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Excel Files 
PowerPoint Files 
Adobe PDF Files 

Instructions for Using Excel Files

1. Navigation

 Moving Among Pages/Worksheets in the File
Excel files are often organized with data in several pages, called "worksheets." Tabs at the bottom of a worksheet indicate whether the file contains additional worksheets (i.e., worksheets other than the one currently being viewed).

  • To select a worksheet to view, click on a tab at the bottom of the page.
  • If a file consists of many worksheets, your screen may not be able to display all of the tabs that are available. Use the arrows at the bottom left of the page (to the left of the tabs) to show other tabs that are available.

Moving Around an Individual Worksheet
 Data in an Excel file are organized in cells, columns, and rows. To move around within a worksheet:

  • Use the arrow keys on your keyboard;
  • Use the "PgUp" and "PgDn" keys; or
  • Use your mouse to click in the cell you want to see.
  • To move to the top left cell, use Control-Home.
  • To move to the bottom right cell, use Control-End.
  • To move to the rightmost column within a row, use Control-Right Arrow.
  • To move to the leftmost column within a row, use Control-Left Arrow.

Viewing Areas of a Worksheet not Visible on the Screen
 Some Excel files contain more rows or columns than can be displayed on your computer screen.

  • If the worksheet has more rows than can be viewed (i.e., it extends down below the viewable area), use the scroll bar along the right side of the worksheet to move down (or up) in the worksheet.
  • If the worksheet has more columns than can be viewed (i.e., it extends to the right past the viewable area), use the scroll bar at the bottom right of the screen (to the right of the tabs) to move further right (or left) in the worksheet.

Exiting a Worksheet

  • To return to the Facts & Figures pages from a worksheet that you are viewing, click on your browser’s "Back" button.

2. Downloading
 To download a worksheet, do the following:

  • On the menu at the top of your screen, select "File," then select "Save As" on the drop down menu that appears. A dialog box will appear.
  • In the dialog box, select the drive on your computer or network to which you want to save the file. To view the drives that are available to you, click the down arrow to the right of the "Save In" box at the top of the dialog box.
  • If you want to rename the file, type a new name in the "File Name" box at the bottom of the dialog box.
  • Click on the "Save" button.

Instructions for Using PowerPoint Files

1. Navigation

 Moving Among Pages/Slides in the File
 PowerPoint files consist of one or more graphics (called "slides") organized into a "slide show." Any of the following methods can be used to move from one slide to the next within a slide show:

  • Use the "PgDn" key to advance to the next slide, the "PgUp" key to return to the previous slide;
  • Use the mouse buttons: Click the left mouse button to advance to the next slide in the show, click the right mouse button and select "Reverse" to return to the previous slide;
  • Use the scroll bar to the right of the screen to move forward and backward within the slide show.

Returning to the Beginning of a Slide Show, Returning to Previous Page

  • To return to the beginning of a slide show from any point in the show, click on your browser’s back button.
  • To exit the slide show completely and return to the Facts & Figures pages, click twice on your browser’s "Back" button.

Viewing slides in Full Screen Mode
Slides in a slide show will not be displayed using your entire screen unless you select this option. To use the full screen mode to view a slide show, do the following:

  • Select "Browse" on your menu bar and click on "Full Screen" or
  • Right click your mouse button and select "Full Screen."
  • To exit full screen mode use your Escape ("Esc") key.

Viewing an Entire Slide Show on One Screen or Viewing Only Selected Slides
To view an entire slide show or to select specific slides to view, you must enter PowerPoint’s edit mode. Do the following:

  • Select "Edit" on your menu bar;
  • Click on "Edit Slides."
  • You may view the entire show by selecting "View" on the Menu bar and clicking on "Slide Sorter." This will show the entire slide show in miniature.
  • To view only selected slides, enter Slide Sorter View and use the mouse to double click on the slide of interest.
  • To exit Slide Sorter View, select "View" on the Menu bar and click on "Normal."

2. Downloading

 To download a PowerPoint slide show, do the following:

  • On the menu at the top of your screen, select "File," then select "Save As" on the drop down menu that appears. A dialog box will appear.
  • In the dialog box, select the drive on your computer or network to which you want to save the file. To view the drives that are available to you, click the down arrow to the right of the "Save In" box at the top of the dialog box.
  • If you want to rename the file, type a new name in the "File Name" box at the bottom of the dialog box.
  • Click on the "Save" button.

Instructions for Using PDF Files

1. Viewing PDF Files
 Download Adobe Acrobat Reader, if Necessary
 To view a PDF file, you must have Adobe Acrobat Reader loaded on your computer. If you have not yet loaded Acrobat Reader, click the Adobe logo below and download a free copy.

2. Navigation
Moving Among Pages in the Document
When viewing a document in Adobe Acrobat, the length of the document and the page number currently being viewed are shown at the bottom left section of the screen. To move from page to page, use any of the following:

 

  • The arrow buttons at the lower left corner of the screen, which will take you to the next page, the previous page, and the first or last page of the document;
  • The scroll bar along the right side of the document;
  • The "PgUp" and "PgDn" keys on your keyboard.

Viewing Pages in Full Screen Mode
Adobe Acrobat Reader will not use the entire screen to display a document unless you specifically select this option. To use the full screen mode to view a document, do the following:

  • Select "View" on your menu bar;
  • Select "Full Screen."
  • To exit full screen mode, click on the "Restore" button on the upper right corner of your screen (between the "Minimize" and "Close" buttons).

Exiting the PDF File
 To exit the PDF file and return to the Facts & Figures pages, click on your browser’s "Back" button.

 3. Downloading
 To download a PDF file, do the following:

  • Click on the "Save" button on the menu at the top of your screen. (It looks like a diskette.) A dialog box will appear.
  • In the dialog box, select the drive on your computer or network to which you want to save the file. To view the drives that are available to you, click the down arrow to the right of the "Save In" box at the top of the dialog box.
  • If you want to rename the file, type a new name in the "File Name" box at the bottom of the dialog box.
  • Click on the "Save" button.