Office

Productivity
Training Objectives
At the end of the course, the participants will be able to:

1.apply the integrated functions and capabilities of the Microsoft

Office suite for presenting documents effectively;
2. use the advanced features of office productivity software for data
processing, data visualization, presentation, electronic
communication, and research;
3.utilize online collaborative resources and tools in a responsible and
productive manner.
Lesson 1:

Introduction to Office
Productivity
Parts of the Keyboard
Parts of Keyboard cont..
Function keys – labeled F1 to F12
Main Keypad – it has the most keys which are arranged like
most typewriter keys.
Numeric Keypad – located at the rightmost side of the
keyboard.
Modifier Keys – these keys change the original output of a
specific key.
Cursor Keys – these keys have small arrows on them that
point towards the direction that the cursor will move when
pressed.
The Microsoft Office Suite
It is composed of many application programs, including
Word, Excel, PowerPoint, Access, and Outlook.
Starting a Microsoft Office
Application
There are many ways to open a Microsoft Office
application. The most common way is presented here.
• Click .
• Select All Programs.
• Select the Office program you wish to open.
Microsoft Office GUI
Fluent User Interface
• Microsoft Office 2010 features an
overhauled GUI, officially known as
Fluent User Interface.

• The Menu bar and toolbars in older

versions have been replaced by
task-specific tabs.
Ribbon
Organizes all the command buttons and icons
under a set of tabs.
Quick Access Toolbar
• The graphical element beside the
Office button, resting on the title
bar.
• It contains icons for commands
that are used most frequently.
• To add commands not displayed in
the drop-down menu, select More
Commands.
Status Bar
• The status bar displays
indicators like Page
Number and Word Count,
and controls such as View
Shortcuts and Zoom
Slider.
Contextual Tabs
• It is a hidden tab that appears only when an object
is selected.
Mini Toolbar
A translucent menu is automatically shown whenever text is
selected.
Live Preview
It is a feature that allows you to see how formatting
options change a selected text or object, without
actually applying them.
Smart Art
• They are used to create lists, show procedures, and
explain relationships, all in a visual manner.
• The SmartArt icon can be found under the Insert
tab, in the Illustrations group.
Screen Tips
If your move your mouse
pointer over any of the
command icons and buttons,
a hover box will appear.
It tells you the name of the
command and what it does.
Key Tips
• Key Tips are keys that are used to quickly access
the command icons and buttons.
Lesson 2:

Word Processing
Microsoft Word GUI
Page Views
• Print Layout View
• Web Layout View
• Outline View
• Draft View
• Full Screen Reading View
Microsoft Word Keystrokes
Cut
• Cut – Is the function which allows you to select a
portion of text or image, “lift” it from the document
and place it in the computer memory
• It can be done by pressing CTRL + X or clicking the
Cut button after selecting the text or image.
Copy
• Is the function which allows you to select a portion
of text or image and create a copy of it in the
Clipboard.
• This can be done by pressing CTRL + C or clicking
the Copy button after selecting the text or image.
Paste
• Is the function which allows you to put back the cut
or copied text or image from the clipboard back to
the document.
• This can be done by placing your cursor on the new
portion you want the text to be in and pressing
CTRL + V or clicking the Paste button.
Playing with Fonts
Font Dialog Box
Rulers, Margins, Indents, and
Tabs
Adding Images
• You can add and manipulate objects in your
documents using the commands under the Insert
tab of the Ribbon.
Shapes
• To insert simple shapes just click button and
select your desired shape.
Inserting Pictures
• To insert a picture, just click the Insert Picture
button.
• A dialog box will appear asking you to locate the
image file in your computer.
Text Wrapping
• To modify an image’s text wrapping,
just select the image.
• The Picture Tools contextual tab
will appear in the Ribbon.
• Click the Wrap Text button in the
Arrange group and select the
appropriate wrapping style.
Saving a Document
• To name and store a
Word document, click
the Save icon.
• The Save dialog box will
appear.
• Input the file name and
choose the location
where you want to put a
file.
Opening a Document
• You can open a saved file by
clicking the Open icon.
• The Open dialog box will
appear.
• Browse the folders, select
the file and click Open.
Activity #1:
Product Launching
Announcement
Create a product launching announcement to be
able to apply the various word processing
capabilities and formatting tools into a document
Lesson 3:

Learning Word
Formatting a Term Paper
Spelling and Grammar
• Press F7 to check the whole document for errors.
List
• Go to Paragraph group under the Home tab.
• Click the Icon list to start a bulleted list or
numbered list.
Tables

• Go to Insert tab and click

the Table icon.
 Citation
• In-text citation also called parenthetical citation.
Everyday, Metro Manila generates six thousand tons of solid waste (Duyanen and Heasley,
2002).

• APA citation style.

Duyanen, Joselito and Murray Heasley. (April 2002). A Matter of Fact: The disposal aspects of
3 Solid Waste Management Projects in Luzon. Philippines: CDMP.
Footnotes and Endnotes
• Notes at the bottom of
the page is called
footnotes and notes at
the end of the chapter,
article, or document is
called endnotes.
Setting up Pages
• Page Setup let you arrange the paper size, set the
margin and orientation.
Printing the Document
• There are several ways
to print a document in
Word.
• Click Print in the File
Menu then click the
Printer button in the
panel that appears.
• Press Ctrl + P
Publishing in HTML
• Aside from printing the
document on paper, you
can also publish it as a Web
page on the Internet.
• Go to Office Button and
Click Save As, in the dialog
box, Choose Web Page in
the Save As drop down list
box and Click Save.
Lesson 4:

Learning Excel
The Spreadsheet
Microsoft Excel
• A spreadsheet program is a software for entering,
editing, manipulating and printing information in a
tabulated form.
Microsoft Excel GUI
Entering Data
1. Click a cell and type the desired data.
2. If you had typed the correct data, press Enter.
3. To cancel the data just entered, press ESC.
To select non-adjacent cells
1. Click and drag over the first range of cells.
2. Hold down the CTRL key,
3. Select the succeeding range of cells.
Copying Cells
1. Select the cells to be copied
2. Under the Home tab, you can click Copy button
in the Clipboard group, or right-click and choose
Copy.
3. Move the cell pointer to the first cell of the
desired destination.
4. Under the Home tab, you can click Paste button
in the Clipboard group, or right-click and choose
Paste.
Moving Cells
1. Select the cells to be moved.
2. Under the Home tab, you can click Cut button in
the Clipboard group, or right-click and choose
Cut.
3. Move the cell pointer to the first cell of the
desired destination.
4. Under the Home tab, you may click Paste in the
Clipboard group, or right-click and choose Paste.
Lesson 5:

Equations and Formulas

Inserting and Deleting
Columns and Rows
1. Click the column/row heading where you wish to
insert the new column/row.
2. Under the Home tab, in the Cells group, click the
Insert button and choose Insert Sheet Rows or
Insert Sheet Columns.
Deleting Columns/Rows
1. Select the columns/rows to be deleted by
clicking their headings.
2. Under the Home tab, in the Cells group, Click the
Delete button. Or right-click the selected
columns/rows and select Delete.
Rule of Precedence
• Exponentiation occurs before multiplication or
division in a formula, and multiplication or division
occurs before addition or subtraction.
• To better remember the order of precedence, take
note of this mnemonic device: “Please excuse my
dear Aunt Sally”,
• it gives the order of precedence- parentheses,
exponent, multiplication, division, addition, and
subtraction.
Formulas in Excel
• =Sum(range) – used to compute the
total of all items in the specified
range.
• =Average(range) – used to count the
values found in the range.
• =Count(range) – used to count the
values found in the range.
• =Max(range) – used to get the largest
value within the range.
• =Min(range) – used to get the
smallest value within the range.
Sorting Data
1. Under the Data tab, in the Sort & Filter group,
click Sort button.
2. Under the Column, right next to Sort By, click the
drop-down arrow to select your primary sorting
column.
3. If desired, select more sorting columns by
clicking the Add Level button.
4. Under Sort on and Order, select the manner in
which you want to sort data. Click Ok.
Creating a Chart
1. Select the data you will
need for the chart.
2. Click the Insert tab and
find the Charts group.
Click the dialog box
launcher.
3. Select the Chart type and
Chart sub-type desired.
Printing Worksheet
1. Click the File tab, then
click Print.
2. Change any desired
specifications.
3. Click the Print button.
Activity #2:
Survey
• Create a table showing a survey data to apply and
graphical data visualization (charts) features of a
spreadsheet software
Lesson 6:

Power Point Basics

Microsoft PowerPoint
• Is a presentation program used for making “slides”
that can be shown on computer screens or
projected on s a screen.
Microsoft PowerPoint GUI
Creating Presentation
1. Open PowerPoint by clicking Start, then All
Programs. Click Microsoft PowerPoint.
2. Click the File tab, then click New.
3. Under Available Templates and Themes, click
Sample Templates.
4. Select any of the sample templates or you can
search Office.com Templates.
Using Themes
• Click Design tab, then go to the Themes group.
• Your chosen theme will be applied to the first slide
of your presentation.
Adding Other Items to
Presentation
1. Click Insert tab. In the
Image group, click Picture
button.
2. Choose a picture by
clicking it. Click Insert.
3. To resize a picture, click
and drag the handles
around the inserted
image.
Lesson 7:

Advanced Power Point

Master Slides
• Sets all the properties and attributes of all the
slides currently in your presentation.
Editing Master Slide
• Under the View tab, in the Master Views group, click
the Slide Master button.
• Select Click to edit Master title style or Click to edit
Master subtitle style, then right-click and choose
the font size, color and font style on the Mini
toolbar.
Making Dynamic
Presentation
1. Click the object that you like to animate, then go
to the Animations tab on the Ribbon.
2. In the Animation group, place the mouse pointer
over each option to get the preview of the effect.
3. To see the list of animations currently applied to
the slide, click the Animation Pane.
4. Select an effect for your slide transition.
5. Click Preview to view how the slide transitions
look like.
Bullets and Numbering
1. Under the Home tab, in the Paragraph group,
click Bullets icon to create bullets or click
numbered icon to start numbered list.
2. For more options, click the drop-down arrow.
Then Select Bullets and Numbering.
3. Choose the type of bullet or numbering you want
to use. Click Ok.
Shapes
1. Click Insert tab, then click
Shapes button in the
Illustrations group. The Shapes
gallery will appear.
2. Select a shape from the drop-
down gallery.
3. Drag the mouse on the slide
area to create a shape.
4. You can also add buttons.
Select any Action button at the
bottom of the Shapes gallery.
Wordart
• Is a stylized way of presenting words on the slide.
• Words that can be shaped into certain forms and
color may be added to slides.
Inserting WordArt
1. Click the Insert tab, then
click WordArt button in the
Text group.
2. A gallery will then appear
that will let you choose a
style.
3. You can also access
WordArt through the
Format tab.
Hyperlinks
• Is a reference to a hypertext document (like a Web
page) that enables you to “jump” to that document.
Adding Hyperlinks
1. Highlight the object where
you want to insert a
hyperlink.
2. Right-click it to open a
shortcut menu and click
Hyperlink.
3. A dialog box will appear
that will ask you to insert a
Web address.
Changing the Order of the
Slides
1. Under the View tab, in the Presentation Views
group, click Slide Sorter button.
2. Click a particular slide that you want to move and
then drag the slide to its new place.
Printing the Presentation
1. Click the File tab, then go to
Print.
2. Under Printer and Settings,
choose your desired
specifications.
3. Click Print button to start
printing.
Lesson 8:

The Internet
Internet
• It is a worldwide network of computers that allows
users to access other computers (no matter how far
away they are from each other).
• It allows users to access other computers wherever
they are in the world, as well as retrieve and send
information rapidly.
Connection Types
• Dial-Up Connection
• ISDN
• DSL
• Cable Internet
World Wide Web
• Is a distributed interconnection of information on
the Internet.
HTML, XHTML
• HyperText Markup Languages or HTML is the
written code used in creating Web pages.
• eXtensible HyperText Markup Language or XHTML
is a descendent of HTML.
Web Browser
• Is a software that lets a user display and interact
with documents and resources in the Web.
Parts of Web Browser
Uniform Resource Locator
http://www.ilovetechfactors.com.ph/home/index.htm

protocol Authority Path

Scheme
• HTTP – HyperText Transfer Protocol
• FTP – File Transfer Protocol
• Gopher – a menu-based system that allows users to
search and retrieve documents on the Internet.
• Telnet – an Internet protocol that lets users log in to
remote system and control the computer where
they are connected.
Authority
• This field may contain the IP address or domain
name.
Commonly used domain
types
gov Government institutions/agencies
edu Schools and other educational institutions
org Organization
mil Military organization
com Commercial websites
net Network organizations
Path
• The directory where the requested document can
be found. It is the text after the slash(/) character
after the authority.
File Transfer Protocol
• Is a protocol that allows the sharing of files on the
Internet through the client-server architecture.

ftp://USERNAME:PASSWORD@www.yoursitetoftp.com
Telnet
• Is a protocol that lets users to log in to remote
computers.
IRC
• Internet Relay Chat or IRC it allows user to
communicate with other people through the
Internet in real time, whether it is individually or in
groups.
Instant Messaging
• Allows users to share files
with each other. Some
messenger allow voice chat.
E-mail
• Is the common term for electronic mail.
Parts of E-mail
Lesson 9:

Collaborating Online
Three Categories of Online
Collaboration
• Communication
• Conferencing
• Coordination
Communication
• Is a free exchange of information
Conferencing
• Occurs when there is a shared goal among those
who are involved.
Coordination
• It has a shared goal, but it is also has a more
complex interdependence among participants.
Lesson 10:

Security and Privacy Issues

Malware
• These programs include computer viruses, worms,
Trojan horses, and spyware programs.
Computer Viruses
• Are self-replicating programs that attach to other
computer files and spread from one computer to
another.
Worms
• Do not need to attach to other computer files for
them to spread. They have the ability to spread
themselves from one computer to another.
• Once inside a computer, worms can do a number
of things delete files, install programs, or send
documents to other computers on a network
Trojan horses
• Masquerades as useful programs to trick the user
into installing them to the system.
• Once installed, it will provide an entrance to
backdoor to the system where it was installed.
Spyware
• Work in secret like Trojan horses, which may be
installed into the system without the knowledge of
the user.
How a computer virus
spreads
Online Fraud
• The term describes people
who break into computer
systems illegally.
• Credit card information is
often the target of online
fraud.
Phishing or Spoofing
• Is obtaining sensitive information, such as
passwords, credit card details, and personal
identification numbers through deception.
Spam
• Is the general term for unsolicited message that
you receive electronically, usually in your e-mail
inbox.
Ten Commandments of
Computer Ethics
1. Thou shalt not use a computer to harm other
people.
2. Thou shalt not interfere with other people’s
computer work.
3. Thou shalt not snoop around in other people’s
computer files.
4. Thou shalt not use a computer to steal.
5. Thou shalt not use a computer to bear false
witness.
create a 3 slides powerpoint of product introduction to apply advanced features of using hyperlinks and action buttons.

6. Thou shalt not copy or use proprietary software for

which you have not paid.
7. Thou shalt not use other people’s computer
resources without authorization or proper
compensation.
8. Thou shalt not appropriate other people’s
intellectual output.
9. Thou shalt think about the social consequences of
the program you are writing or the system you are
designing.
10.Thou shalt always use a computer in ways that
ensure consideration and respect for your fellow
humans.
Acitivity 3:
• Create a 3 slides powerpoint of product
introduction to apply advanced features of using
hyperlinks and action buttons.
Workshop
• Form a group of 4 members and prepare a new
product launching presentation activity.
• Use a word processing software for the actual
documentation of the product.
• Use electronic spreadsheet for the graphical
presentation of the data as per comparison of facts
against competitors.
• Use ms powerpoint for the presentation of the
product and upload in an online collaborative tool
for work sharing. The slide show to be automated
without human intervention.
output presentation