Berkeley Evaluation and Assessment (BEA) 2
Word Overview Page 3
Tables Page 5
Labels Page 9
Mail Merge Page 12
Excel Overview Page 19
Charts Page 22
PowerPoint Overview Page 26
Inserting Pictures and Sounds Page 30
Animation and Transitions Page 32
Word
Berkeley Evaluation and Assessment (BEA) 3
Overview
Microsoft Word is a word processing application that allows you to create
and edit text and graphics in letters, reports, web pages and emails. The
created documents can contain a variety of font types, font sizes, tables,
pictures, clip art, and more.
For the purposes of this training, we will give a brief overview of the basic
toolbars, how to create tables, labels, and how to use Mail Merge.
To view certain toolbars while using Word, select View �Toolbars
(Figure 1) from the main menu.
Figure 1 – Toolbar menu
Word
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Overview (cont’d)
The Standard toolbar (Figure 2) is used for creating a new blank document,
opening an exiting document, saving, printing, spell check, etc. Many of
these tasks can also be selected from the File or Tools menus.
The Formatting toolbar (Figure 3) is used to select the font type, size,
alignment, numbers, bullets, etc. Many of these settings can be found on the
Format menu.
The Drawing toolbar (Figure 4) is used to select drawing tools such as lines,
arrows, boxes, and inserting WordArt, clip art and pictures. Many of these
tools can be found on the Insert � Picture menu.
Figure 2 – Standard toolbar
Figure 3 – Formatting toolbar
Figure 4 – Drawing toolbar
Word
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Tables
In Word you can create tables to store information in columns and rows. To
create a table, on the Main menu select Table ���� Insert ���� Table…
(Figure 5).
Select the Number of columns and Number of rows you want your table to
have (Figure 6). Remember…columns go up and down (vertical), rows
go across (horizontal). Click the OK button.
Figure 5 – Table menu
Figure 6 – Insert Table
Word
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Tables (cont’d)
Figure 7 shows a table containing 5 columns and 20 rows.
To delete a column, hover your cursor over the top of the column until the
cursor turns into a downward arrow; click once to highlight the entire
column. On the Tools menu select Table ���� Delete ���� Columns
(Figure 8). To delete a row, click on the left outside edge of the row once to
highlight the entire row. On the Tools menu select Table ���� Delete ����
Row.
Figure 7 – 5 x 20 Table
Word
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Tables (cont’d)
To insert a column or row, highlight the column or row where you want the
insertion point. On the Tools menu select Table ���� Insert and choose
Columns or Rows (Figure 9).
Figure 8 – Deleting Columns and Rows
Figure 9 – Inserting Columns and Rows
Word
Berkeley Evaluation and Assessment (BEA) 8
Tables (cont’d)
To merge cells, highlight the cells. On the Tools menu select
Table ���� Merge Cells (Figure 10).
Before…
After…
Figure 10 – Merge Cells
Word
Berkeley Evaluation and Assessment (BEA) 9
Labels
In Word you can create and print labels for a single item or create
customized labels. To create a label, start Word. A blank document should
open up automatically; if it doesn’t, click on File �New. On the Tools
menu, select Letters and Mailings ���� Envelopes and Labels…(Figure 11).
Click the Labels tab and enter in the label address (Figure 12). If you want
to include a return address, click the use return address check box. In the
Print area, select either Full page of same label or Single label.
Figure 11 – Labels menu
Word
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Labels (cont’d)
To select the label type, click the Options… button and choose which type
of label you want (Figure 13). Usually your box of labels will list the
Product Number for the labels. Click the OK button. Make sure your sheet
of labels is inserted into the printer the correct way. Click the Print button.
Figure 12 – Labels tab
Figure 13 – Labels Options
Word
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Labels (cont’d)
To create custom labels, click the Options button and then click on
the New Label button (Figure 14).
Figure 14 – Custom Labels
Word
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Mail Merge
Mail merge is used to create a set of documents that are essentially the same
but where each document contains unique elements. For example, in a letter
that announces a new policy, the text about the policy will appear in each
letter, but the address and greeting line will be different. Using mail merge
you can create:
• A set of labels or envelopes The return address is the same on all
the labels or envelopes, but the destination address is unique on each
one.
• A set of form letters, e-mail messages, or faxes The basic content
is the same in all the letters, messages, or faxes, but each contains
information that is specific to the individual recipient, such as name,
address, or some other piece of personal data.
• A set of numbered coupons The coupons are identical except that
each contains a unique number.
To create a mail merge document, start Word. A blank document should
open up automatically; if it doesn’t, click on File �New. On the Tools
menu, select Letters and Mailings ���� Mail Merge…(Figure 15).
Figure 15 – Mail Merge menu
Word
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Mail Merge (cont’d)
Word will prompt you through the six steps to create your mail merge
document on the Mail Merge task pane. This pane is found on the right-
hand side of the document window.
Step 1: Select the type of document you want to create (Figure 16). Click
Next at the bottom of the task pane.
Figure 16 – Mail Merge Step 1
Word
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Mail Merge (cont’d)
Step 2: Select which document to use as your starting document (Figure
17). If you are creating a new document, click Use the current document.
Otherwise, click Start from a template or Start from existing document
and find the template or document you want to use. Click Next at the bottom
of the task pane.
Figure 17 – Mail Merge Step 2
Word
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Mail Merge (cont’d)
Step 3: Select where the list of recipients is stored that you want to merge
into your document (Figure 18). You can use an existing list that you have
created, select recipients from your Outlook address book or create a new
list. Click Next at the bottom of the task pane.
Figure 18 – Mail Merge Step 3
Word
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Mail Merge (cont’d)
Step 4: Begin typing your document. Using the mail merge task pane
(Figure 19), click on the placeholders you want to insert in your main
document where you want unique information to appear, for example the
Greeting line. Your document will contain these placeholders (Figure 20)
that will be personalized with the recipient information when the document
is printed. Click Next at the bottom of the task pane.
Figure 19 – Mail Merge Step 4
Figure 20 – Document with placeholders
Word
Berkeley Evaluation and Assessment (BEA) 17
Mail Merge (cont’d)
Step 5: You can preview your document to make any changes before you do
the merge. Using the right and left arrows on the task pane (Figure 21), you
can see your document with the recipient information populated in the
placeholders (Figure 22). You can find a specific recipient, add a new
recipient or exclude a recipient.
Figure 21 – Mail Merge Step 5
Figure 22 – Document preview with populated placeholders
Word
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Mail Merge (cont’d)
Step 6: To edit the individual letters, click Edit individual letters on the
task pane (Figure 23). This will open up another Word window with all of
the recipient letters. You can further personalize each letter or go back to
the original document to make changes that will appear on all the letters. To
print your personalized letters without changes, click Print on the task pane.
Figure 23 – Mail Merge Step 6
Excel
Berkeley Evaluation and Assessment (BEA) 19
Overview
Microsoft Excel is a spreadsheet application that allows you to perform
calculations, analyze information by creating graphs, and manage lists in
spreadsheets.
When you start Excel, it opens with a blank spreadsheet entitled Book1
(Figure 24). Each column is denoted by a letter beginning with A thru Z,
then AA, AB, AC…BA, BB…all the way to IV. Each row is numbered
starting at 1 all the way to 65,536! Each cell has an associated name
comprised of the column letter followed by the row number. For example,
F8 would be column F, row 8.
Figure 24 – Excel Book1
Excel
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Overview (cont’d)
When you click in a cell and start typing, the data will appear in the cell and
in the Formula Bar at the top of the spreadsheet (Figure 25).
Click on Insert on the menu bar to insert columns, rows, charts, pictures,
etc. (Figure 26).
Formula Bar
Figure 25 – Excel Formula Bar
Figure 26 – Excel Insert Menu
Excel
Berkeley Evaluation and Assessment (BEA) 21
Overview (cont’d)
To automatically sum a column or row of numbers, highlight the column or
row and click on the AutoSum icon on the toolbar (Figure 27). The sum
will be placed under or next to the highlighted area.
To count the number of occurrences of a certain value within a range of
cells, use the Countif function (Figure 28). In the Formula Bar, type an
equal sign to denote that you are creating a formula. Then type COUNTIF,
the cell range and value you want to count. For example,
=COUNTIF(B3:B12,“A”) will count the number of cells from B3 thru B12
that contain the letter A.
Figure 27 – Excel AutoSum
Figure 28 – Excel Countif function
Excel
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Charts
To create a chart (graph) from spreadsheet data, first highlight all the cells of
data including the column and row headings (Figure 29).
Select Insert � Chart... (Figure 30). Excel will step you thru the four steps
to create your chart.
Figure 29 – Excel Charts
Figure 30 – Excel Insert menu
Excel
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Charts (cont’d)
Step 1: Select which type of chart you want (Figure 31). Click the Next
button.
Step 2: Select how you want to see the data; you can switch between rows
and columns view (Figure 32). You don’t need to change the data range.
Click the Next button.
Figure 32 – Excel Chart Step 2
Figure 31 – Excel Chart Step 1
Excel
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Charts (cont’d)
Step 3: Insert the chart, X axis and Y axis titles (Figure 33).
Click the Next button.
Step 4: You can place your chart on a separate sheet or on the current
sheet (Figure 34). Click the Finish button.
Figure 33 – Excel Chart Step 3
Figure 34 – Excel Chart Step 4
Excel
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Charts (cont’d)
From spreadsheet…
to chart in four easy steps!
PowerPoint
Berkeley Evaluation and Assessment (BEA) 26
Overview
Microsoft PowerPoint is a presentation software application that allows you
to create and present slide shows. You can include text, pictures, sounds,
movies, charts, tables, etc.
When you start PowerPoint, you are presented with the main work area that
contains three sections: a slide outline area on the left where you will see
thumbnails of your created slides; a working area in the middle where you
will be creating your slides; and a slide layout task pane to the right where
you can choose your slide layouts (Figure 35).
Figure 35 – PowerPoint Main Work Area
PowerPoint
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Overview (cont’d)
To choose a different slide layout than the default, single click on any layout
in the slide layout task pane on the right to apply it to all your slides.
To choose a different slide design than the solid white, click on the down
arrow to the right of the Slide Layout title to access other task panes (Figure
36). Click on Slide Design. Single click on any design in the Slide Design
task pane to apply it to all your slides.
To add a background color or picture to your slide, select
Format����Background. In the Background window (Figure 37),
click on the blue down arrow to select Colors or Fill Effects.
Figure 36 – PowerPoint Task Pane
Task Pane
Figure 37 – PowerPoint Background window
Blue down arrow
PowerPoint
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Overview (cont’d)
To insert a picture as the background on a slide, on the Background window
select Fill Effects… In the Fill Effects window (Figure 38), click on the
Picture tab. Click on the Select Picture… button to select a picture you
have stored on your computer. Once you’ve chosen a picture, click the
OK button.
Back on the Background window, click on the Apply button to apply the
picture only to the current slide or Apply to All to apply the picture to all
slides.
Figure 38 – PowerPoint Fill Effects window
PowerPoint
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Overview (cont’d)
To add text to your slide, simply start typing on the slide in the middle
working area. You can choose different fonts, font sizes, colors, etc. from
the toolbar at the top of the window.
To insert a new slide, click on Insert ���� New Slide (Figure 39).
To run your slide show, click on Slide Show���� View Show (Figure 40) or
press the F5 key on your keyboard. To advance from slide to slide, press the
Enter key or the down arrow on the keyboard. To stop the show, press the
Esc key on the keyboard.
Figure 39 – PowerPoint Insert New Slide
Figure 40 – PowerPoint View Show
PowerPoint
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Inserting Pictures and Sounds
To insert pictures into a slide, click on Insert ���� Picture (Figure 41).You
can insert pictures from the Clip Art library, from a file on your computer
(i.e., My Pictures) or directly from a scanner or camera.
Once you’ve chosen a picture, click on the Insert button (Figure 42) to
insert the picture on the slide.
Figure 41 – PowerPoint Insert menu
Figure 42 – PowerPoint Insert Picture window
PowerPoint
Berkeley Evaluation and Assessment (BEA) 31
Inserting Pictures and Sounds (cont’d)
To insert sounds on a slide, click on Insert����Movies and Sounds
(Figure 43). Choose a sound from the Clip Organizer (which appears in the
Task Pane area to the right) or choose a sound you’ve saved in a file.
Clicking once on a sound in the Clip Organizer will copy it onto your slide.
You will be prompted (Figure 44) to choose when you want the sound
played: Automatically when the slide is presented or When you Click on the
sound icon (Figure 45).
Figure 43– PowerPoint Insert Sounds
Figure 44 – PowerPoint Sound Timing prompt Figure 45 – Sound Icon
PowerPoint
Berkeley Evaluation and Assessment (BEA) 32
Animation and Transitions
You can animate how the text appears on your slide and how the slides
transition from one to another.
To add animation to your slide show, click on the down arrow in the task
pane area and select Slide Design- Animation Schemes (Figure 46).
Clicking once on an animation scheme will apply it to the current slide
(Figure 47). Click on the Apply to All Slides button to apply the animation
to all slides.
Figure 46 – PowerPoint Slide Design menu
Figure 47 – PowerPoint Slide Design-Animation
Animation
Schemes
PowerPoint
Berkeley Evaluation and Assessment (BEA) 33
Animation and Transitions (cont’d)
To add slide transitions to your slide show, click on the down arrow in the
task pane area (Figure 46) and select Slide Transition. Clicking once on a
transition will apply it to the current slide (Figure 48). Click on the Apply
to All Slides button to apply the transition to all slides.
On the Slide Transition task pane you can also:
• modify the speed of the transition
• select how the slides are advanced (manually by pressing Enter
or automatically by entering in the number of seconds to pause
between slides)
• preview your slide show by clicking on the Slide Show button
Figure 48 – PowerPoint Slide Transition