2. Microsoft Word Basics Mr. Lewis Unit A Computers & Careers

3. Unit Introduction Microsoft Word is a word processing program used to create: – Letters – Memos – Newsletters – Research papers – Web pages – Business cards – Resumes – Financial reports – Other types of documents

4. Understanding Word Processing Software word processing program A word processing program is software that allows you to enter, edit, and format text and graphics – Copy and move text – Format text with fonts and color – Format and design page layout – Insert tables, charts, diagrams, and graphics – Use mail merge to create form letters documents The files you create using Word are called documents

5. Understanding Word Processing Software Formatted text Graphic Table Chart Column Header

6. Exploring the Word Program Window Word program window The Word program window opens and displays a blank document insertion point The insertion point indicates where text appears when you type Blank document I-beam pointer Insertion point

7. Starting a Document Wrapped text Begin a new document by typing in a blank document in the document window word-wrap Word includes a word-wrap feature As you type, the insertion point moves automatically to the next line when you reach the right margin Press [Enter] only when you want to start a new paragraph

8. Starting a Document Insert Insert text in a document by clicking to move the insertion point and then typing Delete Delete text [Backspace] – Press [Backspace] to delete the text before the insertion point (to the left of text) [Delete] – Press [Delete] to delete the text after the insertion point (to the right of text)

9. Starting a Document Automatic features that might appear as you type – AutoComplete – AutoCorrect – Spelling and Grammar

10. Microsoft Products Microsoft Word: Word Processor (papers, resumes, letters etc.) SAVE: 2007 =.doc2010 =.docx Microsoft Excel: Spreadsheet (match calculations, home finance, accounting, engineering) SAVE: 2007 =.xls2010 =.xlsx Microsoft PowerPoint: Presentations (Presenting information to an audience) SAVE: 2007 =.ppt2010 =.pptx Microsoft Access: Database (Massive storage or collection of information, Video Store, Target, Walmart etc.) SAVE: 2007 =.ddb2010 =.ddbx

11. Microsoft Word 2010 Ribbon Tabs Quick Access Toolbar Groups Within each group you have commands (Bold, Italics, Font Color etc.) Title Bar Notes: The office button has been replaced with the file tab. Small Dialogue Box Launcher Help Button View Ruler Button

12. Microsoft Word (Continued) Help Button Minimize Maximize Close Hide Ribbon This portion (picture) of Word is located in the top right corner of your screen.

13. Microsoft Word Zoom Slider Vertical Scroll Bar Tab Button Horizontal Ruler Vertical Ruler Increase Zoom Zoom level Decrease Zoom Name:______________________ Page 4 View Buttons Status Bar

14. Microsoft Word (Continued) Zoom Slider Scroll Bar Tab Stop Ruler Increase Zoom Decrease Zoom Level Left Tab Stop Right Tab Stop Center Tab Stop

15. Home Tab, Group Buttons Bold, Italics Underline Alignment (left, center, right) Font Type Font Size Font Color Styles Show/ Hide Notes: Show/ Hide button characters: P backwords = is a hard return or hitting enter A Dot = is using the space bar Arrow = is using the tab key

16. Microsoft Word (continued) Header Insert Tab This is were you type your Name, hour and Assignment.

17. Microsoft Word Unit B Editing Documents Mr. Lewis

18. Ways to View a Document Print Layout: displays a document as it will look on a printed page. Full Screen Reading View: displays document so it is easy to read on the screen Web Layout View: displays document as it will look when viewed on a computer screen using a Web browser Outline View: displays the headings in a document in outline form. Draft View: show a simplified layout of a document, without margins, headers and footers, or graphics.

19. Cutting and Pasting Text The operation of moving text is called cut and paste: When you cut text, it is removed from the document and placed on the Clipboard. Paste Format Painter Cut Copy Group Launcher

20. Copying and Pasting Text Copying and pasting text is similar to cutting and pasting text, except that the text you copy is not removed from the document. Rather, a copy of text is placed on the Clipboard, leaving the original text in place.

21. Drag and Drop Method You can copy text by highlighting the text you want to move and then press and hold (CTRL) down. Then with your mouse, move your “ I ” beam with your mouse to the spot you want to transfer your text to.

22. Using the Office Clipboard The office clipboard allows you to collect text and graphics from files created in any office program and insert them into your Word documents. The clipboard can hold up to 24 items, and, unlike the system clipboard, the items on the office clipboard can be viewed.

23. Preview of Office Clipboard You must click On the launcher Button first to be Able to see the clipboard

24. Quick Keys CTRL + Home : takes you to the top of the page. CTRL + End: takes you to the bottom of the page.

25. Finding and Replacing Text The find and replace feature in Word allows you to automatically search for and replace all instances of a word or phrase in a document. Home Tab Editing Group Find & Replace

26. Preview Find & Replace Find Menu Type the word you want to “find” in this area Replace Menu Find word you want to replace Type the word you want to “replace” the found word with

27. ** When you finish typing and revising a document, you can use the Spelling and Grammar command to search the document for misspelled words and grammar errors. Review Tab Proofing Group Spell Check Button Thesaurus Button

28. Word Count Proofing Group Review Tab Word Count tell You things like How many pages You have, how many Words on the page, Characters, paragraphs And lines per page.

29. Adding Hyperlinks A hyperlink is text or graphic that, when clicked, “jumps” the viewer to a different location or program. www.ferrisstateuniversity.com Example of a Hyperlink Insert Tab Links Group Hyperlink Button

30. Hyperlinks Menu Text you want Hyperlink to say or display Type the web address that you want hyperlink to link to.

31. Setting Document Margins margins Document margins are the blank areas between the edge of the text and the edge of the page – Default margins are 1” at the top, bottom, left, and right sides of the page – Changing a document’s margins changes the amount of text that fits on a page The minimum allowable margin settings depends on your printer. Some printers will only allow you to go so small on the margins.

32. Setting Document Margins Page Layout Tab Page Setup Group Margins Button

33. Setting Document Margins Ruler shows location of top margin Top margin Ruler shows location of left margin Right margin Left margin

34. Setting Document Margins Cont: Page orientation – Portrait orientation – Portrait orientation means a page is taller than it is wide The default page orientation for a document is portrait – Landscape orientation – Landscape orientation means a page is wider than it is tall Paper size – Default paper size is 8.5” x 11”

35. Microsoft Word Unit C Formatting Text & Paragraphs Mr. Lewis

36. Formatting with Fonts A font is a complete set of characters with the same typeface or design. Fonts are measured in points. A point is 1/72 of an inch. Fonts are located in the Home tab, Font Group. Font Font Size Font Color

37. Drop Caps A drop cap is a large initial letter, often used to set off the first paragraph of an article. C arman-Ainsworth Community Schools would like to thank you. Drop Cap Insert Tab, Text Group, Drop Cap Button

38. Changing Line and Paragraph Spacing Increasing the amount of space between lines adds more white space to a document and can make it easier to read. The default line spacing for Word is 1.15 Home Tab Paragraph Group Line Spacing Button

39. Aligning Paragraphs Changing paragraph alignment is another way to enhance a document’s appearance. By default, text is Left Aligned, which means it is flush with the left margin and has a ragged right edge. Using the alignment buttons in the Paragraph group, you can Right Align a paragraph – make it flush with the right margin. You can Center a paragraph so that it is positioned evenly between the left and right margins. You can also Justify a paragraph so that both the left and right edges of the paragraph are flush with the left and right margins. Paragraph Group Alignment Buttons Launcher Button

40. Working with Tabs A tab stop is a point on the horizontal ruler that indicates the location at which to align text. The following are the different tab stops you can use on the horizontal ruler: Left TabRight TabCenter Tab Decimal Tab Bar Tab You use different tab stops when you want to align a document/ paragraph differently than you would normally. Example, Restaurant Menu, or you want to make a paragraph look like columns in a newspaper.

41. Adding Borders and Shading Adding borders and shading to text can help to enhance the information in a document border – A border is a line added above, below, to the side of, or around words or paragraphs – Shading – Shading is a color or pattern that is added behind words or paragraphs Border button Shading button – Use the Border button or the Shading button in the Paragraph group on the Home tab

42. Adding Borders and Shading Border Options: Box Shadow 3-D Custom Line Style Line Color Line Width Click on Home Tab, Paragraph Group, Then click on Bottom Border button (the Menu below is what you will see)

43. Borders & Shading Cont. Shading Tab Color Example of Border & Shading

44. Formatting Documents Microsoft Word Unit D Mr. Lewis

45. Setting Document Margins margins Document margins are the blank areas between the edge of the text and the edge of the page – Default margins are 1” at the top, bottom, left, and right sides of the page – Changing a document’s margins changes the amount of text that fits on a page The minimum allowable margin settings depends on your printer. Some printers will only allow you to go so small on the margins.

46. Setting Document Margins Page Layout Tab Page Setup Group Margins Button

47. Setting Document Margins Ruler shows location of top margin Top margin Ruler shows location of left margin Right margin Left margin

48. Setting Document Margins Page orientation – Portrait orientation – Portrait orientation means a page is taller than it is wide The default page orientation for a document is portrait – Landscape orientation – Landscape orientation means a page is wider than it is tall Paper size – Default paper size is 8.5” x 11”

49. Dividing a Document into Sections section A section is a portion of a document that is separated from the rest of the document by section breaks section break – A section break is a formatting mark that shows the end of a section – You divide a document into sections when you want to apply different page layout settings, such as columns, to sections Sections are used to vary the layout of a document A document is formatted in a single section by default

50. Types of Breaks Page Break: Forces the text following the break to begin at the top of the next page. Column Break: Forces the text following the break to begin at the top of the next column. Text Wrapping: Forces the text following the break to begin at the beginning of the next line.

51. Inserting Page Breaks Manual page break Text that follows break is forced to next page

52. Formatting Columns Control the flow of text in columns column break – Insert a column break to force text after the break to the top of the next column – Balancecolumns – Balance columns of unequal length on a page by inserting a continuous section break at the end of the last column on a page – Insert a column or continuous section break using the Breaks button in the Page Setup group on the Page Layout tab

53. Inserting a Table Tables illustrate information intended for quick reference and analysis table – A table is a grid of columns and rows that you can fill with text and graphics cell A cell is the box formed by the intersection of a column and a row Borders Borders are the lines that divide the rows and columns of a table and help you see the structure

54. Inserting a Table Border Row Column Cell

55. Microsoft Excel Computer & Careers Mr. Lewis “Unit A”

56. Definitions: SpreadsheetIs an application you use to perform numeric calculations and to analyze and present numeric data WorksheetThe electronic spreadsheet you work in. WorkbookThe file that the worksheet is contained in (file extension.xlsx) FormulasAre equations in a worksheet. You use a formulas to make calculations as simple as adding a column of numbers, or as complex as profit and loss projections. File ExtensionBefore 2007 =.xls 2007 and after =.xlsx When you open a spreadsheet the default name is Book 1

57. Touring The Excel Window Name Box Formula Bar Cell Cell Address Active Cell (Sheet Tabs) (3 tabs are the default) (Sheet Tab Scrolling Buttons) (Mode Indicator) AutoSum Columns, they have letters, columns are horizontal. Rows, they have numbers, rows are vertical

58. In Creating Calculations in Excel, It Is Important to: Know where the formulas should be. Know exactly what cells and arithmetic operations are needed. Create formulas with care Use Cell references rather than values. Determine what calculations will be needed.

59. Excel Arithmetic Operators OperatorPurposeExample +Addition=a5=a7 -Subtraction=a5-a10 *Multiplication=a5*a11 /Division=a5/a3 %Percent=35% ^(caret)Exponent=6^4

60. Definitions: Labels Examples: “Travel Expenses” “Total Expenses” “Average Cost” “2009 Sales” Are entries that contain text and numerical information not used in calculations, such as “2009 Sales” or “Travel Expenses”. Labels help you identify data in a worksheet rows and columns, making your worksheet easier to understand. Values Examples: =a5 * a7 =sum(d1:d9)+ 10 Are numbers, formulas, and functions that can be used in calculations. To enter a calculations you type an equal sign (=) plus the formula for the calculation.

61. Definitions Cont. FunctionIs a built in formula (like a shortcut) Arguments They are the part of the function enclosed in round brackets (parentheses) following the function’s name. Arguments supply the data for the function to use in its calculations. =sum(b9:b12) FunctionArgument

62. Formulas Insert Function button, If you press this, then the screen below appears Formula Bar Function Argument Menu Functions

63. Common Pointers In Excel Normal Pointer (Indicates Ready Mode) Fill Handle Pointer (Create a Alpha, Numeric Series in a Range) I-Beam Pointer (Appears in Formula Bar) Move Pointer (Changes Location on Spreadsheet)

64. Quick Keys [CTRL] [HOME]Jumps to the first cell in a spreadsheet [CTRL] [END]Jumps to the last cell (where the last number is located)

65. Switching Worksheet Views Normal View Normal View: This is the default setting view when you open Excel. Page Layout View Page Layout View: This provides a more accurate view of how a worksheet will look when printed. The margins of the page are displayed, along with the text box for the header and the ruler. Part of the page to the right is shown in this view. Page Break View Page Break View: displays a reduced view of each page of your worksheet, along with page break indicators. Full Screen View Full Screen View: displays the worksheet on the entire screen.

66. Functions VS Simple Formulas Examples of Functions: =sum(a1:a5) =max(a1:a5) =min(a1:a5) =average(a1:a5) =count(a1:a5) ** The function is the word that is at the beginning of the formula. Examples of Simple Formulas: =a6 - a7 =d3 + d4 + d5 =c5 - c6 - c7 Simple formulas only use one arithmetic operator. ** Simple formulas do not use words, they just use simple arithmetic. **** Important: Both formulas use cell referencing

67. Setting Your Page Up To Print Page Layout Tab Print Titles Print Titles (Gridlines, Row & Column Headings, Header/ Footer, Scaling) Orientation Orientation (Landscape, Portrait) Margins Margins (Top, Bottom, Left, Right) Page Setup Group

68. Microsoft Excel “Unit B” Mr. Lewis

69. Complex Formulas Is one that uses more than one arithmetic operator. Example: =(a1*c5) / (a3 + c7)

70. Order of operations: 1.P 1.P = Parenthesis 2.E 2.E = Exponents 3.M 3.M = Multiplication 4.D 4.D = Division 5.A 5.A = Addition (from left to right) 6.S 6.S = Subtraction (from left to right)

71. Functions Are predefined worksheet formulas that enables you to perform complex calculations easily. You can use the Insert Function button on the formula bar to choose a function from a dialog box. Function Button Enter Button Cancel Button

72. Functions Continued: While manually typing a function, it is necessary to begin with the equal sign (=) Once you type an equal sign, each letter you type activates the AutoComplete feature.

73. Types of Functions: Sum: Adds its arguments Min: Returns the minimum value in a list of arguments Max: Returns the maximum value in a list of arguments Average: Returns the average of its arguments

74. Copying and Moving Cell Entries: You can copy or move data within a worksheet or between worksheets using: – Cut, Copy, and Paste buttons – Fill handle in the lower-right corner of the active cell – Drag-and-drop feature Office Clipboard temporarily stores information that you copy or cut

75. Microsoft Excel Unit “C” Mr. Lewis

76. Format The format of a cell determines how the labels and values look – for example, whether the contents appear boldface, italicized, or with dollar signs and commas. Formatting changes only the appearance of a value or label; it does not alter the actual data in any way.

77. How do we format cells? RIGHT Click, then choose FORMAT CELLS

78. Table Styles Gallery Excel includes 60 predefined table styles to make easy to format selected worksheet cells as a table. You must insert a table in order to see this menu.

79. Adjusting Column Width You can use the resize pointer to change column widths. To do this you click in-between the column headings and click and drag. Double clicking on the resize pointer activates the auto-fit feature Resize Pointer  Or you can format your column widths (and row heights)by clicking on the Home Tab; Cells Group; and Format button.

80. Inserting & Deleting Rows and Columns As you modify a worksheet, you might find it necessary to insert or delete rows and columns to keep your worksheet current.  To insert a column or row, simply right click, and go to insert. Then click on the appropriate choice.  When you insert a COLUMN: information is moved to the RIGHT of the new column.  When you insert a ROW: information is moved UNDERNEATH the new row.  To delete a column or row, simply right click, and go to delete. Then click on the appropriate choice.

81. Applying Colors, Patterns and Borders Change the color of your text Change the color of your cells background  Create a border around cells

82. Applying Conditional Formatting So far, you’ve used formatting to change the appearance of different types of data, such as dates, dollar amounts, worksheet titles, and column labels. But you can also use formatting to highlight important aspects of the data itself. For example, you can apply formatting that automatically changes the font color to red for any cells where costs exceed $100 and to green where costs are below $50. This type of formatting is called Conditional Formatting.

83. Microsoft Excel Unit “D” Working With Charts Mr. Lewis

84. Common Chart Types Column Line Pie Bar Area Scatter

85. Breaking the Chart Down Chart Title Y Axis Title x Axis Title Legend Data

86. Elements of a Chart Horizontal axis items are called the X- Axis, also called the category axis (because it often contains names of data groups). Vertical axis items are called the Y- Axis, also called the value axis (because it often contains numerical values).

87. Creating a Chart 1.To create a chart in Excel, you first select the range in a worksheet containing the data you want to chart. 2.Click the Insert Tab on the Ribbon. 3.Choose the type of chart you want from the Charts Group.

88. Moving & Resizing a Chart Charts are graphics, or drawn objects, and are NOT located in a Specific cell or at a specific range address. An OBJECT is an independent element on a worksheet (your graph would be considered an object). You can select an object by clicking within its borders; sizing handles around the object indicates that it is selected. Diagonal Resizing Horizontal Resizing Vertical Resizing

89. Changing The Chart Design Once you have the chart created, it is easy to modify the design. You can change data values in the worksheet, and the chart automatically updates to reflect the new data

90. Changing The Chart Design Cont.. 1.To change the style of chart that you want, click on the chart (object). 2.The Chart Tools tab appears. Click on the design tab. 3.Then in the Type Group, click on Change Chart Type 4.Then choose the style of chart you want. Chart Tools Tab

91. PowerPoint Mr. Lewis

92. Presentation Software is a computer program used to organize and present information Presentation software allows you to communicate your ideas effectively Defining Presentation Software

93. Use PowerPoint to present information in a variety of ways: a. On screen presentation b. Notes c. Audience handouts d. Online meetings e. Outline pages f. Overheads Presentation Software Cont.

94. With PowerPoint you create slides that contain: A. Text B. Illustrations C. Photographs D. Clip Art E. Charts F. SmartArt G. Sounds and Movies Presentation Software Cont. Multimedia

95. When planning a presentation, keep in mind copyright laws. Copyright law is a type of intellectual property law that protects works of authorship. Planning an Effective Presentation

96. PowerPoint has 4 basic views: – 1. Normal View – 2. Slide Sorter View – 3. Notes Page View – 4. Slide Show View Comparing Presentation Views

97. Normal View: is the primary editing view Slide Sorter View: is used for rearranging slides and adding slide effects. Notes Page View: is for typing notes to yourself Slide Show View: is used to give your presentation

98. Comparing Presentation Views You can change views using the View Shortcuts on the status bar You can also use the View Tab on the Ribbon Bottom right corner of screen

99. Slide Sorter View Slides appear as thumbnails and can be rearranged

100. Normal View Slide Pane Slides Tab and Outline Tabs Notes Pane

101. Normal View The Outline Tab displays the text of your presentation in the form of an outline The Slides Tab displays the slides of your presentation as small images, called thumbnails.

102. Normal View The Quick Access Toolbar provides immediate access to common commands that you use all the time, such as Save, Undo, and Redo Quick Access Toolbar, located in the top left corner of the screen Click to add or remove buttons to the toolbar

103. Normal View The Status Bar, located at the bottom of the PowerPoint window, shows: 1. Messages about what you are doing and seeing in PowerPoint 2. Which slide you are viewing. 3. The design that's applied. 4. Spelling errors. Type of Template that You are using. Number of slides that You have, and what slide You are on. Spelling Errors, Click to correct them

104. Normal View The Status Bar also displays: 1. Zoom Slider controls 2. Fit slide to current window button. 3. View Shortcuts Zoom slider View shortcuts Fit slide to current window button

105. A new presentation starts with one blank title slide which has two TEXT PLACEHOLDERS. Entering Slide Text Title text placeholder Subtitle text placeholder

106. Click in the placeholder to type TEXT. Placeholder becomes a text OBJECT. An object is any item that can be modified. Entering Slide Text Text entered in placeholder

107. When you click inside a placeholder, the INSERTION POINT appears. Entering Slide Text Insertion point Selection box Indicates that text placeholder is selected and can accept text

108. The AutoFit Options button indicates the PowerPoint has decreased the size of al the text so that it fits inside the text object. Entering Slide Text AutoFit Options button

109. It is easy to add a new slide to your presentation You can choose among 9 slide layouts A Slide Layout contains text and object placeholders that are arranged in a specific way on the slide. Adding a New Slide Slide Layout Button Home Tab, Slides Group

110. A Content Placeholder can be used to insert text or objects such as clipart, tables, video or charts. To change a slide layout, click the Layout button in the Slides Group. Adding a New Slide Content Placeholder

111. Adding a New Slide Content placeholder Picture Clip art Movie or video clip Table Graph chart SmartArt graphic

112. To enter text in the form of a bulleted list, type the first word or phrase, then press [Enter] Press [Tab] to create a second level bullet Adding a New Slide 1 st level bullet 2 nd level bullet

113. A design theme incorporates sets of colors for fill, line, and shadow, called theme colors; fonts for titles and other text, called theme fonts; and effects for lines and fills, called theme effects. Apply a Design Theme

114. Point to a design theme on the Ribbon and you will see a live preview. – Allows you to see how your changes affect the slides before actually making the change. Apply a Design Theme

115. Design tab Design themes More button

116. PowerPoint has Four basic Views » Normal View » Slide Sorter View » Notes Page View » Slide Show View Comparing Presentation Views

117. Printing a PowerPoint Presentation Before you print your presentation, you should review it and preview it. To preview your presentation, click the File Tab, point to print, then click on Print to view Print Preview.

118. Printing a PowerPoint Presentation File Tab Print Settings Printer Print Button