ESSENTIAL MICROSOFT OFFICE 2013 Tutorials for Teachers

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1 ESSENTIAL MICROSOFT OFFICE 2013 Tutorials for Teachers by Bernard John Poole Associate Professor Emeritus University of Pittsburgh at Johnstown Johnstown, PA, USA Copyright Bernard John Poole, 2013 All rights reserved

2 Dedicated to my wife Marilyn Giorgio-Poole, PhD to our son, Zsolt, his wife Ann, and their baby daughter Leela Charlotte Poole born also to my American family, especially Anne and Augie Giorgio, whose outspread arms welcomed me to the United States of America 33 years ago, and who, over the years, have been a source of much happiness and joy. May they rest in peace. "Life begets life. Energy creates energy. It is by spending oneself that one becomes rich." Sarah Bernhardt ( ) ii

3 Brief Table of Contents Table of Contents i Introduction 1 Lesson 1 INTRODUCTION TO WORD 4 Writing a Conference Call letter Lesson 2 MORE ON WORD PROCESSING 40 Working with larger documents Lesson 3 THE OFFICE DRAWING TOOLS 90 Lesson 4 INTRODUCTION TO THE EXCEL SPREADSHEET 130 Preparing a gradebook Lesson 5 MORE ON THE USE OF THE SPREADSHEET 165 Making changes to existing spreadsheets Lesson 6 INTRODUCTION TO THE ACCESS DATABASE 205 Keeping student records Lesson 7 MAIL MERGE AND RELATED OPERATIONS 239 Form letters, data sources, and mailing labels Lesson 8 MORE ON DATABASE USE 272 Manipulating the data in the database Lesson 9 POWERPOINT PRESENTATIONS 298 Creating Slide Shows and related teaching materials Lesson 10 POWERPOINT BEYOND THE BASICS 327 Interactive, non-linear slide shows iii

4 CONTENTS INTRODUCTION... 1 I.1 THE OBJECTIVES OF THIS TEXT... 1 I.2 WHAT IS SPECIAL ABOUT THIS TEXT?... 1 I.3 WHY MICROSOFT OFFICE 2013?... 2 I.4 THE STATUS OF COMPUTING IN SCHOOLS... 2 I.5 TEACHING IS A COOPERATIVE ENDEAVOR... 3 I.6 ACKNOWLEDGMENTS... 3 REFERENCES... 3 Lesson 1 INTRODUCTION TO WORD... 4 Writing a Conference Call letter BEFORE YOU BEGIN... 4 LEARNING OUTCOMES OVERVIEW OF MICROSOFT OFFICE OPENING AND NAMING A NEW WORD DOCUMENT... 7 Naming and saving a new Word document Creating a new folder on a disk SOME HELPFUL HINTS WHILE USING WORD Word processing is not the same as using a typewriter There are two cursors you need to know about Correcting errors while entering text Removing unwanted Returns (using the Show option) Undoing unintended actions Scrolling through a document Shortcuts or quick keyboard commands Renaming a document CREATING AND SAVING A DOCUMENT Typing the Conference Call letter UPDATING AND SIMPLE FORMATTING OF A DOCUMENT Inserting the date iv

5 Adding text to an existing document Removing text Changing text Selecting (highlighting) a block of text Changing margins and using the Word Indent Markers CHECKING THE DOCUMENT FOR SPELLING ERRORS Accessing the spelling checker PRINTING A FIRST DRAFT OF THE DOCUMENT Print Preview-ing your work Removing your document from the printer Always proofread your writing RUNNING OFF A FINAL COPY MAKING A BACKUP COPY OF THE DOCUMENT LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 2 MORE ON WORD PROCESSING Working with larger documents LEARNING OUTCOMES GETTING STARTED Before we begin Setting up for the tutorial Inserting Page Numbers MORE TOOLS FOR FORMATTING TEXT A word about default settings A word about WYSIWYG Setting the margins Aligning text Choosing font faces Changing the point size of text Inserting page breaks Changing the layout of the Skill or Concept table Spacing before and after paragraphs BULLETS AND NUMBERED LISTS Numbered lists Bulleted lists v

6 2.4 SETTING OFF A BLOCK OF TEXT WITH A BORDER USING TAB STOPS Inserting Tab stops Removing Tab stops STYLE OF TEXT AND LINE SPACING Boldface Underline Italics Line Spacing INDENTING TEXT Adjusting (moving) the Indent Markers Indenting the first line of paragraphs Hanging indents CREATING SECTIONS AND COLUMNS OF TEXT FINDING AND REPLACING TEXT Finding a text string Replacing a multiple occurrence of a text string MOVING AND COPYING TEXT WITHIN A DOCUMENT Moving text within a document Copying text within a document CHECKING THE DOCUMENT OF SPELLING AND OTHER ERRORS ADDING GRAPHICS TO A WORD DOCUMENT CREATING A TABLE OF CONTENTS LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 3 THE OFFICE DRAWING TOOLS LEARNING OUTCOMES GETTING STARTED Before we begin OVERVIEW OF THE DRAWING TOOLS IN OFFICE Working with Shapes vi

7 Working with your own Pictures Working with Online Pictures Working with SmartArt and WordArt Changing the Page Orientation Using the Zoom tool DRAWING, MOVING, ROTATING, RESIZING, AND OTHERWISE EDITING SIMPLE SHAPES AND LINES Live Preview Drawing lines Working with lines and arrows Working with rectangles and ovals Rotating objects Drawing a perfect square or circle Moving drawing objects Resizing drawing objects Editing (changing) straight lines or arrows OTHER DRAWING SHAPES USING COLORS, PATTERNS, AND OTHER VISUAL EFFECTS Colors and transparencies Fill Effects Filling shapes with pictures Shape Effects GROUPING, ORDERING, AND ALIGNING OBJECTS Grouping drawing objects Resizing objects Aligning drawing objects Rotating drawing objects Ungrouping objects Ordering the drawing objects WORKING WITH TEXT AND WORDART Using the Text Box tool Using the WordArt tool WORKING WITH SmartArt Adding a new SmartArt diagram Discovery is the best way to learn LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION vii

8 Lesson 4 INTRODUCTION TO THE SPREADSHEET Preparing a gradebook LEARNING OUTCOMES GETTING STARTED Some background about spreadsheets Templates HELPFUL HINTS WHILE USING THE SPREADSHEET A spreadsheet is a grid divided into rows and columns Moving around in the spreadsheet Identifying the active cell's coordinates Selecting a range (group) of cells Location of the active (selected) cell after entering data into a cell Blanking out a cell or cells in the spreadsheet Editing the data in the Entry bar Editing data after they have been entered into a cell SETTING UP LABELS FOR YOUR GRADEBOOK TEMPLATE Aligning data in spreadsheet cells Entering the column and row labels Entering "dummy" scores More practice adjusting the width of columns Changing the alignment of the column labels CREATING AND COPYING FORMULAS Creating a formula Copying and pasting formulas Relative references Filling down (copying the formula into the rest of the TOTAL column) 148 Setting up the Percentage formula Using logical functions Absolute references Setting the Cell Attribute for the PERCENTAGE column Checking out the formulas ENTERING NAMES AND SCORES FOR EACH STUDENT Changing the name of the template document Entering the student names Entering the scores for each student MAKING CHANGES TO YOUR GRADEBOOK Adding a student to the roster (Inserting rows) Inserting columns Deleting (cutting) rows and columns viii

9 4.7 PRINTING YOUR GRADE BOOK SAVING A BACKUP COPY OF YOUR WORK A WORD ABOUT TEMPLATES AND STATIONERY DOCUMENTS LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 5 MORE ON THE USE OF THE SPREADSHEET Making changes to existing spreadsheets LEARNING OUTCOMES GETTING STARTED RECAPITULATION AND REINFORCEMENT Moving from cell to cell in the spreadsheet More cell selection commands UPDATING AN EXISTING SPREADSHEET Dividing up the spreadsheet to make it easier to read Adding formulas to the spreadsheet Calculating an average for each of the grade columns A word about automatic calculation Displaying the highest and lowest scores for each column of scores Protecting (locking) important cells Dividing the spreadsheet into panes MAKING MORE CHANGES TO THE LOOK OF THE SPREADSHEET Putting a border around a cell or set of cells Removing grid lines and column and row headings Updating the Grades Template spreadsheet USING THE LOOKUP FUNCTION The concept of the LOOKUP function Building the LOOKUP Table Using the clipboard to copy cells from one document to another Entering the LOOKUP function into the GRADE column Copying the LOOKUP function into the rest of the GRADE column ix

10 5.6 CREATING CHARTS BASED ON THE SPREADSHEET DATA The Excel charting capability Creating a column chart Creating a pie chart PRINTING THE UPDATED SPREADSHEET Selecting a section of the spreadsheet for printing MAKING A BACKUP COPY OF YOUR DOCUMENTS LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 6 INTRODUCTION TO THE ACCESS DATABASE Keeping student records LEARNING OUTCOMES AN OVERVIEW OF THE DATABASE CONCEPT How is a database organized? The general terminology used to describe data storage Access database terminology LET S GET PRACTICAL PLANNING A NEW DATABASE Points to ponder when planning a database Design guidelines for a Student Roster database SOME HINTS BEFORE CREATING THE DATABASE TEMPLATE CREATING THE DATABASE TEMPLATE Entering field names for the database Using the Lookup Wizard to specify selected values for a field Using an input mask to control the format for a field Entering the remaining fields in the database COMPLETING PREPARATION OF THE DATABASE TEMPLATE 227 Creating a Form for the new database ADDING RECORDS TO A NEW OR EXISTING DATABASE Creating a new database based on the Template database Importing a Table Importing a Form Entering the data for the records in the database document x

11 Adding a New Record to the database VIEWING THE DATA IN THE DATABASE UPDATING ENTRIES AND RECORDS IN THE DATABASE Updating the contents of a field (one item of data in a student record) Deleting (clearing) a record Deleting several records at once SAVING A BACKUP COPY OF YOUR WORK LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 7 MAIL MERGE AND RELATED OPERATIONS Form letters and mailing labels LEARNING OUTCOMES GETTING STARTED PREPARING THE ADDRESS LIST DATABASE Step 1: Select the document type Step 2: Select the starting document Step 3: Select the recipients of the form letter Editing the Mail Merge Recipients list Entering the data for the remaining records in the database CREATING THE FORM LETTER (THE FIELD TRIP NOTICE) Step 4: Write your form letter Inserting the date Inserting fields (placeholders) into your form letter Step 5: Previewing your letters PRINTING THE FIELD TRIP NOTICE Step 6: Complete the Merge A summary of the Microsoft Word 2013 Mail Merge features PREPARING MAILING LABELS Deciding on the data for the mailing label Step 1: Select the document type Step 2: Select the starting document Step 3: Select recipients Step 4: Arrange your labels Step 5: Preview your labels xi

12 Step 6: Complete the merge PREPARING A NEW FORM LETTER USING AN EXISTING DATABASE Macros Creating the macro Using the macro Renaming the Letter template and creating the form letter Pasting a chart into the letter LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 8 MORE ON DATABASE USE Manipulating the Data in the Database LEARNING OUTCOMES GETTING STARTED REVIEWING THE BASICS Viewing the data in the database Adding a record to the database Clearing a field in a record Deleting (clearing) a record, or a set of records Changing the data in a field SEARCHING AND QUERYING A DATABASE Finding a single record using data from a specific field Finding two or more records based on data from a single field Filter by Selection Filter by Form Searching based on criteria from more than one field SORTING RECORDS Sorting on a single field CREATING REPORTS A word about the Access database reporting facility Initial definition of the layout or report IMPROVING THE REPORT (MAKING CHANGES) PRINTING REPORTS LOOKING BACK xii

13 LOOKING FORWARD SKILL CONSOLIDATION Lesson 9 POWERPOINT PRESENTATIONS Creating Slide Shows and related teaching materials LEARNING OUTCOMES SOME INTRODUCTORY THOUGHTS ABOUT PRESENTATIONS PowerPoint AT WORK Different ways to view your presentation Features to look out for in the demonstration presentation BUILDING THE PRESENTATION Preparation of the outline Typing the outline entries Switching levels Adding pictures to the slides ADDING BELLS AND WHISTLES TO THE PRESENTATION Setting timings for the slides and adding transitions Choosing slide Design Themes Choosing slide Color Schemes Resizing the Screenbeans on each of the slides Making the Screenbean images transparent Checking out the presentation PRINTING PRESENTATION HANDOUTS LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 10 POWERPOINT BEYOND THE BASICS Making interactive, non-linear slide shows and enhancing formatting LEARNING OUTCOMES ADDING ACTION BUTTONS AND HIDDEN SLIDES TO AN EXISTING PRESENTATION Action buttons Copying the Action Buttons to the other slides Hidden slides Animation Schemes xiii

14 10.2 INTERACTIVE POWERPOINT AT WORK Features to look out for in the demonstration presentation Action buttons and hyperlinks BUILDING THE PRESENTATION Get to know the Quick Keyboard Shortcuts Question and feedback slides MAKING THE PRESENTATION INTERACTIVE Hyperlinking the answers to the appropriate slides Creating Action Buttons Forcing the user to click on an Action button FORMATTING YOUR PRESENTATION Selecting a Design Template Replacing fonts Changing the color scheme Tips on color choices for printing Applying different Design Themes to certain slides in a show Applying customized backgrounds to the slides INSERTING CLIP ART AND OTHER CONTENT Inserting clip art Inserting (importing) other pictures or pictures of your own Inserting sound Inserting videos or animations Inserting an hyperlink SOME FINAL THOUGHTS ABOUT PRESENTATIONS LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION xiv

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