Business and Administration. Workbook 3 Learner Guide Introduction to using Computers in your workplace

Transcription

1 Business and Administration Workbook 3 Learner Guide Introduction to using Computers in your workplace A word processor (more formally known as document preparation system) is a computer application used for the production (including composition, editing, formatting, and possibly printing) of any sort of printable material. (

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3 Introduction to this Learner Guide This guide has been put together to support you in your work and to assist you when completing tasks / activities whilst completing your NVQ. It will not provide you with the answers to tasks and activities your Assessor sets you, it is a tool to support your development for using a computer in a business environment. You will be able to use this guide as a reference point for your day-to-day role, when using the computer and certain key applications and their common functions.

4 CONTENTS PAGE # 1. Introduction to Word 1 Word Document View 2 Word Basic Functions Explained 3 Getting Help 4-5 Formatting a document Font Formatting 6 Shortcuts to Font Formatting 7-8 Margins Margins overview 9 Changing Margin Sizes 10 Examples of Margin Adjustments 11 Shortcut for Changing Margin Sizes 12 Header and Footer Headers 13 Footers 14 Paragraph Formatting Formatting Text Formatting with Bullet Points Formatting with Numbering 18 Saving Your Document/File When and How to Save Shortcut to Saving a Word Document 20 Spell Checker 21 Editing Your Document Cut, Copy & Paste 22 Printing Your Document 23 Additional Printing Options Intermediate Word Find & Replace Text Function Create a Table in Word Table Properties 29 Cell Properties 29

5 2. Introduction to Excel 31 Excel - Document View 32 Control Keys 33 Cut, Copy & Paste 33 Formula Bar 34 Name Box 34 Worksheet Tabs 34 Editing Your Excel Spreadsheet Editing Cells 35 Formatting Cells (Alignment) 36 Number Formatting 37 Wrapping Text Excel Formulas Keypad - Mathematical Operators 40 How to Write a Formula 41 Cell Referencing AutoSum Printing Your Excel Worksheet/Book Intermediate Excel Creating Charts Other Useful Functions File/Document Shortcuts Attaching Documents to an Print Screen Key 57

6 Copyright Reed Treasury Limited

7 Introduction to Word Microsoft Word is used everyday in the Administration role and has radically changed the way we work within the office environment. It has become an essential tool for business, enabling users to reduce time spent on creating, recording, storing and producing documents for communication purposes. We can now create documents that are standardised and professional in their presentation and content. Copyright Reed Treasury Limited

8 Word - Document View To start Word, double click on the Word icon, this will open the programme Getting Help Toolbar Menu Bar Margins Cursor Ruler Main Page Status Bar Copyright Reed Treasury Limited

9 Word Basic Functions Explained Menu Bar Toolbars Status Bar Margins Rulers Cursor Getting Help Across the top of the window is the menu bar, which contains drop-down menus allowing you to access all of Word s functions. To see the menu items, click once on the menu name. Where a menu item has an arrow to the right of it, clicking on it will reveal a further sub-menu. Below the menu bar you will find one or more toolbars. The window above shows the Standard toolbar and the Formatting toolbar below it. The Standard toolbar contains icons to perform common tasks such as copy and paste. There are a number of other toolbars available in Word. To show a toolbar click on its name. Clicking on a toolbar with a tick next to its name will hide it. Along the bottom of the screen is the status bar, which shows information about your document, for example page number. Blank space around the edges of a page, similar to the margins you would create at school. You can use the default margins or create your own You can display rulers along the top and left of your document. The top ruler shows the indent settings and any tab settings you have created for the current paragraph. On the main page of the document, the cursor will flash to show where you have clicked on the page to start typing. Top right of the menu bar. This function enables you to ask questions for help when using any Microsoft Office programmes. It will provide you with a list of answers and you will need to select the one that best meets your need. Copyright Reed Treasury Limited

10 Getting Help All Microsoft programmes have a Help function. If you need to find out how to complete a function within the programme simply type in a simple question in relation to the function and it will take you to a selection of results from Microsoft Office online (similar to a search engine on the internet). For example see next page. Copyright Reed Treasury Limited

11 Example of using the Help function Type in question The results will appear on the side of your word document. Click on the answer that best meets your needs Copyright Reed Treasury Limited

12 FORMATTING A DOCUMENT Font Formatting To enter text into a document, simply click in the main document area of the Word window and begin typing. To select an area of text to format, place the cursor at the start of the text then, holding down the left mouse button, move the cursor to the end of the text and release the mouse button. This method selects text one word at a time. If the Formatting toolbar is not visible, select Toolbars from the View menu and click on Formatting. Click on the buttons shown below to apply the described formatting. Click on the down arrow to select from a list of fonts. Click on the down arrow to choose the font size. Bold Italic Single underline These options can also be changed by selecting Font from the format menu to display the Font dialog box. Copyright Reed Treasury Limited

13 Shortcuts for Font Formatting The previous section has shown you how to access the Font Formatting function through the menu bar, as with all Microsoft programmes there are shortcuts to accessing these functions, making it easier and quicker for you to amend/format a document. Step 1 - Type your text you would like to change to BOLD Step 2 - Move the cursor to the start of the sentence/word you want to change to Bold, click & hold on the left mouse button and highlight to the end of the word/sentence & click on the 'B' on the tool bar Step 3 - Simply click at the end of you sentence and it will reveal the new format Copyright Reed Treasury Limited

14 Follow the same process to change the font format to italic or underlining the word or sentence you want to amend. Italics Underlining Don't forget that you can combine the different formats i.e. Bold and Italic or Bold and Underlined or even Bold, Italic and Underlined. After highlighting the word or sentence, just simply click on each one of the shortcuts on the toolbar B I U Copyright Reed Treasury Limited

15 Margins Margins are an important part of formatting a document, as previously defined in Basic Word Functions Explained at the start of this document. When you first open a new Word document it will provide you with default margin sizes. However, you do not need to accept the default margin size for your document. You can reduce the length of a document by changing your margins, this control of your page margins is completed through the formatting functions. Top Margin (Grey Area) Left Margin (Grey Area) Right Margin (Grey Area) Bottom Margin (Grey Area) Copyright Reed Treasury Limited

16 Changing Margin Sizes Changing margin sizes is very simple and can done at any time. Click File on the menu bar, then select Page Setup.. in the command menu Select Margin Tab in the Page Setup menu and in the Margins section amend the size of your margins in accordance to need Copyright Reed Treasury Limited

17 Example of Margin Adjustments Default Margin Size Adjusted Margin Size Adjusted Margin Size Copyright Reed Treasury Limited

18 Shortcut for Changing Margin Sizes Rather than using the Menu Bar to access the formatting tool for the margins. As with all Word and Excel programmes there is an shortcut. Roll your mouse over where the margin meets the ruler. The cursor will turn into a double ended arrow. Right click and drag your margin to the desired size. This shortcut can be performed for all margins. Copyright Reed Treasury Limited

19 Header and Footer Headers and footers are used to make your document look more professional; they are usually used in report writing and help readers navigate through your document. They can also assist with identifying who the document author is and when it was created. People don't necessarily read a report or paper from front to back and will often flip ahead to the parts that interest them and even extract and photocopy sections which meet their needs. Setting Word to automatically add elements like page numbers, section titles, date, and author name, ensures that each page has the same essential information within the whole of your document. Headers To create a Header and Footer in a new document, click on VIEW on the Menu Bar, select Header and Footer in the command box You can either type in the text you require in the Header i.e. the Title of the document. Or you can select an AutoText from the Copyright Reed Treasury Limited

20 Footers As you will see from the above example, clicking on Header and Footer, Word will start by creating the Header for the document first. To create a Footer click on Switch between Header and Footer button. This will automatically provide you with the same options as created with the Header i.e. either type in your own Footer information or choose from the Insert AutoText drop down menu. The Footer function is normally used for page numbering, date of creation and author. Copyright Reed Treasury Limited

21 Paragraph formatting To ensure you create a professional and smart looking document, formatting is an important part in this process. Formatting Text The following buttons on the Formatting toolbar all control justification, and apply to the whole paragraph. The options are Left, Centre, Right and Full. See below for examples of text justification Copyright Reed Treasury Limited

22 More paragraph formatting options are available by selecting Format, Paragraph Options available include: Alignment The same options as available through the Formatting toolbar Indentation Left and Right indent the whole paragraph by the specified amount. Special options include First line to indent only the first line of a paragraph, and Hanging to indent every line except the first. Spacing Controls the spacing before and after a paragraph. Line Space Controls the space between lines within a paragraph. Copyright Reed Treasury Limited

23 Formatting with Bullets & Numbering Bullet points are regularly used in creating Word documents such as reports & letters. Before you start typing you need to select the type of bullet or numbering point you wish to use. Bullet Points Select the style of bullet point you want to use by selecting Format, click on the Bullets and Numbering command, and select the bullet point you would like to use and click OK. Click to select bullet point to use Click Ok, to insert selection in to your document Once you have clicked OK you will automatically return to the Word document. Your cursor will be flashing next to the bullet point you have just inserted to the document. Simply start typing the text for that bullet point. Copyright Reed Treasury Limited

24 As you can see bullet points are an effective way of communicating clearly in a document. To continue using bullet point, hit the return/enter key after you have completed the text for the first bullet point and it will automatically create a bullet point for you on the next line, as demonstrated above. Numbering Select the style of numbering you want to use for your document by selecting Format, click on the Bullets and Numbering command, then click on the Numbered tab to chose your numbered style and then click OK for it to be placed on your document. Click to select numbering style to use Click Ok, to insert selection in to your document Follow the same process as Bullet Points Copyright Reed Treasury Limited

25 Saving Your Document When you have created a document or completed an element of work within the Word document it is essential that you save it for a number of reasons: 1. Prevent it being lost whilst working on it 2. To keep it as a record 3. File it to a relevant place on the hard drive for storage purposes 4. To access easily in the future When should you save? Technology can be unreliable and you never quite know when the system may 'freeze' or 'crashes'. To prevent wasting time having to recreate work you have just done, it is essential to save as you go along. Key times to save your work are: Created a template Changed the format Completed a significant body of text Completed the actual document How to Save When you have created your document for the first time you will need to save it to a location on your computer. To complete this function you will need to Click on the File tab on the menu bar, it will open a command menu. Click on the Save As... command Copyright Reed Treasury Limited

26 It will prompt you to save the document to a location and to name it for reference and storage purposes. Enter the chosen name for your Choose the location of where you would like your document/file to be stored Once you have chosen the place for the document/file to be stored for the first time, you can continue to Save by clicking on the Save command in the file tab or by clicking on the shortcut on the tool bar. Shortcut for Saving a Word document! Get in the habit of clicking Save every 5-10mins! Copyright Reed Treasury Limited

27 Spell Checker A spell checker and thesaurus are provided with Word. To spell-check a document, select Spelling and Grammar from the Tools menu. When the checker finds a misspelling it highlights the word and displays a list of alternatives. You can choose from the following options: Option Ignore Ignore All Add Change Change All AutoCorrect Cancel Meaning Do not change this occurrence of the word Ignore all words spelt this way Do not change the word, and add this spelling to the dictionary Change the word for the highlighted suggestion Change all words spelt this way to the highlighted Correct the spelling to the highlighted suggestion and automatically correct any future similar mis-spellings Leave the spell checker To look a word up in the Thesaurus, place your cursor on the word, and from the Tools menu select Language, Thesaurus. Copyright Reed Treasury Limited

28 Editing Your Document Cut, Copy and Paste To save time and replication, in all Microsoft applications you have the ability to Cut, Copy and Paste items from a document. These function enable you to move or duplicate elements of a document or the entire document and place it in a: different location in the same document within a new document within a different document. The Copy, Cut and Paste buttons (icons) can be found at the top of the tool bar and usually appear like this: CUT COPY PASTE To select an area of text to copy or cut simply place the cursor at the start of the text then, holding down the left mouse button, move the cursor to the end of the text and release the mouse button. This method selects text one word at a time. When you have highlighted your chosen text, simply click on the icon you wish to use (copy or cut). Move the curser to where you want the text to be and then click on the paste icon. The text you highlighted will now appear where you want it. This process can also be done by using clicking on Edit on the Menu Bar and clicking on the same copy, cut and paste icons found in there. Copyright Reed Treasury Limited

29 Printing Your Document To print your document, select Print from the File menu to display the Print dialog box. Make sure that the correct printer is selected. If not, click on the down arrow to the right of the Name box and choose one from the list. In the Page range section select: All to print the whole document. Current page to print only the page the cursor is on. Pages to print specified pages. Enter the page numbers in the box as a range e.g. 1-5 or as individual numbers e.g. 1,2,5. Click on the OK button to print to the document. Please remember that you will always have to check the printer you have access to before printing. The demonstration screen above is for a Reed In Partnership office. Copyright Reed Treasury Limited

30 Additional Printing Options Most printers by default will print pages single-sided. If you require your document to be printed back to back (double-sided) you will need to select this option from the Print Properties function. This function also allows you to select the page layout of your document i.e. landscape or portrait. Click on Properties to access the layout of paper quality options for the document you want to print Print on Both Sides - this function enables you to save paper by printing your document back to back. If you need a document to be printed on just one side, you select Flip on Long Edge. Click OK to complete the command and return to the main print command box Copyright Reed Treasury Limited

31 INTERMEDIATE WORD Find & Replace Text Function You may have to create a document which is used as a standard template e.g. a contract between two companies or a service level agreement. Rather that searching through the entire document to change the company names, you can find a specific word (in this case a company name) and replace it with a new company name to whom you are adapting the document for. To Replace a word/name in a document Click on Edit on the Menu Bar and select Replace in the command menu. Then click on the Replace tab In the Find what: Enter the name of the company or the word you want to find In the Replace with: Enter the name of the company or word you want to replace the above with When replacing words rather than company names, you must be careful and ensure that you find and replace whole words, otherwise the function will replace words that have part of the word you actually want to replace. e.g. replacing red with blue. Word will replace every word which contains red with blue. Credit would be replaced with blue (Cblueit) There is a simple action that will prevent this from happening. Copyright Reed Treasury Limited

32 Follow the steps above with the word to find and replace Then click on the More button which will reveal another set of options Click on Find whole words only Once you have selected Find whole words only, you can then either choose replace all words or replace one word at a time. You can continue to do this until all the words you have selected to replace with are done. Word will then confirm when it has completed the checking and replacing of the word you have selected. Copyright Reed Treasury Limited

33 Create a Table in Word Tables are created within a Word document and again help to illustrate information clearly and concisely. To create a table in Word, select the Table tab on the menu bar, then select Insert and click on Table Clicking on the Table option will provide you with further options to create the actual table. You can select the number of columns and rows your table requires A table will be created with a predetermined column & row width Click OK to complete the command Copyright Reed Treasury Limited

34 Once you have completed the command and clicked OK, the table will be created in your selected Word document. As with Excel you may need to format the Table you have created. There are cells, rows and columns available to format. Copyright Reed Treasury Limited

35 Table Properties To format text in a cell of a table, select Table tab on menu bar, then click on Table Properties You will be provided the option to adjust the table, row, column and cells. Click on Table tab to adjust the properties of the actual table, which includes alignment and the option to create a border around the table Cell Properties To change the properties of a cell, select the cell you want to re-format and follow the above steps for Table properties and click on Cell rather than table. You can change the size of the cell width You can adjust the alignment of the text within the cell Copyright Reed Treasury Limited

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37 Introduction to Excel Microsoft Excel is used everyday in today's workplace. It has become an essential tool within the Finance sector, however everyday businesses use Excel for numerous functions, the worksheet/workbook format enables businesses to record, calculate and store volumes of data. As with Word, Excel has become an integral part of reporting and communicating in business. We can now create information in spreadsheets and transfer it into other applications such as Word or PowerPoint. Again, this application enables the user to produce spreadsheets/workbooks that are standardised and professional in their presentation and content. Copyright Reed Treasury Limited

38 Excel - Document View To start Excel, double click on the Excel icon, this will open the programme A worksheet will automatically be opened for you. Each worksheet contains columns and rows. The columns are lettered from A; the rows are numbered from 1. The number and letter make up a cell. The cell located in the upper left corner of the worksheet is cell A1, meaning column A, row 1. At the very top of the page is the standard tool bar similar to the one we have already seen in Microsoft Word. On the Title bar, Microsoft Excel displays the name of the workbook you are currently using. At the top of your screen, you should see "Microsoft Excel - Book1" In Microsoft Excel, each workbook is made up of several worksheets. Before moving to the next topic, move to a new worksheet. Copyright Reed Treasury Limited

39 Control Keys The Down Arrow Key You can use the down arrow key to move downward one cell at a time. Press the down arrow key several times. Note that the cursor moves downward one cell at a time. The Up Arrow Key You can use the Up Arrow key to move upward one cell at a time. Press the up arrow key several times. Note that the cursor moves upward one cell at a time. The Right and Left Arrow Keys You can use the right and left arrow keys to move right or left one cell at a time. Press the right arrow key several times. Note that the cursor moves to the right. Press the left arrow key several times. Note that the cursor moves to the left. You can also highlight an area by holding down the left mouse button and dragging the mouse over the area. Cut, Copy and Paste As with Word, to save time and replication, you have the ability to Cut, Copy and Paste items from a document in Excel. These function enable you to move or duplicate elements of a document or the entire document and place it in a: different location in the same document within a new document within a different document. The Copy, Cut and Paste buttons (icons) can be found at the top of the tool bar and usually appear like this: CUT COPY PASTE Copyright Reed Treasury Limited

40 Worksheet Components Formula Bar ƒx - The Formula Bar enables you to view, edit, enter data in the selected cell. If you have a formula in the selected cell this will show in the Formula Bar. If there isn't a formula in the cell the content of the cell will be displayed here. The cell content can be edited either directly in the formula bar or the actual cell Name Box The Name Box shows you the active cell address (also known as Cell Reference) as shown above the contents written in the cell are in Column 'C' and row '3'. Note the contents of C3 is also displayed in the Formula Bar. Worksheet Tabs You can keep several worksheets together, this is called a workbook. To change the name of a worksheet double click on the sheet you want to rename and type. Copyright Reed Treasury Limited

41 Editing Cells To complete a function in a cell, you need to select the cell you want to work in. Selected cells turn blue for your reference. You have 3 options to select cells: 1. If you want to select a row, simply click on the row you would like to format or complete a function in 2. If you want to select a column, simply click on the column you would like to format or complete a function in 3. To select a group of cells, simply click and drag your mouse over a group of cells Copyright Reed Treasury Limited

42 Formatting Cells As with Word, creating a professional looking document is essential and part of that process is creating a worksheet that is legible and easy to read. To format text in a cell: First select the cell the text you want to format then select Format on the menu bar and click Cells, then select Alignment As with Word you can align text/numbers in a cell. Click OK to complete the function Copyright Reed Treasury Limited

43 Number Formatting Formatting numbers within a worksheet is important when preparing financial documents. The process for number formatting is very similar to that of text. Click Format on the menu bar, then select Cells Select Number tab Select the formatting you require e.g. currency Select the formatting you require e.g. There are several types of formatting you can use from date, time and accounting. The further options enable you to select the decimal places you want to use. Copyright Reed Treasury Limited

44 Wrapping Text When you enter text that is too long to fit in a cell into a cell, it overlaps the next cell. If you do not want it to overlap the next cell you can wrap the text. To wrap your text Click on the first cell the text starts in (i.e. as above text starts in A1) Choose Format and Cells from the menu and then choose the Alignment tab. Click Wrap Text. Click OK. The text wraps. Click on the 1st cell the text starts in (A1) Click in the Wrap Text box Click OK to complete the command Copyright Reed Treasury Limited

45 Once you have wrapped your text, you will notice that it has wrapped to the length of the column. If you require the text to run along the width of spreadsheet, you will need to amend the width of the column Click and drag the divider line between columns to increase the width of a column Copyright Reed Treasury Limited

46 Excel Formulas Excel formulas allow you to create calculations for data you have entered into the spreadsheet. You can use Excel formulas for basic number crunching, such as addition or subtraction, as well as more complex calculations such as percentages and averages. Key for Mathematical Operators Division - forward slash ( / ) Multiplication - asterisk (* ) Subtraction - minus sign ( - ) Addition - plus sign ( + )! Top Tip - Ensure the Number Lock is activated in the numeric keypad side of your keyboard before you start using the Mathematical operators and numbers! Copyright Reed Treasury Limited

47 How To Write a Formula To start a formula in Excel you will need to start with the = sign rather than end with it as you would do with a normal maths equation (as taught in school). Starting with the = sign tells Excel that the information following it will be part of a formula and not a piece of data such as a name or number. Select the cell on the worksheet that you want to create the formula in. Selecting a cell with the = sign will mean the answer to the formula will be created in the selected cell Answer to the formula for cell A2: = This method of creating a formula is useful, only if you do not have to change or edit the data in the cell. A more effective way to create a formula is through Cell Referencing. Copyright Reed Treasury Limited

48 Cell Referencing Cell referencing means that you can create a formula using data from: Other worksheets in the same work book Cells in different areas of the worksheet One cell in the worksheet Don't forget that Cell Reference is actually referring of the column letter and row number you are selecting e.g. E7 Cell referencing is a quick and easy way to create formulas such as adding two sets of data in the worksheet. You can change data in a cell and it will automatically update any calculations that refer to that data. You can simply create a table using key headers and enter relevant information in to each of the cells. For example with the above Payroll sheet Column A = Staff Names Column B = Payroll Number Column C = Hours they worked for the week Column D = Hourly pay rate for each individual Column E = Gross Pay for the individual staff member Using the worksheet as a table you can see that: Copyright Reed Treasury Limited

49 Y. Shalil is located in Row 7, their Payroll Number is , the hours they have worked are 36 and their pay rate is 7.50 To work out how much each person was to be paid for the week (Gross Pay = Column E), you select the cell for the individual under the correct column you want to calculate their gross pay. E.g. Y. Shalil (Row 7, column E) Once you have selected the correct cell, you start the formula with = Then click on the hours worked cell for Y. Shalil (C7) Then select the relevant mathematical operator for the formula on your keyboard. Copyright Reed Treasury Limited

50 In this example we want to work out the total amount of pay for Y. Shalil, so will be using * (hours worked * hourly pay rate) Then using your mouse click on the hourly rate cell for Y. Shalil (D7) Finally hit enter to complete the formula and provide you with the total (E7) Copyright Reed Treasury Limited

51 AutoSum The AutoSum function in Excel will add up the numbers in a range of cells Sum Total Function This function is a key help when using spreadsheets to record data and calculate total amounts for that data. For example, payroll, statements for invoices, historical data on payments received. To use the AutoSum function, select the range of cells you would like to be totalled including an additional cell for the total to be calculated in. Then click on the AutoSum button on the toolbar Copyright Reed Treasury Limited

52 You can double check the range of cells you have selected for the AutoSum in the formula bar Once you have clicked in the AutoSum button, you will see in your chosen last cell the total amount of the range of cells selected will be calculated. Copyright Reed Treasury Limited

53 Printing Your Excel Worksheet When you are working in Excel, remember you can work on more than one worksheet within a workbook. When you want to print your work from Excel, you must remember that it will print the worksheet you are on by default. If you want to print the entire workbook you must select this option. To Print Your Document Select File and then select Print from the command menu Print Properties - You can select the page layout for your worksheet and the singlesided/double-sided print feature Print Preview - selecting this allows you to view the worksheet/pages you want to print before you commit to printing it Print What allows you to select the section of the worksheet/book you want to print e.g. Selection of worksheet, active worksheet, entire workbook Copyright Reed Treasury Limited

54 Intermediate Excel Creating Charts Using Microsoft Excel, you can represent numbers in a chart. You can choose from a variety of chart types. And, as you change your data, your chart will automatically update. You can use Microsoft Excel's Chart Wizard to take you through the process step-by-step. Creating a Column Chart To create the column chart shown above, start by creating the spreadsheet below exactly as shown. After you have created the spreadsheet, you are ready to create your chart. Highlight cells A3 to D6. You must highlight all the cells containing the data you want in your chart. You should also include the data labels. Choose Insert and Chart from the menu bar Copyright Reed Treasury Limited

55 Click Column to select the type of chart you want to create. In the Chart Subtype box, choose the Clustered Column icon to select the chart sub-type and click Next. The Chart Wizard will then confirm the range of cells you want the chart to be created in. Do not adjust Data Range just simply click Next. Type Toy Sales in the Chart Title field. Toy Sales will appear as the title of your chart. Type Products in the Category (X) Axis field. Products will appear as your x-axis title Type Units Sold in the Value (Y) Axis field. Units Sold will appear as your y-axis title Copyright Reed Treasury Limited

56 Click Next, then choose the Data Labels tab. Click Value in the Data Labels tab to display the data labels as values. Click Next Choose the Data Table tab. Select Show Data Table. The data table will appear below your chart and click Next Choose As Object In Sheet1 to make your chart an embedded object and part of the worksheet and click Finish Copyright Reed Treasury Limited

57 Your chart will appear on the spreadsheet. You can use this process to create different types of charts such as: Bar, Pie, Line, Scatter and Cylinder Copyright Reed Treasury Limited

58 Other Useful Functions File Shortcuts When using Windows Applications you can create a shortcut on the computer desktop to a file/document stored elsewhere. Shortcuts are used to easily access regularly used files/documents and prevent unnecessary copying of files or information. Computer Desktop File/Document Shortcuts Copyright Reed Treasury Limited

59 To create a shortcut select the file or document you want to create the shortcut to i.e. as above in its saved location on the system Right click on mouse and Select Send To on the command menu, then select Desktop (create shortcut) DeskLink Copyright Reed Treasury Limited

60 Once you have selected Desktop (create shortcut) DeskLink return to the Desktop and you will see the new shortcut for the file/document Chosen File Shortcut! To test if you have created your shortcut successfully double click on the shortcut icon and it will take you directly to the document or file! Copyright Reed Treasury Limited

61 Attaching Documents to an has become an integral part of communicating in business today. It provides a quick and easy way to send information to people. You can create documents in Windows programmes such as Word, Excel, PowerPoint and them to another person/company, this called an attachment. There are numerous types of accounts such as Hotmail, Yahoo, Gmail. s created using the above accounts will have the account name at the end e.g. susan.hotlen@hotmail.co.uk Organisations will often use their own packages such as Lotus notes and Outlook Express, having such accounts will enable them to have the company name at the end of the address e.g. susan.hotlen@reed.co.uk As there are varying types of accounts there are different ways of attaching a document to an . For this example we will use Hotmail. To attach a document to an simply open a new , ensuring you have put in the correct address for the recipient. Click on Attach on the Hotmail tool bar You will then be asked to choose the file you want to attach. You must know where your file is located on the system Copyright Reed Treasury Limited

62 Once you have chosen the file/document to attach to the , click Open or Attach depending on the programme. You will then return to the . If the attachment has been successful it will be shown within the tool bar. It will display the name of the attachment and the size. Continue as normal to send the document Please note: Depending on the application you use will determine the reference to an attachment, some applications use a paper clip symbol Copyright Reed Treasury Limited

63 Print Screen Key Print Screen Key is something that you may have to use when data inputting and cannot physically print the screen you have entered data into. It will literally take a snapshot or picture of your computer screen and copy it to the clipboard. The clipboard is an invisible holding area for the item that has been copied and is waiting there until you paste it to a document. This is the same principle for Cut and Copy as previously demonstrated in this guide. To take a snapshot of the screen you are currently working on, we will use the shortcut exercise earlier on Pg Once you have created the shortcut on your desktop simply: Hold down Ctrl key on your keyboard and press the Print Screen key You will then need to select the document you want the snapshot to be pasted into e.g. Word. Once the document has been opened simply click on the blank page and click Paste. Snapshots of screens have been used throughout to illustrate this guide Copyright Reed Treasury Limited

64 Copyright Reed Treasury Limited