Professional Documents
Culture Documents
Module 4-Office Productivity-1
Module 4-Office Productivity-1
VI.
Learning Content Learning Resources Assessment
Outcomes Activities Method
• There are three parts in the Ribbon: Tabs, Groups, and Commands/Buttons. The ribbon is the
work bar located at the top of the document.
• Hiding and unhiding the ribbon is optional by clicking on the upper right-hand corner of the
page.
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File tab
• From the file tab you can open, save or create a new document.
• Templates are available for multiple purposes such as: creating Letters,
Resumes, Fax, Labels, Cards and Calendars.
• You can open existing documents by clicking on Open and browsing for your document.
Save As
• Save As is used to save your document in a specific location. It can be saved anywhere within
your computer or USB drive.
• If you want to save the document with a previous version of Word so that the document is
fully compatible with that version, go to Save As and select Word 97 – 2003 Document.
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Home Tab
Mini Toolbar
• The easiest way to change the font of specific information is by using the Mini Toolbar.
Highlight
Copying Text
Format Painter
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Try it yourself!
1. Open up a blank Microsoft Word 2016 Workbook.
2. Type in the following sentence: “Welcome to Microsoft Word 2016.”
3. Change the font face of the following sentence to Arial Black:
4. Select “Microsoft Word”, click the B button to change the text into bold.
5. Align the text to center.
6. Save this document as Practice Document on the desktop.
Insert Tab
Inserting a Table
• To insert a table, click on Table, under Tables group and hover the mouse over the boxes
to get the number of rows and columns you want to insert into the table.
Inserting a Symbol
• Click on the small arrow under the Symbols group and select the symbol you want to insert.
• If the symbol you are looking for is not display, select More Symbols…
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Inserting Header and Footer
• Click on → →
Inserting and Formatting an Image.
• Browse for the image you want to insert into the document and select Insert.
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• The image will appear on the document.
• A Format Tab to edit the image appears after you click on the image.
Page Layout
Column
• The column feature allows you to split the page into two, three, left and right columns.
Breaks
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• Adding several types of breaks is available.
• Adding a Page Break marks the beginning of a new page.
References Tab
• This tab is mainly used for scholarly papers, writing, and publishing purposes.
• To insert a citation, click on Insert Citation and select Add New Source.
• Type in the information for the required fields and click OK when finished.
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Mailings Tab
• This tab is used for creating envelopes and labels and to do the mail merge.
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Step 6: Type in the names to create a new address list.
Step 7: Save the List to your files.
Step 8: The recipient list will appear. You can sort or filter the list from here. Click OK when you
are done. Continue to step 4 of 6.
Step 9: Write your letter, position your cursor in front of the name of the recipients and click on
Greeting Line. The Insert Greeting Line will pop up. Make any necessary formatting changes and
click OK.
Step 10: You can preview the name of the recipients on your letter by clicking on the ribbon:
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Step 11: Select Finish & Merge from the ribbon → Print Documents to print your merged letters.
Merging letters to Adobe PDF is also available.
Review Tab
• Spelling and grammar can be checked from the Review tab, click Spelling & Grammar
from the Proofing group.
• Comments can be added to proof-read a document and make notes to share with others. To
add a comment on a document, highlight the area where you want to add a comment. Click
New Comment from the Comments group.
• Type the comment within the shaded comment area on the right-hand side.
View Tab
• The view tab allows you to customize the way in which you view your document.
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Views Group
Zoom Group
• By selecting on Zoom, a window pops up with a variety of sizes to zoom in or out of.
• To see two documents side-by-side just click on View Side by Side icon and two
documents will split on the screen.
• Located on the upper left-hand corner of the page. Used to save changes made to a file,
undo or redo any changes made to the document.
• Can be customize to facilitate the quick access to other buttons.
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MS POWERPOINT
Opening PowerPoint
• To open a PowerPoint 2016 presentation, click on the File tab in the upper left corner.
- Blank presentation creates a new presentation using default settings for text and color.
Theses slides will not include content or design elements.
- Templates and Themes are used to create a new presentation based on predesigned slide
styles. These options also do not include content.
- New from existing will use the formatting of a previously created presentation.
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PowerPoint Slides
When you choose to create a blank presentation, PowerPoint will open a presentation with a Title
Slide. Once the Title Slide is open, you’ll see a slide with two placeholder text boxes for a title and
a subtitle. Click inside the placeholder box and type to add the title. If you want a subtitle, click
and type inside the smaller placeholder. If you don’t want a subtitle, you can just ignore its
placeholder box.
To add a New Slide, make sure you’re on the Home tab. The New Slide button will add slides to
your presentation.
Clicking on the bottom will give you a choice of layouts. You can choose which layout you want
for your next slide. Select a slide layout by clicking on its image in the Office Theme gallery.
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Slide Layouts
There are several standard slide layouts to choose from when adding new slides. A unique layout
can be chosen by clicking on the bottom half of the New Slide button in the Home tab. When the
layout gallery opens, click on the style you want and a new slide with that layout will appear in
your presentation.
Each layout caption describes the layout type. Content can be text, tables, charts, graphics, pictures, clip
art, or video. If you decide later that the layout you chose doesn’t work well for a particular slide, select
the slide by clicking on it in the Thumbnail pane. Next, click on the Layout button in the Slides group
of the Home tab. Click on a new layout and it will change the layout of the slide.
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Applying a Theme
Once a new presentation has been created, a design or color scheme can be added. Remember to use
color carefully to enhance your presentation, not detract from it. You will want to maintain good contrast
between the background color and the text color. Consider using a light-colored background and dark
text (or vice versa), but avoid busy backgrounds and primary colors. Use sans serif fonts like Arial,
Calibri, and Helvetica for titles and size them between 44 – 60 points. Sub‐ headings should be between
32 – 40 points, and body text between 18 – 32 points. Try not to use more than two fonts. PowerPoint
has many pre‐set designs and themes that include complimentary colors and fonts. To add a theme
to a presentation, go to the Design tab in the ribbon. There are several themes immediately available.
To use one of the built‐in themes, just click on its thumbnail.
On the right side of the Theme thumbnails, there’s a scroll bar and an Arrow Down button, which
will offer more designs, as seen below. If you’re online, you can get more themes from Microsoft
Office Online. (Your office program must be a genuine Office product to get online templates).
If you don’t want to use a theme, you can add Background Styles. From this selection, you can
add some preset background styles that change according to the colors you’ve chosen.
Using the Format Background feature, you can choose fill colors, gradients, transparencies,
textures, or pictures for your background.
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When you have the desired background fill effect, select Close to apply it to the selected slide or
choose Apply to All to add the background to all of the slides in the presentation.
Designs can be added to all of the slides or to selected slides. To select multiple slides, click on a
slide in the Thumbnail pane of the navigation bar and then hold down the control key and click on
any other slides you want to apply the design to.
Adding Content
Text is the default content of the slide below. The format for the default text is a bulleted list. To
add text, click and begin typing. To add other content, click on the icon within the content group
on the new slide. Each icon will open the appropriate dialog box or task pane in the Drawing Tool
s contextual tab.
The icons represent the six standard graphical elements that you might want to insert.
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Clicking on an icon will open the associated dialog box. Note that these icons, as well as several
other insertion options, are also displayed in the Insert tab on the Ribbon.
Charts
Select the type of chart you want and click OK. Once inserted into the slide, you can click on the
chart to activate the Chart Tools contextual tab, where you’ll find tools for editing chart data and
changing layouts and styles.
SmartArt Graphics
SmartArt graphics are shapes that are designed to represent the relationship between things or
people. You might use SmartArt for an organizational chart or a timeline. SmartArt styles and
layouts can be formatted in the SmartArt Tools contextual tab.
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Videos / Media
You can embed a video or link to a video from your presentation. If you want to limit the size of
your file, you can link to a video file on your local drive or to a video file that you uploaded to a
web site, such as YouTube or Hulu. All options to insert video or audio are located on the Insert
tab, in the Media group.
Viewing Presentations
There are four different ways to view your presentation in PowerPoint. The views can be accessed
using the buttons in the status bar, or by using the View Tab on the Ribbon.
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MS EXCEL
Opening Excel 2016
•Ribbon: The work bar at the top of the Excel workbook, contains several tabs and commands.
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•The tabs located within the ribbon are the following:
•There are various features allocated inside the ribbon such as style formatting, paragraphs,
formatting numbers, formula insertion, and setting up pages before printing them out.
•Hiding and unhiding the ribbon from the page is possible by going to the upper right hand corner
of the page.
• Can be customized to add or remove buttons from the quick access toolbar.
File Tab
New
•Templates are ready made documents with different styles offered by Excel which can be
modified to suit your needs.
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•To open a new template, click on
•Select any template installed on your computer or download templates by searching for them.
Save As
•Save As is used to save your workbook into a specific location. You can save it on your desktop
or anywhere within your computer.
•Workbooks can be saved to have a backwards compatibility with previous versions of Microsoft
Office, such as Office 2003 and /or PDF formats.
EXCEL Worksheets
Worksheet
• The name of the first Excel file will be Book1 by default and contains one worksheet labeled
sheet1, Title Bar
• The title of the workbook is located on the top middle section of the workbook:
Adding and Renaming Worksheets Cell Reference Copying/Pasting
•At the bottom of the workbook you will see your current sheet. To add more worksheets to the
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• To give your worksheet a new name, you need to double-click on the sheet name or right-click
Formatting information: Columns are vertical and are represented by letters. Rows are horizontal
and are represented by numbers. The corner of your worksheet will be a “Cell” with a reference
address of A1:
AutoFill
•Information can be completed for you automatically through the creation of a pattern.
•To auto fill (complete) the remaining cells, select the range of cells where the information to be
filled is located, make sure to see the plus sign arrow on the bottom right corner of the cell.
•Left click, hold and drag the plus sign across the cells.
•When copying information such as equations or formulas across several cells, there are
two types of referencing that can be made: Relative reference and absolute reference.
•Relative reference is used by default in Excel when auto filling information to other cells.
Whenever formulas or functions are copied to other cells, the reference of the formula will
change to match the location where it is currently located.
Example
•Absolute reference makes the location of the cell used in a formula remain constant through the
use of the $. Place it in front of the cell reference when typing it into the formula, and your data to
be calculated does not adjust automatically to its location.
•For example:
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Sorting Information
•Sort & filter utility
•Tool used to quickly organize data.
Number Formatting
•Numbers can be formatted into various formats:
- Number: Provides an option to add or remove decimal places to a number.
- Currency: Adds a $ symbol to number values, as well as 2 decimal places.
- Accounting: Formats number values to fit the entire column while adding a $symbol and
2 decimal places.
- Date: Formats the visual display of date values.
- Time: Formats the visual display of time and date values.
- Percentage: Multiplies the value by 100 while adding 2 decimal places along with
a% symbol at the end of the value.
Formula Tab
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Date & Time
• There are several ways to input date & time into an Excel worksheet.
• Select Date & Time → and enter the year, month and day.
• Select Date & Time → . A function argument prompt appears, select OK,
• Sorting and Filtering can also be found in the Data tab as well as copying information from
access, the web, text or other sources.
- Select the Data Tab from the Ribbon
- Add information from the Web by selecting the location where the information should
go. Click on From Web icon:
- Click on Import:
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VII. Learning Activities
MS WORD ACTIVITIES
Activity no. 1 - Create a Business Letter
Type the company name and address
Open a blank Microsoft Word document. Type the following information:
Lighthouse Christian Academy
1289 Parkdale Drive
Victoria, BC,V9B 4G9
(250) 474-5311
Select All of the text and use the Font options to format the type:
Tahoma, 12 point, bold, centered, and dark red
Write in complete sentences and in paragraph form 10 things you like about Lighthouse Christian
Academy.
Sincerely,
Your Name
Google search "sample business letters" format your letter to look similar to a business letter.
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Next to the picture type: The weather is great!
Activity no. 3
Objectives:
1. Format text color, bold, and size at least 75% of the time
4. Insert a picture from Clip Art and the Design Gallery Live at least 75% of the time
6. Apply borders and shading to a whole page using the Format Borders and Shading command
Create a Flier
Make the headline for the flyer
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Go to Page Layout -> Columns
Select the option for 2 columns
Add pictures
Insert a Picture from ClipArt
Look for pictures of which enhance your paragraph
You can use the Google images for pictures
For each picture, change the text wrapping to be tight
Format Borders and Shading
Before you add borders and shading, notice what you have selected on your document. If the
picture is selected, then you will be adding borders to it. If you have text selected, then the
border will be added to your word(s). To add Borders and Shading to an entire page, make
certain you have NOTHING selected!
The default is NONE. Select a Box, Shadow, etc from the right hand side.
To change line style, choose a format from the middle Style window.
To have little pictures instead of a line, select Art and browse through the options.
Width indicates how thick the line (or art) can be.
Click OK to complete this action.
MS POWERPOINT ACTIVITIES
0 3 5 8 10
Less than 25% More than 25% More than 50% More than 75% All items
of items of items of items of items completed
completed completed completed completed correctly
correctly. correctly correctly correctly
Each step to complete is considered a single item, even if it is part of a larger string of steps.
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Objectives:
The Learner will be able to:
1. Enter data into spreadsheet cells at least 75% of the time
2. Move between spreadsheet cells
4. Explain the names of cells (A1, B1) at least 75% of the time
5. Format cell text at least 75% of the time
6. Format cell text alignment at least 75% of the time
7. Explain that many commands from Word are the same in Excel
Selecting Ranges
Practice using holding your left mouse button to select a range (block) of cells.
Select A1 through C1
Formatting Cells
Format the labels in Cell A1 through C1: Bold
In Cell D1 type: TOTAL
Format the text in Cell D1: Bold, Centered and Blue
Activity no. 7
Objectives:
The Learner will be able to
1. Enter data into Excel at least 75% of the time
2. Select specific data for use in a chart at least 75% of the time
3. Create a chart as a new page at least 75% of the time
4. Apply a name to a chart
5. Include labels in a chart
6. Format fill, background fill, and shape effects on a chart
Create a Chart
Add a new sheet to Excel Practice and title it "Practice 2"
Enter the following data into Excel. (Try the fill feature after you type January)
Labels: start in cell B1 January and fill to cell M1, February, March, April, May, June, July,
August, September, October, November, December
N1 Type Yearly Average
A2 Average Temperature
A3 Total Precipitation
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Average Temperature: Total Precipitation
*Use a function in cell N2 and N3 for calculating the average temperature and precipitation.
Create a Chart that shows the JUST the Total Precipitation. Highlight cells A1-N1. Click Ctrl and
left click in cell A3-N3. The highlighted section should look like it does below.
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Create the Chart and move the chart to its own sheet title the sheet "Total Precipitation"
and nam e chart the "Total Precipitation"
Format the chart with the colors, shape effects, and background fill of your choice.
Sheet titles should look like the one below:
References
Microsoft Office 2016 | Productivity Apps. (n.d.). Retrieved October 2, 2020, from
https://www.microsoft.com/en-us/microsoft-365/previous-versions/microsoft-office-
2016
Word 2016 Tutorials – Microsoft Word 2016 Tutorials. (n.d.). Retrieved October 2,
2020, from https://www.word-2016.com/
MS Excel 2016: Basics (Tutorial Complete). (n.d.). Retrieved October 2, 2020, from
https://www.techonthenet.com/excel/tutorial2016_complete.php
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