Data Analysis and Presentation Skills Part 2 pot

New ^ create a new document (Word); new workbook (Excel); new presen￾tation (PowerPoint).

Open ^ open a ¢le saved on disk. Awindow will appear in which to search for

the document from its location on the drive, e.g. hard disk (C:/) or £oppy

disk (A:/).

Save ^ save the current document you are working on. You will be prompted

to select to which location you want to save the work and provide a suitable

¢lename. The su⁄x to the ¢lename indicates the package in which the ¢le

has been created. For Word this is ‘.doc’, for Excel ‘.xls’ and ‘.ppt’ for

PowerPoint.

Figure 1.3 Print, Print Preview, Spelling and Grammar buttons

Print ^ prints your current document providing a printer is attached or you

have access to a printer through a network.

Print Preview ^ Allows preview of one page or several pages to see how the

text ¢ts into the page format. A more detailed description of this feature

appears in Section 3.

Spelling and Grammar ^ allows spellchecking of all or a selection of your

document. The software will automatically search the document for

spelling mistakes as you are typing (and will correct some automatically).

Any that it cannot match with its resident dictionary will be shown in the

spellchecker window. You may then choose to change or ignore the

highlighted word. The resident dictionary will not contain specialized

words such as ‘eukaryotic’, so you will need to check these spellings for

yourself, together with any names that are not recognized.You should also

proofread your document to check for any typing mistakes that cause a

word to be misused, e.g. form in place of from. It should become routine to

spellcheck and proofread every document before printing.

Figure 1.4 Cut, Copy, Paste and Format Painter buttons

Cut ^ items can be highlighted and removed from the document completely

or may simply be taken to a di¡erent place in the document and Pasted into

a new position. This is a very useful feature for editing your work and

GENERAL FUNCTIONS IN MICROSOFT APPLICATIONS 7