ESSENTIAL MICROSOFT OFFICE 2007 Tutorials for Teachers

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1 ESSENTIAL MICROSOFT OFFICE 2007 Tutorials for Teachers by Bernard John Poole University of Pittsburgh at Johnstown Johnstown, PA Copyright Bernard John Poole, 2007 All rights reserved

2 Dedicated to my mother Winifred Lucy Poole ( ) who passed away August 4, 2007 aged 98 "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 5 Writing a Conference Call letter Lesson 2 MORE ON WORD PROCESSING 33 Working with larger documents Lesson 3 THE OFFICE DRAWING TOOLS 72 Lesson 4 INTRODUCTION TO THE SPREADSHEET 101 Preparing a gradebook Lesson 5 MORE ON THE USE OF THE SPREADSHEET 133 Making changes to existing spreadsheets Lesson 6 MAIL MERGE AND RELATED OPERATIONS 167 Form letters, data sources, and mailing labels Lesson 7 INTRODUCTION TO THE ACCESS DATABASE 200 Keeping student records Lesson 8 MORE ON DATABASE USE 229 Manipulating the data in the database Lesson 9 POWERPOINT PRESENTATIONS 249 Creating Slide Shows and related teaching materials Lesson 10 POWERPOINT BEYOND THE BASICS 281 Interactive, non-linear slide shows Office Shortcuts: Quick Keyboard Commands (Inside back cover) iii

4 CONTENTS (Detail will change as the tutorials are developed) INTRODUCTION... 1 I.1 THE OBJECTIVES OF THIS TEXT... 1 I.2 WHAT IS SPECIAL ABOUT THIS TEXT?... 1 I.3 WHY MICROSOFT OFFICE 2007?... 2 I.4 THE STATUS OF COMPUTING IN SCHOOLS... 2 I.5 TEACHING IS A COOPERATIVE ENDEAVOR... 3 I.6 ACKNOWLEDGMENTS... 3 REFERENCES... 4 Lesson 1 INTRODUCTION TO WORD... 5 Writing a Conference Call letter BEFORE YOU BEGIN... 5 LEARNING OUTCOMES OPENING AND NAMING A NEW WORD PROCESSOR FILE... 6 Showing the Full menus and organizing the Toolbars... 7 Saving a new Word document... 9 Creating a new folder on a disk SOME HELPFUL HINTS WHILE USING WORD Getting to know the tools in the Toolbars 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 Hide/Show option) Undoing unintended actions Scrolling through a document Shortcuts or quick keyboard commands Renaming a document ENTERING AND SAVING A DOCUMENT Entering the Conference Call letter iv

5 1.4 UPDATING AND SIMPLE FORMATTING OF A DOCUMENT Inserting the date Adding text 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 Showing the Full menus and organizing the Toolbars 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 fonts Changing the point size of text Inserting page breaks Spacing before and after paragraphs Using tabs Selecting the style of text Setting the spacing between lines v

6 2.3 CUSTOMIZING BULLETS AND NUMBERED LISTS Numbered lists Bulleted lists SETTING OFF A BLOCK OF TEXT WITH A BORDER 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 single 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 WRAPPING TEXT AROUND A PICTURE OR IMAGE MAKING A BACKUP COPY LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 3 THE OFFICE DRAWING TOOLS LEARNING OUTCOMES GETTING STARTED Showing the Full menus and organizing the Toolbars Displaying the Drawing toolbar Changing the Page Orientation DRAWING, MOVING, ROTATING, RESIZING, AND OTHERWISE EDITING SIMPLE SHAPES AND LINES Working with a drawing canvas Drawing lines Working with the lines and arrows Working with rectangles and ovals Rotating objects vi

7 Drawing a perfect square or circle Moving drawing objects Resizing drawing objects Editing (changing) straight lines or arrows AUTOSHAPES USING COLORS, PATTERNS, AND OTHER VISUAL EFFECTS Colors and transparencies Fill Effects Gradients Textures Patterns Filling shapes with pictures GROUPING, ORDERING, AND ALIGNING OBJECTS Grouping the drawing objects Ordering the drawing objects Aligning the drawing objects WORKING WITH TEXT AND WORD ART Using the Text Box tool Using the Word Art tool WORKING WITH ORGANIZATION CHARTS AND DIAGRAMS Discovery is a good way to learn LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 4 INTRODUCTION TO THE SPREADSHEET Preparing a Gradebook LEARNING OUTCOMES GETTING STARTED Showing the Full menus and organizing the Toolbars Some background 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 vii

8 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 GRADESHEET TEMPLATE Aligning data in spreadsheet cells Entering the column and row labels Entering "dummy" scores Adjusting the width of columns Changing the alignment of the column labels CREATING AND COPYING FORMULAS Creating the formula Copying and pasting formulas Relative references Filling down (copying the formula into the rest of the TOTAL column) Setting up the Percentage formula Using logical functions Absolute references Setting the Cell Attribute for the PCNT 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 PRINTING YOUR GRADESHEET SAVING A BACKUP COPY OF YOUR WORK A WORD ABOUT TEMPLATES AND STATIONERY DOCUMENTS LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION viii

9 Lesson 5 MORE ON THE USE OF THE SPREADSHEET Making changes to existing spreadsheets LEARNING OUTCOMES GETTING STARTED Showing the Full menus and organizing the Toolbars 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 Locking (protecting) 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 headers 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 spreadsheet Copying the LOOKUP function into the rest of the GRADE column CREATING CHARTS BASED ON THE SPREADSHEET DATA The concept of using charts The Excel charting capability 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 ix

10 Lesson 6 MAIL MERGE AND RELATED OPERATIONS Form letters, data sources, and mailing labels LEARNING OUTCOMES Another word of warning GETTING STARTED Showing the Full menus and organizing the Toolbars PREPARING THE ADDRESS BOOK DATA SOURCE DOCUMENT 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 Address Book document CREATING THE FORM LETTER (THE FIELD TRIP REPORT) Step 4: Write your letter 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 Mail Merge features PREPARING MAILING LABELS Deciding on the data for the mailing label Setting up the mailing labels PREPARING A NEW FORM LETTER USING AN EXISTING DATA SOURCE DOCUMENT Macros Renaming the Letter template and creating the merge document Using the Mail Merge toolbar Pasting a chart into the letter BACKING UP YOUR DATA LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION x

11 Lesson 7 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 Showing the Full menus and organizing the Toolbars 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 Checking or entering data automatically Using an input mask to control the format for a field COMPLETING PREPARATION OF THE DATABASE TEMPLATE Creating a Form for the new database Rearranging the layout of a record in the Form window ADDING RECORDS TO A NEW OR EXISTING DATABASE Creating a new database based on the Template database (Importing Objects) Entering the data for the records in the database file 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 xi

12 Lesson 8 MORE ON DATABASE USE Manipulating the data in the database LEARNING OUTCOMES GETTING STARTED Showing the Full menus and organizing the Toolbars 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 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 tool Initial definition of the layout or report IMPROVING THE REPORT (MAKING CHANGES) PRINTING REPORTS LOOKING BACK 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 Showing the Full menus and organizing the Toolbars xii

13 Normal View Slide Sorter view Slide Show view Features to look out for in the demonstration presentation BUILDING THE PRESENTATION Preparation of the outline Typing the outline entries Adding the pictures to the slides ADDING BELLS AND WHISTLES TO THE PRESENTATION Setting timings for the slides and adding transitions Choosing slide designs Making the Screenbean images transparent Checking out the presentation Hiding slides and using action buttons ACTION BUTTONS AND HIDDEN SLIDES Action buttons Hidden slides Changing an Action button s colors and effects PRINTING PRESENTATION HANDOUTS LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Lesson 10 POWERPOINT BEYOND THE BASICS Interactive, non-linear slide shows LEARNING OUTCOMES INTERACTIVE POWERPOINT AT WORK Showing the Full menus and organizing the Toolbars Features to look out for in the demonstration presentation BUILDING THE PRESENTATION Preparation of the outline Question and feedback slides MAKING THE PRESENTATION INTERACTIVE Duplicating and sorting the feedback slides Hyperlinking the answers to the appropriate slides Creating Action Buttons xiii

14 10.4 FORMATTING YOUR PRESENTATION Selecting a Design Template Replacing fonts Changing the color scheme Tips on color choices for printing Applying different design templates to certain slides in a show Applying customized backgrounds to the slides INSERTING CONTENT Inserting clip art Inserting (importing) other pictures or pictures of your own Inserting sound Inserting video Inserting SOME FINAL THOUGHTS ABOUT PRESENTATIONS LOOKING BACK LOOKING FORWARD SKILL CONSOLIDATION Microsoft Office Shortcuts: QUICK KEYBOARD COMMANDS (inside back cover) xiv

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