ECDL

Module 1
Quick Reference Card

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General Concepts (1.1)

Personal Computer: A PC is a personal
computer, originally designed by IBM way back in
1981. Many different companies make PCs, but all of
them are IBM-compatible. This means that they will all
run Microsoft Windows.

Hardware, Software,
Information Technology (1.1.1)
Understanding Hardware, Software, and
Information Technology (IT): A computers
hardware is a computer item you can physically see or
touch. The software is a computer program that tells
computer hardware how to operate. Information
Technology (IT), is the broad subject related to
computers and managing and processing information.

Types of Computer (1.1.2)

Mainframe: A mainframe is a big, powerful,
expensive computer that can support many users at the
same time. Large businesses and organizations use
mainframes.
Capacity: Enormous - the capacity of several
hundred or even thousands of PCs.
Speed: Very fast - much, much faster than a PC.
Cost: Very, very expensive - can usually only be
afforded by large organizations.
Users: Only used by large businesses and
organizations.
Network Computer: A network is a group of
computers that are connected so that they can share
equipment and information. Most people on a network
use workstations, which are simply PCs that are
connected to the network. A server is a central
computer where users on the network can save their
files and information.
Capacity:
Workstation: Same as a PC, only needs an
inexpensive network card.
Server: Greater than a PC, often more than 100GE.
Speed:
Workstation: Same as a PC.
Server: Generally faster than a PC, may use
multiple CPUs.
Cost:
Workstation: Same as a PC.
Server: More expensive than a PC but not as costly
as a mainframe.
Users:
Workstation: People in a networked office or
organization.
Server: Generally a network administrator or
engineer.

Capacity: Average hard disk size is 20 GB to 80

GB.
Speed: Fast. Average speed is from 1 GHz to 3
GHz.
Cost: Fairly inexpensive - under $1,000 - and
getting cheaper every day!
Users: Just about everyone uses a PC! Homes,
offices, schools
Mac: Developed by Apple, a Macintosh is a
computer, but it is NOT a PC. Macs have a different
operating system and use their own software and
hardware.
Capacity: Average hard disk size is 20 GB to 80
GB.
Speed: Fast. Average speed is from 500 MHz to
2 GHz.
Cost: Fairly inexpensive, but usually more than
an equivalent PC.
Users: Just about everyone, especially in the
education and design fields.
Laptop: A laptop, or notebook, is a lighter and more
portable version of a PC or Mac that can run on
batteries.
Capacity: Average hard disk size is 10 GB to 40
GB.
Speed: Fast, but slightly less than a PC.
Average speed is from 700 MHz to 2 GHz.
Cost: Fairly inexpensive, but more than an
equivalent PC.
Users: People on the move, especially business
people and students.
Personal Digital Assistant: A PDA, or
Personal Digital Assistant, is a handheld computer
that is generally used to keep track of appointments
and addresses.
Capacity: Much smaller than a PC - 8 MB to 64
MB of storage space.
Speed: Much slower than a PC - 8 MHz to 266
MHz.
Cost: Expensive when compared to the
capacities of a PC.
Users: Business people and others who need to
be organized.

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Main Parts of a Personal

Computer (1.1.3)
Central Processing Unit (CPU): The
computers brain or heart, the CPU is a computers
main chip. The CPU is really nothing more than an
incredibly fast and powerful calculator.
Hard Disk: The computers main, long-term
storing device. Unlike floppy disks and CD-ROMs,
you typically cannot remove a hard disk.
Common Input Devices: The keyboard and
mouse are two common input devices that you use
to communicate with your computer. A scanner is
another input device you can use to transfer
information from a sheet of paper to your computer.
Common Output Devices: The monitor
resembles a television set, and is where the
computer displays information. If visible, your
computer speakers allow your computer to play
sounds. A printer is where a computer writes down
information onto paper.
Memory: A computers temporary storage place,
where it gets its work done. For example, when you
use a word processor to type a letter, the letter is
stored in the computers memory.
Peripheral Device: Everything outside of and
connected to the system unit are called peripherals.
You can add dozens of peripherals and
accessories to make it more useful and fun.
Common peripherals include printers, scanners,
external hard drives, CD-ROM drives, and digital
cameras. All peripherals are considered to be part
of a computers hardware.

Computer Performance
(1.1.4)
CPU Speed: Arguably the single most important
factor that determines a computers performance is
the speed of its CPU. The speed of the CPU is
measured in megahertz (MHz) and gigahertz
(GHz). The faster the CPU, the faster the computer.
RAM: The amount of RAM (Random Access
Memory), or memory, is another very important
factor in a computers performance. Generally, the
more RAM a computer has the better its
performance.
Multitasking: Microsoft Windows can multitask,
or run more than one program or task at a time
probably no different than your job. And, just like
your job, the more programs or tasks you throw at
Windows, the longer it takes to complete each one,
and hence a drop in computer performance.

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Hardware (1.2)

Output Devices (1.2.4)

Central Processing Unit (1.2.1)

Monitors: A computers monitor looks and works a lot

like a TV screen. The monitor is really only half of what
makes text and images appear on the screen. The other
half is the graphic card, or video/display adapter. The
monitor plugs into the graphics card in the back of the
computer.

CPU (Central Processing Unit): The CPU is also known as the

computer chip or the microprocessor (or processor). It calculates and
processes information and is measured in Gigahertz (GHz).

Memory (1.2.2)
Types of Memory (1.2.2.1): There are two main types of memory on
your computer:
RAM (random-access memory): Computers main memory,
which is used to process information (example: work with a file). This type of
memory is volatile, which means unless it is saved, data disappears when you
shut off the computer. You can read from it and write to it. Comparable to a
notebook, which you can read and write in.
ROM (read-only memory): Computers low-level memory, which is
used to perform its most basic functions (example: start the computer). This
memory is nonvolatile, which means data remains even when you shut off the
computer. Its permanent. You can read from it, but you cant write to it.
Comparable to a novel; you can only read it.
Measuring Memory (1.2.2.2):
Bit: Short for binary digit, a bit is the smallest memory unit. Eight bits equal
one byte.
Byte: Short for binary digits eight, one byte equals one character (letter,
number, or symbol).
Kilobyte (K or KB):
1,024 bytes
Megabyte (M or MB): 1,048,576 bytes
Gigabyte (G or GB):
1,073,741,824 bytes
Terabyte (TB):
1,099, 511,627,776 bytes

Input Devices (1.2.3)

Mouse: It acts as a handheld pointing device and controls
the actions of that blinking item on your computer screen
known as a cursor.

Printers: Transfer processed information to printed

page; main types of printers are: InkJet; Laser and color
laser; Multifunction; Dot matrix; and Plotter.
Plotters: Plotters are special, very expensive printers
that are used to create posters and blueprints.
Speakers: Speakers allow you to hear the sounds
produced by the sound card.

Input/Output Devices (1.2.5)

Touchscreens: Touch screen monitors are another
example of an input/output device; they display images
(output) and also let users interact with the computer by
pressing areas of the screen (input).

Storage Devices (1.2.6)

Memory Devices (1.2.6.1): Memory devices are very useful for sharing
or transporting information. They are also useful for backing up your
information. A comparison of some of the most common storage devices
appears below.
Storage Speed
Device
Diskette Very slow.

Capacity

Cost

Very small
1.44 Megabytes (MB).

Very cheap.

Zip disk

Significantly slower
than most hard disks.

100 to 250 Megabytes

(MB).

Expensive when
compared to
costs of other
storage devices.

Jaz disk

Slower than most hard

disks, but faster than a
Zip disk.

2 Gigabytes (GB).

Scanner: converts images into digital information and

stores it in a computer.

Fairly expensive
when compared
to costs of other
storage devices.

CD-ROM

About 650 Megabytes

(MB).

Very inexpensive.

Touchpad: A touch pad is a small, touch-sensitive pad

used as a pointing device on some portable computers.

Much slower than a

hard disk, but still
faster than a diskette.

DVD

Faster than a CD-ROM About 4 Gigabytes

drive, but not as fast as (GB), although future
a hard disk.
DVDs are rumored to
hold up to 17 (GB).

Slightly more than

a CD-ROM but
still very
inexpensive.

Internal
Hard
Disk

Very fast. Most hard

disks have an average
access speed of
between 8 to 15
milliseconds (ms).

Enormous. Many hard

disks have more than
200 Gigabytes (GB) of
storage.

Byte for byte they

are the most
inexpensive way
to store data.

External
Hard
Disk

Very fast, though

normally slower than
internal hard disks.

Enormous same as
internal hard disks.

Slightly more
expensive than
internal hard
disks.

Keyboard: A keyboard lets you enter information and

commands into a computer.
Trackball: A trackball is essentially a mouse lying on its
back. To move the pointer, you rotate the ball with your
thumb, your fingers, or the palm of your hand.

Light pen: A light pen is similar to a mouse, except that

with a light pen you can move the pointer and select
objects on the display screen by directly pointing to the
objects with the pen.
Joystick: Mostly used for computer games, a joystick is a
lever that moves in all directions and usually controls
some type of movement on the computer.
Digital camera: A digital camera lets you take pictures
and transfer them to a computer.
Microphone: If your computer has a sound card (and
most computers have one) you can plug in a microphone
to digitally record sounds to your computer.

Formatting a Disk (1.2.6.2): Formatting a disk prepares it for use, so

that it can be read and used by the computers operating system.

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The Use of IT in Everyday Life (1.5)

The Environment (1.6.4)

Computers at Work (1.5.1)

Environment (1.6.4.1): Paper use and computer manufacturing affects the

environment. Recycling paper and using low-energy computer settings help
reduce the harmful effects of computer use.

People vs. Computers (1.5.1.1): There are many differences

between artificial and human intelligence, though each has its own niche
and purpose in society. For example, computers are good for repetitive
tasks, while humans think creatively and intuitively, which cant (yet) be
replicated by computers.
Computers in Business (1.5.1.2): Computers have changed a
lot about the conduct of business. For example, online banking, airline
booking systems, and administration systems are all available and
improved with computers.

Electronic Documents (1.6.4.2): Sharing documents electronically

through e-mail and networks helps reduce the amount of paper used.

Security (1.7)
Information Security (1.7.1)
Information Security (1.7.1.1): In short, information security is taking
measures to protect your computers and network systems from tampering by
hackers or viruses. One of the most important steps an organization can take is
to adopt an enforced information security policy.

Computers in Government (1.5.1.3): Governments are using

computers to help store records, collect taxes, and some are even trying
to make voting available electronically.

Computers in Healthcare (1.5.1.4): Computers in healthcare

make diagnosis and treatment much easier for the patient and doctor.
Electronic files and administrative tasks are also easier using computers.

Privacy Issues (1.7.1.2): User ID: A user ID uniquely identifies the user
on a network. Password: A password grants a user access to their individual
account. Password policies are important because they are a main line of
defense against attackers.

Computers in Education (1.5.1.5): Computers are affecting how

teachers and students interact, are making education more available with
distance learning and online classes, and students are using them to do
homework. Administrative tasks like timetabling and class scheduling are
improved as well.

Backing up Data (1.7.1.3): Backing up data and software makes

recovering from a security breach or a natural disaster much easier. Network
administrators usually back up a networks data from a centralized location, but
individual users should also back up their own data on a regular basis.

Computers at Home (1.5.1.6): Computers make many home

functions easier, such as banking, communication, and entertainment.
Some companies even offer the option for teleworking, (working from
home) to their employees.

Preventing Theft (1.7.1.4): Always report the theft of a computer, PDA, or

mobile phone immediately. It is a good idea to create a startup password for
your electronic device, but its an even better idea to password protect any
sensitive files that are contained on the device.

Electronic World (1.5.2)

Computer Viruses (1.7.2)

Viruses (1.7.2.1): A virus is a small computer program created by a

malicious programmer for the purpose of damaging other computers.

Electronic Mail (e-mail) (1.5.2.1): E-mail is probably the most

popular electronic concept. Millions of people across the world
communicate using e-mail, where a message can be sent to another
person instantly, to or from anywhere in the world. Another advantage
with e-mail is that files can be sent to others as attachments to the
message.
E-Commerce (1.5.2.2): E-commerce is the concept of offering and
purchasing goods and services through the Internet. Shopping over a
Web site is just like shopping at their store as you browse products, add
the items you would like to purchase to your virtual shopping cart. When
you are finished browsing and want to make a purchase, you must
provide personal information, like your payment method, delivery type,
and shipping address.
E-Commerce Advantages/Disadvantages (1.5.2.3):
Companies see the appeal in selling more products and services with less
of an overhead cost, while people are choosing to avoid the crowds at
malls and supermarkets altogether by shopping online. Then, in a few
days, the item will be delivered to your door. Another advantage with eshopping is that services are available 24 hours a day, and oftentimes
there are more products available online than in the actual store.

Health and Safety, Environment (1.6)

Ergonomics (1.6.1)
Practice good ergonomics when using the computer to prevent injury and
increase production.

Health Issues (1.6.2)

Computers are meant to increase productivity, but not at the expense of

your health. Common injuries sustained from prolonged computer use are
repetitive strain injury, eyestrain, and back problems.

Precautions (1.6.3)

Anti-Virus Software (1.7.2.2): The best way to prevent a virus infection

is to install a virus-scanning program on your computer, so viruses are detected
before they attack your computer.
Preventing Viruses (1.7.2.3): You are the first line of defense against
viruses: dont open messages or attachments that are unrecognizable.

Copyright and the Law (1.8)

Copyright (1.8.1)
Understanding Copyrights (1.8.1.1): A copyright is a form of theft
protection for the author or authors of an original work. Most software is
copyright protected.
Understanding Copyright Issues (1.8.1.2): Once a piece of software
is copyright protected, you cannot distribute it or change it in any way without
the permission of the copyright holder, usually the author or the company that
wrote the software. It is not OK to copy a piece of software to a CD or diskette in
order to hand it out to your friends or colleagues.
Three Classifications of Software (1.8.1.3):
Freeware: This software is available for free with few restrictions. Typically, you
can distribute it as you please, modify it, or copy it. You cannot sell it or use it for
your own profit.
Shareware: This software is available for free, but only for a limited amount of
time, or under limited conditions. You may get a trial version that does not
contain all of the features of the actual pay-version of the program.
Proprietary: This software is owned by a single person or company. There are
many restrictions on the way these programs can be used and distributed.

Data Protection Legislation (1.8.2)

Companies today collect and store an unprecedented amount of information

In addition to practicing good ergonomics, prevent broken equipment or
about you. What they are allowed to do with that information is governed by laws
bodily injury by keeping your workspace and walking areas clear and
determined by individual country.
distributing electrical plug-ins wisely.
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Software (1.3)

Networks (1.4)

Types of Software (1.3.1)

LAN, WAN (1.4.1)

There are two types of software you use on your computer: the operating
system and other applications.
An Operating System: Loads automatically and controls just about
everything on your computer.
An Application Program: Helps you accomplish a certain task, such as
writing a letter, browsing the Internet, or playing a game.
New Software Versions and Releases: Come out periodically that add new
features and improve components of a program. New versions also take
advantage of ever-improving technology.

Understanding Types of Networks (1.4.1.1):

Operating System Software (1.3.2)

Network Advantages (1.4.1.2): There are plenty of advantages in

using a network:

An Operating System: Loads automatically and controls just about

everything on your computer. Some of the most common operating systems
include:
Windows XP Home and Professional: Windows XP (eXPerience) Home is
designed for home and consumer computing and is the successor to Windows
ME. Windows XP has the same technology found in Windows NT and 2000,
so its much more stable than earlier versions of Windows.
Linux: Linux is a newer UNIX-based operating system that is available for
FREE on the Internet. Linux is a popular alternative to Microsoft Windows.

LAN: Stands for Local Area Network and connects computers in the same
geographic area or building, using cables.
WAN: Stands for Wide Area Network and connects computers across a large
geographic area.
Client/Server Network: Files are stored on a single central computer, or
server. More secure and expensive.

Share Information: Networks allow you to share files and programs

between everyone in the network.
Share Equipment: Computers connected to a network can share

equipment to reduce costs. For example, rather than buying a printer for each
computer, everyone can share one central network printer.

Use Network Software: Software designed for networks lets people send
and receive electronic mail (e-mail) with other users on the network, schedule
meetings with other users on the network, and share databases.

Applications Software (1.3.3)

Intranet, Extranet (1.4.2)

Application software is used to perform specific tasks:

Intranet (1.4.2.1): An Intranet is a smaller version of the Internet that

works within a company or organization.

A word processor is a program that lets you create documents.

A spreadsheet program organizes, calculates, and presents numbers.
A database program stores, manages, and organizes lists of information.
A presentation program is used to create professional slide shows.
A Web browser allows users to view Web pages on the Internet.
Accounting software helps manage finances and balance accounts.

Graphical User Interface (1.3.4)

Graphical User Interface, or GUI, makes computers easier to operate
by using pictures and icons to represent files and programs. GUIs allow
computer users to point at pictures and icons and then click the icon to
manipulate that program or file, thus the phrase point-and-click.

Systems Development (1.3.5)

Common Steps in Systems Development: Computer programs
and systems dont appear out of thin air; there are a series of procedures that
are normally followed. The table below describes common procedures that
are followed when developing computer programs.
Stage
Define
Requirements

Description
Determine the purpose of the system, all inputs, outputs,
and control mechanisms.

Feasibility Study

Determine if the system is practical.

System Design
and Cost

Create an action plan or blueprint for creating the system,

and determine how much the system will cost.

Programming/
Product
Development

Write the programs necessary for the system using a highlevel programming language. Purchase any hardware
required by the system.

Testing

Test the completed system using real data to identify bugs.

Implementation

Install the completed system and put it to use.

Training

Train users on how to use or operate the new system.

Monitoring and
Maintenance

Problems usually arise soon after implementation that must

be corrected. Computer systems often require upgrades and
routine maintenance.

Extranet (1.4.2.2): A smaller version of the Internet that allows access to

authorized outside users, such as business partners.

The Internet (1.4.3)

Internet (1.4.3.1): The Internet is the largest computer network in the
world, connecting millions of computers. People use it for many reasons, such
as to make purchases, research information, or send e-mail.
World Wide Web (1.4.3.2): The World Wide Web is a hypertext system
that operates over the Internet. The hypertext is read by browsers, which
display the web pages from web servers.

The Telephone Network in Computing (1.4.4)

Internet (1.4.4.1): A modem is a device that translates a computers ones
and zeros into audio tones, so that it can transmit information over the phone
lines to other modems.
PSTN: PSTN stands for Public Switched Telephone Network, and is nothing
more than your everyday, ordinary telephone system based on copper wires.
PSTN is often referred to as POTS, or plain old telephone service.
ISDN: ISDN stands for Integrated Services Digital Network. Its one of the
older broadband connections. Its only twice as fast as a traditional modem
and pretty much obsolete.
ADSL: ADSL (Asymmetric Digital Subscriber Line) modems take advantage of
unused frequencies in the phone line, such as a pause in conversation.
Telephone Network Terms (1.4.4.2): There are some terms you
should know when signing up for Internet service over your telephone line.
Analog: Converts a computers ones and zeros to tones that can then be
transmitted over standard phone lines.
Digital: Uses binary ones and zeros to transmit data like a computer. Digital
modems can transmit information much faster than analog modems.
Modem: A modem is a device that translates a computers ones and zeros
into audio tones, so that it can transmit information over the phone lines to
other modems.
Transfer Rate: The transfer rate is measured in bits per second (kbit/s), or
baud. Many dial-up modems transfer at 56 kbit/s.

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ECDL

Module 7

Quick Reference Card

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Internet Explorer Screen

Title Bar

Keyboard Shortcuts

Standard Buttons

General

Menu Bar
Address
Bar
Web Page

Scroll Bar

Status Bar

Using the Application (7.1)

Back

Stop

Home

Favorites

Mail

Discuss

Messenger

Help

<F1>

Toggle between
full and regular sized
windows

<F11>

Move to the next

Web page item

<Tab>

Move to the last

Web page item

<Shift> + <Tab>

Home Page

<Alt> + <Home>

Next Page

<Alt> + <>

Previous Page

<Alt> + <> or
<Backspace>

Find on this Page

<Ctrl> + <F>

Refresh the Page

<F5>

Stop Download

<Esc>

New Location

<Ctrl> + <L>

New Window

<Ctrl> + <N>

Favorites Bar

<Ctrl> + <I>

Search Bar

<Ctrl> + <E>

History Bar
Forward

Refresh

Search

Concepts/Terms (7.1.1)
Understanding the Internet (7.1.1.1): The
Internet is the largest computer network in the
world. It consists of millions of computers all over
the planet, all connected to one another.
Understanding the World Wide Web
(WWW) (7.1.1.1): The World Wide Web is
possible because of the Internet. The Web consists
of millions of documents that are stored on
hundreds of thousands of computers that are
always connected to the Internet.
Understanding Web Addresses
(7.1.1.3): Web addresses consist of four parts: a
protocol, a domain name, a resource to be located,
and an extension.

http://www.customguide.com/index.htm
Protocol

Domain
Name

Resource
Extension

Web Browser (7.1.1.4): A Web browser is a

program that allows your computer to view and
navigate the World Wide Web.
Search Engine (7.1.1.5): Search engines are
Web sites that are specially designed to help you
find information stored on other sites on the World
Wide Web.

History

Print

Research

Internet Terms (7.1.1.2 and 7.1.1.6):

HTTP: HTTP stands for Hypertext Transfer
Protocol. It is a set of rules for transferring files
on the World Wide Web.

Switch Between
Applications

<Ctrl> + <H>
<Alt> + <Tab>

Address Bar
Move to Address Bar
or Select Text

<Alt> + <D>

Display Typed
Addresses

<F4>

Hyperlink: A hyperlink is a link from one word

or image to another. Most commonly, a
hyperlink will appear on a page as a blue
underlined word or phrase, but they can also be
images or animations.

Move cursor

<Ctrl> + <Z>

Cut

<Ctrl> + <X>

Add www. and

.com to typed text

<Ctrl> + <Enter>

ISP: ISP stands for Internet Service Provider.

An ISP is a lot like a phone company, except
instead of letting you make telephone calls to
other people, an Internet Service Provider lets
your computer connect to the Internet.

Move through
< > + < >
AutoComplete matches

URL: URL stands for Uniform Resource

Locator. This is an address for a file that is
located somewhere on the Internet.

FTP: FTP stands for File Transfer Protocol.

Much like HTTP, FTP is a set of rules for
transferring files on the World Wide Web.
Cookie: A cookie consists of one or more
pieces of information that are stored as text files
on your computer. A Web server sends the
cookie and the browser stores it.
Cache: You automatically request files when
you look at a Web page. These files are stored in
a cache. A cache is a temporary storage location
in a subdirectory of your browsers main directory.

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Favorites
Add to Favorites

<Ctrl> + <D>

Organize Favorites

<Ctrl> + <B>

Move item up

<Alt> + <>

Move item down

<Alt> + <>

Editing
Cut

<Ctrl> + <X>

Copy

<Ctrl> + <C>

Paste
Select all items

<Ctrl> + <V>
<Ctrl> + <A>

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Security Considerations (7.1.2)

Web Navigation (7.2)

Understanding Secure Web Sites (7.1.2.1):

Secure Web Site: Contains information not available to everyone.
User Name: A name, either assigned or chosen by the user, that a person
must enter along with a password to gain access to a secure Web site.
Password: A group of characters (usually 4-16 depending on the site) used to
determine whether or not the user trying to gain access to a secure Web site is
who they claim to be.

Accessing Web Pages (7.2.1)

Digital Certificate (7.1.2.2): A digital certificate is like an online credit

card that holds all of your information and presents it when you are conducting
online business or any other online transaction that requires your personal
information.
Encryption (7.1.2.3): When you encrypt something, you are putting it into
a code that only authorized people can understand. This prevents
unauthorized users from accessing personal or confidential information.
Understanding Viruses (7.1.2.4): A virus is a small computer program
created by a malicious programmer for the purpose of damaging other
computers. Most viruses are programmed to reproduce and infect more
computers through file sharing, networks, or e-mail messages. The best way
to prevent a virus infection is to install a virus-scanning program on your
computer, so that viruses are detected before they attack your computer.
Understanding Fraud (7.1.2.5): There is an increased risk of credit
card fraud when making purchases online. There is a lot of personal
information floating around out there in cyberspace and hackers are chomping
at the bit to get a hold of your money.

Understanding Firewalls (7.1.2.6): A firewall is a group of related

programs that protect a private network from users from other networks.

First Steps with the Web Browser (7.1.3)

To Display a Specific Web Page (7.2.1.1): Type the Web address

in the Address bar and press <Enter>.
To Use a Hyperlink (7.2.1.2): Click the hyperlink with the

pointer.

To Go Back and Forward Between Pages (7.2.1.3): To go to the

previous page, click the Back button on the toolbar. To go to the next
page, click the Forward button on the toolbar.

To Complete a Web-based Form (7.2.1.4): Enter the required

information into the form. Click the Submit button when finished.

Using Bookmarks (7.2.2)

To Add a Web Page to Favorites (7.2.2.1): Right-click anywhere on
the Web page and select Add to Favorites from the shortcut menu.

To Go to a Favorite Web Page (7.2.2.2): Select Favorites from

the menu bar and then select the Web page you want to view from the menu.

Organizing Bookmarks (7.2.3)

To Create a New Favorite Folder (7.2.3.1): Select Favorites
Organize Favorites from the menu. Click the Create Folder button.
Rename the folder.
To Add Web Pages to a Favorite Folder (7.2.3.2): Click and drag
the Web page so that it is positioned over the desired folder. Then, release the
mouse button.

To Delete a Web Page from your Favorites List (7.2.3.3):

Select the Web page and click the Delete button.

To Open Internet Explorer (7.1.3.1): Click the Start button and

select Internet Explorer from the menu.

Web Searching (7.3)

To Change Your Home Page (7.1.3.2): Go to the Web page that you
want to set as your home page, select Tools Internet Options from
the menu and click the Use Current button. Or, type the address into the
Address text box that appears in the Home page section.

Using a Search Engine (7.3.1)

To Display a Specific Web Page in a New Window (7.1.3.3):

Press <Ctrl> + <N>.

To Perform a Search (7.3.1.2): Type the word or phrase you want to

search for in the Web pages Search text box and press <Enter>.

To Stop the Transfer of Web Page Information (7.1.3.4): Click

To Perform an Advanced Search (7.3.1.3): Click the search

engines Advanced or Advanced Search hyperlink. Enter the desired
selection criteria into the appropriate text boxes. Click the Search button.

the

Stop button on the toolbar or press <Esc>.

To Refresh a Web Page (7.1.3.4): Click the

on the toolbar.

Refresh button

To Get Help (7.1.3.6): Press <F1> to open the Microsoft Internet

Explorer help window, type your question and press <Enter>.

Adjust Settings (7.1.4)

To Display or Hide a Toolbar (7.1.4.1): Select View Toolbars
from the menu, or right-click a toolbar, and select the toolbar you want to view
or hide.
To Display or Hide Web Page Images (7.1.4.2): Select Tools
Internet Options from the menu and click the Advanced tab. Scroll
down to the Multimedia section. Check or uncheck the multimedia
elements that you want to show or hide. When youre finished, click OK.
To Return to a Web Address You Manually Typed into the
Address Bar (7.1.4.3): Click the Address bar list arrow and select
the desired Web address from the list of previously visited URLs.

To Select a Search Engine (7.3.1.1): Type the Web address for the
Search Engine in the Address bar and press <Enter>.

To Copy Data from a Web Page (7.3.1.4): Select the item, press
<Ctrl> + <C>, and paste the data.
To Save a Web Page (7.3.1.5): Select File Save As from the
menu. Type a name in the File name text box. Click the Save button.

To Download a File (7.3.1.6): Right-click the file and select Save

Target As from the shortcut menu. Specify where to save the file, click OK.

Preparation (7.3.2)
To Preview a Web Page: (7.3.2.1): Select File Print Preview
from the menu.
To Change Page Orientation and Paper Size (7.3.2.2): Select
File Page Setup from the menu and select the Portrait or
Landscape orientation. Or click the Size list arrow and select a paper size
from the list.
To Adjust Page Margins (7.3.2.3): Select File Page Setup

from the menu and adjust the margins.

To Delete the History of Visited Web Pages (7.1.4.4): Select

Printing (7.3.3)
Tools Internet Options from the menu. If necessary, click the
To Change Print Output Options (7.3.3.1): Select File Print
General tab. In the History section, click the Clear History button.
from the menu. Change the options in the Print dialog box.
Click Yes. Then click OK to close the Internet Options dialog box.
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Outlook 2003 Screen

Title Bar

The Navigation Pane

Column Heading buttons

Contains mail-related folders, like your Inbox, Sent

Items, and Search Folders. Use the Favorite Folders
section at the top of the pane for easy access to
frequently-used mail folders.

Menu Bar
Standard
Toolbar
Navigation
Pane

Reading
Pane

Use to store and keep track of addresses, phone

numbers, and e-mail addresses.

Navigation
Pane
buttons
Status Bar

Using the Application (7.4)

New

Enables you to view and schedule appointments,

events, and meetings. View shared calendars and
compare calendars by viewing them side by side.

Move to
Folder

Print Delete

Search the
Current Folder Address
for Messages Book

Forward
Message

Reply to the
Sender

Send & Receive

Messages

Reply to All
Recipients

Concepts/Terms (7.4.1)
Understanding E-mail Addresses
(7.4.1.1): E-mail addresses consist of three parts:
a User Name, a Domain Name, and a Top Level
Domain (TLD):

janedoe@anybusiness.com
User Name

Domain
Name

Top Level
Domain (TLD)

Understanding the Advantages of Email (7.4.1.2): E-mail is fast. Most Web based
e-mail is free and can be accessed anywhere there
is a computer with an Internet connection.

Understanding netiquette (7.4.1.3):

Subject fields should be accurate so that the

receiver is aware of the subject of a message
before they even open it. Be brief with e-mail
responses. Check spelling so that your e-mail is
professional, and to prevent confusion.

Security Considerations (7.4.2)

Understanding Spam (7.4.2.1): Spam is an
unsolicited e-mail that was sent in bulk and without
discrimination. Spams are usually commercial in
nature. Most e-mail applications on the market
these days contain features that allow you to filter
e-mail content or to block the sender.

Create Rule

Help

Find a
Contact

Understanding Digital Signatures

(7.4.2.3): Attach digital signatures to documents
and electronic messages in order to authenticate
the sender and protect sensitive data.

First Steps with E-mail (7.4.3)

To Open the Inbox (7.4.3.2): Click the
Mail button in the Navigation pane. Click the
Inbox folder in the All Mail Folders section.
To Open a Message (7.4.3.3): Open the
Inbox and click the message you want to read. Or
double-click the message to open it in a window.
To Switch Between Open Messages
(7.4.3.4): Click the message windows button
on the Windows taskbar.
To Close a Message (7.4.3.5): Click the
Close button on the title bar.
To Get Help (7.4.3.6): Press <F1> to open
the Help task pane, type your question and
press <Enter>.

Adjust Settings (7.4.4)

To Add a Field Heading (7.4.4.1):
Right-click the column header, select Field
Chooser from the shortcut menu, and drag the
field name you want to the column heading row.

To Remove a Field Heading (7.4.4.1):

Click and drag the field heading away from
the column heading row until an X appears
through it. Then, release the mouse button.
To View or Hide a Toolbar (7.4.4.2):
Select View Toolbars from the menu, or
right-click a toolbar, and select the toolbar you
want to view or hide.
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Understanding Viruses (7.4.2.2): A virus is

a program created by a programmer for the
purpose of damaging other computers. Viruses are
programmed to infect other computers through file
sharing, networks, or e-mail.

Use to organize to-do lists by priority, track task

progress, and delegate tasks.

Notes
Use like electronic Post-It Notes to jot down
information.
Folder List
Displays a list of all your Outlook folders in the
Navigation pane.

Shortcuts
Add shortcuts to folders and locations in Outlook for
quick access.

Keyboard Shortcuts
Save
<Ctrl> + <S>
Print
<Ctrl> + <P>
Undo
<Ctrl> + <Z>
Cut
<Ctrl> + <X>
Copy
<Ctrl> + <C>
Paste
<Ctrl> + <V>
Check Spelling <F7>
Check for Mail
<Ctrl> + <M> or <F9>
Save, Close,
<Alt> + <S>
and Send
Reply
<Ctrl> + <R>
Reply to All
<Alt> + <L>
Address Book
<Ctrl> + <Shift> + <B>
Help
<F1>
Switch Between <Alt> + <Tab>
Applications
New Item
<Ctrl> + <N>
New Message
<Ctrl> + <Shift> + <M>
New Appointment <Ctrl> + <Shift> + <A>
New Contact
<Ctrl> + <Shift> + <C>
New Note
<Ctrl> + <Shift> + <N>
New Task
<Ctrl> + <Shift> + <K>
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Messaging (7.5)
Read a Message (7.5.1)
To Flag a Message for Follow-Up (7.5.1.1): Right-click the
message and select Follow Up from the shortcut menu and select a flag
color. Or, select Add Reminder from the shortcut menu and select a type
of flag and due date in the dialog box. Click OK to apply the flag.
To Clear a Flagged Message (7.5.1.1): Right-click the message and
select Follow Up Clear Flag from the shortcut menu.
To Mark an E-mail Message as Read or Unread (7.5.1.2):
Select an e-mail message from the Inbox. Select Edit from the menu and
then choose an e-mail message status option.

To Open and Save an Attachment (7.5.1.3): Double-click the

attachment at the top of the message screen and save the open attachment.

Reply to a Message (7.5.2)

To Reply to the Message Sender (7.5.2.1): Click the message,
Reply button, type your reply, and click the
Send
click the
button or press <Alt> + <S>.
To Reply to All Message Recipients (7.5.2.1): Click the message,
Reply to All button, type your reply, and click the
click the
Send button or press <Alt> + <S>.

To Delete the Original Message Copy (7.5.2.2): Select the

original message text and press the <Delete> key.

Send a Message (7.5.3)

To Create a Message (7.5.3.1 - 7.5.3.4):
New button or press <Ctrl> + <N>.
1. Click the
2. Enter the e-mail address(es) in the To: box, or click the
To
button to use the address book.
3. Click the
Cc: button and enter the e-mail address(es) for
whom you want to send a copy of the message.
4. Enter the subject of the message in the Subject box.
5. Enter the text of your message in the body of the message.
Send button or press <Alt> + <S>.
6. Click the
To Send a Blind Carbon Copy (Bcc) (7.5.3.3): Select View
Bcc Field from the menu. Click the
Bcc: button and enter the
e-mail address(es) for whom you want to send a blind copy of the message.
To Check Your Spelling (7.5.3.5): Select Tools Spelling from
the menu, or press <F7>.
To Attach a File (7.5.3.6): Create a new message, click the
Attach
button on the Standard toolbar in the Message window, select the file you
want to send, and click Insert.
To Change a Messages Options (7.5.3.7): Click the
Options button on the Standard toolbar in the Message window to
specify:
+ The level of importance of the message.
+ The level of sensitivity of the message.
+ Where replies should be sent to.
+ If you want a read receipt to be delivered when the message is opened.
+ If you want to encrypt the message.
To Send a Message Using a Distribution List (7.5.3.8): Click
the New Mail Message button. Click the To button. Click the Show
Names from the list arrow and select Contacts, if necessary. Click the
name of any distribution list in the Name list and click the To button.
Then, click OK.

Duplicate, Move, Delete (7.5.4)

To Duplicate (7.5.4.1 and 7.5.4.2): Select the text or image. Click the
Copy button on the Standard toolbar, click where you want to add the
Paste button on the Standard
duplicate text or image, and click the
toolbar. Or, press <Ctrl> + <C> (copy) and <Ctrl> + <V> (paste).
Cut button on
To Move (7.5.4.1): Select the text or image. Click the
the Standard toolbar, click where you want to move the text or image and click
the
Paste button on the Standard toolbar. Or, press <Ctrl> + <X>
(cut) and <Ctrl> + <V> (paste).
To Delete Text (7.5.4.3): Select the text and press the <Delete> key.

To Delete an Attachment (7.5.4.4): Select the attachment and press

the <Delete> key.

Mail Management (7.6)

Using Address Books (7.6.2)
To Create a Distribution List (7.6.2.1): Click the
New
Distribution List. Click Select
button list arrow and select
Members, select a name in the list, click the Members button and
repeat for each name to be added. Click OK and click Save and Close.
To Create a New Contact (7.6.2.2): Click the
or press <Ctrl> + <N>.

New button

To Delete a Contact (7.6.2.3): Select the contact and press

<Delete>.
To Add a Mail Contact (7.6.2.3): Right-click the senders address and
select Add to Outlook Contacts from the shortcut menu.

Organizing Messages (7.6.3)

To Find a Message (7.6.3.1): Click the
Find button on the
toolbar. Enter the text you want to search for in the Look for text box. Check
the Search all text in the message check box to search the actual text
in your e-mail messages. Click the Find Now button.
To Create a New Folder (7.6.3.2): Select File New Folder
from the menu. Enter the folders name in the Name text box. Specify what
you want to keep in the new folder by making a selection from the Folder
contains list. Specify where you want to keep the new folder by clicking the
appropriate folders icon. Click OK.
To Move an Item to a Different Folder (7.6.3.3): Select the item,
Move to Folder button and select the destination folder.
click the
Or click and drag the item to the destination folder.
To Sort Messages: Click the column heading you want to use to
sort the Inbox.
To Delete a Message (7.6.3.5): Select the message and press the
<Delete> key.
To Restore a Deleted Message (7.6.3.6): Find the message you
just deleted, click the Move to Folder button on the toolbar, and select
the Move to Folder option. Select Inbox and click OK.
To Empty the Deleted Items Folder (7.6.3.7): Right-click the
Deleted Items button on the Outlook Bar, select Empty "Deleted
Items" Folder from the shortcut menu, and click Yes.

Prepare to Print (7.6.4)

To Preview an E-mail Message (7.6.4.1): Select File Print
Preview from the menu.

To Change Print Output Options (7.6.4.2): Select File Print

To Forward a Message (7.5.3.9): Click the message, click the
from the menu. Change the options in the Print dialog box.
Forward button, enter the e-mail address(es) in the To: box, enter
To Print an E-mail Message (7.4.6.2): Click the Print button on
additional comments in the body area of the message, and click the
the toolbar to print using default settings.
Send button or press <Alt> + <S>.
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ECDL

Module 6

Quick Reference Card

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PowerPoint 2003 Screen

Title Bar

Keyboard Shortcuts

Standard Toolbar

Formatting Toolbar

General
Open a Presentation <Ctrl> + <O>

Menu Bar

Save a Presentation <Ctrl> + <S>

Outline/
Thumbnail
Pane

Print a Presentation <Ctrl> + <P>

Task
Pane

View Buttons

Close a Presentation <Ctrl> + <W>

Notes
Pane
Drawing
Toolbar

Status Bar

Using the Application (6.1)

New

Save

Open

Print

Spelling Cut

Insert
Chart

Paste
Undo

E-mail Print
Research
Format
Copy Painter
Preview

First Steps with Presentations

(6.1.1)
To Open PowerPoint (6.1.1.1): Click the
Start button select All Programs and select
Microsoft Office PowerPoint 2003.
To Open a Presentation (6.1.1.2): Click
the
Open button on the Standard toolbar, or
select File Open from the menu, or press
<Ctrl> + <O>.
To Create a New Presentation (6.1.1.3):
Click the New button on the Standard
toolbar or select File New from the menu.
To Save a Presentation (6.1.1.4): Click the
Save button on the Standard toolbar, or
select File Save from the menu, or press
<Ctrl> + <S>.
To Save a Presentation with a Different
Name (6.1.1.5): Select File Save As from
the menu and enter a different name for the
presentation.
To Save a Presentation in a Different
File Type (6.1.1.6): Select File Save As
from the menu, click the Save as type list arrow
and select a file type from the list. (4.1.1.7): Click
the worksheet tab.

Redo

Expand All
Tables and
Show/Hide
Zoom
Borders
Grid

Color/
Insert Insert
Show Grayscale
Table Hyperlink Formatting

Undo

<Ctrl> + <Z>

Redo or Repeat

<Ctrl> + <Y>

New Slide

<Ctrl> + <M>

Help

<F1>

Switch Between
Applications

<Alt> + <Tab>

Navigation
The Previous Slide

<Page Up>

The Next Slide

<Page Down>

The First Slide

<Ctrl> + <Home>

The Last Slide

<Ctrl> + <End>

Slide Show Delivery

Help

These shortcut keystrokes only work in

Slide Show view.)
End Slide Show
<Esc>
Display Specific Slide

To Switch Between Open Presentations

(6.1.1.7): Select Window from the menu bar
and select the presentation you want to work on.

<Slide #> +
<Enter>

Toggle Screen Black

<B>

To Get Help (6.1.1.8): Press <F1> to open

the Help task pane, type your question and press
<Enter>.

Toggle Screen White

<W>

Pause Automatic Show <S>

To Close a Presentation (6.1.1.9): Click

the Close button on the menu bar or select
File Close from the menu.

Show/Hide Pointer

<A>

Change Arrow to Pen

<Ctrl> + <P>

Change Pen to Arrow

<Ctrl> + <A>

Erase Screen Doodles

<E>

Adjust Settings (6.1.2)

To Use Zoom (6.1.2.1): Click the
Zoom list arrow on the Standard toolbar and
select a magnification from the list.
To View or Hide a Toolbar (6.1.2.2):
Select View Toolbars from the menu and
select the toolbar you want to view or hide.
To Change the User Name (6.1.2.3):
Select Tools Options from the menu and
click the General tab. Enter the user name in the
User information section.
To Change the Default Directory
(6.1.2.3): Select Tools Options from the
menu and click the Save tab. Enter the location
where you want to save the files in the Default
file location text box.

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Editing
Cut

<Ctrl> + <X>

Copy

<Ctrl> + <C>

Paste

<Ctrl> + <V>

Find

<Ctrl> + <F>

Replace

<Ctrl> + <H>

Select All

<Ctrl> + <A>

Duplicate

<Ctrl> + <D>

Formatting
Bold
Italic
Underline

<Ctrl> + <B>
<Ctrl> + <I>
<Ctrl> + <U>

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Developing a Presentation (6.2)

Master Slide (6.2.4)

Presentation Views (6.2.1)

To Edit the Slide Master (All Formatting Elements in a

Presentation at Once) (6.2.4.1): Select View Master Slide
Master from the menu. Make changes to the slide layout as necessary.

Understanding Presentation View Modes (6.2.1.1):

Normal View includes panes for
your presentations outline, the current
slide, and any notes for that slide. You will
probably spend more time in Normal view
than in any other view.
Slide Sorter View displays all the
slides in your presentation as thumbnails
(itty-bitty pictures). Use Slide Sorter view
when you want to rearrange the slides in
your presentation and add transition
effects between them.
Slide Show View displays your
presentation as an electronic slide show.
Use Slide Show view when you want to
deliver your presentation.

Outline Tab

To Enter Data in the Footer (6.2.4.3): Select View Header

and Footer from the menu. Click the check box for the information you want
to add:
Date and time:
Displays the date and
time. Select the Fixed
option to enter a static
date.
Slide Number:
Displays the slide
number.
Click Apply (to apply
the header and/or footer
to the current slide) or
Apply to All (to apply
the header and/or footer
to the entire
presentation).

Text and Images (6.3)

Slides Tab

This tab focuses

on the content
of your
presentation
instead of its
appearance.
Use this when
you want to
develop your
presentation

To Enter Text in the Slide Footer (6.2.4.2): Select View

Header and Footer from the menu. Click in the Footer text box and enter
text. Click Apply to add to the current slide, click Apply to All to add to all
slides.

This tab displays The Formatting Toolbar Numbering Decrease Indent

Align Align
Increase
Font
New
the slides in a
Bold
Font Size
Color
Slide
Underline Left Right
Font list
presentation as
thumbnails,
Bullets
Font Size Italic
Center
Increase
making it easy to
Slide
list
Decrease Indent
Design
Shadow
navigate through
Font Size
slides in your
presentation. You Text Input, Formatting (6.3.1)
To Edit Slide Content (6.3.1.2): Click where you want to begin
can also
inserting new content and begin typing.
rearrange, add,

To Switch Views (6.2.1.2): Click one of the view buttons on the

horizontal scroll bar or click the View menu and select a view from the menu.

Slides (6.2.2)
To Insert a Slide (6.2.2.1): Click the
New Slide button
on the Formatting toolbar or press <Ctrl> + <M> and select a layout you
want to use in the task pane.
To Change Slide Layout (6.2.2.2): Select Format Slide
Layout from the menu. Select a new layout from the Slide Layout task pane.

To Change the Slide Background (6.2.2.3): Select Format

Background from the menu, select a color or fill effect from the
Background Fill list arrow, and click Apply or Apply to All.

Using Design Templates (6.2.3)

To Apply a Design Template (6.2.3.1): Click the
Slide
Design button on the Formatting toolbar and select the template you want
to use from the Slide Design task pane.
To Change the Design Template (6.2.3.2): Click the
Slide
Design button on the Formatting toolbar and select a different design from
the Slide Design task pane.

To Format Font Size and Type (6.3.1.3): Select the text and change
Font Size list. Change
the font size by selecting the pt. size from the
the font type by selecting a font from the
Font list on the
Formatting toolbar.
To Format Selected Text (6.3.1.4): Select the text and change the
style of text by clicking the
Bold button,
Italic button, or
Underline button on the Formatting toolbar.
To Change Case (6.3.1.5): Select the text you want to change. Select
Format Change Case from the menu. Select the case you want to
change the text to in the Change Case dialog box and click OK.
To Change Text Color (6.3.1.6): Select the text you want to change.
Select Format Font from the menu, click the Color list arrow and
Font Color button
select a color in the Font dialog box. Or, click the
list arrow on the Formatting toolbar and select a color.
To Apply Shadow Effect to Text (6.3.1.7): Select the text you want
Shadow button on the Formatting
to apply formatting to. Click the
toolbar, or select Format Font from the menu and click the Shadow
check box. Click OK.
To Change Paragraph Alignment (6.3.1.8): Select the
paragraph(s) and click the appropriate alignment button ( Align Left,
Center, or
Align Right) on the Formatting toolbar.

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 To Adjust Line Spacing (6.3.1.9):

Select Format Line Spacing from
the menu. Change the amount in the
Before paragraph section to adjust
the amount of space before a bulleted or
numbered item. Change the amount in the
After paragraph section to adjust the
amount of space after a bulleted or
numbered item.
To Change the Bullet or Number List Style (6.3.1.10): Select
the bulleted or numbered list. Select Format Bullets and
Numbering from the menu. Click the tab of the list you want to change.
Select a new bullet or number style and click OK.
To Use Undo or Redo (6.3.1.11): To undo the last command, click the
Undo button on the Standard toolbar, or press <Ctrl> + <Z>. To
Redo button on the Standard
redo the last command, click the
toolbar, or press <Ctrl> + <Y>.

Pictures, Images (6.3.2)

To Insert a Picture (6.3.2.1): Select Insert Picture From
File from the menu, select the file, and click Insert.
To Insert a Clip Art Graphic (6.3.2.2): Select Insert Picture
Clip Art from the menu, type a name in the Search for box or select a
clip art category from the task pane, and click to select and insert the graphic.

Organization Charts (6.4.2)

To Create an Organization Chart (6.4.2.1): Select Insert
Picture Organization Chart from the menu.
To Change an Organization Chart (6.4.2.2): Use the Organizaton
Chart toolbar to modify the structure of an organization chart.
To Move a Box: Click the box you want to move. Drag the box to its new
position and release the mouse button.

Copy
To Duplicate (6.3.3.1): Select the text or image. Click the
button on the Standard toolbar, click where you want to add the duplicate
text or image and click the
Paste button on the Standard toolbar. Or,
press <Ctrl> + <C> (copy) and <Ctrl> + <V>(paste).

Zoom in to the
chart.
Select a specific
Choose from a selection
element in the
of AutoFormats for the
chart.
chart.

Insert Shape in the

hierarchy of the chart.

To Remove Organization Chart Boxes (6.4.2.3): Click the box to

select it and press the <Delete> key.
To Add a Box to an Organization Chart: On the organization chart,
click the location where you want to add your new box. Click the Insert
Shape button on the Organization Chart toolbar and select the type of
shape you want to insert. Enter the text in the new box and click outside the
box when youre finished.

The Drawing ToolbarDraw

Text
Box

Draw Menu

Duplicate, Move, Delete (6.3.3)

Automatically resize
the text to fit in the
chart object.

Change the layout

design of the chart.

Draw
Line Draw
Rectangle

Insert
Clip Art

Insert
WordArt

Draw
Select
Insert
Objects AutoShape Draw Oval
Arrow

Insert
Org
Chart

Fill Object
Color

Font
Color

Shadow Style
Dash Style

Line Color
Arrow
Insert
Style
Picture
Line Style
3-D Style

Drawn Objects (6.4.3)

Cut button on
To Move (6.3.3.2): Select the text or image. Click the
the Standard toolbar, click where you want to move the text or image and click
the
Paste button on the Standard toolbar. Or, press <Ctrl> + <X>
(cut) and <Ctrl> + <V>(paste).

To Draw an Object (6.4.3.1): Click the object you want to draw on the
Drawing toolbar and draw your shape by clicking on the slide with the
pointer and dragging until the shape reaches the desired size. Hold down the
<Shift> key while you drag to draw a perfectly proportioned shape.

To Resize an Object (6.3.3.3): Click the object to select it and drag the
objects sizing handles until the shape reaches the desired size. Hold down
the <Shift> key while you drag to resize the object proportionally.

Text Box button on the

To Add a Text Box (6.4.3.1): Click the
Drawing toolbar and click with the pointer and drag until the shape reaches
the desired size. Then click in the box and start typing.

To Delete an Object (6.3.3.4): Click the object to select it and press the

To Format a Drawing
Object (6.4.3.2): Select
the object and select
Format AutoShape
from the menu, or right-click
the object you want to format
and select Format
AutoShape from the
shortcut menu. Format the
background color of the
shape in the Fill area of the
dialog box. Format the
properties of the line or the
outline of the shape in the
Line section of the dialog
box.

<Delete> key.

Charts/Graphs, Drawn Objects (6.4)

Using Charts/Graphs (6.4.1)
Insert Chart button on
To Create a Chart (6.4.1.1): Click the
the Standard toolbar. Enter chart data in the chart datasheet.
To Change a Chart Background (6.4.1.2): Select the chart. Click
the
Format Objects button on the Chart toolbar. Click the
Patterns tab and select a color from the Area section or click the Fill
Effects button and select a background from the Fill Effects dialog box.
To Change Chart Object Colors (6.4.1.3): Click the chart object
you want to change, or click the
Chart Objects list
arrow on the Chart toolbar and select a chart object from the list. Click the
Format Objects button on the Standard toolbar. Change the color of the
object in the Area section of the Format Data Series dialog box.
To Change Chart Type (6.4.1.4): Select the chart. Click the
Chart Type button list arrow on the Standard toolbar and select a
chart type from the list.

To Change Arrow Style (6.4.3.3): Select the line, then click the
Arrow Style button on the Drawing toolbar and select the arrow style
you want.
Shadow
To Add a Shadow (6.4.3.4): Select the object, click the
button on the Drawing toolbar, and select the shadow effect you want to
use.

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 To Rotate an Object by 90 Degrees (6.4.3.5): Select the object,

Draw button on the Drawing toolbar,
click the
select Rotate or Flip, and select Rotate Right 90
or Rotate Left 90.
To Free Rotate an Object: Select the object and click
and drag the objects green free rotate handle to rotate the
object.
Draw
To Flip an Object (6.4.3.5): Select the object, click the
button on the Drawing toolbar, select Rotate or Flip, and select Flip
Horizontal or Flip Vertical.
To Align an Object (6.4.3.6): Select the object(s) that you want to
Draw button on the Drawing toolbar, select Align
align. Click the
or Distribute, and select the Relative to Slide option. Click the
Draw button on the Drawing toolbar, select Align or
Distribute, and select how you want to align or distribute the selected
objects in relation to the slide.
To Resize an Object (6.4.3.7): Click the object or chart to select it and
drag its sizing handles until the shape reaches the desired size. Hold down the
<Shift> key while you drag to resize the object proportionally. Or, right-click
the object and select Format Picture from the shortcut menu. Click the
Size tab and change the size of the object.

To Layer Objects (6.4.3.8): Select the object. Right-click the object,

select Order and select Bring to Front or Send to Back from the
shortcut menu.

Duplicate, Move, Delete (6.4.4)

To Duplicate an Object (6.4.4.1): Select the object. Click the
Copy button on the Standard toolbar, click where you want to add the
Paste button on the Standard toolbar. Or,
duplicate object and click the
press <Ctrl> + <C> (copy) and <Ctrl> + <V> (paste).
Cut
To Move an Object (6.4.4.2): Select the object. Click the
button on the Standard toolbar, click where you want to move the object and
click the
Paste button on the Standard toolbar. Or press <Ctrl> +
<X> (cut) and <Ctrl> + <V> (paste).
To Delete an Object (6.4.4.3): Click the object to select it and press
the <Delete> key.

Slide Show Effects (6.5)

Preset Animation (6.5.1)
To Add an Animation Scheme
(6.5.1.1): Select Slide Show
Animation Schemes from the menu and
select the animation scheme you want from
the task pane.

Transitions (6.5.2)
To Add Slide Transitions (6.5.2.1):
Switch to Slide Sorter View and select
the slide(s) where you want to add a
transition. To select multiple slides, hold
down the <Shift> key as you click each
Slide
slide. Click the
Transition button on the Slide Sorter
toolbar and select the transition effect you
want to use from the task pane.

Prepare Outputs (6.6)

Preparation (6.6.1)
To Select Output Format (6.6.1.1): Select File Page Setup
from the menu. Click the Slides sized for list arrow and select the output
format of the presentation.
To Spell-check a Presentation (6.6.1.2): Select Tools
Spelling from the menu.
To Add Presentation Notes (6.6.1.3): Click in the Notes pane in
Normal view and enter notes for the slide. Or, select View Notes Page
from the menu and enter notes in the notes text box.
To Change a Slides Orientation (6.6.1.4): Select File Page
Setup from the menu and select Portrait or Landscape.
To Change Paper Size (6.6.1.4): Select File Page Setup from
the menu and change the paper size.
Copy
To Duplicate Slides (6.6.1.5): Select the slide(s). Click the
button on the Standard toolbar, click where you want to add the duplicate
slides and click the
Paste button on the Standard toolbar. Or press
<Ctrl> + <C> (copy) and <Ctrl> + <V> (paste).
Cut
To Move Slides (6.6.1.5): Select the slide(s). Click the
button on the Standard toolbar, click where you want to move the slides and
click the
Paste button on the Standard toolbar. Or press <Ctrl> +
<X> (cut) and <Ctrl> + <V> (paste).

To Delete a Slide (6.6.1.6): Select the slide in Slide Sorter view or the
Slide tab in Normal view. Press <Delete> or right-click the slide and select
Delete Slide from the shortcut menu.

Printing (6.6.2)
To Print a Presentation (6.6.2.1): Click the
Print button on the
Standard toolbar, or select File Print from the menu, or press <Ctrl> +
<P>.
To Specify Print
Job Options
(6.6.2.1): Open the
Print dialog box.
To specify which
slides to print: Click the
Slides option and
enter the slide numbers
or slide range.
To print a specific
aspect of a
presentation: Click the
Print what list arrow
and select Slides,
Handouts, Notes Pages,
or Outline View from the
list.

Deliver a Presentation (6.6.3)

To Hide/Show Slides (6.6.3.1): Switch to Slide Sorter view and select
the slide(s) you want to hide. To select multiple slides, press and hold down the
<Ctrl> key as you click each slide. Right-click a slide and select Hide Slide
from the shortcut menu. The slide is still saved in the presentation, but wont
appear in the presentation slide show. Repeat to show the slide.
To Present a Slide Show (6.6.3.2): Click the
View button on the horizontal scroll bar.

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ECDL

Module 5

Quick Reference Card

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Using the Application (5.1)

Keyboard Shortcuts
General

Save

New

Print Preview Cut

Paste

OfficeLinks

Code

Properties

New Object

Open a Database <Ctrl> + <O>

Close a Database <Ctrl> + <W>

Open

File Print
Search

Spelling

Copy

Undo

Database Concepts (5.1.1)

Understanding Databases: (5.1.1.1): In its
simplest form, a database is a collection of
information that is organized into a list.

Analyze

Script
Editor

Relationships

Help

Delete

<Delete>

Undo

<Ctrl> + <Z>

Help

<F1>

New Record

<Ctrl> + < + >

Delete Record

<Ctrl> + < - >

Save Record

<Shift> + <Enter>

Cancel Changes

<Esc>

Insert Date

<Ctrl> + < ; >

Insert Time

<Shift> + <Ctrl> + <:>

First steps with databases

(5.1.2)

Insert Value from

Same Field in
Previous Record

<Ctrl> + < >

(Apostrophe)

To Open PowerPoint (5.1.2.1): Click the

Start button select All Programs and select
Microsoft Office Access 2003.

Check Spelling

<F7>

Switch Between
Applications

<Alt> + <Tab>

Understanding table relationships

(5.1.1.5): When a relationship between tables is
established, you can create queries, reports, and
forms that include data from multiple tables.

Understanding relationship rules

(5.1.1.6) It is important to follow rules, such as
Understanding Database Objects: (5.1.1.2)
dont use duplicate field names, use multiple
Create a new object by
or by using a Wizard.
tables, and break up information as much as
clicking the New button
possible, to make sure table relationships are
valid.
Objects
bar
Select the
type of
object you
want to
view.

Database objects appear

in this area.

Tables store related data in rows (records) and

columns (fields).
Queries view, filter, calculate, change, sort, and
examine the data stored in tables.
Forms are custom screens that provide an
easy way to enter and maintain data in a table or
query.
Reports present data from a table or query in a
printed formatno data entry.
Pages are forms saved as Web pages so that
the database can be accessed over the Internet.
Macros automate common tasks and can be
invoked by clicking a button or pressing a
shortcut key.
Modules are groups of procedures that are
written in Visual Basic used to automate tasks.
Understanding primary keys (5.1.1.3)
Each record in a table should have a primary key
that uniquely identifies it and prevents duplicate
records. Primary keys are also important in
relating tables in a database.

Print Current View <Ctrl> + <P>

To Open a Database (5.1.2.2): Click the

Open button on the Standard toolbar, or
select File Open from the menu, or press
<Ctrl> + <O>.
To Create a New Database (5.1.2.3):
Click the New button on the Standard toolbar
or select File New from the menu. Click the
Blank database link in the New File task pane,
give the database a name and click Create.
To Save a Database (5.1.2.4): Click the
Save button on the Standard toolbar, or
select File Save from the menu, or press
<Ctrl> + <S>.
To Get Help (5.1.2.5): Press <F1> to open
the Help task pane, type your question and press
<Enter>.
To Close a Database (5.1.2.6): Click the
Close button on the Database Window or
select File Close from the menu.

Adjust settings (5.1.3)

NavigationGo To:
Next Field

<Tab>

Previous Field

<Shift> + <Tab>

Next Screen

<Page Down>

Previous Screen <Page Up>

First Record

<Ctrl> + < >

Last Record

<Ctrl> + < >

Editing
Cut

<Ctrl> + <X>

Copy

<Ctrl> + <C>

Paste

<Ctrl> + <V>

Find

<Ctrl> + <F>

Replace

<Ctrl> + <H>

Select All

<Ctrl> + <A>

Design View
Properties

<Alt> + <Enter>

To Change Views (5.1.3.1): Click the

View button on the toolbar.

Open object in
Design View

<Ctrl> + <Enter>

To View or Hide a Toolbar (5.1.3.2):

Select View Toolbars from the menu and
select the toolbar you want to view or hide.

Shift focus to a <Ctrl> + <Tab>

subsection

Understanding an index (5.1.1.4)

Indexed fields help Access find and sort
information quickly, especially in large tables.
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Tables (5.2)

Table Design/Layout (5.2.3)

Main Operations (5.2.1)

To Change Field Properties (5.2.3.1): Display the table in Design

view and click the field in the field list. Click the Format box in the Field
Properties pane. Click the Format list arrow and select a format for the fields
data type. The table below displays a description of the formats available for
each field data type.

To Create a New Table Using a Wizard (5.2.1.1): Click Tables in

the Objects bar and double-click the
Follow the onscreen instructions.

Create table by using wizard icon.

To Create a New Table from Scratch (5.2.1.1): Click Tables in the

Objects bar and double-click the
Create table in Design view icon. Type a
field name for the first column you want to create in the Field Name column,
press <Tab>, click the Data Type list arrow, and select the data type for the
field. Repeat as necessary to add new fields to the table. Close the table
window, click Yes to save the table, enter a table name, and click OK.

Data Type
Text (Default)

Description
Stores text, numbers, or a combination of both, up to 255
characters long.

Memo

Stores long text entriesup to 64,000 characters long.

Number

Stores numbers that can be used in calculations.

To Add a New Record (5.2.1.2): Click the

on the Navigation bar.

Date/Time

Stores dates, times, or both.

Currency

Stores numbers and symbols that represent money.

AutoNumber

Automatically fills in a unique number for each record.

Yes/No

Stores only one of two values, such as Yes or No.

OLE Object

Stores objects created in other programs, such as a

graphic, Excel spreadsheet, or Word document.

Hyperlink

Stores clickable links to Web pages on the Internet or files

on a network.

Lookup Wizard

A wizard that helps you create a field whose values are

selected from another table, query, or list of values.

New Record button

To Delete a Record (5.2.1.2): Select the record and click the

Delete Record button on the toolbar, or select Edit Delete Record
from the menu.
To Add a Field (5.2.1.3): In Datasheet view: Right-click a column
header and select Insert Column from the shortcut menu. In Design view:
Enter the field information in an empty row in the top pane of the view.
To Modify a Record (5.2.1.4): Click the field you want to edit and make
the changes.
To Delete Record Data (5.2.1.5): Select the data you want to delete
and press the <Delete> key.
To Use Undo (5.2.1.6): To undo the last command, click the
button on the Standard toolbar, or press <Ctrl> + <Z>.

Undo

To Navigate in a Table (5.2.1.7): Use the Navigation Bar found on the

horizontal scrollbar near the bottom of most windows.

The Navigation Bar

(Found on the horizontal scrollbar near the bottom of most windows.)

First
Record

Current Record
Number

Previous
Record

Last
Record

Total Number of Records in

the Table, Query, or Filter

Next
New
Record Record

Filter
Indicator

To Delete a Table (5.2.1.8): Select the table in the Database Objects

dialog box and press <Delete>.
Save button on the Standard
To Save a Table (5.2.1.9): Click the
toolbar, or select File Save from the menu, or press <Ctrl> + <S>.
To Close a Table (5.2.1.9): Click the
or select File Close from the menu.

Close button on the Title bar

Define Keys (5.2.2)

To Define a Primary Key (5.2.2.1): Display the table in Design view,

and click in the field that you want to set as the primary key. If such a field
doesnt exist you will have to create it. (AutoNumber fields make great primary
keys.) Click the
Primary Key button on the toolbar.

To Index a Field (5.2.2.2): Display the table in Design view, and click a
field you want to index. Click the Indexed box. Click the list arrow and select
one of the following:
Yes (Duplicates OK) if you want to allow multiple records to have the
same data in this field.
Yes (No Duplicates) if you want to ensure that no two records have the
same data in this field).

Understanding Field Size (5.2.3.2): The Field Size property

determines the maximum amount of information that can be stored in a text or
number field. There are several reasons you might want to change the size of
a field:
Changing the field size reduces data entry errors.
Access can process smaller field sizes more quickly.
Smaller field sizes require less hard drive storage space.
To Create a Validation Rule (5.2.3.3): Display the table in Design
view and click the field in the field list. Click the Validation Rule box in the
Field Properties section. Enter an expression you want to use to validate the
fields data. Click the Validation Text box in the Field Properties section. Type
the text that Access will display when the user tries to enter incorrect data for
the field.
Validation Rule
<100

Data Type
Number/Currency

Description
Must be less than 100.

<=100

Number/Currency

Must be equal to or less than 100.

Between 1 and 10

Number

Must be between 1 and 10.

<>0

Number

Must not equal 0.

<01/01/2004

Date/Time

Must be a date before 01/01/2004.

> = Date( )

Date/Time

Must be todays date or later.

< = Date( )

Date/Time

Must be todays date or earlier.

"Business" Or
"Pleasure" Or
"Other"

Text

Must be Business or Pleasure or

Other.

Like "??"

Text

Must have 2 characters.

Like "####"

Number

Must have 4 numbers.

To Change Table Column Width (5.2.3.4): Display the table in

Datasheet view. Place the cursor over the right edge of the column heading,
so the cursor appears like this . Click and drag the column border to the
desired width.
To Move a Table Column (5.2.3.5): Display the table in Datasheet
view. Click the column heading for the column you want to move. Click and
drag the column heading to the desired location.

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Table Relationships (5.2.4)

To Create a Table Relationship (5.2.4.1):
1. Click the

Relationships button on the toolbar.

Show
2. If necessary, open the Show Tables window by clicking the
Table button. Then select the table, click the Add button, and repeat for
each table. Click Close when finished.
3. Find the related table fields. Drag the field from one table and drop it on the
related field in the second table. Make sure that the field names are
correct.

To Delete a Form (5.3.1.6): Select the form in the Database Window

and press <Delete>.
Save button on the Standard
To Save a Form (5.3.1.7): Click the
toolbar, or select File Save from the menu, or press <Ctrl> + <S>.
To Close a Form (5.3.1.7): Click the
or select File Close from the menu.

Close button on the Title bar

Retrieving Information (5.4)

Main Operations (5.4.1)

To Find Information in a Table (5.4.1.1): Place the cursor in the field
Find button
that contains the value you want to search for, then click the
on the toolbar or press <Ctrl> + <F>. Type the value you want to search for in
the Find What box and click Find Next. Click Find Next until youve found
what youre looking for.

4. (5.2.4.3) Click the Enforce Referential Integrity box to avoid creating

orphan data. This occurs if a link between tables is deleted, or if a field
that links the tables is deleted.
If you want to change the join type between the tables, click the Join
Type button, select the type of join and click OK.
5. Click Create to create the relationship, then close the Relationships
window and save your changes.
To Delete a Table Relationship (5.2.4.2): Open the Relationships
window. Click the join line that connects the tables and press <Delete>.

Forms (5.3)
Working with Forms (5.3.1)
To Open a Form (5.3.1.1): Click the Forms button in the Object bar
and double-click the form.
To Create and Save a Form (5.3.1.2): Click the Forms button on the
Objects bar. Click the
New button on the toolbar to create the form
from scratch or double-click a
Create form in Design view icon to create
a form step by step.

To Filter by Selection (5.4.1.2): Place the cursor in the record and

field that matches the selection criterion and click the
Filter By Selection
button on the toolbar.
To Filter by Form (5.4.1.2): Click the
Filter by Form button on the
toolbar. Click the list arrow next to the field that contains the selection
criterion and select the value you want the filtered records to match. You can
use more than one field to filter data. Click the Apply Filter button to activate
the filter.
To Remove a Filter (5.4.1.3): Click the
the toolbar.

Remove Filter button on

Queries (5.4.2)
The Design Query Window

To Create a Form Using a Wizard (5.3.1.2): Click Forms in the

Create form by using wizard icon.
Objects bar and double-click the
Follow the onscreen instructions.
To Use a Form for Data Entry (5.3.1.3 and 5.3.1.4): Use the
Record Navigation buttons near the bottom of the form to move between each
record. When you find the record, click in the fields in the form and change the
record data.

The Navigation Bar

(Found on the horizontal scroll bar near the bottom of the form window.)

To Modify Headers and Footers in a Form (5.3.1.5): Open the

form in Design view. Expand the Form Header or Form Footer area. Click the
Label button in the Toolbox. Click in the header or footer area and type the
text.

To Create a Query (5.4.2.1): Click Queries in the Objects bar and

Create query in Design view icon. Select the table you
double-click the
want to query and click Add. Repeat for all the tables you want to add to the
query. Click Close when youre finished. Find the field you want to query (use
the scroll bars) and drag the field down to the QBE grid. Repeat until you have
added all the fields you want to include in the query. If you want to filter
records, enter the criteria in the Criteria row. Close the query window, click
Yes to save the query, enter a query name, and click OK.
To Create a Query Using a Wizard (5.4.2.1): Click Queries in the
Create query by using wizard icon.
Objects bar and double-click the
Follow the onscreen instructions

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 To Add Criteria to a Query (5.4.2.2): Use the table of operators

below to enter criteria:
Operator
=

Example
="MN"

Description
Finds records equal to MN.

<>

<>"MN"

Finds records not equal to MN.

<

<10

Finds records less than 10.

<=

<=10

Finds records less than or equal to

10.

>

>10

Finds records greater than 10.

>=

>=10

Finds records greater than or equal

to 10.

AND

>=10 AND < >5

Finds records greater than or equal

to 10 AND not equal to 5.

OR

>=10 OR < >5

Finds records greater than or equal

to 10 OR not equal to 5.

To Edit Query Criteria (5.4.2.3): Open the query in Design view. Click
in the Criteria row of the field you want to edit. Enter or delete the field criteria
in the row.
To Edit a Query (5.4.2.4):
To Add fields: Drag the field from the field list onto the design grid.
To Move fields: Position the pointer over the field ( changes to ) and then
click and drag the field to a new location.
To Delete fields: Click the top of the field you want to delete ( changes to
) and press <Delete>.
To Hide or Unhide Fields: Select or deselect the Show check box under the
field to display or hide the field.

To Create a Report Using a Wizard (5.5.1.1): Click Reports in the

Create report by using wizard icon.
Objects bar and double-click the
Follow the onscreen instructions.
To Rearrange a Report (5.5.1.2): Click the object and hold down the
mouse button, drag the object to a new location and then release the mouse
button to drop the object.
To Group Records (5.5.1.3): Display the report in Design view. Click
the
Sorting and Grouping button on the Report Design toolbar. Click the
Field/ Expression box, click the list arrow and select a field for grouping
records. Click the corresponding Sort Order box, click the list arrow and select
the desired sort order. Select any Group Properties you want to use in the
Group Properties area. Repeat for each Field/Expression you want to use to
group and sort your data.
To Present Specific Fields in a Grouped Report (5.5.1.4):
Display the report in Design view. Select the control and click the
Properties button on the toolbar. Click the Data tab and click in the
Record Source box. Click the Build button and use the Expression Builder to
create the expression, then click OK when youre finished. Close the
Properties dialog box.
To Use Headers/Footers (5.5.1.5): Open the report in Design view.
Label button
Expand the Report Header or Report Footer area. Click the
in the Toolbox. Click in the header or footer area and type the text.
To Delete a Report (5.5.1.6): Select the report in the Database Window
and press <Delete>.
To Save a Report (5.5.1.7): Click the
Save button on the Standard
toolbar, or select File Save from the menu, or press <Ctrl> + <S>.
To Close a Report (5.5.1.7): Click the
or select File Close from the menu.

To Run a Query (5.4.2.5): Double-click the Query in the Database

Window.

Prepare Outputs (5.6)

To Delete a Query (5.4.2.6): Select the query in the Database Window

and press <Delete>.

Prepare to Print (5.6.1)

Save button on the Standard

To Save a Query (5.4.2.7): Click the
toolbar, or select File Save from the menu, or press <Ctrl> + <S>.
To Close a Query (5.4.2.7): Click the
or select File Close from the menu.

Close button on the Title bar

Sort Records (5.4.3)

To Sort Information (5.4.3.1): Place the cursor in the field that you
want to sort by and click either the
Sort Ascending or
Sort
Descending button on the toolbar. Or, right-click the field and select Sort
Ascending or Sort Descending from the shortcut menu.

Reports (5.5)
Working with Reports (5.5.1)
To Create a Report
(5.5.1.1): From the Database
Window, click the Reports icon
in the Objects bar and click the
New button. Select the type of
report you want to create. Select
the table or query you want to
use for the report and click OK.
Click the Save button to save
the report.

Close button on the Title bar

To Preview an Object (5.6.1.1): Click the

the toolbar.

Print Preview button on

To Change Report Orientation (5.6.1.2): In Print Preview, select

File Page Setup from the menu. Click the Page tab and select the Portrait
or Landscape option.
To Change Paper Size (5.5.1.2): In Print Preview, select File Page
Setup from the menu. Click the Page tab. Click the Paper Size list arrow and
select a size from the list.

Print Options (5.6.1)

To Print a Page, Records of a Table (5.6.2.1): Open the table you
Print button on the Standard toolbar, or select File
want to print. Click the
Print from the menu, or press <Ctrl> + <P>. Choose to print the whole
table, specific pages, or selected records in the Print Range section of the
dialog box.
To Print Records in Form Layout (5.6.2.2): Open the table you
want to print. Click the
Print button on the Standard toolbar, or select File
Print from the menu, or press <Ctrl> + <P>. Select what you want to print
in the Print Range section of the dialog box.
To Print a Query (5.6.2.3): Open the query you want to print. Click the
Print button on the Standard toolbar, or select File Print from the
menu, or press <Ctrl> + <P>.
To Print a Report (5.6.2.4): Open the report you want to print. Click the
Print button on the Standard toolbar, or select File Print from the
menu, or press <Ctrl> + <P>. Select what you want to print in the Print Range
section of the dialog box.

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ECDL

Module 4

Quick Reference Card

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Excel 2003 Screen

Title Bar

Keyboard Shortcuts

Standard Toolbar

Formula Bar

Formatting Toolbar

General

Menu Bar
Name Box
Select All
Button

Vertical
Split Bar
Columns

Active Cell
(currently in
cell A1)

Task Pane
Pointer
Vertical
Scroll Bar

Rows

Horizontal
Split Bar

Status Bar
Worksheet Tabs

Horizontal Scroll Bar

Using the Application (4.1)

Save

Open

E-mail

<Ctrl> + <O>

Save a Workbook

<Ctrl> + <S>

Print a Workbook

<Ctrl> + <P>

Close a Workbook

<Ctrl> + <W>

Undo

<Ctrl> + <Z>

Redo or Repeat

<Ctrl> + <Y>

Help

<F1>

Switch Between
Applications

<Alt> + <Tab>

NavigationGo To:

Tab Scroll
Buttons

New

Open a Workbook

Print

Spelling

Cut

Undo

Paste

Print
Research Copy
Preview

Format
Painter

First Steps with Spreadsheets (4.1.1)

To Open Excel (4.1.1.1): Click the Start
button select All Programs and select
Microsoft Office Excel 2003.
To Open a Workbook (4.1.1.2): Click the
Open button on the Standard toolbar, or
select File Open from the menu, or press
<Ctrl> + <O>.
To Create a New Workbook (4.1.1.3):
Click the
New button on the Standard
toolbar or select File New from the.
To Save a Workbook (4.1.1.4): Click the
Save button on the Standard toolbar, or
select File Save or press <Ctrl> + <S>.
To Save a Workbook with a Different
Name (4.1.1.5): Select File Save As from
the menu and enter a different name for the
workbook.
To Save a Workbook in a Different File
Type (4.1.1.6): Select File Save As from
the menu and select a file type from the Save as
type list.
To Switch Between Open Workbooks
(4.1.1.7): Select Window from the menu bar
and select the workbook you want to work on.

Insert
Hyperlink

Redo

Sort
Ascending

Chart
Wizard Zoom

Toolbar
Options

AutoSum Sort
Drawing
Descending

Help

To Get Help (4.1.1.8): Press <F1> to open

the Help task pane, type your question in normal
English, and click the Search button.
To Close a Workbook (4.1.1.9): Click the
Close button on the menu bar or select
File Close from the menu.
Adjust Settings (4.1.2)
To Use Zoom (4.1.2.1): Click the
Zoom list arrow on the Standard toolbar and
select a magnification from the list.
To View or Hide a Toolbar (4.1.2.2):
Select View Toolbars from the menu and
select the toolbar you want to view or hide.
To Freeze Panes (4.1.2.3): Split the window
into panes, then select Window Freeze
Panes from the menu.
To Split a Window (4.1.2.3): Drag either the
vertical or horizontal split bar (located on the
vertical and horizontal scroll bars), or move the cell
pointer to the cell below the row and to the right of
the column you want to split and select Window
Split from the menu.
To Change the User Name (4.1.2.4):
Select Tools Options from the menu and
click the User Information tab. Enter the user
name in the name box.

To Switch Between Worksheets

(4.1.1.7): Click the worksheet tab.
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Move between
unlocked cells

<Tab>

Up One Screen

<Page Up>

Down One Screen

<Page Down>

To cell A1

<Ctrl> + <Home>

To the Last Cell

with Data

<Ctrl> + <End>

Open the Go To
Dialog Box

<F5>

Left to end or
beginning of next
block

<Ctrl> + < >

Right to end or
beginning of next
block

<Ctrl> + < >

Up to end or
beginning of next
block

<Ctrl> + <>

Down to end or
beginning of next
block

<Ctrl> + <>

Editing
Cut

<Ctrl> + <X>

Copy

<Ctrl> + <C>

Paste

<Ctrl> + <V>

Clear Cell Contents <Delete>

Edit Active Cell

<F2>

Absolute Reference <F4>

Formatting
Bold

<Ctrl> + <B>

Italics

<Ctrl> + <I>

Underline

<Ctrl> + <U>

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Cells (4.2)
Insert Data (4.2.1)
To Enter Data in a Cell (4.2.1.1): Select the cell, click the Formula
bar, edit the cell contents, and press <Enter> when youre finished.

Select Cells (4.2.2)

To Select a Cell (4.2.2.1): Select the cell you want to edit by clicking it
with the mouse pointer or by using the keyboard arrow keys.
To Select a Cell Range (Using the Mouse) (4.2.2.1): Click the
first cell of the range and drag the mouse pointer to the last cell of the range.
To Select a Cell Range (Using the Keyboard) (4.2.2.1): Make
sure the active cell is the first cell of the cell range, then press and hold down
the <Shift> key while using the arrow keys to move the mouse pointer to the
last cell of the range.

To Move or Copy Cells using Click and Drag (4.2.5.3): Select

the cell(s) you want to move or copy and position the pointer over any border
of the selected cell(s), then drag to the destination cells. Hold down the
<Ctrl> key while you click and drag to copy the cells.
To Delete Cell Contents (4.2.5.4): Select the cell or cell range and
press the <Delete> key.

Search and Replace (4.2.6)

To Find Text (4.2.6.1): Select Edit Find from the menu or press
<Ctrl> + <F>.
To Find and Replace Text (4.2.6.2): Select Edit Replace from
the menu, or press <Ctrl> + <H>.

To Select an Entire Worksheet (4.2.2.1): Click the Select All

button where the column and row headings meet.
To Select a Row (4.2.2.2): Click the row heading, or click and drag the
range of rows you want to select. To select multiple non-adjacent rows, press
and hold the <Ctrl> key while clicking the row headings.
To Select a Column (4.2.2.3): Click the column heading, or click and
drag the range of columns you want to select. To select multiple non-adjacent
columns, press and hold the <Ctrl> key while clicking the column headings.

Rows and Columns (4.2.3)

To Insert a Column or Row (4.2.3.1): Right-click the selected row or
column heading(s) to the right of the column or below the row you want to
insert and select Insert from the shortcut menu. Or, select Insert
Rows or Columns from the menu.
To Delete a Row or Column (4.2.3.2): Select the row or column
heading(s) and select Edit Delete from the menu. Or, right-click the
selected row or column heading(s) and select Delete from the shortcut
menu.
To Adjust Column Width (4.2.3.3): Drag the right border of the
column header. Double-click the column border to AutoFit the column to
its contents.
To Adjust Row Height (4.2.3.3): Drag the bottom border of the row
header. Double-click the row border to AutoFit the row according to its
contents.

Edit Data (4.2.4)

To Edit a Cells Contents (4.2.4.1): Select the cell, click the
Formula bar, edit the cell contents, and press <Enter> when youre
finished.
To Undo and Redo (4.2.4.2): Click the
Undo button on the
Standard toolbar or press <Ctrl> + <Z>. To redo the last command, click the
Redo button on the Standard toolbar, or press <Ctrl> + <Y>.

Duplicate, Move, Delete (4.2.5)

To Duplicate (4.2.5.1): Click the
Copy button on the Standard
toolbar, click where you want to add the duplicate cells and click the
Paste button on the Standard toolbar. Or press <Ctrl> + <C> (copy)
and <Ctrl> + <V>(paste).
To Copy Using AutoFill (4.2.5.2): Position the pointer over the fill
handle at the bottom-right corner of the selected cell, then click and drag to fill
the cells.

Sort Data (4.2.7)

To Sort Data (4.2.7.1): Move
the cell pointer to the column you
want to use to sort the list. Click
either the
Sort Ascending
button or
Sort
Descending button on the
Standard toolbar. To sort by multiple
columns, make sure the cell pointer
is located within the list and select
Data Sort from the menu.
Select the first field you want to sort
by from the Sort by list and select
Ascending or Descending order.
Repeat to sort by additional fields.

Cells (4.2)
Handling Worksheets (4.3.1)
To Insert a New Worksheet (4.3.1.1): Select Insert
Worksheet from the menu or right-click on a worksheet tab, select Insert
from the shortcut menu, and select Worksheet from the Insert dialog box.
To Rename a Worksheet (4.3.1.2): Double-click the worksheet tab,
enter a new name for the worksheet, and press <Enter>.
To Delete a Worksheet (4.3.1.3): Select Edit Delete Sheet
from the menu or right-click on the tab and select Delete from the shortcut
menu.
To Copy a Worksheet (4.3.1.4): Open the worksheet you want to
copy. Select Edit Move or Copy Sheet from the menu or right-click
on the tab and select Move or Copy from the shortcut menu. Make sure
the workbook to which you want to copy the
worksheet appears in the To book box. Click
the Create a copy check box and click
OK.

To Move a Worksheet (4.3.1.5):

Open the worksheet you want to copy.
Select Edit Move or Copy Sheet
Cut button on the Standard toolbar,
To Move (4.2.5.3): Click the
from the menu or right-click on the tab and
click where you want to move the text or image and click the
Paste
select Move or Copy from the shortcut
button on the Standard toolbar. Or press <Ctrl> + <X> (cut) and <Ctrl>
menu. Make sure the workbook to which
+ <V>(paste).
you want to move the worksheet appears in
the To book box and click OK.
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Formulas and Functions (4.4)

Formatting (4.5)

Arithmetic and Logical Formulas (4.4.1)

The Formatting Toolbar

To Enter a Formula (4.4.1.1): Select the cell where you want to insert
the formula, press = (the equals sign), and enter the formula using values, cell
references, operators, and functions. Press <Enter> when youre finished.
Operator Purpose

Example

Performs addition between values

=4+3

Performs subtraction between values

=A1-B1

Numbers/Dates (4.5.1)

Performs multiplication between values

=B1*2

Performs division between values

=A1/C2

To Format Values (4.5.1.1): Select the cell(s) you want to format and
click
Comma Style button,
Increase Decimal button, or
Decrease Decimal button on the Formatting toolbar.
the

Formula Errors (4.4.1.2): If an error occurs in a formula, an error value

will appear in a cell. The list below displays common error values in formulas.
Error value

Description

#####

The numeric value is too wide to display within the cell.

#VALUE!

The mathematical formula references a text entry instead

of a numerical entry.

#DIV/0!

You tried to divide a number by zero.

#NAME?

You entered text in a formula that Excel doesn't recognize.

#N/A

A value is not available to a function or a formula.

#REF!

Occurs when a cell reference is not valid.

#NUM!

Occurs when an invalid argument is in a worksheet formula.

#NULL!

You specified an intersection of two ranges in a formula that

do not intersect.

Cell Referencing (4.4.2)

To Reference a Cell in a Formula (4.4.2.1): Type the cell reference
(for example, B5) or simply click the cell you want to reference.

To Format Dates
(4.5.1.2): Select the cell(s)
you want to format. Select
Format Cells from the
menu. Click Date in the
Category list. Select a date
format from the Type list and
click OK.
To Format Currency
Symbols (4.5.1.3):
Select the cell(s) you want to
format and click the
Currency Style
button on the Formatting
toolbar.
To Format Percentages (4.5.1.4): Select the cell(s) you want to
format and click the
Percent Style button on the Formatting toolbar.

Contents (4.5.2)

To Create an Absolute Cell Reference (4.4.2.1): Absolute cell

To Format Text (4.5.2.1): Change the font type by selecting a font from
the
Font list on the Formatting toolbar. Change the font size
by selecting the pt. size from the
Font Size list.

Working with Functions (4.4.3)

To Format Text Style (4.5.2.2): Change the style of text by clicking the
Bold button,
Italic button, or
Underline button on the
Formatting toolbar. Or select Format Cells from the menu. Click the
Font tab and change the formatting of the cell in the dialog box.

references are preceded by $ signs in a formula. Press <F4> after selecting a

cell range to make it an absolute reference.

To Use Functions in Formulas (4.4.3.1): Click the

Insert
Function button on the Formula bar. In the inert Function dialog box,
select the function you want to use. To search for a function, type a description
in the Search for a function box. Or, click the Or select a category list
arrow and select a function category to view. Select the function and click OK.
Make sure the cell range in the formula is correct and press <Enter>.
Function Description
Example
Sum:
Adds the values in the cell range.
=SUM(B7:B10)
Average: Averages the values in the cell range.
=AVERAGE(A2:A7)
Minimum: Finds the smallest value in the cell range. =MIN(B7:B10)
Maximum: Finds the largest value in the cell range. =MAX(B7:B10)
Count:
Counts the number of cells containing
=COUNT(B7:B10)
numbers in the cell range.
To Create an IF Formula
(4.4.3.2): Click the
Insert
Function button on the
Formula bar. Click the Select a
category list arrow and select
Logical. Select the IF function
and click OK. Enter the
arguments for the IF function and
click OK.

To Change Font Color (4.5.2.3): Select the text, click the

Font
Color button list arrow on the Formatting toolbar, and select the font
color you want.
To Apply Cell Shading (4.5.2.3): Select the cell(s), click the
Color button list arrow on the Formatting toolbar, and select the
shading you want.

Fill

To Use the Format Painter to Copy Formatting (4.5.2.4):

Select the cell(s) with the formatting options you want to copy, click the
Format Painter
button on the Standard
toolbar, and select the cell(s)
where you want to apply the
copied formatting.

To Apply Text
Wrapping (4.5.2.5):
Select the cells to which you
want to apply text wrapping.
Select Format Cells
from the menu. Click the
Alignment tab and click the
Wrap text check box. Click
OK.
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Alignment, Border Effects (4.5.3)

To Change Cell Alignment (4.5.3.1): Select the cell(s) and click the
appropriate alignment button ( Align Left,
Center,
Align Right) on
the Formatting toolbar.
To Center a Cell Range Title (4.5.3.2): Select the cell(s) and click
Merge and Center button on the Formatting toolbar.
the
To Adjust Cell Orientation (4.5.3.3): Select the cell(s) and select
Format Cells from
the menu. Click the
Alignment tab. Click
and drag the rotation angle
in the preview arc, or type
it in the Degrees box.
Adding Borders
(4.5.3.4): Select the
cell(s), click the
Borders button
list arrow on the
Formatting toolbar, and
select the border you want.

Prepare Outputs (4.7)

Worksheet Setup (4.7.1)
To Change Page Margins (4.7.1.1): Select File Page Setup
from the menu, click the Margins tab and adjust the margins.
To Change Page Orientation (4.7.1.2): Select File Page
Setup from the menu, click the Page tab and select the orientation.
To Fit Contents on Pages (4.7.1.3): Select File Page Setup
from the menu, click the Page tab. Click the Fit to option and select the
page area you want to print the workbook on.
To Add or View a Header or Footer (4.7.1.4): Select View
Header and Footer from the menu.
To Add Fields in the Header and Footer (4.7.1.5): Select View
Header and Footer from the menu. Click the Header list arrow and
select an option from the list, or click the Footer list arrow and select an
option from the list. Previews of the header and footer appear in the dialog
box.

Charts/Graphs (4.6)
Using Charts/Graphs (4.6.1)
To Create a Chart (4.6.1.1): Select the cell range that contains the data
Chart Wizard button on the
you want to chart and click the
Standard toolbar. Select the chart
type and click Next. Verify the cell
range and click Next. Adjust the
chart options and click Next.
Specify where you want to place
the chart (as an embedded object
or on a new sheet) and click
Finish.
To Add a Title to a Chart (4.6.1.2): Select Chart Chart
Options from the menu. Click in the Chart title box and enter the chart title.
Click OK.
To Change a Chart Background (4.6.1.3): Select the chart. Click
Format Objects button on the Chart toolbar. Click the
the
Patterns tab and select a color from the Area section or click the Fill
Effects button and select a background from the Fill Effects dialog box.
To Change Chart Object Colors (4.6.1.4): Click the cell object you
Chart Objects list arrow
want to change, or click the
and select a chart object from the list on the Chart toolbar. Click the
Format Objects button on the Chart toolbar. Change the color of the
object in the Area section of the Format Data Series dialog box.
To Change Chart Type (4.6.1.5): Select the chart. Click
the
Chart Type button list arrow on the Chart
toolbar and select a chart type from the list.
To Duplicate and Move Charts (4.6.1.6): Select the
chart and click the
Cut button or the
Copy button
on the Standard toolbar. To paste the chart, select the
Paste button on the
destination cell(s) and click the
Standard toolbar.
To Resize Charts (4.6.1.7): Click and drag the chart sizing handle to
the size you want.
To Delete Charts (4.6.1.7): Click the chart to select it and press the
<Delete> key.

Preparation (4.7.2)
Checking Calculations (4.7.2.1): Before you print or distribute your
workbook, it is important that you double-check all of the text and calculations
used within each worksheet. Errors can make you look unprofessional, and
you will waste paper if you have to print the workbook more than once.
Print Preview
To Preview a Worksheet (4.7.2.2): Click the
button on the Standard toolbar, or select File Print Preview from the
menu.
To Show/Hide Gridlines (4.7.2.3): Select File Page Setup
from the menu and click the Sheet tab. Add or remove the check mark in the
Gridlines check box.
To Print Row or Column Titles (4.7.2.4): Select File Page
Setup from the menu and click the Sheet tab. Specify which row(s) or
column(s) should appear at the top and/or left of every page in the appropriate
boxes under the Print Titles section.

Printing (4.7.3)
To Print a Worksheet (4.7.3.1):
Print
Click the
button on the
Standard toolbar, or
select File Print
from the menu, or
press <Ctrl> + <P>
Specify what you
want to print in the
Print what section.

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ECDL

Module 3

Quick Reference Card

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Word 2003 Screen

Title Bar

Keyboard Shortcuts

Standard Toolbar

Formatting Toolbar

General
Open a Document <Ctrl> + <O>

Menu Bar
Ruler
End of
Document
Marker

Task pane

Vertical
Split Bar
Vertical
Scroll Bar

Close a Document <Ctrl> + <W>

Undo

<Ctrl> + <Z>

Redo or Repeat

<Ctrl> + <Y>

Help

<F1>

Switch Between
Applications

<Alt> + <Tab>

<Page Up>

Down One Screen <Page Down>

Beginning of a Line <Home>

Horizontal Scroll Bar

Using the Application (3.1)

E-mail

<Ctrl> + <P>

Up One Screen

Status Bar

Open

<Ctrl> + <S>

Print a Document

NavigationGo To:

View
Buttons

New Blank
Document
Save

Save a Document

Print

Spell
Check

Cut

Paste

Print Research Copy Format

Preview
Painter

Redo

First Steps with Word Processing (3.1.1)

To Open Word (3.1.1.1): Click the Start
button select All Programs and click
Microsoft Office Word 2003.
To Open a Document (3.1.1.2): Click the
Open button on the Standard toolbar, or
select File Open from the menu, or press
<Ctrl> + <O>.
To Create a New Document (3.1.1.3):
Click the
New Blank Document button,
or press <Ctrl> + <N>.
To Save a Document (3.1.1.4): Click the
Save button on the Standard toolbar, or
select File Save, or press <Ctrl> + <S>.
To Save a Document with a Different
Name (3.1.1.5): Select File Save As from
the menu and enter a different name for the file.
To Save a Document in a Different File
Type (3.1.1.6): Select File Save As from
the menu, click the Save as type list arrow and
select a file type from the list.
To Switch Between Open Documents
(3.1.1.7): Select Window from the menu bar
and select the document you want to work on.

To Get Help (3.1.1.8): Press <F1> to open

Reading
View

Document
Insert
Insert
Map
Zoom
Table
Hyperlink
Columns

Undo

Insert Drawing
Tables Worksheet
and Borders

Show/
Hide

Help

End of a Line

<End>

Beginning of
Document

<Ctrl> + <Home>

End of Document

<Ctrl> + <End>

Open the Go To
Dialog Box

<F5>

Editing
Cut

<Ctrl> + <X>

Copy

<Ctrl> + <C>

Paste

<Ctrl> + <V>

Adjust Settings (3.1.2)

Overtype Mode

<Insert>

To Switch Views (3.1.2.1): Click one of the

View buttons on the horizontal scroll bar (see the
back side for more information about Views).

Formatting
Bold

<Ctrl> + <B>

To Use Zoom (3.1.2.2): Click the

Zoom list arrow on the Standard toolbar and select
a magnification from the list.
To View or Hide a Toolbar (3.1.2.3): Select
View Toolbars from the menu, or right-click a
toolbar, and select the toolbar you want to view or
hide.
To Display Hidden Characters (3.1.2.4):
Click the
Show/Hide button on the Standard
toolbar.
To Change the User Name (3.1.2.5): Select
Tools Options from the menu and click the
User Information tab. Enter the user name in
the name box.

Italics

<Ctrl> + <I>

Underline

<Ctrl> + <U>

Align Left

<Ctrl> + <L>

Center

<Ctrl> + <E>

Align Right

<Ctrl> + <R>

Justify

<Ctrl> + <J>

To Close a Document (3.1.1.9): Click the

Close button on the menu bar or select File
Close from the menu.

To Change the Default Directory/Folder

(3.1.2.5): Select Tools Options from the

menu and click the File Locations tab. Click the
Documents file type and click the Modify
button. Navigate to the location and click OK.

the Help task pane, type your question and press

<Enter>.
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Text Selection
To Select:
A Word
A Sentence

Do This:
Double-click the word
Press and hold <Ctrl> and
click anywhere in the
sentence
A Line
Click in the selection bar next
to the line
A Paragraph Triple-click the paragraph
Everything
<Ctrl> + <A>
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Main Operations (3.2)

Formatting (3.3)

Insert Text (3.2.1)

The Formatting Toolbar

To Insert Symbols or Special Characters (3.2.1.2): Select

Insert Symbol from the menu. Select a character or symbol from the
dialog box.

Font Size Italic

Style list

Styles and
Formatting

Font list

Align
Left

Align
Right

Bullets
Line
Spacing

Increase Highlight
Indent

Center
Border
Bold
Numbering
Decrease
Underline
Justify
Indent

Font
Color

Text Formatting (3.3.1)

To Format Selected Text (3.3.1.1 and 3.3.1.2):
Change the font type by selecting a font from the
Font list
on the Formatting toolbar.
Font Size list.
Change the font size by selecting the pt. size from the
Change the style of text by clicking the
Bold button,
Italics
Underline button on the Formatting toolbar.
button, or
To Apply Subscript/Superscript Formatting (3.3.1.3): Select
the text you want to apply the formatting to. Select Format Font from
the menu and click the Subscript or Superscript check box. Click OK.

Select Text (3.2.2)

To Select Text (3.2.2.1):
To Select:
Do This:
A Word
Double-click the word
A Sentence
Press and hold <Ctrl> and click anywhere in the
sentence
A Line
Click in the selection bar next to the line
A Paragraph
Triple-click the paragraph
Everything

<Ctrl> + <A>

Edit Data (3.2.3)

To Edit Text (3.2.3.1): Place the insertion point where you want to insert
new text and begin typing. To type over existing text, press the <Insert> key
and begin typing.
To Undo (3.2.3.2): Click the
toolbar or press <Ctrl> + <Z>.

Undo button on the Standard

Duplicate, Move, Delete (3.2.4)

Copy button on
To Duplicate (3.2.4.1): Select the text. Click the
the Standard toolbar, click where you want to add the duplicate text and click
Paste button on the Standard toolbar. Or press <Ctrl> + <C>
the
(copy) and <Ctrl> + <V>(paste).
To Move (3.2.4.2): Select the text or image. Click the
Cut button on
the Standard toolbar, click where you want to move the text or image and click
Paste button on the Standard toolbar. Or press <Ctrl> + <X>
the
(cut) and <Ctrl> + <V>(paste).
To Move Text using Click and Drag (3.2.4.2): Select the text you
want to move, click and drag the text to the destination, and release the
mouse button.
To Delete Text (3.2.4.3): Select the text and press the <Delete> key.

Search and Replace (3.2.5)

To Find Text (3.2.5.1): Select Edit Find from the menu or press
<Ctrl> + <F>.

To Change Case (3.3.1.4):

Select the text you want to change.
Select Format Change Case
from the menu. Select the case you
want to change the text to in the
Change Case dialog box and click
OK.
To Change Text Color (3.3.1.5): Select the text you want to change.
Select Format Font from the menu and select a text color in the Font
Font Color button list arrow and select a
dialog box. Or, click the
color from the list.
To Copy Formatting with the Format Painter (3.3.1.6): Select
Format Painter
the text with the formatting you want to copy. Click the
button on the Standard toolbar and drag the Format Painter pointer across
the text to which you want to apply the formatting. To apply the formatting
multiple times, double-click the Format Painter button.
To Apply a Style (3.3.1.7): Select the text to which you want to apply
Style list arrow on the Formatting toolbar
the style. Click the
and select a style from the list.
To Use Automatic
Hyphenation (3.3.1.8): Select
Tools Language
Hyphenation from the menu.
Check the Automatically
hyphenate document check
box. Click OK.

Paragraph Formatting (3.3.2)

To Insert/Remove Paragraph Marks (3.3.2.1): Press the <Enter>
key to insert a new paragraph. Use regular deletion methods to delete a
paragraph.
To Insert a Line Break (3.3.2.2): Place the insertion point where you
want to start a new line. Press <Shift> + <Enter>.
To Change Paragraph Alignment (3.3.2.3): Select the
paragraph(s) and click the appropriate alignment button ( Left,
Right, or
Justify) on the Formatting toolbar.

Center,

To Indent a Paragraph (3.3.2.4): Click the

Increase Indent
button on the Formatting toolbar, or click and drag the Left Indent
To Find and Replace Text (3.2.5.2): Select Edit Replace from
marker on the ruler. Or, select Format Paragraph from the menu
the menu, or press <Ctrl> + <H>.
and change the indent in the Indentation section of the dialog box.
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Document Formatting (3.3.3)

To Change Paragraph
Line Spacing (3.3.2.5):
Select Format
Paragraph from the
menu, click the Line
Spacing list arrow, and
select the spacing option.
This changes the space
between lines in a
paragraph.

To Change Document
Orientation (3.3.3.1):
Select File Page Setup
from the menu, click the
Margins tab and select the
orientation.
To Change Paper Size
(3.3.3.1): Select File
Page Setup from the menu,
click the Paper tab. Click the
Paper size list arrow and
select a paper size.

To Change Paragraph
Spacing (3.3.2.6):
Select Format
Paragraph from the
menu, change the space in
the Before and After
boxes. This changes the
space between paragraphs.
To Add a Tab Stop (3.3.2.7): Choose the type of tab you want to insert
from the Tab selector box and click on the ruler to add the tab. Or select
Format Tabs from the menu and create tabs in the Tabs dialog box.
To Adjust a Tab Stop (3.3.2.7): Click and drag the tab stop to the
new position on the ruler. For exact measurements, select Format Tabs
from the menu and modify the tabs in the Tabs dialog box.
To Remove a Tab Stop (3.3.2.7): Drag the tab stop from the ruler to
remove it.
To Create a Bulleted or Numbered List (3.3.2.8): Select the
paragraph(s) you want to bullet or number, and click the
Bullets button
Numbering button on the Formatting toolbar.
or the
To Change the
Bullet or Number
List Style (3.3.2.9):
Select the bulleted or
numbered list. Select
Format Bullets
and Numbering from
the menu. Click the tab of
the list you want to
change. Select a new
bullet or number style and
click OK.
To Add a Paragraph Border (3.3.2.10): Select the paragraph and
select a border from the Border button list arrow on the Formatting
toolbar.
To Add Paragraph Shading (3.3.2.10):
Select the
paragraph and
select Format
Borders and
Shading from the
menu. Click the
Shading tab.
Click the Apply to
list arrow and select
Paragraph.
Select a color from
the Fill section and
click OK.

To Change a Documents
Margins (3.3.3.2): Select
File Page Setup from the
menu, click the Margins tab
and adjust the margins.
To Insert a Manual Page Break (3.3.3.3): Place the insertion point
where you want to insert the page break and press <Ctrl> + <Enter>.
To Add or View a Document Header or Footer (3.3.3.4): Select
View Header and Footer from the menu.
To Add Fields in the Header and Footer (3.3.3.5): Display the
header and place the insertion point where you want to insert the field. Click
the desired field button on the Header and Footer toolbar.
Insert an
Insert
Insert the total
AutoText entry number of pages Date

Insert the
page
number

Format Insert
Page
Time
Number

To Add Automatic Page

Numbering (3.3.3.6): Select
Insert Page Numbers
from the menu. Select how you
want the page numbers to
appear in the Page Numbers
dialog box.

Objects (3.4)
The Tables and Borders Toolbar
Draw
Table

Eraser tool

Line
Style

Border
Color

Line
Weight

Cell Shading
Color

Add
Borders

Merge Align
Cells button

Insert
Table

Distribute
Sort
Columns
Descending
Evenly
Text
Direction

Table
AutoSum
Split
Cells Distribute AutoFormat Sort
Ascending
Rows Evenly

Tables (3.4.1)
To Create a Table (3.4.1.1): Click the
Insert Table button on
the Standard toolbar and select the number of columns and rows from the
grid. Or, select Table Insert Table from the menu and specify the
number of columns and rows you want in the dialog box. Or, click the
Draw Table button on the Tables and Borders toolbar and draw the
borders of the cells in the table.
To Insert Text in a Table (3.4.1.2): Click in a table cell and begin
typing.

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 To Select a Table (3.4.1.3): Select Table Select from the menu

and select the table item you want to select.
To Select:
Do This:
A Row
Click to the left of the row.
A Column
Click the column's top border (the pointer will
change to a .)
A Cell
Click the left edge of the cell.

Cut button on the

To Move (3.4.2.4): Select an image. Click the
Standard toolbar, click where you want to move the text or image and click the
Paste button on the Standard toolbar. Or press <Ctrl> + <X> (cut)
and <Ctrl> + <V>(paste).
To Move an Object using Click and Drag (3.4.2.4): Select the
object you want to move, click and drag the object to the destination, and
release the mouse button.

move handle next to the table (must

Click the
be in Print Layout View.)

To Resize an Object (3.4.2.5): Click the object to select it and drag the
objects sizing handles until the shape reaches the desired size.

To Insert a Column or Row (3.4.1.4): Select the column or row

where you want the new column or row to be inserted. Click the right
mouse button and select Insert Columns or Insert Rows from the
shortcut menu, or select Table Insert Columns or Rows from
the menu.

To Delete an Object (3.4.2.6): Click the object to select it and press the

To Delete a Column or Row (3.4.1.4): Select the column or row,

click the right mouse button and select Delete Columns or Delete
Rows from the shortcut menu, or select Table Delete Columns
or Rows from the menu.

Concept and Practice (3.5.1)

Entire Table

To Adjust Column Width or Row Height (3.4.1.5): Drag the right

border of the column, or drag the bottom border of the row. Right-click the
border to AutoFit the column or row according to its contents.
To Modify Table Borders (3.4.1.6): Drag the right border of the
column, or drag the bottom border of the row. Double-click the border to
AutoFit the column or row according to its contents.
To Add Cell
Shading
(3.4.1.7): Select
Format
Borders and
Shading from the
menu. Click the
Shading tab.
Click the Apply to
list arrow and select
Cell. Select a color
from the Fill section
and click OK.

1. Select the main document: Select Tools Letters and

Mailings Mail Merge Wizard from the menu, select the type of main
document type you want to use, and click Next.
2. Open the main document: Specify how you want to set up your letters
and click Next.
3. Open the data file: Specify the list of recipients you want to use (and
enter the recipients if necessary) and click Next.
4. Insert data fields: Place the insertion point where you want to insert the
mail merge information in the Main Document and click the appropriate item(s)
in the mail merge task pane. Click Next when youre finished.
5. Preview the mail merge: Browse the merged letters and click
Exclude to exclude a letter. Click Next when youre finished.
6. Merge the letter and data file: Specify where you want to send the
merged letters (directly to the printer or to individual document files).

Preparation (3.6.1)
Proofreading Documents (3.6.1.1): Proofreading is very important. If
you send out a document with formatting or textual errors, people may get the
impression that you are careless and unprofessional.
Font
Color

Insert
Clip Art

Draw Draw
Draw Text
Line Rectangle Box

Select
Insert
Draw Draw
Objects AutoShape Arrow Circle

Mail Merge (3.5)

Prepare Outputs (3.6)

The Drawing Toolbar

Draw Menu

<Delete> key.

Fill Object
Color

Insert Org
Chart
Insert
Insert
Picture
WordArt

Shadow
Dash
Style

Line
Color
Line Style

Arrow
Style 3-D
Effects

Pictures, Images, Charts (3.4.2)

To Insert a Picture (3.4.2.1): Select Insert Picture From
File from the menu, navigate to and select the file, and click Insert.
To Insert a Clip Art Graphic (3.4.2.1): Select Insert Picture
Clip Art, search by keyword, click the graphics list arrow, and select
Insert.
To Select a Picture (3.4.2.2): Click a picture to select it.
Copy button
To Duplicate (3.4.2.3): Select the image. Click the
on the Standard toolbar, click where you want to add the duplicate image and
Paste button on the Standard toolbar. Or press <Ctrl> +
click the
<C> (copy) and <Ctrl> + <V>(paste).

To Correct a Spelling Error (3.6.1.2): Right-click the error to bring up

a suggestion menu. Or click the
Spelling and Grammar button on
the Standard toolbar to review spelling errors in the whole document.
To Add Words to the Dictionary (3.6.1.3): Right-click the word and
select Add to Dictionary from the shortcut menu.
Print Preview
To Preview a Document (3.6.1.4): Click the
button on the Standard toolbar or select File Print Preview from the
menu.

Printing (3.6.2)
To Choose Print Options (3.6.2.1): Select File Print from the
menu. Select your print specifications (specific pages, number of copies) in the
Print range section of
the Print dialog box.
To Print a
Document
(3.6.2.2): Click the
Print button
on the Standard
toolbar, or select
File Print from
the menu, or press
<Ctrl> + <P>.

To Duplicate an Object using Click and Drag (3.4.2.4): Select

the object you want to move and press and hold the <Ctrl> while you click
and drag the object to the destination, and release the mouse button.
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ECDL

Module 2 Training
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Parts of a Typical Window (2.2.2.1)

Menu bar
Click these words to
display command menus.

Title bar
Click and drag to
move the window.

Keyboard Shortcuts

Minimize button
Click to shrink or
minimize the window.

Close button
Click to close the
window.
Maximize button
Click to make the
window fill the entire
screen. If the window
already fills the entire
screen, click the

Toolbar
Buttons for commonly used
commands. Move the
pointer over a button for a
couple seconds to see
what it does.

Restore button to
restore the window to
its original size.
Click to move up
the page.
Click to move down
the page.

General
Open menu

<Alt> + Letter

Help

<F1>

Toggle between
open applications

<Alt> + <Tab>

Switch between
open applications

<Alt> + <Esc>

Display Start menu

<Ctrl> + <Esc>

Display shortcut
menu for selected

<Shift> + <F10>

Minimize all open

windows

<> + <M>

Dialog Box Commands

Click and drag to change
the windows size.

My Documents: Provides a
convenient location to save your files.
My Recent Documents: Files you
recently worked on.

Your Web
browser and
e-mail
programs
appear here.

My Pictures: Provides a location to

save your photos and graphics.
My Music: Provides a convenient
location to save MP3 files.
My Computer: Access the drives,
folders, and files on your computer.
Open the Windows Control Panel.

Your frequently
used programs
appear here.

Set default programs for files.

Show installed printers or add one.

All Programs:
Menu of every
program
installed on
your computer.

<Enter>

Cancel and close

<Esc>
a dialog box (Cancel)

Using the Application

The current
user name.

Confirm and close

a dialog box (OK)

Move to next field

<Tab>

Move to the
previous field

<Shift> + <Tab>

Editing
Cut

<Ctrl> + <X>

Copy

<Ctrl> + <C>

Paste

<Ctrl> + <V>

Undo

<Ctrl> + <Z>

Delete

<Delete>

Navigation
Up one screen

<Page Up>

Get help on how to use Windows.

Down one screen

<Page Down>

Find a file on your computer.

Run a program.

Beginning of a line

<Home>

End of a line

<End>

Log off or shut down the computer.

Skip through words <Ctrl> + ,

Skip through
<Ctrl> + ,
paragraphs

Computer Environment (2.1)

First Steps with the Computer (2.1.1)
To Start the Computer (2.1.1.1): Press the Power button on your
computer. Make sure the power on your monitor is also on.
To Shut Down the Computer (2.1.1.2): Click the Start button
and select Shut Down from the Start menu. Click the What do you
want your computer to do? list arrow and select Shut Down from
the list. Click OK.

To Restart the Computer (2.1.1.3): Click the Start button and

select Shut Down. Click the What do you want your computer
to do? list arrow and select Restart from the list. Click OK.
To Shut Down a Non-Responding Application (2.1.1.4):
Press <Ctrl> + <Alt> + <Delete> and click the Task Manager
button. In the Windows Task Manager dialog box, click the Applications
tab, select the frozen application and click the End Task button.

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Basic Information and Operations (2.1.2)

Text Editing (2.1.3)

To View System Information (2.1.2.1): Select Start Control

Panel from the menu. Click the Performance and Maintenance
category and click the System icon.

To Start WordPad (2.1.3.1): Select Start All Programs

Accessories WordPad from the menu.

To Change the Date and/or Time (2.1.2.2): Double-click the clock

on the taskbar. Adjust the date and time using the calendar and clock controls
and click OK.
To Adjust Your Computers Volume (2.1.2.2): Select Start
All Programs Accessories Entertainment Volume
Control from the menu. Change the volume as necessary.
To Change Desktop Configuration (2.1.2.2): Right-click a blank
area on the desktop and select Properties from the shortcut menu. Change
the desktop theme, resolution settings or screen saver.
To Add a Keyboard Language (2.1.2.3): Click the Start button
and select Control Panel from the menu. Click the Date, Time,
Language, and Regional Options category and click the Add
other languages task. Click
the Details button in the
Regional and Language Options
dialog box. Click the Add
button and select the
language and layout you want to
use in the Add Input Language
dialog box. Click OK.
To Change the
Keyboard Language
(2.1.2.3): Click the Start
button and select Control
Panel from the menu. Click
the Date, Time,
Language, and
Regional Options
category and click the
Regional and
Language options icon.
Click the Language tab
and click the Details
button. Click the Default
input language list arrow
and select the language you
want to use. Click OK.

Save button on the Standard

To Save a File (2.1.3.2): Click the
toolbar, or select File Save, or press <Ctrl> + <S>.
To Close WordPad (2.1.3.3): Click the
bar or select File Exit from the menu.

Close button on the title

Desktop (2.2)
Work with Icons (2.2.1)
Desktop Icons (2.2.1.1): In Windows XP, most icons are found under
the Start menu. The
Recycle Bin is where deleted files and folders are
stored.
Select and Move Desktop Icons (2.2.1.2): Click an icon to select it.
Click and drag an icon to move it.
Open an Item from the Desktop (2.2.1.3): Double-click an item to
open it or to launch the application shortcut.
To Create a Shortcut to a File or Folder (2.2.1.4): Drag the file or
folder to the desktop with the right mouse button and select Create
Shortcut Here from the shortcut menu.

Work with Windows (2.2.2)

Identify the Parts of a Window (2.2.2.1): The diagram on the first
page identifies common parts of a window.
Working with Windows (2.2.2.2):
Maximize button: Click to make the window fill the entire screen.
Restore button: Click to restore the window to its original size.
Minimize button: Click to shrink or minimize the window.
Close button: Click to close the window.
To Switch Between Open Windows (2.2.2.3): Click the windows
button on the taskbar.

Managing Files (2.3)

Windows Explorer
Click a folder in
the left pane

to view its contents

in the right pane.

To Format Disks (2.1.2.4): From My Computer or Windows Explorer,

right-click the disk drive and select Format. Select the formatting options you
want to use and click Start.
To Install an Application (2.1.2.5): Insert the application installation
CD. Click the Start button, select Control Panel and click the Add or
Remove Programs category. Click the Add New Programs
button and click the CD or Floppy button. (Most applications are
automatically installed when the installation CD is inserted.)
To Remove an Application (2.1.2.5): Click the Start button,
select Control Panel and click the Add or Remove Programs
category. Click the Change or Remove Programs button and select
the program you want to remove and click the Remove button.
To Use the Print Screen Key (2.1.2.6): Press <Print Scrn> to
take a picture of the entire screen. Or, Press <Alt> + <Print Scrn> to take
a picture of the active window. Place your insertion point in the program in
which you want to paste the image. Press <Ctrl> + <V> to paste the image.
To Get Help (2.1.2.7): Click the Start button and select Help and
Support from the menu.

This folder contains hidden subfolders. Click to display those hidden folders.
This folders subfolders are displayed. Click to hide subfolders.

Concepts (2.3.1)
Hierarchical Structure (2.3.1.1): Your computer is organized in a
hierarchy of drives and folders. As shown in the image above, click the
expand and contract buttons to view the hierarchy of folders in the computer.

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 System Storage Devices (2.3.1.2): A computer uses these devices to

store files and folders:
Hard Disk: Hard disks are permanently hidden inside your computer. Your
computers hard disk is its main filing cabinetwhere it stores almost all of its
programs and files.
Diskette: Diskettes are the square plastic things that look like coffee
coasters. Floppy drives cant hold a lot of information, but theyre ideal for
moving small files between computers.
CD-ROM: Compact discs, or CD-ROMs, look like the audio discs you play
in your stereo. CD-ROMs are inexpensive and they can store a lot of
information, which is why theyre used to install software for games and
programs with a lot of multimedia. Unlike floppy or hard disks, most CDROMs can only read informationyou cant save anything on them.

To Count Files of the Same File Type (2.3.3.2): Select the files of
the same file type you want to count. Right-click the selected files and select
Properties from the shortcut menu. Find the number of files selected at the
top of the Properties dialog box, and the type of selected files in the Type
section of the Properties dialog box.
To Change File Status (2.3.3.3): Right-click the file. Select
Properties from the shortcut menu. Check the status you want: Readonly or Hidden. Click OK.
To Change How Items are Displayed (2.3.3.4): Select View from
the menu and select from one of the five view modes (Thumbnails, Tiles,
Icons, List, or Details).

Network Drive: Network drives appear to be similar to hard disks when

you see them in My Computer. But really, network drives are just folders
saved on a computer within the network. Therefore, their size depends on the
capacity of the host computer.

Directories/Folders (2.3.2)

Thumbnails view
allows you to view a
thumbnail of image
files in the folder. For
example, a preview of
the Paris.bmp file is
shown, instead of just
the .bmp file icon.

To Open a File or Folder (2.3.2.1): Double-click the file or folder.

To Create a Folder (2.3.2.2): Select the
Make a new folder
task from the File and Folder Tasks menu, or, right-click any empty area in the
window and select New Folder from the shortcut menu. Type a name
for the folder and press <Enter>.
To View a File or Folders Properties (2.3.2.3): Right-click the file
or folder and select Properties from the shortcut menu.

Tiles view displays

the file type icon and
details about the file,
such as the file size
and type. For pictures,
the height and width of
the pixels is shown.

Working with Files (2.3.3)

Common File Types (2.3.3.1): Some of the most common file types
you will use include:
Word Document (.doc): This is a document created in Microsoft Word,
a word processing program. Word documents normally have a .DOC
extension.
Excel Workbook (.xls): This is a spreadsheet created with Microsoft
Excel. Excel spreadsheets normally have a .XLS extension.

Icons view displays

large file type icons of
all the files in the
folder.

Access Database (.mdb): This is a database created with Microsoft

Access. Access databases normally have a .MDB extension.
PowerPoint Presentation (.ppt): This is a presentation created with
Microsoft PowerPoint. PowerPoint presentations normally have a .PPT
extension.
Image Files (.gif, .jpg): Image files are stored in a number of different
formats, such as the .GIF or JPG. GIF files are used for images with a few
colors, such as vector graphics, while JPG files are used for images with
millions of colors, like photographs.

List view displays

small file type icons of
all the files in the
folder. This view allows
you to see more files
at a time.

Audio Files (.mp3, .wav): Audio files are stored in a number of

different formats, such as the .WAV or .MP3 file.
Video Files (.mpg, .wmv): Video files are also stored in a number of
different formats, such as .WMV, .MPG, and .AVI.
Compressed Files (.zip): Compressed files or folders take up less
space on a hard disk, and are easier to transfer over a network. Windows can
create compressed files, but they can also be compressed by a third party,
such as a program called WINZIP.
Temporary Files: These files are created by Windows or other programs
and are deleted when no longer used.
To Count Files in a Folder (2.3.3.2): Right-click the folder and select
Properties from the shortcut menu. Find the number of files (including files
in subfolders) and the number of subfolders in the Contains section of the
Properties dialog box.
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Details view allows

you to view details
about the file, such as
the size, type, and
when it was last
modified. You can view
more file details by
right-clicking a column
heading and selecting
a property from the
shortcut menu.

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 To Change How Items are Sorted (2.3.3.4): Select View

Details from the menu. Click the column heading you want to use to
sort the window. Click the column heading again to sort in reverse order.
Understanding File Extensions (2.3.3.5): File Extensions help the
computer identify files. They are not shown by default.
To Rename a File or Folder (2.3.3.6): Click the folder to select it,

Viruses (2.4)
Concepts (2.4.1)

Understanding Viruses (2.4.1.1): A virus is a type of program that

can replicate itself by making copies of itself. The main criterion for classifying
a piece of executable code as a virus is that it spreads itself by means of
'hosts'.

Duplicate, Move (2.3.4)

Spreading Viruses (2.4.1.2): A virus can only spread from one

computer to another when its host is taken to the uninfected computer, for
instance by a user sending it over a network or carrying it on a removable disk.
Viruses can spread to other computers by infecting files on a network file
system or a file system that is accessed by another computer.

To Select Multiple Adjacent Files (2.3.4.1): Click the first file you
want to select. Then press and hold down the <Shift> key while you click the
last file in the group you want to select.

Understanding Virus Scanning (2.4.1.3): The best way to prevent

a virus infection is to install a virus-scanning program on your computer, so
that viruses are detected before they attack your computer.

Rename this folder task in the File and Folder Tasks menu,
click the
or, right-click the file and select Rename from the shortcut menu. Type a
name for the folder and press <Enter>.

To Select Multiple Non-Adjacent Files (2.3.4.1): Hold down the

<Ctrl> key while you click the files you want to select.
Move/Copy a File or Folder (Drag and Drop Method) (2.3.4.2
and 2.3.4.3): Move a file or folder by clicking it and dragging it to the
desired location. Hold down the <Ctrl> key while you drag to copy the file or
folder.
Move/Copy a File or Folder (Toolbar Method) (2.3.4.2 and
Move this file or
Copy
2.3.4.3): Select the file or folder, select
this file from the File and Folder Tasks menu, and select a destination for
the file or folder from the dialog box.
Saving Backup Files (2.3.4.4): You should always save a backup
copy of your files so that you dont lose your work in the face of tragedy.

Delete, Restore (2.3.5)

Disinfecting Viruses (2.4.1.4): If your computer is infected with a

virus, its not the end of the world. A virus-scanning program can not only
prevent a virus infection, it can also disinfect a computer that has a virus.
This means that it can remove the virus from the computer.

Handling Viruses (2.4.2)

To Check for Viruses Manually (2.4.2.1): Right-click the drive,
folder, or file you want to scan and select Scan with (the installed
virus-scanning program) from the shortcut menu.
Updating Virus-Scanning Software (2.4.2.2): Anti-virus programs
usually update virus definitions at regular intervals via the Internet. Generally,
these updates are quite reliable, but it doesnt hurt to double check. The virus
definitions portion of the program should tell you when the application was last
updated, and when your anti-virus subscription expires.

Print Management (2.5)

To Delete a File or Folder (2.3.5.1): Click the file and press

<Delete> or right-click the file or folder and select Delete from the shortcut
menu. Click Yes to confirm the deletion.

Setup (2.5.1)

To Restore a Deleted File (2.3.5.2): Double-click the Recycle Bin on

the Desktop to open it. Select the file and click Restore this file from
the Recycle Bin Tasks menu.

To Change the Default Printer (2.5.1.1): Open the Printers folder by

clicking the Start button and selecting Printers and Faxes. Right-click
the desired printer and select Set as Default Printer from the shortcut
menu.

To Empty the Recycle Bin (2.3.5.3): Right-click the Recycle Bin and
select Empty Recycle Bin from the shortcut menu.

Searching (2.3.6)
To Find a File (2.3.6.1): Click the Start button and select Search
from the Start menu. Enter the search conditions and where to look. Click
Search to start searching for the file(s).
To Search by Criteria (2.3.6.2): You can also search for files using
other criteriausing the Containing text box or by clicking the Search
Options link.

To Install a Printer (2.5.1.2): Open the Printers folder by clicking the

Start button and selecting Printers and Faxes. Click the Add a
Printer task from the Printer Tasks menu. Click Next. Specify how the
printer is connected (local or network) and click Next. Follow the wizards
instructions to verify the printers information, such as location and its make
and model. Click Next. (Optional) Specify whether you want to use the printer
as the default printer and assign a name to the printer. Click Next. Specify
whether or not you would like a test page to be printed and click Finish.

Print Outputs (2.5.2)

To Open a Recent File (2.3.6.3): Click the Start button, select My

Recent Documents and select the file you want to open.

To Print a Document (2.5.2.1): Open the file you want to print. Click
Print button on the Standard toolbar.
the

Compressing Files (2.3.7)

File Compression (2.3.7.1): Compressed files reduce the amount of
storage space required to save the files.

To View Print Job Progress (2.5.2.2): Double-click the

printer
icon in the system tray and check the files progress in the Print Manager
window.

To Compress a File/Folder (2.3.7.2): Right-click the file or folder.

Select Send To Compressed (zipped) Folder from the shortcut

To Change Print Job Status (2.5.2.3): Right-click the print job in the
Print Manager window and select an option from the shortcut menu.

menu. A new
folder.

compressed folder appears with the name of the file or

To Extract a Compressed File/Folder (2.3.7.3): Right-click the

compressed folder. Select Extract All from the shortcut menu. Follow the
wizards instructions to indicate where you want to save the extracted files.
Click Finish to complete the extraction.
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