the document where you want
to add the table and click Insert Table on the Standard toolbar. When Word
displays the prototype table, select the appropriate number of columns and
rows. For instance, Figure 4.27 shows us creating a small table with three
columns and four rows.
Display Tables and Borders toolbar Insert Table tool
Figure 4.27 Create a table.
Entering and Editing Table Data

Insert, edit data in a table.
After inserting the table, you’re ready to start inserting text. To do so, select
a cell and type the appropriate entry. To move to another cell or row, click
the Tab key. Pressing Enter simply moves the cursor to a new line within the
same cell.
After you enter data in a table, you can edit it just like any other text in your
document. Place your cursor in the appropriate cell of the table and then
type new text, delete the existing text, or use any other technique for editing
text that you like.
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Selecting Table Components

Select rows, columns, cells, entire table.
To quickly access a cell, simply click inside it. To select the entire cell, click
to the left of the cell. You know when you’re in the right area because the
insertion point changes to a short arrow pointer, similar to the one shown in
Figure 4.28.
Figure 4.28 Click to the left of a cell to select it.
Click to the left of a row to select all the cells in that row. To select an entire
column, click just above the column. To select the entire table, simply drag
the mouse across the table.
Alternatively, you can choose Select from the Table menu and then choose
the appropriate component from the resulting submenu.
Inserting Rows and Columns

Insert and delete rows and columns.
To insert a row or a column, click anywhere inside an adjacent row or col-

umn, respectively. Select Insert from the Table menu and choose the appro-
priate option from the resulting submenu. You can choose to insert columns
to the left or right of the current column, or rows above or below the cur-
rent row, as shown in Figure 4.29.
To delete a row or column, click anywhere in the column or row that you
wish to delete. Then select Delete from the Table menu and choose the
appropriate option from the resulting submenu.
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Figure 4.29 Click to the left of a cell to select it.
Modifying Columns and Rows

Modify column width, row height.
Word uses default dimensions to determine a table’s row height and column
width: the width depends somewhat on the number of columns in the table.
You can change both the height and width as necessary.
The easiest way is to leave it up to Word by using one of the auto fit options.
First, select a column, row, or the entire table, accordingly. Then, choose
AutoFit from the Table menu to display the following options:
➤ AutoFit to Contents—Column adjusts to the accommodate the largest
item in the column.
➤ AutoFit to Window—Table adjusts to fit within the current section’s right
and left margins.
➤ Fixed Column Width—Each column is the same defined width.
➤ Distribute Rows Evenly—Resets all rows to the same size.
➤ Distribute Columns Evenly—Resets all columns to the same size.
You can also change column widths and row heights manually. To change the
width of a column, place the cursor directly over the line separating the col-
umn from the next column. Hold the mouse button down and you drag the
dividing line to change the widths of both columns. To change the height of
a row, you can use the Enter key to enter additional blank lines in any cell in
the row.
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Modifying Cells
Modify cell border width, style, color.
Earlier you learned how to draw borders; you can do the same with cells.
Simply select the cell by clicking to the left of it. Then, choose the Outside
Border tool on the Tables and Borders (or the Formatting) toolbar to add a
border to the selected cell.
To modify the line style, with the cell still selected, choose a style from the
Line Style control’s drop-down list. Or change the border’s width by choos-
ing an option from the Line Width control’s drop-down list. The Border
Color control lets you specify the border’s color.
Shading Cells
Add shading to cells.
Shading can add a nice touch to a table and often makes it easier to read. To
shade a cell, simply select it and choose a color from the Shading Color con-
trol’s dropdown list.
Pictures, Images, Charts

Can you imagine the time you’ll save yourself and potential clients when
your short sales pamphlet includes a picture of your product, instead of just
a boring text description? Pictures, images, and charts used in the right cir-
cumstances have a greater impact than just text.
Within the ICDL syllabus, a picture means a visual representation originating from
a built-in image gallery available to the application; an image means an image
brought into the application as a file; and a chart means an object generated by a
secondary application based on tabular data.
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Inserting a Picture, Image, or Chart
Insert a picture, an image, a chart into a document.
You create pictures, images, and charts separately from your document and
then insert them. For the most part, you use the Picture command to insert
all three. To do so, position the insertion point where you want the picture,
image, or chart to appear within your document. Then, choose Picture from
the Insert menu. The resulting submenu offers several choices. For the
ICDL exam, you’ll need to know about these choices:
➤ Clip Art—This option displays the Insert ClipArt dialog box, which
allows you to choose a picture from among a set of pictures supplied
with Word.
➤ From File—This option displays the Insert Picture dialog box, which you
use to browse your file system and locate the appropriate file.
➤ From Scanner or Camera—Insert a picture being held in memory by your
scanner or digital camera.
➤ Chart—This option inserts a chart object.
Selecting a Picture, Image, or Chart

Select a picture, image, chart in a document.
You need to select the picture or chart object to perform certain tasks, such
as copying or moving it. To select a picture or chart object, simply click it.
You know it’s selected when the object displays a border and selection han-
dles like the one in Figure 4.30.
Duplicating a Picture, Image, or Chart

Duplicate a picture, image, chart within a document, between open documents.
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Selection handles
Figure 4.30 This selected chart has selection handles.
It’s easy to create a copy of a picture or chart. Simply select the object and
choose Copy from the Edit menu or press Ctrl+C. Then, position the inser-
tion point where you want to paste the copy and choose Paste from the Edit
menu or press Ctrl+V.
If you need to copy a picture or document from one document to another,
open both documents. With the document that contains the picture or chart
current, select and copy the object. Make the target document current by
selecting it from the Window menu or by clicking the appropriate docu-
ment-representing icon on the taskbar. Within the target document, position
the insertion point and then paste the object.
Moving a Picture, Image, or Chart
Move a picture, image, chart within a document, to another document.
Use the preceding procedure for copying an object to move the object. The
only difference is that instead of choosing Copy from the Edit menu or
pressing Ctrl+C, you should choose Cut from the Edit menu or press
Ctrl+X. The cut command deletes the object from its original position.
Resizing a Picture, Image, or Chart

Resize a picture, image, chart.
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Figure 4.30 shows a number of selection handles surrounding a chart object.

Use these special handles to change the size of a picture or chart object in the
same way you’d change the size of a window. Hover the mouse over any of
the handles, and when the mouse pointer changes to a double arrow, push
the handle in or drag it out, accordingly. Keep in mind that not all pictures
resize well. You might find that the picture displays poorly at another size. If
you drag one of the side handles, only the width or height of the picture will
change, distorting it. If you drag one of the corner handles, this will change
both the width and height proportionately.
Deleting a Picture, Image, or Chart

Delete a picture, image, chart.
Deleting a picture or chart object is simple. Select it and press the Delete key.
However, doing so might have unintended consequences, such as wrapping
text and moving other objects to compensate.
Mail Merge
Personalizing a form letter or printing labels has always been a tedious and
time-consuming job—until word processing came along. With the help of
Word, you can quickly produce all those letters or labels. In this section,
you’ll learn what a mail merge is and master the basics.
Concept and Practice

Sometimes you want to mail a document to multiple recipients with cus-
tomized content for each one. This process is called performing a mail merge,
and you need to understand it to pass the exam.
What’s a Mail Merge?

Understand the term mail merge and the concept of merging a data source with a
main document such as a letter or a label document.
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A mail merge is the process of merging two documents into a new document.
You start with two documents, known as the main document and the data
source document. The main document is usually a form letter or something
similar. The data source contains the data you need to personalize each let-
ter, such as names, addresses, and other information pertinent to the recipi-
ent of the finished document.
You might be wondering how the word processor knows just where to insert
the pieces of information in the data source document. You insert fields into
the main document—fields that correspond to the data fields in the data
source document. For instance, a data source document might contain names
and addresses for each customer you’re trying to contact with updated infor-
mation on their account. The document would contain a name field, an
address field, a city field, a state field, and so on. The main document would
consist of the main body of the letter in which you disperse field codes for
the name field, the address field, and so on. When you merge the two docu-
ments, Word fills in those fields with one customer’s information and then
starts a new letter and fills in those fields with the next customer’s informa-
tion, and so on. In the end, you have one document that contains all the let-
ters. You can save the document or print all those letters right then.
It’s a three-step process:
1. Create the main document (such as a letter).
2. Create the data source document.
3. Merge the two documents and save or print the results.
Preparing the Main Document

Open, prepare a main document for a mail merge by inserting data fields.
It doesn’t really matter whether you create the main document or the data
source document first. However, you might find it best to start with the main
document. That way, you know exactly what data you need to store in the
data source document.
Creating the main document is similar to creating any other document. You
enter the text, images, and charts and format it just as you would any other
document. The difference is that you specify field codes within the body of
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the document, like the one shown in Figure 4.31. Word refers to these field
codes as merge fields.
Figure 4.31 The main document contains field codes.
Using Figure 4.31 as a guide, enter the document’s text. (You’ll enter the
merge fields later.) Then, choose Mail Merge from the Tools menu to launch
the Mail Merge Helper. Click Create under Main Document and then click
Form Letters. Click Active Window because you’re creating the main docu-
ment from scratch.
Preparing the Mailing List
Open, prepare a mailing list, other data file, for use in a mail merge.
The next step is to prepare the data source document (mailing list). This doc-
ument will contain the unique data that personalizes each letter. We show
you how to create the actual data source file, but you might not have to go
to all this work if your data is already stored somewhere else. For instance, if
the data is in an Access database, you could merge the Access table with the
main document.
Return to the Mail Merge Helper dialog box to create a new data source doc-
ument, as shown in Figure 4.32:
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Figure 4.32 The data source document contains values for three letters.
1. Click the Get Data button in the Data Source section.
2. In the resulting dialog box, choose the appropriate fields for the docu-
ment, as shown in Figure 4.33. To do so, remove unneeded fields.
Figure 4.33 Specify the fields you want to add to the data source.
3. When the list is ready, click OK, and save the data source file when
prompted to do so.
4. Click Edit Data Source to display the data form shown in Figure 4.34.
The controls match the fields you just selected in the previous step.
Figure 4.34 Enter data source values using this data entry form.
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5. Using Figure 4.32 as a guide, enter the field values for the first record.
6. Click Add New.
7. Repeat Steps 5 and 6 until you’ve entered all the data source values.
8. Click OK.
If you have an existing data source containing the information that you want
to merge, you can skip the above steps to create a data source. Instead, click
the Get Data button and select the Open Data Source choice. This will allow
you to select from among a variety of data sources, such as a Word docu-
ment, an Excel spreadsheet, or an Access database. Word will prompt you to
supply the merge data from the selected data source.
Now you’re ready to add those merge fields into the main document:
1. Click in the main document where you want the data to appear.
2. Click Insert Merge Field on the Mail Merge toolbar.
3. Select the field name you want.
4. Repeat Steps 1 through 4 until you’ve completed the document and

inserted all the merge fields.
5. Save the document.
The Merge
Merge a mailing list with a letter, label document.
Now that you have a main document and a data source document, you’re
ready to merge the two. Click Merge on the Mail Merge toolbar. At this
point, you must decide whether to send the merged letters directly to the
printer or save them. For this exercise, choose New Document and click
Merge.
The finished document contains three pages, one page for each letter. (This
will vary depending on your main document.) The thing to remember is that
the merged document contains all the letters: Figure 4.35 shows the first.
The process doesn’t create a separate document for each letter. You can print
the merged document now or close it and print it later.
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Figure 4.35 This is the first of three new letters created by the mail merge.
Creating mailing labels using the mail merge feature is almost identical to
creating form letters. The major difference is that in the first step, when you
click the Create button, you should choose Mailing Labels instead of Form
Letters. Then click the Setup button to set the size of the mailing labels to
print.
Prepare Outputs
So far, you’ve learned a lot about getting data into a document and manipu-
lating it. You also need to know how to get that data “out” so you store it,
view it, and share it. In this next section, you’ll learn how to prepare a docu-
ment for printing and then how to actually send the data to your printer.
Preparation
You could enter a bunch of text and then just print it, but the finished prod-
uct wouldn’t be very effective. A lot goes in to preparing a document for its
final show—the hard copy.
No Substitute for Good Proofing

Understand the importance of proofing your document such as: checking the lay-
out, presentation (margins, appropriate font sizes, and formats), and spelling.
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Even the most proficient data entry operator introduces the occasional error.
Never assume accuracy: proof your documents carefully for typographical
and grammatical errors:
➤ A résumé with even one error will probably be tossed in the garbage.
➤ A tax audit with two transposed digits could produce results you don’t
even want to consider.
➤ What happens if the data entry clerk spells your newborn’s name wrong?
➤ A proposal with misspelled words or bad grammar isn’t likely to sell a

prospective client.
We could go on, but we don’t need to: you get the point. Don’t take anything
for granted.
Once you’re sure the data is accurate, you want to present that data in the
best package possible. Is the document well centered between the margins?
Is the type easy to read? Is the font type appropriate to the document’s pur-
pose? These are all questions you want to ask before considering that docu-
ment done.
Checking Your Spelling

Spell-check a document and make changes such as correcting spelling errors,
deleting repeated words.
Word can help when it comes to some spelling errors. Word will review the
document for words it doesn’t recognize. Choose Spelling and Grammar
from the Tools menu or press F7 to launch what’s known as the Spell Check
feature. Word will stop at the first word it can’t identify and highlight the
word, as shown in Figure 4.36. You can continue without changing the
spelling or you can choose from a list of possible replacements.
The spell checker will also spot repeated words for you. For example, if you
accidentally type “My hat is on the the grass,” the second occurrence of “the”
will be flagged as a spelling error. In this case, the available options in the
Spelling and Grammar dialog box will be Ignore (to keep the repeated word)
and Delete (to delete the second copy of the word).
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Ignore the word
Ignore every occurrence
Add the word to the dictionary
Change every occurrence to

the highlighted suggestion
Change the word to the highlighted suggestion
Figure 4.36 Check your documents for misspelled words.
Adding Words to a Custom Dictionary

Add words to a built-in custom dictionary.
Occasionally, Spell Check flags words that are spelled correctly. For instance,
if you frequently enter the name Gunderloy, you might want to add that
word to the dictionary. That way, Word won’t stop unnecessarily each time
it encounters the name. When you encounter such a word using Spell Check,
click the Add to Dictionary button (refer to Figure 4.36). After that, Spell
Check doesn’t stop at the word anymore.
Previewing the Document

Preview a document.
You work hard to make sure your data is accurate and that the format is read-
able and appropriate for the audience. So how can you make sure without
actually printing the document, which wastes time, ink, and paper? Word lets
you preview the document: you can see onscreen exactly how the printed
document will look on paper. To do so, simply click the Print Preview tool
on the Standard toolbar.
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Printing
Once the document’s ready for printing, you have to prepare the printer by
telling it what size paper you’re using, the document’s margins, and so on.
What Gets Printed

Choose print output options such as the entire document, the specific pages, and
the number of copies.
Printers are flexible and print only what you tell them. Word allows you to
print one page of a document, all of a document, or a range of pages within
the same document. You can also print one copy or several.
To print a single copy of all the pages in a document, you can click the Print
tool on the Standard toolbar. When you need a bit more control, choose
Print from the File menu or press Ctrl+P. Doing so displays the Print dialog
box shown in Figure 4.37.
Print all the pages in the document
Select from multiple printers
Change the printer properties
Enter the number of copies you want
Print a range of pages

Print just the current page
Figure 4.37 Use this dialog box to control what gets sent to the printer.
Most of the printing options are self-explanatory, but printing a specific

range of pages requires a bit of expertise:
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➤ To print just one page, enter the page number.
➤ To print a range of pages, enter the first and last page numbers, separat-
ed by a hyphen character (–); the setting 1–10 would print pages 1
through 10 or 1 through the last page, if the document has fewer than
10 pages.
➤ To print nonconsecutive pages, enter each page number, separated by a
comma character (,); the setting 1, 10 would print pages 1 and 10 but
not pages 2 through 9.
➤ To print both a range and a collection of nonconsecutive pages, use all
three of the above, separating each setting with a comma character; the
setting 1, 3-5, 10 would print pages 1, 3, 4, 5, and 10.
Printing a Document
Print a document from an installed printer using defined options, default settings.
To print a document, you must be connected to a printer. If you’re connect-

ed to more than one printer, your system considers one of those printers the
default and Word prints to that printer unless you specify otherwise. (You
can learn more about installing a printer and setting the default printer in
Chapter 3.) To print a document, choose one of the following:
➤ Click the Print button on the Standard toolbar.
➤ Choose Print from the File menu.
➤ Press Ctrl+P.
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Review Questions
Question 1
Which of the following will the standard word processing application do?
❑ A. Allow you to work with more than one document at a time
❑ B. Help you analyze numbers and accounting elements
❑ C. Offer options for saving and formatting text in a professional and
appropriate manner
❑ D. Help you personalize form letters quicker and more efficiently
Answers A, C, and D are correct. A word processing application is capable of

multitasking, helping you format text, and providing mail merge capabilities.
Answer B is incorrect. Although some word processing applications can cal-
culate simple mathematical operations with values in tables, that isn’t its pri-
mary focus and the feature is usually limited.
Question 2
When working with more than one document, how do you switch between doc-
uments?
❑ A. Choose a document from the Window menu.
❑ B. Choose a minimized document icon from the Windows taskbar.
❑ C. Press F6.
❑ D. Press Alt+Tab to cycle through all the windows.
Answers A and B are correct. Answer D is correct but not the most efficient
method because the keystroke combination cycles through all the open win-
dows on your system, not just the open word processing documents. Answer
C is incorrect; it does not select an open but inactive window.
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Question 3
You can do which of the following with text in a word processing document:
❑ A. Enter, edit, and delete it
❑ B. Automatically translate it to another language
❑ C. Move it from one document to another
❑ D. Copy it from one area of the document to another
Answers A, C, and D are correct. You can enter, edit, delete, move, and copy
text in a word processing application. Answer B is incorrect; Word does not
offer any automatic translation facilities.
Question 4
How would you replace a multiple occurring word or phrase?
❍ A. Find each occurrence and overwrite it with the new text.
❍ B. Hold down the Ctrl key while highlighting each occurrence and then
replacing them all at one time.
❍ C. Use the Find and Replace feature.
Answer C is correct. Answer A would work but would be very inefficient.

Answer B is incorrect.
Question 5
You can apply formatting at many levels throughout your document. Which of
the following is a legitimate formatting level within in a normal document?
❑ A. Object
❑ B. Paragraph
❑ C. Printer
❑ D. Text
❑ E. Document
Answers B, D, and E are correct. Answer A is incorrect; although you can

format an object such as a picture, that formatting is unique to the object.
Answer C is incorrect; you can’t format text at the printer level because
there’s no such level.
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Question 6
Most word processors are flexible when it comes to printing the document.
Match the following settings to the results listed below:
❑ A. Pages option is set to 1–8
❑ B. Number of Copies setting is set to 3
❑ C. Pages option is set to 1, 8
❑ D. Page Range option is set to All
❑ 1. Pages 1 and 8
❑ 2. All the pages in the document
❑ 3. Pages 1 through 8
❑ 4. Three copies of the specified pages
The correct matches are A=3, B=4, C=1, D=2.
Question 7
When checking your document for spelling errors, you can do the following:
❑ A. Enter the corrected spelling yourself.
❑ B. Enter the corrected spelling from an online dictionary service.
❑ C. Ignore the spelling because it’s correct, even if Word highlights it as
suspect.
❑ D. Add the word to the dictionary so Word won’t stop at it again.
Answers A, C, and D are correct. Answer B is incorrect. You can use an

online dictionary service to discern the correct spelling, but there’s no built-
in mechanism for automating that process from Word.
Question 8
Which of the following would you automate using a mail merge?
❑ A. Printing file labels
❑ B. Printing nametags for a public meeting
❑ C. Personalizing a form letter for several recipients
❑ D. Printing envelopes
Answers A, B, and C are correct. Answer D is incorrect; Word prints

envelopes, but it isn’t part of the mail merge process.
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Question 9
What are the main components of a mail merge?
❍ A. Main document, data source document, and the merged document
❍ B. Paper, envelopes, and mailing labels
❍ C. Mailing list and a postage meter
Answer A is correct. Answers B and C are incorrect. You might need all these
things to actually print and mail your document, but they aren’t part of
Word’s mail merge process.
Question 10
How can you tell whether a picture is selected?
❍ A. It’s highlighted.
❍ B. It’s maximized to consume the entire screen.
❍ C. The picture displays selection handles in the border.
❍ D. The border turns red.
Answer C is correct. Answers A, B, and D are all incorrect.

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Need to Know More?

O’Hara, Shelley. Absolute Beginner’s Guide to Microsoft Windows XP.
ABCs of Word Processing, http://www.geekgirls.com/menu_
wordprocessing.htm
Microsoft’s Office Word site, http://www.microsoft.com/office/

word/
5
Spreadsheets
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✓ Aggregate functions
✓ AutoFill
✓ Cells
✓ Cell reference
✓ Formula
✓ Freeze
✓ Function
✓ Most-recently used (MRU) list
✓ Spreadsheet
✓ Unfreeze
✓ Worksheet

✓ Opening and closing spreadsheets
✓ Creating a new spreadsheet
✓ Navigating between spreadsheets and worksheets
✓ Customizing spreadsheet settings
✓ Adding and editing data
✓ Searching for, replacing, and sorting data
✓ Adding, removing, and copying worksheets
✓ Creating formulas and using functions
✓ Customizing cell formats
✓ Creating charts and graphs
✓ Printing spreadsheets
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Another common business application is the spreadsheet. Spreadsheets pre-

sent a rectangular grid into which you can enter and perform calculations on
numbers; they’re important in just about every business. This module tests
your familiarity with these basic facets of spreadsheet operation:
➤ Opening and closing spreadsheets
➤ Editing data
➤ Managing worksheets
➤ Performing calculations
➤ Formatting data
➤ Using charts and graphs
➤ Printing spreadsheets
This chapter will help you review the skills that you need to pass this mod-
ule of the ICDL.
Paste Function
Save Print Cut Undo Insert Sort
New Preview Paste Hyperlink Descending Drawing
Microsoft
Excel Help
Open Print Copy AutoSum Chart Zoom

Spelling Redo Wizard
Format Sort
Painter Ascending
Excel standard toolbar.
Merge and Increase

Center Decimal Borders
Underline Percent Increase
Font Bold Center Style Indent Font Colors
Font Size Align Left Comma Decrease Fill Colors

Italic Align Right Style Indent
Currency Decrease
Style Decimal
Excel formatting toolbar.

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Chart Type By Column

Chart Objects Data Table Angle Text Upward
Format Selected Angle Text Downward

Object By Row
Legend
Excel chart toolbar.

In this section, we introduce you to Microsoft Excel 2000, the spreadsheet
application that we use to demonstrate the skills for this ICDL module. To
get started, you need to review some general skills for working with the user
interface of Excel.
First Steps with Spreadsheets

Let’s start with the basics. Before you can do anything else with Excel, you
need to be able to launch and shut down the application, as well as navigate
between different parts of the application.
Opening the Application

Open (and close) a spreadsheet application.
By now, you should be pretty familiar with opening and closing applications
under Windows. To review, here’s how it works with Excel:
➤ To open Excel, select Start, All Programs, Microsoft Excel. Or if you
have a Quick Launch button for Excel on the Windows taskbar, just
click the Quick Launch button.
➤ To close Excel, select Exit from the File menu or click the Close button
in the upper-right corner of the Excel window.
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Opening Spreadsheets
Open one, several spreadsheets.
In Excel, you work with individual files called spreadsheets. A spreadsheet is

a place that you can store numbers, text, mathematical formulas, graphs, and
other things. To open a spreadsheet, select Open from the File menu, or click
the Open toolbar button on the Standard toolbar. This action opens the
Open dialog box, which lets you browse to locate the file that you want to
open. Select the appropriate filename and click the Open button.
To open several spreadsheets, you can repeat this process for each one.
Alternatively, you can use the Ctrl+click and Shift+click shortcuts in the
Open dialog box to select multiple files, as you learned in Chapter 4, “Word
Processing.”
If you want to open a file that you were recently working with, you can select
it from the most recently used (MRU) file list at the bottom of the File menu
to reopen it.
You can adjust the number of files in the MRU list by selecting Tools, Options,
General and changing the number in the Options dialog box.
Creating New Spreadsheets

Create a new spreadsheet (default template).
Excel opens with one spreadsheet already created. To create more, select
New from the File menu and then click OK. Alternatively, you can click the
New toolbar button on the Standard toolbar.
Saving Spreadsheets
Before you get too far with Excel, you’ll want to know how to save your
work. The ICDL module tests your ability to save in several different ways.
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Save a spreadsheet to a location on a drive.
To save a spreadsheet, select Save from the File menu or click the Save tool-
bar button on the Standard toolbar. If you have not yet saved this particular
spreadsheet, this action opens the Save As dialog box. Enter a name for the
spreadsheet file, browse to the location on the disk where you want to save
the file, and click Save.
If you change the contents of the spreadsheet and want to save it again with-
out changing the filename, select Save from the File menu, click the Save
toolbar button on the Standard toolbar, or press Ctrl+S. You aren’t prompt-
ed for a filename, but the contents of the existing file will be updated.
Save a spreadsheet under another name.
Sometimes you might want to save a copy of your spreadsheet under a new
name. To do so, select Save As from the File menu. This action opens the
Save As dialog box. Enter a name for the spreadsheet file, browse to the loca-
tion on the disk where you want to save the copy, and click Save. The new
copy remains open in Excel after this operation.
Save a spreadsheet in another file type, such as text, HTML, a template, with a
software-specific file extension, or with a version number.
When you just use Save or Save As, Excel saves spreadsheets in its own native
format, an .xls file. This format is the best format to use if you’re only going
to work with the data in Excel, but it might not be convenient for sharing
data with other applications. Fortunately, Excel lets you save data in a vari-
ety of other formats.
To save data in another format, select Save As from the File menu. Then use
the Save As Type combo box to select the file type that you’d like to use for
the data. Table 5.1 shows some of the available data formats.
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Table 5.1 Excel File Formats

Format File Extension
Web Page .htm
Excel template .xlt
Text .txt
Comma delimited .csv
dBASE .dbf
You can also use Save As to save a spreadsheet in a format that can be read
by an earlier version of Excel. Excel 2000 lets you save in Excel 2.1, Excel
3.0, Excel 4.0, Excel 5.0, or Excel 97 formats.
Navigating Between Spreadsheets

Switch between open worksheets and open spreadsheets.
You need to understand the difference between a spreadsheet and a work-

sheet. A spreadsheet is an entire Excel file; each spreadsheet may contain one
or more (there’s no practical limit) worksheets.
Figure 5.1 will help you understand the difference between the two terms. In
this figure, three spreadsheets, named Spreadsheet1.xls, Spreadsheet2.xls,
and Spreadsheet3.xls, are open. You can see buttons for each of these in the
Windows taskbar at the bottom of the screen; the button for
Spreadsheet3.xls is depressed, indicating that as the spreadsheet that you’re
currently working with.
Figure 5.1 Three spreadsheets and three worksheets.
Within the spreadsheet, there are three worksheets, Sheet1, Sheet2, and
Sheet3. These three worksheets are indicated by the tabs and the lower-left
side of the Excel user interface.
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To switch between open worksheets in a spreadsheet, simply click on the tab

for the worksheet that you want to view. You can also use the Ctrl+PgUp and
Ctrl+PgDn keyboard shortcuts to move between worksheets in a spread-
sheet.
To switch between open spreadsheets, you can use any of these techniques:
➤ Click on the appropriate button on the Windows taskbar.
➤ Use the Alt+Tab key combination to quickly navigate between all the
open windows on your computer.
➤ Select the spreadsheet that you want to navigate to from the list on the
Window menu inside of Excel.
Getting Help
Excel offers you several ways to get help if you get stuck. You’ll find these
choices on the Help menu within Excel, or you can launch Help by pressing
the F1 key. Here are the major choices for Help:
➤ Microsoft Excel Help—Includes a detailed help file with information on all
aspects of the application. Depending on your settings, you might see
this file in a Web-based window, or help might be presented by the ani-
mated Office Assistant.
item, such as a control or a menu command, and press Shift+F1 to view
a short explanation for the element.
➤ Office On The Web—Connects to Microsoft’s online Office site, which
Finishing Up
Close a spreadsheet.
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When you’re finished working, you might want to close an individual

spreadsheet while still keeping Excel open. To do so, select Close from the
File menu or click the Close button in the upper-right corner of the spread-
sheet. Don’t confuse this button with the Close button for Excel itself;
Figure 5.2 shows the difference.
Click here to close Excel
Click here to close the spreadsheet
Figure 5.2 Two different close buttons in Excel.
Adjusting Settings
Excel, like most Windows applications, lets you adjust the program settings
for your own convenience. In this part of the module, you should know about
magnification tools, toolbars, freezing and unfreezing, and basic option cus-
tomization.
Zooming In and Out

Use magnification or zoom tools.
Excel lets you control the display of text on your screen by magnifying or
shrinking the entire worksheet. You can use any of these techniques to
change the zoom factor of the current worksheet:
➤ Select Zoom from the View menu. Choose a magnification, and then
click OK.
➤ Select a value from the Zoom drop-down box on the Standard toolbar.
➤ If you have a mouse with a mouse wheel, hold down the Ctrl key and
scroll the wheel to change the magnification.
Figure 5.3 shows part of the same worksheet at 10% zoom (left) and 200%
zoom (right).
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Figure 5.3 The effect of changing the zoom in Excel.
Adjusting Toolbars
Excel features a variety of toolbars to provide easy access to common func-

tions. By default, Excel displays the Standard toolbar and the Formatting
toolbar, but you can change this display easily. Right-click anywhere in the
toolbar area (except on an existing toolbar button) to display the shortcut
menu shown in Figure 5.4, which lists all the toolbars. Click the name of a
toolbar on this menu to display it if it’s hidden or to hide it if it’s already dis-
played. You can also select Toolbars from the View menu to choose which
toolbars to display.
Figure 5.4 Selecting toolbars to display.

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Freezing and Unfreezing

Freeze, unfreeze row and/or column titles.
It’s common for worksheets to contain quite a bit of information. Often,

there will be titles in the first row or the first column of the worksheet (or
both) to identify information. Excel lets you freeze these titles so that they
remain visible while you scroll around the rest of the worksheet.
To freeze part of a worksheet, first click in the cell just below and to the left
of the part that you want frozen:
➤ To freeze just the first column, click in cell B1.
➤ To freeze just the first row, click in cell A2.
➤ To freeze both the first row and the first column, click in cell B2.
Cells on an Excel worksheet are identified by specifying the letter at the top of the
column and the number to the left of the row. Thus, cell A2 is the cell in the sec-
ond row of the first column.
After you select the appropriate cell, select Freeze Panes from the Window
menu. Excel draws heavy lines to indicate the frozen panes. Figure 5.5 shows
a worksheet with both the first row and the first column frozen. Note that
row 1 and column A are still visible even though the scrollbars indicate that
the rest of the window shows data from elsewhere on the worksheet.
To unfreeze the panes, select Unfreeze Panes from the Window menu.
Working the Way You Want

Modify basic options/preferences in the application: user name, default
directory/folder to open, save spreadsheets.
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Figure 5.5 A worksheet with one row and one column frozen.
Excel also lets you customize many aspects of its operation to suit your own
preferences. Here are just two examples:
➤ To change the default username, select Options from the Tools menu.
This action opens the Options dialog box, shown in Figure 5.6. On the
General tab, change the User Name and click OK.
➤ To change the default directory for files, select Options from the Tools
menu. Enter the new directory in the Default File Location box on the
General tab and click OK.
If you browse around the other tabs of the Options dialog box, you’ll find
many other aspects of Excel that you can customize.
Figure 5.6 The Options dialog box in Excel.

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Cells
Much of the time in Excel, you’ll be working with cells—the little rectangu-
lar areas that make up a worksheet. The module tests your ability to perform
a number of basic cell operations, including
➤ Inserting and deleting data
➤ Selecting data
➤ Moving data around
➤ Using the search and replace tools
➤ Sorting data
Insert Data
The most basic task of all is to put data into your spreadsheet so that you can
work with it.
Entering Data in a Cell

Enter a number, date, text in a cell.
To insert data in a cell, just click the mouse in the cell (or use the keyboard
arrow keys to move to the cell). Then type the data that you want the cell to
contain. As you enter the data, you see it appear in both the cell you’ve
selected and in the formula bar at the top of the screen. When you’re done,
press Enter or one of the arrow keys to confirm the data entry.
To enter text in a cell, just type the text that you’d like Excel to display. Excel
might reformat the data that you enter. For example, if you enter
2345678.7878787, only the rounded value of 2345678 shows in the cell. If you
enter June 3, 2003, Excel will display this as 03-Jun-03. The data you entered
is all there; if you’d like, you can right-click on the cell and select Format
Cells to change the way that it’s displayed.
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To have Excel treat what you’ve entered as text to display exactly as you type it, type
a single quote (‘) before the value. For example, if you type ‘June 3, 2003, Excel will
display June 3, 2003.
Select Cells
Sometimes you need to select one or more cells on a worksheet to work with
them. For example, later in this chapter, you learn how to change the color
of all selected cells. Excel offers many ways to select cells.
Selecting Cells
Select a cell, range of adjacent cells, range of nonadjacent cells, entire worksheet.
To begin, you can select a single cell by clicking the mouse in that cell. You
can also select a cell by moving around with the arrow keys. The selected cell
has a heavy black outline.
To select more than one cell, hold down the mouse button and drag the
mouse. This action selects all the cells in the rectangular area that you drag.
Alternatively, you hold down Shift and press the arrow keys to enlarge the
current selection with the keyboard.
To select ranges of nonadjacent cells, hold down the Ctrl key and then click
or drag the mouse in all the cells that you want to select.
To select the entire worksheet, click in the upper-left corner of the worksheet
(to the left of the A column header, just above the 1 row header), or click any-
where in the worksheet and then press Ctrl+A.
Excel displays a single selected cell by drawing a heavy border around it. If
you select multiple adjacent cells, the selection will be displayed with a heavy
border and a gray background, as shown in Figure 5.7. If you select multiple
nonadjacent cells, each selected cell will be displayed with a gray background
but without a heavy border.
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Figure 5.7 A selected range of adjacent cells
Selecting Rows
Select a row, range of adjacent rows, range of nonadjacent rows.
To select an entire row of cells, click in the row header to the left of the row.
For example, click in the gray area labeled 3 to select the entire third row of
the worksheet. Alternatively, you can select the entire row containing the
current cell by pressing Shift+space.
To select a range of adjacent rows, hold down the mouse button and drag it
down through all the row headers that you want to select. Alternatively, click
in the first row header, and then Shift+click in the last row header of the area
that you want to select.
To select a range of nonadjacent rows, Ctrl+click in each row header for the
rows that you want to select.
Selecting Columns
Select a column, range of adjacent columns, range of nonadjacent columns.
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To select an entire column of cells, click in the column header at the top of
the column. For example, click in the gray area labeled C to select the entire
third column of the worksheet. Alternatively, you can select the entire col-
umn containing the current cell by pressing Ctrl+space.
To select a range of adjacent columns, hold down the mouse button and drag
it across all the column headers that you want to select. Alternatively, click in
the first column header, and then Shift+click in the last column header of the
area that you want to select.
To select a range of nonadjacent columns, Ctrl+Click in each column row
header for the columns that you want to select.
Rows and Columns

In addition to selecting them, you can also insert, delete, and modify rows
and columns in an Excel worksheet.
Inserting Rows and Columns

Insert rows, columns in a worksheet.
To insert a new row in a worksheet, right-click the row header for the row
that you want to end up directly below the new row. Then select Insert Row
from the shortcut menu. Alternatively, select Rows from the Insert menu to
insert a row directly above the currently selected cell.
To insert a new column in a worksheet, right-click the column header for the
column that that should end up directly to the right of the new column, as
shown in Figure 5.8. Then select Insert Column from the shortcut menu.
Alternatively, select Columns from the Insert menu to insert a column
directly to the left of the currently selected cell.
Deleting Rows and Columns

Delete rows, columns in a worksheet.
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Right-click the column …to insert a new column

and select Insert… directly to its left
Figure 5.8 Inserting a column in a spreadsheet.
Of course, Excel also offers ways to delete rows and columns that you don’t
need.
To delete a row, right-click on the row header and select Delete.
Alternatively, click anywhere in the row and select Delete from the Edit
menu. This action opens the Delete dialog box. Select the Entire Row option
and click OK.
To delete a column, right-click on the column header and select Delete.
Alternatively, click anywhere in the column and select Delete from the Edit
menu. This action opens the Delete dialog box. Select the Entire Column
option and click OK.
You should know your way around a spreadsheet. The exam may ask you to format
a cell or a range. In addition, you should be able to insert a new sheet and delete and
insert columns and rows.
Modifying Rows and Columns

Modify column widths, row heights.
You can also change the size of any row or column.

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To adjust the height of a row, place your mouse pointer at the bottom edge
of the row header for the row. The cursor changes into a double-arrow cur-
sor (a line with arrows pointing in both directions). Hold down the mouse
button and drag the splitter up or down to change the row height.
Alternatively, you can select the row and then select Format, Row, Height to
specify a new height for the row.
To adjust the width of a column, place your mouse pointer at the right edge
of the column header for the column. The cursor will change into a splitter
cursor. Hold down the mouse button and drag the splitter left or right to
change the column width. Alternatively, you can select the column and then
select Format, Column, Width to specify a new width for the column.
Edit Data
From time to time, you need to change the data in a cell. Perhaps your boss
recalculated some piece of information, such as the annual sales projection,
or perhaps you simply made a mistake. In any case, Excel makes it easy to
edit existing data.
Editing Data in a Cell

Insert additional cell content, replace existing cell content.
To edit the data in a cell, double-click in the cell. This action turns the cell
itself into a live editing area. It also copies the contents of the cell to the for-
mula bar. You can either edit the data directly in the cell or in the formula
bar; the two stay synchronized. When you’re finished, press Tab or Enter or
click the green check mark next to the formula bar.
To replace the data in the cell, just click in the cell and start typing. As soon
as you type a single character, the existing data is removed.
Undo and Redo

Use the Undo, Redo command.
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Now that you’ve seen how easy it is to replace data, you might be worried:
what happens if you accidentally type a character in the wrong cell and erase
some critical data? Don’t worry! Excel supports nearly unlimited undo and
redo capabilities.
To undo the most recent action, reversing all its effects, select Undo from the
Edit menu, click the Undo button on the Standard toolbar, or press Ctrl+Z.
If you change your mind, you can then redo the action by selecting Redo
from the Edit menu, clicking the Redo button on the Standard toolbar, or
pressing Ctrl+Y.
You’ll notice drop-down arrows next to the Undo and Redo toolbar buttons.
Clicking on one of these arrows displays an entire list of recent actions that
you can undo or redo, as shown in Figure 5.9. Click on any action in the list
to undo or redo all the actions to that point.
Figure 5.9 The Undo list in action.
Duplication, Move, Delete

Excel also offers a variety of ways to duplicate, move, or delete data from
cells.
Duplicating Data
Duplicate the contents of a cell, cell range within a worksheet, between work-
sheets, between open spreadsheets.
To duplicate the contents of a cell or a cell range, you can use Excel’s copy
and paste tools. Follow these steps:
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1. Select the data that you want to duplicate, using any of the methods
that we discussed earlier in this chapter.
2. Select Copy from the Edit menu, press Ctrl+C, right-click the selected
cells and select Copy, or click the Copy toolbar button on the Standard
toolbar.
3. Select a destination for the data. It can be another cell in the same
worksheet, a cell on a different worksheet in the same spreadsheet, or
even a cell on a completely different spreadsheet. If you’re duplicating
an entire range, you can select an identically sized range or a single cell
at the upper-left corner of the destination. If you select a target range
larger than the original range, the contents will be repeated multiple
times, as shown in Figure 5.10.
4. Select Paste from the Edit menu, press Ctrl+V, right-click the destina-
tion cell and select Paste, or click the Paste button on the Standard
toolbar.
Copy from a singe cell… …and paste into a range to

repeat the cell contents
Figure 5.10 Duplicating a cell to a range.
Using AutoFill
Use the autofill tool/copy handle tool to copy, increment data entries.
Excel offers several ways to quickly fill in repetitive information. For exam-
ple, suppose you need the number 5 to appear in every cell in a row from col-
umn 1 to column 20. You can use AutoFill to make this happen quickly. Type
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the number 5 in column 1. Then select the entire range, from column 1 to
column 20. Select Edit, Fill, Right to copy the number to every cell in the
range. You can also use Edit, Fill, Down to copy data to other cells in the
same column.
Alternatively, you can use the copy handle to perform the same operation
with the mouse. Fill in the first cell, and then hover the mouse over the
lower-right corner of the cell until you see a small plus sign. This plus sign
is the copy handle. Click the mouse and drag to the right or down to dupli-
cate the contents of the cell.
The copy handle method also knows how to generate common series of
entries. For example, if you type Jan into a cell and then drag the copy han-
dle from that cell, succeeding cells are filled in with Feb, Mar, and so on.
Moving Data
Move the contents of a cell, cell range within a worksheet, between worksheets,
between open spreadsheets.
To duplicate the contents of a cell or a cell range, you can use Excel’s cut and
paste tools. Follow these steps:
1. Select the data that you want to duplicate, using any of the methods
that we discussed earlier in this chapter.
2. Select Cut from the Edit menu, press Ctrl+X, right-click the selected
cells and select Cut, or click the Cut toolbar button on the Standard
toolbar.
3. Select a destination for the data. It can be another cell in the same
worksheet, a cell on a different worksheet in the same spreadsheet, or
even a cell on a completely different spreadsheet. If you’re duplicating
an entire range, you can select an identically sized range or a single cell
at the upper-left corner of the destination.
toolbar.
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Deleting Data
Delete cell contents.
To delete the contents of a cell or a range of cells, first select the cell or cells.
Then press the Delete key on your keyboard, right-click the area and select
Delete, or select Delete from the Edit menu. If you press the Delete key, the
contents of the selected cells are replaced with empty cells, and no other data
moves. If you use one of the menu items, you are prompted as to whether to
shift data up or left to fill in the deleted cell.
Search and Replace

Excel, like any other major application, lets you search for and replace data
in a worksheet.
Searching for Data

Use the search command for specific content in a worksheet.
To search for data in a worksheet, select Find from the Edit menu or press
Ctrl+F. This will open the Find dialog box, shown in Figure 5.11. Enter the
text that you want to search for, and specify whether you want to search in
formulas (the calculations that determine the displayed text; you’ll learn
more about formulas later in this chapter) or values (the actual displayed
text). Click the Find Next button, and continue clicking the button to find
additional instances of the data.
You can also use check boxes in the Find dialog box to specify that the text
must match what you typed exactly (including capitalization) and whether
you want to only match entire cells instead of text anywhere within a cell.
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Figure 5.11 Searching for content in a worksheet.
Replacing Data
Use the replace command for specific content in a worksheet.
To replace data, select Replace from the Edit menu, or press Ctrl+H. The
Replace dialog box, shown in Figure 5.12, is very similar to the Find dialog
box. However, it includes an additional control where you can select a
replacement value. Enter the text that you want to find and the text that you
want to replace it with. Click the Find Next button to highlight the first
instance of that text in your worksheet. Now click Replace to replace that
instance and search for the next one, Replace All to replace all remaining
instances of the data in the worksheet, or Close to cancel the process.
Figure 5.12 The Replace dialog box.
Sort Data
Few of us are so lucky as to always enter data in the exact order we need to
view it. This next section offers a look at sorting data.
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Sorting Data
Sort a cell range by one criterion in ascending, descending numeric order, ascend-
ing, descending alphabetic order.
Excel makes it easy to sort your data. For example, suppose you have a work-
sheet containing customer names and addresses, and you’d like to have them
sorted by zip code. Just follow these steps:
1. Select the entire range containing all the data.
2. Select Sort from the Data menu.
3. In the Sort dialog box, shown in Figure 5.13, choose the data that you
wish to sort by.
4. Click OK.
Figure 5.13 Searching for content in a worksheet.
Excel can sort either alphabetic or numeric values using the same procedure.
To sort in descending order, click the Descending option button before per-
forming the sort. Or select the data you want to sort and click the Sort
Ascending or Sort Descending buttons on the toolbar.
Worksheets
A worksheet is the object into which you enter (and store) data and formu-
las. The module also tests your ability to perform basic worksheet opera-
tions.
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Handling Worksheets
Sometimes you need to work with entire worksheets, rather than single cells.
In this section, you’ll learn how to perform basic worksheet operations:
inserting, renaming, deleting, copying, and moving worksheets.
Inserting Worksheets
Insert a new worksheet.
Although the default Excel spreadsheet has three worksheets, you’re not lim-
ited to that number. To add a new worksheet, select Worksheet from the
Insert menu. You can also right-click on any existing worksheet tab and select
Insert. In this case, the Insert dialog box, shown in Figure 5.14, appears.
Select Worksheet and click OK to insert the new worksheet.
Figure 5.14 The Insert dialog box.
Renaming Worksheets
Rename a worksheet.
You’re not required to use the default worksheet names of Sheet1, Sheet2,
and so on. In fact, it’s better to rename your worksheets to indicate their
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actual usage. A spreadsheet that you use for budgeting, for example, might
contain worksheets named Projected, Actual, and Variance.
To rename a worksheet, Select Format, Sheet, Rename or right-click on the
worksheet tab and select Rename. Either way, you can type a new name
directly on the worksheet tab. Click anywhere in the worksheet or press the
Enter key when you’re done.
Deleting Worksheets
Delete a worksheet.
Sometimes you might decide that you no longer need a worksheet in a par-
ticular spreadsheet. To delete a worksheet, select Delete Sheet from the Edit
menu or right-click on the worksheet tab and select Delete. In either case,
Excel presents a warning message. Click OK to delete the worksheet or
Cancel to return to the spreadsheet without deleting the worksheet.
Copying and Moving Worksheets

Duplicate a worksheet within a spreadsheet, between open spreadsheets.
Move a worksheet within a spreadsheet, between open spreadsheets.
You can also copy and move worksheets. To begin, select Move or Copy
Sheet from the Edit menu or right-click on the worksheet tab and select
Move or Copy. This action opens the Move or Copy dialog box, shown in
Figure 5.15. Select the spreadsheet and position where you want the work-
sheet to end up. To copy the worksheet, check the Create a Copy check box.
To move the worksheet (removing it from its current location), clear this
check box. Click OK to perform the operation. You can use the same tech-
nique whether you are moving or copying the worksheet within a spread-
sheet or to an entirely different spreadsheet.
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Figure 5.15 The Move or Copy dialog box.
Formulas and Functions

If you only used it to store data, a spreadsheet wouldn’t be much different
from a word processing document. But spreadsheets have an additional func-
tion that you won’t find in word processors: they perform calculations. For
example, you can tell a spreadsheet that one cell should always contain the
sum of the values in two other cells or the average of a column of cells. You
need to understand the basics of such formulas and functions to work effec-
tively with a spreadsheet.
Arithmetic Formulas
The simplest formulas involve basic arithmetic: addition, subtraction, multi-
plication, and division. In this section, we review how to construct formulas
using these basic operations.
Building Simple Formulas

Generate formulas using cell references and arithmetic operators (addition, sub-
traction, multiplication, division).
To create a very simple formula, follow these steps:

1. Type the value 1 in cell A1.
2. Type the value 1 in cell A2.
3. Type the value =A1+A2 in cell A3 and press Enter.
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Figure 5.16 shows the worksheet at this point. Notice that the worksheet dis-
plays the value 2 in cell A3, whereas the formula bar shows the actual formula
that you typed.
Figure 5.16 A worksheet with a simple formula.
When you type an equals sign as the first character in a cell, that tells Excel
that the cell will contain a formula—instructions for a calculation. Excel dis-
plays the results of the calculation, but as the formula bar shows, it stores the
actual formula.
This particular formula tells Excel that cell A3 should contain the sum of the
values in cells A1 and A2. If you change one of those values, Excel automat-
ically recalculates the formula. For example, type 4 in cell A1. As soon as you
press Enter, cell A3 changes to display the new results of the formula, 5.
Formulas can contain any combination of the basic arithmetic operators:
➤ + for addition
➤ – for subtraction
➤ * for multiplication
➤ / for division
A formula can contain more than one of these operators, and you can use
parentheses to group things together. Formulas can also refer to the results
of other formulas. For example, at this point you can enter the formula =((A3-
A1)*2)/A2 in cell B1. B1 will display the result of the calculation, 2.
Formulas and Errors

Recognize and understand standard error values associated with using formulas.
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Once you start using formulas, there’s the chance of making an error: telling
Excel to calculate something that makes no sense. For example, enter the
formula =A1/0 in any cell on your worksheet. Excel displays the result as
#DIV/0! to indicate that you attempted to divide by zero, which of course is
impossible.
Table 5.2 shows the error values that you might see on a worksheet.
Table 5.2 Excel Error Values

Value Meaning
##### The data is too wide to display. Make the column wider to see what’s really
here.
#VALUE! A cell doesn’t have an appropriate value for the entered formula. For exam-
ple, if you enter =A1+A2, but A1 contains letters instead of numbers, you
get this error.
#DIV/0! You attempted to divide by zero.
#NAME? Excel doesn’t recognize some text in a formula. For instance, =ZZ1+ZZ2
causes this error because there is no column ZZ.
#N/A A value is not available. This error most often happens when you’re using a
built-in function and you don’t supply all the values that it requires.
#REF! A cell reference doesn’t point to anything. If you delete cell A1, for example,
any formula that refers to A1 will return #REF!.
#NUM! Invalid number. This error can happen when a calculation returns a result
too large or too small for Excel to display.
#NULL! A range reference doesn’t return any cells. This error is usually the result of
typing a cell reference incorrectly.
Cell Referencing
In the very first formula that you wrote, =A1+A2, A1 and A2 are cell references:
they tell Excel where to find values for the formula to use. Excel offers sev-
eral different ways to create cell references.
Using Cell References

Understand and use relative, mixed, absolute cell referencing in formulas.
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The two basic types of cell reference are absolute and relative. An absolute cell
reference isn’t adjusted when you copy it; a relative cell reference is adjusted.
Here’s an example to show you the difference:
1. Enter the values 1 in cell A1, 2 in cell B1, 3 in cell A2, and 4 in cell B2.
2. Enter the formula =A1+A2 in cell A4.
3. Enter the formula =$A$1+$A$2 in cell A5.
4. Select cells A4 and A5 and press Ctrl+C to copy them.
5. Click in cell B4 and press Ctrl+V to paste the cells.
6. Press Esc to clear the selection highlight.
Figure 5.17 shows the result. Cell B4 shows the sum of B1 and B2, whereas
B5 shows the sum of A1 and A2.
Figure 5.17 Experimenting with cell references.
If you look at the new cells, B4 contains the formula B1+B2, whereas B5 con-
tains the formula $A$1+$A$2. By default, Excel formulas are relative; when you
copy them, Excel automatically adjusts them to refer to cells in the same rel-
ative positions. Copying the formula from A4 sideways fixed up the cell ref-
erences to point to column B instead of column A.
Adding the dollar signs converts a relative formula into an absolute formula.
Copying $A$1 anywhere still results in a reference to cell A1.
A third type of reference is the mixed reference, in which you specify one part
of the formula as absolute and the other as relative. A cell reference of $A1
always points to column A, but the row changes if you copy it up or down on
the worksheet. A cell reference of A$1 always points to row 1, but the col-
umn changes if you copy it sideways on the worksheet.
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Be prepared to enter simple expressions that perform basic mathematical and logi-
cal operations.
Working with Functions

As part of its formula support, Excel contains numerous built-in functions to
make it easier to calculate things. You need to know about some of these
functions to pass the exam.
Using Aggregate Functions

Generate formulas using sum, average, minimum, maximum, count functions.
The first set of important functions are the aggregate functions—so called
because they give results based on aggregating the values in several cells. To
see the basic aggregate functions in action, try this example:
1. Enter the values 1, 2, 3, 4, and 5 in cells A1 through A5.
2. Enter the formula =SUM(A1:A5) in cell B1.
3. Enter the formula =AVERAGE(A1:A5) in cell B2.
4. Enter the formula =MIN(A1:A5) in cell B3.
5. Enter the formula =MAX(A1:A5) in cell B4.
6. Enter the formula =COUNT(A1:A5) in cell B5.
Figure 5.18 shows the results.
Figure 5.18 Experimenting with aggregate functions.

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There are two things here that you haven’t seen yet in this chapter. First, the
reference A1:A5 is a cell range reference: It refers to an entire range of cells,
from A1 through A5 inclusive. Here are some other cell range references:
➤ B4:B17 refers to all the cells in column B from row 4 to row 17.
➤ A3:J3 refers to all the cells in the third row from column A through col-
umn J.
➤ A2:D5 refers to a rectangular area with A2 at its upper-left corner and
D5 at its lower-right corner.
The other new parts of the formulas in this exercise are the aggregate func-
tions SUM, AVERAGE, MIN, MAX, and COUNT. They do just what you’d expect: calcu-
late the sum, average, minimum value, maximum value, and number of val-
ues in a range. So you might read =MAX(A1:A5) as “return the maximum value
out of all the values found anywhere in the range from A1 to A5.”
Using Logical Functions

Generate formulas using the logical function IF (yielding one of two specific val-
ues).
You should also know how to use the logical function IF. The IF function lets
you return one of two values depending on a condition. To see how it works,
try this example:
1. Enter the value 1 in cell A1.
2. Enter the formula =IF(A1=1, “Good”, “Bad”) in cell B2. Note that cell B2
displays the value Good.
3. Now change the value in cell A1 to 2. Cell B2 displays Bad, as shown in
Figure 5.19.
The IF function requires three pieces of information, separated by commas.

The first is a condition that can be either true or false. In this case, the con-
dition is A1=1; that’s a true statement when A1 contains the value 1 and a false
statement otherwise. The second part of the IF function is a value to return
if the condition is true, and the third part is a value to return if the condition
is false. So you might read the formula =IF(A1=1, “Good”, “Bad”) as “return
the value Good if cell A1 contains 1 and the value Bad otherwise.”
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Figure 5.19 Using a logical formula.
Formatting
So far we’ve just been letting Excel decide how to display the information
that we enter. But Excel allows you to choose many options that affect the
format of the display. You need to know about a few of these to pass the
exam:
➤ Controlling the display of numbers, dates, and percentages
➤ Changing fonts
➤ Changing colors
Numbers/Dates
In many cases, worksheets consist largely of numbers and dates: think of a
financial statement, for example. So it only makes sense that Excel offers
flexible ways to format this information.
Formatting Numbers
Format cells to display numbers to a specific number of decimal places, to display
numbers with, without commas to indicate thousands.
Let’s start with some numbers. Enter 12345.6789 in a worksheet cell. Excel
displays it rounded off as 12345.68, but all the digits are still there. You can
use the Increase Decimal and Decrease Decimal buttons on the Formatting
toolbar to change how many decimal places are displayed. By using these
buttons, you can display the number in a variety of ways:
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12346
12345.7
12345.68
12345.679
12345.6789
12345.67890
You can also choose whether or not to include commas in your numbers as
separators for thousands. Click the Comma Style button on the Formatting
toolbar to add commas (displaying the number as, for example, 12,345.68).
Excel also lets you fine-tune numeric formats using the Format Cells dialog
box. To display this dialog box, right-click on the cell and select Format
Cells, select Cells from the Format menu, or press Ctrl+1. This dialog box,
shown in Figure 5.20, lets you fine-tune every aspect of numeric display. It
gives you a handy preview of the results in the Sample area. Click OK to
apply your changes.
Figure 5.20 Fine-tuning numeric formatting.
Formatting Dates
Format cells to display a date style.
When you enter dates into Excel, it automatically knows to display them as
dates. For example, if you type 4/5/2003 into a cell, that’s exactly what will be
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displayed. But there are many alternative date formats available. To see them,
select a cell containing a date and open the Format Cells dialog box. You see
that you can get anything from 5-Apr-03 to A out of the same date. Whatever
format you choose for display, Excel still stores the entire date in your work-
sheet.
Formatting Currency
Format cells to display a currency symbol.
Many worksheets contain numbers that should be displayed as currency:

income, expenses, asset values, and so on. To display a number as currency,
select the cell and click the Currency Style toolbar button on the Formatting
toolbar, or select Style from the Format menu, choose the Currency style,
and click OK.
The currency style uses the appropriate symbol for the version of Windows you
have installed. For example, if you’re working with Japanese Windows, currency is
displayed with a yen symbol instead of a dollar sign.
Formatting Percentages
Format cells to display numbers as percentages.
It’s also easy to format cells to display numbers as percentages. For example,
enter .35 in a cell, and then click the Percent Style toolbar button on the
Formatting toolbar. Excel displays the cell as 35%. You can also select the
Percent style in the Format Cells dialog box or the Style dialog box.
Contents
So far we’ve been changing the values displayed but not the way that they
look. Excel offers you complete control over the visual aspect of the value as
well.
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Changing Fonts
Change cell content appearance: font sizes, font types.
Apply formatting to cell contents such as: bold, italic, underline, double underline.
To change the font type or font size of any cell, open the Format Cells dia-
log box and click on the Font tab. This action displays the choices shown in
Figure 5.21. As you change the font and size, the Preview window shows you
the appearance of your chosen font. Click OK to apply your changes to the
cell.
Figure 5.21 Setting the font for a cell.
You can also set font attributes such as bold, italic, underline, and double
underline in this dialog box, but there are alternatives for most of these
choices as well. For bold, click the Bold toolbar button on the Formatting
toolbar, or press Ctrl+B. For italic, click the Italic toolbar button on the
Formatting toolbar, or press Ctrl+I. For underline, click the Underline tool-
bar button on the Formatting toolbar, or press Ctrl+U.
Changing Colors
Apply different colors to cell content, cell background.
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If you’d like, it’s easy to dress up your spreadsheets with a little color. To
change the color of the font in a cell, click on the drop-down arrow next to
the Font Color toolbar button on the Formatting toolbar. This action opens
a palette of color choices. Click on the one you want to change the font
color. To change the color of the cell’s background, follow the same proce-
dure with the Fill Color toolbar button on the Formatting toolbar.
Font and background color choices are also available in the Cell Format dia-
log box. You can change the font color on the Font tab or the background
color on the Patterns tab.
Copying Formatting
Copy the formatting from a cell, cell range to another cell, cell range.
Setting the format, font, and color options for a single cell can take quite a
while. Fortunately, you don’t have to repeat this process for every similar cell.
Instead, you can copy all the formatting from a cell or range to another cell
or range. Just follow these steps:
1. Select the cell or cell range that already has the formatting that you
want to copy.
2. Click the Format Painter toolbar button on the Standard toolbar.
(Click twice to lock the tool.)
3. Click on the cell that you want to have the same format, or click and
drag across a range of cells.
Wrapping Text
Apply text wrapping to contents within a cell.
When you enter a long piece of text in a cell, Excel displays it across several
cells. If you prefer, you can make the text wrap in the same cell. To do so,
select the cell and open the Format Cells dialog box. Select the Alignment
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tab and check the Wrap Text check box. Click OK. Figure 5.22 shows the
result. Note how the nonwrapped text overflows its cell into the adjacent
cells.
Figure 5.22 Unwrapped and wrapped text.
Alignment, Effects
For the last formatting section, we cover alignment and border customiza-
tion.
Aligning Cell Contents

Align contents in a cell, cell range: left, center, right, top, bottom.
The Alignment tab in the Format Cells dialog box also lets you specify where
in a cell to place the text. You can use the Horizontal combo box to select
left, center, or right alignment (as well as some other choices) and the
Vertical combo box to choose whether to print text at the top or bottom of
the cell.
You can also adjust the horizontal alignment with the Align Left, Center, and
Align Right toolbar buttons on the Formatting toolbar.
Figure 5.23 shows the effects of various alignment choices.
Figure 5.23 Excel offers a variety of alignment choices.

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Adding Titles
Center a title over a cell range.
You can also center text across an entire range of cells, rather than in a sin-
gle cell. To do so, first type your text in a single cell. Then select a horizon-
tal range of cells that includes the cell containing your text. Open the Format
Cells dialog box and select the Alignment tab. In the Horizontal combo box,
select Center Across Selection. Click OK. The dividing lines between the
cells vanish, and your text is centered in the entire range.
Setting Text Orientation
Adjust cell content orientation.
You can even print cell text at any angle you like. Select a cell, open the
Format Cells dialog box, and select the Alignment tab. You can use the
Orientation control to set the angle of the text: sloping up, sloping down,
and even vertical.
Adding Borders
Add border effects to a cell, cell range.
You can also fine-tune the borders for each cell in your worksheet. Select a
cell or a range and then click the drop-down arrow next to the Borders tool-
bar button on the Formatting toolbar. This action gives you a palette with a
number of built-in choices, such as a border only to the left or a border all
the way around the cell. For even more choices, open the Format Cells dia-
log box and choose the Borders tab. The controls on this tab allow you to
select which borders to draw, how thick they should be, and even which color
to use for each individual border.
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Charts/Graphs
Numbers are fine for presenting data, but sometimes a large array of num-
bers can be difficult to understand. That’s when Excel’s charting and graph-
ing capabilities come in handy.
Using Charts/Graphs
For ease of understanding, Excel makes it possible to create charts (some-
times called graphs) of your data. The exam will test your ability to create
and edit charts.
In Excel, chart and graph both mean the same thing.
Creating Charts and Graphs

Create different types of charts/graphs from spreadsheet data: column chart, bar
chart, line chart, pie chart.
To see how creating charts works, you need some sample data. Enter the data
shown in Figure 5.24 in cells A1 through B4 of a new worksheet.
Figure 5.24 Sample data for creating charts.
Now follow these steps to create a simple column chart of the data:
1. Select the entire region from A1 through B4.
2. Click the Chart Wizard toolbar button on the Standard toolbar, or

select Chart from the Insert menu.
3. In Step 1 of the Chart Wizard, you can select the type of chart to cre-
ate. Accept the default clustered column chart, and click Next.
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4. In Step 2, you can select the data to be charted. Because you selected
the range before launching the wizard, the correct range already
appears here. Click Next.
5. In Step 3, you can add a chart title or specify titles for the axes of the
chart. Click Next.
6. In Step 4, select the option to place the chart as an object in the cur-
rent worksheet. Click Finish.
7. Excel creates the new chart and displays it together with the Chart
toolbar, as shown in Figure 5.25.
Figure 5.25 A new column chart.
To create a different type of chart, simply select the chart type in Step 1 of
the Chart Wizard. Figure 5.26 shows the same data on a bar chart, a line
chart, and a pie chart.
Figure 5.26 Bar, line, and pie charts.

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Text on Charts
Add a title, label to the chart/graph. Remove a title, label from the chart/graph.
When you create a new chart, it’s immediately ready to be edited. You can
tell that a chart is in editing mode because the Chart toolbar is visible and
the chart has a series of square selection handles at each corner and in the mid-
dle of each side. (You can use the mouse to resize the chart by grabbing one
of these selection handles and dragging it.)
What can you do when a chart is in editing mode? For starters, you can add
a title or a label. To do so, right-click on the chart and select Chart Options.
Enter any text you would like for the chart title and the labels for the X and
Y axes of the chart, as shown in Figure 5.27, and then click OK. Excel adds
your text to the chart.
Figure 5.27 Adding a chart title and axis labels.
You can also add labels to the individual bars or slices on your chart. To do
so, right-click one of the data points and select Format Data Series. Select
the Data Labels tab and then choose an appropriate option (such as Show
Value) to add labels to the data.
To remove a title or label from a chart, right-click on the text that you’d like
to remove and select Clear.
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Customizing Colors
Change the background color in a chart/graph.
Change the column, bar, line, pie slice colors in a chart/graph.
You can also change the color of any part of a chart.

To change the background color of a chart, click on the chart background
(away from any lines or objects) and select Format Chart Area from the
shortcut menu. Click on the Patterns tab in the Format Chart Area dialog
box, select the new color, and click OK.
To change the color of an object such as a column, bar, line, or pie slice, first
click on any of the bars, columns, or slices to select the entire data series.
Then click on the particular bar, column, line, or slice to select it. Right-click
the selected object and select Format Data Point. Click on the Patterns tab
in the Format Data Point dialog box, select the new color, and click OK.
Changing Chart Types

Change the chart/graph type.
If you’ve added a pie chart to your worksheet but later decide it should have
been a line chart—no problem! Make sure the chart is in editing mode, right-
click anywhere on the chart, and select Chart Type. This action opens the
Chart Type dialog box, which lets you convert the chart to any other type
that Excel supports.
Working with Charts and Graphs

Duplicate, move charts/graphs within a worksheet, between open spreadsheets.
Resize, delete charts/graphs.
You should also know the basics of manipulating charts:

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➤ To duplicate a chart, click on the chart to select it and press Ctrl+C.

Then click anywhere on the worksheet, on another worksheet in the
same spreadsheet, or in any other open spreadsheet and press Ctrl+V.
➤ To move a chart to a different position in the same worksheet, click on
the chart and hold the mouse button down. Drag the chart to its new
position and release the mouse button.
➤ To move a chart to another worksheet or spreadsheet, click on the chart
to select it and press Ctrl+X. Then click anywhere on the worksheet, on
another worksheet in the same spreadsheet, or in any other open spread-
sheet and press Ctrl+V.
➤ To resize a chart, click on the chart to select it. Then drag any of the
selection handles to expand or contract the chart.
➤ To delete a chart, click on the chart to select it. Then press the Del key.
Prepare Outputs
When you’re all done with your spreadsheet, you’ll probably want to print
out a copy. In this section of the chapter, we review the basic steps in setting
up your worksheet for printing and then printing it.
Worksheet Setup
The exam will test your ability to set up a worksheet for printing, including
setting up the pages and adding text to the header and footer areas of the
printout.
Setting Up Pages
Change worksheet margins: top, bottom, left, right.
Change worksheet orientation: portrait, landscape. Change paper size.
Adjust page setup to fit worksheet contents on one page, on a specific number of
pages.
Before you can print your work, you should make sure you have the printer
set up the way you want it. To do so, select Page Setup from the File menu.
This action opens the Page Setup dialog box, shown in Figure 5.28.
234 Chapter 5
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Figure 5.28 The Page Setup dialog box.
You can set a variety of print options in this dialog box:

➤ To change the worksheet margins, click on the Margins tab. You can
enter individual values for the top, bottom, left, and right margins here,
as shown in Figure 5.29.
➤ To change the paper orientation, click on the Page tab. Select portrait or
landscape orientation.
➤ To change the paper size, select the paper size on the Page tab.
➤ To adjust the page setup to fit the worksheet on a specific number of

pages, click on the Fit to option button in the Scaling section of the
Page tab, and specify the number of pages to use for the printout.
Figure 5.29 Setting worksheet margins.

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Working with Headers and Footers

Add, modify test in headers, footers in a worksheet.
Insert fields: page numbering information, date, time, filename, worksheet name into
headers, footers.
You can specify headers and footers to be printed at the top and bottom of
each sheet of the printout. To do so, select the Header/Footer tab of the Page
Setup dialog box. You can use the Header and Footer combo boxes to choose
among a variety of standard formats, including page numbering, filename,
worksheet name, and the current date.
You can also insert custom text in headers or footers. Click the Custom
Header or Custom Footer button to open the Custom dialog box, shown in
Figure 5.30. Buttons in this dialog box let you format text, or insert the page
number, the total number of pages, the date and time, and the file or work-
sheet name. To enter text, select the section (left, center, or right) of the
header where you want the text to appear, and type in the text.
Figure 5.30 Creating a custom worksheet header.
Preparation
Before actually committing your spreadsheet to paper, there are some
preparatory steps that you should always take.
Checking Your Work

Understand the importance of checking spreadsheet calculations and text before
distribution.
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There’s an old saying in the computer world: garbage in, garbage out.
Although Excel calculates whatever you tell it without making any numeri-
cal mistakes, it can’t know whether you’ve given it the wrong instructions.
Before you distribute copies of your spreadsheet, you should check it for cor-
rectness. Some things to think about:
➤ Is all the text spelled correctly? Excel includes spell-checking capabilities
(Tools, Spelling) that you should take advantage of.
➤ Does everything look right? If some number seems suspiciously high or
low to you, check that cell to make sure that you didn’t make a mistake
in entering the formula.
➤ If you’re creating a new version of an existing spreadsheet, do the num-
bers match up reasonably well? In most cases, large jumps in profit or
distribution numbers between successive quarters, for example, might be
suspicious.
Previewing
Preview a worksheet.
Before you use up paper, you should do one final check on screen. For the
final check, it’s useful to use print preview, which shows you exactly what the
printed text will display. Select Print Preview from the File menu to see an
onscreen preview. You can page through the preview to make sure that text
is readable, that headers and footers are printing the correct information, and
so on. When you’re done checking your work, click the Close button to
return to the worksheet.
Customizing Print Features

Turn on, off display of gridlines, display of row and column headings for printing pur-
poses.
Apply automatic title row(s) printing on every page of a printed worksheet.
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Excel offers you several ways to customize printouts:

➤ You can choose whether the printout should contain the gridlines or the
row and column headings. Although these items are useful onscreen,
they can be distracting on paper, so Excel defaults to not printing them.
To adjust these settings, select Page Setup from the File menu and navi-
gate to the Sheet tab. There are separate check boxes for gridline and
heading printing, as shown in Figure 5.31. Click OK when you’re done.
➤ You can choose to print a row or a set of rows at the top of each page.
This choice is useful when, for example, the first row contains titles for
the columns. Again, you can make this setting on the Sheet tab of the
Page Setup dialog box. To repeat two rows at the top of each sheet of
the printout, for example, enter 1:2 in the Rows to Repeat at Top con-
trol.
Figure 5.31 Setting worksheet margins.
Printing
You’re almost finished. All that’s left is making the final printout!
Printing Your Work

Print a cell range from a worksheet, an entire worksheet, number of copies of a
worksheet, the entire spreadsheet, a selected chart.
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To print your worksheet, select Print from the File menu. But you need to
know how to select what you want to print:
➤ To print a cell range, select the cell range and then select File, Print
Area, Set Print Area. Then select Print from the File menu and
click OK.
➤ To print an entire worksheet, first clear any print area by selecting File,
Print Area, Clear Print Area. Then select Print from the File menu and
click OK.
➤ To print an entire spreadsheet, first clear any print area by selecting File,
Print Area, Clear Print Area. Then select Print from the File menu. In
the Print dialog box, select the Entire Workbook option button and
click OK.
➤ To print multiple copies of a worksheet, select Print from the File menu.
Enter the number of copies in the Print dialog box and click OK.
➤ To print a selected chart, select the chart and then select Print from the
File menu. Click OK.
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Review Questions
Question 1
You need to transfer data from Microsoft Excel to another application. Which of
these formats can you use to save your Excel file?
❑ A. Microsoft Word (.doc)
❑ B. dBASE (.dbf)
❑ C. Text (.txt)
❑ D. Microsoft Access (.mdb)
❑ E. Bitmap (.bmp)
Answers B and C are correct. Excel can save files to a variety of text, spread-
sheet, and database formats, including plain text and dBASE. Answers A, D,
and E are incorrect because Excel cannot directly save files in those formats.
Question 2
Which of these techniques can you use to modify the Excel user interface?
❑ A. Remove menus that you never use.
❑ B. Show toolbars that are normally hidden.
❑ C. Change the text of menu items.
❑ D. Zoom in so text appears larger.
Answers B and D are correct. You can right-click in the toolbar area and
choose which toolbars to display, and you can use the Zoom control or
Ctrl+mouse wheel to zoom in on hard to read text. Answers A and C are
incorrect because Excel does not allow you to modify its built-in menus.
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Question 3
You want to refer to a rectangular group of cells in a formula. The cells in the
array should be A1, A2, A3, B1, B2, and B3. Which cell range reference should
you use?
❍ A. A1B3
❍ B. A1:A2:A3:B1:B2:B3
❍ C. A1:B3
❍ D. A1-3:B1-3
Answer C is correct. To refer to a rectangular cell range, you specify the

upper-left and lower-right corners, separated by a colon. Answers A, B, and
D are incorrect because they are not valid Excel references.
Question 4
Cell C4 of your worksheet contains a complex formula that took you several
hours to develop. You want to type some text in cell D4, but you accidentally
type it in cell C4 instead, replacing your formula. What should you do?
❍ A. Close the worksheet without saving, and reopen it from the hard drive.
❍ B. Re-create your formula from memory.
❍ C. Open the worksheet with the same name and the extension .BAK from
your hard drive.
❍ D. Press Ctrl+Z.
Answer D is correct. Ctrl+Z is the keyboard shortcut for the Undo function,
which removes the typing and returns your formula. Answer A is incorrect
because unless you’ve just saved the worksheet, the copy on disk won’t con-
tain all your work. Answer B is incorrect because it would be more work than
necessary. Answer C is incorrect because Excel does not maintain automatic
backups.
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Question 5
Which formula should you place in cell C5 to show the results of adding the
value in cell A2 to the value in cell B2?
❍ A. A2:B2
❍ B. =A2+B2
❍ C. A2+B2
❍ D. ‘A2+B2
Answer B is correct. To start a formula, you must use an equals sign. Answer
A is incorrect because it is a cell range reference, not a formula. Answer C is
incorrect because it doesn’t start with an equals sign. Answer D is incorrect
because the single quote is used to indicate literal text, not a formula.
Question 6
Which formula should you use to calculate the total of the numbers in cells C2,
D2, E2, and F2?
❍ A. =SUM(C2:F2)
❍ B. =COUNT(C2:F2)
❍ C. =SUM(C2+D2+E2+F2)
❍ D. =COUNT(C2+D2+E2+F2)
Answer A is correct. To calculate the total, you need to use the SUM function
and a cell range reference. Answers B and D are incorrect because the COUNT
function counts cells with values; it doesn’t calculate their totals. Answers C
and D are incorrect because the SUM and COUNT functions require a cell range,
not a set of cells.
Question 7
You place the formula =A$1+A$2 in cell A3. Now you copy cell A3 to cell B3.
What will be the formula in cell B3?
❍ A. =A$1+A$2
❍ B. =A$2+A$3
❍ C. =B$2+B$3
❍ D. =B$1+B$2
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Answer D is correct. Answer A is incorrect because the formula hasn’t updat-

ed at all. Answer B is incorrect because the $ character makes the row num-
bers absolute but not the column reference. Answer C is incorrect for the
same reason.
Question 8
If you type 1345.9873 in a cell on a worksheet, what will Excel display by
default?
❍ A. 1346.0
❍ B. 1345.99
❍ C. 1345.987
❍ D. 1345.9873
Answer B is correct. Excel rounds numeric values to two decimal places for
display by default. Answers A, C, and D are incorrect because they include
the wrong number of decimal places.
Question 9
You have changed the font, foreground color, and background color of a cell on
your worksheet to match your corporate style. Now you want to apply those
choices of color and font to other cells on the worksheet. How should you pro-
ceed?
❍ A. Use AutoFill to copy the format.
❍ B. Use Ctrl+C to copy the format and then Ctrl+V to paste it.
❍ C. Use the Format Painter to copy the format.
❍ D. Use a formula to copy the format.
Answer C is correct. The Format Painter tool lets you copy formatting from
a cell and apply that formatting to other cells without altering their contents.
Answer A is incorrect because AutoFill copies values, not formats. Answer B
is incorrect because copy and paste overwrite the values in the destination
cells. Answer D is incorrect because formulas work with values, not with
formats.
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Question 10
You have created a bar chart of data from your worksheet. Now you want to see
the same data as a pie chart instead. What should you do?
❍ A. Delete the bar chart and use the Chart Wizard to create a new pie chart
from the same data.
❍ B. Use the mouse to drag the bars from the bar chart until they form a
pie shape.
❍ C. Right-click the bar chart, select Chart Type, and change the type to pie
chart.
❍ D. Select the chart and then select Pie Chart from the Format menu.
Answer C is correct. The Chart Type menu item lets you quickly convert a
chart to a different type. Answer A is incorrect because it requires more work
to have the same effect. Answer B is incorrect because you can’t drag the bars
in that fashion. Answer D is incorrect because the Format menu does not
include commands for chart types.
244 Chapter 5
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Need to Know More?

Kraynak, Joe. Absolute Beginner’s Guide to Microsoft Excel.
BayCon Group Microsoft Excel Tutorial, http://www.
baycongroup.com/el0.htm
6
Database
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✓ Database ✓ Design view

✓ Relational database ✓ Primary key
✓ Table ✓ Index
✓ Row ✓ Relationship
✓ Field/column ✓ Query
✓ Record ✓ Criteria
✓ Data type ✓ Report
✓ View mode
✓ Creating and modifying database objects ✓ Knowing when and how to index a field or
such as tables, queries, forms, and reports fields
✓ Applying appropriate data types and ✓ Searching for text in a table or form
understanding the consequences of your ✓ Creating queries to limit data
choices ✓ Limiting data using criteria expressions
✓ Understanding how a relational database ✓ Creating and printing reports
works and the purpose of primary keys ✓ Grouping and summarizing data in a
report
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Knowing your way around a database can be a great asset: it’s a growing
expertise, and you need to know how to enter and manipulate stored data.
This module on database applications covers the following topics:
➤ Using the application
➤ Tables
➤ Forms
➤ Retrieving data
➤ Reports
➤ Preparing outputs
Save Print Cut Undo Properties

New Preview Paste Analyze New Object
Open Print Copy Code Microsoft Access Help

Spelling OfficeLinks Relationships
Format
Painter
Access database toolbar.
Apply/Remove Filter
Filter by Selection New Record
Sort Ascending Database window
Insert Hyperlink Sort Find New Object Microsoft

Descending Delete Record Access Help
Filter by Form
Access table datasheet toolbar.
Insert Rows
Primary Key Properties
Indexes Build
Delete Rows
Access table design toolbar.

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247
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Show All Relationships

Show Table Database window
Show Direct Relationships Clear Layout
Access relationships toolbar.
Apply/Remove Filter
Sort Ascending
Sort Find
Descending Delete Record
Filter by Form
Access query datasheet toolbar.
Show Tables
Query Type Top Values
Run
Totals
Access query design toolbar.
Apply/Remove Filter
Sort Ascending Properties
Sort Find
Descending Delete Record
Filter by Form
Access form view toolbar.

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Format Painter Toolbox

Spelling Insert Code New Object
View Print Copy Hyperlink Build
Save Cut Undo AutoFormat Database

Print Preview Paste Field List window
Properties Microsoft
Access Help
Access form design toolbar.
Italic Align Right Line/Border Width

Object Font size Align Left Font/Fore Color
Font Bold Center Line/Border Color

Underline Fill/Back Special Effects
Color
Access formatting (form/report) toolbar.
Two Pages New Object

View Zoom Zoom OfficeLinks
Microsoft Access Help
Print Multiple Close Database

Pages window
One Page
Access print preview toolbar.
Format Painter Toolbox Properties

Spelling Insert Database
View Print Copy Hyperlink AutoFormat window
Microsoft
Access Help
Save Cut Undo Build

Print Preview Paste Field List Code New Object
Sorting and
Grouping
Access report design toolbar.

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249
. . . . .

The range of database applications runs the complete line from simplistic to
dazzling. You’ll find people using them to track personal possessions and
companies using them to track every nuance of their businesses. In the sim-
plest terms, a database stores data. In this section, you’ll learn the basics of
operating a database application:
➤ How to create a new database
➤ Database terminology
➤ Different database objects
➤ How to open and close a database
➤ How to switch between object views
➤ How to get help when you need it
Database Concepts
This section introduces you to the database application by defining what a
database is and the objects used to store and manipulate data.
What Is a Database?
Understand what a database is.
A database is a collection of persistent data. Microsoft Access, the database

software used in this module, is a relational database management system
(RDBMS). A relational database is a collection of persistent data that’s stored
in multiple, but related, tables.
The Major Objects

Understand how a database is organized in terms of tables, records, fields, and
with field data types, field properties.
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A database stores data in tables—a collection of related data stored in rows and
columns. The terms row and column refer to the physical structure of the table,
as illustrated in Figure 6.1. The data in a column represents a field, the small-
est unit of data in the database. A row is the combination of columns for one
entity, or record, where the record is the actual data. You’ll often see the terms
field and column used interchangeably.
Columns (fields)
Rows
Figure 6.1 A table consists of rows and columns.
Each field in the database is described by its data type (which limits the data
that can be stored in that field) and its properties (such as its length or its
description). You’ll learn more about field data types and field properties
later in this chapter.
About the Primary Key

Understand what a primary key is.
A primary key is the field or fields that uniquely identify each record. Primary
keys are used to associate tables that contain related data. (You’ll learn a lit-
tle more about that later.)
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251
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For example, suppose your database contains a table of customers. Each cus-
tomer is described by the various fields in the table: customer number, cus-
tomer name, address, contact name, and so on. Because each customer has a
unique customer number, the customer number field can be the primary key
for the table.
The primary key field can be based on an AutoNumber field, which gener-
ates a unique value for each record automatically. Or you can use one or
more fields of data. When choosing a primary key, keep the following rules
in mind:
➤ The primary key values must be unique.
➤ A primary key value can’t be null. Within this context, null means an
empty field.
➤ The primary key must exist when the record is created and stored.
About an Index
Understand what an index is.
An index is an internal structure that stores key values which act as pointers
to the data. The database uses indexes to search and sort data. The structure
and process are similar to those for the index in a book. Instead of thumbing
through the entire book hoping to find a particular topic, you refer to an
index and find the exact page or pages that cover the topic.
About Relationships
Understand the purpose of relating tables in a database.
By definition, a relationship is an association. Within the context of a rela-

tional database, a relationship is the association of two tables based on the
primary key value. That means the primary key value is stored in both tables.
With the primary key table, the value is unique and defines just one record
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in that table. For instance, the primary key value for a customer named
Alfreds Futterkiste might be ALFKI (in the Customers table in Northwind,
a sample database that comes with Access). That value points only to orders
for Alfreds Futterkiste in the related Orders table. Furthermore, the
Customers table can’t contain another primary key value of ALFKI.
How does that help you find all the order records for Alfreds Futterkiste that
are stored in a completely separate table? The primary key value identifies
those records. When you enter a new order record, you must associate that
new record to Alfreds Futterkiste by entering that customer’s primary key
value, ALFKI, in the record along with the new order data in the Orders
table. That’s what’s known as a foreign key value. In short, a foreign key is
another table’s primary key value. Unlike a primary key value, a foreign key
can be duplicated.
For example, consider Figure 6.2, showing the Customers and Orders tables
from the Northwind sample database. In the Customers table, the
CustomerID field is the primary key. In the Orders table, the CustomerID
field is the foreign key. You can see that if you want to know anything about
the customer for an order (say, the address or contact information), you can
use the CustomerID from the foreign key field to figure out which row of
the Customers table contains the full info.
The third window in Figure 6.2 is a query window. The query in this case
displays data from both the Customers and Orders tables. Because of the pri-
mary key–foreign key relationship, Access knows how to combine informa-
tion about the two tables into a single view. (You’ll learn more about queries
later in this chapter.)
The Rules
Understand the importance of setting rules to ensure relationships between tables
are valid.
Related tables can be vulnerable if you don’t apply rules to protect them.
Because both tables contain the same value in the form of the primary and
foreign key values, you must take measures to ensure that those values are
entered appropriately. These rules protect the integrity of your data.
Integrity, within the context of a relational database, is simply a set of rules
that maintain the relationships and, consequently, the data. One of these
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integrity rules is known as referential integrity, which simply stated is as fol-

lows: A foreign key value must match a primary key value in a related table
or be null (empty). Now, for the most part, you do not want a null foreign
key value unless you have very specific reasons; ordinarily, we recommend
against using null foreign values.
Foreign key
Primary key
Fields from Customers Fields from Orders

Figure 6.2 The system displays related data from two tables together as one record.
For example, suppose your database includes a table of publishers and a table
of books. Your data integrity rule would be that each book belongs to a par-
ticular publisher. In this context, the primary key of the publisher’s table (say,
the publisher’s name) would appear as a foreign key in the books table. You’ll
learn more about referential integrity later in this chapter.
First Steps with Databases

Now that you know what a relational database is and does, it’s time to launch
Access and start using it.
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Opening and Closing the Application

Open (and close) a database application.
As with all Office applications, you have a number of ways to launch Access:
➤ Open the Start menu by clicking Start in the Windows toolbar, choose
All Programs, and select Microsoft Access.
➤ Click Access on the Windows Start menu (if available).
➤ Choose Access from the Windows Quick Launch toolbar (if available).
Once launched, Access displays a dialog box that allows you to open an exist-
ing database or create a new one. Or simply click Cancel to open just the
application.
Logging On to an Existing Database

Open, log on to an existing database.
There are a number of ways to open an existing database. If it is available,

you can click a shortcut icon that launches Access and opens a specific data-
base. Or with Access open, you can click the Open button on the Database
toolbar, choose Open from the File menu, or press Ctrl+O. All three of these
methods display the Open dialog box shown in Figure 6.3. Using the Look
in control, navigate to the appropriate folder. Then, either highlight the
database in the file list or enter the database in the File Name control, and
click Open.
Creating a New Database

Create a new database.
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Specify the folder
Identify the database file
Figure 6.3 Identify a database in the Open dialog box.
You can build a database from scratch or you can base a new database on a
template. With Access open, choose New from the File menu, select
Database from the General tab, and then click OK. When Access displays
the File New Database dialog box, indicate the folder where you want to
store the new database using the Look in control, enter a name in the File
Name control, and then click Create.
Saving a Database
Save a database to a location on a drive.
Oddly enough, saving a database to a particular drive and folder is part of the
creation process. Specify where you want to store the database when you cre-
ate it. However, you can move a database via the Explorer window. (See
Chapter 3, “Using the Computer and Managing Files,” for details.)
Getting Help
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Access offers an extensive Help section that can help you learn how to use
the software. Choose Microsoft Access Help (or press F1) from the Help
menu to display the Help window (or launch the Office Assistant) to do the
following:
➤ Enter a specific question.
➤ Click the Index tab to search by keywords.
➤ Get more help online.
Closing a Database
Close a database.
To close an open database, choose Close from the File menu, or click the
Windows Close button on the Database window toolbar. To close Access,
click the Windows Close button on the application window or choose Exit
from the File menu.
Adjust Settings
Access is a busy program with a number of objects you can view in various
modes and a fistful of toolbars and options you can apply. Knowing your way
around the Access window and its many objects will make your work easier.
Viewing Objects and Data

Change between view modes in a table, form, report.
When an actual database file is current, Access displays the Database win-
dow. If the database is new and contains no objects, the window is empty,
except for the shortcut items (that launch objects and wizards). If you based
the new database on a template, or if you’re working with an existing data-
base, the window contains objects, similar to those shown in Figure 6.4.
Simply click the Shortcut buttons on the Objects toolbar to view the ready-
to-use objects.
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Open an object in View mode

Open an object in Design mode
Create a new object of the current type
Delete an object
Close the active database
Database Window toolbar
Shortcut items to the

listed objects and wizards
Database objects
Shortcut buttons to specific object types
Figure 6.4 Database objects are accessible via the Database window.
The Database window houses all the objects in a database. All these objects
are really just user-interface elements that allow you to interact with the data.
Tables store the actual data. Forms allow you to view, add, and modify data.
Reports allow you to arrange data in a meaningful format, which you can
then print and share.
Each object type has two viewing modes. You use design view to create and
modify the object properties. To actually interact and view the data, you use
one of the many object views: Datasheet (tables), Form, and Print Preview
(reports).
To access a table, form, or report, click the appropriate Shortcut button on
the Objects toolbar (to the left of the Database window). Doing so updates
the list of objects accordingly. To open and view the object and any data it
might display, simply double-click the item. Or select the item and click
the Open button on the Database Window toolbar (see Figure 6.4). To open
the object in design view, select the item and click the Design button on the
Database window toolbar.
Working with Toolbars

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Access (normally) displays the Database toolbar and the standard menu bar
when it launches. There are a number of toolbars available, and you’ll notice
as you use Access that the toolbar buttons and menu bar commands change
according to the view and object that are current.
To display toolbars, select Toolbars from the View menu to display the list of
available toolbars shown in Figure 6.5. Checked items are already displayed.
To display an unchecked item, simply select the toolbar from the resulting
list. To hide a toolbar, repeat the process, but select a checked item to
uncheck it. The available toolbars change according to the current object
and view.
Figure 6.5 Check and uncheck toolbars to display and hide them, respectively.
Tables
Access stores data in tables. You need to know how to create and modify
them. Tables are also known as datasheets: both terms are used interchange-
ably. In this section, you’ll learn the following:
➤ How to create and modify a table
➤ How to define a table’s primary key
➤ How to exercise control by setting field properties
➤ How to define and set relationships between related tables
Main Operations
A table has one purpose—to store data. To open a table and view the data,
simply double-click it in the Database window. You need to know how to cre-
ate and modify a table by adding fields and specifying data types. In addition,
you should know how to add, modify, and delete data via the table and how
to navigate from field to field and from record to record.
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Creating Tables
Create and save a table and specify fields with their data types.
There are several ways to create a table. You can open a blank table in view
form and start entering data immediately. Or you can open a blank table in
design view and set properties before you enter data. To open a table in view
mode, double-click the Create Table by Entering Data shortcut in the
Database window’s tables list. At this point, you can start entering data and
Access tries to guess the field’s most appropriate data type. To enter data,
simply select a cell and enter a value. Click Tab to move to the next field and
enter another value, and continue in this fashion until you’ve entered all your
data.
The table in Figure 6.6 shows two fields; one contains an alphanumeric
value, and the second contains only numeric digits. Access automatically
defines the first field as a text field and the second as a number field. You can
change the settings later if necessary.
At any time, you can switch the table to design view so you can set specific
field and table properties. To do so, click the View button on the Table
Datasheet toolbar. To save the table and the data, choose Save from the File
menu or press Ctrl+S. In the resulting dialog box, enter a name for the table,
and click OK. Or, close the table; if there are unsaved changes or additions,
Access prompts you to save the table. After saving the table, close it and
reopen it to remove the extraneous field columns.
There are other ways to create a new table:
➤ Choose Table from the Insert menu to display the New Table dia-
log box.
➤ Click the Tables shortcut on the Objects bar, and then click New or
Design to display the New Table dialog box.
➤ Double-click the Create Table in Design View shortcut in the Database
window.
➤ Double-click the Create Table by Using Wizard shortcut in the
Database window. This action helps you build the new table.
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Click to switch table to Design view

Text field Numeric field Click to close
New record row
Figure 6.6 Enter data directly into the table.
You’ll be expected to know how to create, view, modify, and delete the different types
of database objects on the exam.
Adding and Deleting Data

Add, delete records in a table.
To add a new record, select a field and type the entry. Press Tab to move to
the next field. Continue in this manner until you’ve entered a value for each
field. (You might want to leave a field blank occasionally.) Press Shift+Tab to
move to the previous field.
To move to the next record, you can use the mouse to click the first field in
the next record. You can use the Tab key to cycle through all the fields. From
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the last field in the table, pressing Tab selects the first field in the next record.
When you save a record, Access automatically displays the new record row
so you can enter the next record.
To delete a record from a table, click in the gray area just to the left of the
record (this is called the record selector). Then press the Delete key or select
Delete Record from the Edit menu.
Adding a New Field

Add a field to an existing table.
If you want to add a field to an existing table, the table must be in design
view. If the table is open and in view mode, click the View button on the
Table Datasheet toolbar. If the table is closed, click the Tables shortcut on
the Objects bar, select the table and click Design on the Database Window
toolbar.
Figure 6.7 shows the previous table in design view with a newly added field.
To add a field to the table, select the first empty row in the Field Name col-
umn, type the field’s name, and click Tab. At this point, you must specify the
field’s data type: remember, you choose it by selecting a data type from the
Data Type field’s drop-down list. (Access did it for you earlier when you
entered a value directly into the table in view mode. As you can see, Access
chose appropriately. Field1 is a text field, Field2 is a number field.) Once you
choose a data type, Access displays the appropriate properties in the Field
Properties pane. You can adjust these settings as necessary. When you’re
done, close the table and save it.
Adding and Modifying Records

Add, modify data in a record.
The sample table has a new field, and right now that field contains no data.
If the table is still in design view, click View. If it’s closed, double-click the
table in the Database window. Once the table is in view mode, you can enter
new data in the new field or a new record. You can also modify existing data.
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Enter the field name Choose a data type
Figure 6.7 Use design view to alter a table’s design.
To enter new data into the new field, select the first blank field in the column
and enter an appropriate value. Press the Down arrow to select the next field
in the column and enter a value. When you’re ready to enter the next full
record, press Tab to select the first field in the new record row. Enter appro-
priate data and press Tab to move to the next field. Continue in this manner
as long as necessary to enter any new data. (Notice that all the extraneous
fields are now gone.)
To modify a value, select the appropriate field and replace the value. Simply
select the character or characters and enter the new ones. Access overwrites
the existing data, character for character. To save the new value, simply move
to another record. Before saving the value, you can reject the change by
pressing Ctrl+Z.
Deleting Data in a Record

Delete data in a record.
To delete a value, select it and press Delete. At this point, you can enter new
data if you like or leave the field blank, as long as the field’s Required prop-
erty is set to No (which means the field can be blank). To delete an entire
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record, click the record selector (the little gray square to the left of the
record) and press Delete. Confirm the action by clicking Yes or click No to
cancel the request.
Using Undo
Use the Undo command.
If you make a mistake during data entry or simply change your mind, don’t
worry. It’s easy to make changes. Simply click the Undo toolbar button, but
be careful. You must do so before saving the record. Once the new value is
saved, you can’t use Undo to revert to the previous value or cancel the action.
After saving a record, choose Undo Saved Record from the Edit menu.
Navigating the Records

Navigate within a table to next record, previous record, first record, last record.
Use the Tab key to move from field to field. Use the Navigation buttons to
move from one record to another. You’ll find these buttons at the bottom of
the table, on the Navigation toolbar shown in Figure 6.8. All these buttons
have small arrows in them.
First Current New record Total number

record record Last record of records
Previous record Next record
Figure 6.8 Use navigating buttons to move though the records.

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If you want to make a quick jump to a record, enter the record number in the
Current record control in the Navigation toolbar and press Enter.
Deleting a Table
Delete a table.
Use caution when deleting tables: there’s no way to undo the action and you
might lose data you need. If you decide you really can safely delete the table,
simply select the table in the Database window and press Delete. When you
do, Access asks you to confirm the action. Click Yes to continue or press No
to cancel the request.
Saving and Closing a Table

Save and close a table.
You must open a table to save it, but once it is open, you can save the table
at any time by clicking Save on the File menu or pressing Ctrl+S. If the table
is new and has never been saved, Access asks you to supply a name for the
table. To close a table, click the Windows Close button in the table title bar
or choose Close from the File menu. If the table has unsaved changes, Access
prompts you to save the table.
Define Keys
So far, our discussion of keys has been brief: you know what they are and how
Access uses them. You also need to know how to set a table’s primary key.
Defining the Primary Key

Define a primary key.
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A table must be in design view for you to set its primary key. In design view,
select anywhere in the field row that you want to make the primary key and
press the Primary Key button on the Table Design toolbar. If the primary
key comprises more than one field, select the rows (using Ctrl+click on each
row that you want to select) and click the Primary Key tool. Alternately, you
can also right-click the row and select Primary Key from the resulting menu.
Doing so displays a small key icon to the left of the field rows, as shown in
Figure 6.9.
Primary key tool Indexes tool
Indicates that the row is the primary key

Figure 6.9 Set a primary key field for the table.
Applying an Index
Index a field with, without duplicates allowed.
You also set indexes in design view. Click the Indexes tool on the Table
Design toolbar to display the Indexes dialog box, shown in Figure 6.10. If the
table contains a primary key, the appropriate index is viewable in this dialog
box. To set another index, enter a name for the index, choose the field to
which you’re adding the index, and then specify a sort order. If you want the
index to also be a primary key, choose Yes from the Primary Key property’s
drop-down list. To create a unique index that rejects duplicate entries in the
field, select Yes from the Unique property’s drop-down list. A Yes setting for
the Ignore Nulls property allows Access to save a record with null values in
that field. (You can’t apply a Yes setting if the index is on a primary key.)
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Figure 6.10 Adding an index to a table.
Table Design/Layout
Controlling data at the table level is fundamental to the database’s function.
Whenever possible, you want to use the table properties to discern the type
of data required and accepted.
Applying Field Attributes

Change field format attributes such as: field size, number format, date format.
Field properties can determine how many characters an entry will accept and
how that entry is displayed. These properties are applied at the table level,
and the table must be in design view for you to set these properties.
When the field is a text field, simply enter the maximum number of charac-
ters any entry can contain as the field’s Field Size. The default field size is
255. Why would you bother? Doing so can help you control the data. For
instance, if you want to force users to enter the postal abbreviations for
states, you could limit a State field’s size to 2. That way, if the user enters
Kentucky instead of KY, Access rejects the entry.
Number fields also have a Field Size property, but you can’t just enter a num-
ber. Instead, Access offers a variety of numeric types that limit the size of the
acceptable numeric value; Table 6.1 lists those options.
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Table 6.1 Number Data Type Field Size Settings

Setting Smallest Value Largest Value Decimal Places
Byte 0 255 0
Integer -32,768 32,767 0
Long Integer -2,147,483,648 2,147,483,647 0
Single -3.4X10 38
3.4X10 38
7
Double -1.8X10 308
1.8X10 308
15
Replication ID N/A N/A N/A
Decimal -1.10 38
1.10 38
28
The Field Size property controls the size of a value. The Format setting
determines how that value is displayed. For the most part, you use this prop-
erty to display numbers and dates. Table 6.2 lists the available formats and
gives an example of each.
Table 6.2 Number and Date Formats

Data Type Format Explanation Enter Displays
Number General Displays the number 123.456 123.456
Number as entered
Currency Displays the regional 1234.56 $1,234.56
currency symbol and
thousands separator
Euro Displays the Euro 1234.56 €1,234.56
symbol regardless of
regional settings
Fixed Displays at least one 1234.56 1234.00 if Field
digit; following the Size set to
regional settings for Integer or Long
negative amounts, Integer
decimal and currency 1234.56 if Field
symbols, and decimal Size set to
places Single, Double,
or Decimal
Standard Same as Fixed but 1234.56 1,234.00 or
includes thousands 1,234.56 (see
separator Fixed)
(continued)
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Table 6.2 Number and Date Formats (continued)

Data Type Format Explanation Enter Displays
Percent Multiplies the value by 1 100%
100 and displays 1.2 120%
results with the .2 20%
percent sign
Scientific Displays scientific 1234.56 1.24E+03
notation
Date/Time General Shows date or time 1/1/04 1/1/04
Date or both using Short 1/1/04, 1/1/04
Date and Long Time 01:34:00 PM 1:34:00 PM
Long Date Day of week and date 1/1/04 Thursday,
January 1, 2004
Medium Military, abbreviated
Date style 1/1/04 1-Jan-04
Short Date 1/1/04 1/1/04
Long Time All three time 01:34:00 PM 1:34:00 PM
components
Medium Hours and minutes 01:34:00 PM 1:34 PM
Date and a.m./p.m.
Short Time Hours and minutes 01:34:00 PM 13:34
using military clock
Consequences of Changing Field Size

Understand consequences of changing field size attributes in a table.
Choose the data type that most adequately accommodates the data. Make
sure the data type will accept the largest possible value, but don’t allocate
more space than is really needed. Once you’ve entered data, you shouldn’t
change the data type unless it’s absolutely necessary. Doing so can have
unintended consequences, such as lost data. For instance, if you change a text
data to a number field, Access deletes any values that it can’t successfully con-
vert to a valid numeric data type.
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Changing the Field Size setting can have the same result. Usually, you can
increase the size without any problems. On the other hand, if you reduce the
size and the field contains values that are larger or greater than the new size,
Access deletes those values. If you do decide to make changes, create a back-
up of the table before you do so, just in case you lose data unexpectedly.
Creating a Validation Rule

Create a simple validation rule for number, text, date/time, currency.
Data types and Field Size settings aren’t the only way to control the data a
field will store. For instance, you might use a number data type and set the
field size property to integer, but that setting has a huge range from -32,678
to 32,767. What if you want to store only values that range from 500 to 700?
The data type will weed out non-numeric entries, but integer is the most
adequate field size setting you’ve got and it can’t limit the entries to the
degree you need.
When you need more control than the data type and field size setting pro-
vide, try setting a validation rule. This property requires an expression that
expresses the conditions an entry must meet to be accepted and saved. In this
case, the expression
>=500 And <=700
limits entries to only those values that are equal to or greater than 500 and
less than or equal to 700.
You can also create validation rules for other data types. For a text field, you
might validate that the data is exactly six characters long with this rule, which
uses the ? wildcard to indicate a single character:
??????
For a date/time field, you can validate that the entry is more recent than
1996:
>#12/31/1996#
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For a currency field, you could validate that the amount is less than $100:
<100.0
Changing Column Widths
Change width of columns in a table.
By default, each field is set to a column width of 15.6667. This might be

more space than you need; it might not be enough. Fortunately, it’s easy to
adjust the column width. Click anywhere inside the column and choose
Column Width from the Format menu. Then, in the resulting dialog box,
enter the appropriate width and click OK. Or click Best Fit. This option
adjusts the column width to display the longest entry in the column.
You can accomplish the same thing with just a few clicks: select the entire
column by clicking the column’s header (the grey rectangle at the top of the
column). Then, grab the header’s right border and drag it to the left or right.
A double-click assigns the Best Fit setting to the selected column. You can
also work with multiple columns.
Changing a column’s width doesn’t affect the contents or limit the type of data the
field will accept in any way. It only changes your view of the data.
Moving a Column
Moving a column within a table.
There are two ways to move a table column. To permanently move a column,
open the table in design view, select the row that represents the column you
want to move, and then drag that field row up or down, accordingly.
Remember, the order of the rows in the design view determines the order the
fields occur in the table.
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You can make a temporary move to the table itself—which adjusts the order
you see the fields in the table but doesn’t change the permanent order in
design view. To temporarily move a column, select the column. Then, click
the column’s header cell and hold down the mouse button until Access dis-
plays the cursor shown in Figure 6.11. Once this cursor appears, drag the
column to the new position and release the mouse button. Performing this
action can take a bit of practice.
Click the header cell to select the column
When this cursor appears, drag the column
Figure 6.11 Move a column.
Table Relationships
The relationships between tables storing related data is the magic that makes
relational databases work. You must know the different types of relationships
and how to create them.
The Relationship Types

Create a one-to-one, one-to-many relationship between tables.
The most common relationship that related tables share is the one-to-many
relationship. In a one-to-many relationship, the unique primary key value may
match one, many, or even no records in a related table. The tables in Figure
6.12 illustrate a one-to-many relationship where each customer can have
many records, but each order record tracks to only one customer.
A one-to-one relationship isn’t as common and, in fact, seldom flows from
the actual data. Most often you’ll find that one-to-one relationships are
forced by business rules. In a one-to-one relationship, there’s only one record
for each primary/foreign key value in both tables. To force a one-to-one rela-
tionship, you must set a unique index on the foreign key field. Remember, a
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foreign key can be duplicated by theory. However, in this case, the foreign
key values must be unique.
One side/primary key field
Many side/foreign key field

Figure 6.12 Each customer can have “many” records in the Orders table.
To create a permanent relationship, click the Relationships button on the

Database toolbar to open the Relationships window. Click the Show Table
button on the Relationships toolbar (if necessary) and then add the tables you
want to relate. Close the dialog box when you’re done.
To create a relationship between two tables, drag a field from one table list
to another. Most of the time, you drag the primary key field to the related
table’s foreign key value. The primary key field is easy to find because Access
displays it in bold text. After dragging the primary key field to the related
field, Access displays the Edit Relationships dialog box. Notice that the
Relationship Type section displays the type of relationship; most RDBMSs
do a good job of determining the relationship between two tables. Click the
Enforce Referential Integrity option, and then click Create. (A discussion of
referential integrity appears in the next section.)
Once you create the relationship and close the dialog box, Access displays
what’s known as the join line between the two related fields, as shown in
Figure 6.13. The infinity sign represents the many side of the relationship;
the 1 represents the one side. These symbols are visible because referential
integrity is enabled.
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The join line

The primary key Click Show Tables to add tables to the window
The one side The foreign key

The many side
Figure 6.13 Use the Relationships window to create permanent relationships between tables.
Deleting Relationships
Delete relationships between tables.
To delete a relationship, select the join line in the Relationships window and
press Delete. When Access prompts you to confirm the action, click Yes to
continue or No to cancel the request.
Deleting a relationship can have far-reaching and unintended consequences, so we

recommend you delete them with great care and only when you have a specific rea-
son to do so. Furthermore, Access won’t always let you delete the relationship.
Rules That Determine When You Can Delete Data

Apply rule(s) to relationships such that fields that join tables are not deleted as
long as links to another table exist.
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In the last section, we told you to check the Enforce Referential Integrity
option in the Edit Relationships dialog box. Enabling this option helps pro-
tect the validity of your data by limiting when you can enter, modify, and
delete records. With this option enabled
➤ You can’t change a primary key value if a related record exists in another
table.
➤ You can’t delete a record from the primary key table if a related record
exists in another table.
➤ You can’t enter a foreign key value before entering the same value as a
primary key value in the related table.
Following our customer/order example, you couldn’t change the Alfreds

Futterkiste (or any customer) primary key value from ALFKI to any other
value if there were records in the Orders table already using a foreign key
value of ALFKI. Furthermore, if the value ALFKI didn’t exist as a primary
key value in the Customers table, you couldn’t enter records for that cus-
tomer in the Orders table. Both actions would produce orphans—related
records that don’t relate to a primary key value. Most systems allow you to
create orphans; it’s your job to enable referential integrity to prevent them.
Forms
Storing data is just one task your database performs. You need a means of
getting data into and out of those tables, and that’s what forms are for (most-
ly). Good forms are easy to use, and they can present just the data and func-
tions the user needs. In this section, you learn the following about forms:
➤ How to open, create, save, and delete a form
➤ Using forms to enter, modify, and delete data
➤ How to search for and limit data
Working with Forms

Most forms are used to enter, delete, and modify data, but you can use forms
for much more. In this section, you’ll learn how to work with forms.
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Opening a Form
Open a form.
As with all objects, you can find forms in the Database window. Simply click
the Forms shortcut on the Objects bar to display all the forms in the data-
base. To open a form, select it and then click Open, or simply double-click
the form.
Creating and Saving Forms

Create and save a form.
There are several ways to create a new form:

➤ Choose Form from the Insert menu to open the New Form dialog box.
➤ Choose AutoForm or Form from the New Object button’s drop-down

list to launch a wizard to help you build the form.
➤ Click the Forms shortcut on the Objects bar and then double-click one
of the shortcut options for opening a new form in design view or
launching a form wizard.
➤ Click the Forms shortcut on the Objects bar and then click New to open
the New Form dialog box.
When you launch a wizard, simply answer all the questions and let Access do
the work. You might have to tweak the results a bit, but a wizard is a quick
way to get a form up and running. The wizard creates what’s known as a
bound form, which means there’s a dynamic link to the underlying table.
When you enter, modify, or delete data in a bound form (or control), those
changes are also made at the table level.
To create a form from scratch, use one of the preceding methods to open the
form in design view and start adding controls. These forms can be bound or
unbound, depending upon your needs.
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Using a Form to Modify Data
Use a form to enter, modify, delete records.
The simple data entry form shown in Figure 6.14 has three main functions:
entering new orders and modifying and deleting existing orders. To enter a
new record, click the New Record button on the Navigation toolbar to dis-
play a set of blank controls (the new record). Using the Tab key, cycle
through the controls and enter data as required. When you enter the last
value and press Tab, Access saves the record and displays another set of blank
controls so you can enter the next new record.
View the next record

View the last record
Enter a new record
The total number of records
View the current record

View the previous record
View the first record
Figure 6.14 Use forms to enter and modify data.
You can also modify existing data. Use the Tab key or simply click a control
to access a value. To save the change, move to another control or record. To
delete the entire record, press the Delete key or click the Delete Record but-
ton on the view toolbar. When Access prompts you, either confirm or can-
cel the action.
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Navigating Records in a Form

Go to next record, previous record, first record, last record, specific record using
form display.
A form has the capacity to display many records in different ways. A contin-
uous form displays a number of records at the same time. Most forms display
one record at a time. Use the Navigation buttons on the Navigation toolbar
to browse records until you find the appropriate record (refer to Figure
6.14). Or choose Go To from the Edit menu and specify First, Previous,
Next, or Last from the resulting menu. Alternately, you can enter the record
number in the current record control in the Navigation toolbar and press
Enter to view a specific record.
Modifying Header and Footer Text

Add, modify text in headers, footers in a form.
Forms can display header and footer elements the same as a word processing
document can, but by default, the headers and footers aren’t enabled. To
open a form’s header or footer, open the form in design view. Then, choose
Form Header/Footer from the View menu. Doing so opens a section at the
top and the bottom of the form, as shown in Figure 6.15. Once the section
is open, you simply insert controls as you normally would. For example, to
add text to a header, drag a Label control to the header and then add the text
to the Caption property of the label. To modify the text, edit the Caption
property of the label. Headers and footers are usually used for text that you
want to display with every record, such as titles or instructions.
Deleting a Form
Delete a form.
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Header
Footer
Figure 6.15 Open a form’s header and footer sections.
You can quickly delete an obsolete form. In the Database window, click the
Forms shortcut on the Objects bar, select the form in question and press
Delete. When prompted, either confirm or cancel the action.
Saving and Closing a Form

Save and close a form.
To save a form, click Save from the File menu, enter a name, and click OK.
Or close a form by clicking the form’s Close button (in the title bar). If there
are any unsaved changes, Access prompts you to save them.
As just mentioned, you can click the form’s Close button in the title bar to
close it. Or choose Close from the File menu. (Remember, Exit closes
Access, not just the current object.)
Retrieving Information
One of the benefits of using a database is viewing just the data you want. For
instance, you don’t have to search blindly for your best customer’s order
records while viewing all customer records. Instead, you can limit the data
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and show only those records belonging to your best customer. In this section,
you’ll learn how to retrieve just the data you want:
➤ By creating and running queries
➤ By searching and sorting data in a form
➤ By using filters and criteria expressions
➤ By editing queries when necessary
➤ By sorting data
Main Operations
There are a number of ways to retrieve data. In the last section, you learned
how to view and modify data in a form; the form has to retrieve data to do
so, but that process is automatic. In this next section, you’ll learn a bit more
about controlling the data you view.
Searching for Data

Use the search command for a specific word, number, date in a field.
The Access Find command works in most objects that display data. The
process for executing and using the feature is the same for the most part: only
the environment changes. From the Edit menu, choose Find. Enter the value
you’re searching for, as shown in Figure 6.16, and then click Find Next.
Access responds by selecting the first occurrence of the value. You can click
Find Next again or you can stop. Just remember that by default, the feature
searches only the current field and not the entire table or all the controls in
a form. You must select the entire table from the Look in control.
To search for a number or a date in a field, first select the field. Then enter
the number and click the Find Next button. If you want to search a field that
displays data in a particular format (for example, 12-Jul-1996 for dates) enter
the date in the format and check the Search Fields As Formatted check box.
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Click to find the value
Search the current field or the entire table
Figure 6.16 Search for a value in a table or form.
Filtering Data
Apply a filter to a table, form.
A filter sets conditions that data must meet to be viewed. It’s a great way to
reduce the amount of data you see.
You can filter a form or a table in a couple of ways:
➤ Use Filter by Selection to match a selected value.
➤ Use Filter by Form to match to a specific value (something you enter).
These options are available as tools you can quickly click. Or you can choose
Filter from the Records menu.
Figure 6.17 shows the filtered results of selecting the value ERNSH in the
Customer field (column) and then clicking the Filter by Selection tool.
Notice that the Navigation toolbar displays the number of matching records
and identifies the results as a filtered set.
Choosing Filter by Form displays a blank form. Choose a value from one of
the drop-down lists or enter a value and then click Apply Filter. You can also
enter more than one value. Figure 6.18 shows the results of searching for
ERNSH.
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Click filter by selection Remove filter
The number of matching records
Figure 6.17 Display records that match an existing value.
Filter by form Apply/remove filter
Number of matching records
Figure 6.18 The Filter by Form feature lets you enter a value or specify multiple values.
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Be prepared to filter records using Filter by Form and Filter by Selection in both a
table and a form.
Removing a Filter
Remove a filter from a table, form.
Once you’ve applied the filter and you’re done viewing the results, you prob-
ably want to view all the data again. To remove a filter and view all the under-
lying data again, click the Remove Filter button.
Queries
In the simplest terms, a query asks a question. An Access query is an object,
a graphical interface object specifically, that lets you determine what data it
retrieves. For instance, you could use a query to view all the records for a
specific customer that haven’t been filled and shipped yet.
Creating Queries
Create and save a single table query, two-table query using specific search criteria.
The simplest way to create a query is to use the Simple Query Wizard. To
launch this wizard, choose Query from the Insert menu. In the resulting
New Query dialog box, select Simple Query Wizard, and click OK.
To create a query from scratch, choose Query from the Insert menu, choose
Design View in the New Query dialog box, and click OK. The resulting
object is known as the query grid, shown in Figure 6.19.
To add a data source (a table) to the grid, click the Show Tables button,
choose a table in the Show Tables dialog box, click Add, and then click Close.
Once you have a data source, you need to specify the fields you want the
query to consider and display in the results.
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Add tables Add fields to the grid
Field drop-down list
Figure 6.19 Use a query to find and filter data.
Add a field to the lower grid by choosing one of the following methods:
➤ Drag it from the field list to the grid.
➤ Choose the field from the field cell’s drop-down list.
➤ Double-click the field in the field list.
➤ Type the field name into a field cell.
Adding fields to the grid is the first way to limit data because you don’t have
to display each field in the table. Add only those fields that you need to query
or display. Also, if you add a field to the query for sorting or querying pur-
poses, you can uncheck the Show option if you don’t want that field’s data to
show up in the query’s results. The query shown previously in Figure 6.19
returns only a few fields for all the customers, as shown in Figure 6.20.
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Figure 6.20 Use a query to limit the data you see.
Now, suppose you want to view orders for each customer? That data isn’t in
the Customers table. Fortunately, you’re not limited to working with a sin-
gle table. With the query in design view, add a second table—the Orders
table, as shown in Figure 6.21. Then, drag the OrderDate and ShippedDate
fields to the grid. The results, also shown in Figure 6.21, show when every
order placed by each customer was placed and when it was shipped.
Figure 6.21 Limit the data you see using a query.

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Using Criteria to Limit Data

Add criteria to a query using any of the following operators: < (less than), <= (less
than or equals), > (greater than), >= (greater than or equals), = (equals), <> (not
equal to), And, Or.
There are other ways to limit the data a query returns. Using what’s known
as a criteria expression, you can return only that data that meets a specific con-
dition. A criteria expression can be as simple as a lone value, such as a par-
ticular customer’s name. Or a criteria expression can be complex. For
instance, you use a criteria expression to find all the orders filled on or before
a specific date or during a specific time period. To express conditions, you use
the logical operators in Table 6.3.
Table 6.3 Logical Operators Used in Criteria Expressions

Operator Description
< Is less than
<= Is less than or equal to
> Is greater than
>= Is greater than or equal to
= Equals
<> Is not equal to
And Meets all specified conditions
Or Meets any one specified condition
Adding and Removing Criteria Expressions

Edit a query by adding, removing criteria.
Adding a criterion is a simple process. With the query in design view, deter-
mine the field you want to limit and enter the appropriate expression in that
field’s criteria cell. For instance, to limit the previous query (refer to Figure
6.20) to a specific customer, open the query in design view and enter ERNSH
in the CustomerID field’s Criteria cell. Next, enter the expression
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Between #11-01-96# and #11-01-97#in the OrderDate field’s Criteria cell, as

shown in Figure 6.22. The results display records for only one customer,
Ernst Handel, and only those orders placed between November 1, 1996 and
November 1, 1997.
Figure 6.22 Limit the underlying data to just the records you want to see.
You can completely change the query’s results by removing any of the crite-
ria expressions. To do so, simply highlight the appropriate expression and
press Delete.
Editing a Query’s Data Structure

Edit a query: add, remove, move, hide, unhide fields.
A query displays the data that meets all the conditions and makes it to the
results as a datasheet. In fact, it’s difficult to tell the difference between the
two, but they are different. The query doesn’t actually contain the data as a
table does; the query is just showing the data from the underlying tables.
However, most queries are dynamic in that any changes you make to the
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query via the datasheet make their way to the underlying table, so be careful
when viewing query results. Similar to a table, the query’s datasheet can be
modified as follows:
➤ To add a field, return to design view and add the field to the query’s
lower grid.
➤ To remove a field, return to design view and delete the field from the
query’s lower grid. To do so, simply select the column and press Delete.
➤ Move a column the same way you would in a table using the drag and
drop method. (See the section “Moving a Column” for more specific
instructions.)
➤ To hide a column, open the query in design view and uncheck the Show
checkbox for the column.
➤ To unhide a hidden column, open the query in design view and check
the Show checkbox for the column.
Running a Query
Run a query.
We’ve shown you the results of two queries, but we haven’t told you how we
displayed them. To run a query, and subsequently view its results, click the
Run button (it’s labeled with an exclamation point) on the Query Design
toolbar.
Deleting a Query
Delete a query.
Delete a query the same way you do any other database object. In the
Database window, click the Queries shortcut on the Objects bar. Select the
query in question, and press the Delete key. When prompted, either confirm
or cancel the action.
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Saving and Closing a Query

Save and close a query.
Many queries are used over and over. To save a query, click Save from the
File menu, enter a name, and click OK. Or click the query’s Close button in
the title bar and name the query when prompted.
Sort Records
Viewing data in a meaningful order is just as important as limiting the data
that you view. You need to know how to sort records by field data.
Sorting Data
Sort data in a table, form, query output, in ascending, descending numeric, alpha-
betic order.
You can sort records in a table, a form, or even a query. Data can be sorted
in ascending or descending order, alphabetically and numerically. Here’s how
to sort in a table or form:
➤ Click anywhere in the field by which you want to sort and click one of
the Quick Sort tools: Sort Ascending or Sort Descending. Access sorts the
entire table by the contents of the selected field.
➤ Click anywhere in the field by which you want to sort and choose Sort
from the Records menu. Then, choose Sort Ascending or Sort
Descending from the resulting submenu.
To sort a query’s output, open the query in design view and choose one of the
sort options from the appropriate field’s Sort cell, as shown in Figure 6.23.
You can sort by more than one field, but remember that the sort takes prece-
dent from the left. The results show the contents of the OrderDate field
sorted within the context of the CompanyName field.
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Figure 6.23 Sort the results of a query.
Reports
A report is the database object that lets you present data in a meaningful way
for sharing or even just storing. In this last section in this chapter, you’ll learn
how to
➤ Build reports based on tables and queries.
➤ Rearrange a report.
➤ Group and summarize report data.
➤ Preview and print reports.
Working with Reports

Reports are used to share data or even to just store hard copies of data.
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Basing a Report on a Table or Query

Create and save a report based on a table, query.
Reports are based on a data source, either a table or a query. There are a
number of ways to create a report:
➤ Choose Report from the Insert menu.
➤ Choose Report or AutoReport from the New Object button’s drop-

down list.
➤ Click the Reports shortcut on the Object bar and double-click one of
the shortcut items.
➤ Click the Reports shortcut on the Objects bar and click New or Design
on the Database Window toolbar.
If a report is based on data in more than one table, you must use a query that’s
based on the appropriate tables.
Arranging Fields and Label Headings

Change arrangement of data fields and headings within a report layout.
Figure 6.24 shows a report in design view, which is where you determine the
report’s layout. As you can see, there are a number of sections, but there can
be more.
Using the drag and drop methods, move controls (and labels) to other sec-
tions or to new positions within the same section.
Grouping Data by Fields

Group data under a specific heading (field) in a report in ascending, descending
order.
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Headers Record details
Data controls Label controls Footers
Figure 6.24 Arrange a report in design view.
When using a wizard to generate a report, you get the opportunity to speci-
fy whether the report is grouping data by specific fields. When creating a
report from scratch, you can use the Sorting and Grouping feature.
With the report in design view, click the Sorting and Grouping tool. In the
resulting dialog box, specify the fields you’re grouping and specify a sort
order if necessary, as shown in Figure 6.25. The grouped report reduces all
matching values into one line and displays all the data within that group, as
you can see in Figure 6.26.
Figure 6.25 Group a report by specific fields.

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Group on CustomerID
Group on
ShippedDate
Figure 6.26 The grouped report has a group header and detail records for each group.
Summarizing Grouped Data

Present specific fields in a grouped report by sum, minimum, maximum, average,
count, at appropriate break points.
Often, a grouped report summarizes the data in each group, like the one
shown in Figure 6.27. Specifically, the report shows three levels of counting
the number of orders: the number of orders per customer, the number of
orders per month for each customer, and the total number of orders. To sum-
marize the data, you simply add the appropriate domain expression to the
appropriate area. A domain expression is an expression that evaluates an
expression using a set of records:
➤ Any expression in the detail section returns a value for each record.
➤ An expression in a group’s header or footer evaluates each group.
➤ An expression in the report’s header or footer evaluates all the data in

the report.
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Group summaries
Report summary
Figure 6.27 Reports often summarize the data.
To create a grouped report, you can use the Report Wizard. To see this in
action, follow these steps.
1. Select the Reports shortcut in the Database window.
2. Click the New toolbar button.
3. In the New Report dialog box, select the Report Wizard and tell it the
data should come from the Order Details table. Click OK.
4. On the first page of the Report Wizard, select the OrderID and
Quantity fields and click Next.
5. On the next page of the Report Wizard, accept the default grouping by
OrderID and click Next.
6. On the next page of the Report Wizard, click the Summary Options
button. This will open the Summary Options dialog box, shown in
Figure 6.28.
7. Check the boxes for the type of summary that you’d like to display on
the report. Click OK.
8. Click Finish to create the report.
Adding and Modifying Text in Headers and Footers

Add, modify text in headers, footers in a report.
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Figure 6.28 Choosing summary options for a report field.
Each report has two types of headers and footers. There’s one at the report
level: it is a good spot to put a report title, date, author, or report summary
details. Another is at the page level, and it is a great place to display page
numbers. (These are available to every report, unlike group headers and
footers.) With the report in design view, choose Report Header/Footer or
Page Header/Footer from the View menu to open the appropriate section of
the report. Once the section is open, you simply insert controls as you nor-
mally would. For example, to add text to a header, drag a Label control to
the header and then add the text to the Caption property of the label. To
modify the text, edit the Caption property of the label.
Deleting a Report
Delete a report.
To delete a report, click the Reports shortcut on the Objects bar in the
Database window. Then, select the report and press Delete. When prompt-
ed, either confirm or cancel the action.
Saving and Closing a Report

Save and close a report.
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You save and close a report as you have all the other objects. To save a report,
choose Save from the File menu, enter a name, and click OK. Or close the
report and save the report when prompted.
To close a report, choose Close from the File menu. Or click the Close but-
ton on the report’s title bar.
Prepare Outputs
You can print data and objects in almost any environment and in any form,
but you’ll seldom want to. Most of the time, you print reports. Occasionally,
you might print query output for a quick review. In this section, you’ll learn
the following:
➤ How to preview data as it will print in a table, form, or report
➤ How to determine a report’s orientation and paper
➤ How to print data in a table, query, form, and report
Prepare to Print
Printing data in a database is usually a simple process. You should be able to
both preview and print data in a table, query, form, and report.
Previewing a Table, Form, or Report
Preview a table, form, report.
Print Preview is a special mode that shows you what the selected object will
look like printed. To view an object in Print Preview, simply click the Print
Preview button on the toolbar. You use this mode to determine whether a
report is balanced well, to confirm that all the elements are visible, and so on.
It’s just an easy way to find problems so you can fix them before you waste
time, paper, and ink printing.
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Modifying Page Options

Change report orientation: portrait, landscape. Change paper size.
Portrait orientation is the default page setup for all objects. Portrait orienta-
tion assumes that the data is printed from top to bottom. The other orienta-
tion option is landscape, which turns text sideways. As a result, the (normal-
ly) left and right margins become the top and bottom margins.
To choose an orientation, open the object you plan to print and then choose
Page Setup from the File menu to open the Page Setup dialog box, shown in
Figure 6.29. On the Page tab, click one of the Orientation options. Choose
one of the predefined options from the Size control’s drop-down list to
change the paper size on which you want to print.
Figure 6.29 Modifying report page options.
Print Options
You want to print the data you want and only the data you want, and fortu-
nately, Access makes that easy.
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Printing Tables
Print a page, selected record(s), complete table.
You can print one record, a set of records, a single page, or all the records in
a table. With the table open, choose Print from the File menu or press
Ctrl+P. In the Print dialog box, choose from the following options:
➤ All—Prints all the data in the table.
➤ Pages—Enter the first and last page you want to print in the From and
To controls, respectively.
➤ Selected Record(s)—Prints only those records that are currently selected.
Pressing the Print tool prints all the records in the table.
Printing Forms
Print all records using form layout, specific pages using form layout.
Determining what gets printed while viewing data in a form is essentially the
same as with a table. If you press the Print tool, Access prints all the records
within the context of the current form. You might want to preview such a
request before actually printing, just to make sure you’re going to get what
you expect. You certainly don’t get just the one record in the one form: you
get a series of forms, each showing one record.
To print a single record or selected records, choose Print from the File menu
(or press Ctrl+P) and refer to the options discussed in the last section (for
tables).
Printing a Query
Print the result of a query.
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Printing the output from a query is exactly the same as printing a table or a
form. To print the entire query, press the Print button. To exercise more con-
trol, choose Print from the File menu or press Ctrl+P and refer to the
options in the previous section (on printing tables).
Printing Reports
Print specific page(s) in a report, complete report.
To print an entire report, select the report and click the Print button. Or
choose Print from the File menu (or press Ctrl+P) to display the Print dia-
log box. Click the All option, and then click OK.
To print a single page, display the Print dialog box. Enter the page number
in the From control, and click OK. To print multiple pages, enter the first
and last page in the range of pages you want to print in the From and To con-
trols, and click OK.
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Review Questions
Question 1
You’d most likely use a database application to do the following:
❑ A. Track appointments.
❑ B. Store important data.
❑ C. Type letters.
❑ D. Send email.
Answers A and B are correct. A database’s main purpose is to store data, but
if that data happens to be appointments, you can certainly track them using
a database. Answer C is incorrect; use a word processor to type letters.
Answer D is incorrect because you can’t send email from a database.
Question 2
Which of the following are legitimate database objects?
❑ A. Tables
❑ B. Mail merge documents
❑ C. Queries
❑ D. Forms
Answers A, C, and D are correct. Answer B is incorrect. You use a word

processor to create mail merge documents.
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Question 3
Which is the best definition for a primary key?
❍ A. The field on which two tables are related
❍ B. The first field in a table
❍ C. The table’s only AutoNumber field
❍ D. The field that uniquely identifies each record in the table.
Answer D is the best answer. Answer A is incorrect because tables can be

related on nonkey fields. Answer B is incorrect because a field’s position
within the table has no bearing on whether it’s a primary key. Answer C is
incorrect; although primary key fields are often AutoNumber fields, a table
can have an AutoNumber field that isn’t a primary key.
Question 4
Which data type is the best choice for a field that must accommodate integer
values between 0 and 255?
❍ A. Byte
❍ B. Integer
❍ C. Single
❍ D. Double
Answer A is correct. Answers B, C, and D are all much larger than necessary.
Question 5
Identify the following as a one-to-many relationship or a one-to-one relation-
ship.
❑ A. Customers aren’t limited in the number of orders they may have open
at any given time.
❑ B. Each employee can handle more than one account.
❑ C. Each employee can list only one address.
❑ D. Each order may contain multiple items.
❑ E. Each employee may have multiple appointments for any given day.
Answers A, B, D, and E represent one-to-many relationships. Answer C is

the only one-to-one relationship.
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Question 6
You want to limit entries to values between 10 and 100, and a data type alone
won’t get the job done. What else can you do?
❍ A. Use validation text to alert the user to the restrictions.
❍ B. Set the Validation Rule property to the following expression: >=10 AND
<=100.
❍ C. Nothing: you must update incorrect entries as you find them.
❍ D. Set the Field Size property to 100.
Answer B is correct. Answer A is incorrect because the Validation Text prop-

erty simply relays information; it doesn’t actually restrict the value. Answer
C is incorrect. Answer D is incorrect; that setting isn’t valid for a number
data type.
Question 7
Identify the ways you can find specific data in a table or form.
❑ A. Use the Find command.
❑ B. Apply a filter.
❑ C. Use the Magnifying tool.
❑ D. Run a query.
Answers A, B, and D are all correct. Answer C is incorrect; there isn’t any
such tool, although you can use a similar type tool to zoom in on data.
Question 8
Where’s the best spot for page numbers on a report?
❑ A. The detail section
❑ B. The report header
❑ C. The page footer
❑ D. Any group footer
Answer C is the best spot for page numbering in a report because that text is
printed on each page. Answer A is incorrect because the detail section would
print a page number for each record in the report. Answer B is wrong
because the page number would appear only once at the beginning of the
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report. Answer D is incorrect because a group footer appears at the bottom

of each group and could appear several times on one page or not at all.
Question 9
To sort data by the customer name in ascending order, you’d do which of the
following?
❍ A. With the Customers form or table open, click the Sort Ascending tool.
❍ B. Choose Sort Ascending from the Records menu.
❍ C. Select the CustomerName field and click the Filter by Selection tool.
❍ D. Select the CustomerName field and click the Sort Ascending tool.
Answer D is correct. Answer A is incorrect because you must select the field
first. Answer B is incorrect for the same reason and because the Sort
Ascending option is not available from the Records menu; you must select
Sort first. Answer C is incorrect because the Filter by Selection tool doesn’t
sort.
Question 10
To print just pages 1 through 10 in a 30-page report, you’d do the following:
❍ A. Click the Print tool and then enter 1-10.
❍ B. Press Ctrl+P and select the Selected Records option.
❍ C. Choose Print from the File menu and then enter 1 and 10 in the From
and the To controls, respectively.
❍ D. Choose Print from the File menu and then enter 1-10 in the Pages con-
trol.
Answer C is correct. Answer A is incorrect because the Print tool prints every
page. Answer B is incorrect because there is no Selected Records option
when printing a report. Answer D is incorrect because you must enter the
beginning and ending pages in different controls.
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Need to Know More?

Harkins, Susan and Mike Gunderloy. Absolute Beginner’s Guide to
Microsoft Access 2002. Indianapolis, Indiana: Que Publishing, 2002.
Byrne, Jeffrey. Easy Access 2000. Indianapolis, Indiana: Que
Publishing, 1999. ISBN 0789719029.
Access 2002 Tour, http://www.microsoft.com/office/access/
evaluation/tour/default.asp
Start Using Microsoft Access, http://www.microsoft.com/office/

using/column06.asp
7
Presentation
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✓ Design template
✓ Drawn object
✓ Image
✓ Master slide
✓ Picture
✓ Presentation
✓ Slide

✓ Opening and closing PowerPoint and presentations
✓ Building slides with text, images, and other objects
✓ Editing and formatting slides
✓ Adding graphs and charts to slides
✓ Adding special effects to a presentation
✓ Printing a presentation
✓ Delivering a presentation
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Presentations are a fact of life in many business settings. When you’re called
on to organize and summarize information for an audience, you should think
of a presentation application as your tool. The test for this module checks
your ability to perform basic presentation tasks:
➤ Using a presentation application
➤ Developing a presentation
➤ Working with text and images
➤ Working with graphs and charts
➤ Adding special effects to a slide show
➤ Printing and delivering presentations
This chapter will help you review the skills that you need to pass this mod-
ule of the ICDL.
Spelling and Format Tables and

Grammar Painter Borders Expand All Microsoft
Save Copy Redo Insert Grayscale PowerPoint
New Chart Preview Help
Open Print Paste Insert New Slide Zoom

Cut Undo Hyperlink Show
Insert Table Formatting
PowerPoint standard toolbar.
Slide Shorter view

Outline view
Normal view Slide show
Slide view
PowerPoint view toolbar.
Increase Font Size

Underline Numbering Promote
Font Bold Center Animation Effects
Font Size Align Left Bullets Demote Common

Italic Align Right Decrease Tasks
Font Size
PowerPoint formatting toolbar.

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Draw Table Fill Color Center Vertically

Style Border Color Split Cells
Align Bottom
Eraser Border Width Merge Cells

Outside Borders Align Top
PowerPoint tables and borders toolbar.
Insert
Rectangle ClipArt Line Style 3-D
Select Object Line Text Box Line Color Arrow Style
Auto Rotate Arrow Insert Font Color Shadow

WordArt Dash Style
Circle Fill Color
PowerPoint drawing toolbar.
Zoom
Select Left Co-worker
Enter text Right Co-worker
Microsoft Organization Chart toolbar.

To learn about presentations, you’ll be working with Microsoft PowerPoint
2000, part of the Microsoft Office suite of products. In this first part of the
chapter, we teach you the basics of launching PowerPoint and working with
PowerPoint files.
First Steps with Presentations

To get started with PowerPoint, you need to understand these basic skills:
➤ Opening and closing PowerPoint and presentations
➤ Creating and saving presentations

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➤ Switching between presentations
➤ Using Help
Opening and Closing the Application

Open (and close) a presentation application.
To launch PowerPoint, use the Windows Start menu by selecting Start, All
Programs, Microsoft PowerPoint. If you have a desktop shortcut or a quick
launch shortcut that refers to PowerPoint, you can also double-click on the
shortcut to launch the application.
To close PowerPoint, click the Close button in the upper-right corner of the
PowerPoint window, or select Exit from the File menu.
Opening Presentations
Open one, several presentations.
By default, PowerPoint starts by displaying the quick start dialog box shown
in Figure 7.1. If you see this dialog box, click the Open an Existing
Presentation radio button to open a presentation.
If you see the presentation that you want to open listed in the quick start dia-
log box, click the name of the presentation and then click OK to open that
presentation. Otherwise, click on More Files and click OK to open the Open
dialog box, shown in Figure 7.2.
You can use the Open dialog box to browse through folders on your hard
drive to locate the presentation that you want to open. As you select presen-
tations, the dialog box shows a small preview of the first slide in the presen-
tation. When you find the presentation that you want to open, select it in the
dialog box and click Open. To open multiple presentations at the same time,
use Ctrl+click to select each presentation in the dialog box and then click
Open.
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Figure 7.1 The PowerPoint quick start dialog box.
Figure 7.2 The PowerPoint Open dialog box.
If the quick start dialog box isn’t visible, select Open from the File menu or
click the Open toolbar button on the Standard toolbar to view the open dia-
log box. PowerPoint allows you to have many presentations open at the same
time; just select Open each time you want to open a new presentation.
Creating Presentations
Create a new presentation (default template).
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It’s easy to create a new presentation in PowerPoint. PowerPoint presenta-

tions are based on templates—special files that contain settings for the pres-
entation. There’s a special default template that’s used when you don’t spec-
ify another template.
If the quick start dialog box is visible, select the Blank Presentation radio but-
ton and click OK. This action creates a new presentation based on the
default template.
If the quick start dialog box isn’t visible, select New from the File menu or
click the New toolbar button on the Standard toolbar to open the New
Presentation dialog box. Select Blank Presentation on the General tab and
click OK to create a new presentation based on the default template.
When you create a new presentation, PowerPoint displays the New Slide
dialog box. Just click OK to start your presentation with a title slide.
Saving Presentations
Save a presentation to a location on a drive.

Save a presentation under another name.
Save a presentation in another file type such as: Rich Text Format, template, image
file, software specific file extension, version number.
PowerPoint offers you flexibility in saving your presentations. To save your

presentation, select Save from the File menu or click the Save toolbar button
on the Standard toolbar to open the Save As dialog box. Browse to the loca-
tion where you want to save the presentation, enter a filename, and click OK
to save the presentation.
If you make changes to the presentation, you can update the copy that you’ve
saved by selecting Save from the File menu or clicking the Save toolbar but-
ton on the Standard toolbar. You aren’t prompted to enter a filename again.
You can save an existing presentation under a new name by selecting Save As
from the File menu. This action opens the Save As dialog box, which allows
you to enter a new name for the file.
You can also save presentations to formats other than PowerPoint’s native
format (which uses the file extension .ppt). Use the Save As Type combo box
on the Save As dialog box to select the file type. The choices here include
Outline/RTF (*.rtf), Design Template (*.pot), and several different image
file formats. Each format has its own file extension. For some formats, you
can also select a version number. For example, you can choose to save in
PowerPoint 95 format.
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Switching Between Presentations

Switch between open presentations.
PowerPoint allows you to open many presentations at the same time. To

switch between open presentations, you can use any of these techniques:
➤ Click on the appropriate button on the Windows taskbar.
➤ Use the Alt+Tab key combination to quickly navigate between all the
open windows on your computer.
➤ Select the presentation that you want to navigate to from the list on the
Window menu inside PowerPoint.
Using Help
PowerPoint offers you several ways to get help if you get stuck. You’ll find
these choices on the Help menu within PowerPoint, or you can launch help
by pressing the F1 key. Here are the major choices for Help:
➤ Microsoft PowerPoint Help—Includes a detailed help file with information
on all aspects of the application. Depending on your settings, you might
see this file in a Web-based window, or help might be presented by the
animated Office Assistant.
item, such as a control or a menu command, and press Shift+F1 to view
a short explanation of the element.
➤ Office on the Web—Connects to Microsoft’s online Office site, which
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Closing Presentations
Close a presentation.
When you’re finished working, you might want to close an individual pres-
entation while still keeping PowerPoint open. To do so, select Close from
the File menu, or click the Close button in the upper-right corner of the
presentation. Don’t confuse this button with the Close button for
PowerPoint itself.
Adjust Settings
PowerPoint, like most Windows applications, lets you adjust the program
settings for your own convenience. To pass this part of the module, you
should know about magnification tools, toolbars, and basic option cus-
tomization.
Zooming In and Out

Use magnification/zoom tools.
PowerPoint lets you control the display of text on your screen by magnify-
ing or shrinking the entire presentation. You can use any of these techniques
to change the zoom factor of the current presentation:
➤ Select Zoom from the View menu. Choose a magnification, and then
click OK.
➤ Select a value from the Zoom drop-down box on the Formatting
toolbar.
➤ If you have a mouse with a mouse wheel, hold down the Ctrl key and
scroll the wheel to change the magnification.
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Adjusting Toolbars
PowerPoint features a variety of toolbars to provide easy access to common

functions. By default, PowerPoint displays the Standard toolbar, the
Formatting toolbar, and the Drawing toolbar, but you can change this dis-
play easily. Right-click anywhere in the toolbar area (except on an existing
toolbar button) to display the shortcut menu shown in Figure 7.3, which lists
all the toolbars. You can also select Toolbars from the View menu to get a
similar submenu. Click the name of a toolbar on this menu to display it if it’s
hidden or to hide it if it’s already displayed.
Figure 7.3 Selecting toolbars to display.
Modify basic options/preferences in the application: username, default

directory/folder to open, save spreadsheets.
PowerPoint also lets you customize many aspects of its operation to suit your
own preferences. Here are just two examples:
➤ To change the default username, select Options from the Tools menu.
This action opens the Options dialog box. On the General tab, change
the User Name and click OK.
➤ To change the default directory for files, select Options from the Tools
menu. Enter the new directory in the Default File Location box on the
Save tab and click OK.
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If you browse around the other tabs of the Options dialog box, you’ll find
many other aspects of PowerPoint that you can customize.
Developing a Presentation
Now that you know how to get started with PowerPoint, it’s time to focus on
creating presentations. We cover four topics in this section:
➤ Presentation views
➤ Slides
➤ Design templates
➤ The master slide
Presentation Views
PowerPoint provides six different ways to view your presentation. Each is
useful for a different purpose.
Using Presentation View Modes

Understand the uses of different presentation view modes.
PowerPoint lets you view your presentation in six different ways, depending
on your needs. The default, Normal view, shown in Figure 7.4, gives you an
easy way to work with one slide at a time while still maintaining an overall
sense of the presentation. To the left, an outline shows the overall structure
of the presentation. To the right, the current slide is your main working area.
Beneath the current slide is another window for adding notes to the slide.
Slide Sorter view, shown in Figure 7.5, is designed to give you a visual
overview of your entire presentation. From this view, you can double-click
on any slide to go to Normal view with that slide selected.
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Figure 7.4 A presentation in Normal view.
Figure 7.5 A presentation in Slide Sorter view.
Notes Page view, shown in Figure 7.6, shows you what the printed note
pages for your presentation will look like. You can edit the text of notes but
not the contents of slides in this view.
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Figure 7.6 A presentation in Notes Page view.
You can view your presentation as it will appear when you’re delivering it by
switching to Slide Show view. Figure 7.7 shows this view. Note that the only
content on the screen is your presentation; everything else that Windows or
PowerPoint normally displays is completely hidden.
Figure 7.7 A presentation in Slide Show view.

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Outline view is similar to Normal view, but it gives more space to the outline
and less to the slide and notes. Figure 7.8 shows this view.
Figure 7.8 A presentation in Outline view.
Finally, Slide view, shown in Figure 7.9, is designed to let you use most of the
PowerPoint work area to edit a single slide. The outline is compressed to a
series of numbered slides at the left side of the screen, and notes are sup-
pressed entirely.
Changing the Presentation View Mode

Change between presentation view modes.
PowerPoint offers ways to switch to each of the presentation view modes:

➤ To switch to Normal view, select Normal from the View menu, or click
the Normal View toolbar button at the bottom of the Outline window.
➤ To switch to Slide Sorter view, select Slide Sorter from the View menu,
or click the Slide Sorter View toolbar button at the bottom of the
Outline window.
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➤ To switch to Notes Page view, select Notes Page from the View menu.
➤ To switch to Slide Show view, select Slide Show from the View menu,
click the Slide Show toolbar button at the bottom of the Outline win-
dow, or press F5.
➤ To switch to Outline View, click the Outline View toolbar button at the
bottom of the Outline window.
➤ To switch to Slide view, click the Slide View toolbar button at the bot-
tom of the Outline window.
Figure 7.9 A presentation in Slide view.
Slides
A presentation consists of individual slides—screens of information that are
designed to be viewed one at a time. You need to know how to add and mod-
ify slides to create effective presentations.
Adding Slides
Add a new slide with a specific slide layout such as: title slide, chart and text, bul-
leted list, table.
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To add a new slide to a presentation, select New Slide from the Insert menu,
click on the New Slide toolbar button on the Standard toolbar, or press
Ctrl+M. Any of these actions opens the New Slide dialog box, shown in
Figure 7.10.
Figure 7.10 Adding a new slide.
The New Slide dialog box presents a series of thumbnails schematically

showing the layout of a slide. As you click on these thumbnails, the text at
the right side of the dialog box changes to a brief description of the slide lay-
out. When you find the layout that you want, click OK to create the slide. It
is inserted in your presentation directly after the currently selected slide.
Some of the available choices for new slides include
➤ Title slide—This slide contains text areas for a title and a subtitle.
➤ Chart and text slide—This slide contains areas for a slide title, a chart,
and bulleted text.
➤ Bulleted list slide—This slide contains areas for a slide title and a bulleted
list.
➤ Table slide—This slide contains areas for a slide title and a table.
The exam will expect you to know which view is the most appropriate for specific
tasks.
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Changing the Slide Layout

Change between built-in slide layouts.
To change a slide to a different built-in layout, select Slide Layout from the
Format menu. Click on the layout that you want to use, and click the
Reapply button.
Changing the Background Color

Change background color on specific slide(s), all slides.
To change the background color on a slide, click on the slide in the Outline
window to make it the current slide. Select Background from the Format
menu, or right-click on a blank area of the slide and select Background. This
action opens the Background dialog box. Select a new color from the drop-
down control beneath the slide preview display, and then click Apply to apply
it to the current slide.
To change the background color on all sides at once, open the Background
dialog box from any slide, select the new color, and then click Apply to All.
Using Design Templates

A design template is a special file that contains a color scheme and standard
slide elements for all the slides in a presentation. Working with design tem-
plates lets you change the entire look of your presentation quickly.
Applying Design Templates

Apply an available design template to a presentation.
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When you’re creating a new presentation, you can also apply a design tem-
plate to set the look and feel of the presentation. After selecting New from
the File menu, pick the Design Templates tab of the New Presentation dia-
log box to see a list of the templates installed on your computer. As you select
from this list, you see a preview of the template at the right side of the dia-
log box. Select the template that you want to use, and then click OK to cre-
ate a new presentation based on that design template.
Changing the Design Template

Change between available design templates.
To change the design template assigned to an existing presentation, select

Apply Design Template from the Format menu, or right-click in an area of
any slide that doesn’t contain objects and select Apply Design Template.
Then, choose a new design template and click Apply to reformat all your
slides to use the new template.
Master Slide
The master slide is a special slide that contains elements that will be repeated
on every slide in your presentation. The master slide itself never appears, but
anything you put on the master slide appears on every slide.
Altering Master Slide Content
Insert a picture, image, drawn object into a master slide. Remove a picture,
image, drawn object from a master slide.
To insert elements on the master slide, you must first load the master slide.
Do so by selecting View, Master, Slide Master. With the master slide loaded,
you can add new items to the master slide:
➤ To add a picture, select Insert, Picture, Clip Art. This action opens the
Insert ClipArt dialog box, as shown in Figure 7.11. Double-click a cate-
gory to see the pictures in that category. When you find a picture that
you like, right-click on the picture and select Insert. Close the Insert
ClipArt dialog box to see your master slide with the new picture.
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Figure 7.11 The Insert ClipArt dialog box.
➤ To add an image, select Insert, Picture, From File. Select an image from
the Insert Picture dialog box and click Insert to add it to your master
slide.
➤ To add a drawn object, click on a tool on the Drawing toolbar (shown
on the bottom of the screen by default). For example, you can select the
line, arrow, rectangle, or oval tools to draw those objects on a slide. You
can also use the AutoShapes toolbar button on the Drawing Toolbar to
insert a selection of more complex shapes on your slide. You’ll find more
information on drawn objects later in this chapter.
To remove an object from the master slide—such as a picture, image or

drawn object—first click on the object that you wish to remove. Then press
the Delete key.
The ICDL syllabus uses the term “picture” for a visual representation from a built-
in set of images in an application and “image” for a visual representation from a
disk file.
Adding Footer Text

Each slide has a footer region at the bottom of the slide that you can use for
information such as the slide number or the date of the presentation.
Add text into footer of specific slides, all slides in a presentation.

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To add some text to the Footer of a slide, select Header and Footer from the
View menu. Select the Slide tab and type the text you want to display into
the Footer text box, as shown in Figure 7.12.
Type footer text here
Figure 7.12 Inserting text in a slide footer.
To insert the text only on the current slide, click the Apply button. To insert
the text on all slides in your presentation, click the Apply to All button.
Adding Special Footer Elements
Apply automatic slide numbering, automatically updated date, non-updating date

into footer of specific slides, all slides in a presentation.
The Header and Footer dialog box (refer to Figure 7.12) also offers some
shortcuts to enter common data in the footer area:
➤ To insert a slide number, check the Slide Number check box.
➤ To insert a date that updates automatically whenever the presentation is

displayed, check the Date and Time check box and click the Update
Automatically radio button.
➤ To insert a date that stays the same, check the Date and Time check box
and click the Fixed radio button. Enter the date that you want to insert
in the Fixed text box.
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Text and Images

Slides are built of text and images, as well as other objects. In this section of
the chapter, you’ll review how to work with text and images in PowerPoint.
Text Input, Formatting

To get started, you need to know how to add text to slides and how to for-
mat the text to meet your needs.
Adding Text
Add text into a presentation in standard, outline view.
Unlike some other applications, PowerPoint does not simply let you click
anywhere and start typing. PowerPoint requires your text to be contained in
text boxes. When you create a slide from the New Slide dialog box, it nor-
mally contains one or more text boxes. For example, a bulleted list slide con-
tains two text boxes. Each is set off by a dotted outline and has a “Click here”
instruction, as shown in Figure 7.13.
Figure 7.13 Text boxes on a new slide.

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If the current slide already has a text box where you’d like to add text, just
click in the box and start typing. If it doesn’t, select Text Box from the Insert
menu, click where you want the new text, and start typing. PowerPoint cre-
ates a new text box where you clicked.
You can also enter new slide text directly into the outline. Click next to a slide
and type text to create a title for that slide. Press Enter, and then Tab, to
begin typing the body text for the slide.
Editing Text
Edit slide content, notes pages content by inserting new characters, words.
To edit existing text on a slide, click in the text to select it. You can then type
new text or use standard word-processing keys (such as Del to delete a char-
acter or the arrow keys to move around) to edit the text.
You can also edit the content that appears on printed notes pages. In Normal
View, click in the Notes area beneath the slide to work with this text. Again,
standard word-processing keystrokes work fine in this view.
Changing Text Formatting

Change text appearance: font sizes, font types.
Apply text formatting such as: bold, italic, underline.
Apply case changes to text.
Apply different colors to text.
Apply shadow to text.
Align text: left, center, right in a slide.
PowerPoint supplies a variety of formatting tools that you can use on text in
slides:
➤ To change the font size or font type of text, first select the text by hold-
ing down the mouse button and dragging across the text. You can then
select a new font or a new font size from the drop-down controls on the
Formatting toolbar. Alternatively, you can select Font from the Format
menu to open the Font dialog box, which also allows you to change fonts
and sizes for the selected text.
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➤ To make text bold, select the text and click the Bold toolbar button on
the Formatting toolbar, or press Ctrl+B.
➤ To make text italic, select the text and click the Italic toolbar button on
the Formatting toolbar, or press Ctrl+I.
➤ To underline text, select the text and click the Underline toolbar button
on the Formatting toolbar, or press Ctrl+U.
➤ To change the case of text, select the text, and then select Change Case
from the Format menu. This action opens the Change Case dialog box,
shown in Figure 7.14. Select the option that you want and click OK.
➤ To change the color of text, select the text and then select Font from the
Format menu. Select a new color in the Color drop-down control and
then click OK.
➤ To apply a shadow to text, select the text and then select Font from the
Format menu. Check the Shadow check box in the Effects section and
then click OK.
➤ To change the alignment of text within a text box, select the text and
then select a choice from the Alignment submenu of the Format menu.
Alternatively, you can use the Align Left, Center, and Alight Right tool-
bar buttons on the Formatting toolbar to specify text formatting.
Figure 7.14 The Change Case dialog box.
Formatting Lists
Adjust line spacing before and after bulleted, numbered points.
Change between the style of bullets, numbers in a list from built-in standard options.
PowerPoint also lets you create bulleted or numbered lists. In fact, there are
probably more slides with bulleted lists than any other type. Here are some
techniques you should know for formatting these lists:
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➤ To adjust the line spacing of a list, click anywhere in the list and select
Line Spacing from the Format menu. This action opens the Line
Spacing dialog box. You can specify the amount of space to be used
before and after each paragraph. (PowerPoint treats each item in a list as
a separate paragraph.)
➤ To change the style of a list, right-click in the list and select Bullets and
Numbering to open the Bullets and Numbering dialog box, shown in
Figure 7.15. You can choose between a variety of built-in formats, or use
the Picture button to insert a picture before each bullet point or the
Character button to insert a character before each bullet point. You can
also select Bullets and Numbering from the Format menu to open this
dialog box.
Figure 7.15 Options for bulleted lists.
Using Undo and Redo

Use the undo, redo command.
PowerPoint supports unlimited undo and redo capabilities.

To undo the most recent action, reversing all its effects, select Undo from the
Edit menu, click the Undo button on the Standard toolbar, or type Ctrl+Z.
If you change your mind, you can then redo the action by selecting Redo
from the Edit menu, clicking the Redo button on the Standard toolbar, or
typing Ctrl+Y.
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You’ll notice drop-down arrows next to the Undo and Redo toolbar buttons.
Clicking on one of these arrows displays an entire list of recent actions that
you can undo or redo. Click on any action in the list to undo or redo all the
actions to that point.
Pictures, Images
Slides containing only text can get pretty boring. You should know how to
insert pictures and images into a slide.
Inserting Pictures
Insert a picture into a slide.
To add a picture to a slide, select Insert, Picture, Clip Art. This action opens
the Insert ClipArt dialog box. Double-click a category to see what’s available.
To select a picture, right-click it and select Insert. Close the Insert ClipArt
dialog box to see your master slide with the new picture.
Although the syllabus distinguishes between pictures and images, PowerPoint does
not. After you’ve inserted either one, it’s part of your presentation and you use the
same tools to work with it.
Inserting Images
Insert an image into a slide.
To add an image to a slide, select Insert, Picture, From File. Select an image
from the Insert Picture dialog box and click Insert to add it to your master
slide.
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Duplicate, Move, Delete

Need to rearrange things? No problem! PowerPoint uses standard menu
items and keyboard options to let you easily duplicate, move, and delete
objects.
Duplicating Text, Pictures, or Images

Duplicate text, pictures, images within the presentation, between open presenta-
tions.
To duplicate text, pictures, or images, you can use PowerPoint’s copy and
1. Select the element that you want to duplicate. For text, drag the mouse
over the text to select it. For a picture or image, click once on the pic-
ture or image to select it.
element and select Copy, or click the Copy toolbar button on the
Standard toolbar.
3. Select a destination for the data. It can be the slide you’re already on, a
slide elsewhere in the presentation, or a slide in another presentation
entirely.
toolbar.
Moving Text, Pictures, or Images

Move text, pictures, images within the presentation, between open presentations.
To move text, pictures, or images, you can use PowerPoint’s cut and paste
tools. Follow these steps:
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1. Select the element that you want to move. For text, drag the mouse
over the text to select it. For a picture or image, click once on the pic-
ture or image to select it.
element and select Cut, or click the Cut toolbar button on the
Standard toolbar.
entirely.
toolbar.
Resizing Pictures and Images

Resize pictures, images in a presentation.
To resize a picture or an image, click the image once to select it. This action
displays eight “sizing handles” around the image. Click the mouse on any of
the sizing handles and drag it to resize the image.
Deleting Text, Pictures, or Images

Delete text, pictures, images in a slide.
To delete any element from a PowerPoint slide, select the element and then
press the Delete key.
Charts/Graphs, Drawn Objects

Another way to dress up your slides is to include charts or drawings in them.
(The term graph is also used by some presentation applications, but
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PowerPoint uses chart.) In this section of the chapter, we review

PowerPoint’s offerings in this area.
Using Charts/Graphs
When you have numeric data to present on a slide, consider a chart. You
should know how to create and edit charts to pass the exam.
Creating Charts
Input data to create, modify different kinds of built-in charts/graphs in a slide: col-
umn, bar, line, pie.
To display a chart, you first need to get a blank chart into a slide. If you cre-
ate a slide based on a slide ty pe with a chart, it has an area captioned “Double
click to add chart.” So double-click there to add the chart. Otherwise, you
can select Chart from the Insert menu or click the Insert Chart toolbar but-
ton on the standard toolbar to insert a chart.
Either way, PowerPoint displays a chart containing sample data. The chart is
divided into two parts. First, there’s the chart proper, the graphical repre-
sentation of the data. Beneath the chart, you’ll find the chart’s datasheet,
which contains the data to display. The datasheet only appears when you are
editing the chart.
To input data for the chart, simply type over the data already on the
datasheet. Figure 7.16 shows some data and the corresponding chart dis-
played on a slide.
By default, PowerPoint creates a column chart. To see the other choices,
right-click in the chart area and select Chart Type. This action opens the
Chart Type dialog box, shown in Figure 7.17. You can choose bar charts, line
charts, pie charts, and many others.
Editing Charts
Change the background color in the chart/graph.
Change the column, bar, line, pie slice colors in the chart/graph.
Change the chart/graph type.
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Figure 7.16 Creating a chart on a PowerPoint slide.
Figure 7.17 Selecting a chart type.
PowerPoint gives you the flexibility to change almost any aspect of a chart.
Here are some examples of the things that you can do:
➤ To change the background color of a chart, right-click in the chart and
select Format Chart Area. Select a color from the Area section of the
Format Chart Area dialog box and click OK.
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➤ To change the color of a chart component, such as a column, bar, or

line, right-click the component on the chart and select Format Data
Series. Select a color from the Area section of the Patterns tab in the
Format Data Series dialog box and click OK.
➤ To change the color of a pie slice, right-click the slice and select Format
Data Point. Select a color and click OK.
➤ To change the type of the chart, right-click in the chart area and select
Chart Type. Choose a new chart type from the Chart Type dialog box
and click OK.
Organization Charts
PowerPoint also contains specialized tools for working with organization
charts.
Creating an Organization Chart

Create an organization chart with a labeled hierarchy. (Use a built-in organization
chart feature.)
To create an organization chart, you first need to get a blank organization

chart into a slide. If you create a slide based on a slide type with an organi-
zation chart, it has an area captioned “Double click to add org chart.” So
double-click there to add the organization chart. Otherwise, you can select
Organization Chart from the Picture submenu of the Insert menu to insert
an organization chart.
Double-clicking the organization chart area launches the Microsoft
Organization Chart application shown in Figure 7.18. Type your own orga-
nization’s information in the indicated areas, and then select Close and
Return from the File menu to place the organization chart on your slide.
Modifying an Organization Chart

Change the hierarchical structure of an organization chart.
Add, remove managers, co-workers, subordinates in an organization chart.
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Figure 7.18 Creating an organization chart.
The Microsoft Organization Chart application makes it simple to modify an

organization chart. To see how it works, double-click an existing organiza-
tion chart on a slide to open it in the external editing application.
To rearrange the hierarchy of the chart, grab any box with the mouse and
drag and drop it over another box. If you drop it on the bottom edge of the
other box, it becomes a subordinate to that box; if you drop it on the side, it
becomes a co-worker.
To add a manager, co-worker, subordinate, or assistant, click the correspon-
ding title on the editor toolbar, and then click on the box where you want
to add the new box. To remove a box, click on the box and then press the
Delete key.
When you’re finished editing, close the Microsoft Organization Chart appli-
cation. If you have unsaved changes, it prompts you to save the changes back
to the slide.
Drawn Objects
PowerPoint also provides tools for you to add your own drawings to your
slides.
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Adding Drawn Objects
Add different types of drawn object to a slide: line, free drawn line, arrow, rectan-
gle, square, circle, text box, other available shapes.
The Drawing toolbar contains a set of tools for adding drawn objects to your
slides, as shown in Figure 7.19.
Rectangle
Line Text Box
Arrow
Oval
Figure 7.19 Drawing tools for PowerPoint.
To add one of these objects to your slide, click on the appropriate tool and
then click and drag on the slide. For example, to add an arrow, click on the
arrow tool, click where you want the arrow to start, hold the mouse, and drag
to the spot where you want the arrow to end. PowerPoint draws the arrow
when you release the mouse button.
The shapes you can add include
➤ Line—The line tool inserts a straight line from the point where you start
drawing to the point where you release the mouse button.
➤ Free drawn line—The free drawn line tool inserts a line that follows the
cursor from the point where you start drawing to the point where you
release the mouse button.
➤ Arrow—The arrow tools insert a single- or double-headed arrow from
the point where you start drawing to the point where you release the
mouse button.
➤ Rectangle—The rectangle tool inserts a rectangle whose corners are at
the start and end of the mouse movement.
➤ Square—To insert a square, hold down the Shift key while you draw a
rectangle.
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➤ Circle—To insert a circle, hold down the Shift key while you draw an
oval.
➤ Text box—The text box tool inserts a rectangle where you can type text.
In addition to the simple shapes on the toolbar, the AutoShapes toolbar but-
ton provides access to an extensive palette of custom shapes: starbursts,
speech balloons, arrows, lightning bolts, and many more.
Editing Drawn Objects

Change drawn object background color, line color, line weight, line style.
To edit a drawn object, right-click on the object and select Format

AutoShape. This action opens the Format AutoShape dialog box, shown in
Figure 7.20.
Figure 7.20 Formatting a drawn object.
You can change almost any aspect of the drawn object from this dialog box:
➤ To change the background color of an object, select the new color from
the Color drop-down control in the Fill section of the Colors and
Lines tab.
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➤ To change the line color of an object, select the new color from the
Color drop-down control in the Line section of the Colors and
Lines tab.
➤ To change the line weight of an object, select the new line weight from
the Line Weight drop-down control in the Line section of the Colors
and Lines tab.
➤ To change the line style of an object, select the new line style from the
Line Style drop-down control in the Line section of the Colors and
Lines tab.
Click OK when you’re done reformatting the object to see your changes.
The Drawing toolbar also offers toolbar buttons to perform individual operations,
including changing the fill color, changing the line color, changing the line weight,
changing the line style, and changing arrow styles. These buttons might be more
convenient than the Format AutoShape dialog box if you need to make only a single
change.
Editing Arrow Styles
Change arrow start style, arrow finish style.
You can also change the style used to draw the ends of an arrow—for exam-
ple, to produce an arrow with two heads or one that ends with a circle rather
than an arrowhead. To do so, right-click on the arrow and select Format
AutoShape. You’ll find drop-down controls for the beginning and ending
arrow style in the Arrows section of the Colors and Lines tab.
Adding Shadows
Apply a shadow to a drawn object.
To add a shadow to a drawn object, first select the object on the slide by
clicking on it. Then, click the Shadow toolbar button on the drawing tool-
bar to display a menu of shadow styles. Click on a shadow style to apply it to
the object.
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Rotating, Flipping, and Aligning Drawn Objects
Rotate, flip a drawn object.

Align a drawn object: left, center, right, top, bottom of a slide.
You can also make changes to drawn objects after you draw them. To rotate
an object, click on the object to select it. Then, click on the Draw button on
the Drawing toolbar. Select Rotate or Flip, Free Rotate from the menu that
pops up. Drag any of the round handles that appear on the object with the
mouse to rotate it.
To flip an object, first select the object by clicking on it. Then, click the Draw
button on the Drawing toolbar, which reveals a menu of drawing operations.
Select Flip Horizontal or Flip Vertical from the Rotate or Flip submenu to
perform the flip operation.
To align a drawn object to an edge of the slide, grab the object with the
mouse and drag it towards the appropriate edge of the slide. When it gets
close to the edge, it will “snap” to exactly the edge of the slide. For more pre-
cise alignment, right-click on the object and select Format AutoShape to
open the Format AutoShape dialog box. You can use the Position tab to spec-
ify exactly the distance that the object should have from either the top-left
corner or the center of the slide, both horizontally and vertically.
Resizing Drawn Objects and Charts

Resize drawn object, chart within the presentation.
You can quickly resize a drawn object or a chart by clicking on the object to
select it. Then, grab a sizing handle (any of the squares that appear on the
edge of the object) with the mouse and drag the handle to resize the object.
Changing the Order of Drawn Objects

Bring an object to the front, back.
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When you place multiple drawn objects on a chart, they can overlap each
other. The object in front blocks your view of the objects in back. You can
reorder objects if you like. To bring an object to the front so that it overlaps
other objects, right-click on the object and select Bring to Front from the
Order submenu. To send an object to the back so that it is overlapped by
other objects, right-click on the object and select Send to Back from the
Order submenu.

Just like text and images, charts and drawn objects can be duplicated, moved,
or deleted.
Duplicating Charts or Drawn Objects

Duplicate a chart/graph, drawn object within the presentation, between open pre-
sentations.
To duplicate a chart or drawn object, you can use PowerPoint’s copy and
1. Select the element that you want to duplicate by clicking on it.
element and select Copy, or click the Copy toolbar button on the
Standard toolbar.
entirely.
toolbar.
Moving Charts or Drawn Objects

Move a chart/graph, drawn object within the presentation, between open presenta-
tions.
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To move a chart or drawn image, you can use PowerPoint’s cut and paste
tools. Follow these steps:
1. Select the element that you want to move by clicking on it.
element and select Cut, or click the Cut toolbar button on the
Standard toolbar.
entirely.
toolbar.
Deleting Charts or Drawn Objects

Delete a chart/graph, drawn object.
To delete any element from a PowerPoint slide, select the element and then
press the Delete key.
Be prepared to duplicate, move, and delete all slide elements, such as text, pictures,
images, and charts, for the exam.
Slide Show Effects

Unlike other documents such as word processing documents or spread-
sheets, presentations are designed to be dynamic. With PowerPoint, you can
use a variety of animation and transition effects to add pizzazz to your pre-
sentations.
Preset Animation
Preset animations let you animate objects on your slides when you’re giving
a presentation.
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Adding Animation Effects

Add preset text, image animation effects to slides. Change preset animation
effects on text, images.
PowerPoint includes both preset and custom animations. Preset animations

are easier to apply; custom animations are more complex but also more flex-
ible.
To apply a preset animation to a piece of text or an image, first select the text
or image by clicking on it. Then, select Preset Animation from the Slide
Show menu. This action shows you a submenu with 14 animation effects,
such as flying from the top of the screen or appearing typewriter-fashion.
Select the animation you’d like to apply to the element.
To see the effects of your animation, you can either run the slide show by
pressing F5 or select Animation Preview from the Slide Show menu. You
need to click the mouse or the spacebar once to display each animation on
the slide if you run the slide show. If you select Animation Preview, the ani-
mation appears in the separate window shown in Figure 7.21.
Figure 7.21 The Animation Preview window.
To change the preset animation for an image or a piece of text, just select
Preset Animation from the Slide Show menu and choose a new preset to use.
Transitions
The difference between animations and transitions is that animations happen
on a single slide, whereas transitions happen between slides.
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Adding Transition Effects
Add transition effects between slides. Change slide transition effects between
slides.
The easiest way to add transition effects between slides is to first switch to
Slide Sorter view. Then, click on the slide after the transition. (For example,
to create a transition between the first and the second slide, click on the sec-
ond slide.) Right-click and select Slide Transition to display the Slide
Transition dialog box, shown in Figure 7.22.
Figure 7.22 Creating a transition between slides.
Select a slide effect and a speed in the dialog box. The little picture of the
doggie shows you a preview of the selected transition. Click Apply to apply
the transition to just this slide or Apply to All to apply it to all slides.
To change the slide transition between slides, just repeat the process of
choosing a slide transition. The new slide transition replaces the old one.
Prepare Outputs
The final section of this module tests your ability to finish a presentation. It
includes these skills:
➤ Choosing an output format
➤ Spell-checking your presentation

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➤ Adding presentation notes
➤ Rearranging slides
➤ Printing the presentation
➤ Delivering the presentation
Preparation
It takes time to create a presentation, but before you can present your work
with confidence, you have just a few more steps. In this next section, you’ll
learn how to polish that presentation until it shines!
Choosing an Output Format

Select appropriate output format for slide presentation such as: overhead, hand-
out, 35 mm slides, onscreen show.
Depending on your audience and resources, there are a variety of ways to dis-
play your presentation:
➤ For a traditional classroom, you might have access to an overhead pro-
jector. In that case, you probably want to print your presentation as
overhead transparencies. You can buy special transparencies that most
computer printers can use.
➤ If you’d like your audience to be able to take home copies of your pres-
entation, PowerPoint lets you print handouts with miniature copies of
your slides. You might want to use handouts to supplement another
form of presentation.
➤ In some large venues, a 35mm slide projector might be the best way to
display slides. PowerPoint lets you send your presentation to a service
bureau to be turned into 35mm slides.
➤ Most modern classrooms and conference rooms have projectors that
work directly with computers. In that case, an onscreen show is the easi-
est way to display your presentation.
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Spell-Checking a Presentation
Spell-check a presentation and make changes such as: correcting spelling errors,
deleting repeated words.
Before giving a presentation, you should make sure that all the words on the
slides are spelled correctly. There’s nothing quite so embarrassing as putting
a typographical error up in six-foot-high letters in front of your boss.
Fortunately, PowerPoint has a built-in spell-checking feature.
To spell-check your presentation, select Spelling from the Tools menu or
press F7. PowerPoint examines each word in the document. If it finds any
word where it doesn’t think the spelling is correct, it displays the Spelling
dialog box, shown in Figure 7.23.
Figure 7.23 Dealing with a misspelled word.
The Spelling dialog box lets you choose a word to replace the one that’s
spelled wrong or tell PowerPoint that the spelling is correct by adding it to
the dictionary. That way, the word isn’t flagged the next time that you spell-
check.
You should also read over your presentation manually to catch problems,
such as repeated words, that PowerPoint is unable to catch automatically.
Adding Presentation Notes

Add notes for the presenter to slides.
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If your presentation is long or complex, you might find it useful to take notes
along with your slides. You can use a copy of these notes to cue you as you’re
speaking. To add notes to a slide, just type the notes into the notes window,
shown directly beneath the slide when the presentation is in Normal view.
Changing the Slide Setup

Change slide setup, slide orientation to portrait, landscape. Change paper size.
By default, PowerPoint creates horizontal slides that are suited for onscreen
display. But you’re not limited to this format. To change the slide setup or
paper size, select Page Setup from the File menu. This action opens the Page
Setup dialog box, shown in Figure 7.24. Here you can change the paper size
and orientation for your slides.
Figure 7.24 The Page Setup dialog box.
Duplicating and Moving Slides

Duplicate, move slides within the presentation, between open presentations.
You’ve already seen that you can duplicate or move elements on a slide. But
you can also duplicate or move entire slides. To duplicate slides, follow these
steps:
1. Place the presentation into Slide Sorter view.
2. Select the slide that you want to duplicate by clicking on it.

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slide and select Copy, or click the Copy toolbar button on the Standard
toolbar.
4. Select a destination presentation for the slide, and place this presenta-
tion into Slide Sorter view. Click at the spot where you’d like to insert
the duplicate slide.
5. Select Paste from the Edit menu, press Ctrl+V, or click the Paste but-
ton on the Standard toolbar.
To move a slide, follow these steps:

1. Place the presentation into Slide Sorter view.
2. Select the slide that you want to move by clicking on it.
slide and select Cut, or click the Cut toolbar button on the Standard
toolbar.
4. Select a destination presentation for the slide, and place this presenta-
tion into Slide Sorter view. Click at the spot where you’d like to insert
the duplicate slide.
5. Select Paste from the Edit menu, press Ctrl+V, or click the Paste but-
ton on the Standard toolbar.
Deleting Slides
Delete a slide, slides.
To delete a slide, place your presentation in Slide Sorter view. Then, select
the slide and press the Delete key. You can repeat the process to delete mul-
tiple slides.
Printing
Although most presentations are designed to be viewed onscreen, you can
also print them. In addition to printing copies of your slides, PowerPoint can
print supporting documents such as handouts and notes pages.
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Printing a Presentation
Print entire presentation, specific slides, handouts, notes pages, outline view of
slides, number of copies of a presentation.
Follow these instructions to print your presentation:

➤ To print the entire presentation, select Print from the File menu. This
action opens the Print dialog box, shown in Figure 7.25. Click Print to
print the presentation. As a shortcut, you can also print the entire file by
clicking the Print toolbar button on the Standard toolbar. This action
prints the file without asking you for any details.
➤ To print selected slides from the presentation, select Print from the File
menu. In the Print dialog box, click the Slides radio button. Enter the
numbers of the slides that you want to print, and click Print.
➤ To print handouts, select Print from the File menu. In the Print dialog
box, select Handouts in the Print What combo box. Click Print.
➤ To print notes pages, select Print from the File menu. In the Print dia-
log box, select Notes Pages in the Print What combo box. Click Print.
➤ To print an outline of your presentation, select Print from the File
menu. In the Print dialog box, select Outline View in the Print What
combo box. Click Print.
➤ To print multiple copies of your presentation, follow any of the preced-
ing instructions, and enter the number of copies in the Print dialog box
before you click Print.
Deliver a Presentation
With some files, printing is the end of the process. For presentations, how-
ever, you usually need to actually deliver the presentation.
Hiding and Showing Slides

Hide, show slides.
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Figure 7.25 The Print dialog box.
Sometimes, your presentation will contain more slides than you want to
show a particular audience. For example, a sales presentation might contain
both general information suited for management and detailed numbers
directed only at your sales team. Rather than create two separate presenta-
tions, PowerPoint lets you hide slides so that they do not appear when you
deliver the presentation.
To hide a slide, switch to Slide Sorter view. Then, right-click on the slide that
you want to hide and select Hide Slide or select Hide Slide from the Slide
Show menu.
To return a previously hidden slide to the presentation, right-click on the
slide and select Hide Slide again.
In Slide Sorter view, you see a little icon with a slash through it underneath any
hidden slides.
Starting a Slide Show
Start a slide show, start a slide show on any slide.

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To start a slide show, select Slide Show from the View menu, select View
Show from the Slide Show menu, click the Slide Show toolbar button at the
bottom of the Outline window, or press F5. Click the mouse or the space bar
to advance the show from slide to slide.
To start a slide show from a particular slide, select Set Up Show from the
Slide Show menu. Enter the starting and ending slide numbers in the Slides
section of the Set Up Show dialog box and click OK. Then, start the slide
show as you normally would.
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Review Questions
Question 1
You want to work on two presentations at the same time and to cut and paste
content between them. The two presentations are stored in the same directory
on a network drive. Which of these procedures lets you open both presentations
most easily?
❍ A. Launch PowerPoint twice from the Start menu. Use the File, Open
command once in each PowerPoint session to open a different file in
each session.
❍ B. Launch PowerPoint once from the Start menu. Use the File, Open com-
mand twice to open the two different files.
❍ C. Launch PowerPoint once from the Start menu. Use the File, Open com-
mand once to open the two different files.
❍ D. Launch PowerPoint on two separate computers. Open each presenta-
tion on a different computer.
Answer C is correct. PowerPoint can open two presentations in a single ses-

sion, and you can open more than one presentation in the Open dialog box
by holding down the Ctrl key as you select files. Answers A and B are incor-
rect because they involve extra work. Answer D is incorrect because you can’t
cut and paste content between different computers.
Question 2
Your presentation is almost finished. Now you want to insert transitions
between key pairs of slides. Which PowerPoint view should you work in?
❍ A. Normal view
❍ B. Outline view
❍ C. Slide Sorter view
❍ D. Slide Show view
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Answer C is correct. Slide Sorter view lets you see all your slides in minia-
ture and makes it easy to insert transitions. Answers A and B are incorrect
because Normal and Outline views do not indicate which slides have transi-
tions. Answer D is incorrect because you cannot edit your presentation while
it’s in Slide Show view.
Question 3
You have nearly finished a presentation but want to change the background
color of all the slides. You don’t want to change any other design elements. How
should you proceed?
❍ A. Change the background color of the master slide.
❍ B. Apply a new design template that has the desired background color.
❍ C. Change the background color of each slide individually.
❍ D. Create a new presentation with the desired background color, and copy
the slides to the new presentation.
Answer A is correct. Changes to the background color of the master slide

automatically show up in all slides in the presentation. Answer B is incorrect
because changing the design template changes other features such as fonts.
Answer C is incorrect because it requires more work than changing the mas-
ter slide background color. Answer D is incorrect because you don’t specify
the background color when you create a presentation.
Question 4
Which of these can PowerPoint automatically insert in the footer of every slide?
❑ A. The initials of the presentation author
❑ B. The slide number
❑ C. A fixed date and time
❑ D. The current date and time
Answers B, C, and D are correct. The Header and Footer dialog box lets you
automatically insert these items on every slide in a presentation. Answer A is
incorrect because displaying the author’s initials is not one of the choices in
this dialog box.
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Question 5
How many actions does PowerPoint let you undo or redo?
❍ A. 1
❍ B. 10
❍ C. 50
❍ D. An unlimited number
Answer D is correct. There is no limit on the number of actions you can

undo or redo in PowerPoint.
Question 6
You want to add arrows to a slide to emphasize key points. Which of these ele-
ments should you add to the slide?
❍ A. Image
❍ B. Graph
❍ C. Organization chart
❍ D. Drawn object
Answer D is correct. The Drawing toolbar includes an arrow tool, as well as

a variety of arrows in the AutoShape tool. Answer A is incorrect because even
if you could find a picture of an arrow, it’s easier to use the drawn arrow.
Answers B and C are incorrect because these elements do not display arrows.
Question 7
You want to emphasize a point during your presentation by having a piece of text
fly in from the top of the screen. Which element should you add to the slide?
❍ A. Transition
❍ B. Preset animation
❍ C. Chart
❍ D. Master slide
Answer B is correct. Animations allow the elements on an individual slide to

move. Answer A is incorrect because transitions control the switch from one
slide to another, not the elements on a single slide. Answer C is incorrect
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because PowerPoint charts are static. Answer D is incorrect because every

presentation has a master slide; it has nothing to do with animations.
Question 8
You want your audience to be able to take home a copy of your presentation for
future reference. The copy should include both the slides and your notes. What
should you print?
❍ A. Presentation
❍ B. Handouts
❍ C. Notes pages
❍ D. Outline
Answer C is correct. The Notes Pages printout includes both slides and
notes. Answers A and B are incorrect because these printouts do not include
notes. Answer D is incorrect because the outline doesn’t include the slides or
the notes.
Question 9
You are getting ready to deliver your presentation to an audience of potential
employees. Slide 2 contains information that should not be seen by this audi-
ence. What should you do?
❍ A. Ask the audience to close their eyes when that slide is displayed.
❍ B. Press spacebar twice after you’re done with the first slide.
❍ C. Click the mouse twice after you’re done with the first slide.
❍ D. Hide the slide.
Answer D is correct. PowerPoint allows you to hide a slide so that it is not a

part of your slide show at all. Answer A is incorrect because there’s no guar-
antee that no one will peek. Answers B and C are incorrect because the slide
will still appear, even if it is replaced quickly.
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Question 10
Which of these PowerPoint features allows you to quickly make changes to
every slide in a presentation?
❑ A. Master slide
❑ B. Insert Picture
❑ C. Drawing toolbar
❑ D. Design template
Answers A and D are correct. Changes to the master slide or to the design
template affect every slide in a presentation. Answers B and C are incorrect
because pictures and drawn objects only affect a single slide.
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Need to Know More?

Gilgen, Read. Absolute Beginner’s Guide to Microsoft Office PowerPoint
2003. Indianapolis, Indiana: Que Publishing, 2003.
Stewart, Laura. Easy Microsoft PowerPoint 2000. Indianapolis,
Indiana: Que Publishing, 1999.
Florida Gulf Coast University PowerPoint Tutorial, http://www.
fgcu.edu/support/office2000/ppt/
8
Information and
Communication
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✓ Internet ✓ Encryption
✓ World Wide Web ✓ Digital certificate
✓ Hypertext Transfer Protocol (HTTP) ✓ Digital signature
✓ Uniform Resource Locator (URL) ✓ Virus
✓ Hyperlink ✓ History
✓ Internet service provider (ISP) ✓ Bookmark/Favorites
✓ File Transfer Protocol (FTP) ✓ Download
✓ Web browser ✓ Netiquette
✓ Search engine ✓ Electronic mail (email)
✓ Cookies ✓ Address Book
✓ Cache
✓ Using a Web browser to interact with the ✓ Printing information from a Web site or an
Internet email message
✓ Understanding the components of a Web ✓ Using an email client to receive and send
address (URL) and an email address electronic mail messages
✓ Understanding the importance of security ✓ Managing email using an email client such
and recognizing methods of being secure as Outlook Express
whether it’s a Web site or the exchange of ✓ Reading, replying to, and sending email
email messages, with and without attachments
✓ Searching and finding the information you
need using a search engine
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This chapter covers online issues such as viewing and collecting data from
the Internet and exchanging electronic mail. Specifically, this module covers
the following three topics:
➤ Using the Internet
➤ Navigating the Internet
➤ Searching the Internet
After learning about each of these topics, you’ll be ready to take the test for
Module 7!
Write Send and

Message Reply to All Print Receive All Find
Reply to Sender Forward Delete Address Book
Outlook Express default toolbar.
The Internet
Seldom does technology touch as many average people as the Internet has.
Everyone, from your grandmother to your children, seems to be using the
Internet for personal and business purposes. This section introduces you to
the following:
➤ New concepts and terms you’ll encounter on the Internet
➤ Security considerations
➤ Using a Web browser
➤ Adjusting your browser
Concepts/Terms
Most likely, you’ve experienced the Internet and the World Wide Web. Even
so, there’s a lot to learn. The following sections will give you some funda-
mental understanding of the Internet.
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The Difference Between the Internet and the

World Wide Web
Understand and distinguish between the Internet and the World Wide Web
(WWW).
The Internet and the World Wide Web aren’t the same thing, although they
are related. Sometimes, you will hear the terms used interchangeably—
incorrectly. The Internet is a network that forms a global network by con-
necting millions of computers. The World Wide Web is a particular portion
of the content on the Internet: all the hyperlinked Web pages that you’ll find
as you navigate the Internet with a Web browser.
The exam requires you to have a good understanding of what the Internet and the
World Wide Web are and how they differ.
Some New Terms

Define and understand the terms: HTTP, URL, hyperlink, ISP, FTP.
As you use the Internet, you’ll encounter some new terms. The following list
gives you some of the basic terms that an Internet user should be aware of:
➤ HTTP: Hypertext Transfer Protocol—The protocol used to connect your
computer, via a web server, to the Internet and vice versa. HTTP is the
language browsers and servers use to talk to one another.
➤ URL: Uniform Resource Locator—An address that directs your request to
the appropriate server and directory.
➤ Hyperlink—A special type of text string that accesses a file or page by
simply clicking the link.
➤ ISP: Internet Service Provider—A company that provides access to the
Internet, usually for a fee.
➤ FTP: File Transfer Protocol—The protocol used to exchange (a form of
downloading) files via the Internet.
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Web Address Structure

Understand the make-up and structure of a Web address.
A URL consists of several components, which usually use the following

syntax:
http://www.domainname.topleveldomain[/directory/...][,filename]
In this sample syntax, domainname represents the name of your domain, which
you must purchase and register. If you don’t have your own domain, your
host server determines the domainname. The topleveldomain component is usu-
ally a two- to three-letter combination that groups certain site types. You’re
probably familiar with a few of them, such as .com for commercial, .gov for
government agencies, and .org for organizations.
The directory path is controlled by you and determines where filename, the
actual file the user is accessing is stored—pretty much the same way you’d
store any file.
What’s a Web Browser?

Know what a Web browser is and what it is used for.
We’ve told you what the Internet is, and now it’s time to learn just how you
access all that information. You’ll use what’s known as a Web browser, which
is simply software that allows you to access and display data on the Internet.
Throughout this chapter, we use Microsoft Internet Explorer 6.0. Other
popular browsers include Netscape Navigator, Opera, and Mozilla.
What’s a Search Engine?

Know what a search engine is and what it is used for.
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There’s a lot of information out there, and chances are that you’ll need help
finding it. For that, you can rely on a search engine. A search engine is soft-
ware that runs a keyword or phrase search on Internet documents and
returns a list of links that you can use to quickly access possible target docu-
ments.
Your Cache and Cookies

Understand the terms cookie, cache.
Sometimes, a Web site customizes what you see, just for you. To complete
this customization, the site might save a small text file known as a cookie on
your local system. Every time you access the site, information in the cookie
is automatically sent to the site to customize what you see.
To speed up your Internet experience, most browsers maintain a cache of
files on your local hard drive. For example, the Microsoft logo very rarely
changes, so your browser saves a copy the first time that you visit the
Microsoft Web site. The next time you go back to the site, your browser uses
the saved copy instead of wasting time downloading the logo again.
Security Considerations
Whether you’re dealing with a lone system in your home or a corporate
intranet, security is a problem you should take seriously.
Protecting a Web Site
Know what a protected Web site is (use of username and password).
One way Web developers protect their sites is to limit visitors and limit what
visitors can access. For instance, you’ve probably been asked to provide a
username and password before entering a site: that’s one way a developer can
protect confidential data. If you don’t have the proper credentials, you sim-
ply can’t get in. Once in, a visitor might also be limited to the data he or she
can view.
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Digital Certificates
Know what a digital certificate is.
When dealing with online contacts, it’s hard to verify that a person is the per-
son she claims to be. When verification is important, you can purchase a dig-
ital certificate from a third-party company.
The digital certificate allows you to send an encrypted (coded) message that
also contains a key that allows the recipient to decrypt the message.
Web sites also use digital certificates to prove their identities. When you
access a Web site with an address that begins with https (instead of the reg-
ular http), your browser checks a digital certificate owned by the Web site. If
the certificate is valid, most browsers display a little lock icon at the bottom
of the screen to indicate that the site is secure. Avoid giving personal and
credit information to unsecured sites.
Encryption
Know what encryption is and why it is used.
An effective means of security is encryption. This process translates the mes-

sage into code that can only be decrypted by providing a key or password.
Encryption prevents eavesdroppers from reading and understanding your
messages.
Avoiding Virus Infection

Be aware of the danger of infecting the computer with a virus from a downloaded
file.
A virus is a file that replicates itself and it is dangerous, so you should take
measures to protect your system. These files are passed via email, infested
Web sites, and even by infected files on an external diskette.
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The best way to protect your system and subsequently your work is to pur-
chase and install virus-scanning software. (Read more about this software in
Chapter 3, “Using the Computer and Managing Files.”) Not only does such
software protect you from infected email messages, but it also catches virus-
laden files that you might accidentally download from the Internet.
Credit Card Fraud

Be aware of the possibility of being subject to fraud when using a credit card on
the Internet.
Another serious security issue you might face is credit card fraud. We hope
that you’ll take measures to protect yourself beforehand and never face the
actual problem. If you’ve ever purchased anything over the Internet using a
credit card, chances are that credit card information (including the actual
number) is still stored on your local system somewhere. A malicious hacker
that knows what he’s looking for can easily gain access to a vulnerable system
while it’s connected to the Internet, glean that information, and then use
those credit card numbers to make purchases. Of course, doing so is illegal,
but that doesn’t really help you once the damage is done. The best way to
protect yourself from this type of invasive crime is to use a firewall (which
you’ll learn about in the next section).
What’s a Firewall?
Understand the term firewall.
A firewall is hardware or software that prevents unauthorized access to a lone

system or a complex network. All incoming and outgoing messages are exam-
ined, and only those meeting specific conditions are allowed in or out.
Windows XP includes a built-in firewall called the Internet Connection
Firewall that you should always enable when you’re browsing the Internet;
see Windows XP Help for instructions.
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First Steps with the Web Browser

If you haven’t actually used a Web browser, now’s the time to learn. You start
by simply opening and closing Web pages and then learn some of the tricks
and tools that can make Web browsing easier and more enjoyable.
Opening and Closing Your Web Browser

Open (and close) a Web browsing application.
Your Web browser opens and closes just like any other Windows-based pro-
gram. There’s probably a shortcut icon (read Chapter 3 for more informa-
tion on shortcut icons) on the Windows Quick Launch toolbar or the desk-
top. If that’s the case, you can double-click that icon to launch your browser.
Otherwise, click the Start menu and click the browser item on the Start
menu or click All Programs to display all the software on your system. Figure
8.1 shows Internet Explorer, the default Web browser for Windows.
Figure 8.1 The Internet Explorer Web browser.
To close the browser, click the Windows Close button in the application’s
title bar or choose Close from the File menu.
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Changing the Browser’s Home Page

Change the Web browser HomePage/Startpage.
Each time you launch your browser, it displays the same Web page, known
as the home page. This page is specific to you, and you can change it anytime
you like. To do so, choose Options from the Tools menu, and on the General
tab, enter the appropriate URL in the Address control in the Home Page
section.
Displaying a New Window
Display a Web page in a new window.
When you click a link to display a new page, your browser leaves the current
page and displays the new page. You can force the browser to open the new
page in a new window by holding down the Shift key while you click the link.
As a result, you’ll have two (or many) browser windows open displaying dif-
ferent pages. Alternately, you can right-click the link and choose Open in
New Window.
Stopping a Download
Stop a Web page from downloading.
Once you access a page, your browser connects the server and begins to
download (transfer) the necessary components to correctly display the page.
You can stop this process at any time by simply clicking the Stop button on
the toolbar.
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Refreshing a Web Page

Refresh a Web page.
What you see isn’t always the latest and greatest because your browser caches
information on your local system and then displays that information when
you access a page. Generally, it makes a page load faster.
To make sure you’re seeing the most recent version of a page, click the
Refresh button on the toolbar. Doing so forces the server to download a
fresh copy of the page instead of loading the page from your locally stored
files.
Getting Help
Like almost all Windows-based applications, your browser offers a number

of help topics. To access these topics, choose Contents and Index from the
Help menu to open a traditional Help window where you can run keyword
and phrase searches.
Adjust Settings
Windows-based applications are good at determining the environment set-
tings that users like the most, but you’re not stuck with those settings. You
can adjust your browser to suit you.
Using Built-In Toolbars

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By default, the browser launches with a menu bar and a toolbar. To display a
toolbar that’s not currently displayed, choose Toolbars from the View menu
and check the appropriate item. Repeat this action, unchecking the item to
hide a toolbar.
Hiding Web Images

Display, hide images on a Web page.
Browsing the Internet can be a timely occupation, especially if you’re using

a dial-up connection instead of one of the speedier Digital Subscriber Line
(DSL) or broadband technologies. You can speed things up a bit by not dis-
playing images as you browse. To change this setting, choose Internet
Options from the Tools menu and click the Advanced tab. In the Multimedia
section, uncheck the Show Pictures item, and click OK.
The browser displays a broken image placeholder where images would nor-
mally be if you downloaded them. You can quickly download an image by
right-clicking the broken image placeholder and choosing Show Picture
from the resulting menu.
Finding Previously Visited URLs

Displaying previously visited URLs using the browser address bar.
Your browser tracks your visits in what’s known as the history. That makes it
easy for you to find a site that you want to revisit but didn’t bookmark.
To access your browser’s history, click the History button on the toolbar to
open the History panel, as shown in Figure 8.2. This window lists all the sites
you’ve visited in the previous 20 days (including the current day). In addition,
the address bar (where you enter the URL) is actually a combo box. Use its
drop-down list to show the most recently visited sites.
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Open the Address control’s

drop-down list to view
The current page’s URL Click to view the History panel recently visited sites
Click to access other pages
Figure 8.2 Use the browser’s History panel to quickly access pages you’ve visited before.
Deleting History
Delete browsing history.
Maintaining the historical data takes a bit of hard drive space (albeit not that
much). In addition, you might not want anyone else to know the different
sites you’ve hit. To erase the historical data, choose Internet Options from
the Tools menu and click the General tab. At the bottom of the resulting dia-
log box, click the Clear History button (in the History section).
Web Navigation
Fortunately, browsers are easy to use and that makes navigating the Internet
simple enough for all of us. In this section, you’ll learn how to
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➤ Access Web pages.
➤ Use bookmarks to save favorite spots.
➤ Organize bookmarks.
Accessing Web Pages

Accessing information on the Internet is as simple as dialing a phone num-
ber or addressing an envelope. As long as you’ve got the right address (and a
password, if necessary), you’re in.
URLs
Go to a URL.
The most vital component to accessing Web sites is the URL. We told you
earlier what an URL is: It’s a Web address that directs your browser to the
appropriate server so you can connect to a specific page or site.
Most of the time, accessing a page or site is a simple matter of clicking a link
that does everything for you. Occasionally, you might have to enter the URL
yourself. When this is the case, click in your browser’s Address control (on
the toolbar) and type the correct URL (see Figure 8.2). When you press
Enter, your browser accesses the page at the specified address.
Using a Link
Activate a hyperlink/image link.
As just mentioned, often accessing a page is as simple as clicking a link that’s

provided on the current page. The link can be in the form of text or an
image. You can tell when the cursor is over a link because the cursor changes
to a hand with a pointing finger. Just click it and the browser automatically
accesses the link’s specified page.
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Navigating Pages
Navigate backward and forward between previously visited Web pages.
The browser tracks your activity as you move from page to page in the cur-
rent session. Using the Back and Forward buttons on the toolbar, you can
return to previous pages. The Forward tool returns you to previous pages,
but only after you’ve backtracked to previous pages. Think of your current
page as the current page in a book where you’ve viewed pages that fall before
the current page and pages that come after the current page. Click Back to
access pages that fall before your current position and click Forward to access
pages that occur after your current position.
Using a Web-Based Form

Complete a Web-based form and enter information in order to carry out a
transaction.
Web-based forms are everywhere. You might have to register to view free
content or you might provide personal and credit information when making
a purchase through a secured site. A Web-based form is simply a page that
solicits information from you and passes it along to the site’s server for pro-
cessing and storage.
You might use a form, similar to the one shown in Figure 8.3, to provide the
requested information and move from control to control by clicking each
control or pressing the Tab key. When you’ve supplied all the necessary
information, you might need to submit the form by clicking a button. The
form in Figure 8.3 provides an Order button for this purpose. Or you could
click Reset to clear the controls instead.
Using Bookmarks
Many of us find ourselves returning to the same sites on a regular basis.
When this happens, consider bookmarking the page. A bookmark is simply a
saved link that you can quickly access instead of having to retype the URL
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each time you want to visit the page. You might also see the term favorite in
reference to bookmarks.
Click here to submit entered data Secured site icon

Figure 8.3 Web-based forms solicit information from the visitor.
Bookmarking a Page
Bookmark a Web page.
To add a page to your list of favorites (or create a bookmark), follow these
steps:
1. Access the page you plan to bookmark or add to the favorites list.
2. Choose Add to Favorites from the Favorites menu.
3. Enter a new name for the page or accept the page’s default name, as
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Figure 8.4 Add a page to your list of favorites.
4. Select a folder (or not) in the Create In list.
You can also use Ctrl+D as a shortcut to add the current page to your
favorites. In this case, the Add to Favorites dialog box is suppressed; the page
is added to the bottom of the list.
Using a Bookmark
Display a bookmarked Web page.
Using a favorite link or bookmark is even easier than creating one. Simply
display the list of favorites by selecting Favorites from the menu. Then, click
the favorite link. If the link is in a folder, select the folder and then choose
the link from the resulting list.
An easier way is to just display the Favorites pane by clicking the Favorites
tool on the toolbar. Doing so opens the list of favorite folders and links on
the left side of the screen.
Organizing Bookmarks
As your list of favorites grows, you might want to organize them in folders.
Doing so helps you find those links more quickly.
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Bookmarking a Folder
Create a bookmark folder.
Figure 8.4 showed several folders, and each is devoted to a specific topic or
category. To create one of these folders, follow these steps:
1. Select the page you want to bookmark or add to the favorites list.
2. Choose Organize Favorites from the Favorites menu.
3. In the resulting dialog box, click the Create Folder button to add a
New Folder icon to the favorites list.
4. Enter a name for the new folder, and click Close.
Adding Bookmarks to a Folder

Add Web pages to a bookmark folder.
Once you have folders, you can add favorites to those folders. Access the
page you want to add to your favorites list and choose Add to Favorites from
the Favorites menu. In the resulting dialog box, select the appropriate fold-
er in the Create In list, and then click OK.
If an appropriate folder doesn’t exist, click the New Folder button, enter a
name, and click OK. Then, select the new folder, and click OK.
Deleting Bookmarks
Delete a bookmark.
To remove an item from the favorites list (or delete a bookmark), choose
Organize Favorites from the Favorites menu. Select the item from the list
and click Delete.
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Web Searching
Regardless of your incentive, you might find yourself spending a lot of time
searching for the information you need. In this section on searching the
Web, you’ll learn how to
➤ Use a search engine.
➤ Copy text from a Web page to a local document.
➤ Save a Web page to a local drive.
➤ Download a file from the Web page to a local drive.
➤ Print from a Web page.
Using a Search Engine

The right search engine can help you find the information you need quick-
ly. To pass the ICDL exam, you should know how to use a search engine and
understand some of the basics of searching for information on the Internet.
Selecting a Search Engine

Select a specific search engine.
There are a number of search engines available. Probably the most popular
are Google and Yahoo! In fact, Google is so popular that the term google or
the phrase run a google means to search.
The search engine you end up using depends on your particular needs and
tastes. Although the major search engines return similar results, you will find
some differences. Sometimes, it might take a turn at more than one engine
to find all the resources you need. The following is a list of the more popu-
lar search engine sites and their URLs:
➤ Google—http://www.google.com
➤ Yahoo!—http://www.yahoo.com
➤ AltaVista—http://www.altavista.com
➤ Lycos—http://www.lycos.com
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➤ Excite—http://www.excite.com
➤ MetaCrawler—http://www.metacrawler.com
➤ DogPile—http://www.dogpile.com
Each search engine home page has its own set of controls for searching.
Figure 8.5, for example, shows the Google search engine.
Figure 8.5 Google is a popular search engine for the Internet.
A Keyword or Phrase Search

Carry out a search for specific information using a keyword, phrase.
A search engine should be able to handle a search on a keyword or phrase. A

keyword search is a search on a single word that somehow identifies the cate-
gory or topic for which you’re searching.
To use a search engine, simply visit the engine’s site and enter the keyword
or phrase. It’s that simple. The engine returns a list of links for you to explore
further.
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Enclosing a phrase in quotation marks often returns a different set of links from
that of the unenclosed phrase. That’s because the engine views the enclosed
phrase as a keyword and returns only those sites that contain the exact phrase.
Without the quotation marks, the engine returns references that contain parts of
the phrase.
Using Criteria to Search

Combine selection criteria in a search.
Most engines let you search on multiple keywords. For instance, the search
string emerald jewelry will probably return a slightly different set of links from
jewelry +emerald. In the latter string, the links must contain both words. That
means the latter string narrows the search more than the former. In contrast,
the search string jewelry –emerald would omit all links that include the word
emerald.
Each search engine has specific rules for combining search strings. Look for
a link to advanced searching methods.
You’ll be expected to successfully complete a keyword or phrase search.
Copying Web Contents to a Document

Duplicate text, image, URL from a Web page to a document.
Once you find the information you’re looking for, you might want to store it
locally so you can refer to it as needed without being online. Usually, this
process is simple. If you’re saving a picture, right-click the picture and
choose Save Picture As item. In the resulting dialog box, specify the local
folder and click OK. (Chapter 3 gives instructions for saving a file to your
local system.)
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To copy text or a URL, select the text and press Ctrl+C. Or choose Copy
from the File menu. Select or open the document into which you’re copying
the Web text and press Ctrl+V or choose Paste from the File menu.
Saving a Web Page

Save a Web page to a location on a drive as a txt file, html file.
You might want to save the entire Web page, and there are two ways to go
about it. You can save the page as a favorite and click the Make Available
Offline option. Or with the page current in the browser, choose Save As from
the File menu. Specify the local folder in the Save in control, rename the
page if necessary, and adjust the Save As Type option if necessary. These
options are defined in Table 8.1. When you’re done, click Save.
Table 8.1 Save As Web Page Options

Option Explanation
Web Page, complete Saves all the files needed to display the page, including graph-
ics, frames, and style sheets.
Web Archive Saves a snapshot of the current Web page.
Web Page, HTML Only Saves only the information on the page; it doesn’t save the
graphics, sounds, or other files.
Text Only Saves just the text on the page, without any of the formatting
information such as fonts and colors.
Downloading Files
Download text file, image file, sound file, video file, software, from a Web page to
a location on a drive.
A lot of sites host files that you can download to your local system or diskette.
Usually, these sites provide a specific set of instructions or a link that auto-
matically initiates the download process for you. At some point, you can
expect to specify the folder in which you want to save the downloaded file.
Other than that, the process is automatic.
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You can also download text files, image files, sound files, and video files that
are linked to Web pages. Whatever the type of file, just right-click the hyper-
link and select Save Target As. Then, specify the destination directory on
your computer and click OK.
Figure 8.6 shows a typical download task in progress. Clicking the download
link displays the File Download dialog box. Usually, you click Save and then
point to a local folder. Once you identify where you want the downloaded file
saved, the download continues. You might or might not see a progress dialog
while you wait.
Figure 8.6 Click a link to download a file.
Preparation
Printing a page is a common task. You might want to review the text later
offline or you might even want to store the information for later use.
Previewing a Web Page

Preview a Web page.
Before you actually print a page, you might want to preview it to see how
well all the elements will fit on the printed page. To preview the page, choose
Print Preview from the File menu.
Changing Page Orientation
Change Web page orientation: portrait, landscape. Change paper size.

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A lot of Web pages won’t print properly in portrait orientation. When that’s
the case, consider changing the orientation to landscape. Or if your printer
accommodates paper of different sizes, change the paper.
To change the orientation, choose Page Setup from the File menu. In the
resulting dialog box, choose the appropriate Orientation option, shown in
Figure 8.7. Choose the appropriate paper size from the Size control’s drop-
down list in the Paper section.
Choose a paper size
Choose an orientation
Adjust the margins
Figure 8.7 Change the print orientation and paper size.
Changing Margins
Change Web page margins: top, bottom, left, right.
Just like a document, a page has four margins: top, bottom, left, and right. To
adjust those settings, choose Page Setup from the File menu and enter the
appropriate margin settings (refer to Figure 8.7).
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Printing
Printing a Web page is similar to printing a document. However, keep in
mind that Web pages can contain complex elements and images that might
not print as well on your printer as they look onscreen.
Choosing Print Options
Choose Web page print output options such as: entire Web page, specific page(s),
specific frame, selected text, number of copies, and print.
To actually print the Web page, click the Print button on the toolbar or
choose Print from the File menu or press Ctrl+P. The latter two methods
provide more control by displaying the dialog box shown in Figure 8.8.
Clicking the Print button prints one copy of the current page. If the page has
frames, Current refers to the section where the cursor is present.
Print all the pages
Specify the
number of copies
Print the selected text

Print a range of pages
Figure 8.8 Control a print task.

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Use the following rules to specify a range of pages:

➤ 1–5 prints pages 1, 2, 3, 4, and 5.
➤ 1, 5 prints pages 1 and 5.
➤ 1–5, 7 prints pages 1, 2, 3, 4, 5, and 7.
The Options tab lends help when the site has frames. When the site has no
frame, the options are dimmed and inaccessible. When frames are present,
simply click the appropriate option, as shown in Figure 8.9. You can print the
selected frame, all frames separately, or the entire page as it appears in your
Web browser.
Figure 8.9 Determine which frame sections get printed.
Communication
Quick access to information isn’t the only gain of the technology era: com-
munication has also greatly improved. Businesses can offer products to peo-
ple all over the world, and we have almost instant contact with new and old
friends all over the world.
Electronic Mail
Just 10 years ago, we were asking “What’s email?” Now, everyone has it,
maybe even your grandmother! In this section, you’ll learn about
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➤ Electronic mail
➤ Messaging
➤ Mail management
Concepts/Terms
The idea of communicating via your computer might be new to you, but the
concept is simple. Think of your computer as a type of mailbox by which you
can send letters and receive letters from others.
Email Address Structure

Understand the make-up and structure of an email address.
You probably have an email address, which works a lot like a Web site’s URL.
It directs your mail to a particular server and then on to you. All email
addresses have the same structure:
individual@domain.extension
In this example, individual identifies the person receiving the mail, and
domain identifies the server or site domain that routes the message onto indi-
vidual. The extension component is a three-letter identifier that specifies the
type of site. The most common is .com for commercial. A few other exten-
sions include .gov for government, .org for organization, and .edu for an edu-
cational institution. Much more goes on behind the scenes because those
components have to be resolved to a specific computer, but for the most part,
simply understanding the two components is sufficient.
Email Advantages
Understand the advantages of email systems such as: speed of delivery, low cost,
flexibility of using a Web-based email account in different locations.
Email has many advantages, most of which you don’t realize until you actu-
ally start using it. Probably the biggest advantage is the almost instantaneous
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delivery of information. Instead of waiting for reports to make it from one

side of the building to another, you can email them and everyone has the
information instantly. If you had to mail those reports before, email reduces
the delivery time from days, in some cases, to just seconds.
Second, consider the savings in costs. Instead of spending several dollars to
mail large sets of reports and other vital information to colleagues and
clients, you can email them. Yes, you have the overheard of computers, soft-
ware, and online connections, but you probably incur those costs even if you
don’t use email.
In addition, email is flexible and available almost anywhere. All you need is a
connection and you’re ready to send and receive mail. It’s not always easy to
find a post office!
Email Etiquette
Understand the importance of network etiquette (netiquette) such as: using accu-
rate descriptions in email message subject fields, brevity in email responses, spell
checking outgoing email.
When meeting with co-workers and head honchos, you probably use profes-
sional, polite, and attentive manners. Email is no different. In fact, it’s even
more important to apply good manners to your email correspondence
because text messages lack the face-to-face contact that convey more than
words. In fact, etiquette is such a large part of online communications that
these rules have become known as netiquette—the manners and guidelines of
cyberspace (online). The following are a few basic guidelines that you’ll want
to adopt:
➤ Show online personalities the same respect you afford face-to-face con-
tacts.
➤ Don’t use all uppercase letters. It comes across as shouting and can cre-
ate hard feelings.
➤ Treat your online communications as though they are professional docu-
ments by running spell checks and thoroughly proofing for grammar.
➤ Consider using emoticons. They are text combinations that convey emo-
tions, such as the following smiling or winking face, :) and ;). They can
help prevent misunderstandings. However, emoticons should be used
only in informal messages. Don’t use them in reports and so on.
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➤ Don’t forward spam, junk mail, or chain emails that promise good luck,
friendship, and so on.
➤ At all costs, avoid flaming—name-calling and hurling insults.
➤ Email messages for business purposes should be succinct and as brief as

possible.
➤ Profane language is frowned upon.
➤ Use descriptive subject text.
➤ Most companies restrict email to business activities only.
➤ Respond to business email quickly.
Security Considerations
You can’t lock up your snail mail (post office) mailbox and the same is also
true with your email inbox. Expect to be bombarded with all kinds of unso-
licited offers and greetings. You’ll learn quickly how to discern between valid
messages and junk, and the Delete key will become one of your best friends.
Unsolicited Email
Be aware of the possibility of receiving unsolicited email.
Unsolicited email is just like the junk mail offers you receive through your
postal mail service. There’s little you can do about it, so just learn to live with
it and delete them. Beyond that, follow the following guidelines to protect
your system and your personal and professional business:
➤ Don’t open attachments from people you don’t know or aren’t expect-
ing. They can sometimes hold viruses or other harmful items that can
negatively affect your computer (more on this in the next section).
➤ Don’t respond to unsolicited emails, even to unsubscribe from their list.
Most likely, there really isn’t a list and responding to these emails simply
verifies that your address is a valid and active address and is therefore,
more valuable when sold—and it will be sold!
➤ If it’s too good to be true, it is. There are tons of scam artists just wait-
ing to separate you from your money. Be alert and never send credit
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card information or passwords in response to an email request—even if

the request looks legitimate. A legitimate business never requests your
credit card information or passwords by email (or via a chat application).
If unsolicited email becomes a serious problem, you might want to investi-

gate some of the many programs out there that can block some of this mail
from reaching your inbox.
Virus Infestation via Email
Be aware of the danger of infecting the computer with a virus by opening an

unrecognized mail message, an attachment contained within an unrecognized mail
message.
We’ve already discussed the dangers of infecting your system with a virus
through an email message. The virus is attached to an email message, which
you download. Opening the attachment (and sometimes just previewing the
email) releases the virus into your system.
Don’t open attachments from people you don’t know or if you’re not expect-
ing an attachment. Also, invest in virus-scanning software that handles these
files when encountered. (Chapter 3 discusses this type of software in-depth.)
Digital Signatures
Know what a digital signature is.
A digital signature is essentially the same to email as a digital certificate is to

a Web site. You acquire a digital key from a secure authority. Then, recipi-
ents of your email can verify that you really are you when they receive your
messages.
First Steps with Email

Fortunately, email clients are easy to use and have a very short learning
curve.
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Opening and Closing an Email Application

Open (and close) an email application.
To open your email client—we use Outlook Express in our examples—click

a shortcut icon on the Quick Launch toolbar or double-click the icon on the
desktop. Alternately, choose the Email item from the Windows Start menu.
(Click Start on the Windows taskbar.)
To close the email application, click the Windows Close button in the appli-
cation’s title bar. Or choose Exit from the File menu.
Opening an Inbox
Open a mail inbox for a specified user.
Your email application downloads incoming mail into the Inbox folder
(unless other rules take precedence). To access incoming mail, simply click
the Inbox folder in the Folders panel, shown in Figure 8.10.
Some email applications, such as Microsoft Outlook, also let you open another
user’s inbox, provided that user has specified that you should be allowed to do so.
In that case, you can select Other User’s Folder from the Open menu and specify
the Inbox as the folder to open.
Opening Messages
Open one, several mail messages.
To open a specific email message, double-click it. Or select it and then

choose Open from the File menu or press Ctrl+O. To open multiple mes-
sages at the same time, select each message while holding down the Shift or
Ctrl key and then choose Open from the File menu or press Ctrl+O.
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Open a folder Double-click a message to open it
Preview the selected message Access open messages
Figure 8.10 Open the Inbox to see incoming mail.
Switching Between Open Messages

Switch between open messages.
Open messages are accessible via the message-representing icons on the

Windows taskbar (refer to Figure 8.10). To switch from one message to
another, simply select the appropriate icon.
Closing a Message
Close a mail message.
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To close a message, click the Windows Close button in the message window’s
title bar or choose Close from the File menu.
Getting Help
To quickly get answers to your questions, choose Contents and Index from
the Help menu. In the resulting window, you can execute a keyword or
phrase search on any topic.
Adjust Settings
You can easily control the environment by changing default settings.
Working with Headings

Add, remove message inbox headings such as: sender, subject, date received.
To change the information you see about each message in the Inbox window,
select Columns from the View menu. In the resulting dialog box, shown in
Figure 8.11, check the columns you want to see and uncheck those you don’t
want to see.
Figure 8.11 Selecting headings for the Inbox.

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Working with Built-In Toolbars

Outlook Express displays a default menu and toolbar; there are no addition-
al toolbars. However, you can display the Contacts window or the Outlook
and Views bars by choosing Layout from the View menu and checking the
appropriate option in the Basic section.
Messaging
At this point, you’re ready to start using Outlook Express to read and send
messages. Specifically, you’ll learn how to
➤ Read and reply to email.
➤ Send email.
➤ Copy messages to multiple recipients.
Reading a Message
You’ll probably spend a lot of your time reading email. You can do so in the
Preview pane, or you can open the email message in its own window.
Flagging a Message
Flag a mail message. Remove a flag mark from a mail message.
When you receive an email message, you might want to mark it somehow so
that you remember to review it later. To do this, you can flag it, as shown in
Figure 8.12. To do so, simply click the flag column to the left of the message
you want to flag. Or select the message and then choose Flag Message from
the Message menu. To remove the flag, simply click the flag icon.
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Denotes an attachment
Flag a message Click to view an attachment
Unread messages are in a bold text
Figure 8.12 You can flag a message.
Marking a Message
Mark a message as unread, read.
Outlook Express displays an unread message in bold text (refer to Figure

8.12). You can remove the bold font by selecting the message and choosing
Mark As Read from the Edit menu (or choose Mark As Unread to display the
bold text).
Opening and Saving File Attachments

Open and save a file attachment to a location on a drive.
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Email sometimes arrives with attachments (files): reports, pictures, and so

on. To view an attachment, in the Preview pane, click the paper clip icon in
the message header and then click the filename (refer to Figure 8.12).
To save the attachment to your local drive or a diskette, click the paper clip
icon in the message header (in the Preview pane) and select Save Attachment.
Select the filename in the resulting dialog box, identify the folder to which
you want to save the file in the Save To control, and then click Save.
Replying to a Message
Often, you’ll want to reply to an email message.
Using Reply and Reply to All

Use the reply, reply to all function.
Highlight the message that you want to reply to. Then, click Reply on the
toolbar and enter your response in the subsequent window. Alternately,
choose Reply to Sender from the Message menu or click Ctrl+R.
If the message was sent to other people besides you, and you want them all
to receive your response, click Reply to All on the toolbar instead of Reply.
Alternately, choose Reply to All from the Message menu or press
Ctrl+Shift+R.
Replying with and Without the Original Message

Reply with, without original message insertion.
By default, Outlook Express includes the original message’s text in your

response. If you don’t want to include the original text, choose Options from
the Tools menu and click the Send tab. Uncheck the Include Message in
Reply option in the Sending section.
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Sending a Message
Whether you’re creating a new message or replying, you send the email the
same way. Simply click the Send button on the toolbar. By default, Outlook
Express sends the email message immediately, but you can control when
messages are sent. To do so, choose Options from the Tools menu, click the
Send tab, and uncheck the Send Messages Immediately option. Outlook
Express saves your message in the Outbox folder. To send messages in this
folder, choose Send All on the Send/Receive button’s drop-down list.
Creating a New Message

Create a new message.
Click Create Mail on the toolbar to open a new message window.
Inserting an Address
Insert a mail address in the ‘To’ field.
Enter a valid email address in the To control. You can simply type it in or you
can choose an address from the Address Book. To do so, click the Address
Book icon to the left of the To control. Double-click the appropriate email
contact in the resulting dialog box, and click OK.
Copying Other Recipients

Copy (cc), blind copy (bcc) a message to another address/addresses.
The new message contains another control named carbon copy, cc, which
allows you to send a copy of the message to recipients besides the person
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already listed in the To control. Just use the method discussed in the previ-
ous section to add addresses to the cc control. However, don’t double-click
the recipient. Instead, select the recipient, and then click the cc or the bcc
button, accordingly. The difference is that everyone who gets your email will
know who got carbon copies (cc), but blind carbon copies (bcc) are hidden
from everyone but the sender.
Inserting a Subject
Insert a title in the Subject field.
The Subject control contains a clue about the message content and purpose.
Simply select the control and type the appropriate text. Be as descriptive but
as brief as possible.
Running Spell Check

Use a spell-checking tool if available and make changes such as: correcting
spelling errors, deleting repeated words.
Fortunately, you can run the spelling feature to check your message for typos
and duplicated words. With the message window open, choose Spell from
the Tools menu or press F7 to open the dialog box shown in Figure 8.13.
When the feature encounters a misspelled word, it stops and displays the
word and possible corrections. Choose a suggestion or enter the right
spelling and then click Change or Change All. When a duplicate word is
encountered, click Delete if appropriate.
Figure 8.13 Checking spelling in an email message.

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Attaching Files
Attach a file to a message.
You can send files, such as reports, pictures, and so on, by clicking the Attach
button on the toolbar or selecting File Attachment from the Insert menu.
Either method displays the Insert Attachment dialog box, which is similar to
any of the file management dialog boxes you’ve already seen. Use the Look
In control to specify the folder where the file is currently stored. Select the
file, and then click Attach.
Establishing Priority
Send a message with high, low priority.
Some messages are more important than others. When you need to alert a
recipient that a message is urgent, select High Priority from the Priority
tool’s drop-down list, as shown in Figure 8.14. If the message can wait, you
might want to select Low Priority.
Figure 8.14 Setting the priority for an email message.
Using a Distribution List

Send a message using a distribution list.
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Often, a message goes to a group of people, not just one person. If you fre-
quently send email to this same group, create a list and then reference the list
in the To control instead of entering each individual separately. To create a
list or group, read the section “Add a Mail Address to an Address List,” later
in this chapter.
Forwarding Mail
Forward a message.
Forwarding a message allows you to share its contents and attachments with
others. With the message selected or open, click Forward on the toolbar,
enter the appropriate names in the To control, and click Send.

Messages are information just like any other kind of document or file, and
you might need to copy that information, move it, or even delete it.
Copying Message Text

Duplicate, move text within a message, or between other active messages. To
move text instead of copying it, highlight the text that you want to copy and then
press Ctrl+X or choose Cut from the Edit menu. Then position the cursor where
you want the text to be and press Ctrl+V or choose Paste from the Edit menu.
Copy message text the same way you would any text. Open the message, and
highlight the text you want to copy. Then, press Ctrl+C or choose Copy
from the Edit menu. Position the cursor where you want to paste the text,
whether it is in the same message or another open message, which you access
by selecting it from the representative icon on the Windows taskbar. Once
the cursor is positioned, press Ctrl+V or choose Paste from the Edit menu.
Pasting Text into a Message
Duplicate text from another source into a message.

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Pasting text into a message is just as easy as pasting the text into another doc-
ument. Copy the text that you want to paste from its source using the
method discussed in the previous section. Then, open the email message into
which you want to paste the text, position the cursor where you want the text
to appear, and press Ctrl+V or choose Paste from the Edit menu.
You should be able to reply to an existing message and create a new message.
Deleting Text
Deleting text in a message.
To delete text from a message, select it and then press the Delete key. That’s
all there is to it!
Deleting an Attachment
Delete a file attachment from an outgoing message.
The only way to delete an attachment from a message that’s already been
sent is to delete the message itself. If the message has not yet been sent, with
the message open, select the attached file in the Attach control and press
Delete.
Mail Management
Managing your email is made easy by the many available options and set-
tings. In this section, you’ll learn how to manage email messages by doing
the following:
➤ Organizing messages and folders
➤ Using an Address Book
➤ Printing messages
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Techniques
You can organize your email client by handling and managing messages and
folders.
File Management
Recognize some techniques to manage email effectively such as creating and

naming folders, moving messages to appropriate folders, deleting unrequired
email, using address lists.
Once you start receiving messages, you want to organize them using a
method that’s meaningful to you. First, add folders that allow you to group
messages by content, purpose, or some other category (refer to Figure 8.12).
For instance, you might have a folder for each department or each individ-
ual with which you correspond.
To move a message from your Inbox, simply select it (don’t open the mes-
sage) and choose Move to Folder (or press Ctrl+Shift+V) from the Edit
menu. Select a folder in the Move dialog box, and then click OK. If the
appropriate folder doesn’t exist, click New Folder, enter a name, and then
select it. To delete a message, simply select it and press Delete.
Your mail client might support what’s known as rules—preset and predefined
actions that the client takes against specific messages for specific reasons. For
instance, you might want to move all incoming messages from customers to a
high priority response folder. Or you might want to delete all read messages after
30 days. Check your application’s documentation for more specific information.
Using Address Books

The Address Book is exactly what it sounds like—a place where you can col-
lect and store email addresses. Some Address Books even allow you to store
additional information, such as the contact’s address and phone number.
Creating a New Address
Create a new address list/distribution list.
Add an address to the Address Book by opening the Address Book and
choosing New Contact from the New tool’s drop-down list. In the resulting
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Properties dialog box, enter the contact’s name. Then, carefully enter the
contact’s complete email address in the email Address control and click Add,
as shown in Figure 8.15.
Figure 8.15 Add a new email address to the Address Book.
Adding an Address to an Address List
Add a mail address to an address list.
To create a list or group of email addresses for quick distribution, follow

these steps:
1. Click the Address Book tool to open the Address Book.
2. Choose New Group from the New button’s drop-down list.
3. In the Properties dialog box, enter a name for the group.
4. Click the Select Members button.
5. Double-click names or select them and then click the Select button to
copy these names to the Members list, as shown in Figure 8.16.
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Figure 8.16 Add individuals to a group or list.
6. Once you specify all the names you want to include in the list, click
OK to return to the group’s Properties dialog box, which now lists all
the names you selected in step 5.
7. Click OK to close the Properties dialog box.
Deleting a Mail Address from an Address List
Delete a mail address from an address list.
You can remove a name from a list or group by opening the Address Book
and opening the group or list. Then, select the name you want to delete in
the Group Members list and click Remove.
Using an Incoming Message to Update Your Address Book
Update an address book from incoming mail.

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The easiest way to add an email address to the Address Book is to grab it
from an existing email. Simply open a message that came from the address
you’re wanting to add and double-click the From control to display the
Properties dialog box. At this point, click the Add to Address Book button.
When Outlook Express displays the contents of the Name tab, you can com-
plete the new contact (refer to Figure 8.15).
Organizing Messages
You’ll probably want to store messages in appropriately named folders. In
addition, you can sort them by name or date, to facilitate your viewing habits.
Searching for a Message
Search for a message by sender, subject, mail content.
You can search for messages by content, by sender, by the subject text, or
even by the message’s content. To do so, click the Find tool on the toolbar or
choose Find from the Edit menu and then select the appropriate search
option: Message, Message in This Folder, and People. To search for text in
a specific message, the message must be open.
Outlook opens a context-specific dialog box, as shown in Figure 8.17. Enter
the name or text for which you’re searching and click Find Now.
Figure 8.17 Add individuals to a group or list.
Creating a New Mail Folder
Create a new folder for mail.

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Email folders can contain messages and other folders, so keep this in mind
when you’re creating a new folder:
1. Select the Local Folders item (or the folder to which you want to add a
subfolder).
2. Choose New from the File menu, and then select Folder from the
resulting submenu. Or press Ctrl+Shift+E.
3. In the Create Folder dialog box, enter a name for the new folder, and
click OK.
Moving Messages
Move messages to a new folder for mail.
To move a message from its current folder, select it (don’t open the message)
and choose Move to Folder or press Ctrl+Shift+V from the Edit menu.
Select a folder in the Move dialog box, and then click OK. If the appropriate
folder doesn’t exist, click New Folder, enter a name, and then select it.
You must be able to create new folders and move messages and sort messages with-
in a folder.
Sorting Messages
Sort messages by name, by date.
Sorting messages within a folder requires a simple click. First, click the
appropriate folder. Then, in the message window, click the column by which
you want to sort: the sender, the subject, the date received, and so on.
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Deleting a Message
Delete a message.
To delete a message, select it in the message window and click Delete.
Restoring Deleted Mail
Restore a message from the mail bin/deleted items folder.
In Chapter 3, you learned that files aren’t immediately deleted but moved to
the Recycle Bin. Outlook Express has a similar folder. When you delete a
message, Outlook Express moves it to the Deleted Items folder. If you want
to get the message back, you can just drag it from the Deleted Items folder
to any other folder.
Empty the Deleted Items Folder
Empty the mail bin/deleted items folder.
To empty the contents of the Deleted Items folder, right-click it in the

Folders pane and choose Empty Deleted Items Folder. Or choose Empty
Deleted Items Folder from the Edit menu. Once you empty this folder, these
messages really are gone.
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Prepare to Print
As with most files, you can print email, and Outlook Express is extremely
flexible in this area.
Previewing a Message
Preview a message.
Some email programs let you view a message in preview mode before send-
ing it to the printer. Outlook Express doesn’t include this feature, but your
email program might. If so, it is probably available in Print Preview on the
File menu.
Choosing Print Options
Choose print output options such as: entire message, selected contents of a mes-
sage, number of copies and print.
You have a number of options to choose from when printing email. Select
Print from the File menu or press Ctrl+P to set options. Otherwise, click the
Print tool on the toolbar to print the selected message or messages in their
entirety. The print options appear in Figure 8.18 and are similar to almost
every other Windows-based application.
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Print the entire message
Enter the number

of copies you want
Print only the selected text

Specify the pages
Figure 8.18 Control what you print and how many copies you print.
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Review Questions
For information about Authorised ICDL Test Centres in different National Territories
Question 1
Which of the following items most accurately describes the Internet?
❍ A. A method for accessing information electronically.
❍ B. A protocol that defines the way you connect to your computer.
❍ C. A global network that connects millions of computers.
Answer C is correct. The Internet is most simply and accurately a huge com-
puter network. Answer A is incorrect because it’s too general. Answer B is
incorrect because the Internet isn’t a protocol.
Question 2
Which of the following are legitimate security measures?
❑ A. Encryption
❑ B. Digital certificate
❑ C. Digital signature
❑ D. Credit card fraud insurance
❑ E. A firewall
Answers A, B, C, and E are all correct. All these options are valid ways to
protect your system and your data. Answer D, although perhaps a good idea,
has nothing to do with online computer security.
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Question 3
Which of the following are legitimate browser tasks?
❑ A. Refresh a Web page.
❑ B. Stop the active download.
❑ C. Chat with friends and associates online.
❑ D. Mark favorite pages.
Answers A, B, and D are all correct. You can refresh the current page or stop
a download. You can also add the current page to your list of favorites.
Answer C is incorrect; you need specialized chat software to interact with
other people online.
Question 4
Identify the ways to point a browser to a specific Web page:
❑ A. Choose an address from the Address Book.
❑ B. Enter the URL in the Address control and press Enter.
❑ C. Choose an item from the Favorites list.
❑ D. Click a hyperlink on another Web page.
❑ E. Use a search engine and click one of the returned links.
Answers B, C, D, and E are all correct. Answer A is incorrect. There’s no

Address Book in a Web browser.
Question 5
Which of the following will save all or part of a Web page to a local drive or
diskette?
❑ A. Right-click an image, choose Save Picture As, specify the target loca-
tion, and click Save.
❑ B. Choose Save As from the File menu, specify the target location, and
Click Save.
❑ C. Choose Save As from the File menu, specify the target location, choose
Text File (*.txt) from the Save As Type control, and click Save.
❑ D. Click the Save button on the browser’s toolbar.
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Answers A, B, and C are correct. Answer D is incorrect because there is no

Save button on the toolbar. Answer A will save only the picture; Answers B
and C will save the whole page.
Question 6
Before printing a Web page directly from the browser, you can do the following:
❑ A. Preview the Web page.
❑ B. Select an image or a block of text to print.
❑ C. Delete text before printing.
❑ D. Adjust the margins.
Answers A, B, and D are correct. You can adjust margins, preview the page,
or select a specific element. Answer C is incorrect; you can’t delete Web page
data.
Question 7
What’s a valid advantage to using electronic mail?
❍ A. Almost instantaneous delivery of information.
❍ B. People like email better than traditional paper solutions.
❍ C. It’s a convenient tool that you can manipulate from almost anywhere;
all you need is a computer and a connection.
❍ D. Low cost of sharing information (no printing or postal costs).
Answers A, C, and D are correct. Email is quick, flexible, and convenient,

and it costs less than traditional hard copy solutions. Answer B is incorrect;
the jury’s still out on that one because many people still claim to prefer per-
sonal contact such as phone calls and face-to-face visits.
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Question 8
Which of the following statements are true?
❑ A. Email messages for business purposes should be succinct and as brief
as possible.
❑ B. If you’re not a good typist, don’t worry about typos, and feel free to
use all uppercase or all lowercase letters.
❑ C. It’s acceptable to use your work email account to share jokes and gos-
sip with co-workers in most companies.
❑ D. Email is still considered a toy by many and isn’t taken too seriously.
Therefore, it’s acceptable to let messages sit for a while before
responding. If the message was important, the sender would’ve called
you on the phone instead.
Answers A is the only correct answer. Answers B, C, and D will all have you
in hot water.
Question 9
Which of the following are valid ways to correspond via email?
❑ A. Forward a message you’ve received from someone else.
❑ B. Reply to an existing message.
❑ C. Print out the message, jot a quick note by hand on the hard copy, and
route to the sender via the appropriate channels.
❑ D. Create a new email message to generate a new conversation.
Answers A, B, and D are correct. Answer C would work, but it isn’t an email
solution.
Question 10
You deleted your best customer’s order. What happens now?
❍ A. You get fired.
❍ B. You call the customer, apologize, and ask him to resend the order-con-
taining message.
❍ C. You retrieve the message from the Deleted Items folder.
❍ D. Go home early, call in sick the next day, and act as if you never got the
message at all.
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Answer C is the correct answer. You can retrieve deleted messages from the
Deleted Items folder. Answers A and B are incorrect but could happen if you
don’t know about the Deleted Items folder. Answer D is always incorrect.
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Need to Know More?

The Wicked World Wide Web, http://www.thenetwork.sa.
edu.au/it_into_lit/units/wickedwww/resource1.htm
SearchEngineWatch, http://searchenginewatch.com/
9
Review Session 1
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Do not read Chapters 9 through 12 until you learn and practice all the mate-
rial presented in the earlier chapters of this book. These chapters serve a spe-
cial purpose; they are designed to help you decide whether you are ready to
take the ICDL exams. In these chapters, you will find two sets of review
questions. Each set is followed by an answer key and a brief explanation
of the correct answers along with an explanation of why the other answers
are incorrect. Reading these chapters prior to reading other chapters is
like reading the climax of a story and then going back to find out how the
story arrived at that ending. Of course, you don’t want to spoil the excite-
ment, do you?
How to Use the Review Questions

Each set of review questions consists of 56 questions—8 questions per mod-
ule. This review isn’t meant to represent what you’ll experience in the actu-
al ICDL exams but rather to give you a chance to check your own knowledge
and comprehension of the material.
Once you prepare using the material presented in the earlier chapters of this
book, you should work through the first set of review questions to check how
well you are prepared. After you answer all the questions, evaluate yourself
using the answer key in the following chapter, “Answer Key for Review
Session 1.” When you evaluate yourself, note the questions you answered
incorrectly, identify their corresponding chapters in the book, and then read
and understand that material before looking at the second set of review ques-
tions. After the second set, evaluate yourself again and reread the material
corresponding to any incorrect answers. Finally, repeat both sets until you
correctly answer all the questions. Information in the following section helps
you in effectively using these review questions and then evaluating yourself.
Practice Tips
You’re on your own while working through these questions, but we do rec-
ommend that you try to use them to fairly check your knowledge. That way,
you’ll be better prepared and less anxious during the real test. Use the fol-
lowing tips to get maximum benefit from the review questions:
➤ Prepare your environment by asking everyone to not disturb you. Turn
off your telephone, your TV, your radio: in short, minimize all your dis-
tractions and create a quiet spot and time.
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413
➤ You need plenty of paper on which to write your answers. If you have
questions or doubts during the test, jot those down too so you can
review the book for complete answers later.
➤ Don’t use any reference material to answer these questions. Remember,
you’re preparing yourself and you need to know the areas that need
more study. It isn’t necessary that you ace these questions the first
time out.
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Review Questions
Question 1
Which of these are generally considered to be part of information technology
(IT)?
❑ A. Computer users
❑ B. Computer hardware
❑ C. Computer software
❑ D. Computer networks
Question 2
Which of these types of computers is typically the most expensive?
❍ A. Mainframe
❍ B. Laptop
❍ C. Personal computer
❍ D. PDA
Question 3
Which of these are functions of the CPU?
❑ A. Performing calculations
❑ B. Storing large amounts of data
❑ C. Allowing the user to enter information
❑ D. Controlling program logic
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Question 4
You have a document consisting of a few pages of text. Which of these units
would be most appropriate for measuring the storage requirements of this doc-
ument?
❍ A. Kilobyte
❍ B. Megabyte
❍ C. Gigabyte
❍ D. Terabyte
Question 5
Which of these are output devices?
❑ A. Monitor
❑ B. Mouse
❑ C. Printer
❑ D. Trackball
Question 6
Which of these is an example of an intranet application?
❍ A. Sending a file from your computer via email to a contact at a customer
❍ B. Entering information in a Web browser that is saved directly into your
corporate payroll system
❍ C. Using a Web browser to download stock information from a commer-
cial service
❍ D. Sharing product specifications with a supplier
Question 7
Which of these would be considered a good password by most IT organiza-
tions?
❍ A. gorgeous
❍ B. fluffy
❍ C. 319
❍ D. 14XXrr$
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Question 8
Which of these are ways that a computer virus could enter your computer?
❑ A. On a disk
❑ B. In an email message
❑ C. From a Web page
❑ D. In a borrowed keyboard
Question 9
Which of the following actions can you perform without losing the information
in the memory of your computer?
❍ A. Reboot the computer with the Reset button.
❍ B. Reboot the computer with Ctrl+Alt+Del.
❍ C. Place the computer in Standby mode.
❍ D. Turn off the computer.
Question 10
Which of these window elements generally displays the name of the applica-
tion?
❍ A. Title bar
❍ B. Scrollbar
❍ C. Menu bar
❍ D. Toolbar
❍ E. Status bar
Question 11
Which of the following can be stored inside a folder on your computer’s hard
drive?
❑ A. Files
❑ B. Other folders
❑ C. Open windows
❑ D. Display settings
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Question 12
You are looking at a list of four files in Windows Explorer:
A.txt
B.txt
C.txt
D.txt
You want to select only the A.txt and C.txt files. What should you do?
❍ A. Click on A.txt and then click on C.txt.
❍ B. Click on C.txt and then click on A.txt.
❍ C. Click on A.txt and then hold down the Ctrl key and click on C.txt.
❍ D. Click on C.txt and then hold down the Shift key and click on A.txt.
Question 13
How can you search for a particular file in Windows?
❑ A. By file size
❑ B. By the name of the user who made the file
❑ C. By filename
❑ D. By the number of times the file has been opened
Question 14
A file that contains critical information has become infected by a computer virus.
What should you do?
❍ A. Delete the file.
❍ B. Scan the file with a virus scanner.
❍ C. Compress the file.
❍ D. Disinfect the file.
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Question 15
You have a printer connected to your computer and turned on, but when you try
to print a Word document, the application complains that there is no printer.
What should you do?
❍ A. Turn the printer off and then on again.
❍ B. Try a different printer.
❍ C. Install printer drivers for the printer.
❍ D. Take the file to a different computer.
Question 16
Which of the following actions can you perform by using the desktop print man-
ager?
❑ A. Reprint the most recently completed job.
❑ B. Pause the current print job.
❑ C. Cancel the current print job.
❑ D. Print an extra copy of the current print job.
Question 17
You have a document open in Microsoft Word. Which of these file types can you
use to save this document?
❑ A. Text file, .txt
❑ B. Excel spreadsheet, .xls
❑ C. PowerPoint presentation, .ppt
❑ D. Access database, .mdb
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Question 18
You are editing a document in Microsoft Word and want to insert some new text
in an existing paragraph. What should you do?
❍ A. Click in the paragraph, click the Insert key, and start typing the new
text.
❍ B. Delete the existing paragraph and then retype the entire paragraph with
the new text.
❍ C. Click in the paragraph and start typing the new text.
❍ D. Highlight the existing paragraph with the mouse and then type the new
text.
Question 19
You type some new text in a Word document, but you fail to notice that the doc-
ument is in overwrite mode. The new text replaces essential existing text in the
document. What should you do?
❍ A. Click the Undo button on the toolbar to restore the previous text.
❍ B. Close the document without saving, and then re-open the copy from
your hard drive.
❍ C. Use the Backspace key to remove the new text.
❍ D. Use the Delete key to remove the new text.
Question 20
You have formatted some text in Word with a font you like, a font size of 24
points, italics, and the color blue. Now you want identically formatted text else-
where in the document. What should you do?
❍ A. Select the text you want to format, and use the font, font size, italics,
and font color toolbar buttons to apply the styles.
❍ B. Select the text you want to format, and use Format, Paragraph to apply
the styles.
❍ C. Copy the formatted text to the Clipboard, paste it where you want more
text with the same format, and then type over the text.
❍ D. Use the Format Painter to transfer the formatting to the new text.
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Question 21
You want to insert a soft carriage return in a Word document, to continue text
on the next line without ending the paragraph. Which key combination will you
use?
❍ A. Shift+Enter
❍ B. Ctrl+Break
❍ C. Ctrl+Alt+Del
❍ D. Alt+Enter
Question 22
Which of these settings can you change from the Page Setup dialog box in
Microsoft Word?
❑ A. Number of copies to print
❑ B. Which pages to print
❑ C. Document orientation (portrait or landscape)
❑ D. Paper size
Question 23
You want your company name to appear at the top of each page of a Word doc-
ument when you print the document. What should you do?
❍ A. Type the company name at the top of each page of the document.
❍ B. Type the company name in the header of the document.
❍ C. Type the company name in the footer of the document.
❍ D. Create a separate Word document for each page, and type the compa-
ny name at the top of each document.
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Question 24
Your company is named Xprptylk, Inc. Microsoft Word does not recognize this
as a properly spelled word, causing Spell Check to flag the company name each
time it appears. What should you do during the next spell check when the com-
pany name is found again?
❍ A. Select Ignore Once.
❍ B. Select Ignore All.
❍ C. Select Add to Dictionary.
❍ D. Select Cancel.
Question 25
In which of these situations would you use the Freeze menu item in Microsoft
Excel?
❍ A. You want to prevent the contents of a single cell from being replaced.
❍ B. You want to make an entire worksheet read-only.
❍ C. Your worksheet has titles at the top of each column, and you want
those titles to remain visible as you scroll.
❍ D. You want to apply a blue theme with an “icy” appearance to the work-
sheet.
Question 26
When you enter =2+2 in a cell in your Excel worksheet, Excel treats it as a for-
mula and displays 4. How can you make Excel display =2+2 in the cell instead?
❍ A. Enter ‘=2+2 in the cell.
❍ B. Enter “=2+2 in the cell.
❍ C. Enter ?=2+2 in the cell.
❍ D. Enter ==2+2 in the cell.
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Question 27
You need to select every cell in your Excel worksheet. How can you do this?
❑ A. Drag the mouse across all columns of the worksheet.
❑ B. Click in the upper-left corner of the worksheet.
❑ C. Click any cell in the worksheet and then click Ctrl+A.
❑ D. Hold down the left mouse button and click any cell in the worksheet.
Question 28
Your Excel worksheet contains the value 5 in cell A1 and the value 4 in cell A2.
You want cell A3 to hold the sum of the values in A1 and A2, even if new values
are entered in those cells. What should you enter in cell A3?
❍ A. 9
❍ B. A1+A2
❍ C. SUM(A1:A2)
❍ D. =A1+A2
Question 29
A cell on your Excel worksheet displays #####. What could be the problem?
❍ A. The formula in the cell attempts division by zero.
❍ B. Excel does not recognize a cell reference in the formula as being valid.
❍ C. The cell attempts to add together two other cells containing letters
rather than numbers.
❍ D. The data is too wide for the cell to display.
Question 30
Which of these cell references refers to cell A5 and will still refer to cell A5 even
if the reference is cut and pasted to another cell?
❍ A. A5
❍ B. A$5
❍ C. $A5
❍ D. $A$5
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Question 31
Which cell reference refers to a rectangular range extending from cell B4 to
cell D7?
❍ A. B-D:4-7
❍ B. B4:D7
❍ C. B4:B7:D4:D7
❍ D. B4D7
Question 32
You enter 12.455 in a cell and then click the Decrease Decimal toolbar button
twice. What value is stored in the cell?
❍ A. 12.4
❍ B. 12.5
❍ C. 12.455
❍ D. 12.46
Question 33
What is the primary key in an Access database?
❍ A. The field or fields that uniquely identify each record in each table.
❍ B. The secret information that is used to decrypt encrypted information.
❍ C. The first field in each table.
❍ D. The information stored in the first row of each table.
Question 34
Which of these actions can you reverse with the Undo toolbar button in
Microsoft Access?
❑ A. Create a new table.
❑ B. Edit data in a table.
❑ C. Delete data in a table.
❑ D. Delete an entire table.
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Question 35
You have created an Access table with a single Text field. The field contains this
data in three successive rows:
1, Four, 2
Now you go back into the table designer and change the Text field to a Number
field. What data will the Number field contain?
❍ A. 1, 4, 2
❍ B. 1, Four, 2
❍ C. 1, null, 2
❍ D. 1, null, null
Question 36
Which Access object allows you to specify criteria to retrieve a limited subset of
data (for example, all customers from Alaska)?
❍ A. Table
❍ B. Query
❍ C. Form
❍ D. Report
Question 37
Which Access objects allow you to view and edit existing data?
❑ A. Table
❑ B. Query
❑ C. Form
❑ D. Report
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Question 38
You are creating an Access query to retrieve all records from the Employee table
for employees whose salary is $40,000 or above. What criteria should you use?
❍ A. Salary = 40000
❍ B. Salary >= 40000
❍ C. Salary > 40000
❍ D. Salary < 40000
Question 39
Which objects can you use as the source of data for an Access report?
❑ A. Table
❑ B. Query
❑ C. Form
❑ D. Report
Question 40
Which Access objects allow you to summarize information to display, for exam-
ple, the total of all line items on an invoice?
❑ A. Table
❑ B. Query
❑ C. Form
❑ D. Report
Question 41
How can you change the zoom factor of a PowerPoint presentation?
❑ A. Select Zoom from the View menu.
❑ B. Use the + and - keys on the numeric keypad.
❑ C. Hold the Shift key and scroll the mouse wheel.
❑ D. Hold the Ctrl key and scroll the mouse wheel.
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Question 42
You are creating a PowerPoint presentation and want to add notes to your
slides. Which views allow you to edit notes?
❑ A. Normal view
❑ B. Slide Sorter view
❑ C. Outline view
❑ D. Slide view
Question 43
You want to insert the slide number at the bottom of every slide in your
PowerPoint presentation. What should you do?
❍ A. Insert the slide number on the master slide.
❍ B. Insert the slide number on the design template.
❍ C. Insert the slide number in the slide footer.
❍ D. Manually add the slide number to each slide.
Question 44
You have created a chart of sales data in your PowerPoint presentation. Now
you want an identical chart in another PowerPoint presentation. What should
you do?
❍ A. Open the second presentation and recreate the chart by following the
same steps you used in the first presentation.
❍ B. Copy the chart from the first presentation and paste it in the second
presentation.
❍ C. Save the first presentation as a JPG image and then insert the image in
the second presentation.
❍ D. Use a screen capture program to capture the chart from the first pres-
entation and paste it into the second presentation as an image.
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Question 45
You are creating a PowerPoint presentation and want to have the title slide fade
out and the next slide fade in. What should you use?
❍ A. Master slide
❍ B. Transition
❍ C. Animation
❍ D. Design template
Question 46
You have created a PowerPoint presentation with detailed financial information
for the Board of Directors. You want to show selected slides from this presen-
tation to an audience of managers as well. You might still need to edit figures
on some of the slides. What should you do?
❍ A. Hide the slides that are not appropriate for the managers and use the
same presentation.
❍ B. Make a copy of the presentation and then delete the slides you don’t
want from the copy.
❍ C. Copy individual slides from the main presentation to a new presenta-
tion for the managers.
❍ D. Print out the presentation and then photocopy the appropriate pages
for the managers.
Question 47
In Slide Sorter view, one of your slides has an icon with a slash through it dis-
played beneath the slide. What does it mean?
❍ A. The slide has an animation.
❍ B. The slide has a transition.
❍ C. The slide has been deleted.
❍ D. The slide is hidden.
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Question 48
You want to quickly type in slide titles and main bullet points to begin develop-
ing a PowerPoint presentation. Which PowerPoint view should you use?
❍ A. Slide view
❍ B. Outline view
❍ C. Slide Sorter view
❍ D. Slide Show view
Question 49
You visited a Web page yesterday that you’d like to revisit today. How can you
most easily find this page?
❍ A. Look in your browser’s cache.
❍ B. Use the History panel.
❍ C. Use the Favorites panel.
❍ D. Use a search engine.
Question 50
You have received an email message that you want to be sure you review later.
What should you do?
❍ A. Save the message as a text file.
❍ B. Reply to the message.
❍ C. Flag the message.
❍ D. Forward the message to yourself.
Question 51
You have received an email message with an attachment. You don’t recognize
the sender of the message. What should you do?
❍ A. Delete the message and the attachment.
❍ B. Save the attachment to your hard drive.
❍ C. Preview the message.
❍ D. Open the attachment.
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Question 52
Your boss wants you to send her a copy of a message that you’re sending to a
customer, but she doesn’t want the customer to know. What’s the easiest way
to do this?
❍ A. Add your boss’s email address to the To: box.
❍ B. Add your boss’s email address to the cc: box.
❍ C. Add your boss’s email address to the bcc: box.
❍ D. Create a new mail message to your boss and retype the message
there.
Question 53
You need to send frequent email messages to a purchasing agent at another
company. What should you do to make this easier?
❍ A. Memorize the recipient’s email address.
❍ B. Save the recipient’s email address in a text file.
❍ C. Add the recipient’s email address to your Outlook Express address
book.
❍ D. Write the recipient’s email address on a sticky note on your monitor.
Question 54
What is a URL?
❍ A. An email address
❍ B. An identifier for a Web site
❍ C. A clickable text on a Web page
❍ D. An encryption standard
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Question 55
Which of these indicate that a Web site is secure?
❑ A. An address starting with http://
❑ B. An address starting with https://
❑ C. A lock icon in the Internet Explorer status bar
❑ D. A red background
Question 56
You have found a Web site that gives useful weather forecasts, and you want to
be able to easily revisit it in the future. What should you do?
❍ A. Save the Web page as a file on your hard drive.
❍ B. Add the Web site to your browser history.
❍ C. Add the Web site to your favorites.
❍ D. Save the Web site address in a file.
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Answer Key for Review
Session 1
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Answer Key 28. D
29. D
1. B, C, and D
30. D
2. A
31. B
3. A and D
32. C
4. A
33. A
5. A and C
34. B and C
6. B
35. C
7. D
36. B
8. A, B, and C
37. A, B, and C
9. C
38. B
10. A
39. A and B
11. A and B
40. B and D
12. C
41. A and D
13. A and C
42. A and C
14. D
43. C
15. C
44. B
16. B and C
45. B
17. A
46. A
18. C
47. D
19. A
48. B
20. D
49. B
21. A
50. C
22. C and D
51. A
23. B
52. C
24. C
53. C
25. C
54. B
26. A
55. B and C
27. B and C
56. C
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Detailed Answers
Question 1
Answers B, C, and D are correct. Information technology (IT) refers to the
entire system of computers, including the hardware, software, and the net-
works that tie computers together. Answer A is incorrect because the user is
not generally considered to be a part of the technology.
Question 2
Answer A is correct. Typically, mainframe computers cost millions of dollars.
Answers B, C, and D are incorrect because these types of computers cost
hundreds or thousands of dollars.
Question 3
Answers A and D are correct. The CPU is the “brain” of the computer,
which performs calculations and controls the logic of all programs running
on the computer. Answer B is incorrect because devices such as hard drives
and CD-ROMs are used for storing large amounts of data. Answer C is
incorrect because input is handled by input devices such as keyboards and
mice.
Question 4
Answer A is correct. One page of text is about 5KB in size, so several pages
will be perhaps 30KB. Answers B, C, and D are incorrect because they are all
much larger units of storage.
Question 5
Answers A and C are correct. Monitors and printers are designed to take
information from the computer to you, so they are output devices. Answers
B and D are incorrect because mice and trackballs take information from you
to the computer; they are input devices.
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Question 6
Answer B is correct. An intranet application uses a network entirely con-
tained within a single company. Answer A, sending email, is an example of an
Internet application. Answer C, which uses the large network that connects
everyone, is also an Internet application. Answer D, using a private network
with business partners, is an example of an extranet application.
Question 7
Answer D is correct. Answer A is incorrect because words in the dictionary
are usually not accepted as good passwords. Answer B is incorrect because
good passwords should be at least seven characters long. Answer C is incor-
rect because it is too short and because it contains only numerals. Only
Answer D is long enough, is not a real word, and contains a good mix of
characters.
Question 8
Answers A, B, and C are correct. Viruses can be transmitted in all sorts of
software, whether that software is stored on a diskette, downloaded as email,
or viewed as a Web page. Answer D is incorrect because hardware such as
keyboards do not harbor computer viruses.
Question 9
Answer C is correct. Placing the computer in standby mode reduces its
power consumption but keeps the contents of memory intact. Answers A, B,
and D are incorrect because rebooting or turning off the computer erases all
information in the computer’s memory.
Question 10
Answer A is correct. The title bar is at the top of each window, and it displays
the name of the current application or document. Answer B is incorrect
because you use the scrollbar to move the contents of the window up and
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down. Answer C is incorrect because the menu bar contains the application’s
menus. Answer D is incorrect because the toolbar contains the application’s
toolbar buttons. Answer E is incorrect because the status bar, at the bottom
of the window, contains information about the application but not its name.
Question 11
Answers A and B are correct. Folders can store files or other folders. Answer
C is incorrect because open windows are not stored; they are just displayed
on your desktop. Answer D is incorrect because display settings are stored
outside of the file system and managed by Windows itself.
Question 12
Answer C is correct. When you hold down the Ctrl key and click, Explorer
keeps your previous selection and adds the new file to the selection. Answers
A and B are incorrect because in each case only the last file clicked will be
selected. Answer D is incorrect because holding Shift while you click selects
all files between the original click and the current click, which in this case
would include B.txt.
Question 13
Answers A and C are correct. The Search tool in Windows lets you find files
by name or size, as well as some other ways. Answers B and D are incorrect
because the Search tool does not offer those options.
Question 14
Answer D is correct. Disinfecting the file removes the virus while retaining
your critical information. Answer A is incorrect because deleting the file
loses the information inside of the file. Answer B is incorrect because scan-
ning the file only tells you that it contains a virus; it doesn’t do anything
about the problem. Answer C is incorrect because compressing a file does
nothing to remove viruses.
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Question 15
Answer C is correct. Before the computer will recognize your printer, you
must install the proper printer drivers. Answers A, B, and D are incorrect
because the printer itself is unlikely to be the problem.
Question 16
Answers B and C are correct. The print manager lets you pause, cancel, and
restart print jobs. Answers A and D are incorrect because the print manager
does not let you repeat or alter print jobs.
Question 17
Answer A is correct. Word can save documents to a variety of text formats,
including .txt, .rtf, and .doc. Answers B, C, and D are incorrect because
Word cannot convert documents into the native formats used by the other
Office applications.
Question 18
Answer C is correct. To enter new text in Word, just click where you want
the text and start typing. Answer A is incorrect because clicking the Insert
key sets Word to overwrite mode, and the new text overwrites existing text.
Answer B is incorrect because it is more work than is required. Answer D is
incorrect because highlighting the existing text causes the new text to replace
the existing text.
Question 19
Answer A is correct. Word’s Undo facility lets you reverse any changes to the
document so you can recover from mistakes. Answer B is incorrect because
closing and reopening the document loses any other changes that were made
since the most recent save operation. Answers C and D are incorrect because
deleting the new text does not restore the existing text.
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Question 20
Answer D is correct. The Format Painter provides an easy way to transfer all
formatting in a single operation. Answers A and B are incorrect because it
takes more work to recreate a format than it does to copy formatting. Answer
C is incorrect because this procedure doesn’t format existing text.
Question 21
Answer A is correct. Shift+Enter inserts a soft carriage return in a Microsoft
Word document. Answer B is incorrect because Ctrl+Break interrupts a run-
ning program. Answer C is incorrect because Ctrl+Alt+Del reboots your
computer. Answer D is incorrect because Alt+Enter deletes the current line.
Question 22
Answers C and D are correct. The Page Setup dialog box lets you change the
document orientation and paper size. Answers A and B are incorrect because
to change which pages are printed or the number of copies to print, you must
use the Print dialog box.
Question 23
Answer B is correct. Text in the header of the document is printed at the top
of each page. Answer A is incorrect because it would take a lot of extra work.
Answer C is incorrect because footer text appears at the bottom of each page.
Answer D is incorrect because it would take a lot of extra work.
Question 24
Answer C is correct. Adding the company name to the dictionary helps you
make sure that it is spelled consistently in the future and keeps Spell Check
from flagging it as a misspelled word. Answers A and B are incorrect because
ignoring the spelling just leaves it to be flagged the next time you run Spell
Check. Answer D is incorrect because canceling Spell Check leaves the rest
of the document unchecked.
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Question 25
Answer C is correct. The Freeze command freezes rows, columns, or both so
that they are not affected by scrolling. Answers A and B are incorrect because
Freeze does not prevent you from editing data. Answer D is incorrect
because the Freeze command does not affect the worksheet’s color scheme.
Question 26
Answer A is correct. The single quote tells Excel that you are entering a lit-
eral value rather than a formula. Answers B, C, and D are incorrect because
they are treated as invalid formulas rather than as literal text.
Question 27
Answers B and C are correct. These actions select the entire worksheet.
Answers A and D are incorrect because these actions do not select the entire
worksheet.
Question 28
Answer D is correct. The formula =A1+A2 makes the cell stay equal to the sum
of the other two cells no matter what is entered in those cells. Answer A is
incorrect because Excel does not update the literal value 9 if one of the other
cells changes. Answers B and C are incorrect because they do not start with
the = sign, so Excel will not recognize them as formulas.
Question 29
Answer D is correct. Excel displays ##### if the data is too wide to display.
Answer A is incorrect because Excel displays #DIV/0! if you attempt to divide
by zero. Answer B is incorrect because Excel displays #NAME? if a cell reference
is invalid. Answer C is incorrect because Excel displays #VALUE! if you attempt
to put invalid values into a formula.
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Question 30
Answer D is correct. The dollar signs before both the row and column ref-
erences convert them into absolute references. Answers A, B, and C are
incorrect because they use relative column references, relative row refer-
ences, or both.
Question 31
Answer B is correct. To specify a rectangular range, you specify the upper-
left and lower-right corners of the range, separated by a colon. Answers A,
C, and D are incorrect because those references are not syntactically valid.
Question 32
Answer C is correct. Clicking the Decrease Decimal button changes the dis-
play of the cell but does not affect the value stored in the cell, so Answers A,
B, and D are incorrect.
Question 33
Answer A is correct. The primary key is the field or combination of fields
that is used to identify records in a table. Answers B, C, and D are incorrect
because those are not definitions of the term primary key.
Question 34
Answers B and C are correct. You can undo data changes in Access with the
Undo toolbar button. Answers A and D are incorrect because you can’t undo
table creation or deletion.
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Question 35
Answer C is correct. When you convert a Text field to a Number field,
Access converts as much of the textual data to numbers as it can. Answer A
is incorrect because Access doesn’t try to do anything with letters, even if
they spell the name of a number. Answer B is incorrect because you can’t
store letters in a Number field. Answer D is incorrect because Access does
not stop the conversion at the first error.
Question 36
Answer B is correct. A query lets you retrieve a smaller set of records from a
table according to some criteria. Answer A is incorrect because the table itself
holds all the data. Answers C and D are incorrect because forms and reports
can be based on queries but do not themselves apply criteria to the data.
Question 37
Answers A, B, and C are correct. You can view and edit data in a table or
query datasheet or in an open form. Answer D is incorrect because you can-
not edit data in a report.
Question 38
Answer B is correct. Using >= causes the query to include records that are
greater than or equal to the specified number. Answer A is incorrect because
it only retrieves records where the salary is exactly 40000. Answer C is incor-
rect because it retrieves records that exceed 40000 but not those where the
salary is exactly 40000. Answer D is incorrect because it retrieves records
where the salary is less than 40000.
Question 39
Answers A and B are correct. Tables and queries are objects that contain data,
and this data can be used in forms and reports. Answers C and D are incor-
rect because forms and reports do not have data of their own and so cannot
be used as a data source.
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Question 40
Answers B and D are correct. You can display summary information by cre-
ating a totals query or by adding a group to a report. Answer A is incorrect
because tables don’t display summaries. Answer C is incorrect because forms
display all records or a single record but no summaries.
Question 41
Answers A and D are correct. You can use the Zoom menu item, or
Ctrl+wheel, to change the zoom factor in PowerPoint. Answers B and C are
incorrect because those actions do not change the zoom factor.
Question 42
Answers A and C are correct. PowerPoint notes are visible in Normal view
and Outline view. Answers B and D are incorrect because notes are hidden
in Slide Sorter view and Slide view.
Question 43
Answer C is correct. When you create a slide footer, you can specify to
include the slide number automatically on each slide. Answer A is incorrect
because text on the master slide appears unchanged on every slide in the
presentation. Answer B is incorrect because you can’t insert text in the design
template. Answer D is incorrect because this technique doesn’t automatical-
ly renumber slides if you rearrange your presentation.
Question 44
Answer B is correct. You can copy PowerPoint objects such as charts and
images from one presentation and paste them into another presentation.
Answers A and D are incorrect because they require extra work. Answer C is
incorrect because you cannot save an entire presentation as a single JPG file.
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Question 45
Answer B is correct. Transitions control the effect when you leave one slide
to show another slide. Answer C is incorrect because animations happen on
a single slide, not between slides. Answers A and D are incorrect because the
master slide and design template are static, not animated.
Question 46
Answer A is correct. By hiding selected slides, you can make sure that the
other slides remain identical even if you continue to edit the presentation.
Answers B and C are incorrect because they result in a second copy of the
presentation that can get “out of sync” with the first copy. Answer D is incor-
rect because a printout isn’t a presentation.
Question 47
Answer D is correct. The icon with the slash indicates that the slide is cur-
rently hidden. Answers A and B are incorrect because transitions and anima-
tions are indicated with other icons. Answer C is incorrect because deleted
slides are not displayed in Slide Sorter view.
Question 48
Answer B is correct. Outline view lets you edit many slides quickly by work-
ing in the outline. Answer A is incorrect because Slide view is geared towards
working with a single slide. Answer C is incorrect because Slide Sorter view
shows you slides but does not let you edit them. Answer D is incorrect
because you cannot edit slides when in Slide Show view.
Question 49
Answer B is correct. The History panel gives you an easy way to revisit
recently visited pages. Answer A is incorrect because there’s no easy way for
you to look in the browser’s cache. Answer C is incorrect because you didn’t
bookmark the site. Answer D is incorrect because there’s no need to search
for the site when it’s sitting in your history.
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Question 50
Answer C is correct. Flagging a message provides a visual cue to remind you
to review the message later. Answers A, B, and D are incorrect because these
actions don’t do anything to make the message stand out from other mes-
sages.
Question 51
Answer A is correct. An unexpected attachment from an unrecognized recip-
ient might be a computer virus. The safest thing to do is simply delete the
message and the attachment. Answers B, C, and D are incorrect because
these actions could trigger a computer virus if one is present.
Question 52
Answer C is correct. The bcc: box allows you to send a copy of a message
without the original recipient knowing that the copy has been sent. Answers
A and B are incorrect because they result in the customer knowing that you
sent the copy. Answer D is incorrect because it’s easier to use the bcc: box.
Question 53
Answer C is correct. Saving an address in your email address book makes it
easy to address new mail to that recipient. Answers A, B, and D are incorrect
because if you save the address anywhere else you need to retype it every time
you want to send a message.
Question 54
Answer B is correct. A URL is an address for a Web page or other resource
on the Internet. Answers A, C, and D are incorrect because those are not def-
initions of a URL.
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Question 55
Answers B and C are correct. A secured Web site will use the https:// address
format and will display a lock in the Internet Explorer toolbar. Answer A is
incorrect because http:// is used for regular, unsecured Web sites. Answer D
is incorrect because any Web site can use any background color.
Question 56
Answer C is correct. The Favorites list gives you a way to quickly jump to
favorite Web sites from your browser. Answer A is incorrect because the
saved copy is never updated. Answer B is incorrect because sites vanish from
the history after a fixed time. Answer D is incorrect because it’s easier to
choose from the Favorites list than it is to cut and paste the address from a
file.
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11
Review Session 2
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446 Chapter 11
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How to Review This Material

Both sets of review questions consist of 56 questions—8 questions per mod-
ule. This isn’t meant to represent what you’ll experience in the actual ICDL
exams, but rather to give you a chance to check your own knowledge and
comprehension of the material.
At this point, you’ve worked through Review Session 1 and reviewed the
areas in which you were weak. If you answer any questions incorrectly in
Review Session 2, review those sections in the book. Continue re-testing
with both sets of review questions until you’re able to complete all questions
correctly.
Practice Tips
You’re on your own while working through these questions, but we do rec-
ommend that you try to use them to fairly check your knowledge. That way,
you’ll be better prepared and less anxious during the real test. Use the fol-
lowing tips to get maximum benefit from the review questions:
➤ Prepare your environment by asking everyone to not disturb you. Turn
off your telephone, your TV, your radio: in short, minimize all your dis-
tractions and create a quiet spot and time.
➤ You’ll need plenty of paper on which to write your answers. If you have
questions or doubts during the test, jot those down too so you can
review the book for complete answers later.
➤ Don’t use any reference material to answer these questions. Remember,
you’re preparing yourself and you need to know the areas that require
more study. It isn’t necessary that you ace these questions the first
time out.
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Self Test
Question 1
Which of the following items is solely hardware?
❍ A. A 17-inch flat monitor
❍ B. The Windows XP operating system
❍ C. Your new personal digital assistant (PDA)
❍ D. The printer driver that controls your printer
Question 2
Which functions is your computer’s central processing unit (CPU) responsible
for controlling and manipulating?
❑ A. Performing calculations
❑ B. Controlling logic flow
❑ C. Coordinating functions between peripherals and software
❑ D. Analyzing data
Question 3
Which of the following computer types are you most likely to use while at
home?
❍ A. Mainframe
❍ B. Personal computer
❍ C. Laptop
❍ D. PDA
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Question 4
Which of the following technologies are examples of a computer network?
❑ A. The Internet
❑ B. Your company’s intranet
❑ C. Your personal computer
❑ D. Your bank’s new online banking service
Question 5
You need a new password to protect your home system. Which of the following
is a good password?
❍ A. Your name, your spouse’s name, or a child’s name
❍ B. Your birthday
❍ C. ajI#05m
❍ D. ace
Question 6
Which of the following are valid and efficient uses of computers in everyday life?
❑ A. A medical diagnosis
❑ B. Booking a plane ticket
❑ C. Using a personal and automated checkout register to pay for items
after shopping
❑ D. Taping your favorite TV show while you’re out
Question 7
Identify the items you should consider when putting together the most
ergonomically correct workstation:
❑ A. An adjustable chair that you can adjust for height and lumbar support.
❑ B. A brisk air conditioning unit that keeps each office cold so the occu-
pants remain alert.
❑ C. Place the monitor directly in front of the user.
❑ D. Bright lights.
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Question 8
Copyright laws are applicable to data on your system and information you glean
from the Internet. Which of the following activities is legal?
❍ A. Downloading copyrighted music to a CD-ROM and listening later at
your leisure
❍ B. Forwarding copyrighted material that gives you permission to forward
or share the material within certain guidelines
❍ C. Installing your next-door neighbor’s software so you can evaluate it—
you might decide to purchase it yourself later
❍ D. Installing your work-related software at home
Question 9
Choose the fastest removable data storage from the following list:
❍ A. Zip disk
❍ B. Hard drive
❍ C. Diskette
❍ D. CD-ROM
Question 10
How can you protect your system from the destruction and annoyance caused
by a virus?
❑ A. Run regular system scans that search for hidden virus files.
❑ B. Don’t open an email attachment if you aren’t expecting it or don’t know
the sender.
❑ C. Don’t use diskettes or Zip disks from unknown sources.
❑ D. Install a firewall.
❑ E. Install special virus-scanning software that can find and deal with virus
files.
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Question 11
An application has stopped responding. What do you do?
❍ A. Press Ctrl+Alt+Del and then choose Restart from the Shut Down menu.
❍ B. Choose Turn Off Computer from the Start menu.
❍ C. Turn off the system at the switch.
❍ D. Unplug the system to dump everything in the current memory and
then plug it back in.
Question 12
How can you learn important information about a system, such as the amount
of RAM and the operating system?
❑ A. Choose My Computer from the Start menu, and then choose About
from the Help menu.
❑ B. Look it up in the Help topics.
❑ C. Open the Windows Explorer and then choose About from the Help
menu.
❑ D. Choose Control Panel from the Start menu and then click the System
link.
Question 13
From the Windows XP Control Panel window, you can find links to complete
which of the following tasks?
❑ A. Adjust the system’s date and time settings.
❑ B. Launch the Help window.
❑ C. Turn off the computer.
❑ D. Install new software and hardware.
❑ E. Launch your most-often used files.
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Question 14
What’s the quickest way to find Help for using Windows XP?
❍ A. Click Help on the taskbar.
❍ B. Press Ctrl+H.
❍ C. Choose Help and Support from the Start menu.
❍ D. Double-click the Help icon on the current toolbar or the Windows
Explorer toolbar.
Question 15
What three methods will copy text to the Clipboard?
❑ A. Select the text and click the Copy button on the toolbar.
❑ B. Press Ctrl+C and then select the appropriate text and press Enter.
❑ C. Highlight the text and then select Copy from the Edit menu.
❑ D. Choose Copy from the Edit menu, select the text, and then click OK.
❑ E. Select the text, and press Ctrl+C.
Question 16
What Windows tool can you use to view, locate, copy, and move files stored on
your system?
❍ A. The Control Panel
❍ B. My Computer
❍ C. The Windows Explorer
❍ D. Help and Support
Question 17
Which of the following will open a new blank document in Word?
❑ A. Choose New from the File menu.
❑ B. Launch Word.
❑ C. Press Ctrl+N.
❑ D. Click the New Blank Document tool on the toolbar.
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Question 18
Which of the following statements about duplicating and moving text in a Word
document are true?
❑ A. To copy text, select the text, press Ctrl+X, position the cursor where
you want to paste the text, and press Ctrl+V.
❑ B. You can’t copy or move text from one document to another.
❑ C. To copy text, select the text, press Ctrl+C, position the cursor where
❑ D. To move text, select the text, press Ctrl+X, position the cursor where
Question 19
Identify the different methods for switching between multiple Word documents:
❑ A. Choose a file from the Window menu.
❑ B. Select a file from the File menu.
❑ C. Click the appropriate file-representing icon on the Windows Taskbar.
❑ D. Press Alt+Tab to cycle through the open documents.
Question 20
To change your entire document from single to double space, you’d do which of
the following?
❑ A. Select the entire document, choose Paragraph from the Format menu,
and select Double from the Line Spacing control on the Indents and
Spacing tab.
❑ B. Press Ctrl+2.
❑ C. Choose Paragraph from the Format menu and select Double from the
Line Spacing control on the Indents and Spacing tab.
❑ D. Select the entire document by holding down the Ctrl key and clicking
the document’s left margin and then pressing Ctrl+2.
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Question 21
Each of the following statements denotes a formatting level for a particular for-
matting task. Which statements are true?
❑ A. Specifying subscript or superscript is done at the text or font level.
❑ B. Line spacing is done at the paragraph level.
❑ C. Lead spacing or leading is done at the paragraph level.
❑ D. Change page margins at the paragraph level.
Question 22
Which of the following processes will insert a table of three columns and four
rows?
❑ A. Click Insert Table, drag across three columns and four rows, and then
press Enter.
❑ B. Choose Table from the Insert menu; enter 3, 4; and click OK.
❑ C. Choose Insert from the Table menu, choose Table, and then enter 3 in
the Number of Columns control and 4 in the Number of Rows control.
❑ D. Select properly formatted text (tabs between each column), select the
Table menu, choose Insert, and then click Table.
Question 23
To change the size of an inserted picture object, do the following:
❍ A. Select the picture object, choose Resize from the Edit menu, and click
the percentage option by which you want to increase the object’s size.
❍ B. Click the picture object to select it and then drag any of the selection
handles to adjust the object’s size.
❍ C. Simply drag any border until the picture object is the desired size.
❍ D. Click the picture object, and choose Resize from the Format menu.
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Question 24
In a mail merge operation, the mailing list document might consist of the fol-
lowing:
❑ A. Customer names and addresses for a mass mailing
❑ B. Employee names and departments for routing a memo
❑ C. A class schedule
❑ D. List of meeting attendees for name tags
Question 25
The spreadsheet data you’re viewing extends past the right and bottom edges,
and it’s impossible to view the column and row headings and the data at the
same time. What do you do?
❍ A. Change the Zoom value until you can see both the headings and the
data you’re working with.
❍ B. Freeze the worksheet by clicking in the cell just below and to the right
of the headings. Then, select Freeze Panes from the Window menu.
Doing so keeps the headings visible while you scroll to any area of the
worksheet.
❍ C. Split the worksheet vertically or horizontally so you can see the head-
ings in one pane and the data in another.
❍ D. Choose Split Screen from the View menu.
Question 26
By default, what does Excel display if you enter the value 123.456 in any cell?
❍ A. 123.456
❍ B. 123.00
❍ C. 123
❍ D. 123.46
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Question 27
What’s the quickest way to delete a row from the current worksheet?
❍ A. Click anywhere in the row, select Delete from the Edit menu, click the
Entire Row option, and click OK.
❍ B. Click anywhere in the row and press the Delete key.
❍ C. Right-click on the row header and select Delete.
❍ D. Select the row header and choose Delete from the Edit menu.
Question 28
To fill a range of columns with the same value, you’d do the following:
❑ A. Type the value, select the range, and then press Enter.
❑ B. Type the value, and pull down the Fill handle to select the remaining
cells in the range.
❑ C. Select the range, type the entry, and then press Enter.
❑ D. Select the range, type the value, and press Ctrl+Enter.
Question 29
Cells A1:A4 contain values you want to average. Which of the following formu-
las or functions might you use?
❑ A. =(+A1+A2+A3+A4)/4
❑ B. =AVERAGE(A1:A4)
❑ C. =A1+A2+A3+A4/4
❑ D. (A1+A2+A3+A4)/4
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Question 30
You enter a value into a cell, but Excel displays #####. What’s wrong and how
do you solve the problem?
❍ A. Excel can’t resolve the cell references. Usually, it means there’s a typo
in the formula; find and correct the mistake.
❍ B. There’s no data in one of the referenced cells. Find the empty cell and
enter an appropriate value.
❍ C. The value is too wide to display. Make the column wider to accommo-
date the entire value.
❍ D. A value isn’t available. Most likely, you’ve omitted a function’s argu-
ment; find the missing argument and enter an appropriate value.
Question 31
The simple formula in cell A5, =SUM(A$1:A$4), copied to cell B6 results in the
following formula:
❍ A. =SUM(A$1:A$4)
❍ B. =SUM(B$1:B$4)
❍ C. =SUM(B1:B4)
❍ D. =SUM(B$2:B$5)
Question 32
Suppose the current worksheet displays a pie chart, but you need a column
chart. Which of the following actions changes the pie chart to a column chart?
❍ A. Select the pie chart and choose Column from the Chart menu.
❍ B. Right-click the chart, select Chart Type, and select the appropriate col-
umn option.
❍ C. Right-click the chart and select Column.
❍ D. Right-click the chart, select Modify, click the Chart Type tab, and click
Column.
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Question 33
Which of the following comments about database technology is false?
❍ A. A relational database is a collection of persistent data that’s stored in
multiple but related tables.
❍ B. Tables are usually related on a primary key/foreign key field.
❍ C. A relationship is an association between two tables.
❍ D. A primary key stores unique values, but null values are allowed if nec-
essary.
Question 34
An Access database can contain a number of objects. The following list match-
es some of these objects to their purpose. Which list is the most accurate for all
the listed objects?
❍ A. Tables display data, queries limit data, forms interact with the user, and
reports create a hard copy of the data.
❍ B. Tables store data, queries display data in answer to your questions,
and forms allow you to view and modify data. Reports display data in
meaningful groups and order.
❍ C. Tables store data, queries display data, forms interact with data, and
reports print data.
❍ D. Tables temporarily hold data, queries ask questions, forms display
data, and reports allow you to print data.
Question 35
Which of the following sets of instructions isn’t a valid method for creating a
new table?
❍ A. Choose Table from the Insert menu, and choose Datasheet View in the
New Table dialog box.
❍ B. Click the Tables shortcut on the Objects bar and then click New.
❍ C. Click the Tables shortcut on the Objects bar and then double-click the
Create Table in Design View shortcut in the Database window.
❍ D. Click the Tables shortcut on the Objects bar and then double-click the
Create Table by Using Wizard shortcut in the Database window.
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Question 36
A primary key field’s main purpose is to uniquely identify each record. How do
you set a primary key?
❑ A. Open the table in design view and choose Primary Key from the Edit
menu.
❑ B. Open the table in view mode, select the field or fields that you want to
be the primary key, and select Primary Key from the Edit menu.
❑ C. Open the table in design view, select the field or fields you want to be
the primary key, and then click the Primary Key button the toolbar.
❑ D. Open the table in design view, select the field or fields you want to be
the primary key, right-click the selection, and choose Primary Key.
Question 37
Relationships enable Access to pull together related data. How do you create a
relationship between two tables?
❍ A. In query design, choose Insert Relationship from the Insert menu.
❍ B. Open the Relationships grid, select the field in both tables, and click
Create Relationship.
❍ C. Click the Relationships button on the Database toolbar to open the
Relationships window. Add the two tables to the window if necessary.
Then, drag the field by which you’re relating the two tables from one
table to the corresponding field in the second table. In the resulting
dialog box, click Create.
❍ D. In the Relationships window, drag the join line from one table list to
the other and then identify the field by which you’re relating the two
tables from the resulting field list.
Question 38
You want to use a query to view only those customers who have made pur-
chases since January 1, 2003. To do so, you’d use which of the following crite-
ria expressions in the order date column?
❍ A. >#1/1/2003#
❍ B. <#1/1/2003#
❍ C. Between #1/1/2003# AND Now()
❍ D. Between #1/1/2003# AND #12/31/2003#
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Question 39
You want to create a report that groups orders by their customers and sorts
each order by the date the order was placed, within the context of each cus-
tomer group. Which of the following will produce the desired results?
❑ A. Base the report on a query that groups and sorts the data
appropriately.
❑ B. Sort the table in design view and save the layout. Then, base a report
on that table and use the Grouping dialog box to create the group.
❑ C. Open the report in design view, click the appropriate section’s title bar
and choose Grouping from the Format menu.
❑ D. After basing the report on the appropriate table or query, open the
report in design view and display the Sorting and Grouping dialog box
to create the groups and sort the data.
Question 40
Viewing data is much simpler if it’s sorted in a meaningful way. Which of the fol-
lowing processes will sort data?
❑ A. Click the field by which you want to sort and then click Sort Ascending
or Sort Descending on the toolbar.
❑ B. Open a table in design view, right-click the appropriate field, and
choose Sort Ascending or Sort Descending.
❑ C. Click the field by which you want to sort, choose Sort from the
Records menu, and then select Sort Ascending or Sort Descending
from the resulting submenu.
❑ D. Click the field by which you want to sort, and choose Sort Ascending
or Sort Descending from the Records menu.
Question 41
When you want a visual overview for your entire PowerPoint presentation,
which view do you choose?
❍ A. Notes
❍ B. Slide Show
❍ C. Slide Sorter
❍ D. Outline
❍ E. Slide
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Question 42
You want to apply certain design attributes consistently to all slides in your
presentation. To do so, you’d do the following:
❍ A. Apply a Design template.
❍ B. Add a master slide to the presentation and add those attributes to the
master slide.
❍ C. Add the attributes to each slide in the presentation.
❍ D. Add the attributes to the presentation’s design slide.
Question 43
Which of the following statements about using footers is false?
❍ A. Any text you add to a slide’s footer appears on every slide in the pres-
entation.
❍ B. Display the slide number in the slide’s footer by clicking the Slide
Number check box.
❍ C. To insert a date that updates automatically, check the Date and Time
check box and then click the Update Automatically radio button.
❍ D. To add text just to the current slide’s footer, select Header and Footer
from the View menu. Then, select the Slide tab, enter the text, and
click Apply.
Question 44
To add an organizational chart to a presentation you’d use which of the follow-
ing sets of actions?
❍ A. Select Chart from the Insert menu.
❍ B. Click the Insert Chart button.
❍ C. Choose Picture from the Insert menu and then choose Organization
Chart.
❍ D. Choose Chart from the Insert menu and then choose Organization
Chart.
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Question 45
The AutoShapes toolbar offers which of the following elements?
❑ A. Starbursts
❑ B. Arrow
❑ C. Lightning bolts
❑ D. Speech balloons
Question 46
You want to change the style of a line element on a slide. How do you do so?
❍ A. Right-click the line, select Format AutoShape, and select the new style
from the Line Style drop-down control.
❍ B. Select the line, and choose Line Style from the Format menu. Then,
click the appropriate style.
❍ C. Right-click the line, choose Format from the resulting context menu,
and then choose a new style from the Line Style section of the result-
ing dialog box.
❍ D. Select the line, Choose Line Style from the Format menu, and then
click a new style from the resulting dialog box.
Question 47
To control the way one slide flows into another, you’d define which of the fol-
lowing?
❍ A. Animation
❍ B. Special effects
❍ C. Transition
❍ D. Image animation
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Question 48
Which of the following statements about PowerPoint are true?
❑ A. You can print copies of the presentation as handouts.
❑ B. You must use a computer to view a PowerPoint presentation.
❑ C. Use the Notes section to help cue you during a presentation; only you
can view notes in a presentation.
❑ D. Be careful when creating your presentation because you can’t change
the order of the slides once you create them.
Question 49
Which of the following are properly formatted URLs?
❑ A. http://www.quepublishing.com
❑ B. harkins@rabbittracks.com
❑ C. www.quepublishing.com
❑ D. www.quepublishing.com.ICDL.html
Question 50
Using a search engine, which of the following text entries would return links to
only those documents that don’t include the word “bugs?”
❍ A. bunny
❍ B. bunny, rabbit
❍ C. bunny +bugs
❍ D. bunny -bugs
Question 51
How do you know if a Web site is secured, which means you can trust it with
you personal data?
❍ A. You look it up in an online secured site registry.
❍ B. When you sign in, the site displays a special dialog box assuring you
that the site is secure.
❍ C. A secured site displays a small lock at the bottom of the screen.
❍ D. There’s really no way to know for sure.
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Question 52
Which of the following most accurately defines a cookie, within the context of
Web technology?
❍ A. A small reward, in the form of animation or some other small treat,
displayed unexpectedly and without a request from you
❍ B. Mnemonic for a special type of security technology
❍ C. A small text file stored on your local system by a Web site
❍ D. A small window that’s automatically displayed, usually for the purpos-
es of advertising, when you access a Web site
Question 53
Which of the following isn’t an advantage of using email?
❍ A. Speed of delivery.
❍ B. Its low cost.
❍ C. You don’t have to go out in the rain to collect your mail.
❍ D. Its flexibility.
Question 54
Someone has sent you an email with an attachment. How do you view the
attachment?
❍ A. Choose Open from the File menu.
❍ B. Click the paper clip icon in the message header in the Preview pane
and double-click the attached file.
❍ C. After ascertaining that the email has come from someone you know
and that the attachment is virus free, you click the paper clip icon in
the message header in the Preview pane and double-click the attached
file.
❍ D. Choose Save Attachment from the File menu.
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Question 55
You want to add the email address from a recently received email to your
Address Book. How do you do so?
❑ A. Open the email and double-click the From address.
❑ B. Click Reply to open the email and double-click the actual email address
in the To control.
❑ C. Click Reply to open the email and double-click the To label to the left of
the To (recipient) control.
❑ D. Use Ctrl+C to copy the email address and then open the Address Book
and paste it in.
Question 56
You want to add a new folder for storing email from friends. How can you add
a new folder named Friends?
❑ A. Right-click the folder to which you’re adding the folder, choose New
Folder, enter Friends and click OK.
❑ B. Choose New Folder from the Tools menu, select the folder to which
you’re adding the folder, enter Friends, and click OK.
❑ C. You can’t add new folders, but you can rename an existing folder.
❑ D. Select Local Folders (or the folder to which you want to add the new
folder as a subfolder) and choose New from the File menu. Then,
select Folder, enter Friends, and click OK.
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Answer Key for Review
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1. A 29. A and B
2. A, B, and C 30. C
3. B 31. B
4. A, B, and D 32. B
5. C 33. D
6. B and C 34. B
7. A and C 35. B
8. B 36. C and D
9. D 37. C
10. A, B, C, D, and E 38. A
11. A 39. A and D
12. A and C 40. A and C
13. A, B, and D 41. C
14. C 42. B
15. A, C, and E 43. A
16. C 44. C
17. A, B, C, and D 45. A, C, and D
18. C and D 46. A
19. A, C, and D 47. C
20. A and D 48. A and C
21. A, B, and C 49. A and C
22. A, C, and D 50. D
23. B 51. C
24. A, B, and D 52. C
25. B 53. C
26. A 54. C
27. C 55. A and B
28. B and D 56. A and D

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Detailed Answers
Question 1
Answer A is correct. Only the monitor is solely hardware. Answer B is incor-
rect because Windows XP is software. Answer C is incorrect because a PDA
is both hardware and software. Answer D is incorrect; a printer driver is spe-
cialized software that allows your printer and your computer to communi-
cate.
Question 2
Answers A, B, and C are correct. Your system’s CPU is responsible for per-
forming calculations, controlling the overall logic, and coordinating func-
tions and instructions between your peripherals and software. Answer D is
incorrect; analyzing data requires specialized software for just that purpose.
The CPU is responsible for evaluating values within the context of mathe-
matic operators, but the CPU doesn’t know the specific formulas necessary
to get the results.
Question 3
Answer B is correct. Most home users work on a personal computer con-
nected to a monitor, printer, and sometimes a scanner. Answer A is incorrect
because a mainframe is large and extremely expensive and completely
incompatible to home use. Answer C is incorrect. Although you could use a
laptop at home, most likely you use the laptop while away from home, for
instance, retrieving email while traveling. Answer D is incorrect. Like the
laptop, you could use a PDA at home, but doing so would be inconvenient if
you had a personal computer available. The PDA is a convenient tool for
those times when a personal computer isn’t practical.
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Question 4
Answers A, B, and D are correct. The Internet, your company’s intranet, and
most online services are all examples of computer networks. Answer C is
incorrect. Unless a personal computer is connected to a network, it isn’t part
of a computer network.
Question 5
Answer C is correct because it consists of at least seven characters that
include lowercase and uppercase letters, symbols, and numbers. Answers A
and B are incorrect because you shouldn’t use personal information that
someone can easily guess. Answer D is incorrect because it’s less than seven
characters and contains only lowercase letters.
Question 6
Answers B and C are correct. You probably benefit from a computer when
booking a flight or making purchases, even though you don’t realize it.
Answer A is incorrect as it requires a judgment and computers shouldn’t be
used in that capacity. Answer D is incorrect because although a lot of elec-
tronic devices use computerized components, they aren’t computers.
Question 7
Answers A and C are correct. An adjustable and supportive chair and moni-
tor placement are both critical to the user’s comfort. Answer B is incorrect
because although fresh air and good ventilation are important, the tempera-
ture should be comfortable to the user—not necessarily cold. Answer D is
incorrect because bright lights tend to create glare, which is bad for the user.
Use adequate but not glaring lights.
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Question 8
Answer B is correct and then only if you fully comply with the copyright
instructions. Answer A is incorrect; downloading copyright music files is ille-
gal. Answer C is incorrect. You can install only software for which you have
purchased a legal license. Answer D is incorrect for the same reason as
Answer C. The company owns your software license, not you.
Question 9
Answer D is correct. Currently, the CD-ROM is the fastest removable stor-
age medium, while remaining relatively low in cost. Answer A is incorrect
because the Zip disk isn’t as fast as the CD-ROM. Answer B is incorrect
because a hard drive isn’t removable. Answer C is incorrect because the
diskette is slower than the CD-ROM.
Question 10
Answers A through E are all correct. All these precautions help you protect
your system, but they are best used together; one or even a few measures,
taken alone, aren’t adequate.
Question 11
Answer A is the correct answer. The only safe way to regain control of your
CPU is to follow the instructions in Answer A. Answer B is incorrect because
you can’t access that option when an application has stopped responding.
Answers C and D are both incorrect because they could cause damage to the
software or corrupt data.
Question 12
Answers A and C are correct; view the Windows XP About information from
the Help menu in either window. Answer B is incorrect although you could
eventually find the information you’re after if you happened upon the right
topic. Answer D is incorrect because there is no such link. However, in the
Control Panel window, you can find the information from the About com-
mand on the Help menu.
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Question 13
Answers A, B, and D are correct. You can adjust system settings, find Help
topics, and install new software and hardware from the Control Panel.
Answer C is incorrect because there’s no link for turning off the system from
the Control Panel. Use the Start menu to turn off the system.
Question 14
Answer C is the only correct answer, although you can also launch Help from
the Control Panel window. Answers A, B, and D are incorrect because the
appropriate icon, keystroke combination, or tool doesn’t exist.
Question 15
Answers A, C, and E are all valid methods for copying text to the Clipboard.
Answer B is incorrect because you must select the text first. Answer D is
incorrect because you must select the text first.
Question 16
Answer C is the only correct answer. Use Windows Explorer to navigate and
manipulate the files on your local system. Answer A is incorrect because the
Control Panel doesn’t work with individual files. Answer B is incorrect
because My Computer displays the system’s many storage mediums, but not
the files stored on each, and it has no Find tool. Answer D is incorrect
because Help and Support provides a number of ways to find Help topics,
but not your files.
Question 17
Answers A, B, C, and D are correct. All the responses open a new blank doc-
ument.
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Question 18
Answers C and D are correct because the statements are true. Pressing
Ctrl+C copies the selected text and pressing Ctrl+X deletes the text and also
copies it to the Clipboard. Answer A is incorrect because Ctrl+X removes the
text from the current position before copying it to the Clipboard. Answer B
is incorrect; you can copy and move text from one document to another.
Question 19
Answers A, C, and D are correct; all three switch to another open document.
Answer B is incorrect; open documents are not listed on the File menu.
Don’t confuse the list of most recently opened documents with the current-
ly opened documents.
Question 20
Answers A and D are correct. To change the line spacing, you must select the
text where you want the spacing to change. Otherwise, Ctrl+2 simply inserts
a single blank line, and the Line Spacing control only applies to the para-
graph where the cursor is located.
Question 21
Answers A, B, and C are all correct because they’re true. Answer D is incor-
rect because it’s false; margins are changed at the document level. You can
change the margins for selected text, or a paragraph, but not using the Top,
Left, Right, and Left page margin settings.
Question 22
Answers A, C, and D are all correct; each of these methods creates a blank
table of three columns and four rows. Answer B is incorrect because there is
no Table option on the Insert menu.
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Question 23
Answer B is the only correct answer. You must drag the selection handles to
change the picture object’s size. Answer A is incorrect because there is no
Resize command on the Edit menu. Answer C is incorrect because you must
drag the selection handles; dragging the borders won’t work. Answer D is
incorrect because there’s no Resize command on the Format menu.
Question 24
Answers A, B, and D are correct. You might use a mail merge to produce a
mass mailing, address an internal memo, or to even print name tags. Answer
C is incorrect. Unless the scheduling document is uniquely formatted, it
couldn’t be used in a typical mail merge.
Question 25
Answer B is correct. You can freeze the top and left portions of the screen.
The data remains synchronized with the headings above and to the left of the
data as you scroll through the columns and rows to the right and below,
respectively. Answer A is incorrect; you could zoom out of the worksheet, but
chances are the data would become so small, you’d not be able to read it.
Answer C is incorrect. Although you can split the screen and work with two
areas of the worksheet, you can’t synchronize your movements as efficiently
as freezing the headings can. Answer D is incorrect because there’s no such
command on the View menu.
Question 26
Answer A is correct; by default Excel displays the value you enter using a
General Number format. Answer B is incorrect; there’s no format that auto-
matically deletes the decimal values you enter and displays two zeros. You’d
need a custom format for that. Answer C is incorrect. You’d need a number
format set to 0 decimal places. Answer D is incorrect because Excel doesn’t
round unless you tell it to.
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Question 27
Answer C is correct. Although there are many ways to delete a row, Answer
C is the quickest. Answer A is incorrect even though it works; it requires
more steps than the method listed in Answer C. Answer B is incorrect
because that method describes how to delete the contents of a cell. Answer
D is incorrect because it’s incomplete (see Answer A). However, Answer D
works in versions later than Excel 2000.
Question 28
Answers B and D are correct. Either method fills a range with the same
value. Answer A is incorrect because you can’t select a range until you finish
the active entry. Answer C is incorrect because it enters the value only in the
current cell, not the entire range.
Question 29
Answers A and B are both correct, although Answer B is superior to Answer
A because you don’t need to count the number of entries in the range of val-
ues. Answer C is incorrect because Excel divides only the value in cell A4 by
the number of entries in the range. Answer D is incorrect because the equal
sign is missing and Excel interprets the formula as text.
Question 30
Answer C is correct; the value you entered is too wide to display. You must
increase the width of the column. Answer A is incorrect. When Excel can’t
resolve a cell reference, it displays the error value #NAME?. Answer B is incor-
rect; this mistake results in the #REF error value. Answer D is incorrect. You
see the error value #N/A when you omit an argument.
474 Chapter 12
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Question 31
Answer B is correct. The dollar sign makes the row numbers absolute.
Answer A is incorrect because the column references aren’t absolute and ref-
erence the current column, which is B. Answer C is incorrect because the
row values aren’t preceded by the $ sign. Answer D is incorrect because the
row values are absolutes and remain rows 1 and 4, regardless of where you
copy the function.
Question 32
Answer B is correct. Answer A is incorrect because there’s no such menu or
command. Answer C is incorrect because there’s no Column option. Answer
D is incorrect because there’s no Modify menu or Chart Type tab.
Question 33
Answer D is correct; it’s the only false statement. A primary key value must
be unique and can’t be null. Answers, A, B, and C are incorrect because each
statement is true.
Question 34
Answer B is correct; tables store data, queries display data in answer to your
questions, forms allow you to view and modify data, and reports display data
in meaningful groups and order. Answer A is incorrect; all the statements are
true, but they aren’t the most accurate description of the objects. Answer C
is incorrect for the same reason. Answer D is incorrect because tables don’t
temporarily store data; data is permanently stored until you delete it.
Question 35
Answer B is correct because it’s the only invalid set of instructions for creat-
ing a new table. You can only click Design if an existing table is selected.
Answers A, C, and D are all incorrect because they all are valid instructions
for creating a new table.
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Question 36
Answers C and D are correct. You can use either method to set a table’s pri-
mary key. Answer A is incorrect because there’s no such command on the
Edit menu. Answer B is incorrect because the table must be in design view
and because there’s no such command on the Edit menu.
Question 37
Answer C is correct because it’s the only way to create a permanent relation-
ship between two tables. Remember, the relationship doesn’t have to be
based on a primary/foreign key field. Answer A is incorrect because you don’t
define a permanent relationship in design view nor is there an Insert
Relationship command on the Insert menu. Answer B is incorrect because
there’s no such window or grid known as the Relationships grid. Answer D
is incorrect because you don’t drag the join line from one list to another; you
drag the actual field.
Question 38
Answer A is the most correct because it is the most efficient way to return
records that were placed after January 1, 2003. Answer B is incorrect because
it would return orders placed before January 1, 2003. Answer C is incorrect
even though it returns the same recordset as A. It’s incorrect because the AND
Now() component isn’t necessary. Answer D is incorrect because it returns
only those records placed during 2003, and that isn’t the same as all the
records placed after January 1, 2003.
Question 39
Answers A and D are both correct. Either method sorts and groups a report.
Not every group can be easily created at the query level, however, so you
should keep that in mind. Answer B is incorrect because the table’s layout
would have to change from object to object, and that just wouldn’t be prac-
tical. Answer C is incorrect because there’s no such command from the
Format menu and because you don’t have to identify a section before apply-
ing a group.
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Question 40
Answers A and C are both valid ways to sort data in a table, query, or form.
Answer B is incorrect because you don’t determine a table’s sort order in
design view. Answer D is incorrect because you must choose Sort from the
Records menu and then one of the sort options.
Question 41
Answer C is correct. Slide Sorter gives you a visual overview of your entire
presentation. Answer A is incorrect because Notes displays the printed note
pages. Answer B is incorrect because Slide Show runs the actual presenta-
tion, one slide at a time. Answer D is incorrect because it displays the pre-
sentation’s outline. Answer E is incorrect because Slide is where you edit
individual slides.
Question 42
Answer B is correct. Elements on the master slide are included automatical-
ly in every slide in your presentation. Answer A is incorrect. You can apply a
design template to a new presentation, but it might or might not include all
the attributes you want to include. Answer C is incorrect even though it
would work. You don’t have to add each element to every slide. Answer D is
incorrect because there is no such slide as the design slide.
Question 43
Answer A is correct because it’s the only false statement. Simply adding text
to the header or footer won’t display the text on every slide. You must click
the Apply All button to display the text on every slide. Answers B, C, and D
are all incorrect because they’re true statements about adding header or foot-
er elements to slides.
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Question 44
Answer C is correct; choose Organization Chart from the Picture com-
mand’s submenu. Answers A and B are both incorrect because those instruc-
tions insert a chart. Answer D is incorrect because there is no Chart on the
Insert menu; you must choose Picture.
Question 45
Answers A, C, and D are correct. The AutoShapes toolbar offers starbursts,
lightning bolts, and speech balloons. Answer B is incorrect. You find the
arrow element on the Drawing toolbar.
Question 46
Answer A is correct. Answer B is incorrect because there is no Line Style
command on the Format menu. You must select AutoShapes from the
Format menu. Answer C is incorrect because there is no Format option in
the context menu; you must select Format AutoShapes. Answer D is incor-
rect because there is no Choose Line Style command on the Format menu.
Question 47
Answer C is correct. Transitions determine how one slide switches to the
next. Answer A is incorrect because you can add animation to a slide, but you
don’t animate the transition between two slides. Answer B is incorrect
because it’s just one facet of transitions. Answer D is incorrect because it’s
specific to images, not what the viewer sees in between slides.
Question 48
Answers A and C are correct; both statements are true. Answer B is incorrect
because it’s false; you can produce slides from your presentation. Answer D
is incorrect because you can move slides in Slide Sorter view.
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Question 49
Answers A and C are both correct. Most modern browsers assume the
http:// even if you omit it when entering the URL. Answer B is incorrect
because it’s an email address. Answer D is incorrect because the . character
before ICDL.html should be a / character.
Question 50
Answer D is correct, most search browsers interpret the – character before
an entry as instructions to exclude documents that include that word or
phrase. Answers A and B are both incorrect because they include documents
that might or might not include the word “bugs.” Answer C is incorrect
because it displays only those documents that do contain the word “bugs.”
Question 51
Answer C is correct because the lock icon indicates that the Web site has
been properly verified by a third-party resource. Answer A is incorrect
because there is no such service. Answer B is incorrect. A site might display
a message of that kind, but it isn’t reliable. Answer D is incorrect; you can tell
by the lock icon at the bottom of the screen.
Question 52
Answer C is correct; a cookie is a small text file stored by a Web site on your
local system. Answers A and B are both incorrect because neither really exist
within the context of a cookie. Answer D is incorrect because that definition
describes what’s known as a pop-up.
Question 53
Answer C is correct. Email and regular postal mail aren’t connected, so you
still have to go out into the rain to collect your regular mail. Answers A, B,
and D are all incorrect because they’re all advantages to using email to com-
municate in business or with family and friends.
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Question 54
Answer C is correct. Answer A is incorrect because that opens the email, not
the attachment. Answer B is incorrect. Even though it opens the attachment,
you shouldn’t open attachments until you know they’re virus free. Answer D
is incorrect because that saves, not opens, the attachment.
Question 55
Answers A and B are both correct; either way adds a new email address to the
Address Book. Answer C is incorrect because clicking the To label opens the
Address Book so you can select existing addresses. Answer D is incorrect; it
works, but it’s inefficient and unnecessary.
Question 56
Answers A and D are both correct. Answer B is incorrect because there isn’t
a New Folder command on the Tools menu. Answer C is incorrect because
you can add new folders.
A
CD Contents and
Installation Instructions
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The CD features an innovative practice test engine powered by

MeasureUp, giving you yet another effective tool to assess your readiness
for the exam.
Multiple Test Modes

MeasureUp practice tests are available in Study, Certification, Custom,
Adaptive, Missed Question, and Non-Duplicate question modes.
Study Mode
Tests administered in Study Mode enable you to request the correct
answer(s) and explanation to each question during the test. These tests are
not timed. You can modify the testing environment during the test by select-
ing the Options button.
Certification Mode
Tests administered in Certification Mode closely simulate the actual testing
environment you will encounter when taking a certification exam. These
tests do not enable you to request the answer(s) and/or explanation to each
question until after the exam.
482 Appendix A
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Custom Mode
Custom Mode enables you to specify your preferred testing environment.
Use this mode to specify the objectives you want to include in your test, the
timer length, and other test properties. You can also modify the testing envi-
ronment during the test by selecting the Options button.
Adaptive Mode
Tests administered in Adaptive Mode closely simulate the actual testing envi-
ronment you will encounter taking an Adaptive exam. After answering a
question, you are not allowed to go back—you are only allowed to move for-
ward during the exam.
Missed Question Mode

Missed Question Mode enables you to take a test containing only the ques-
tions you have missed previously.
Non-Duplicate Mode
Non-Duplicate Mode enables you to take a test containing only questions
not displayed previously.
Question Types
The practice question types simulate the real exam experience.
Random Questions and Order of

Answers
This feature helps you learn the material without memorizing questions and
answers. Each time you take a practice test, the questions and answers appear
in a different randomized order.
. . . . . . . . . . . . . . . . . . . . . . . . . . CD
. . Contents
. . . . . and
. . Installation
. . . . . . .Instructions
483
. . . . . .
Detailed Explanations of Correct

and Incorrect Answers
You’ll receive automatic feedback on all correct and incorrect answers. The
detailed answer explanations are a superb learning tool in their own right.
Attention to Exam Objectives

MeasureUp practice tests are designed to appropriately balance the ques-
tions over each technical area covered by a specific exam.
Installing the CD
The minimum system requirements for the CD-ROM are
➤ Windows 95, 98, Me, NT 4.0, 2000, or XP
➤ 7MB disk space for the testing engine
➤ An average of 1MB disk space for each test
To install the CD-ROM, follow these instructions:
If you need technical support, please contact MeasureUp at 678-356-5050 or email

support@measureup.com. Additionally, you’ll find Frequently Asked Questions
(FAQs) at www.measureup.com.
1. Close all applications before beginning this installation.
2. Insert the CD into your CD-ROM drive. If the setup starts automati-
cally, go to step 6. If the setup does not start automatically, continue
with step 3.
3. From the Start menu, select Run.
4. Click Browse to locate the MeasureUp CD. In the Browse dialog box,
from the Look In drop-down list, select the CD-ROM drive.
5. In the Browse dialog box, double-click Setup.exe. In the Run dialog
box, click OK to begin the installation.
6. On the Welcome screen, click Next.
484 Appendix A
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7. To agree to the Software License Agreement, click Yes.
8. On the Choose Destination Location screen, click Next to install the

software to C:\Program Files\MeasureUp Practice Tests\Launch.
If you cannot locate MeasureUp Practice Tests through the Start menu, see “Creating
a Shortcut to the MeasureUp Practice Tests,” later in this appendix.
9. On the Setup Type screen, select Individual Typical Setup. Click Next
to continue.
10. On the Select Features screen, click the check box next to the test(s)
you purchased. After you have checked your test(s), click Next.
11. On the Enter Text screen, type the password provided in this receipt,
and click Next. Follow this step for any additional tests. Note: If you
are installing a Microsoft Office Specialist test, the MeasureUp DSA
engine will also need to be installed. See “Installing the CD-ROM for
MeasureUp Microsoft Office Specialist (MOS) Test Engines,” later in
this appendix.
12. On the Select Program Folder screen, verify that the Program Folder
is set to MeasureUp Practice Tests and click Next.
13. After the installation is complete, verify that Yes, I Want to Restart My
Computer Now is selected. If you select No, I Will Restart My
Computer Later, you will not be able to use the program until you
restart your computer.
14. Click Finish.
15. After restarting your computer, choose Start, Programs, MeasureUp

Practice Tests, Launch.
16. On the MeasureUp Welcome screen, click Create User Profile.
17. In the User Profile dialog box, complete the mandatory fields and click
Create Profile.
18. Select the practice test you want to access and click Start Test.
. . . . . . . . . . . . . . . . . . . . . . . . . . CD
. . Contents
. . . . . and
. . Installation
. . . . . . .Instructions
485
. . . . . .
Creating a Shortcut to the MeasureUp

Practice Tests
To create a shortcut to the MeasureUp practice tests, follow these steps.
1. Right-click on your Desktop.
2. From the shortcut menu, select New, Shortcut.
3. Browse to C:\Program Files\MeasureUp Practice Tests and select the

MeasureUpCertification.exe or Localware.exe file.
4. Click OK.
5. Click Next.
6. Rename the shortcut MeasureUp.
7. Click Finish.
After you have completed step 7, use the MeasureUp shortcut on your
Desktop to access the MeasureUp products you ordered.
Installing the CD-ROM for MeasureUp

Microsoft Office Specialist (MOS) Test
Engines
If this book covers the Microsoft Office Specialist (MOS) certification,
please follow these instructions:
1. Refer to steps 1 through 15 in the “Installing the CD” section earlier
in this appendix. A dialog displays. Click Yes to install the MeasureUp
DSA Engine.
2. On the Welcome screen, click Next.
3. On the Choose Destination Location screen, click Next to install the

software to C:\Program Files\MeasureUp\DSA Engine.
4. On the Select Program Folder screen, verify that the Program Folder
is MeasureUp DSA Engine and click Next.
5. On the Start Copying Files screen, click Next.
6. Verify that Yes, I Want to Restart My Computer Now is selected. If

you select No, I Will Restart My Computer Later, you will not be able
to use the program until you restart your computer.
486 Appendix A
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7. Click Finish.
8. After restarting the computer, choose Start, Programs, MeasureUp

DSA Engine, Launch.
9. Select a Test Bank and Mode and click Launch Test.
MeasureUp Microsoft Office Specialist products offer multiple Test Banks.

Each Test Bank measures the same skills, but uses a different assessment doc-
ument and different task wording to minimize memorization.
Certification Mode assessments closely simulate the actual testing environ-
ment of the certification exam. Certification Mode assessments are timed,
the tasks are randomized, and the task solution is not available.
Study Mode assessments enable you to request the correct solution to each
task during the test. Study Mode assessments are not timed, and they enable
the examinee to retake questions.
Technical Support
If you encounter problems with the MeasureUp test engine on the
CD-ROM, please contact MeasureUp at 678-356-5050 or email support@
measureup.com. Technical support hours are from 8:00 a.m. to 5:00 p.m. EST
Monday through Friday. Additionally, you’ll find Frequently Asked
Questions (FAQs) at www.measureup.com.
If you’d like to purchase additional MeasureUp products, call 678-356-5050
or 800-649-1MUP (1687), or visit www.measureup.com.

Glossary
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
access rights Asymmetric Digital Subscriber

Rules that control who can per- Line (ADSL)
form actions with files and other A type of high-speed phone line
resources on a computer. that carries more information in
one direction than the other.
address book
Stored email contact information. AutoFill
An Excel feature to quickly fill in
aggregate function information such as days of the
A function, such as Excel’s SUM and week or months of the year.
COUNT, that operates on a range of
data to produce a single result. backup
A copy of your files. Some people
analog (and most organizations) routinely
A device capable of storing or backup their entire systems.
displaying a smooth range of val-
ues, for example, a mercury ther- binary system
mometer. A system for representing numbers
using only the digits 1 and 0. It is
application software the system that computers use
Software that is used for a particu- internally.
lar task, such as writing a letter,
displaying a file, or composing bit
music. A single piece of yes or no infor-
mation.
bits per second (bps)

A measurement of the speed of
data transmission.
488 bookmark/favorites
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
bookmark/favorites column
Stored links that quickly access the The structural part of a table that
Internet pages you view frequently. composes a field.
boot compression
The process of turning on your Electronic reduction of a file size
system. or folder.
byte cookie
Eight bits of information. A small text file left on your local
system by a Web site.
cache
Web pages and other files that are criteria
stored on your local system for An expression that limits the
quicker viewing. results of a query.
CD-ROM database
A storage device resembling a Stores data in tables built of rows
music CD. and columns.
cell data cartridge

The basic unit of an Excel work- A removable storage device most
sheet. suited for backups of information.
cell reference data source document

Part of an Excel formula that refers In a mail merge, the document that
to another cell. Cell references can contains the unique data that per-
be absolute ($A$1) or relative (A1). sonalizes each letter.
central processing unit (CPU) data type

(1) The integrated circuit that pro- A field property that defines what
vides the brain of a computer. type of data the field can store.
(2) Informally, the box housing the design template
CPU circuit and other hardware. A PowerPoint file containing ele-
ments such as colors and fonts that
client/server
you can use to apply a consistent
A computing scheme in which a
look to a presentation.
central server delivers information
to and receives updates from many design view mode
client computers. The mode in which you modify a
database object’s design.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .field
489
. .
desktop ECDL
An onscreen work area. In European Computer Driving
Windows, it’s the screen that greets License. The ECDL is adminis-
you when you turn on your system tered by the ECDL Foundation,
and from where you can launch http://www.ecdl.com.
your most often used applications
and files. electronic commerce (e-com-
merce)
desktop menu alias Purchasing of goods or services
Shortcut icon that works the same over the Internet.
as the Start menu item.
electronic mail (email)
digital Transmission of messages and files
A device that stores information in over the Internet.
discrete values. Computers are dig-
ital devices that use the values 1 encryption
and 0 for storage. A type of security by which the
process translates text into code.
digital camera
A camera that stores photographs end-user license agreement
in memory rather than on film. (EULA)
A legal contract that governs the
digital certificate acceptable use of a software
Code that allows you to send an package.
encrypted message via a secure
Web site. ergonomics
A branch of applied science that is
digital signature concerned with designing work-
Similar to digital certificate but places that are both efficient and
used with email. comfortable.
diskette extension
A removable storage device that The three or four characters fol-
holds a small amount of data. lowing the dot character (.) at the
end of a filename.
download
Transfer of data from a Web site to extranet
your local system. A network that connects a compa-
ny with its business partners.
drag and drop
A Windows method of selecting field
and dragging screen elements from The smallest unit of data in a table.
one position to another.
490 File Transfer Protocol (FTP)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
File Transfer Protocol (FTP) gigahertz (GHz)

A method used to transfer files One billion operations per second,
over the Internet. a measure of CPU speed.
Find (Search) command graphical user interface (GUI)

A built-in feature that locates text A user interface featuring windows,
within a document. icons, colors, and fonts.
folder hard disk

A storage element in which you A storage device designed to per-
can store other folders and files. manently hold large amounts of
data.
foreign key
A primary key value in a related hardware
table. Foreign keys provide a way All the physical parts of a com-
to link data in one table with data puter.
in another table.
history
form Stored links in your Web browser
A database object by which you can that track the sites you’ve recently
interact with the data. visited.
format hyperlink
To prepare a storage device so that Text that, when clicked, accesses
it can store computer files. another area of the current docu-
ment, another file, or another Web
formula page.
An instruction to Excel that tells it
how to calculate the contents of a Hypertext Transfer Protocol
particular cell. (HTTP)
The method that computers use to
freeware communicate with other computers
Software that may be legally used over the World Wide Web.
without paying a license fee.
ICDL
freeze International Computer Driving
In Excel, an operation that keeps License. It is the version of the
some cells visible even when you ECDL for countries outside
scroll to another location in the Europe.
worksheet.
icon
function A small image that represents an
In Excel, a built-in calculation such object or file.
as SUM, COUNT, or AVERAGE.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . merge
. . . . fields
491
. . .
image laptop computer

A visual representation from a disk A portable computer that is
file. designed to be folded up to protect
its screen.
index
An internal structure that stores light pen
key values which act as pointers to An input device that allows you to
the stored data. select an area directly onscreen.
information technology (IT) local area network (LAN)

The general term for all the hard- A network that connects the com-
ware, software, and services associ- puters at a single location.
ated with computer use.
mail merge
input device The process of merging two docu-
Any piece of hardware that you can ments into one, new document.
use to send information to the
computer. main document
The document that contains the
input language repeated data (form letter) in a
The language used to enter text at mail merge.
any given time.
mainframe computer
Integrated Services Digital A large computer that is typically
Network (ISDN) used to run the operations of an
A type of high-speed phone line entire department or company.
for fast computer networking.
master slide
Internet A slide whose elements are shown
A single global wide area network on every slide in a PowerPoint
(WAN) that connects millions of presentation.
computers together.
megahertz (MHz)
Internet service provider (ISP) One million operations per second,
Company that provides access to a measure of CPU speed.
the Internet.
menu bar
intranet Element at the top of an applica-
A network that connects computers tion window that displays built-in
belonging to a single company. features and options.
joystick merge fields

An input device that is similar to an Field codes within the body of the
airplane’s control stick. main document that match fields in
the data source document.
492 microphone
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
microphone one-to-one relationship

An input device that lets you issue An association between two tables
voice commands to a computer. where a primary key value relates
to only one (or no) record in the
modem related table.
A device for converting digital
computer data to analog phone sig- operating system software
nals and vice versa. Software that controls the basic
operations of the computer.
monitor
An output device that displays option card
information on a screen. An accessory card in the base unit
of a computer that handles video
most-recently used (MRU) list display, network communications,
A list of files that you have recently or other tasks.
opened in a particular application,
normally found at the bottom of output device
the File menu. Any piece of hardware that the
computer can use to send informa-
mouse tion to you.
An input device that lets you con-
trol a cursor onscreen by moving paragraph mark
around on a flat surface. A nonprintable character that
determines the end of a paragraph.
multitasking
The ability of the computer to per- password
form more than one task at the A secret piece of information used
same time. For example, you can to verify your identity to the com-
open both a word processing pro- puter.
gram and a spreadsheet at the same
time. peripheral device
Any device that is outside of the
netiquette computer’s main base unit.
Rules of proper online behavior.
personal computer
network computer A computer that fits on or under
A computer that relies on devices an individual desktop and that
elsewhere on the network to store stores its own information.
information for it.
personal digital assistant (PDA)
one-to-many relationship A shirt-pocket–size computer with
An association between two tables limited storage capacity.
where a primary key value can
relate to one, many, or even no
records in the related table.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .root
. . directory
493
. . . . .
picture read-only
A visual representation from a Describes a file you can view but
built-in set of images in an applica- not change.
tion.
read-only memory (ROM)
plotter Computer memory whose contents
An output device that uses one or cannot be altered but which main-
more pens to create drawings. tains its value even when the power
is removed.
presentation
A single PowerPoint file contain- read-write
ing one or more slides. Describes a file you can both view
and change.
primary key
The field or fields that uniquely record
identify a record. The actual data for one entity in a
table.
printer
An output device that prints text or recycle bin
graphics on paper. A Windows folder that stores
deleted files.
program
A piece of software with a particu- referential integrity
lar function. Rules that control when data can
be added, modified, or deleted.
proper case
Begins each word with an upper- relational database management
case letter; the remaining letters in system (RDBMS)
the word are lowercase. A database application that stores
and manipulates data and allows
Public Switched Telephone for relationships to be formed
Network (PSTN) between tables.
The normal voice telephone net-
work. relationship
An association between two tables.
query
A database object that answers report
questions about the data by select- A database object that displays data
ing and limiting the data you see. in meaningful groups and orders.
random access memory (RAM) root directory

Computer memory that can be The beginning level of storage on a
either read or written but which hard drive or diskette.
loses its contents when you switch
the computer off.
494 row
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
row software
The related fields that compose a The intangible instructions that
record. tell the CPU and hardware what
to do.
scanner
An input device that can convert speakers
printed text or graphics into com- An output device that conveys
puter files. information by means of sound.
screen resolution spreadsheet

System setting that determines the An Excel file containing one or
size of screen elements (by chang- more worksheets.
ing the total number of pixels on
the screen). status bar
An element that constantly updates
screen saver with information about the current
A file that displays moving ele- task or environment.
ments when the computer is idle
for a specific length of time. storage device
Any device designed to store com-
scrollbar puter files.
A graphical element that allows
you to view data that extends past subfolder
the right or bottom of the screen. A folder within a folder.
search engine surge protector

An online service that provides An electronic device that protects
links to target documents. your system from high voltage
spikes that would otherwise destroy
shareware your system.
Software that can be freely used for
a limited period of time without table
paying a licensing fee. An object used to organize text and
graphics in rows and columns.
shortcut icons
Icons that execute defined tasks, teleworking
such as opening a file. Commuting by modem instead of
physically.
slide
A single screen of information text editor
within a presentation. A program that allows you to enter
and manipulate text in a document
soft carriage return and then saves that document.
Similar to the paragraph mark in
that it forces text to the next line.
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . worksheet
495
. . . . . .
title bar view mode

Element at the top of a window The mode in which you actually
that displays descriptive text about interact with data through database
the window. objects.
toolbar virus
Window element that displays Malicious computer code that is
built-in features and options by designed to spread from computer
way of icons. to computer.
touchpad virus-scanning application

An input device that lets you con- Specialized software that scans
trol the cursor by moving your fin- your system, diskettes, and email
ger or a stylus around a flat pad. for signs of virus infestation.
touchscreen Web browser

An input/output device that dis- A software application that accesses
plays information and allows you information on the Internet.
to select information by touch.
wide area network (WAN)
trackball A network that connects computers
An input device that lets you con- at multiple locations.
trol the cursor by moving a ball in
a fixed frame. wildcard
A symbol that represents one or
transfer rate more characters.
The speed with which a computer
can send information across a net- window
work. The most common user interface
element for displaying and gather-
unfreeze ing information.
In Excel, to allow all rows and
columns of a worksheet to scroll Windows Explorer
freely. The graphical interface that
Windows uses to display the sys-
Uniform Resource Locator (URL) tem’s file structure.
A Web address. Type it into a Web
browser to find a Web page you worksheet
want to view. The contents of a single tab in an
Excel spreadsheet. One spreadsheet
user ID may contain from one to an unlim-
An identifier for a particular user ited number of worksheets.
on a network.
496 World Wide Web (WWW)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
World Wide Web (WWW)

A network that uses HTTP to
request and display Web pages. It
is only one way of accessing all the
information available on the
Internet.
Zip disk
A removable storage device that
holds a few hundred megabytes of
information.
Index
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
A addresses
adding (Outlook Express), 397-399
ABCs of Word Processing Web site, 189 deleting (Outlook Express), 399
About Windows command (Help menu), 72 email
absolute cell references, 219 inserting (Outlook Express), 392
access rights, permitting, 50 syntax, 382
accessing recipient copies (Outlook Express), 392
files for status changes, 100-101 storing (Outlook Express), 397-400
folders, 96-97 updating (Outlook Express), 400
Accessories programs ADSL (Asymmetric Digital Subscriber
Notepad, 84 Line), 39
closing, 87 aggregate functions (cells), 220-221
files, saving, 85-86 aligning
launching, 85 drawn objects in slides (PowerPoint),
WordPad, 84 338
accounting software, 32 text in documents (Word 2002), 158
Adaptive mode (MeasureUp practice tests), worksheet cells, 227-228
482 AltaVista search engine, 374-375
Add Input Language dialog box, 76-79 analysis phase of software development, 34
adding antivirus software, 52-53
borders to worksheet cells, 228 application software, 29-31
drawn objects to slides (PowerPoint), accounting, 32
335-336 custom, 34
fields to tables (Access 2002), 261 database, 31
footers in worksheets, 235 desktop publishing, 32
headers in worksheets, 235 email, 32
indexes to tables (Access 2002), 265 presentation, 32
records to tables (Access 2002), 260-262 shrink-wrapped, 34
shadows to drawn objects (PowerPoint), spreadsheet, 31
337 Web browsing, 32
slides to presentations (PowerPoint), 319 word processing, 31
speaker notes to presentations, 345 applications
text to slides (PowerPoint), 324-325 multiple running in background, 21
titles to cell contents, 228 non-responsive, troubleshooting, 70-71
Address Book (Outlook Express) entries, opening from desktop, 89
397-400 software, installing, 81-82
spreadsheets. See Microsoft Excel 2002
498 Applications icon
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applications icon, 88 CD (MeasureUp), installing, 483-484

Arrange Icons command (View menu), 101 CD-ROMs, 27
arranging cell references, 219
desktop icons, 89 cells
reports, layout options (Access 2002), borders, adding (Excel 2002), 228
290 spreadsheets
arrow styles on slides, editing (PowerPoint), nonadjacent selection (Excel 2002),
337 203
assigning messages with priority levels selecting (Excel 2002), 203
(Outlook Express), 394 tables
Asymmetric Digital Subscriber Line modifying (Word 2002), 172
(ADSL), 39 shading (Word 2002), 172
attached files (email) titles, adding (Excel 2002), 228
saving (Outlook Express), 391 worksheets, aligning (Excel 2002),
virus dangers, 54 227-228
audio system properties, modifying, 74-75 Center for Democracy and Technology
authoring options (Microsoft Word 2002), Web site, 64
142 centered text, 158
auto save settings (Microsoft Word 2002), Certification mode (MeasureUp practice
134 tests), 481
AutoFill feature, cell data, handling (Excel chart slides, 319
2002), 209-210 chart toolbar (Microsoft Excel 2002), 192
automatic page numbering, applying (Word Chart Type dialog box (PowerPoint), 331
2002), 167 charts
bar, 230
B colors, customizing (Excel 2002), 232
creating (Excel 2002), 229-231
back door viruses, 113 deleting (Excel 2002), 233
background colors on slides, changing, 320 documents
backing up files, importance of, 106 deleting (Microsoft Word 2002), 175
bar charts, 230 duplicating (Microsoft Word 2002),
BayCon Group Web site, 244 174
bcc (blind carbon copy), 392 inserting (Microsoft Word 2002),
binary system (memory), 23 173
.bmp file extension (bitmaps), 99 moving (Microsoft Word 2002), 174
bold attributes, applying to text (Word resizing (Microsoft Word 2002), 175
2002), 153 selecting (Microsoft Word 2002),
bookmarks 173
deleting, 373 duplicating (Excel 2002), 233
marking, 370-372 line, 230
organizing via folders, 373 Microsoft Organization Chart toolbar,
book downloads, legal versus illegal, 55 307
booting systems, 68 moving (Excel 2002), 233
borders on paragraphs, adding (Word 2002), pie, 230
162 printing (Excel 2002), 238
BSD operating system, 31 resizing (Excel 2002), 233
bulleted lists selection handles, 231
creating (Word 2002), 161-162 slides
slides, 319 creating (PowerPoint), 331
bytes (memory), 23 deleting, 340
duplicating, 339
C editing (PowerPoint), 332-333
formatting (PowerPoint), 332-333
caches in Web browsers, 361 moving, 340
Cancel mode, computer power downs, 69 text, adding (Excel 2002), 231
capturing screen data, 82 Children’s Online Privacy Protection Act
Carpal Tunnel Syndrome (CTS), 47 (COPPA), 57
cc (carbon copy), 392 client/server computing, 35
. . . . . . . . . . . . . . . . . . . . . . . . . . . .Create
. . . Shortcut
. . . . . command
. . . . . . (File
. . .menu)
499
. . .
clip art, inserting into slides (PowerPoint), safety issues, electrical recommenda-
328 tions, 47
closing shutting down, 68-70
databases (Microsoft Access 2002), 256 soft boot, 70
documents (Microsoft Word 2002), 139 starting, 67-68
messages (Outlook Express), 388 teleworking, 43
Microsoft Excel 2002, 193 theft prevention guidelines, 51
Microsoft Word 2002, 132 types, 18
Notepad, 87 viruses, 52
Outlook Express, 386 antivirus measures, 52-53
presentations (PowerPoint), 312 avoidance measures, 53-54
tables (Microsoft Access 2002), 264 transmission methods, 52
Web browsers, 364 warm boot, 70
windows, 93-94 work benefits of, 40-41
cold boot, 68 working environment, 46
collapsing folder trees (Windows Explorer), configuring
96 printers, 116-118
colors worksheets, print options, 233-234, 237
charts, customizing (Excel 2002), 232 Control Panel
system properties, modifying, 75-76 printers
text, applying (Word 2002), 154 default setup, 116
worksheets, formatting, 226 new installations, 117-118
Column command (Format menu), 207 settings
columns Date and Time Properties, 73-74
fields, width changes (Access 2002), 270 modifying, 73-76
freezing (Excel 2002), 200 Sounds and Audio Devices
moving (Access 2002), 270 Properties, 74-75
spreadsheets cookies in Web browsers, 361
deleting (Excel 2002), 206 copying
inserting (Excel 2002), 205 addresses to other recipients (Outlook
modifying (Excel 2002), 206-207 Express), 392
selecting (Excel 2002), 205 message text (Outlook Express), 395
tables text in documents (Word 2002), 148-149
inserting (Word 2002), 170 text formats via Format Painter (Word
modifying (Word 2002), 171 2002), 155
components for personal computers, 18-20 Web pages, 376-377
compressed files, extracting, 112 worksheet formatting (Excel 2002), 226
compressing worksheets (Excel 2002), 215
files, 111-112 copyright laws
folders, 112 book downloads, 55
computer management data protection legislation, 57-58
exam review questions, 120-124 end-user licensing agreement (EULA),
resources (HowStuffWorks.com), 125 56
computer processing units. See CPUs enforcement difficulties, 54
computer viruses. See viruses file-sharing services, 55
computers overview, 54
business uses, 41-42 software licensing, 56
educational uses, 43 types of material covered, 54
environmental issues Cornell University Ergonomics Web site,
paper guidelines, 49 64
use recommendations, 48 counting files in folders, 100
government uses, 42 CPUs (computer processing units), 19
health issues, 42, 47 function of, 21-22
performance factors, 20-21 speed, 20-22
restarting, 70 Create Shortcut command (File menu), 90
How can we make this index more useful? Email us at indexes@quepublishing.com

500 creating
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
creating sorting, 213

charts undoing actions, 208
Excel 2002, 229-231 criteria expressions (queries), limiting,
slides (PowerPoint), 331 285-286
databases (Microsoft Access 2002), 255 databases
directories, 97 filtering, 280-282
documents (Microsoft Word 2002), 133 searching, 279
email folders (Outlook Express), 401 forms, modifying (Access 2002), 276
forms (Access 2002), 275 data backups, 51
icons on desktop, 90 data cartridges, 27
MeasureUp desktop shortcut, 485 data protection legislation
messages (Outlook Express), 392 Children’s Online Privacy Protection
organization charts in slides Act (COPPA), 57
(PowerPoint), 333 Family Educational Rights and Privacy
presentations (PowerPoint), 310 Act (FERPA), 57
reports Freedom of Information Act (FOIA), 58
based on queries (Access 2002), 290 Health Insurance Portability and
based on tables (Access 2002), 290 Accountability Act (HIPPA), 57
spreadsheets (Microsoft Excel 2002), 194 data source documents, preparing (mail
tables merge), 177-179
in databases (Access 2002), 259-260 database applications. See also Microsoft
Microsoft Word 2002, 169 Access 2002
credit cards, fraud prevention, 363 exam review questions, 299-302
criteria expressions (queries), adding, 285- Microsoft Office Web site resources,
286 303
.csv file extension (Excel 2002), 195 databases (Microsoft Access 2002)
Ctrl+Alt+Del keystroke combination, hard closing, 256
boots, 71 creating, 255
Ctrl+F keystroke (Find), 150, 211 fields
Ctrl+H keystroke (Replace), 150, 212 column widths, 270
Ctrl+N keystroke (New), 133 columns, moving, 270
Ctrl+O keystroke (Open), 133 filtering, 280-282
Ctrl+P keystroke (Print), 184 forms
Ctrl+PgDown keystroke (keyboard combi- creating, 275
nation), 197 data modification, 276
Ctrl+PgUp keystroke (keyboard combina- deleting, 278
tion), 197 footer text, 277
Ctrl+S keystroke (Save), 134, 195 header text, 277
Ctrl+Z keystroke (Undo action), 147 opening, 275
currencies, formatting in worksheets, 224 output functions, 274
Custom mode (MeasureUp practice tests), records navigation, 277
482 saving, 275, 278
custom software, 34 help options, 256
indexes, 251
D logging on, 254
objects, accessing, 256-257
data queries, 282
cells (Excel 2002) creating, 282-284
AutoFill feature, 209-210 data limitations, 285-286
deleting, 211 datasheet modifications, 286-287
duplicating, 208 deleting, 287
editing, 207 executing, 287
inserting, 202-203 saving, 288
moving, 210 range of uses, 249
replacing, 212 relational database management system
searching, 211 (RDBMS), 249
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . developing
. . . . . . software
501
. . . . .
reports columns in spreadsheets (Excel 2002),

creating, 290 206
data groupings, 291 directories, 107
deleting, 294 drawn objects from slides (PowerPoint),
footer text modifications, 294 340
grouped data summaries, 292-293 files, 107
header text modifications, 294 folders, 107
layout options, 290 forms (Access 2002), 278
saving, 295 message attachments (Outlook Express),
saving, 255 396
searching, 279 message text (Outlook Express), 396
tables, 258 pictures
closing, 264 from documents (Word 2002), 175
columns, 250 from slides (PowerPoint), 330
creating, 259-260 previously visited URLs from Web
deleting, 264 browsers, 368
field additions, 261 print jobs, 119
field attributes, 266-268 queries (Access 2002), 287
field sizes, 268 records from tables (Access 2002),
foreign keys, 252 260-262
index additions, 265 reports (Access 2002), 294
integrity rules, 252-253 rows in spreadsheets (Excel 2002), 206
one-to-many relationships, 271-272 searching, 108-111
one-to-one relationships, 271-272 slides, 346
primary keys, 250-251 tables (Access 2002), 264
purpose of, 258 text
record additions, 260-262 from slides (PowerPoint), 330
record deletions, 260-262 in documents (Word 2002), 149
record modifications, 261-262 worksheets (Excel 2002), 215
record navigation, 263-264 design phase of software development, 34
records, sorting, 288 design templates for presentations
relationships, 251-252 applying (PowerPoint), 321
relationships, deleting, 273-274 modifying (PowerPoint), 321
rows, 250 desktop, 87
saving, 264 files
validation rules, 269-270 opening, 89
datasheets, query modifications (Access sorting, 101
2002), 286-287 icons, 88
Date and Time Properties dialog box, 73 Applications, 88
dates creating, 90
footers, adding to master slides File, 88
(PowerPoint), 323 Folder, 88
system preferences, modifying, 73-74 function of, 87
worksheets, formatting, 223 moving, 89
.dbf file extension (dBASE), 195 My Computer, 88
default printers, changing, 116 Printer, 88
default usernames, changing (Excel 2002), Recycle Bin, 88
201 shortcut creation, 90
deleted email, restoring (Outlook Express), menu aliases, 90
402 desktop publishing software, 32
deleting desktop shortcuts
cell data from spreadsheets (Excel 2002), MeasureUp practice tests, creating, 485
211 Microsoft Word 2002, launching,
charts, 233 130-132
from documents (Word 2002), 175 developing software, phases of, 33-34
from slides (PowerPoint), 340

502 dictionaries
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
dictionaries, SpellCheck word additions, mailing list, 177-179

182 preparations, 176-177
digital cameras, 25 margins, changing, 164
digital certificates, 362 new, creating, 133
digital signatures, 385 numbered lists, creating, 161-162
directories opening, 132-133
creating, 97 page breaks, forcing, 165
deleting, 107 page orientation, changing, 164
duplicating, 105 paper size, changing, 164
moving, 106 paragraph marks
renaming, 103 inserting, 157
restoring, 107 removing, 157
searching, 108-111 paragraph-level formatting, 157-162
selecting, 104 pictures
disinfecting files from viruses, 114 deleting, 175
disk storage devices duplicating, 174
floppy disks, formatting, 79-80 inserting, 173
Zip disks, formatting, 80 moving, 174
displaying resizing, 175
folder properties, 98 selecting, 173
nonprinting characters (Microsoft Word previewing, 182
2002), 141 printing, 183-184
toolbars proofing, 181-182
Access 2002, 258 saving, 134-136
Microsoft Excel 2002, 199 shading, adding, 162
Microsoft Word 2002, 141 special characters, inserting, 144-145
distribution list (email), sending (Outlook spell-checking, 181-182
Express), 395 tables
.doc file extension (Microsoft Word), 99, cells, 170, 172
136 columns, 170-171
documents (Microsoft Word 2002) creating, 169
authoring options, 142 data, editing, 169
automatic page numbering rows, 170-171
applying, 167 text
borders, adding, 162 aligning, 158
bulleted lists, creating, 161-162 deleting, 149
charts duplicating, 148-149
deleting, 175 indenting, 159
duplicating, 174 inserting, 144, 147
inserting, 173 leading options, 160
moving, 174 line spacing options, 160
resizing, 175 moving, 149
selecting, 173 searching, 150
default save locations, 143 selecting, 145-146
editing, 147 tab options, 161
footers zooming in/out, 140
adding, 165 DogPile search engine, 374-375
text field additions, 166 domain expressions, 292-293
headers DOS operating system, 30
adding, 165 .dot file extension (Word template), 136
text field additions, 166 downloading
line breaks, inserting, 157 books, legal versus illegal, 55
mail merge, 175 files from Web sites, 377-378
data source, 176 drawing toolbar (PowerPoint), 307
executing, 179-180
field codes, 176
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . emptying
503
. . . . .
drawn objects (PowerPoint) etiquette, 383-384

shadows, adding 337 flaming, 384
slides Outlook Express
adding, 335-336 address additions, 397-399
aligning, 338 address deletions, 399
deleting, 340 address insertion, 392
duplicating, 339 address storage, 397-400
editing, 336-337 address updates, 400
layer order, 339 attaching files, 394
moving, 340 built-in toolbars, 389
resizing, 338 copying text, 395
rotating, 338 creating, 392
drives, folder access, 96-97 Deleted Items folder, 402
duplicating deleting attachments, 396
cell data (Excel 2002), 208 deleting text, 396
charts, 233 file attachments, saving, 391
in documents (Word 2002), 174 file management, 397
in slides (PowerPoint), 339 flagging, 389
directories, 105 folder management, 401
drawn objects in slides (PowerPoint), forwarding, 395
339 Inbox, opening, 386-388
files, 103-105 marking, 390
folders, 103-105 message priority, 394
pictures messages, closing, 388
in documents (Word 2002), 174 messages, opening, 386
in slides (PowerPoint), 329 messages, restoring from Deleted
slides, 345-346 Items, 402
text messages, spellchecking, 393
in documents (Word 2002), 148-149 messages, switching between, 387
in slides (PowerPoint), 329 moving, 401
pasting text, 396
E printing, 403
reading, 389
e-commerce (electronic commerce), 44-45 recipients, copying, 392
ECDL (European Computer Driving replying, 391
License), 2-3 searching, 400
Web site, syllabus downloads, 5 sending, 392
Edit menu commands sending via distribution list, 395
Edit Typing, 147 sorting, 401
Find, 150, 211 subject insertion, 393
Replace, 150, 212 security considerations
editing digital signatures, 385
arrow styles in slides (PowerPoint), 337 unsolicited email, 384-385
cell data (Excel 2002), 207 virus infestation, 385
charts in slides (PowerPoint), 332-333 spam, 44, 384
documents (Word 2002), 147 viruses
drawn objects in slides (PowerPoint), prevention measures, 362
336-337 transmission of, 44, 114
table data (Word 2002), 169 email applications, exam review questions,
text in slides (PowerPoint), 325 405-409
email (electronic mail) emoticons, 383
address syntax, 382 emptying
attached files, virus dangers, 54 Deleted Items folder (Outlook Express),
benefits of, 44, 382-383 402
destructive uses, 44 recycle bin, 108
emoticons, 383

504 encryption
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
encryption, 362 fields (databases), 250

end-user license agreement (EULA), 56 column widths, changing, 270
Energy Star certification, 48 foreign keys, 252
environmental issues (computers) number data types, 266-268
paper guidelines, 49 primary keys, 250-251
use recommendations, 48 tables
ergonomics, 46-47 adding (Access 2002), 261
error values in formulas (Excel 2002), 218 applying attributes (Access 2002),
European Computer Driving License, 2-3 266-268
Web site, 5, 64 resizing warning (Access 2002), 268
exam file formats for presentations, selection
MeasureUp practice tests options (PowerPoint), 310
Adaptive mode, 482 File menu commands
Certification mode, 481 Create Shortcut, 90
Custom mode, 482 Format, 80
Missed Question mode, 482 New, 133
Non-Duplicate mode, 482 Open, 133, 194
question types, 482 Page Setup, 233, 296
Study mode, 481 Print, 184
review questions Save, 195
computer management, 120-124 Save As, 134
database applications, 299-302 File New Database dialog box, 255
email applications, 405-409 File Transfer Protocol. See FTP
information technology (IT), 59-63 file-sharing services, copyright violations, 55
presentation applications, 350-354 files
spreadsheet applications, 239-243 access status
Web browsers, 405-409 changing, 100-101
Web sites, 405-409 locked, 100-101
word processing applications, read-only, 100-101
185-188 read-write, 100-101
review session 1 accessing, 96-97
answers, 432-444 attaching to messages (Outlook Express),
questions, 412-430 394
review session 2 backups, maintaining, 106
answers, 466-479 compressed, extracting, 112
questions, 446-464 compressing, 111-112
study methods, 4-5 contiguous, selecting, 104
Excite search engine, 374-375 counting number of, 100
executing queries (Access 2002), 287 deleting, 107
exiting duplicating, 103-105
Microsoft Excel 2002, 193 extensions, 99, 102
Microsoft Word 2002, 132 folders
Notepad, 87 root directories, 95
expanding folder trees (Windows Explorer), subfolders, 95
96 hierarchical structure, 95
extensions (files), 99, 102, 136 most recently used (MRU) files, 194
external hard disks, 27 moving, 103, 106
extracting compressed files, 112 Notepad, saving, 85-86
extranets, 37 opening on desktop, 89
quarantining, 114
F recently used, viewing, 111
recycle bin, emptying, 108
Family Educational Rights and Privacy Act renaming, 103
(FERPA), 57 restoring, 107
Favorites list (Internet Explorer) searching, 108-111
adding sites to, 370-372 selecting, 104
deleting, 373 sorting, 101
organizing by folders, 373
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . formatting
505
. . . . . .
storage devices, 96 worksheets, adding, 235

types, 99 foreign keys in database fields, 252
viruses, 114-115 Form command (Insert menu), 275
Web sites, downloading, 377-378 form letters (mail merge), 175
filtering databases (Access 2002), 280-282 data source, 176
Find and Replace feature (Word 2002), 150 executing, 179-180
Find command (Edit menu), 150, 211 field codes, 176
firewalls, 363 mailing list, 177-179
flagging messages (Outlook Express), 389 preparations, 176-177
flaming messages (email), 384 Format Cells dialog box, 225
floppy disks Format command (File menu), 80
features, 27 Format menu commands
formatting, 79-80 Column, 207
Florida Gulf Coast University PowerPoint Font, 152
Tutorial Web site, 355 Row, 207
Folder icon, 88 Format Painter (Word 2002), 155
folders formatting
accessing, 96-97 charts in slides (PowerPoint), 332-333
compressing, 112 disks
creating (Windows Explorer), 97 sectors, 28
Deleted Items, emptying (Outlook tracks, 28
Express), 402 document-level (Word 2002), 164-167
deleting, 107 floppy disks, 79-80
duplicating, 103-105 lists in slides (PowerPoint), 326-327
email messages paragraph levels (Word 2002), 157-162
creating (Outlook Express), 401 text
moving (Outlook Express), 401 bold attributes (Word 2002), 153
organizing (Outlook Express), 397 color attributes (Word 2002), 154
sorting (Outlook Express), 401 copying attributes (Format Painter),
files, counting number of, 100 155
hierarchical structure, 95 font attributes (Word 2002), 152
moving, 103, 106 hyphenation controls (Word 2002),
properties, displaying, 98 156
renaming, 103 italic attributes (Word 2002), 153
restoring, 107 letter case attributes (Word 2002),
root directories, 95 154
searching, 108-111 in slides (PowerPoint), 325-326
selecting, 104 style controls (Word 2002), 155
subfolders, 95-97 subscript attributes (Word 2002), 153
trees (Windows Explorer), 96 superscript attributes (Word 2002),
Font command (Format menu), 152 153
fonts underline attributes (Word 2002),
attributes, changing (Word 2002), 152 153
worksheets, formatting, 225 worksheets
footers cell alignment, 227-228
documents cell borders, 228
adding (Word 2002), 165 color options, 226
text field additions (Word 2002), 166 copying style options, 226
forms, text modification (Access 2002), currency options, 224
277 date options, 223
master slides font options, 225
number/date additions, 323 number options, 222-223
text additions, 322-323 percentage options, 224
reports, text modifications (Access 2002), text wrapping options, 226
294 Zip disks, 80

506 Formatting toolbar
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Formatting toolbar input devices, 23-26

Microsoft Excel 2002, 192 memory, 22-23
PowerPoint, 306 output devices, 25-26
forms (databases) sharing, 36
creating, 275 storage devices, 27-28
data, modifying, 276 headers
deleting, 278 documents
filtering, 280-282 adding (Word 2002), 165
footer text, modifying, 277 text field additions (Word 2002), 166
header text, modifying, 277 forms, text modification (Access 2002),
opening, 275 277
output functions, 274 reports, text modifications (Access 2002),
print previews, 295 294
printing, 297 worksheets, adding, 235
records Health Insurance Portability and
navigating, 277 Accountability Act (HIPPA), 57
sorting, 288 health issues (computers), 47
saving, 275, 278 help
Web-based, completing, 370 Help and Support Center, searching, 82-
formulas 84
cell references, 219 Microsoft Access 2002, 256
spreadsheets, 216 Microsoft Excel 2002, 197
building, 216-217 Microsoft Word 2002, 138
error values, 218 PowerPoint, 311
forwarding messages (Outlook Express), 395 Help and Support Center
Free On-line Dictionary of Computing Index window, 83-84
Web site, 64 Microsoft Knowledgebase window, 84
Freedom of Information Act (FOIA), 58 searching, 82-84
freeware, 56 Suggested Topics window, 84
freezing Help menu commands, About Windows, 72
columns in spreadsheets (Excel 2002), hiding
200 images in Web browsers, 367
rows in spreadsheets (Excel 2002), 200 nonprinting characters (Word 2002),
frozen systems, unlocking, 70-71 141
FTP (File Transfer Protocol), 38, 359 slides in presentations, 348
functions toolbars
aggregate, 220-221 Microsoft Excel 2002, 199
logical, 221 Microsoft Word 2002, 141
History list
G-H deleting (Internet Explorer), 368
viewing (Internet Explorer), 367
GHz (gigahertz), CPU speed ratings, 22 home pages, changing in Web browsers,
gigabytes (memory), 23 365
Google search engine, 374-375 HowStuffWorks.com Web site, 125
grouping data fields in reports (Access .htm file extension (Web page), 136, 195
2002), 291 HTTP (Hypertext Transfer Protocol), 38,
GUIs (graphical user interfaces), 32-33 359
hyperlinks, 359, 369
hanging indents, paragraph formatting, 159 Hypertext Transfer Protocol (HTTP), 38,
hard boot, 71 359
hard drives, 20 hyphenation in text, applying (Word 2002),
external, 27 156
internal, 27
hardware
CPUs, 21-22
definition of, 17
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . intranets
507
. . . . .
I columns
spreadsheets (Excel 2002), 205
IBM Lotus SmartSuite, 13 in tables (Word 2002), 170
ICDL (International Computer Driving line breaks (Word 2002), 157
License), 2-3 paragraph marks (Word 2002), 157
benefits, 3 pictures
country availability, 2 in documents (Word 2002), 173
exam modules, 3-6 to slides (PowerPoint), 328
number of certifications, 2 rows
obtaining, 3 spreadsheets (Excel 2002), 205
study methods, 4-5 in tables (Word 2002), 170
versus vendor-sponsored certifications, 3 special characters in documents (Word
Web site, licensure information, 3 2002), 144-145
IF function, 221 text in documents (Word 2002), 144,
images 147
documents (Word 2002) worksheets into spreadsheets (Excel
deleting, 175 2002), 214
duplicating, 174 installing
inserting, 173 MeasureUp CD, 483-486
moving, 174 printers, 117-118
resizing, 175 software, 81-82
selecting, 173 instant-messaging (IM) software, virus dan-
slides, resizing (PowerPoint), 330 gers, 54
Web browsers, hiding, 367 Integrated Services Digital Network
indenting text in documents (Word 2002), (ISDN), 39
159 integrity rules (databases), 252-253
indexes (databases), 251, 265 internal hard disks, 27
information security, 49 International Computer Driving License.
access rights, 50 See ICDL
computer theft, 51 Internet
data backups, 51 uses, 37
password policies, 50 versus intranets, 36
plan development, 49-50 versus World Wide Web (WWW) ter-
user IDs, 50 minology, 359
viruses, 52 Internet Explorer
antivirus measures, 52-53 built-in toolbars, display settings, 367
avoidance measures, 53-54 closing, 364
transmission methods, 52 History list
information technology (IT) deleting, 368
definition of, 17 viewing, 367
exam review questions, 59-63 home pages, changing, 365
resources, Web sites, 64 images, hiding, 367
input devices, 23-26 new windows, displaying, 365
Insert Attachment dialog box, 394 opening, 364
Insert menu commands pages
Form, 275 downloads, stopping, 365
New Slide, 319 refreshing, 366
Query, 282 previously visited URLs
Report, 290 deleting, 368
Table, 259 locating, 367
Worksheet, 214 Web sites
Insert Table button (Standard toolbar), 169 adding to Favorites list, 370-372
inserting bookmark organization, 373
addresses (Outlook Express), 392 Internet service providers (ISPs), 359
cell data (Excel 2002), 202-203 intranets, 36
charts in documents (Word 2002), 173

508 ISDN (Integrated Services Digital Network)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ISDN (Integrated Services Digital line breaks

Network), 39 inserting (Word 2002), 157
ISPs (Internet Service Providers), 359 removing (Word 2002), 157
italic attributes in text, applying (Word line charts, 230
2002), 153 line spacing options (Word 2002), 160
Linux, 30
J-K distribution versions, 9
Open Office suite, 13
joysticks, 25 lists
.jpg file extension (JPEG images), 99 bulleted, creating (Word 2002), 161-162
justified text, paragraph formatting, 158 numbered, creating (Word 2002),
161-162
keyboard combinations slides, formatting (PowerPoint), 326-327
Alt+Tab (multiple window views), 138 local area networks (LANs), 35-36
Ctrl+Alt+Del (hard boot), 71 locating previously visited URLs in Web
Ctrl+F (Find), 150, 211 browsers, 367
Ctrl+H (Replace), 150, 212 locked files, 100-101
Ctrl+N (New), 133 logging on existing databases (Access 2002),
Ctrl+O (Open), 133 254
Ctrl+P (Print), 184 logical functions, 221
Ctrl+PgDown (spreadsheet navigation), Lycos search engine, 374-375
197
Ctrl+PgUp (spreadsheet navigation), 197
Ctrl+S (Save), 134, 195
M
Ctrl+Z (Undo action), 147 Mac OS X operating system, 9, 31
text selection options, 145-146 mail merge, 175
keyboards, 19 data source letter, 176
Carpal Tunnel Syndrome (CTS), 47 executing, 179-180
language settings, selecting, 76-79 field codes, 176
kilobytes (memory), 23 mailing list, 177-179
preparations, 176-177
L main document, field codes, 176-177
mainframe computers, 18
labels (mail merge), 175 margins
data source, 176 documents, changing (Word 2002), 164
executing, 179-180 Web pages, changing, 379
field codes, 176 marking messages (Outlook Express), 390
mailing list, 177-179 master slides (presentations)
preparations, 176-177 content, changing (PowerPoint),
landscape orientation 321-322
documents, selecting (Word 2002), 164 footer additions (PowerPoint), 322-323
reports, setting, 296 maximizing windows, 93-94
languages, system properties, selecting, .mdb file extension (Microsoft Access), 99
76-79 MeasureUp practice tests
LANs (local area networks), 35 CD installation, 483-484
benefits, 35-36 desktop shortcut, creating, 485
versus WANs, 35 Microsoft Office Specialist (MOS) certi-
laptop computers, 18 fication, 485-486
layering drawn objects in slides modes, 481-482
(PowerPoint), 339 question types, 482
leading options (Word 2002), 160 technical support, 486
left align text, paragraph formatting, 158 megabytes (memory), 23
left indents, paragraph formatting, 159 memory, 22
letter case, applying (Word 2002), 154 RAM, volatility of, 22
licensing software, copyright protections, 56 ROM, 22
light pens, 25 size units, 23
limiting data in queries (Access 2002), menu aliases (desktop), 90
285-286
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Microsoft
. . . . . Excel
. . . 2002
509
. . .
Menu bar, 92 searching, 279

messages (Outlook Express) table relationships, 271-274
attachments, deleting, 396 tables, closing, 264
deleted, restoring, 402 tables, creating, 259-260
files, 394, 397 tables, deleting, 264
flagging, 389 tables, field additions, 261
folders, 401-402 tables, field attributes, 266-268
forwarding, 395 tables, field sizes, 268
marking, 390 tables, index additions, 265
new, creating, 392 tables, record additions, 260-262
printing, 403 tables, record deletions, 260-262
priorities, 394 tables, record navigation, 263-264
reading, 389 tables, saving, 264
replying, 391 exam review questions, 299-302
searching, 400 form design toolbar, 248
sending, 392 form view toolbar, 247
via distribution list, 395 formatting toolbar, 248
spellchecking, 393 forms, printing, 297
text help options, 256
copying, 395 launching, 254
deleting, 396 objects, viewing, 256-257
pasting, 396 print preview toolbar, 248
MetaCrawler search engine, 374-375 queries, printing, 298
MHz (megahertz), CPU speed ratings, 22 query datasheet toolbar, 247
microphones, 25 query design toolbar, 247
Microsoft Access 2002 range of uses, 249
database toolbar, 246 relationships toolbar, 247
databases report design toolbar, 248
closing, 256 reports, 296, 298
column widths, 270 table design toolbar, 246
columns, moving, 270 tables, 265, 297
creating, 255 toolbars, displaying, 258
data validation rules, 269-270 view modes, changing, 256-257
filtering, 280-282 Microsoft Excel 2002
forms, 275-278 chart toolbar, 192
logging onto, 254 charts
queries, creating, 282-284 color customization, 232
queries, data limitations, 285-286 creating, 229-231
queries, datasheet modifications, deleting, 233
286-287 duplicating, 233
queries, deleting, 287 moving, 233
queries, executing, 287 printing, 238
queries, saving, 288 resizing, 233
records, sorting, 288 text additions, 231
reports, data groupings, 291 types, changing, 232
reports, deleting, 294 closing, 193
reports, footer text modifications, default usernames, changing, 201
294 file formats
reports, generating, 290 .csv (comma delimited), 195
reports, grouped data summaries, .dbf (dBASE), 195
292-293 .htm (Web page), 195
reports, header text modifications, .txt (text), 195
294 .xlt (template), 195
reports, layout options, 290 formatting toolbar, 192
reports, saving, 295
saving, 255

510 Microsoft Excel 2002
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
formulas, 216 currency, formatting, 224

building, 216-217 dates, formatting, 223
error values, 218 deleting, 215
functions fonts, changing, 225
aggregate, 220-221 footer additions, 235
logical, 221 formatting styles, copying, 226
help options, 197 header additions, 235
launching, 193 moving, 215
Options dialog box, 201 numbers, formatting, 222-223
Quick Launch button, 193 percentages, formatting, 224
spreadsheets print configuration options, 233-234,
AutoFill feature, 209-210 237
cells, data duplication, 208 printing cell ranges, 238
cells, data editing, 207 printing multiple copies of, 238
cells, data insertion, 202-203 renaming, 214
cells, multiple selection, 203 text wrapping, 226
cells, nonadjacent selection, 203 titles, adding, 228
cells, selecting, 203 Microsoft Knowledgebase, 84
cells, undoing actions, 208 Microsoft Office Specialist (MOS), 485-486
closing, 198 Microsoft Office Web site, 189, 303
columns, adjacent selection, 205 Microsoft Organization Chart
columns, deleting, 206 charts, 333-334
columns, freezing, 200 Microsoft Word 2002, 130
columns, inserting, 205 auto save settings, 134
columns, modifying, 206-207 closing, 132
columns, nonadjacent selection, 205 documents
columns, selecting, 205 authoring options, 142
data, deleting, 211 charts, 173-174
data, moving, 210 closing, 139
data, replacing, 212 creating, 133
data, searching, 211 default save locations, 143
data, sorting, 213 editing, 147
default save locations, 201 opening, 132-133
navigating between, 196-197 opening multiple documents,
opening, 194 137-138
print previews, 236 pictures, 173-175
proofing, 236 saving, 134
renaming, 195 saving with new names, 135-136
rows, adjacent selection, 204 special characters, inserting, 144-145
rows, deleting, 206 text, 144-162
rows, freezing, 200 zooming in/out, 140
rows, inserting, 205 help features, 138
rows, modifying, 206-207 launching, 130-132
rows, nonadjacent selection, 204 mail merge
rows, selecting, 204 execution of, 179-180
saving, 194-196 mailing list preparation, 177-179
versus worksheets, 196-197 main document preparation, 176-177
zooming in/out, 198 overview, 176
standard toolbar, 192 multiple documents, opening, 137-138
toolbars nonprinting characters, 141
displaying, 199 tables
hiding, 199 cells, 170, 172
worksheets columns, 170-171
cell alignment, 227-228 creating, 169
cell borders, 228 data, editing, 169
colors, changing, 226 rows, selecting, 170
copying, 215 text file types, 136
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . non-responsive
. . . . . . . . .applications
511
. . . . . .
toolbars, displaying, 141 slides, 345-346

viewing modes text
Normal, 139 in documents (Word 2002), 149
Outline, 139 in slides (PowerPoint), 329-330
Print Layout, 139 worksheets (Excel 2002), 215
Web Layout, 139 .mpg file extension (MPEG video), 99
Microsoft Works, 12 multiple cells in spreadsheet, selecting
minimizing windows, 93-94 (Excel 2002), 203
Missed Question mode (MeasureUp prac- multiple presentations, opening, 308
tice tests), 482 multiple spreadsheets, opening, 194
mixed cell references, 219 multitasking, 94
modems, data transmission process, 39-40 multiple open documents (Word 2002),
modifying 137-138
cells in tables (Word 2002), 172 My Computer icon, 88
chart types, 232 My Recent Documents command (Start
columns menu), 111
spreadsheets (Excel 2002), 206-207
in tables (Microsoft Word 2002), 171
organization charts in slides
N
(PowerPoint), 334 navigating
records to tables (Access 2002), 261-262 between spreadsheets (Excel 2002),
rows in spreadsheets (Excel 2002), 196-197
206-207 records in tables (Access 2002), 263-264
rows in tables (Word 2002), 171 Web
slides, layout options (PowerPoint), 320 via forward/backward buttons, 370
system settings, 73-76 via hyperlinks, 369
modules (ICDL exam) via URLs, 369
material covered, 3-4 netiquette, 383-384
proctor monitoring, 4 networks
sections, 5-6 client/server computing, 35
syllabus, downloading, 5 extranets, 37
monitoring print job progress, 118 Internet, 37
monitors, 19, 25 intranets, 36
Energy Star certification, 48 LANs, 35-36
screen data, capturing, 82 telephones, 38
most recently used (MRU) files, 194 ADSL (Asymmetric Digital
mouse, 19, 24 Subscriber Line), 39
Move or Copy dialog box (Excel 2002), 215 modems, 39-40
moving PSTN (Public Switched Telephone
cell data in spreadsheets (Excel 2002), Network), 39
210 WANs, 35
charts, 233 New command (File menu), 133
in documents (Word 2002), 174 new documents, creating (Microsoft Word
in slides (PowerPoint), 340 2002), 133
columns in tables (Access 2002), 270 New Form dialog box, 275
directories, 106 new printers, installing, 117-118
drawn objects in slides (PowerPoint), New Slide command (Insert menu), 319
340 New Tables dialog box, 259
email folders (Outlook Express), 401 new windows, displaying in Web browsers,
files, 103, 106 365
folders, 103, 106 Non-Duplicate mode (MeasureUp practice
icons on desktop, 89 tests), 482
pictures non-responsive applications, troubleshoot-
in documents (Word 2002), 174 ing, 70-71
in slides (PowerPoint), 329-330

512 nonadjacent cells
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
nonadjacent cells, selecting (Excel 2002), disk storage

203 floppy disks, 79-80
nonprinting characters, displaying (Word Zip disks, 80
2002), 141 files, hierarchical structure, 95
Normal view mode (PowerPoint), 314 languages, keyboard settings, 76-79
Normal view mode (Word 2002), 139 Linux, 9
Norton AntiVirus, 115 Mac OS X, 9
Notepad, 84 settings
closing, 87 audio, 74-75
files, saving, 85-86 colors, 75-76
launching, 85 date/time, 73-74
notes in presentations, adding, 345 modifying, 73-76
Notes Page view, viewing (PowerPoint), 315 resolution, 75-76
numbered lists, creating (Word 2002), 161- screen savers, 75-76
162 software, 29-31
Numbering or Bullets tool (Formatting BSD, 31
toolbar), 161 DOS, 30
numbers function of, 30
footers, adding to master slides Linux, 30
(PowerPoint), 323 Mac OS X, 31
worksheets, formatting, 222-223 Solaris, 30
Windows, 30
O storage devices, 96
Windows, 7-9
objects in databases, accessing (Access option cards, 20
2002), 256-257 Options dialog box (Excel 2002), 201
Office 95, 97, 2000, 2003, 11-12 organization charts
Office Assistant (Clippit), activating, 138 creating (PowerPoint), 333
Office on the Web, 138, 197 modifying (PowerPoint), 334
office suites, 12-13 Outline view, presentations (PowerPoint),
Office XP, 11 317
one-to-many relationships (Access 2002), Outline view mode (Word 2002), 139
271-272 Outlook Express
one-to-one relationships (Access 2002), addresses
271-272 adding, 397-399
Open command (File menu), 133, 194 deleting, 399
Open Office, 13 inserting, 392
opening storing, 397-400
documents (Word 2002), 132-133 updating, 400
existing databases (Access 2002), 254 built-in toolbars, 389
files on desktop, 89 closing, 386
forms (Access 2002), 275 default toolbar, 358
Inbox (Outlook Express), 386 exam review questions, 405-409
messages (Outlook Express), 386 file attachments, saving, 391
Microsoft Access 2002, 254 Inbox, opening, 386-388
Microsoft Excel 2002, 193 messages
Microsoft Word 2002, 130-132 closing, 388
multiple documents (Word 2002), copying text, 395
137-138 Deleted Items folder, 402
Outlook Express, 386 deleted, restoring, 402
presentations (PowerPoint), 308-309 deleting attachments, 396
spreadsheets (Excel 2002), 194 deleting text, 396
Web browsers, 364 file management, 397
operating systems, 7 flagging, 389
basic information, viewing, 72 folder management, 401
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .PowerPoint
513
. . . . . .
forwarding, 395 pictures

marking, 390 documents (Word 2002)
moving, 401 deleting, 175
new, creating, 392 duplicating, 174
opening, 386 inserting, 173
pasting text, 396 moving, 174
printing, 403 resizing, 175
priority status, 394 selecting, 173
reading, 389 slides (PowerPoint)
replying, 391 deleting, 330
searching, 400 duplicating, 329
sending, 392 inserting, 328
sending via distribution list, 395 moving, 329-330
sorting, 401 resizing, 330
spellchecking, 393 pie charts, 230
switching between, 387 plotters, 26
opening, 386 portrait orientation
recipients, copying, 392 documents, selecting (Word 2002), 164
subjects, inserting, 393 reports, setting, 296
output devices, 25-26 powering down computers, 68-70
overwriting file names (Word 2002), PowerPoint
135-136 drawing toolbar, 307
exam review questions, 350-354
P formatting toolbar, 306
help features, 311
page breaks, documents, forcing (Word launching, 308
2002), 165 presentations
page numbering schemes (Word 2002), 167 closing, 312
page orientation creating, 310
documents, changing (Word 2002), 164 design templates, applying, 321
reports, selecting, 296 file format options, 310
Web pages, changing, 379 hiding slides, 348
Page Setup command (File menu), 233, 296 master slides, content changes,
Page Setup dialog box (Access 2002), 296 321-322
paper size, changing (Word 2002), 164 master slides, footer additions,
paragraph marks, inserting (Word 2002), 322-323
157 Normal view, 314
paragraphs note additions, 345
borders, adding (Word 2002), 162 Notes Page view, 315
formatting, applying (Word 2002), opening, 308-309
157-162 Outline view, 317
shading, adding (Word 2002), 162 output formats, 343
passwords printing, 347
policies, creating, 50 saving, 310
Web sites, implementing, 361 slide deletion, 346
pasting message text (Outlook Express), 396 slide duplication, 345-346
pausing print jobs, 119 slide orientation changes, 345
PDAs (personal digital assistants), 18 Slide Show view, 316
performance factors (computers), 20-21 slide shows, launching, 349
peripheral devices, 19, 67 Slide Sorter view, 314
personal computers (PCs) Slide view, 317
component parts, 18-20 slides, adding, 319
features, 18 slides, arrow styles, 337
personal digital assistants (PDAs), 18 slides, background color changes,
320
slides, charts, 331-333, 339-340

514 PowerPoint
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
slides, drawn objects, 335-340 reports (Access 2002), 298

slides, layout changes, 320 preview mode, 295
slides, list formatting, 326-327 spreadsheets in print preview mode, 236
slides, organization charts, 333-334 tables (Access 2002), 297
slides, pictures, 328-330 preview mode, 295
slides, text, 324-326, 329-330 text files, 118
spellchecking, 344 Web pages, 380
switching between, 311 output options, 380-381
templates, 310 preview option, 378
undo/redo capabilities, 327 worksheets, 238
view mode changes, 317-318 by cell range, 238
program settings, 312-313 configuration options, 233-234, 237
.ppt file extension (PowerPoint), 99 multiple copies (Excel 2002), 238
presentation applications, exam review ques- range of cells (Excel 2002), 238
tions, 350-354 programming phase of software develop-
presentations (PowerPoint). See PowerPoint ment, 34
preset animations in slides, applying, 341 Project Gutenberg Web site, copyright free
preventing viruses, 114 books, 55
previewing proofing
documents, 182 documents, 181-182
forms in print preview mode, 295 spreadsheets, 236
reports in print preview mode, 295 properties (files), 100-101
Web pages prior to printing, 378 Properties dialog box, 98
primary keys, database fields, 250-251, 265 protocols (WWW)
Print command (File menu), 184 FTP (File Transfer Protocol), 38
print jobs HTTP (Hypertext Transfer Protocol),
deleting, 119 38
pausing, 119 Public Switched Telephone Network
progress, checking, 118 (PSTN), 39
restarting, 119
Print Layout view mode (Word 2002), 139
Print Preview mode, 295
Q
Print Preview tool (Standard toolbar), 182 quarantined files, 114
Print Screen key, 82 queries (databases)
Print tool (Standard toolbar), 183 creating, 282-284
Printer icon, 88 data limitations, 285-286
printers, 25 datasheet modifications, 286-287
configuring, 116-118 deleting, 287
default, changing, 116 executing, 287
jobs printing, 298
checking progress of, 118 reports, creating, 290
deleting, 119 saving, 288
pausing, 119 Simple Query Wizard, 282-284
restarting, 119 Query command (Insert menu), 282
new, installing, 117-118 questions
screen data, capturing, 82 MeasureUp practice tests, 482
text files, printing, 118 review session 1, 412-430
printing answer key, 432-444
charts (Excel 2002), 238 how to use, 412
documents, 183-184 practice tips, 412-413
email messages (Outlook Express), 403 review session 2, 446-464
forms answer key, 466-479
Microsoft Access 2002, 297 practice tips, 446
preview mode, 295 Quick Launch toolbar
presentations, 347 Excel 2002, launching, 193
queries (Access 2002), 298 Word 2002, launching, 130-132
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . rows
515
. . .
R header text modifications, 294

layout options, 290
RAM (random access memory), 20 saving, 295
application loads, 23 page orientations, selecting, 296
size of, 20 printing (Access 2002), 298
typical size range, 23 resizing
volatility of, 22 charts, 233
read-only files, 100-101 in documents (Word 2002), 175
read-only memory (ROM), 20-22 drawn objects in slides (PowerPoint),
read-write files, 100-101 338
reading messages (Outlook Express), 389 pictures
recently used files, viewing, 111 in documents (Word 2002), 175
records (databases), 250 in slides (PowerPoint), 330
forms windows, 94
navigating, 277 resolution, system properties, modifying,
sorting, 288 75-76
tables, 261-264, 288 Restart mode, computer power downs, 69
recycle bin, emptying, 108 restarting
Red Hat Linux, 9 computers, 70
redo feature in presentations (PowerPoint), print jobs, 119
327 restoring
redoing actions in documents (Word 2002), deleted email (Outlook Express), 402
147 directories, 107
referential integrity, database tables, files, 107
252-253 review questions (exam)
refreshing pages in Web browsers, 366 computer management, 120-124
relational database management system database applications, 299-302
(RDBMS), 249 email applications, 405-409
relationships, database tables, 251-252 information technology (IT), 59-63
deleting (Access 2002), 273-274 presentation applications, 350-354
relative cell references, 219 spreadsheet applications, 239-243
removable storage devices, 106 Web browsers, 405-409
removing Web sites, 405-409
line breaks (Word 2002), 157 word processing applications, 185-188
paragraph marks (Word 2002), 157 review session 1
renaming answers, 432-444
directories, 103 questions, 412-430
documents (Word 2002), 135-136 how to use, 412
files, 103 practice tips, 412-413
folders, 103 review session 2
spreadsheets (Excel 2002), 195 answers, 466-479
worksheets (Excel 2002), 214 questions, 446-464
Replace command (Edit menu), 150, 212 right align text, paragraph formatting, 158
replacing cell data in spreadsheets (Excel right indents, paragraph formatting, 159
2002), 212 ROM (read-only memory), 20-22
replying messages (Outlook Express), 391 root directories, folder hierarchy, 95
Report command (Insert menu), 290 rotating drawn objects in slides
reports (PowerPoint), 338
data, print previews, 295 Row command (Format menu), 207
databases rows
creating, 290 freezing (Excel 2002), 200
data groupings, 291 spreadsheets
deleting, 294 deleting (Excel 2002), 206
footer text modifications, 294 inserting (Excel 2002), 205
grouped data summaries, 292-293 modifying (Excel 2002), 206-207

516 rows
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
tables security
inserting (Word 2002), 170 email, 384-385
modifying (Word 2002), 171 information security, 49
.rtf file extension (rich text format), 99, 136 access rights, 50
rules for databases, setting, 252-253 computer theft, 51
data backups, 51
S password policies, 50
plan development, 49-50
safety issues (computers), electrical recom- user IDs, 50
mendations, 47 viruses, 52-54
Save As command (File menu), 134 Web sites
Save button credit card fraud, 363
Standard toolbar (Excel 2002), 195 digital certificates, 362
Standard toolbar (Word 2002), 134 encryption, 362
Save command (File menu), 195 firewalls, 363
saving passwords, implementing, 361
databases (Access 2002), 255 virus prevention measures, 362
documents selecting
default folder locations (Word 2002), adjacent columns in spreadsheets (Excel
143 2002), 205
with new names (Microsoft Word adjacent rows in spreadsheets (Excel
2002), 135-136 2002), 204
file attachments (Outlook Express), 391 cells
forms (Access 2002), 275, 278 adjacent (Excel 2002), 203
Notepad files, 85-86 multiple (Excel 2002), 203
presentations (PowerPoint), 310 in tables (Word 2002), 170
queries (Access 2002), 288 charts in documents (Word 2002), 173
reports (Access 2002), 295 columns
spreadsheets, 194-196 spreadsheets (Excel 2002), 205
default folder locations (Excel 2002), in tables (Word 2002), 170
201 directories, 104
tables (Access 2002), 264 files, contiguous group of, 104
Web pages, 377 folders, 104
scanners, 24 nonadjacent columns in spreadsheets
scanning files for viruses, 115 (Excel 2002), 205
screen data, capturing, 82 nonadjacent rows in spreadsheets (Excel
screen savers, system properties, modifying, 2002), 204
75-76 output formats for presentations, 343
scrollbars, 92 pictures in documents (Word 2002), 173
Search command (Start menu), 108 rows
search engines, 361, 374 spreadsheets (Excel 2002), 204
keyword searches, 375-376 in tables (Microsoft Word 2002), 170
listing of popular sites, 374-375 system settings for languages, 76-79
phrase searches, 375-376 text from documents (Word 2002),
SearchEngineWatch Web site, 410 145-146
searching sending messages (Outlook Express), 392
cell data in spreadsheets (Excel 2002), via distribution list (Outlook Express),
211 395
databases (Access 2002), 279 shading
directories, advanced options, 108-111 cells in tables (Microsoft Word 2002),
files, 108-111 172
folders, 108-111 paragraphs, adding (Word 2002), 162
messages (Outlook Express), 400 shadows on drawn objects, adding
text within documents (Word 2002), 150 (PowerPoint), 337
sectors, disk storage, 28 shareware, 56
sharing hardware via networks, 36
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . spreadsheets
. . . . . . . (Excel
. . . .2002)
517
. . .
shortcut icons, creating, 90 GUIs (graphical user interfaces), 32-33

shrink-wrapped software, 34 installing, 81-82
shutting down computers, 68-70 licensing, copyright protections, 56
Simple Query Wizard (Access 2002), Office suites, 12-13
282-284 operating systems, 29-31
Slide Show view (PowerPoint), 316 BSD, 31
Slide Sorter view (PowerPoint), 314 DOS, 30
Slide view (PowerPoint), 317 function of, 30
slides (PowerPoint) Linux, 30
deleting, 346 Mac OS X, 31
duplicating, 345-346 Solaris, 30
master Windows, 30
changing content, 321-322 shareware, 56
footer additions, 322-323 systems development, 33-34
moving, 345-346 analysis phase, 34
orientation changes, 345 design phase, 34
presentations programming phase, 34
adding, 319 testing phase, 34
background color modifications, 320 version releases, 29
charts, 331-333, 339-340 Solaris operating system, 30
drawn objects, adding, 335-336 Sort command (Data menu), 213
drawn objects, aligning, 338 sorting
drawn objects, arrow styles, 337 cell data in spreadsheets (Excel 2002),
drawn objects, deleting, 340 213
drawn objects, duplicating, 339 email folders (Outlook Express), 401
drawn objects, editing, 336-337 files, 101
drawn objects, layer order, 339 records
drawn objects, moving, 340 in forms (Access 2002), 288
drawn objects, resizing, 338 in tables (Access 2002), 288
drawn objects, rotating, 338 Sounds and Audio Devices Properties dialog
drawn objects, shadow additions, 337 box, 74-75
layout modifications, 320 spam (email), 44, 384
list formatting, 326-327 speaker notes for presentations, adding, 345
organization charts, creating, 333 special characters, inserting into documents
organization charts, modifying, 334 (Word 2002), 144-145
picture additions, 328 spellchecking
picture deletion, 330 documents, 181-182
picture duplication, 329 messages (Outlook Express), 393
picture moves, 329-330 presentations, 344
picture resizing, 330 Spelling and Grammar command (Tools
text additions, 324-325 menu), 181
text deletion, 330 spreadsheet applications
text duplication, 329 exam review questions, 239-243
text edits, 325 BayCon Group Web site resources, 244
text formatting, 325-326 spreadsheets (Excel 2002)
text moves, 329-330 cell references, 219
undo/redo capabilities, 327 cells, 202
preset animations, applying, 341 data, AutoFill feature, 209-210
transition effects, adding, 342 data, deleting, 211
types, 319 data, duplicating, 208
soft boot, 70 data, editing, 207
software data, inserting, 202-203
applications, 29-32 data, moving, 210
definition of, 17 data, replacing, 212
freeware, 56 data, searching, 211

518 spreadsheets (Excel 2002)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
data, sorting, 213 subscripts, applying to text (Word 2002),

selecting multiple, 203 153
selecting nonadjacent, 203 summarizing grouped data in reports
undoing actions, 208 (Access 2002), 292-293
closing, 198 superscripts, applying to text (Word 2002),
columns 153
adjacent selections, 205 surge protectors, 68
deleting, 206 switching
freezing, 200 between messages (Outlook Express),
inserting, 205 387
modifying, 206-207 between presentations (PowerPoint),
nonadjacent selections, 205 311
selecting, 205 between windows, 94
creating, 194 systems
default save locations, 201 basic information, viewing, 72
errors, checking, 236 booting, 68
formulas, 216 cold boot, 68
building, 216-217 configuration
error values, 218 audio settings, 74-75
functions color settings, 75-76
aggregate, 220-221 date/time, 73-74
logical, 221 modifying, 73-76
inserting worksheets, 214 resolution settings, 75-76
multiple, opening, 194 screen saver settings, 75-76
navigating between, 196-197 disk storage
opening, 194 floppy disks, 79-80
print previews, 236 Zip disks, 80
proofing, 236 files, hierarchical structure, 95
renaming, 195 Help and Support Center, searching,
rows 82-84
adjacent selections, 204 languages, keyboard settings, 76-79
deleting, 206 soft boots, 70
freezing, 200 software, installing, 81-82
inserting, 205 warm boot, 70
modifying, 206-207
nonadjacent selections, 204
selecting, 204
T
saving, 194-196 tab options (Word 2002), 161
versus worksheets, 196-197 Table command (Insert menu), 259
zooming in/out, 198 tables (databases), 258
Standby mode, computer power downs, 69 cells
Star Office, 13 modifying (Word 2002), 172
Start menu commands selecting (Word 2002), 170
My Recent Documents, 111 shading (Word 2002), 172
Search, 108 closing, 264
Word 2002, launching, 130-132 columns, 168, 250
starting computers, 67-68 inserting (Word 2002), 170
Status bar, 92 modifying (Word 2002), 171
stopping page downloads in Web browsers, moving, 270
365 width changes, 270
storage devices, 27-28, 96 selecting (Word 2002), 170
Study mode (MeasureUp practice tests), 481 creating, 259-260
styles in text, applying (Word 2002), 155 data
subfolders, 95-97 editing (Word 2002), 169
subjects, email, inserting (Outlook Express), print previews, 295
393 deleting, 264
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Toolbars
. . . . .command
. . . . . (View
. . . .menu)
519
. . .
documents, creating (Word 2002), 169 formatting (Word 2002), 151-162

field attributes, applying, 266-268 inserting into (Word 2002), 144, 147
field sizes, warning, 268 moving in (Word 2002), 149
fields, 250, 261 proofing, 181-182
filtering, 280-282 searching within (Word 2002), 150
foreign keys, 252 selecting from (Word 2002), 145-146
indexes, adding, 265 spell checking, 181-182
integrity rules, referential, 252-253 footers, adding to master slides
primary keys, 250-251, 265 (PowerPoint), 322-323
printing, 297 hyphenation controls, applying (Word
purpose of, 258 2002), 156
records, 250 indenting in documents (Word 2002),
adding, 260-262 159
data deletion, 262 italicizing (Word 2002), 153
deleting, 260-261 leading options (Word 2002), 160
modifying, 261-262 letter cases (Word 2002), 154
navigating, 263-264 line spacing options (Word 2002), 160
sorting, 288 slides
relationships, 251-252 adding (PowerPoint), 324-325
deleting, 273-274 deleting (PowerPoint), 330
one-to-many, 271-272 duplicating (PowerPoint), 329
one-to-one, 271-272 editing (PowerPoint), 325
reports, creating, 290 formatting (PowerPoint), 325-326
rows, 168, 250 moving (PowerPoint), 329-330
inserting (Word 2002), 170 style controls, applying (Word 2002),
modifying (Word 2002), 171 155
selecting (Word 2002), 170 subscripting (Word 2002), 153
saving, 264 superscripting (Word 2002), 153
validation rules, creating, 269-270 tab options (Word 2002), 161
technical support, MeasureUp practice tests, underlining (Word 2002), 153
486 text editors
telephone networks, 38 files, printing, 118
ADSL (Asymmetric Digital Subscriber Notepad, 84
Line), 39 closing, 87
ISDN (Integrated Services Digital files, saving, 85-86
Network), 39 launching, 85
modems WordPad, 84
data transmission process, 39-40 text files
transfer rates, 39-40 printing, 118
PSTN (Public Switched Telephone types, 136
Network), 39 text wrapping, worksheet cells, 226
teleworking, advantages/disadvantages, 43 theft prevention, 51
templates for presentations (PowerPoint), time, system properties, modifying, 73-74
310 title slides, 319
terrabytes (memory), 23 titles, worksheet cells, adding, 228
testing phase for software development, 34 toolbars
text built-in (Outlook Express), 389
aligning in documents (Word 2002), 158 displaying
bolding (Word 2002), 153 Access 2002, 258
charts, adding (Excel 2002), 231 Excel 2002, 199
color, applying (Word 2002), 154 Word 2002, 141
documents hiding
deleting from (Word 2002), 149 Excel 2002, 199
duplicating in (Word 2002), 148-149 Word 2002, 141
editing (Word 2002), 147 Web browsers, display settings, 367
Toolbars command (View menu), 258

520 touchpads
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
touchpads, 24 viewing
touchscreens as input/output device, 26 files, recently used, 111
trackballs, 24 presentations
tracks, disk storage, 28 Normal view (PowerPoint), 314
transition effects, slides, adding, 342 Notes Page view (PowerPoint), 315
transmitting viruses, 114 Outline view (PowerPoint), 317
troubleshooting non-responsive applica- Slide Show view (PowerPoint), 316
tions, 70-71 Slide Sorter view (PowerPoint), 314
Turn Off mode, computer power downs, 69 Slide view (PowerPoint), 317
turning on/off computers, 67-70 system information, 72
.txt file extension (text files), 99, 136, 195 viewing modes
Excel 2002, zooming options, 198
U Word 2002, 139-140
virus-scanning applications, 114-116
UCE (unsolicited commercial email), 44 viruses, 52, 113
underline attributes in text, applying (Word antivirus measures, 52-53
2002), 153 avoidance measures, 53-54
undo feature in presentations (PowerPoint), back door, 113
327 email transmission, 44, 385
Undo Typing command (Edit menu), 147 files, disinfecting, 114
undoing prevention, 362
actions in documents (Word 2002), 147 protection, 114
cell actions (Excel 2002), 208 range of effects, 113
Uniform Resource Locators. See URLs transmission methods, 52, 114
unlocking unfrozen systems, 70-71 virus-scanning applications, 114-116
unsolicited commercial email (UCE), 44,
384-385
updating virus-scanning applications, 116
W
URLs (Uniform Resource Locators), 359 WANs (wide area networks), 35
address entry in Address Bar (Internet warm boot, 70
Explorer), 369 .wav file extension (Wave audio), 99
previously visited Web browsers. See also Internet Explorer
deleting from Web browsers, 368 bookmarks
locating in Web browsers, 367 deleting, 373
syntax, 360 organizing via folders, 373
user IDs, creating, 50 sites, marking, 370-372
user interfaces (Windows OS), 91-92 built-in toolbars, display settings, 367
windows caches, 361
closing, 93-94 closing, 364
maximizing, 93-94 cookies, 361
minimizing, 93-94 exam review questions, 405-409
resizing, 94 function of, 360
switching between, 94 home pages, changing, 365
images, hiding, 367
V new windows, displaying, 365
opening, 364
validation rules, setting (Access 2002), pages
269-270 downloads, stopping, 365
View menu commands navigating, 369-370
Arrange Icons, 101 refreshing, 366
Toolbars, 258 previously visited URLs
view modes deleting, 368
changing (Access 2002), 256-257 locating, 367
presentations, switching between search engines, 361
(PowerPoint), 317-318 Web Layout view mode (Word 2002), 139
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..wpd
. . .file
. .extension
. . . . . (Word
. . . .Perfect)
521
. . . .
Web pages resizing, 94

copying, 376-377 switching between, 94
margins, changing, 379 Windows 95, 9
page orientation, changing, 379 Windows 98, 9
print previews, 378 Windows 2000 Professional, 7-9
printing, output options, 380-381 Windows Explorer
saving, 377 directories, 104, 107
Web sites files, 100, 104, 107
ABCs of Word Processing, 189 folder trees, expanding, 96
BayCon Group, 244 folders, 97, 104, 107
bookmarks Windows Me, 9
adding to Favorites list, 370-372 Windows NT, 9
deleting, 373 Windows OS, 30
organizing via folders, 373 user interfaces, 91-92
Center for Democracy and Technology, Windows XP, 7
64 .wk1 file extension (Lotus 1-2-3), 99
Cornell University Ergonomics, 64 .wks file extension (Microsoft Works), 99
credit card transactions, fraud preven- .wma file extension (Windows Media), 99
tion, 363 word processing applications
digital certificates, 362 exam review questions, 185-188
encryption, 362 resources, ABCs of Word Processing
European Computer Driving License Web site, 189
(ECDL), 5, 64 WordPad, 84
exam review questions, 405-409 WordPerfect Office, 12
files, downloading, 377-378 working environment (computers), 46
firewalls, 363 Worksheet command (Insert menu), 214
Florida Gulf Coast University worksheets
PowerPoint Tutorial, 355 cells
forms, completing, 370 aligning, 227-228
forward/backward buttons, navigating, border additions, 228
370 title additions, 228
Free On-line Dictionary of Computing, colors, formatting, 226
64 copying (Excel 2002), 215
HowStuffWorks.com, 125 currencies, formatting, 224
hyperlinks, navigating, 369 dates, formatting, 223
ICDL US Program, licensure informa- deleting (Excel 2002), 215
tion, 3 fonts, formatting, 225
Microsoft Office, 189, 303 footers, adding (Excel 2002), 235
passwords, implementing, 361 formatting styles, copying, 226
Project Gutenberg, copyright free headers, adding (Excel 2002), 235
books, 55 inserting into spreadsheets, 214
search engine listing, 374-375 moving (Excel 2002), 215
SearchEngineWatch, 410 numbers, formatting, 222-223
URLs, navigating, 369 percentages, formatting, 224
viruses, prevention measures, 362 print options, configuring (Excel 2002),
Web-based forms, completing, 370 233-234, 237
wide area networks (WANs), 35 printing
windows by cell range, 238
closing, 93-94 multiple copies, 238
components, 91-92 renaming (Excel 2002), 214
maximizing, 93-94 text formatting, 226
minimizing, 93-94 versus spreadsheets, 196-197
multitasking capabilities, 94 .wpd file extension (Word Perfect), 99
open, cycling through (Alt+Tab key-
stroke), 138

522 .xls file extension (Microsoft Excel)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
X-Y-Z
.xls file extension (Microsoft Excel), 99
.xlt file extension (template), 195
Yahoo! search engine, 374-375
Zip disks
features, 27
formatting, 80
.zip file extension (PKZip compression), 99
zoom controls, setting (PowerPoint), 312
Zoom tool
Excel 2002, 198
Word 2002, 140

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ICDL

Library of Congress Catalog Card Number: 2003113755

Trademarks Copy Editor

U.S. Corporate and Government Sales Interior Designer

A Note from Series Editor Ed Tittel

ICDL Review Exercises

• The perfect complement to all ICDL training materials

• Over 500 practice questions available in the book and duplicated

• Review questions map directly to Syllabus 4.0 to test your

• Questions include detailed answers and the Quick-Check

Mail Merge 175

Review Questions 350

Taking the ICDL Exams

How to Prepare for an Exam

What This Book Will Not Do

What This Book Is Designed to Do

About This Book

➤ Review questions—This section presents a short list of test questions relat-

➤ Need to Know More?—Every chapter ends with a section titled “Need to

➤ The CD-ROM—The CD includes even more review questions to help you

Contacting the Authors

‘This ECDL Foundation approved courseware product incorporates learning rein-

We Want to Hear from You!

Mail: Jeff Riley

The reason we include a self-assessment in this Exam Cram 2 book is to help

Put Yourself to the Test

If Yes, proceed to Question 2; if No, proceed to Question 3.

If you feel you need more fundamental information on computer fundamentals, or

Testing Your Exam Readiness

Terms you’ll need to understand:

Techniques you’ll need to master:

Welcome to the International Computer Driving License Exam Cram 2! In this

➤ Using the Computer and Managing Files

➤ Information and Communication

About the ICDL

What Is the ICDL?

Benefits of the ICDL

ICDL and ECDL

Obtaining the ICDL

Although the certification is vendor-neutral and platform-independent,

Studying for the ICDL

The ICDL Modules

Concepts of Information Technology

Using the Computer and Managing Files

Information and Communication

Common Operating Systems

You’ll learn more about operating systems in Chapter 2, “Concepts of Information

Although we’ve chosen to use Microsoft Windows XP as the operating sys-

Microsoft Windows 2000 Professional

Figure 1.1 The Windows XP operating system.

Figure 1.2 The Windows 2000 operating system.

Older Versions of Windows

Figure 1.3 Red Hat Linux operating system.

Figure 1.4 Mac OS X operating system.

Common Office Suites

Microsoft Office 2000

Figure 1.5 Microsoft Word 2002, a part of Microsoft Office XP.

Microsoft Office 2003

Older Versions of Microsoft Office

IBM Lotus SmartSuite

Need to Know More?

ICDL-US Web site, http://www.icdlus.com/index.html

Terms you’ll need to understand: