Week 3 and 4

Productivity Tools with Advanced Application Techniques

Using Microsoft Word & Microsoft PowerPoint
Objectives:
 Use common productivity tools like Microsoft Word & Microsoft PowerPoint effectively by maximizing advanced
application techniques.
 Create original or derivative ICT content to effectively communicate or present data or information related to
specific professional tracks.

Introduction to Word Processing Software

What is Microsoft Word?

 Microsoft Word is an efficient and full-featured word processor that provides you with all the tools you need to
produce a tremendous variety of document types - - - - - -everything from simple documents, such as memos
and outlines, to complex documents, such as newsletters and Internet-ready HTML pages.

Microsoft Word Environment & Features

Microsoft Word Ribbon

Creating Documents
1. Click the File tab.
2. Click New.
3. Double-click Blank document.

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All About Mail Merge Document
 A mail merge is a tool for generating mass mailings, such as form letters.
 Mail merges contain unique data, such as names and addresses, as well as information that is standard
throughout each document.
 It allows you to create documents and combine or merge them with another document or date file.
 For example, you might use a mail merge to send customers information about a new product or sale, print
mailing labels, appointment reminders, or payment due reminders.

Two Components of Mail Merge

 Form Document – refers to the document that contains the main body of the message you want to convey or
send. The main body of the message is the part of the form document that remains the same no matter whom
you send it to from among your first.
 List or Data File – this is where the individual information or data that needs to be plugged in (merge) to the
form document is placed and maintained

Steps in Creating Simple Mail Merge

1. Open MS Word & start a new blank document.

2. On the Mailings tab, from the Start Mail Merge group, choose Start Mail Merge --- Letters.
3. Save your letter.
4. Insert the field you need in the letter like NAME, COMPANY, ADDRESS, and TITLE.
5. Save the main document.
6. On the Mailings tab in the Start Mail Merge group, choose Select Recipients ----- Type a New List.
7. Click the Customize Columns button on the dialog box for the New Address List.
8. Select field that you do not need then click the Delete button.
9. Click Yes in the confirmation dialog box.
10. Repeat steps 8 and 9 for each field you do not need.
11. To add a field that you need in the document, click the Add button.
12. Type the field name on the prompt inside a small Add Field dialog box and click the OK button.
13. Repeat steps 11 and 12 for each new field you need in our main document.
14. Click the OK button in the Customize Address List dialog box to confirm your changes.
15. The New Address List dialog box will appear again ready for you to type in your data.
16. Type the individual data from your list corresponding to Name, Company, Address & so on.
17. Press the Tab key each time to enter the next field
18. To add a new record, press the Tab key after inputting the last field.
19. Repeat steps 16 through 18 until you enter all the records you want.
20. Type a name for the address list.
21. Click the Save button.
22. Select a field placeholder in the main document.
23. Click the Insert Merge Field command button.
24. Choose the proper field to insert into your text.
25. Continue adding fields until the document is complete.
26. Save the main document.
27. Choose Finish & Merge to edit, print, or send your merged documents through email.
28. Or you may want to choose Preview Results to check your work before you send it.
29. Save your document.

To summarize, the mail merge process entails the following overall steps:
 Set up the main document. The main document contains the text and graphics that are the same for each
version of the merged document — for example, the return address in a form letter.
 Connect the document to a data source. A data source is a file that contains the information to be merged into a
document. For example, the names and addresses of the recipients of a letter.
 Refine the list of recipients or items. Microsoft Word generates a copy of the main document for each recipient
or item in your data file. If you want to generate copies for only certain items in your data file, you can choose
which items (or records) to include.
 Add placeholders, called mail merge fields, to the document. When you perform the mail merge, the mail merge
fields are filled with information from your data file.
 Preview and complete the merge. You can preview each copy of the document before you print the whole set.

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Integrating Images & External Materials

Kinds of Materials
1. Pictures – are electronic or digital pictures or photographs you have saved in any local storage devices. Types:
.JPG, .GIF, .PNG
2. Clip Art – a .GIF type; line art drawings or images used as generic representation for ideas and objects that you
might want to integrate in your document.
3. Shapes – these are printable objects or materials that you can integrate in your document.
4. Smart Art – these are predefined sets of different shapes grouped together to form ideas that are organization
in nature.
5. Chart – Allows you to represent data characteristics and trends.
6. Screenshot – Provides a snipping tool for your screen shots so you can select and display only the part that you
exactly like to capture on your screen.

Image Placement
1. In Line with Text – the default setting for images that are inserted or integrated in your document. This setting
is used when you need to place your image at eh beginning of a paragraph.
2. Square - This setting allows the image you inserted to be placed anywhere within the paragraph with the text
going around the image in a square pattern like a frame.
3. Tight – the same with the Square setting, but the text “hugs” or conforms to the general shape of the image.
4. Through – this setting allows the text on your document to flow even tighter, taking the contours and shape of
the image.
5. Top and Bottom - this setting pushes the texts away vertically to the top and/or the bottom of the image so that
the image occupies a whole text line on its own.
6. Behind Text - this allows your image to be dragged and placed anywhere on your document but with all the texts
floating in front of it.
7. In Front of Text - this setting allows your image to be placed right on top of the text as if your image was
dropped right on it.

Inserting Clipart
 Clip art is a collection of images, both line art and pictures, that you’re free to use in your documents:
1. On the Insert tab, in the Illustrations group, click the Clip Art button.
2. The Clip Art task pane appears.
3. In the Search For box, type a description of what you want.
4. Click the Go button.
5. Click the image you want.
6. Right click on the image then click on the Wrap Text sub menu.
7. Select wrapping text style you preferred.

Inserting Pictures
1. From the Insert tab’s Illustrations group, click the Picture button.
2. Use the dialog box controls to browse for the image you want.
3. Click to select the image.
4. Click the Insert button. The image will appear in your document.

Inserting Objects
1. Select the area where you want to insert an object.
2. Click Insert Tab & select Object under Text group.
3. Click Create from File tab.
4. Click Browse button.
5. Select the file you want to insert.
6. Click OK button.

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Introduction to Presentation Graphics Software

What is Microsoft PowerPoint?

 Microsoft PowerPoint is an excellent tool for presentations of any kind, either in the classroom or at a
conference.
 A PowerPoint presentation is made up of a series of “slides” that can be projected (displayed electronically) or
printed in a variety of handout formats.

Microsoft PowerPoint Environment & Features

Tips in Creating an Effective Presentation

1. Minimize – keep slide counts to a minimum to maintain a clear message and to keep the audience attentive.
2. Clarity – avoid being fancy using a font style that is easy read.
3. Simplicity – used bullets or short sentences.
4. Visuals – use graphics to help in your presentation.
5. Consistency – make your design uniform. Avoid different font style and backgrounds.
6. Contrast – use light font on dark background or vice versa.

Creating a Presentation
1. Click the File tab, and then click New.
2. Do one of the following:
3. Click Blank Presentation, and then click Create.
 Apply a template or theme, either from those built-in with PowerPoint 2010, or downloaded from Office.com.

Applying Animation & Transition Effects

1. Open the PowerPoint application; choose the slide on which you want to apply the Transition and then click on
the “Transition Tab” on the Ribbon.
2. Once you clicked on the Transition tab, you will get a variety of Transition Effects displayed on the screen. If you
want more Effects to be revealed, click on ‘More button’ at the right bottom corner.
3. Now the list of Transition effects gets expanded under three categories namely Subtle, Exciting and Dynamic
Content. Hover the Mouse on different effects to for a preview of how the effect looks on the slide when
applied. Then choose the effect according to your requirement.

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 4. You can also make the Transition Effect look even more appealing by adding extra effects to it. To do this, just go
to “Effect Options” on the “Transition” tab and from the drop down arrow select the extra Effects that you want
to add to your Transition.
5. You can also add some more Customization to the Transition by selecting a sound for each slide. To add sound
to your slide, select one of the sound from the “Sound” drop down list which is present on the Transition Tab.
6. You can also change the time duration of every slide.
7. You can also select how you want to move to your next slide during the presentation. For this to achieve, go to
“Advance Slide” on the Transition Tab and select the option that suits your requirement.
8. In case if you would like to apply the same transition to each slide, clock on “Apply to All”.
9. Once you have finished applying all the necessary transitions to your slides, you can see a preview of the slides
by clicking on the “preview” Button.

Applying Animation Effect to Slides

1. Select the object or text you want to animate.
2. On the Animations tab, in the Animation group, click the More button, and then select the animation effect that
you want.

How to Apply Timings

1. On the Transition tab, in the Timings group, check the Automatically After box.
2. Declare number of seconds or minutes you prefer to apply on your chosen slide/s.
3. Click Apply To All button to apply the timings to succeeding slides.

Inserting Hyperlinks
1. Select the object or text to be link.
2. Press CTRL+K or go to Insert tab & select Hyperlink under Links group.
3. Select files or document you which to link
Link to Options:
a. Existing File or Web Page
b. Place in This Document
c. Create a New Document
d. E-mail Address
4. Click OK button.

Inserting Objects
1. Select the area or slide where you want to insert the object.
2. Go to Insert tab & select Object under Text group.
3. Click Create from File radio button and click Browse.
4. Select file/application you want to insert
5. Click OK button.

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Introduction to Microsoft Excel

Using Microsoft Excel

CS_ICT11/12-ICTPT-Ic-d-4
Objectives:
 Use common productivity tool like Microsoft Excel effectively by maximizing advanced application techniques.
 Create original or derivative ICT content to effectively communicate or present data or information related to
specific professional tracks.

What is Microsoft Excel?

 Microsoft Excel makes it possible to analyze, manage, and share information in more ways than ever before,
helping you make better, smarter decisions.
 New analysis and visualization tools help you track and highlight important data trends.

Microsoft Excel Environment

Creating a New, Blank Workbook in Microsoft Excel

1. Click the File tab.
2. Select New.
3. Select Blank workbook under Available Templates. It will be highlighted by default.
4. Click Create. A new, blank workbook appears in the Excel window.

Formulas in Microsoft Excel

 Formulas are equations that perform calculations on values in your worksheet.
 A formula always starts with an equal sign (=).
 An example of a simple is =5+2*3 that multiplies two numbers and then adds a number to the result.
 Microsoft Office Excel follows the standard order of mathematical operations.

Creating Simple Formulas

1. Click the cell in which you want to enter the formula.
2. Type = (equal sign).
3. Enter the formula by typing the constants and operators that you want to use in the calculation.
4. Press ENTER.

Use of Functions
 Functions are built-in formulas. You can create a formula by using a function which is a prewritten formula that
takes a value, performs an operation and returns a value.

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  For example, the formulas =SUM(A1:A2) and =SUM(A1,A2) both use the SUM function to add the values in cells
A1 and A2.

Creating Formula Using Functions

1. Click the cell in which you want to enter the formula.
2. Click Insert Function on the formula bar. Excel inserts the equal sign (=) for you.
3. Select the function that you want to use.
4. Enter the arguments.
5. After you complete the formula, press ENTER.

Commonly Used Functions & Formulas

1. PRODUCT Function - The PRODUCT function provides a quick way to multiply numbers in Excel.
The syntax for the PRODUCT function is: =PRODUCT (Number1, Number2, Number255)

2. COUNTIF Function - The COUNTIF function is used to count up the number of cells in a selected range that meet
specified criteria.
The syntax for the COUNTIF function is: =COUNTIF (Range, Criteria)
 Range - the group of cells the function is to search.
 Criteria - determines whether the cell is to be counted or not. This can be a number, expression, cell reference,
or text string.

3. IF Function - The IF function, one of Excel’s logical functions, tests to see if a certain condition in a spreadsheet is true
or false.
 The syntax for the IF function is:
=IF (logical_test, value_if_true, value_if_false )
 logical_test – a value or expression that is tested to see if it is true or false.
 value_if_true – the value that is displayed if logical_test is true.

4. Sum Function – the SUM function is used to calculate the total values of the cell.
The syntax is: = SUM (number 1, number 2…)

5. Sumif function - used to add up the values in cells in a selected range that meet certain criteria.
The syntax for the SUMIF function is: = SUMIF (Range, Criteria, Sum Range)
 Range - the group of cells the function is to search.
 Criteria - determines whether the cell is to be counted or not.
 Sum Range - the data range that is summed if the first range meets the specified criteria. If this range is omitted,
the first range is summed instead.

7. AVERAGE Function - The AVERAGE function, one of Excel's statistical functions, is used to find the average or
arithmetic mean of a given list of arguments.
The syntax for the AVERAGE function is: = AVERAGE (argument1, argument2, ... argument255)
Argument1, argument 2, ... argument 255 can be numbers, named ranges, arrays, or cell references.

8. AVERAGEIF – you can average a range if the cell beside it equals to a certain criteria.
The syntax for the AVERAGEIF function: = AVERAGEIF(range, criteria, average range)
 Range – the range of cells where you want to look for the criteria
 Criteria – a value or label that determines if a cell is part of the range to be averaged
 Average Range (optional) – the actual range of cells that will be averaged, if omitted, the range will be used
instead.

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