microsoft office training - berkeley unified school district · powerpoint overview page 26...

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 2

PowerPoint Overview Page 26

Inserting Pictures and Sounds Page 30

Animation and Transitions Page 32

Word


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


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


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


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


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


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


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


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


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


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


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



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.


Word



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.


Word



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 20 – Document with placeholders

Word



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 22 – Document preview with populated placeholders

Word



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.


Excel


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


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


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


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


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


Excel


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.



Excel


Charts (cont’d)

From spreadsheet…

to chart in four easy steps!

PowerPoint


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


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


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


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


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


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


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


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

microsoft office training - berkeley unified school district · powerpoint overview page 26...

Documents