The JSC Local Area Network

Login to the JSC LAN by using the following scheme:

1. Your login name is eight characters long:
   Characters 1-3: the initials of your name (your middle initial might be an 'x')
   Characters 4-5: two digits representing the month of your birth
   Characters 6-7: two digits representing the day of your birth
   Character 8: 0 (type a zero)
2. Your password is a combination of the three initials of your name followed by the last four digits of your social security number.

Each user is assigned a variety of drive letters. All students have the following drives assigned (other drive letters may be assigned as necessary and appropriate):

A: local floppy drive (full rights)
C: local hard drive (limited rights)
D: local CD-ROM (read only rights)
R: common drive (full rights, not protected from other users)
S: departmental drive (read only rights)

Even though the computers might have current virus protection, newly released viruses are not protected because the virus definitions have not yet been created or released. So, be careful when you open attachments even if they come from someone known to you. Be sure the subject line pertains to you and is not a general statement that could apply to many people.

• Make several back up copies of all of your files.
• Use the 'Save As' feature when saving a new file in order to specify the appropriate mapped drive letter and folder.
• Use Alt-Tab to switch between programs that are running.
• Right mouse button produces a context-sensitive menu.
• Use Shift-PrintScreen to capture the entire screen or Alt-PrintScreen to capture the active window, then use Edit > Paste to place the screen shot in a document.
• Make several back up copies of all of your files.
• Use WindowKey-M to show the desktop by minimizing all active programs.
• Use WindowKey-E to start Windows Explorer.
• Most commands are completed with the release of the mouse button, so, if a mistake is made, then move the mouse off of the button before releasing the click.
• Make several back up copies of all of your files.

To change any of the following options, require the use of the 'options' or 'rules' icons found on the bottom left-hand side of the screen.

Topics for JSC Outlook Web Access Mail
Spelling Options	Signature Block	Mail Forwarding	Vacation Message	Block spam
Address Book

Spelling Options
Purpose: Activate the automatic spell checking routine.

1. Click the 'Options' icon.
2. Scroll down to 'Spelling Options'.
3. Click 'Always check spelling before sending'.
4. Click the 'Save and Close' icon toward the top of the screen.

Signature Block
Purpose: all email should have a professional signature block automatically attached to all outgoing email.

1. Click the 'Options' icon.
2. Scroll down to 'Messaging Options'.
3. Click: 'Automatically include my signature on outgoing messages'.
4. Click: 'Edit Signature'.
5. Type in the appropriate contact information.
6. Click the 'Save and Close' icon at the top of the window.
7. Click the 'Save and Close' icon toward the top of the screen.

Mail forwarding
Purpose: JSC sends a lot of email to your JSC email account. If you have another email account that you read on a regular basis, then forward all JSC mail to the other account.

1. Click the 'Go to rules' icon (bottom left of screen).
2. Click the 'New' icon.
3. In the "Rule Name (Optional)" box type: Forward.
4. Click on the circle beside "Forward it to" (at the bottom of the screen).
5. Type the forwarding address in the box (the email address you commonly use).
6. Uncheck "Keep a copy in my Inbox".
7. Click the 'Save and Close' icon at the top of the window.
8. Click the 'Save and Close' icon toward the top of the screen.

   You will receive email from the JSC Outlook Web Access Mail program and from BlackBoard email. Please set both email programs to forward email to your commonly used email address. Follow the instructions above to forward Outlook Web Access Mail and see below to forward BlackBoard email.

Vacation Message
Purpose: If you won't be checking your email for a period of time, then let the software autorespond while you are away.

1. Click the 'Go to options' icon (bottom left of screen).
2. Click: 'I'm currently out of the office'
3. Type in an appropriate autoreply message.
4. Click the 'Save and Close' icon toward the top of the screen.

Block Spam
Purpose: Check incoming mail for keywords and delete the mail.

1. Click the 'Go to rules' icon (bottom left of screen).
2. Click the 'New' icon.
3. In the "Rule Name (Optional)" box type the keyword to be blocked (for example: Rolex).
4. Type the keyword into the "Where the subject line contains" field.
5. Check the "Then delete it" option.
6. Click the 'Save and Close' icon at the top of the window.
7. Click the 'Save and Close' icon toward the top of the screen.

Add non-JSC email addresses
Purpose: add non-JSC email address to the JSC address book.

To add a non-JSC email address:

1. Click the address book icon (top of screen).
2. Click: file > new entry > new contact > OK.
3. Fill-in the 'full name' and 'email' fields.
4. Click: 'save and close'.
5. Click: 'x' to close the Address Book window.

 To send an email to a newly added contact:

1. Click the 'new' mail icon.
2. Click the 'To' icon.
3. Select 'contacts' from the 'show names from the' window.
4. Select the appropriate name in the list and click 'To'.

You will receive email from the JSC Outlook Web Access Mail program and from BlackBoard. Please set both email programs to forward email to your commonly used email address. See above to forward Outlook Web Access Mail and see below to forward BlackBoard email.

You may receive other email from your instructors when they send you information through the BlackBoard program. You must check BlackBoard's email program to be sure it is forwarding email to your commonly used email address. To set BlackBoard email forwarding, do the following:

1. Log in to BlackBoard via the JSC Portal at http://callisto.ccv.vsc.edu/webapps/portal/frameset.jsp
2. Your login name is eight characters long:
   Characters 1-3: the initials of your name (your middle initial might be an 'x')
   Characters 4-5: two digits representing the month of your birth
   Characters 6-7: two digits representing the day of your birth
   Character 8: 0 (type a zero)
3. Your password is a combination of the three initials of your name followed by the last four digits of your social security number.
4. After entering your login and password, tap 'enter'
5. In the 'tools' window on the left side of the screen, click 'personal information'
6. Click: 'edit personal information'
7. Type in your commonly used email address into the appropriate field.
8. Scroll to the bottom of the screen and click 'submit'
9. Click 'ok'
10. Log out of BlackBoard.

To start Windows Explorer: right-click on the 'Start' button, then click 'Explore', or use WindowKey-E.

Create a new folder

1. Click on the icon for the parent folder or drive letter.
2. Click: file > new > folder.
3. Type in a name for the folder.
4. Tap 'Enter'.

Select folders or files

• Use the Ctrl key for individual folders or files.
• Use the Shift key to select range of folders or files.
• Drag a rubber band box to select range of folders or files.

Rename a folder or file

1. Right-click on the icon for the folder or file.
2. Click 'rename'.
3. Type in new name (be sure to keep the extension).
4. Tap 'Enter'.

Move (or copy) files or folders

1. Right-click on the icon for file or folder to be moved (or copied).
2. Click 'cut' (or 'copy').
3. Right-click on the target folder.
4. Click 'paste'.

Finding a file

1. Click on the icon for 'My Computer' (top of the list).
2. Click: search (on the toolbar).
3. Click: All files and folders (on the left side of the screen).
4. Enter the filename (or part of the filename).
5. Click: search (the results will indicated the drive and folder where the file resides).

View details associated with a file:

1. Click: tools > folder options > view
2. Check 'Display the full path in the address bar'
3. Check 'Display the full path in the title bar'
4. Uncheck 'Hide file extensions for known file types'
5. Click: Apply
6. Click 'Like Current Folder'

• Use Shift-click to open a link in a new window (or use the right-click menu).
• To set a default page on Internet Explorer:
  1. Go to the page of interest.
  2. Click: tools > Internet options > use current.
  3. Click: OK.
• To save pictures from the Internet: right-click on image > save picture as > choose appropriate folder > save. Be sure to save the reference information for the picture; record: author, year, title of page, date page was viewed, and URL. See the referencing guidelines for further information about referencing Internet sites and other literature.
• See a basic tutorial for searching the Internet.
• See http://cnet.com for price comparisons and hardware reviews.
• See http://www.ccvsoftware.com for excellent software discounts to students. 
• Do not install software from pop up windows associated with websites (unless it is Adobe, Flash, Shockwave, or RealOne) because it could be Spyware. Spyware gathers information from your machine, shares that information, increases pop ups, and slows down the processing capabilities of your computer.

Topics for Excel 2007
General notes	Formatting	Copy blocks of cells to Word	Sort data	Print a range of cells
Graphing and Trendlines	Print graphs	Protect cells	Functions	Series
Frequency array (for histograms)	VlookUP function	Link spreadsheets	Scroll bars for modeling

General notes

Use the Office button (top left) to access basic file and print commands; most of the other commands are found in the ribbon (across the top of the screen). The ribbon has 'tabs' and each tab has 'groups'. In the notes that follow, the TABS are capitalized and the [groups] within the TABS are indicated in [brackets]. Italicized words mean make a choice.

• The Esc key is very useful with Excel.
• Use an '=' sign if the cell will contain an equation or a function.
• Use $ sign for absolute cell referencing. That is, put $ signs before the letter and number of the cell identifier in order to always refer to that cell when creating a series.
• Use the Ctrl key to select discontinuous cells; use the Shift to select a continuous range of cells.
• To insert a column (row) right-click on the letter of the column (number of the row), then click 'insert'.
• Each type of cursor has a special significance:
  1. white cross: default cursor for selecting cells
  2. I-bar: edit cell contents
  3. black plus sign: create a series
  4. white arrow: move cells or ranges of cells

Formatting

• To adjust width of columns and height of cells, right-click on the letter, or number, respectively.
• To automatically adjust the width of a column (or the height of a row) place the cursor on the boundary between two column (or row) headings and double-click. A column is too narrow if the cell is filled with pound (###) signs.
• To align text in the cells, select the cell, or range of cells, then click: HOME > choose alignment icon [Alignment].
• To set significant figures, right-click on the cell, or range of cells, then click: HOME > down arrow icon in the [Number] group > Number > Number > set the decimal places > OK.
• In order to keep the "title cells" on the screen, do the following:
  1. Click row number beneath the titles, or click in a cell to freeze both the horizontal and vertical scroll.
  2. Click: VIEW > Freeze Panes [Window] > Freeze Panes.

Copy blocks of cells to Word

1. Block a range of cells to copy.
2. Click: HOME > copy icon (or Ctrl-c)
3. Switch to Word (use Alt-tab if Word is already running).
4. Click: HOME > paste icon down arrow > Paste Special
5. Choose: Microsoft Excel Worksheet Object > OK.
6. Drag handle to size the object (spreadsheet) so it fits nicely on page.

Sort data

1. Highlight the rows of data to be sorted (drag cursor over the numbers in the left column). It is safer to highlight the entire row than highlighting a range of cells.
2. Click: DATA > sort icon [Sort & Filter] > choose 'sort by column' > choose order
3. Make additional sorting choices by selecting additional 'Copy Levels'
4. When ready, click: OK.

Print a range of cells

1. Block the range of cells to print (it could include graphs by highlighting the cells behind the graph).
2. Click: PAGE LAYOUT > Print Area icon [Page Setup] > Set Print Area.
3. Click: Office Button > Print right arrow icon > Print Preview.
4. Make appropriate choices with the Page Setup icon [Print].
5. Click the Print icon.

   Print the row and column headers on each page for multiple page spreadsheets:

6. Click: PAGE LAYOUT > Print Titles icon [Page Setup].
7. Click red arrow in field: 'Rows to repeat at top' > drag cursor over the cells that will be the top title.
8. Click red arrow in field: 'Rows to repeat at left' > drag cursor over the cells that will be the left title.
9. Click: OK

Graphing

1. Block the cells that have the data to be plotted (not the labels).
2. Click: INSERT > choose graph type by clicking icon [Charts] > choose graph detail.
3. To label the series, click: CHART TOOLS > DESIGN > Select Data [Data].
4. Click: series to be edited (1, 2, 3...) > Edit > type a description or click an appropriate cell > OK.
5. Repeat the above step to label all series.
6. To label the horizontal (category) Axis Labels, click: Edit > block the cells that have the descriptions > OK > OK.
7. To add axis labels and a chart title, click: CHART TOOLS > LAYOUT > Chart Title [Labels] > select location.
8. Click on 'Chart Title' in graph and replace with an appropriate title.
9. Click Axis Titles [Labels] > Primary Horizontal > select location.
10. Click on 'Axis Title' in graph and replace with an appropriate title.
11. Click Axis Titles [Labels] > Primary Vertical > select location.
12. Click on 'Axis Title' in graph and replace with an appropriate title.
13. Mess around with the graph until it looks good.

To add a trendline (best-fit line) to an existing graph:

1. Select an existing graph.
2. Right-click on a data series.
3. Click: Add Trendline.
4. Choose trendline options.
5. Click 'OK'.

Print graphs

1. Click in the 'Chart Area' of a graph.
2. Click: Office Button > Print right arrow icon > Print Preview.
3. Click: Print icon

Protect cells

Purpose: Disable the ability to change the contents of a cell or range of cells. This is a two-step process, first unlock the cells that can be changed, then protect the worksheet.

1. Block cells that should not be protected (that is, those cells that can be modified by the user).
2. Click: HOME > Format [Cells] > Format Cells > clear the check from the 'Locked' option > OK.
3. Click: REVIEW > Protect Sheet > OK.

Functions

Purpose: Functions add a lot features and power to Excel.

1. Click in the cell where the function is to be placed.
2. Click: FORMULAS > InsertFunction [Function Library].
3. Choose a function.
4. Click: OK
5. Click the red arrow in the appropriate window and drag the cursor over the cells that contain the data to be evaluated.
6. Tap Enter, then click 'OK'.

Series

Purpose: Create a sequential series of numbers or dates.

1. Block off the first two cells in the series.
2. Place the cursor over the little black box in the lower right corner of the blocked cells until the black cross cursor shows up.
3. Drag to the limit of the series.

Frequency array

Purpose: Learn how to enter an array and create a histogram.

1. Determine the range of data by calculating the max and min (by inserting the functions).
2. Create a data table with name, 'bins' and 'score'; bins are the counting interval for the frequency function. For example, 10, 20, 30… to count the number of occurrences for values between 0-10, 11-20… Enter the 'bins' in the bins column.
3. Click in the first cell where the results of the frequency function are to be placed (to the right of the first element of the 'bins' array, i.e. in the 'score' column).
4. Click: FORMULAS > Insert function [Function Library] > category: statistical > frequency > OK.
5. Click on the red arrow in the `data array' window (in order to select the data to be analyzed).
6. Drag and block the data in the column of interest, then hit `Enter'.
7. Click on the red arrow in the `bins' window (in order to define the bins for the calculation).
8. Drag and block the cells to be used as 'bins' for the frequency calculations, then hit Enter.
9. Click OK.
10. Block the entire range for the results (i.e. the score) of the frequency calculation (near all the bins, in the 'score' column); this block should be the same size as the bins array.
11. Click in the white formula bar, also known as the cell contents window (this acts like typing in a function).
12. Hold down Ctrl and Shift, then tap Enter (this defines the array); the results are displayed in the 'score' column.

VlookUP Function

Purpose: Assign the content of a cell based on the contents of a different cell. For example, in a grade book, one might assign a letter grade based on the numerical results of the weighted average of a student's performance.

1. Define a look up table somewhere in the spreadsheet. For example, a grading lookup table might have the numerical score in the left column and the associated grade in the right column.
2. Select the cell to place the results of the function (i.e. where the letter grade will be placed), click: FORMULAS > InsertFunction [Function Library] > vlookup > OK.
3. Lookup value field: click the red arrow then click the value to be looked up (i.e. the numerical grade) > Enter. Do not define an array at this time (i.e. the other grades will be dealt with in the last step below).
4. Table array field: click the red arrow, then block off the entire look up table (as defined in Step 1 above).
5. Edit the cell contents of the table array field to set it for 'absolute referencing' (i.e., put $ signs before both letters and both numbers in this field).
6. Column index field: enter value '2' (the '2' returns the value in column two of the lookup table; i.e., the grade).
7. Create a series using the contents of this cell to extend the VlookUP function to other parts of the spreadsheet (i.e. extend the range to all grades).

Link spreadsheets

1. Open a spreadsheet and copy a block of cells.
2. Go to new spreadsheet that you want to link to and click in a cell.
3. Click: HOME > paste icon down arrow > Paste Link.
4. Save document.
5. Exit everything and call up the linked document.

Scroll bars for modeling

Purpose: Use a scroll bar, or check box, to add functionality and automation to the spreadsheet.

1. If the DEVELOPER tab is not displayed, click: Office button > Excel Options > Popular > select 'Show Developer Tab in the Ribbon' > OK.
2. Click: DEVELOPER > Insert [Controls] > select 'Scroll Bar' icon.
3. Click and drag the cursor in the spreadsheet to draw a scroll bar of an appropriate size and in an appropriate location.
4. Right-click on scroll bar > Format Control > Control tab.
5. Enter values for: minimum value, maximum value, and linked cell; the linked cell is the location of the results of moving the scroll bar; use the results for modeling.
6. Click: OK.
7. Click somewhere in the spreadsheet so the scroll bar is not selected; use the scroll bar.

Topics for Excel
General notes	Formatting	Copy blocks of cells to Word	Sort data	Print a range of cells
Graphing	Fancy axis labels	Add trendlines	Print graphs	Protect cells
Functions	Series	Insert frequency array (for histograms)	VlookUP function	Link spreadsheets
Slider bar	Print titles (spreadsheet headers)

General notes

• The Esc key is very useful with Excel.
• Use an '=' sign if the cell will contain an equation or a function.
• Use $ sign for absolute cell referencing. That is, put $ signs before the letter and number of the cell identifier in order to always refer to that cell when creating a series.
• Use the Ctrl key to select discontinuous cells; use the Shift to select a continuous range of cells.
• To insert a column (row) right-click on the letter of the column (number of the row), then click 'insert'.
• Each type of cursor has a special significance:
  1. white cross: default cursor for selecting cells
  2. I-bar: edit cell contents
  3. black plus sign: create a series
  4. white arrow: move cells or ranges of cells

Formatting

• To adjust width of columns and height of cells, right-click on the letter, or number, respectively.
• To automatically adjust the width of a column (or the height of a row) place the cursor on the boundary between two column (or row) headings and double-click. A column is too narrow if the cell is filled with pound (###) signs.
• To align text in the cells, right-click on the cell, or range, then click format cells > alignment (or use the tools on the toolbar).
• To set significant figures, right-click on the cell, or range of cells, then click: format cells > number.
• In order to keep the "title cells" on the screen, do the following:
  1. Click row number beneath the titles, or click in a cell to freeze both the horizontal and vertical scroll.
  2. Click: windows > freeze panes.

Copy blocks of cells to Word

1. Block the range of cells to copy.
2. Click: edit > copy.
3. Switch to Word (i.e. Alt-tab).
4. Click: edit > paste special.
5. Choose: Microsoft Excel worksheet object > OK.
6. Drag handle to size the object so it fits nicely on page.

Sort data

1. Highlight the rows of data to be sorted (drag cursor over the numbers in the left column). It is safer to highlight the entire row than highlighting a range of cells.
2. Click: data > sort.
3. Make appropriate choices.

Print a range of cells

1. Block the range of cells to print (it could include graphs by highlighting the cells behind the graph).
2. Click: file > print area > set print area.
3. Click on the icon with the hand lens (i.e. print preview).
4. Click setup, then use the four tabs to set the printing style.
5. Click print.

Graphing

1. Block the cells that have the data to be plotted (not the labels).
2. Click on the chart wizard icon.
3. Choose graph type, then click 'next'.
4. To label the data (x-axis), if necessary, click the 'series' tab.
5. Click the red arrow in the 'category (X) axis label' window.
6. Block the cells that contain the category axis labels, hit Enter, then next.
7. Enter appropriate terms for title, x-axis label, y-axis label, then click next.
8. Create chart as an object in this sheet.
9. Click: finish.
10. Cut the graph from this sheet and paste it into a new sheet; rename new sheet.
11. Mess around with the graph until it looks good.

Fancy Axis Labels
Purpose: Make the x-axis labels more informative by placing the magnitude of the y-value on the x-axis.

1. Right click on the chart.
2. Click: chart options.
3. Click: 'data table' tab.
4. Click: 'show legend', > OK.

Add Trendlines
Purpose: Add a trendline (best-fit line) to an existing graph.

1. Select an existing graph.
2. Right-click on the data series.
3. Click: add trendline.
4. Choose trend/regression type.
5. Click on options tab and select 'Display equation' and 'Display R²' (if so chosen).
6. Click 'OK'.

 To project the trendline into future values:

1. Select an existing graph.
2. Right-click on the data series.
3. Click: add trendline.
4. Choose trend/regression type.
5. Click: options > forecast
6. Select the number of units into the future
7. Format the trendline so it looks good.
8. Click 'OK'.

 Print graphs

1. Click in the 'chart area' of a graph.
2. Click on the icon with the hand lens (i.e. print preview).
3. Click setup, then use the four tabs to set the printing style.
4. Click print.

Protect cells
Purpose: Disable the ability to change the contents of a cell or range of cells.

1. Block cells that should not be protected.
2. Click: format > cells > protection, then uncheck the 'lock' option.
3. Click: tools > protect > protect sheet.

Functions
Purpose: Functions add a lot features and power to Excel.

1. Click in the cell where the function is to be placed.
2. Click: insert > function > choose the function > OK.
3. Click the little red arrow, then block the cells to be evaluated.
4. Tap Enter, then click 'OK'.

Series
Purpose: Create a sequential series of numbers or dates.

1. Block off the first two cells in the series.
2. Place the cursor over the little black box in the lower right corner of the blocked cells until the black cross cursor shows up.
3. Drag to the limit of the series.

Frequency array
Purpose: Learn how to enter an array and create a histogram.

1. Determine the range of data by calculating the max and min (by inserting the functions).
2. Create a data table with name, 'bins' and 'score'; bins are the counting interval for the frequency function. For example, 10, 20, 30… to count the number of occurrences for values between 0-10, 11-20… Enter the 'bins' in the bins column.
3. Click in the first cell where the results of the frequency function are to be placed (to the right of the first element of the 'bins' array, i.e. in the 'score' column).
4. Click: Insert > function > statistical > frequency > OK.
5. Click on the red arrow in the `data array' window (in order to select the data to be analyzed).
6. Drag and block the data in the column of interest, then hit `Enter'.
7. Click on the red arrow in the `bins' window (in order to define the bins for the calculation).
8. Drag and block the cells to be used as 'bins' for the frequency calculations, then hit Enter.
9. Click OK.
10. Block the entire range for the results (i.e. the score) of the frequency calculation (near all the bins, in the 'score' column); this block should be the same size as the bins array.
11. Click in the white formula bar, also known as the cell contents window (this acts like typing in a function).
12. Press Ctrl-Shift, then tap Enter (this defines the array).

VlookUP Function
Purpose: Assign the content of a cell based on the contents of a different cell. For example, in a grade book, one might assign a letter grade based on the numerical results of the weighted average of a student's performance.

1. Define a look up table somewhere in the spreadsheet. For example, a grading lookup table might have the numerical score in the left column and the associated grade in the right column.
2. Select the cell to place the function (i.e. where should the letter grade be placed), click: insert > function > vlookup > OK.
3. Lookup value: click the red arrow then click the value you want to look up > Enter.
4. Table array: click the red arrow, then block off the entire look up table (two columns by some number of rows).
5. Column index: type '2'.
6. Edit the cell contents of the table array to set it for 'absolute referencing' (i.e., put $ signs before the letters and numbers).
7. Create a series using the contents of this cell to extend the VlookUP function to other parts of the spreadsheet.

 Link spreadsheets

1. Open a spreadsheet and copy a block of cells.
2. Go to new spreadsheet that you want to link to and click in a cell.
3. Click: edit > paste special > paste link.
4. Save document.
5. Exit everything and call up the linked document.

Slider bar

Use a slider bar, or check box, to add functionality and automation to the spreadsheet.

1. Right-click to the right of the toolbars and select the Control Toolbox menu.
2. Click the icon with the drafting tools (the Design Mode icon).
3. Select the scroll bar icon.
4. Click and drag the cursor to draw a scroll bar of an appropriate size and in an appropriate location.
5. Right-click on scroll bar and select 'properties'.
6. Enter values for: linked cell, max, and min.; the linked cell is the location of the results of moving the slider; use the results for modeling.
7. Exit the design mode by clicking on the Design Mode icon.

Print titles (spreadsheet headers)

Use this option when printing spreadsheets the cover several pages; the row or column headers will be printed on each page.

1. Click: File > Page Setup.
2. Select the 'Sheet' tab.
3. Define the print area (the range of cells to be printed) by clicking the red arrow in the 'Print area' window.
4. Click in the spreadsheet and block off (drag) the range of cells to be printed.
5. Press: 'Enter'.
6. Define the rows (or columns) to be repeated as the headers on each page by clicking the red arrow in the 'Rows to repeat at top' window.
7. Click in the spreadsheet and block off (drag) the range of cells to be printed at the top of each page.
8. Press: 'Enter.
9. Click: OK

Topics for Frontpage
Frames	Anchors (bookmarks)

Frames
Purpose: Create web pages where the text in some frames (windows) change whereas others remain constant. It provides a nice menu system for a suite of web pages. 

1. Click: file > new.
2. Select (from the right hand side): 'More page templates'.
3. Click the 'Frames page' tab.
4. Click on a style (for example: 'Contents'), then click: OK.
5. Either 'Set Initial Page' (if you have the text already saved as an HTML file) or create a 'New Page'.
6. Repeat the above step for each frame.
7. Save the file. This file will open up and access the information in the files specified in the above steps.

Anchors (bookmarks)
Purpose: Link to a specified position on an HTML page (by default, all links end up at the top of an HTML page).

1. Go to the place in the document where the link will end up.
2. Click: insert > bookmark.
3. Type a name for a bookmark (i.e. anchor).
4. Click: OK.
5. Go to the place where the link will be located and highlight the link.
6. Right-click on link and select: hyperlink > bookmark.
7. Select the bookmark (from the list)–be sure the file has been selected.
8. Click: OK > OK.
9. Save your work!

Topics for PowerPoint 2007
General notes	Insert picture	Slide transitions	Object animations	Hyperlink settings
Add text boxes	Drawing tools

General notes

Use the Office button (top left) to access basic file and print commands; most of the other commands are found in the ribbon (across the top of the screen). The ribbon has 'tabs' and each tab has 'groups'. In the notes that follow, the TABS are capitalized and the [groups] within the TABS are indicated in [brackets]. Italicized words mean make a choice.

• Insert a new slide: Click: HOME > New Slide [Slides] (the down-arrow icon provides options).
• Show rulers for indents and bullets: Click: VIEW > ruler [Show/Hide].
• Format the background of the presentation: Click: DESIGN > Background Styles [Background] > Format Background > make appropriate choices.
• View presentation: Click: SLIDE SHOW > From Beginning [Start Slide Show] (alternatively, click F5 to start from the beginning; click Shift-F5 to start from current slide).
• During a presentation: Click the right-arrow to advance; the left arrow to go back.
• It is good practice to have a black slide at the start and at the end of the presentation.

Insert picture
Purpose: Import an existing image file.

1. Click: INSERT > Picture [Illustrations]
2. Choose some file from somewhere and make appropriate choices.

or

1. Select an on-screen image (click on an image).
2. Click: Edit > Copy.
3. Switch back to PowerPoint and select the appropriate page.
4. Click: HOME > Paste [Clipboard]

Slide transitions
Purpose: Animate the transition between slides.

1. Select a slide.
2. Click: ANIMATIONS > select transition icon [Transition to This Slide].

Object animations
Purpose: Animate an object within a slide (including text).

1. Click on object to animate.
2. Click: ANIMATIONS > 'Custom Animations [Animations] > Add Effect > Entrance > make appropriate choices.
3. Right-click on the down-arrow associated with the animation and adjust 'timing' and 'effects' options.

Hyperlink settings
Purpose: Allows hyperlinks to be made from an object on the page to any other page.

1. Right click on object.
2. Click: Hyperlink.
3. Click: 'Place in This Document' (from the 'Link to' window).
4. Select slide > OK.

Adding text boxes

1. Click: INSERT > Text Box [Text].
2. Click on the slide where the text should be inserted and type (or paste) the text.
3. Size the text box by dragging a handle.
4. To format all text wthin the text box select the text box; a selected text box has a solid border (not a broken line); to format some text within the text box, block of the appropriate text.
5. Make appropriate format and text decoration features.

Drawing tools
Adjust the layering of objects:

1. Click on the object to be brought forward or sent back.
2. Click: FORMAT > 'Bring to Front' (or 'Send to Back') [Arrange]

Align objects:

1. Click on first object to align.
2. Shift-click on subsequent objects to be aligned.
3. Click: FORMAT > Align icon [Arrange] > make appropropriate choice.

Topics for PowerPoint
General notes	Insert picture	Slide transitions	Object animations	Action settings
Add text boxes	Drawing tools

General notes

• Insert a new slide: Click: Insert > new slide.
• Show rulers for indents and bullets: Click: view > rulers.
• Format the background of the presentation: Click: format > background > down arrow > fill effects.
• Make global changes in a presentation: Click: view > master > slide master > make appropriate choices.
• View presentation: Click: view > presentation.
• During a presentation: Click the right-arrow to advance; the left arrow to go back.
• Compress PowerPoint file for saving to a floppy: Click: file > pack and go.
• It is good practice to have a black slide at the start and at the end of the presentation.

Insert picture
Purpose: Import an existing image file.

1. Click: insert > picture > from file.
2. Choose some file from somewhere.

or

1. Select on on-screen image (click on an image).
2. Click: edit > copy.
3. Click: edit > paste (into a PowerPoint page).

Slide transitions
Purpose: Animate the transition between slides.

1. Select a slide.
2. Click: slide show > slide transitions > then make selections.

Object animations
Purpose: Animate an object (including text).

1. Right-click on object.
2. Custom animation.
3. Choose effect by clicking 'entry animation and sound'.
4. Be sure to select 'timing' and 'effects' options.

Action settings
Purpose: Allows hyperlinks to be made from an object on the page to any other page.

1. Right click on object.
2. Click: 'action settings'.
3. Click: hyperlink > make some selections.

Adding text boxes

1. Click on 'text box' icon on bottom of screen.
2. Click on slide where text box belongs.
3. Type text into the box.
4. Block text in block > right-click on block > choose font and select appropriate size and color.

Drawing tools
Adjust the layering of objects:

1. Click on the object to be brought forward or sent back.
2. Click: draw (lower left of screen) > order.

Align objects:

1. Click on first object to align.
2. Shift-click on subsequent objects to be aligned.
3. Click: draw (lower left of screen) > align > make appropriate choice.

Topics for Word 2007
General notes	Editing notes	Moving around the document	Footnotes	Numbering and bullets
Insert a table	Sorting text	Page numbering and sections	Table of Contents	Bringing pictures into Word
Margins	Tabs and hanging indents	Macros and shortcut keys
Mail merge using an Excel database	Getting data ready for Excel	Bringing Excel spreadsheets into Word	Bringing Excel graphs into Word

General notes

Use the Office button (top left) to access basic file and print commands; most of the other commands are found in the ribbon (across the top of the screen). The ribbon has 'tabs' and each tab has 'groups'. In the notes that follow, the TABS are capitalized and the [groups] within the TABS are indicated in [brackets]. Italicized words mean make a choice.

• Check the supplemental dictionary for incorrectly spelled words; locate the supplemental dictionary by clicking: Office button > Word Options > Proofing > Custom Dictionaries > Edit Word List.
  
• To disable the automatic selection of the entire word, click: Office button > Word Options > Advanced > deselect 'When Selecting, Automatically Select Entire Word'.
  
• Right-clicking on most menu options will allow easy emplacement of that option in the Quick Access toolbar. To modify the Quick Access toolbar:
  1. Right-click on toolbar.
  2. Click: Customize Quick Access toolbar.
  3. Add icons from the left-side column to the right-side column.
  4. Use the up and down arrow icons to change the order of the commands in the Quick Access toolbar.

Editing notes

• A long dash (–) is accessed by tapping Ctrl-minus sign key on the number keypad; a hyphen (-) is used for hyphenated words.
• To force a new page, tap Ctrl-Enter.
• Use cut (Ctrl-x), copy (Ctrl-c), and paste (Ctrl-v) within and between documents.
• Selecting text (creating a block):
  • Double-clicking on a word, highlights that word.
  • Triple-clicking a word highlights a paragraph.
  • Move the cursor all the way to the left margin (right pointing white arrow) and click to highlight a line.
  • To highlight a bunch of lines, drag the cursor down the page.
  • Click on a word and drag to highlight a lot of words.
  • To highlight the entire document, click: Ctrl-a or click: Ctrl-click while the cursor is in the left margin.
  • Once a block is started, use the cursor keys along with the shift key to change the size of the block.
  • Use Alt-drag to highlight a block of text.
  • Try Ctrl-Shift-right arrow to highlight one word at a time.
    
    
• What can you do with a block of text?
  • Font changes (for example, bold, italicize, underline, style, size…).
  • Super^scipts (or sub_scripts):
    1. Block the text to convert to superscript.
    2. Click: HOME > down arrow icon in [Font] group > superscript > OK.
  • Move, copy, and paste.
  • Paragraph changes.

Moving around the document

Purpose: Use the keyboard to move the cursor.

• Ctrl-home: top of the document
• Ctrl-end: end of the document
• Home: beginning of a line
• End: end of the line

Footnotes

Purpose: To put comments in the footer that are numbered sequentially throughout the text.

1. Select the Print Layout view.
2. Place the cursor in the document where a footnote is to be placed.
3. Click: REFERENCES > Insert Footnote [Footnote].
4. Enter appropriate footnote information.

Numbering and bullets

Purpose: Create automatically numbered or bulleted lists.

1. Click: HOME, then click the numbering or bullet icon, then start typing the list,
   or,
   Block a list, then click: HOME > then choose the number or bullet icon.
2. In the Paragraph Group, use down arrow adjacent to the bullet icon to change the style, or the multi-level list icon (and adjacent indenting icon) to make a hierarchal list.

   To disable the automatic bullet and numbering system, click: Office button > Word Options > Proofing > Autocorrect Options > Autoformat > deselect 'Automatic Bulleted Lists'.

Insert a table

Purpose: build a table within Word.

1. Place the cursor in document where you want to start a new table.
2. Click: INSERT > Table.
3. Choose appropriate number of columns and rows from the graphical array, or click: insert table and define a new table.

   To customize a table:

4. Click anywhere in table.
5. Use the pop-up tab (on the top right) TABLE TOOLS that includes the groups [Design] and [Layout].
6. Adjust the table anyway you want.

Sorting text

Purpose: to sort rows of text for lists.

1. Block the text to sort.
2. Click: HOME > sort icon (A↓Z) [Paragraph].
3. Make appropriate choices.

Page numbering and sections

Purpose: Create sections in order to control to the style of the footer or header (which includes page numbering) in each section. For example, a title page and table of contents would be one section without a footer or header (no page numbers), the body of the text would be the second section with page numbers that start at page number one, and the appendices would be a third section with a completely different footer (or header) and page number style.

The simplest way to insert page numbers, although with very little control:

1. Click: INSERT > Page Number [Header & Footer] > Bottom of Page > select style.

To create different sections with different footers:

1. Remove any hard page breaks – let the section break force a new page.
2. Move the cursor to the location where you want add a section break (and new page).
3. Click: PAGE LAYOUT > Breaks icon [Page Setup] > Section Breaks Next Page.
4. Repeat steps 2 and 3 above to create as many sections as required.
5. Move the cursor to the section where you want to add a footer, INSERT > Footer icon [Header & Footer] > Edit Footer.
6. Add appropriate footer information and use Quick Parts [Insert] > Field > Page > choose format > OK.
7. Move to the second (or next) section by clicking: DESIGN > Show Next icon [Navigation].
8. Turn off 'Link to Previous' by clicking: Link To Previous icon [Navigation]
9. Edit the footer, click: DESIGN > Page Number [Header & Footer] > Bottom of Page.
10. Reset page numbering in any section by clicking: DESIGN > Page Number [Header & Footer] > Format Page Numbers > Start At > choose a page number to start.

Remember, forcing a new page (by pressing Ctrl-Enter) does not start a new section; the footer remains the same. Force a new page when it is appropriate to have a subheading or paragraph start at the top of a new page.

Table of contents

1. Use an existing Word document and block off the text to be used as a heading in the Table of Contents (TOC).
2. Click REFERENCES > Add Text icon [Table of Contents] > select appropriate level.
3. Repeat steps 1 and 2 for all of the entries to be used in the TOC.
4. Click in the section of the document where the TOC is to be created. This section should be near the top of the document. Tap Ctrl-Enter to force a new page so the TOC is on its own page.
5. Click: REFERENCES > Table of Contents [Table of Contents] > select a default style (or define a new style).

Once the TOC has been generated, and the documented edited, the TOC may need to be regenerated (because the headings may have moved to different pages from the editing process). To regenerate the TOC:

1. Click: REFERENCES > Update Table [Table of Contents] > make a selection > OK.

The style and format of the headings and the TOC may be modified.

1. Click: REFERENCES > Table of Contents [Table of Contents] > Insert Table of Contents.
2. Click: Modify > select level > Modify > make appropriate choices.
3. Click: OK > OK > OK > Yes.

Bringing pictures into Word

1. Click: INSERT > Picture.
2. Locate the file in a folder, then click: Insert.
3. Drag a handle on the figure to resize the figure (keep the shift key depressed to maintain the aspect ratio).
4. Make the text flow around the figure: Right-click on the figure > Text Wrapping > Square.

Better yet, get fancy with figures: format the figure (shape, bevels, shadows, etc.), create a figure caption, group the figure with the caption, and make the text flow around the group.

1. Double-click picture and adjust Picture Shape, Picture Border, and Picture Effects [Picture Styles].
2. Create figure caption place holder, right-click picture: Insert Caption > OK (add the figure caption later).
3. Delete the automatically inserted figure number, enter appropriate figure number, figure caption, and reference.
4. To group the caption and the figure, create a drawing canvas, click: INSERT > Shapes [Illustrations] > New Drawing Canvas (it might be easier to create the drawing canvas in a new file).
5. Right-click on figure > Text Wrapping > Square.
6. Cut the figure from the text and paste it into the Drawing Canvas.
7. Cut the caption from the text and paste it into the Drawing Canvas.
8. Format the text in the caption (choose: alignment, font size, color, etc...)
9. Manually align the objects, or, click the figure and shift-click the caption, then click: PICTURE > FORMAT > alignment icon [Arrange] > Align Center.
10. With both the figure and the caption selected (and aligned), click: PICTURE > FORMAT > group icon [Arrange] > Group.
11. Right-click on the group > Cut.
12. Move to the proper location in the document, right-click > Paste.
13. Right-click on the group > Format Object > Layout > Square > OK.
14. Drag the group to an appropriate place.
15. The caption (content and style) can be modified at any time.

Margins

Purpose: Adjust left, right, top and bottom margins.

1. Click: PAGE LAYOUT > Margins [Page Setup] > select a style or Custom Margins.

    

Tabs and hanging indents

Purpose: Create professional looking documents and reference lists.

1. Always use tabs, not spaces, for aligning text.
2. Click: PAGE LAYOUT > open the paragraph dialogue box by clicking the arrow on the bottom right of the [Paragraph group].
3. Click: Tabs > enter appropriate information.
4. Use Ctrl-t to create a hanging indent (use Shift-Ctrl-T to remove the hanging indent).
5. Slide the icons on the ruler bar to adjust the amount of indent. To show the ruler bar, click: VIEW > Ruler [Show/Hide].

Macros and shortcut keys

Purpose: Minimize the number of keystrokes to get something done.

To write a macro:

1. Click: VIEW > Macros down arrow (not the spreadsheet icon) [Macro] > Record Macro.
2. Click the 'keyboard' icon > place cursor in the 'Press New Shortcut Key' field.
3. Choose a keystroke combination (e.g.: Alt-letter, or Alt-Shift-letter). Look to be sure that the key combination is not already in use.
4. Click: Assign > Close.
5. Press or click whatever needs to be recorded in the macro.
6. Click: VIEW > Macros down arrow [Macro] > Stop Recording.

To create a shortcut key for commonly used symbols:

1. Click: INSERT > Symbol [Symbols] > More Symbols.
2. Choose a symbol.
3. Click 'Shortcut Key'.
4. Choose a keystroke combination (e.g.: Alt-letter, or Alt-Shift-letter). Look to be sure that the key combination is not already in use).
5. Click: Assign > Close > Close.

Mail merge using an Excel database

Purpose: Use Excel as the database, and Word, to create form letters, mailing labels, or envelopes.

1. Create a form letter in Word (do not type anything where the data fields will reside).
2. Click: MAILINGS > Start Mail Merge [Start Mail Merge] > Letters.
3. Click: Select Recipients [Start Mail Merge] > Use Existing List > browse to an Excel file with addresses.
4. Move cursor to the location in the form letter where a merge field will be added.
5. Click: Insert Merge Field [Write & Insert Fields] > select a field > Insert > Close.
6. Repeat steps 4 and 5 above for all required merge fields.
7. Save the form letter: Office button > Save as > select file name and folder.
8. Click: Finish & Merge [Finish] > Edit Individual Documents > All > OK.
9. The merged file can edited, saved, or printed.

Getting data ready for Excel

Purpose: Excel can parse tab-delimited files into appropriate cells. Datasets often are separated by multiple spaces, not tabs. Replacing multiple spaces with one tab character will allow the tab-delimited file to be parsed directly into Excel. This is a multiple step process.

Show the codes by clicking: HOME > ¶ icon [Paragraph].
Common codes are: spaces (·), tabs (→), and hard returns (¶).

First, replace multiple spaces with one space:

1. Click: HOME > Editing > Replace > type two spaces (tap the space bar twice) in the 'Find what:' field.
2. Type one space in the 'Replace with:' field.
3. Click: Replace All.
4. Click: OK.
5. Repeat the two steps above until Word has made 0 replacements.

Now, replace the single space with a single tab character:

1. Click: HOME > Edit > replace > type one space (tap the space bar once) in the 'Find what:' field. Be sure that only one space exists in this field.
2. Click in the 'Replace with:' text field.
3. Click: More > Special > Tab character (^t). 
4. Be sure the tab character (^t) is in the Replace with:' field and not the 'Find what:' field and there are no spaces in this field.
5. Click: Replace All.
6. If the line is longer than the page width, then select the entire document (Ctrl-a) and reduce the font size so a line wrap does not exist.

Finally, copy the document into Excel:

1. Select the entire document, click: HOME > Editing > Select > Select All (or use: Ctrl-a).
2. Click: HOME > copy icon [Clipboard] (or use: Ctrl-c).
3. Switch to a blank worksheet in Excel.
4. Click in cell A1.
5. Click: HOME > Paste down arrow icon [Clipboard] > Paste Special > Unicode Text > OK.

Bringing Excel spreadsheets into Word

1. Select a range of cells in Excel.
2. Click: edit > copy (or use: Ctrl-c).
3. Switch to Word (If Word is already open, use Alt-tab).
4. Click: HOME > Paste down arrow icon [Clipboard] > Paste Special > Microsoft Excel worksheet object > OK.
5. Depress the Shift key and drag a corner handle of the Excel object to size it appropriately. A corner handle is a box on one of the corners of the object; not the edge of the object. Holding down the Shift key will maintain the aspect ratio of the Excel object.
6. Make the text flow around the figure: Right-click on the spreadsheet > Format Object > Layout > Square > OK.
7. Click somewhere in the middle of the Excel object and drag it to an appropriate position on the page.

Bringing Excel graphs into Word

1. Click in the Chart Area of a graph.
2. Click: HOME > Copy icon [Clipboard]
3. Switch to Word.
4. Click: HOME > Paste down arrow icon [Clipboard] > Paste Special > Microsoft Office Excel Chart Object > OK.
5. Click on the graph, then depress the Shift key and drag a corner handle of the graph to size it appropriately. A corner handle is a box on one of the corners of the graph; not the edge of the graph. Holding down the Shift key will maintain the aspect ratio of the graph.
6. Make the text flow around the figure: Right-click in the Chart Area > Format Object > Layout > Square > OK.
7. Click somewhere in the middle of the graph and drag it to an appropriate position on the page.

Topics for Word 2003
General notes	Editing notes	Moving around the document	Footnotes	Numbering and bullets
Insert a table	Sorting text	Page numbering	Table of contents	Bringing pictures into Word
Margins	Tabs and hanging indents	Macros and shortcut keys	Mail merge using an Excel database	Getting data ready for Excel
Bringing Excel spreadsheets into Word	Bringing Excel graphs into Word

General notes

• A long dash (–) is accessed by tapping Ctrl-minus sign key on the number keypad; a hyphen (-) is used for hyphenated words.
• To force a new page, tap Ctrl-Enter.
• Occasionally check the supplemental dictionary for incorrectly spelled words; locate the supplemental dictionary by clicking: tools > options > spelling & grammar > dictionaries > edit (or remove).
• To disable the automatic selection of the entire word, click: Tools > options > edit > and uncheck 'automatically select word'.
• To modify the toolbar:
  1. Right-click on toolbar > customize > commands > view.
  2. Drag appropriate icon to toolbar or drag icon off of the toolbar onto the document.

Editing notes

• Use cut (Ctrl-x), copy (Ctrl-c), and paste (Ctrl-v) within and between documents.
• Selecting text (creating a block):
  • Double-clicking on a word, highlights that word.
  • Triple-clicking a word highlights a paragraph.
  • Move the cursor all the way to the left margin (right pointing white arrow) and click to highlight a line.
  • To highlight a bunch of lines, follow Rule 3 and drag the cursor down the page.
  • Click on a word and drag to highlight a lot of words.
  • To highlight the entire document, click: 'ctrl-a' or click: ctrl-click while the cursor is in the left margin.
  • Once a block is started, use the cursor keys along with the shift key to change the size of the block.
  • Use Alt-drag to highlight a block of text.
  • Try Ctrl-Shift-right arrow to highlight a word at a time.
    
    What can you do with a block of text?
    • Font changes (for example, bold, italicize, underline, style, size…).
    • Super^scipts (or sub_scripts):
      1. Block the text to convert to superscript.
      2. Click: format > font > superscript > OK.
    • Move, copy, and paste.
    • Paragraph changes.

Moving around the document
Purpose: Use the keyboard to move the cursor.

• Ctrl-home: top of the document
• Ctrl-end: end of the document
• Home: beginning of a line
• End: end of the line

Footnotes

• Click: insert > footnote (and accept the defaults).
• Footnotes can be edited by double-clicking on the superscript related to the footnote.

Numbering and bullets
Purpose: Create automatically numbered lists (or bulleted lists).

• Either click the numbering or bullet icon then start typing the list, or, block of a list and then click the number or bullet icon.
• Use shift-tab to move up the hierarchy, or the tab to move down the hierarchy.
• To change the numbering or bullet style: block of the list, right-click, then choose bullets and numbering.
• To disable the automatic bullet and numbering system: click: tools > autocorrect > autoformat as you type > uncheck the automatic lists.

Insert a table

1. Place the cursor where you want to start a new set of columns/tables.
2. Click: table > insert table.
3. Choose appropriate number of columns and rows.

For other features with tables, be sure to select the table first by:

1. Click anywhere in table.
2. Click table > select table.
3. Then adjust the table anyway you want.

Sorting text

1. Block the text to sort.
2. Click: table > sort.
3. Make appropriate choices.

Page numbering
Purpose: Create sections in order to control to the style of the footer or header (which includes page numbering) in each section. For example, a title page and table of contents would be one section without a footer or header (no page numbers), the body of the text would be the second section with page numbering that starts at page number one, and the appendices would be a third section with a completely different footer or header and page number style.

To create different sections with different footers :

1. Remove any "hard page breaks" – let the section break force a new page.
2. Move the cursor to the location where you want a section break (and new page).
3. Click: insert > break > section break next page > OK.
4. Repeat steps 2 and 3 above to create as many sections as required by the document.
5. Move the cursor to the section where you want to add a footer (or header).
6. Click: view > header/footer > header/footer icon (i.e. to switch to footer) > turn off "link to previous" (by clicking icon) > add appropriate footer information.
7. Edit the footer using the footer icons (including the page number icon – do not type a page number in the footer).
8. Reset page numbering in any section by clicking in the section, then click: insert > page numbers > format > type in the correct page number > OK > OK.

The simplest way to insert page numbers, although with very little control, is to click: insert > page numbers > OK.

Remember, forcing a new page (by pressing Ctrl-Enter) does not start a new section; the footer remains the same. Force a new page when it is appropriate to have a subheading or paragraph start at the top of a new page.

Table of contents

1. Use an existing Word document and block off the text to be used as a heading in the Table of contents (TOC).
2. Choose a style (left-most box on the toolbar): Heading 1, Heading 2... (each level of heading represents a different level in the Table of Contents).
3. Repeat steps 1 and 2 for all of the entries to be used in the TOC.
4. Click in the section of the document where the TOC is to be created. This section should be near the top of the document. Tap Ctrl-Enter to force a new page so the TOC is on its own page.
5. Click: insert > reference > index and tables > table of contents > OK.
   

Once the TOC has been generated, and the documented edited, the TOC may need to be regenerated (because the headings may have moved to different pages from the editing process). To regenerate the TOC:

1. Click: insert > reference > index and tables > table of contents > OK.
2. Click: 'ok' to replace the current TOC.

The style and format of the headings and the TOC may be modified.

1. Click: insert > reference > index and tables > table of contents > modify.
2. Click on the style to be modified.
3. Click 'modify' and make appropriate choices.

Bringing pictures into Word

1. Insert > picture > from file.
2. Locate the file, then click 'insert'.

       or

1. Copy from another document or application.
2. Paste into the Word document.

       or, get fancy with figures:

1. Create a text box for the caption by clicking on the 'drawing' icon and then clicking the 'text box icon'.
2. Drag the cursor to create a text box.
3. Type the following into the text box: Figure 1. Title (author, year).
4. Size the text box by dragging a corner.
5. Right click on the text box when you see the 4-arrow cursor then remove the border and shading by clicking: format text box > colors and lines > line color (no line) > OK.
6. Make sure the 4-arrow cursor exists and then drag the text box near the image.
7. Right click on picture, then click: format picture > layout > square (so image can be selected and later grouped to the text box).
8. Hold down the shift key and select the text box (n.b.: the figure should already be selected).
9. Right click on the objects and group them, click: grouping > group.
10. To set the text to flow around the group: right click on the group > format object > layout > square > ok. Be sure the ‘format object’ option exists in the drop-down window; if not, tap 'Esc' and right-click somewhere else on the object until the ‘format object’ option appears.

Margins
Purpose: Adjust left, right, top and bottom margins.

1. File > page setup > margins tab.
2. Choose margins and apply to 'whole document'.

   Or, drag the icons on the ruler bar to adjust the left and right margins.

Tabs and hanging indents
Purpose: Create professional looking documents and reference lists.

• Use tabs, not spaces for aligning text.
• Click: format > tabs (make appropriate choices)
• Use Ctrl-T to create a hanging indent (use Shift-Ctrl-T to remove the hanging indent).
• Slide the icons on the ruler bar to adjust the amount of the indent.

Macros and shortcut keys
Purpose: Minimize the number of keystrokes to get something done.

To create a shortcut key for a commonly used symbol:

1. Choose a symbol, click: insert > symbol.
2. Click: shortcut, then choose a key combination (look to be sure that the key combination is not already in use (like Ctrl-x or Ctrl-c) .
3. Click: assign > close > close.

To write a macro:

1. Click: tools > macro > record new macro.
2. Click 'keyboard' icon > place cursor in the 'press new shortcut key' field.
3. choose a keystroke combination (e.g.: Alt-letter, or Alt-Shift-letter; look to be sure that the key combination is not already in use).
4. Click: assign > close.
5. Press or click whatever needs to be recorded in the macro.
6. Click the stop recording icon (box).

Mail merge using an Excel database
Purpose: Use Excel as the database and Word to write the form letters, or mailing labels, or envelopes.

1. Create a form letter (do not type anything where the merged data will reside).
2. Insert the merge codes and associate the database by clicking: tools > mail merge > create > form letters > active window.
3. Get data > open data source.
4. Choose files of type: .xls.
5. Select the appropriate subdirectory and click on the database file.
6. Select entire spreadsheet.
7. Edit main document.
8. Click: insert merge fields (from toolbar).
9. Save the form letter.
10. Using the Mail Merge toolbar, choose the 'mail merge' icon (third icon from the right).
11. Merge the data and the document into a new file.

Getting data ready for Excel
Purpose: To replace multiple spaces with one tab character; the tab-delimited file can then be parsed directly into Excel. The goal is to convert the text file such that a tab character is placed between each value that is to be parsed into a cell. This is a multiple step process.

First, show the codes by clicking the backwards 'P' (found on the top right of the toolbar). Spaces will look like dots, tabs will look like right arrows, and hard returns will look like a backwards 'P'.

Then, replace multiple spaces with one space:

1. Edit > replace > type two spaces (tap the space bar twice) in the 'Find what:' field.
2. Type one space in the 'Replace with:' field
3. Click: replace all
4. Click: OK
5. Repeat the two steps above until Word has made 0 replacements.

Now, replace the single space with a tab character:

1. Edit > replace > type one space (tap the space bar once) in the 'Find what:' field.
2. Click in the 'Replace with:' text field.
3. Click: More > Special > Tab character
4. Be sure the ^t (tab character) is in the Replace with:' field and not the 'Find what:' field.
5. Click: replace all
6. If the line is longer than the page width, then select the entire document (Ctrl-a) and reduce the font size so a line wrap does not exist.

Finally, copy the document into Excel:

1. Select the entire document (Ctrl-a).
2. Click: copy.
3. Switch to a blank worksheet in Excel.
4. Right-click in cell A1 > paste special > Unicode text.

Bringing Excel spreadsheets into Word

1. Select a range of cells.
2. Click: edit > copy.
3. Switch to Word.
4. Click: edit > paste special > Microsoft Excel worksheet object > OK.
5. Depress the Shift key and drag a corner handle of the Excel object to size it appropriately. A corner handle is a box on one of the corners of the object; not the edge of the object. Holding down the Shift key will maintain the aspect ratio of the Excel object.
6. Click somewhere in the middle of the Excel object and drag it to an appropriate position on the page.

Bringing Excel graphs into Word

1. Click in the Chart Area of a graph.
2. Click: edit > copy.
3. Switch to Word.
4. Click: edit > paste .
5. Depress the Shift key and drag a corner handle of the graph to size it appropriately. A corner handle is a box on one of the corners of the graph; not the edge of the graph. Holding down the Shift key will maintain the aspect ratio of the graph.
6. Click somewhere in the middle of the graph and drag it to an appropriate position on the page.

Adobe Photoshop CS3
Purpose: Edit digital photography or create new images.
The topics described below just barely scratch the surface of this powerful program.

Topics for Photoshop CS3 (10.0.1)
General notes	Selecting parts of a picture	Sizing pictures	Saving files	Transparent backgrounds

General notes

• Press and hold the icons in the Tools toolbar that have a triangle in the corner to obtain related options.
• Use the icon-sensitive top toolbar to refine options for each Tool.
• Click: Select > Deselect (to remove any selections).
• Click: Select > All (to select the entire picture).
• Click: Image > Rotate Canvas > make appropriate choice > OK.

Selecting parts of a picture

Selecting a part of an image is a simple way to crop an image, or, selected parts of an image may be altered (without affecting the non-selected parts of the image).

1. Open an existing file.
2. Use the marquee selection tool (top left of toolbar), lasso (beneath the marquee tool) or magic wand (right of the lasso too) and select a portion of a picture.
3. Click: Edit > Copy.
4. Click: File > New > OK.
5. Click: Edit > Paste.
   Alternatively, the selected parts of an image may be modified.

When using the marquee selection tool, choose an appropriate style (on the toolbar):

• Normal: allows for any aspect ratio (i.e. height to width ratio) to be selected.
• Fixed aspect ratio: allows any size to be selected at a fixed ratio.
• Fixed size: fixes both the size and the aspect ratio.

Sizing pictures

1. Open an image.
2. Click: Image > Image Size (be sure 'Scale Styles', 'Resample Image' and 'Constrain Proportions;' are checked).
3. Choose a pixel width and height (use inches and the 'print size' option).
4. Click: OK.

Saving files

To save file as a .bmp:

1. Click: Image > mode > indexed color > flatten layers > OK.
2. Click: File > Save As > choose .bmp as the 'Format'.
3. Select a folder and a filename.

To save a .gif for the Internet:

1. Click: File > Save for Web & Devices > Save > select a folder and a filename > Save.

Transparent Backgrounds

1. Click: File > Open (open the file to edit).
2. Maximize picture on screen.
3. Click the magic wand tool (from the toolbox).
4. Use the magic wand tool and click on the color of the object to be made transparent.
5. Use 'Shift-click' to select other objects to make transparent.
6. Click: Select >Inverse.
7. Click: Edit > Copy.
8. Click: File > New > OK.
9. Click: Edit > Paste.
10. Click: Window > Layers (to open the Layers window)
11. Click the ‘eye’ icon the background layer to turn off the background.
12. Click: File > Save for Web & Devices > Save.
13. Enter appropriate file name and location for the file.

Adobe Photoshop CS
Purpose: Edit digital photography or create new images.
The topics described below just barely scratch the surface of this powerful program.

Topics for Photoshop CS (7.0.1)
General notes	Selecting parts of a picture	Sizing pictures	Saving files	Transparent backgrounds

General notes

• Click: Select > deselect to remove any selections.
• Click: Select > all to select the entire picture.
• Click: Image > rotate canvas > adjust whatever is required > OK.
• Click: Image > image size > adjust whatever is required > OK.

Selecting parts of a picture

1. Open an existing file.
2. Use the marquee selection tool (top left of toolbar), magic wand, or lasso, and select a portion of a picture.
3. Click: Edit > copy.
4. Click: File > new > OK.
5. Click: Edit > paste.

When using the marquee selection tool, choose an appropriate style (on the toolbar):

• Normal: allows for any aspect ratio (i.e. height to width ratio) to be selected.
• Fixed aspect ratio: allows any size to be selected at a fixed ratio.
• Fixed size: fixes both the size and the aspect ratio.

 Sizing pictures

1. Open an image.
2. Image > image size (be sure 'resample image' and 'constrain proportions;' are checked)
3. Choose a pixel width and height (use inches and the 'print size' option).
4. Click: OK.

Saving files

To save file as a .bmp:

1. Click: Image > mode > indexed color > flatten layers > OK.
2. Click: Save > save as > save in > you know the rest…

To save a .gif for the Internet:

1. Click: File > save for web > save > save as > save in > you know the rest…

Transparent Backgrounds

1. Click: File > open (open the file to edit).
2. Maximize picture on screen.
3. Click the magic wand tool (from the toolbox).
4. Use the magic wand tool and click on the color of the object to be made transparent.
5. Use 'Shift-click' to select other objects to make transparent.
6. Click: Select > inverse.
7. Click: Edit > copy.
8. Click: File > new > ok.
9. Click: Edit > paste.
10. Click: Window > layers (to open the layers window)
11. Click the ‘eye’ icon the background layer to turn off the background.
12. Click: File > save for web > save.
13. Enter appropriate file name and location for the file.

Topics for Illustrator
Basic setup	Sizing objects	Import graphics	Work with text	Align objects
Test print on LaserJet	Putting an Excel Graph into Illustrator	Masks

Basic Setup
Purpose: Set the paper size and drawing size for the project.

1. Choose appropriate units: edit > preferences > units > general > inches > OK.
2. Click: file > new or open and existing file.
3. Click: file > print > printer > 214 Plotter.
   Before leaving the screen, choose a paper size:
4. Media size > ANSI E 34 x 44 > done.
5. Click: file > document setup > width=34 and height = 44 > OK.
6. Click: view > fit in window.
7. Adjust rulers, click: view > show rulers (then, put the cursor in the upper left box and drag the origin to the appropriate place on the document).
8. If necessary, use the 'page icon' to adjust placement of printable area.

Sizing objects

1. Be sure to be in the artwork mode by clicking: view > artwork (if it says view > preview, then you are in the artwork mode).
2. Select nothing by clicking in the white space.
3. Choose the direct selection tool (white arrow, top right of tool box).
4. Depress 'Shift' and click on the edge to expand, drag the cursor, release the click, and finally release the 'Shift'.

   Or, right-click on the picture > transform > scale > % (choose a percentage change value).

Import Graphics

1. Click: file > place.
2. When saving the file check the box labeled 'include linked files' to have the graphics become part of the Illustrator file, or do not check the box to keep the graphics as separate files stored on the drive. The Illustrator file becomes very large and unwieldy when the graphics are linked to the Illustrator file.

Work with text
Purpose: Create a field to accept text.

1. Create a field for text by using the text tool and dragging a box to the size and position required.
2. Copy and paste text into the field from other applications, or type it directly.
3. Use: type > character (to bring up the control window for text).

To create a hanging indent:

1. Select the text box.
2. Click: type > tab ruler
3. Within the tab bar, drag the bottom triangle toward the right.

Align objects
Purpose: Align objects on the page.

1. Click: Windows > show align.
2. Select the first object to align.
3. Hold down the Ctrl key and click on the other objects to align.
4. Choose the appropriate alignment icon in the 'show align' toolbox.

Test Print on the LaserJet
Purpose: Save paper and ink by printing an inexpensive, rapid print.

1. Save the current work > do not save the work after you scale it down.
2. Select > all.
3. Object > transform > scale > uniform > 23 % (check: scale strokes and effects) > OK.
4. Copy the entire selection to a new .ai sheet formatted for 8.5" x 11" print by:
5. Click: edit > copy.
6. Click:  file > new > ok.
7. Click:  edit > paste.
8. Select the laser printer: file > print setup > select laser in 216.
9. Click:  file > print > ok.
10. Print it on the Laser – do not save the scaled down version.

Putting an Excel Graph into Illustrator
Purpose: Create a properly formatted Excel graph, modify it in Photoshop, and then place it in Illustrator. Or, use the graphing tools in Illustrator to create a graph.

1. In Excel, create a beautiful graph, select it, and copy it; paste the graph into Photoshop.
2. Size the graph in Photoshop: image > image size > print size > OK.
3. Change the mode: image > mode > indexed color > flatten layers > adaptive -> diffusion > OK.
4. Save the file, click: file > save as > choose a name > save as .bmp.
5. Be sure to choose: 'save in', 'file name', and 'as type' appropriately.
6. BMP Options: Windows > 8 bit > OK.
7. Open Illustrator, click: file > place.

Masks
Purpose: Masks allow one to crop an image using a pre-defined geometry.

1. Place an image in the .ai file.
2. Draw a mask on top of the image.
3. Select both image and mask.
4. Click: object > clipping mask > make. 

1. Use the computer to the right of the scanner.
2. Click: Start > programs > Polaroid Polacolor > Polacolor.
3. Choose the film type (using the 'input' option on the right side).
4. Click: preview.
5. Mess around with the options.
6. Click: the 'scan' tab, use 300 dpi.
7. Click: scan.
8. Choose a file name and location.
9. Click: OK.

To scan pictures

1. Use the computer to the left of the scanner.
2. Click: Start > programs > Adobe > Photoshop 7.0.1.
3. Click: file > import > EpsonTWAIN Pro (to wake up the Epson scanning software).
4. Make appropriate choices (on the right side).
5. Click: preview.
6. Crop the image using the marquee tool (default is already on).
7. Click: scan.
8. Click: close.
9. Now Photoshop is active; do what is necessary.

To scan text

coming soon...

For existing .tiff or .psd files:

1. Load the film; use Fujichrome 100 Sensia for color slide film, or Kodak Gold Plus for color print flim.
2. Tuck the leader into the take-up spool, close back, let the film wind to the last frame; the film runs backwards in the camera so the last picture will be number 1.
3. The blue button on the top of the camera reports the film's ISO.
4. Images on disk should be up to 20 Mb for color and up to 6 Mb for black and white.
5. Click: Start > programs > graphics group > RasterPlus95.
6. Click: edit > add files > select files > open.
7. Click: edit > queue properties > and set it to: 4096 resolution and 1 copy.
8. Click: edit > queue properties > options > film type > Fuji Sensia II.
9. Click: File > Print Queue (to start printing images in the queue; 20 images may take several hours).
10. If the roll is longer than the number of images, then either open the back and manually rewind the film, or shoot more images to use the entire roll.

Using PowerPoint:

1. Load the film (see steps 1 - 3 above).
2. Wake up PowerPoint and open the file to be recorded to film.
3. Click: File > print.
4. Click the down arrow in the Printer Name window and select RasterPlus95.
5. Click: OK.
   (I've not tested this routine, so please let me know if it works!)

1. Plug the microscope or VCR into the appropriate workstation (second on left).
2. Click: Start > programs > DC30series > miroVIDEO Capture.
3. Click: 'settings' tab and set 'video in' to composite.
4. Click: 'record' tab and then 'record'.
5. Click: stop (black box).
6. Cilck: 'clips' tab and rename the clip.