NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION

Transcription

1 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION This session is divided into six modules: Module 1: Using Windows Module 2: Files and Folders Module 3: Outlook Module 4: Microsoft Word Module 5: Microsoft Excel Module 6: PowerPoint

2 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 1 Using Windows

3 Welcome! Microsoft Windows is an important part of everyday student life. Whether you are logging onto an NSCC computer or having to create files for your faculty, you will be exposed to Windows; the world s leading operating system for home and business computers. Whenever you open a program, file or folder, it appears on your screen in a box or frame called a window. This is where the Windows operating system gets its name. With windows being everywhere in the operating system, it is important to understand how to move them, change their size or enter/exit from applications. The Microsoft Office session has six modules. This is module number 1 Using Windows. In this package you will find everything you need to complete this module. Note: Microsoft Windows 7 is the operating system used in most computers at NSCC and is the version referenced throughout this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 2

4 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 5 ONLINE RESOURCES... 6 FILES AND FOLDERS STUDY GUIDE... 9 ACCESSING WINDOWS THROUGH YOUR DESKTOP PRACTICE NAVIGATING THROUGH WINDOWS About Windows Parts of a Typical Window Changing the size of a window: Hiding a window: Closing a window: Switching between windows: Dialog boxes: PRACTICE USING THE START MENU About the Start Menu Use the Start menu to do these common activities: The Start menu has three basic parts: Features of the Start menu: PRACTICE USING THE TASK BAR About the Task Bar PRACTICE USING THE TOOL BAR About the Tool Bar SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 3

5 PRACTICE USING THE MENU BAR About the Menu Bar PRACTICE WORKING WITH DESKTOP ICONS About Icons Adding and removing icons from the desktop: The Recycle Bin: ACCESSING HELP AND TUTORIAL SUPPORT FEATURES About help and tutorial support Ensuring Access to Online Help Topics Practice switching between users, logging on / off and successfully restarting computer Switch users without logging off: Turning off your computer properly: Use the Shutdown button on the Start menu: PRACTICE USING THE MS OFFICE INTERFACE FOR ALL APPLICATIONS The main elements you ll use are: WINDOWS STUDY GUIDE... 7 FINAL STEPS: Coming up next Module 2 Files and Folders SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 4

6 LEARNING OUTCOMES What will I learn? In this module you will practice Navigating through various components of Windows Using menus, toolbars, icons and taskbars to access content on network and hard-drive. Accessing help and tutorial support features in the operating system. Switching between users, logging on / off and successfully restarting computer. Using the Office interface and associated common features. By the end of the module you will be able to: Turn on computer and log onto network using NSCC credentials / log off successfully Open programs through Start Menu / access specified directories (for future use) Work with features which are common to Windows and Office Access help and tutorial support features for operating system and Office suite This is an important part of working towards the session learning objectives: Perform basic tasks and functions of an operating system / access help and tutorial support features SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 5

7 ONLINE RESOURCES These resources may help you develop your skills in using Windows 7. Module about basic tasks in Windows Video Tour of Windows SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 6

8 WINDOWS STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Turn on computer and log onto network. Switch between users, log off and restart computer. Access help and tutorial support features in the operating system. Navigate through various components of Windows. Work with features which are common to Windows and Office. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 7

9 Skill Complete How I did it (in my own words) Trouble Spots Open programs through Start Menu / access specified directories such as My Documents, My Pictures and My Computer SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 8

10 FILES AND FOLDERS STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 9

11 ACCESSING WINDOWS THROUGH YOUR DESKTOP The desktop is the main screen area that you see after you turn on your computer and log on to Windows. Like the top of an actual desk, it serves as a surface for your work. When you open programs or folders, they appear on the desktop. You can also put things on the desktop, such as files and folders and arrange them in the particular order you want. The desktop is sometimes defined more broadly to include the taskbar. The taskbar sits at the bottom of your screen. It shows you which programs are running and allows you to switch between them. It also contains the Start button, which you can use to access the Start Menu - containing programs, folders and computer settings. Figure 1 - Image of the Windows Start button located in the bottom left of the screen SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 10

12 Figure 2 - This screen capture of a desktop in Windows highlights helpful areas in the Windows environment. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 11

13 PRACTICE NAVIGATING THROUGH WINDOWS About Windows Although the contents of every window are different, all windows share the following in common: Always appear on the desktop. Have the same basic parts and features Accessed through the Task bar Provide the basis for operating system Figure 3 - This screen capture shows a sample window. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 12

14 Parts of a Typical Window Title bar - displays the name of the document and program (or the folder name if you're working in a folder). Minimize, Maximize, and Close buttons - these buttons hide the window, enlarge it to fill the whole screen and close it. Menu bar - contains items that you can click to make choices in a program. Scroll bar - lets you scroll the contents of the window to see information that is currently out of view. Borders and corners - you can drag these with your mouse pointer to change the size of the window. Changing the size of a window: To make a window fill the entire screen, click its Maximize button or double-click the window's title bar. To return a maximized window to its former size, click its Restore button (this appears in place of the Maximize button). Or, you can double-click the window's title bar. To resize a window (make it smaller or bigger), point to any of the window's borders or corners. When the mouse pointer changes to a two-headed arrow, drag the border or corner to shrink or enlarge the window. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 13

15 Hiding a window: Hiding a window is called minimizing it. If you want to get a window out of the way temporarily without closing it, minimize it. To minimize a window, click the Minimize button. The window disappears from the desktop and is visible only as a button on the taskbar - the long horizontal bar at the bottom of your screen. To make a minimized window appear again on the desktop, click its taskbar button. The window appears exactly as it did before you minimized it. Closing a window: Closing a window removes it from the desktop and taskbar. If you're done with a program or document and don't need to return to it right away, close it. To close a window, click the Close button. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 14

16 Switching between windows: If you open more than one program or document, your desktop can quickly become cluttered with windows. Keeping track of which windows you have open isn't always easy, because some windows might partially or completely cover others. Using the taskbar. The taskbar provides a way to organize all of your windows. Each window has a corresponding button on the taskbar. To switch to another window, just click its taskbar button. The window appears in front of all other windows, becoming the active window; the one you're currently working in. To easily identify a window, point to its taskbar button. When you point to a taskbar button, you'll see a thumbnail-sized preview of the window; whether the content of the window is a document, a photo or even a streaming video. This preview is especially useful if you can't identify a window by the title alone. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 15

17 Dialog boxes: A dialog box is a special type of window that asks you a question; allows you to select options to perform a task or provides you with information. You'll often see dialog boxes when a program or Windows needs a response from you before it can continue. A dialog box appears if you exit a program without saving your work Unlike regular windows, most dialog boxes can't be maximized, minimized or resized. They can; however, be moved. Figure 4 - Image of a Dialogue box SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 16

18 PRACTICE USING THE START MENU About the Start Menu The Start menu is the main gateway to your computer's programs, folders and settings. It's called a menu because it provides a list of choices; just as any program application would offer. As the start implies, it's often the place that you'll go to start or open things. Figure 5 - Screen shot of the Start menu with arrows labeling the sections SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 17

19 Use the Start menu to do these common activities: Start programs Open commonly used folders Search for files, folders and programs Adjust computer settings Get help with the Windows operating system Turn off the computer Log off from Windows or switch to a different user account Open the Start menu The Start menu has three basic parts: The large left pane shows a short list of programs on your computer. Your list will be customized when you log onto NSCC; therefore, exact appearance may vary. Note: Clicking All Programs displays a complete list of programs. At the bottom of the left pane is the search box; which allows you to look for programs and files on your computer by typing in search terms. The right pane provides access to commonly used folders, files, settings and features. It's also where you go to log off from Windows or turn off your computer. Features of the Start menu: Personal folder - opens your personal folder, which is named for whoever is currently logged on to Windows. Documents - opens the Documents library, where you can access and open text files, spreadsheets, presentations and other kinds of documents. Pictures - opens the Pictures library, where you can access and view digital pictures and graphics files. Music - opens the Music library, where you can access music and other audio files. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 18

20 Computer - opens a window where you can access disk drives, cameras, printers, scanners and other hardware connected to your computer. Control Panel - opens Control Panel, where you can customize the appearance and functionality of your computer, install or uninstall programs, set up network connections and manage user accounts. Devices and Printers - opens a window where you can view information about the printer, mouse, and other devices installed on your computer. Default Programs - opens a window where you can choose which program you want Windows to use for activities - such as web browsing. Help and Support - opens Windows Help and Support, where you can browse and search Help topics about using Windows and your computer. Shutdown button - turns off the computer. Note: Clicking the arrow next to the Shutdown button displays a menu with additional options for switching users, logging off, restarting or shutting down (See further below in Module). SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 19

21 PRACTICE USING THE TASK BAR About the Task Bar The task bar is the long horizontal bar at the bottom of your screen. Unlike the desktop, which can get obscured by the windows on top of it, the task bar is visible almost all the time. It has four main sections: The Start button - which opens the Start menu. The Quick Launch toolbar - which lets you start programs with one click. The middle section - which shows you which programs and documents you have opened and allows you to quickly switch between them. The notification area - which includes a clock and icons (small pictures) that communicate the status of certain programs and computer settings. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 20

22 PRACTICE USING THE TOOL BAR About the Tool Bar The Tool bar takes its name from the bar-like arrangement of buttons or other controls into a single row or column A toolbar is a row, column or block of buttons or icons representing tasks you can do within a program. Some toolbars can appear on the taskbar. The toolbar in Windows 7 explorer lets you quickly create a new folder, organize files and folders, include a file or folder in library and share files with groups. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 21

23 PRACTICE USING THE MENU BAR About the Menu Bar Most programs contain dozens or even hundreds of commands (actions) that you use to work the program. Many of these commands are organized under menus. Like a restaurant menu, a program menu shows you a list of choices. To keep the screen uncluttered, menus are hidden until you click their titles in the menu bar - located just underneath the title bar. To choose one of the commands listed in a menu, click it. Sometimes a dialog box appears, in which you can select further options If you don't see the command you want, try looking at another menu. Move your mouse pointer along the menu bar and its menus open automatically; you don't need to click the menu bar again. To close a menu without selecting any commands, click the menu bar or any other part of the window. Figure 6 - This screen shot distinguishes the Menu Bar from the Tool Bar SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 22

24 Figure 7 - This screen shot shows the different menus that appear when Menu Bar commands are clicked SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 23

25 SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 24

26 PRACTICE WORKING WITH DESKTOP ICONS About Icons Icons are small pictures that represent files, folders, programs and other items. NSCC has added other icons to the desktop - you ll see this when you log on. Double-clicking a desktop icon starts or opens the item it represents. Adding and removing icons from the desktop: You can choose which icons appear on the desktop. Ultimately, you can add or remove an icon at any time. Some people like a clean, uncluttered desktop with few or no icons. If you want easy access from the desktop to your favorite files or programs, you can create shortcuts to them. A shortcut is an icon that represents a link to an item, rather than the item itself. When you double-click a shortcut, the item opens. If you delete a shortcut, only the shortcut is removed, not the original item. You can identify shortcuts by the arrow on their icon. Figure 8 - A file icon (left) and a shortcut icon (right) SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 25

27 The Recycle Bin: When you delete a file or folder, it doesn't actually get deleted right away; it goes to the Recycle Bin. That's a good thing, because if you ever change your mind and decide you need a deleted file, you can get it back. Figure 9 - The Recycle Bin when empty (left) and full (right) Note: If you're sure that you won't need the deleted items again, you can empty the Recycle Bin. Doing this function will permanently delete the items. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 26

28 ACCESSING HELP AND TUTORIAL SUPPORT FEATURES About help and tutorial support The help and support feature in Windows 7 not only gives you general and detailed information on how to use Windows, but also helps you by providing answers from Microsoft on the particular problems you are facing. To open Windows Help and Support window, select Start which is followed by Help and Support. The Windows Help and Support feature incorporates a Search Help text box that can be used to search for specific topics. Ensuring Access to Online Help Topics Once you have access to Windows Help and Support, open the Options menu and click Settings - this will takes you to the Help Settings dialog box. This is your complete access to the latest version of online help topics from Microsoft. Finding a particular help topic is straightforward. Simply type your search word or phrase in the search box (in the toolbar at the top of Help window) and press Enter. Windows then displays links for up to 30 of the best results - with the ones most likely to be useful at the top of the list. See Figure 10 for a screen shot of the Windows Help and Support window. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 27

29 Figure 10 - screen shot showing Windows Help and Support SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 28

30 Practice switching between users, logging on / off and successfully restarting computer. Switch users without logging off: If there is more than one user account on the computer, Fast User Switching is an easy way for another student to log on to the computer without logging you off or closing your programs and files. Click the Start button, and then click the arrow next to the Shutdown button. Click Switch User. Press Ctrl+Alt+Delete and then click the user you want to switch to. Turning off your computer properly: When you're finished using the computer, it's important to turn it off properly - not only to save energy, but also to help keep the computer more secure. There are three ways to turn off the computer: Pressing the computer's power button. Using the Shutdown button (sometimes called the Power button) on the Start menu. If you are using an approved NSCC laptop, closing the lid. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 29

31 Use the Shutdown button on the Start menu: To turn off the computer using the Start menu, click the Start button and then in the lower-right corner of the Start menu, click Shut down. When you click Shut down, the computer closes all open programs, along with Windows itself, and then completely turns off the computer and display. Shutting down doesn't save your work, so you must save your files first. Figure 11 - screen shot of the shut down options found in the Start menu SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 30

32 PRACTICE USING THE MS OFFICE INTERFACE FOR ALL APPLICATIONS The Office 2010 suite comprises a number of common elements that define how you interact with this product. Having knowledge of the elements will help you work more efficiently with Office and allow you to more quickly find the commands that you need. The design of Office 2010 also makes it easy to discover features that might have remained hidden beneath layers of toolbars and menus. The main elements you ll use are: The Ribbon - the strip across the top of program window that contains your commands. Quick Access Toolbar - the single standard toolbar that appears on the Ribbon and offers single-click access to most needed commands; such as Save and Undo. Status Bar - the bar at the bottom of program window that displays status information and includes buttons that allow you to change your view. Help Tab - the tab at the right hand corner of the screen. This allows you access to the helpand-how-to functions within the application. For example, clicking Help in Word (shown below) allows you access to the Word Help dialog box; which is help and support designed specifically for Word. Refer to Figure 12 for a screen shot with labels of these elements. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 31

33 Figure 12 - Common elements of the Windows interface SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 32

34 FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: Navigating through various components of Windows Using menus, toolbars, icons and taskbars to access content on network and hard-drive. Accessing help and tutorial support features in the operating system. Switching between users, logging on / off and successfully restarting computer. Using the Office interface and associated common features. This is an important part of your work towards these session learning objectives: Perform basic tasks and functions of an operating system / access help and tutorial support features Coming up next Module 2 Files and Folders SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 1 Page 33

35 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 2 Working with Files and Folders in Windows 7

36 Welcome! Files and folders in Windows help you organize, save, and locate your information. Knowing how to use files and folders is important because it will help you be more organized and efficient. It will also help you prevent loosing files, a sometimes stressful moment for a computer user. In this modules you ll learn the basics of using files and folders. The Microsoft Office session has six modules. This is module number 2 Files and Folders. In this package you will find everything you need to complete this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 2

37 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 4 RESOURCES... 5 Files & Folders Study Guide... Error! Bookmark not defined. WHAT ARE FILES AND FOLDERS?... 8 Files... 8 Folders... 8 Subfolders... 9 Review... 9 PRACTICE NAVIGATING LIBRARIES Start here About Default Libraries Next, try this: PRACTICE CREATING AND STORING FILES AND FOLDERS Create a new folder: Create subfolders Create and save a file in your folder Moving Files and Folders PRACTICE Locating and Retrieving Files Find an item using the Start menu Moving Files using Drag and Drop FINAL STEPS: Finishing up the module Coming up next Module 3 Outlook SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 3

38 LEARNING OUTCOMES What will I learn? In this module you will practice Recognizing types of computer files and the Windows default library locations for them Navigating through the hierarchy of files, folders, libraries and storage devices Creating folders and saving files in an organized manner so that they can be easily accessed Opening, copying, moving, deleting files and folders Locating files using a search tool Retrieving and saving files from/to removable storage devices and safely removing external storage devices By the end of the module you will be able to: Name, organize and save files in folders that are easy to find again Find files using Windows search tool Use a thumb drive (USB stick) to save and retrieve files This is an important part of working towards the session learning outcome: Organize computer files and folders using Windows 7 o o On a computer network, using a file management tool. In a manner that protects and saves information on a hard disks and removable storage devices. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 4

39 ONLINE RESOURCES These resources may help you develop your skills in using Files and Folders. Module About Working with Files and Folders Video: Windows 7 Basic Files and Folders SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 5

40 FILES AND FOLDERS STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Name, organize and save files in folders that are easy to find again. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 6

41 Skill Complete How I did it (in my own words) Trouble Spots Find files using Windows search tool Use a thumb drive (USB stick) to save and retrieve files SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 7

42 WHAT ARE FILES AND FOLDERS? Files The work you do on a computer will be saved in files. A file is an item that contains information for example, text or images or music. When opened, a file can look very much like a text document or a picture that you might find on someone's desk or in a filing cabinet. On your computer, files are represented with icons; this makes it easy to recognize a type of file by looking at its icon. Here are some examples of files and the icons that represent them. File an item that contains information such as text, images or music - a word document a video a pdf document Folders Folders are containers that you use to hold your files. If you had thousands of paper files on your desk, it would be nearly impossible to find any particular file when you needed it. That's why people often store paper files in folders inside a filing cabinet. On your computer, folders work the same way. Here are some typical folder icons: Folder a container to hold and organize your files Figure 1 - An empty folder (left) and a folder containing files (right) SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 8

43 Subfolders Folders can also store other folders. A folder within a folder is usually called a subfolder. You can create any number of subfolders, and each can hold any number of files and additional subfolders. Review Watch this video to see some of the features of Windows Files and Folders. This will give you an overview of many features, we will practice working with just a few. Subfolder a folder stored within another folder Windows 7 Folders and Files and Librarieshttp:// SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 9

44 PRACTICE NAVIGATING LIBRARIES Let s practice these skills: 1. Recognizing types of computer files and the Windows default library locations for them 2. Navigating through the hierarchy of files, folders, libraries and storage devices Start here 1. Click on the Windows start button. You will see default libraries on the top right of the start menu. See Figure 2. We re going to explore how you can use these default libraries to organize your files and folders. Figure 2 - These default libraries will be on the Start menu in Windows. You use libraries to store and organize your files and folders. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 10

45 About Default Libraries Here's a list of the four default libraries and how you can use them. Click on each library in the Start menu and read about how you can use it. 1. My Documents. Use this library to organize and arrange word-processing documents, spreadsheets, presentations, and other text-related files. By default, files that you move, copy, or save to the Documents library are stored in the My Documents folder. This is a good starting location for organizing your documents for your classes. 2. Pictures library. Use this library to organize and arrange your digital pictures, whether you get them from your camera, scanner, or in from other people. By default, files that you move, copy, or save to the Pictures library are stored in the My Pictures folder. 3. Music library. Use this library to organize and arrange your digital music, such as songs that you rip from an audio CD or that you download from the Internet. By default, files that you move, copy, or save to the Music library are stored in the My Music folder. 4. Videos library. Use this library to organize and arrange your videos, such as clips from your digital camera or camcorder, or video files that you download from the Internet. By default, files that you move, copy, or save to the Videos library are stored in the My Videos folder. My Documents is a good starting place for organizing your school files. When you are logged in to the NSCC network (with your student id and password) the default folders My Documents, My Pictures, My Music are created by default and reside in your network file saving location (at NSCC this is sometimes referred to H: Drive). SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 11

46 Next, try this: 1. Click on the Start Button 2. Click on Computer (under your Libraries). 3. A new Window will appear. 4. Locate your network location H. What is an H Drive? When you are logged in to the NSCC network (with your student id and password) the default folders My Documents, My Pictures, My Music are created by default and reside in your network file saving location (at NSCC this is sometimes referred to H: Drive). Figure 3 - Window that appears after you click Computer in the Start menu. You will find storage locations for your files and folders here. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 12

47 PRACTICE CREATING AND STORING FILES AND FOLDERS Let s practice these skills: 1. Create folders and save files in an organized manner so that they can be easily accessed. 2. Open, copy, move, delete files and folders Create a new folder: 1. You need to create a new folder. 2. Find the location where you want to create a new folder. Try using Documents Library/My Documents Folder 3. Right-click a blank area in the folder window. A menu will appear by your cursor. 4. Point to New, and then click Folder. 5. Type a name for the new folder, and then press ENTER. Try naming your folder with a course name COMM 6. The new folder you created appears in the location you specified: Libraries\Documents\My Documents\COMM Naming Files and Folders is important. You can choose a name that s easy to remember and search for. Maybe you put COMM in the title for any file or folder for communications class. That makes it easy to search and find later! Figure 4 - Notice the address bar path. This information tells you where you are in the library. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 13

48 Create subfolders You can create subfolders within a folder. Next, you can create a subfolder inside the COMM course folder. You could use these subfolders for things like Projects, Assignments, Homework to stay organized in your course. 1. Double click on the COMM folder to open it-see below 2. Double click on the COMM folder to open it-see below 3. Repeat the steps to create a Projects Folder and an Assignments Folder Address Bar Path =Libraries\Documents\My documents\comm Files are opened by double clicking. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 14

49 Create and save a file in your folder Create a file to practice using the folders you created. Here are the steps to create a simple text file: 1. Click on o Start o All programs o Accessories o Word pad to open a simple text editing application. 2. Type in your name and your program name into the Word Pad 3. Save this file to your Libraries\Documents\My Documents\COMM\Projects folder as YourName.rtf 4. You have now created a File and saved to a Folder that you have created. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 15

50 Moving Files and Folders Moving folders is a helpful skill to know. Here are the steps to copy this file from the Projects Folder to the Assignments Folder, 1. Double click the Projects folder to open it, Right click on the YourName.rtf file and click on copy to copy the file to the computer s clipboard. 2. Click the back arrow to the right of the address bar to return to the COMM folder (one level up). 3. Double click on the assignments folder to open it then Right Click again and select Paste. The YourName.rtf file now is copied to the Assignments folder. 4. The file is now in both folders. A move means remove a file from one folder and placing it in another. First delete the file from the assignments folder by doing the following so you can start fresh. 1. Right click on the YourName.rtf and select Delete 2. Click the back arrow again to return to the COMM folder level, then double click the Projects folder to open it. 3. To move the Yourname.rtf file Right Click the file select cut 4. Back arrow to COMM the double click Projects Folder to open 5. Right click and select paste. The YourName.rtf file now can be found only in the Projects folder. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 16

51 PRACTICE Locating and Retrieving Files Let s practice these Skills: 5. Locate files using a search tool. 6. Retrieve and save files from/to removable storage devices and safely remove external storage devices. Depending on how many files you have and how they are organized, finding a file might mean browsing through hundreds of files and subfolders not an easy task. To save time and effort, use the search box to find your file. You can use the search box on the Start menu to find files, folders, programs, and messages stored on your computer. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 17

52 Find an item using the Start menu 1. Click the Start button, 2. Locate the search box 3. Type a word or part of a word in the search box 4. As you type, items that match your text will appear on the Start menu. 5. Search results appear as soon as you start typing in the search box. The search results are based on text in the file name, text in the file, tags, and other file properties. That s why what you name files can be important to help locate them. Figure 5 - Screen shot showing the Search menu being used. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 18

53 Moving Files using Drag and Drop You can move files by clicking them, dragging them across the screen with your cursor, and dropping them in another location. First, you need two Windows side by side. 1. Return to Libraries\Documents\My Documents\Assignments to see the Yourname.rtf file again 2. Click the Resize button to make the window smaller. See Figure Insert your thumb drive in an available USB port. 4. Access your thumb drive a. Click Start button b. Click Computer c. Click on the external Thumb Drive location. 5. Click the Resize icon to make this window smaller 6. Position the two open windows side by side on the screen Figure 6 - Notice the arrow pointing to the resize button in the top right of the Window SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 19

54 Next, you can drag and drop the files from your Assignments Folder to your Thumb Drive. See Figure Click on YourFile.rtf. 2. Hold the left mouse button and drag the file to the Removable Disk (F:) location. 3. Release the mouse button Copying files and folders is another option. Copying lets you keep the file in Assignments and also have a copy on your thumb drive. 1. Right click the mouse 2. Click Copy 3. Move mouse cursor to (F:) Removable Drive 4. Right click 5. Click Paste Figure 7 - Screenshot showing the locations for the drag and drop practice SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 20

55 FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: Recognized types of computer files and the Windows default library locations for them Navigated through the hierarchy of files, folders, libraries and storage devices Created folders and saved files in an organized manner so that they can be easily accessed Opened, copied, moved, deleted files and folders Located files using a search tool Retrieved and saved files from/to removable storage devices and safely removed external storage devices This is an important part of your work towards these session learning objectives: Organize computer files and folders using Windows 7 o o On a computer network, using a file management tool. In a manner that protects and saves information on a hard disks and removable storage devices. Coming up next Module 3 Outlook. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 21

56 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 3 Outlook

57 Welcome! Microsoft Outlook webmail is the official package at NSCC. It is used to communicate and coordinate your time with other students and your instructors. It is the package that will be used for sending you NSCC information and information about what you need to know about your classes. You can still use your personal package but unless you also use Outlook, you risk missing important information from the college and your instructors. Outlook webmail can be used from any browser. This means you can access outlook from home, the NSCC Computer Labs, the Learning Commons or almost any computer. Outlook webmail can be accessed using the browser on your smart phone but it is not always easy to send . The Microsoft Office session has six modules. This is module number 3. In this package you will find everything you need to complete this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 2

58 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 4 ONLINE RESOURCES... 5 OUTLOOK STUDY GUIDE... 6 TAKE A VIDEO TOUR OF OUTLOOK... 7 Key Areas... 7 The Ribbon... 7 PRACTICE ORGANIZING S BY CREATING FOLDERS... 9 Create Folders in Outlook... 9 Move the s in your inbox to the appropriate folder PRACTICE CREATING AND MANAGING CONTACTS About Contacts About creating Contacts Creating a contact by adding information manually Create a contact based on the sender of an message that you receive Look up someone in the NSCC Outlook address book PRACTICE CREATING AND USING AN SIGNATURE Create a signature PRACTICE SENDING AN WITH AN ATTACHMENT FINAL STEPS: Finishing up the module Coming up next Module 4 Microsoft Word SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 3

59 LEARNING OUTCOMES What will I learn? In this module you will learn and practice Opening Outlook and organizing in-box using folders(sample s will be in the student s in-box) Creating and managing contacts - Create contacts from s received - Add a new contact( addresses of co-learners in the session and student s personal ) - Create a class contact group list - Search address book Creating and using an signature Sending an to instructor with attachment By the end of the module you will be able to: Organize s in Folders. Manage Contacts and Contact Groups Attach files to s Note: you will need your student id and password to access your Outlook account for practice sessions This is an important part of working towards the session learning objectives: Use Outlook to communicate and share documents with students and instructors in your program. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 4

60 ONLINE RESOURCES These resources may help you develop your skills in using Microsoft Outlook. Video Tour of Outlook VA aspx Basic Tasks in Outlook SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 5

61 OUTLOOK STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Create s and read received s. Organize s in folders Manage contacts and contact groups Attach files to s SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 6

62 TAKE A VIDEO TOUR OF OUTLOOK VA aspx Key Areas The Ribbon contains the most often used outlook commands. You can see this at the top of the Outlook screen. See Figure 1 for a screen shot. Figure 1 - screen shot showing the contents of the ribbon SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 7

63 The Navigation pane helps you see various groups or collections of s. Refer to Figure 2 for a screen shot. There are other functions in Outlook that you will see in the video tour such as Tasks and Calendar. These functions are not covered in this module. Figure 2 - screen shot of the Navigation pane highlighting Inbox, Sent Items, Deleted Items, and Folders SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 8

64 PRACTICE ORGANIZING S BY CREATING FOLDERS Watch the video linked below on using Outlook Folders to organize your s so that you can find them easily in the future. RZ aspx?CTT=1&section=2 Create Folders in Outlook 1. Open Outlook and view the messages in your inbox (These are sample messages to use for practice) 2. Click on one or more messages to read the contents. 3. Practice creating folders as shown in the Navigator pane above: o Comp o COMM o Math Project o Personal 4. Right Click on your name in the navigation pane-this will locate your folders on the main level. 5. Choose Create New Folder - name the Folder My Program and click anywhere outside the name box to save. 6. Now right click on the My program Folder and create each of the COMM 1227, COMP 1217 and Math Project folders. These folders are all associated with the My program Folder. 7. Again right click on your name and create your Personal folder. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 9

65 Move the s in your inbox to the appropriate folder. To move your s, practice these steps. 1. Right Click on the with Subject COMP 2. Select Move to Folder then a list of folders displays. See Figure 3. Figure 3 - Screen shot showing the folders displaying SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 10

66 3. Click on the arrow left of My Program to expand it to show the subfolders within it. Notice that the arrow is now black. 4. Click on the appropriate folder and then click on the Move button at the bottom of the Move to Folder box. See Figure You ve now moved your to another folder. Figure 4 - Notice the subfolders in the "My Program" folder SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 11

67 PRACTICE CREATING AND MANAGING CONTACTS Here are some links to step-by-step articles that you may find helpful: Create a contact HA aspx#_Toc How to Create and manage Contact groups in Outlook / About Contacts The Contacts folder in Outlook is where you can organize and save information about the people and organizations that you communicate with. Contacts can be as basic as a name and address, or include additional detailed information such as street address, multiple phone numbers, a picture, birthdays, and any other information that relates to the contact. You may want to add fellow students and your instructor to you contacts in order to make sending s to them easy and fast. If you work regularly with a group, you may want to create a contact group of those specific contacts. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 12

68 About creating Contacts You can create contacts in several ways: From the sender information on an you receive Searching all NSCC users in the global address book Adding information manually Explore this website for Step by Step Instructions on How to Make a New Contact Figure 5 - Screen shot showing the icon for "New Contact" Creating a contact by adding information manually 1. In Contacts, on the Home tab, in the New group, click New Contact. 2. Enter a name and any other information that you want to include for the contact. 3. Do one of the following: To finish entering contacts On the Contact tab, in the Actions group, click Save & Close. To save this contact and start another Click Save & New SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 13

69 Create a contact based on the sender of an message that you receive You can quickly create an Outlook contact for someone who has sent you an message. 1. Open or preview the message that contains the name that you want to add to your contact list. 2. Right-click the name of the person that you want, then click Add to Contacts. 3. You can then complete any additional information -or just click save and close. Figure 6 - screen shot showing the window where you can enter information for a new contact SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 14

70 Look up someone in the NSCC Outlook address book Outlook's default search of the GAL will search the full name of the entry (person or resource) from left to right. When searching for a person, this can lead to some unexpected order in the listing (for example, you may be searching for John Doe, but the person in question is listed as John T. Doe so a search for "John Doe" fails). You can avoid some of this confusion by using Advanced Find to search by last name: 1. Open a new or meeting request. 2. On the Home tab, click New Click the To button. Figure 7 - screen shot showing the address section of a meeting request SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 15

71 4. Make sure the Address Book drop down list is set to Global Address List. Figure 8 - screen shot of the NSCC address book. You can find s for NSCC students and staff. 5. Click Advanced Find and Search for your own name using last name or first name in advanced find 6. Select the person you want from the list and click the Required (for a meeting)or To button (for an ) to add them to the SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 16

72 PRACTICE CREATING AND USING AN SIGNATURE An signature allows you to provide more information than just your address. For example, you may want to share your phone number, student id number, program section or other information. Your signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose. Create a signature 1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures. 2. On the Signature tab, click New. 3. Type a name for the signature, and then click OK. 4. In the Edit signature box, type the text that you want to include in the signature. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 17

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74 PRACTICE SENDING AN WITH AN ATTACHMENT You will often be asked to send a completed activity to your instructor as an attachment. These practice steps include creating a study-guide (using the blank template provided) and sending it, as an attachment, to yourself using both your NSCC outlook address and your personal address if you have one. Open and Complete details in the Attached Study Guide Template (Double click on icon below-fill it in and save to your desktop (computer/desktop) where you can find it again. _Refresher Attachment.rtf 1. Create a message, to yourself(using NSCC outlook address and personal address if you have one) 2. In the message window, on the Message tab, in the Include group, click Attach File. 3. Browse to and click the file that you created and saved above, and then click Insert. 4. Send the . Figure 9 - choose "attach file" SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 19

75 FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: o opened Outlook and organized in-box using folders(sample s will be in the student s in-box) o creating and managing contacts in a variety of ways o created and used an signature This is an important part of your work towards these session learning objectives: Use Outlook to communicate and share documents with students and instructors in your program. Coming up next Module 4 Microsoft Word SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 20

76 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 4 Microsoft Word

77 Welcome! Microsoft Word is the official word processing application at NSCC. When you are asked to do a project and report on it, your instructor may ask that you use word to create your document. Word allows you to create an appealing format for your work and to use functions and tools such as margins, tables and spelling and grammar check to help ensure your document is attractive and well done. In addition, Word provides you with many templates to help get you started creating many common documents such as letters, resumes and reports. There are many features of Word that can help create documents. In this session we will look at some basic skills to get you started. The Microsoft Office session has seven modules. This is module number 4. In this package you will find everything you need to complete this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 2

78 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 4 ONLINE RESOURCES... 5 MICROSOFT WORD STUDY GUIDE... 6 PREVIEW THESE VIDEOS... 7 PRACTICE CREATING AND SAVING WORD DOCUMENTS... 8 Entering text in a Word document... 8 PRACTICE EDITING YOUR DOCUMENT Steps for editing the document PRACTICE PRINTING DOCUMENTS PRACTICE CREATING A BASIC TABLE PRACTICE CREATING A COVER PAGE FINAL STEPS: Finishing up the module Coming up next Module 5 - Excel SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 3

79 LEARNING OUTCOMES What will I learn? In this module you will learn and practice Entering text Using spell check and grammar check feature Editing documents including copy, paste, move Saving documents using appropriate names, folders and drives Formatting text using bold, italics, underlining, font-type, font size, find and replace Printing documents Creating a basic table By the end of the module you will be able to: Edit Word documents and format the text Print documents This is an important part of working towards the session learning objective: Create a document with basic features and formatting using Microsoft Word SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 4

80 ONLINE RESOURCES These resources may help you develop your skills in using Microsoft Word. Videos - Microsoft Word Basics Introduction to Microsoft Word 2010 Part 1 Introduction to Microsoft Word 2010 Part 2http:// Introduction to Microsoft Word Part 3http:// Introduction to Microsoft Word 2010 Part 4http:// Introduction to Microsoft Word Part 5 Video - Printing and Previewing Your Document Self-directed Study - Create your first Word Document Word 2010 (Part I and Part II) Video - How to Create a Cover Page SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 5

81 MICROSOFT WORD STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Create a basic word document containing a table. Edit word documents and format the text Print documents SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 6

82 PREVIEW THESE VIDEOS Watch this video showing you how to create a new blank word document and how to save it. Steps to create a new document: 1. Open Microsoft Word a. Start b. All programs c. Microsoft Office d. Word Click on File/new 3. Select the blank document template. Figure 1 - the blank Word document is label 2. The ribbon is labeled with number 1 SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 7

83 PRACTICE CREATING AND SAVING WORD DOCUMENTS 1. Create a new Word document and enter text. 2. Save documents using appropriate names, folders and drives. Entering text in a Word document You should have a blank document open. Look for the cursor the blinking vertical line. This is where you will start typing in your new document. If you'd like to start typing further down the page instead of at the very top, press the ENTER key on your keyboard until the cursor is where you want to type. When you start typing, the text you type pushes the cursor to the right. If you get to the end of a line, just continue to type. The text and the insertion point will move on to the next line for you. Once you ve finished typing your first paragraph, you press the ENTER key to go to the next paragraph. If you want more space between the two paragraphs (or any two paragraphs), press ENTER again and then start typing your second paragraph. If you make a mistake while typing, just press the BACKSPACE key to erase the incorrect characters or words. Type the following: o Your name, the program you are enrolled in and what you hope your job or career will be after you graduate and any additional information you would like to add. Save your document on your desktop-give the document your name as it s filename to save it. File/Save As.Compter/Desktop..Filename=Yourname(document type ok as it is-the default) Click Save Button SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 8

84 SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 9

85 PRACTICE EDITING YOUR DOCUMENT You re about to practice: Using spell check and grammar check features. Editing documents including copy, paste, move Formatting text using bold, italics, underlining, font-type, font size, find and replace Follow instructions on the attached sample document to practice these skills. Double click the document to open. Academic Regulations-sample Need a hint? Look on the next page for some helpful hints. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 10

86 Steps for editing the document See steps below for how to perform the actions. 1. Click on the Home Tab on the ribbon to see the formatting options. Refer to Figure 2. Figure 2 - Shows the document with the home tab formatting options available Formatting the text Click on the A in academic regulations and move your mouse to the right until the last letter s while holding down your mouse click-this highlights the words that you want to apply the formatting to. Release mouse and click on the B for Bold-this bolds the text Click on the A icon down arrow as indicated and click on red to change the colour of the text. (Click File save to keep your changes) Highlight the College Policies text. Click on u to underline SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 11

87 Changing the font size Click on the font size above (currently indicating 12) and change to 14 to make the text larger. Finding and replacing words To find all occurrences of behavior Click on Find (right side of ribbon). To find all occurrences and replace each occurrence with Conduct click Replace. Fill in behavour in the find what box and conduct in the replace with box. (Click File save to keep your changes) Remember to save your work as you go instead of waiting until the end. Figure 3 - Shows the Find and Replace window. Here "behaviour" will be replaced with "conduct" Saving your Word file as you work.doc SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 12

88 Cutting and Pasting In order to move (cut and paste) the outlined paragraph, first highlights the whole paragraph of text as described above (You mayl include the outlining box and this is ok) Click on Cut (the scissors icon at right top of ribbon) and the paragraph is removed. The text is held in the memory (clipboard) of the computer until you paste it. Move your cursor to the empty spot on the document click where you want the paragraph to start and then click on the Paste icon (clipboard). (Click File save to keep your changes) SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 13

89 Spelling and Grammar Check To perform a spelling and grammar check, click on the Review Tab on the Ribbon. Click on Spelling & Grammar. Any errors with suggested changes appear in the dialogue box to the right of the document. Note: see attached explanations of the spelling and grammar errors that Word indicates as you type:these can be ignored until you do spell check on the entire Spelling_Grammar_ asyoutype.docx document at the end. Click change or change all (if the word is misspelled more than once) to accept the changes for spelling and grammar. Well done! You have completed basic edits to a document. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 14

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91 PRACTICE PRINTING DOCUMENTS 1. Click the File tab and then click Print. 2. Do the following: Under Print, in the Copies box, enter the number of copies that you want to print. Under Printer, make sure that the printer that you want is selected. Under Settings, the default print settings for your printer are selected for you. If you want to change a setting, click the setting you want to change and then select the setting that you want. Note: You will need to have access to a printer for this step. 3. When you are satisfied with the settings, click Print. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 16

92 PRACTICE CREATING A BASIC TABLE We re going to practice making a table that you could use as a weekly schedule. Tables can be a helpful method of organizing your class schedule, deadlines, homework and more. To start, watch this video - Creating a Table in Word Now its your turn: Open the document that you created and saved earlier-filename=yourname. Click your mouse on the line where the table should appear Create a table under the already entered text-3 colums across and 4 rows down by following these steps: Click on the Insert Tab of the Ribbon and click Table Figure 4 - open Word document with an arrow pointing to the Table icon SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 17

93 Highlight 5 columns across and 2 rows down by clicking your mouse and dragging (as shown in the video) or click Insert Table and complete the number of columns and rows as shown below. Rows are the horizontal cells in a table. They run from left to right. Think of rows in a movie theatre. Figure 5 - Screen shot of the Insert Table window. Here you can choose the size of the table. Columns are the vertical cells. They run up and down. Think of columns in a building. Enter Mon., Tues, Wed., Thurs., Fri. in the columns of the top row of the table. This is a small example of creating table which could be used for recording a weekly schedule. Well done! You made a table in Word. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 18

94 PRACTICE CREATING A COVER PAGE Next you create a cover page for a course project or report document. This project will help you prepare to do a course project or report. The cover page should be centered on a single page and the information should be displayed using a larger font. See Figure 6 for a sample. Usually, an instructor will ask you to use a cover page to provide the following information:. o Name of Document (your project etc.) o Your name o Your Instructor s name o The Course Name o The date submitted. Steps to create a cover page. File new-open Blank document. Open Insert Tab of Ribbon Click on Cover Page Select a template for you to Change Change the text to match the details above. Save this cover page document in a folder to use during your school year. You can use this cover page as a template that you can customize instead of creating a new one for every project. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 19

95 Figure 6 - A sample cover page. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 20

96 FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: o entered text o used spell check and grammar check feature o edited documents including copy, paste, move o saved documents using appropriate names, folders and drives θ formatted text using bold, italics, underlining, font-type, font size, find and replace θ printed documents θ created a basic table This is an important part of your work towards these session learning objectives: Create a document with basic features and formatting using Microsoft Word Coming up next Module 5 - Excel SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 4 Page 21

97 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 5 Microsoft Excel

98 Welcome! Excel is a spreadsheet program in the Microsoft Office 2010 Suite. You can use Excel to create and format workbooks (a collection of spreadsheets) in order to analyze information in a variety of different ways. Most notably, you can use Excel to track information, build models for analyzing data, write formulas / perform calculations and present your results using professional looking charts and graphs. The Microsoft Office session has six modules. This is module number 5. In this package you will find everything you need to complete this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 2

99 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 5 ONLINE RESOURCES... 6 EXCEL STUDY GUIDE... 7 ABOUT EXCEL... 9 Common scenarios for using Excel include:... 9 PRACITCE FORMATTING CELLS About formatting Apply cell borders: Apply cell shading: Format numbers: Selecting data: Editing data: Formatting data: PRACTICE - Modifying columns and rows using height / width features and insert / delete functions Inserting rows into an Excel Worksheet: Deleting rows in an Excel Worksheet: Insert columns into an Excel Worksheet: Deleting columns in an Excel Worksheet: Insert cells into an Excel Worksheet: PRACTICE - Pointing PRACTICE - Generating pie charts and bar graphs / using print and spell features SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 3

100 PRACTICE - Retrieving expense reports, budgets and planners using pre-arranged templates FINAL STEPS: Finishing up the module Coming up next Module 6 - PowerPoint SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 4

101 LEARNING OUTCOMES What will I learn? In this module you will learn and practice Formatting cells including font, borders / shading, numbering and alignment. Modifying columns and rows using height / width features and insert / delete functions. Pointing out formulas and identifying what can be done within a worksheet. Generating pie charts and bar graphs / using print and spell features. Retrieving expense reports, budgets and planners using pre-arranged templates. At the end of this Module I will be able to: Open Excel program and locate templates which you will use in your studies Add or modify data in cells using formatting features (including font, shade, number and alignment) Insert / delete columns and use height / width features Input data to create pie charts and bar graphs Make sense of your data Use Spell and Grammar check after spreadsheet / project is created This is an important part of working towards the session learning objectives: Explore Microsoft Excel and the various features that form part of a spreadsheet. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 5

102 ONLINE RESOURCES These resources may help you develop your skills in using Microsoft Excel. Instructions - Basic Tasks in Excel HA aspx?CTT=1 Video - Tour of Excel VA aspx?CTT=1 SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 6

103 EXCEL STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Applying basic data entry to a cell using functions associated with a cell. Formatting cells including font, borders, shading, numbering and alignment. Modify columns and rows using height / width features and insert and delete functions Formatting cells including font, borders, shading, numbering and alignment. Pointing out formulas to identify what can be done within a worksheet SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 7

104 Skill Complete How I did it (in my own words) Trouble Spots Generating pie charts and bar graphs / using print and spell features. Retrieving expense reports, budgets and planners using pre-arranged templates SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 8

105 ABOUT EXCEL Common scenarios for using Excel include: Accounting - you can use the powerful calculation features of Excel in many financial accounting statements; for example, a cash flow statement, income statement or profit and loss statement. Budgeting - whether your needs are personal or business related, you can create any type of budget in Excel; for example, a marketing budget plan, an event budget or a retirement budget. Billing and sales - Excel is also useful for managing billing / sales data and you can easily create the forms that you need; for example, sales invoices, packing slips or purchase orders. Reporting - you can create various types of reports in Excel that reflect your data analysis or summarize your data; for example, reports that measure project performance, show variance between projected and actual results or reports that you can use to forecast data. Planning - Excel is a great tool for creating professional plans or useful planners; for example, a weekly class plan, a marketing research plan, a year-end tax plan or planners that help you organize weekly meals, parties or vacations. Tracking - you can use Excel to keep track of data in a time sheet or list; for example, a time sheet for tracking work or an inventory list that keeps track of equipment. Using calendars - due to its grid-like workspace, Excel lends itself well to creating any type of calendar; for example, an academic calendar to keep track of activities during the school year or a fiscal year calendar to track business events and milestones. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 9

106 Figure 1 - an Excel spreadsheet with the main components labeled SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 10

107 PRACITCE FORMATTING CELLS About formatting Adding formatting to a spreadsheet is done to make it easier to read and understand the important information it contains. Two formatting options available in Excel to help do this are borders and shading. Both options are used mainly to focus attention on specific data in the spreadsheet. Borders can be used add an outline to a cell or range of cells. They are used to emphasis cells containing formulas or functions. Shading alters the background color of selected cells. It is added to title and total rows or to highlight alternate rows of data in a spreadsheet. The Excel alignment formatting options are contained within the Alignment group on the Home tab. Click the links for a definition of these terms. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 11

108 Apply cell borders: Borders Select the cell or range of cells that you want to add a border. On the Home tab, in the Font group, click the arrow next to Borders and then click the border style that you want. Apply cell shading: Select the cell or range of cells that you want to apply cell shading. On the Home tab, in the Font group, click the arrow next to Fill Colour and then under Theme Colors or Standard Colors, click the color that you want. Format numbers: Select the cells that you want to format. On the Home tab, in the Number group, click the Dialog Box Launcher next to Number. In the Category list, click the format that you want to use, and then adjust settings, if necessary. For example, if you re using the Currency format, you can select a different currency symbol; show more or fewer decimal places or change the way negative numbers are displayed. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 12

109 Figure 2 Screen shot showing the Format Cells window with options including category list, format dialogue box and format features. Selecting data: Select cells or ranges by selecting the first cell or range and then holding down CTRL while you select other cells or ranges. To select only the blank cells in a region, select the region, click Go To on the Edit menu, click Special and then click Blanks. Selecting a large range requires you to click the cell at one corner of the range, scroll to the opposite corner and then hold down SHIFT while you click the cell at that corner. You can specify the direction you want the selection to move after you enter data in a cell (for example, to the right if you work in rows). Click Options on the Tools menu, make sure the SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 13

110 Move selection after Enter check box is selected on the Edit tab and then click a direction in the Direction box. Move to a specific area of the worksheet (such as the current region or the last cell) by clicking Go To on the Edit menu. Click Special and then select the option you want. Editing data: Instead of using the formula bar to edit the contents of a cell, you can edit directly in the cell by double-clicking it. If you don't want to edit directly in cells, click Options on the Tools menu, click the Edit tab and then clear the Edit directly in cell check box. Right-clicking a cell, object or chart item displays a shortcut menu with useful commands. Specify how data in a selected cell or range should be filled into other cells by dragging the fill handle at the corner of that cell or range with the right mouse button and then clicking a fill option on the shortcut menu that appears. To move cell contents, drag the border of the selected cells to another location. To copy cell contents, hold down CTRL while you drag. You can edit the contents of more than one sheet at a time. Hold down CTRL while you click the tabs of the sheets you want to edit and then modify the data. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 14

111 Formatting data: To indent text in a cell, you can use the Increase Indent and Decrease Indent buttons on the Formatting toolbar. An easy way to include a custom style from another workbook is to copy cells formatted with that style and paste them into the new workbook. Right-clicking a column or row header displays a shortcut menu with the Column Width, Row Height, Hide and Unhide commands. You can set the default font for future workbooks. Click Options on the Tools menu and change the Standard Font and Size options on the General tab. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 15

112 PRACTICE - Modifying columns and rows using height / width features and insert / delete functions. There are times when data doesn't fit into a cell, thus making the worksheet look unbalanced. When this happens, it's easy to change the width of columns using Excel. One point to remember; you can't just widen a single cell - you have to widen the entire row or column. This section of the module covers how to change column widths, using options available on the ribbon and changing column widths using the mouse. To change the width of column A: Place the mouse pointer on the line between columns A and B in the column header. The pointer will change to a double - headed arrow. Click with the left mouse button and drag the double - headed arrow to the right to widen column A or to the left to make it narrower. Remember, you can't just widen a single cell - you have to widen the entire row or column. Note: Follow these same steps above to change the width of other columns. Figure 3 - Note the vertical line you need to click to Click and Drag to change column width SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 16

113 Inserting rows into an Excel Worksheet: When you insert a row into a worksheet, the rows of data below the insertion point are pushed down. To insert more than one row, select more than one row in the row header. For example, if you want to add two rows, select two rows in the row header. To insert a single row: Right click on the row header below where you want the new row added to open the right click context menu. Choose Insert from the menu. The new row will be inserted above the row you selected. To insert multiple rows: In the row header, select the number of rows you want added to the worksheet. Right click on the selected rows. Choose Insert from the context menu. The new rows will be inserted above the rows you first selected. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 17

114 Deleting rows in an Excel Worksheet: Note: if you delete rows containing data, the data is deleted as well. If you make a mistake, use the Undo feature under the Edit menu to get your data back. To delete more than one row from a worksheet, select more than one row in the column header. For example, if you want to delete two rows, select two rows in the row header. To delete a single row: Right click on the row header of the row you want to delete. Choose Delete from the menu. The row will be deleted. To delete multiple rows: In the row header, select the number of rows you want to delete from the worksheet. Right click on the selected rows. Choose Delete from the menu. The rows will be deleted. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 18

115 Insert columns into an Excel Worksheet: There is more than one way to insert columns into an Excel worksheet. These instructions show you how to insert columns solely by right clicking on the column header. The column header is the gray bar along the top edge of the worksheet containing the column letters. To insert a single column: Right click on the column header above the location where the new column is to be inserted to open the right click context menu. Choose Insert from the menu. The new column will be inserted to the left of the selected column. To insert multiple columns: In the column header, drag select the number of columns you want inserted into the worksheet. Right click on the selected columns to open the context menu. Choose Insert from the menu. The new columns will be inserted to the left of the selected columns. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 19

116 Deleting columns in an Excel Worksheet: Note: if you delete columns containing data, the data is deleted as well. If you make a mistake, use the Undo feature on the ribbon to get your data back. To delete more than one column from a worksheet, select more than one column in the column header. For example, if you want to delete two columns, select two columns in the column header. To delete a single column: Right click on the column header of the column you want to delete. Choose Delete from the menu. The column will be deleted. To delete multiple columns: In the column header, select the number of columns you want to delete from the worksheet. Right click on the selected columns. Choose Delete from the menu. The columns will be deleted. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 20

117 Insert cells into an Excel Worksheet: Having to insert extra cells into an Excel worksheet from time to time is a common practice; space must be made for new data or existing data gets moved about when the sheet is reorganized. Whatever the reason; there is more than one way to accomplish the task of inserting cells into an Excel worksheet. These instructions cover how to insert one or more cells into a worksheet by right clicking with the mouse. How many cells to Insert? You can insert as many new cells to a worksheet as needed. The number added is determined by the number of cells you highlight before you open the Insert Cells dialog box. The options allow you to change alignment of the text in a cell or cells, text orientation and merge several cells together. For more alignment options, click on the Alignment group dialog box launcher to display the Format Cells dialog box. Shifting cells - down or to the right? When you insert additional cells, the surrounding cells of data are shifted either to the right of the insertion point in order room for the new cells. The choice of to the right is made in the Insert Cells dialog box. down or to make down or SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 21

118 To align data between the left and right sides of a cell : Alignment Icons Select the cell, or cells, you wish to align. On the Home tab, in the Alignment group, click the Align Text Left icon to align data with the left edge of the cell. Click on the Center icon to center data in the cell. Click on the Align Text Right icon to align data with the right edge of the cell. To align data between the top and bottom of a cell : Select the cell, or cells, you wish to align. On the Home tab, in the Alignment group, click the Top Align icon to align data in the top position of the cell. Click on the Middle Align icon to centralized data vertically in the cell. Click the Bottom Align icon to align data in the bottom position of the cell. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 22

119 To change the orientation of data cells: Orientation Icon Select the cell, or cells, you wish to change. On the Home tab, in the Alignment group, click the Orientation icon. You will see a down menu allowing you to format drop the cell orientation. Experiment with applying some of the other orientation effects. To wrap multiple lines of data in a cell: The text will wrap and make all content visible within a cell by displaying it on multiple lines. Enter text into a cell and then click the Wrap Text icon. To merge several cells: Select the cells that you wish to merge to become one cell. On the Home tab, in the Alignment group, click the Merge & Center icon. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 23

120 To shrink the text into one cell: Type the data you require into the cell and press Enter. Right-click on the selected cells, click Format Cells. From the Format Cells dialog box displayed, click on the Alignment tab. Under the Text control section, tick the Shrink to fit check box and click on OK. Note: You can also use this right-click method to do the wrap text and merge cells. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 24

121 PRACTICE - Pointing out formulas and identifying what can be done within a worksheet. Formulas in Excel 2010: If you need to calculate values that are dependent on other values entered in your worksheets, then you need formulas. Formulas will calculate values for expenses like: Total household expenditure Loan repayments Create a new workbook: Click the File tab and then click New. Then under Available Templates, click Blank Workbook and then click Create. Save a workbook: Click the File tab and then click Save As. In the Save As dialog box, in the Save as type list, select Excel Workbook. In the File name box, enter a name for your workbook and then click Save to finish. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 25

122 Figure 4 - Screen shot showing various functions. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 26

123 Create an Excel table: On a worksheet, select the range of cells that you want to include in the table. The cells can be empty or can contain data. On the Home tab, in the Styles group, click Format as Table and then click the table style that you want. Figure 5 - options for Styles SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 27

124 PRACTICE - Generating pie charts and bar graphs / using print and spell features. Chart your data: Select the data that you want to chart. On the Insert tab, in the Charts group, click the chart type that you want to use and then click a chart subtype. Various Chart Types Use the Chart Tools to add chart elements such as titles and data labels and to change the design, layout or format of your chart. Chart Tools SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 28

125 Print a worksheet: Click the worksheet or select the worksheets that you want to preview, click File and then click Print. Note: Keyboard shortcut - press CTRL+P. The preview window will display in black and white, regardless of whether your worksheet(s) includes color, unless you are configured to print on a color printer. To preview the next and previous pages, at the bottom of the Print Preview window, click Next Page and Previous Page. To set the printing options, do the following: To change the printer, click the drop-down box under Printer and select the printer that you want. To make page setup changes, including changing page orientation, paper size, and page margins, select the options that you want under Settings. To scale the entire worksheet to fit on a single printed page, under Settings, click the option that you want in the scale options drop-down box. To print the workbook, do one of the following: To print a portion of a worksheet, click the worksheet and then select the range of data that you want to print. To print the entire worksheet, click the worksheet to activate it, then click Print. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 29

126 Check spelling and grammar: The Office 2010 Office programs come with the ability to check spelling and grammar in your file. The spelling and grammar checker, often called spell check, is in the same location for both Word and Excel. Open the spelling and grammar checker Open Word or Excel and then click the Home tab. In the Proofing group, click Spelling. If the program finds spelling mistakes, a box appears with the first misspelled found by the spelling checker. After you decide how to resolve the misspelling (ignoring it, adding it to the program s dictionary, or changing it), the program moves to the next misspelled dialog word word. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 30

127 How automatic spell checking works: Word can flag misspelled words or grammatical errors as you work so that you can easily locate them. You can right-click the misspelled word to see suggested corrections. The words in bold are suggestions from Word Starter; click one to automatically change the word to the correct spelling. You can also choose from the following options: Ignore or Ignore All Ignore the misspelling once, or ignore it every time it appears in your document. Add to Dictionary Add the word to Word Starter s dictionary, so it won t appear as misspelled the next time you type it. AutoCorrect Figure 6 - Screen shot showing the spell checker. Choose an automatic correction that Word will apply each time you misspell a word. Language Choose a different proofing language. Look Up Investigate other ways to spell or say something. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 31

128 How automatic grammar checking works: After you turn on automatic grammar checking, Word will flag grammatical mistakes while you work. You can right-click a grammatical mistake to see more options. Turn automatic spelling and grammar checking on or off Click the File tab. Under Help, click Options, and then click Proofing. To turn on or off automatic spelling checking and automatic grammar checking for the currently open document, do the following: Under Exceptions for, click Name of currently open file. Select or clear the Hide spelling errors in this Figure 7 - Screen shot showing the grammar check underlining an error in green document only and Hide grammar errors in this document only check boxes. To turn on or off automatic spelling checking and automatic grammar checking for all documents that you create from now on, do the following: Under Exceptions for, click All New Documents. Select or clear the Hide spelling errors in this document only and Hide grammar errors in this document only check boxes. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 32

129 Important If you turn off automatic spelling checking or automatic grammar checking for a file that you share with other people, you might want to notify those people that you made this change. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 33

130 PRACTICE - Retrieving expense reports, budgets and planners using pre-arranged templates. Find and apply a template: Excel 2010 allows you to apply built-in / custom templates and search from a variety of templates on Office.com. This website is a great resource for students at NSCC; as it provides a wide selection of popular Excel templates; including student budgets. To find a template in Excel 2010, do the following: On the File tab, click New. Under Available Templates, do one of the following: To reuse a template that you ve recently used, click Recent Templates, click the template that you want and then click Create. To use your own template that you already have installed, click My Templates, select the template that you want and then click OK. Note: You can also search for templates on Office.com from within Excel. In the Search Office.com for templates box, type one or more search terms and then click the arrow button to search. To find a template on Office.com, under Office.com Templates, click a template category, select the template that you want and then click Download to download the template from Office.com to the computer. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 34

131 SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 35

132 Excel Student Projects Student projects - for class use (or on-line). Upon completion, projects can be inserted into student s Portfolio. Project 1 - Weekly meal planner.xlsx (See attached Microsoft Excel Worksheet) Prepare a Weekly Meal Planner for your breakfast, lunch, supper and snack. Enter your information into the cells. Arrange information with time of meals added. Use bold and italicize features on content in your cells. Save your Excel file and print to local printer. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 36

133 Project 2 - Travel expense report.xlsx (See attached Microsoft Excel Worksheet) Prepare a sample travel expense report using $0.45 as the km reimbursement rate and 90 km as the distance travelled in your car rental. Calculate how much your expenses were for your trip. Fill in the relevant information in the cells provided (name, date, authorization). Save your Excel file and print to local printer. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 37

134 Project 3 - Party planner.xlsx (See attached Microsoft Excel Worksheet) Prepare a budget for Christmas using an amount of $ Fill in the required cells with your information. Based on your expenses, figure out if you were over or under-budget and by how much. Save your Excel file and print to local printer. Project 4 - Event budget planning.xlsx (See attached Microsoft Excel Worksheet) Prepare a budget for a wedding anniversary using an amount of $ Include the estimated and actual expenses in your budget. Watch the pie chart and bar graph show you the actual breakdown of costs. Figure out if you were over or under-budget by the values indicated. Save your Excel file and print to local printer. Project 5 - Blank.xlsx (From available templates in Excel program) SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 38

135 Retrieve a template from available templates under the file tab and then select new. Choose one of the templates or search for one in the Office.com search bar. Fill in your information and figure out the numerical value of the shaded cells (if applicable). Save your Excel file and print to local printer. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 39

136 FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: Formatting cells including font, borders / shading, numbering and alignment. Modifying columns and rows using height / width features and insert / delete functions. Pointing out formulas and identifying what can be done within a worksheet. Generating pie charts and bar graphs / using print and spell features. Retrieving expense reports, budgets and planners using pre-arranged templates. This is an important part of your work towards these session learning objectives: Explore Microsoft Excel and the various features that form part of a spreadsheet. Coming up next Module 6 - PowerPoint SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 5 Page 40

137 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 6 Microsoft PowerPoint

138 Welcome! The Microsoft Office session has seven modules. This is module number 6. In this package you will find everything you need to complete this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 2

139 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 6 ONLINE RESOURCES... 7 POWERPOINT STUDY GUIDE... 8 Microsoft PowerPoint Difference between a Theme and a Template: PRACTICE - Planning and creating an effective presentation using slides Tips for creating an effective presentation: Create a presentation: PRACTICE - Open PowerPoint program and save / retrieve project files Open a presentation: Save a presentation: PRACTICE - Opening and locating templates within program Find and apply a template: Steps: PRACTICE - Applying themes and layout features, fonts, colours and effects Change the Slide Layout to Suit Your Needs: Overview of Office themes: Customizing themes: What can I do with theme colors? What can I do with theme fonts? PRACTICE - Inserting objects / text into slides and using the animation feature SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 3

140 Entering Text: Steps to delete a text box: Pictures Enhance a Presentation: What is an Animation in PowerPoint? Why Use PowerPoint Animations in My Presentations? Popular Animations in PowerPoint 2010: PowerPoint 2010 Animation Effect Options: Reorder Animations in PowerPoint 2010: Steps for Resizing pictures: Steps for Moving pictures: PRACTICE - Organizing slides- including inserting, deleting and copying features Insert a new slide Add, rearrange, and delete slides: Determine how many slides you need: PRACTICE - Setting up presentation using slide show features View a slide show: Print a presentation: Print your slides or handouts of your presentation: Set the slide size, page orientation, and starting slide number: Set printing options and then print your slides or handouts: Under Settings, do one of the following: To print specific slides by number: To print one slide on a full page, under Print Layout: To print one or multiple slides per page in handout format, under Handouts: To print your slides on the paper that you selected for your printer: SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 4

141 To increase resolution, blend transparent graphics, and print soft shadows in your print job: To prevent a colour background from printing, do one of the following: Use Spell Check and Grammar: Student PowerPoint Projects FINAL STEPS: Finishing up the module Congratulations! You ve completed the Microsoft Office session SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 5

142 LEARNING OUTCOMES What will I learn? In this module you will learn and practice Planning and creating an effective presentation using slides Opening PowerPoint program and saving / retrieving project files Opening and locating templates within program Applying themes and layout features, fonts, colours and effects Inserting objects / text into slides and using the animation feature Organizing slides - including inserting, deleting and copying features Setting up presentation using slide show features At the end of this Module I will be able to: θ Plan a basic and effective presentation θ Locate templates and set up pre-arranged and blank slides θ Create and save a basic presentation θ Format slides using design, layout and font features θ Navigate through various slides using slide sorter feature θ Use the slide show feature θ Use Page Set-up to print a project in environmentally friendly manner θ Print slides This is an important part of working towards the session learning objectives: Create an effective presentation involving text, objects and media; arranged on slides using PowerPoint software. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 6

143 ONLINE RESOURCES These resources may help you develop your skills in using PowerPoint. Basic Tasks in PowerPoint HA aspx?CTT=5&origin=HA Video Tour of PowerPoint SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 7

144 POWERPOINT STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Plan and create an effective presentation using slides Open PowerPoint program and save and retrieve project files Open and locate templates within PowerPoint Apply theme and layout features, fonts, colours and effects Insert objects and text into slides SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 8

145 Skill Complete How I did it (in my own words) Trouble Spots Use the animation feature Organize slides including inserting, deleting and copying features Set up presentation using slide show features SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 9

146 Microsoft PowerPoint PowerPoint is a visual and graphical application; primarily used for creating presentations. By using PowerPoint, you can create, view and present slide shows that combine text, shapes, pictures, graphs, animation, charts and videos. It is also the number one program used worldwide for presentations. Important points: PowerPoint uses a graphical approach to presentations in the form of slide shows; which accompany the verbal delivery of the topic and keep the audience focused. PowerPoint is one of the most popular computer programs used by students at NSCC. Once you ve learned the basic skills from the previous five modules, particularly in Word, you can create effective and professional-looking presentations. PowerPoint uses a slide show system; which allows students to create successful presentations for the classroom or one s own personal use. Click the links to read a definition of the terms. Turn on your computer and open Microsoft PowerPoint SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 10

147 Difference between a Theme and a Template: Theme is a set of unified design elements that provide a look for your document by using color, fonts and graphics. Template is a file that contains information about the theme, layout and other elements of a finished presentation. Figure 1 - a screen shot of the PowerPoint interface. Note the location of each function. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 11

148 PRACTICE - Planning and creating an effective presentation using slides. Planning an effective presentation requires patience and attention to detail. Once you learn the basics of this software, you ll begin to apply your knowledge towards your studies at NSCC. Before this, it is important to acquire hints for designing and implementing your presentation. Tips for creating an effective presentation: Maintain a clear message and keep your audience attentive and interested, keep the number of slides in your presentation to a minimum. Choose the right font style, such as Arial, to help get your message across. Choosing the right font size helps your audience see your presentation. Use bullets or short sentences and try to keep each to one line. Use graphics to help tell your story and don't overwhelm your audience by adding too many graphics to a slide. Choose an appealing, consistent template that is not too eye-catching. You don't want the background or design to detract from your message. Choose an appropriate theme to set the contrast between a light background with dark colored text or dark background with light colored text. To earn and maintain the respect of your audience, always check the spelling and grammar in your presentation. Make labels for charts and graphs understandable. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 12

149 Create a presentation: Click the File tab and then click New. Click Blank Presentation and then click Create. Apply a template or theme; either from those built-in with PowerPoint or downloaded from Office.com. Figure 2 - note that you can select a blank presentation or use a template. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 13

150 PRACTICE - Open PowerPoint program and save / retrieve project files. Open a presentation: Click the File tab and then click Open. In the left pane of the Open dialog box, click the drive or folder that contains the presentation that you want. In the right pane of the Open dialog box, open the folder that contains the presentation. Click the presentation and then click Open. Note - By default, PowerPoint shows only PowerPoint presentations in the Open dialog box Figure 3 - screen shot showing the Open dialog box SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 14

151 Save a presentation: Click the File tab and then click Save As. In the File name box, type a name for your PowerPoint presentation Click Save. Note - By default, PowerPoint saves files in the PowerPoint Presentation file format. Figure 4 - screen shot with the Save As dialog box SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 15

152 PRACTICE - Opening and locating templates within program. Find and apply a template: PowerPoint allows you to apply built-in templates, to apply your own custom template and to search from a variety of templates available on Office.com. Office.com provides a wide selection of popular PowerPoint templates; including presentations and design slides. To find a template in PowerPoint, do the following: On the File tab and click New. Steps: Under Available Templates and Themes, do one of the following: To reuse a template that you ve recently used, click Recent Templates, click the template that you want and then click Create. To use a template that you already have installed, click My Templates, select the template that you want and then click OK. To use one of the built-in templates installed with PowerPoint, click Sample Templates, click the template that you want and then click Create. To find a template on Office.com, click Office.com Templates and then click a template category; select the template that you want and then click Download to download the template from Office.com to the computer. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 16

153 Figure 5 - Notice the different types of templates you can select. You can also search for templates on Office.com from within PowerPoint. In the Search Office.com for templates box, type one or more search terms and then click the arrow button to search. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 17

154 PRACTICE - Applying themes and layout features, fonts, colours and effects. Change the Slide Layout to Suit Your Needs: Click on the Layout drop down list on the Home tab of the ribbon to select a slide layout. If there isn't a slide layout that is perfect for your presentation, select one that comes close to what you want and edit it. It is an easy matter to add or delete objects from a slide. The slide layout in PowerPoint is the arrangement of all the items that make up your slide; such as title, graphics or text boxes. Figure 6 - Notice how you can change the layout of the slide to suit your presentation needs SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 18

155 Overview of Office themes: Use themes to simplify the process of creating professional designer-looking presentations. Theme colors, fonts, and effects not only work in PowerPoint, but they are also available in Excel, Word and Outlook - so your presentations, documents, worksheets and s can have a cohesive look. Figure 7 - the same theme shown in three Microsoft Office products SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 19

156 Customizing themes: You can create many different custom themes by starting with the core built-in themes. The customization for theme colors, theme fonts and theme effects is next to the Themes gallery. Here, you can choose a theme, change its settings or define your own and then save the settings as a new theme in your gallery. For additional colours, fonts and effects; do one of the following to download new themes from Microsoft Office.com: On the Design tab, in the Themes group, click the More button. Then click More Themes from Office.com. Figure 8 - Notice how you can customize the theme for a unique look. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 20

157 What can I do with theme colors? Modifying theme colors is the most dramatic change you can make to your presentation, with the exception of changing the theme. With one click, you can change the tone of a presentation from casual to formal, or vice versa, by changing the theme colors. What can I do with theme fonts? Professional document designers know that using a single font face for an entire document is always a tasteful and safe design choice. Two fonts are a better choice, when used carefully for contrast. Every Office theme defines two fonts - one for headings and one for body text. They can be the same font (used everywhere) or two different fonts. PowerPoint also uses these fonts to construct automatic text styles. Note: Changing the theme fonts updates all of the title and bullet text in your presentation. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 21

158 PRACTICE - Inserting objects / text into slides and using the animation feature. Entering Text: Entering a title or other text is easy in PowerPoint. Simply click in the appropriate text box and type your text. The text will take on the formatting that has been applied to the design theme. Even though you may not have chosen a colorful design theme and are using the plain, white slides to start making your presentation, you are still working on a design theme. This plain, white slide is the default design theme and does contain certain formatting such as font style and size. Steps to delete a text box: Click on the border of the text box. Press the Delete key on the keyboard. Note: If you click in the text box itself, PowerPoint assumes that you wish to add or edit text. In order to delete the whole text box, you must click on the border of the text box. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 22

159 Pictures Enhance a Presentation: Content layout slides have a button shown on the slide with the purpose to click and add the type of content you want in that section of the slide. To insert a picture, you need to click the button to insert a picture. Locate the picture on your computer. Click on the Insert tab of the ribbon. Click on the Picture icon. Locate the picture on your computer. Double-click on the picture that you would like to insert. What is an Animation in PowerPoint? The term animation is used in PowerPoint to describe the motions that are applied to the objects on the slides and not the slides themselves. One object or several objects on a slide can be animated. Why Use PowerPoint Animations in My Presentations? Animations are used to capture the audience's attention. An effective presenter who uses PowerPoint will also be aware of that old saying - Less is more. Remember that using animations carefully, and only for effect, will help you become a successful presenter in your studies at NSCC. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 23

160 Popular Animations in PowerPoint 2010: The most popular animation choices are displayed once the Animations tab is selected on the ribbon. These include: Click the Animations tab of the ribbon and select an Animation Click on the object; either a text box or a graphic, to be animated. Click the Effect Options button to see what options are available for this animation. Place your mouse over any animation style to see the effect on the object. This allows you to see how the animation will look without applying it. Once you have decided on which animation to apply, click that animation style button. Click on the Animations tab of the ribbon if it is not already selected. Click on the object to be animated. Click the tiny drop down arrow at the right end of the animation styles. PowerPoint animation options are shown in groups; such as Entrance, Emphasis, Exit and Motion Paths. Select an option to apply that animation. Using the Add Animation button to see list of available PowerPoint animations. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 24

161 PowerPoint 2010 Animation Effect Options: Each of the PowerPoint 2010 animations has different options available to be applied. The options depend on which animation is chosen and what options are available for that item. Text boxes with bullet points may have different effects available than a single graphic object. These effect options may include the direction of the animation; that is, does it fly in from the top, bottom or one of the sides. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 25

162 Reorder Animations in PowerPoint 2010: After applying a few animations to any particular slide in PowerPoint 2010, you may wish to change the order sequence of these animations. Click on the Animations tab of the ribbon if it is not already selected. If the Animation Pane is not already visible, click on the Animation Pane button on the ribbon. Click on the object that has an animation already applied and that you wish to move. At the right end of the ribbon, under the Reorder Animation section, click the button to Move Earlier or Move Later; whichever you decide. Figure 9 - screen shot highlighting some features of animations. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 26

163 Steps for Resizing pictures: Click on the picture to select it. Place your mouse over one of the corner selection handles. All selection handles appear as white circles. The mouse cursor will change to a two-headed arrow, which tells the program that you wish to resize the graphic object. Dragging the corner handle to resize the picture will retain its proportions. Steps for Moving pictures: Place the mouse anywhere over the picture. The mouse cursor will change to a four-headed arrow. Drag the picture to the new location on the screen. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 27

164 PRACTICE - Organizing slides- including inserting, deleting and copying features Insert a new slide To insert a new slide into your presentation, do the following: On the Home tab, in the Slides group, click the arrow below New Slide and then click the slide layout that you would like. Figure 10 - You can insert a new slide directly from the ribbon. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 28

165 Add, rearrange, and delete slides: The single slide that appears automatically when you open PowerPoint has two placeholders - one formatted for a title and the other formatted for a subtitle. The arrangement of placeholders on a slide is called a layout. When you add a slide to your presentation, do the following to choose a layout for the new slide at the same time: In Normal view, on the pane that contains the Outline and Slides tab, click the Slides tab, and then click under the single slide that automatically appears there when you open PowerPoint. Figure 11 - You'll find this Slides section in the ribbon On the Home tab, in the Slides group, click the arrow next to New Slide. Or, if you want your new slide to have the same layout that the slide before it has, you can just click New Slide instead of clicking the arrow next to it. A gallery appears that displays thumbnails of the various slide layouts that are available. The name identifies the content for each layout. Placeholders that display colored icons can contain text, but you can also click the icons to automatically insert objects. Click the layout that you would like for your new slide SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 29

166 The new slide now appears both on the left on the Slides tab, where it is highlighted as the current slide and as the large slide on the right in the Slide pane. Repeat this procedure for each new slide that you would like to add. Determine how many slides you need: To calculate the number of slides that you need, make an outline of the material that you plan to cover and then divide the material into individual slides. You probably would like: A main title slide. An introductory slide that lists the major points or areas in your presentation. One slide for each point or area that is listed on the introductory slide. A summary slide that repeats the list of major points or areas in your presentation. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 30

167 PRACTICE - Setting up presentation using slide show features. View a slide show: To view your presentation in Slide Show view from the first slide, do the following: On the Slide Show tab, in the Start Slide Show group, click From Beginning. Figure 12 - You can view your slideshow from the first slide by pressing "From Beginning" To view your presentation in Slide Show view from the current slide, do the following: On the Slide Show tab, in the Start Slide Show group, click From Current Slide. Figure 13 - You can also view your slideshow from the current slide by pressing "From Current Slide" SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 31

168 Print a presentation: Click the File tab and then click Print. Under Print What, do one of the following: To print all slides, click All. To print only the slide that is currently displayed, click Current Slide. To print specific slides by number: Click Custom Range of Slides and then enter a list of individual slides, a range or both. Use commas to separate the numbers, with no spaces. For example: 1, 3, Under Other Settings, click the Color list and select the setting that you would like. When you finish making your selections, click Print. Study Tip - If your faculty provides PowerPoint slides ahead of time, you can print the slides ahead of time and take notes on the Note - By default, PowerPoint slide layouts appear in landscape orientation Figure 14 - Screen shot showing the print options SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 32

169 Print your slides or handouts of your presentation: Although you can also use Microsoft PowerPoint to print notes pages, this section of the module describes how to print your slides (one slide per page) and how to print handouts of your presentation - with one, two, three, four, six, or nine slides on a page - that your audience can use to follow along as you give your presentation or keep for future reference. The three-slides-per-page handout includes lines that your audience can use to take notes. Set the slide size, page orientation, and starting slide number: On the Design tab, in the Page Setup group, click Page Setup. In the Slides sized for list, click the size of paper on which you will be printing. If you click Custom, type or select the measurements that you want in the Width and Height boxes. To set the page orientation for the slides, click Orientation, then Slides and then click Landscape or Portrait. In the Number slides from box, enter the number that you want to print on the first slide or handout; with subsequent slides numbered after it. A Green Idea: To conserve paper and printer ink, before printing slides or handouts for your whole audience, consider putting the presentation in a shared location instead. Then, before your presentation, tell your audience where the presentation is located. Those who want printouts can print them, and those that don't have to, will be saving the environment! SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 33

170 Set printing options and then print your slides or handouts: To set your printing options (including number of copies, printer, slides to print, number of slides per page, colour options) and then print your slides, do the following: Click the File tab. Click Print and then under Print, in the Copies box, enter the number of copies that you would like to print. Under Printer, select the printer that you would like to use. If you want to print in colour, be sure to select a colour printer. Under Settings, do one of the following: To print all slides, click Print All Slides. To print one or more slides that you selected, click Print Selection. To select multiple slides to print, click the File tab, and then in Normal view, in the left-hand pane that contains the Outline and Slides tabs, click the Slides tab and then press and hold CTRL while you select the slides that you would like. To print only the slide that is currently displayed, click Print Current Slide. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 34

171 To print specific slides by number: Click Custom Range and then enter a list of individual slides, a range or both. Use commas to separate the numbers and no spaces; for example, 1, 3, Click the Print on Both Sides list and then choose whether you want to print on one or both sides of page. Click the Collated list and then choose whether you want your slides to print collated or uncollated. Click the Full Page Slides list and then do the following: To print one slide on a full page, under Print Layout: Click Full Page Slides. To print one or multiple slides per page in handout format, under Handouts: Click the number of slides you would like per page and whether you would like them to appear in order vertically or horizontally. To print your slides on the paper that you selected for your printer: Click Scale to Fit Paper. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 35

172 To increase resolution, blend transparent graphics, and print soft shadows in your print job: Click High quality. Note: When you print in high quality, it may take longer for your presentation to print. To prevent a possible decrease in your computer's performance, clear the High Quality selection after you finish printing. Click the Colour list and then click one of the following: Colour - this option prints in colour to a colour printer. To prevent a colour background from printing, do one of the following: Print your slides in grayscale. Grayscale option prints images that contain variations of gray tones between black and white. Background fills are printed as white, so that the text will be more legible. Sometimes grayscale appears the same as Pure Black and White. Print in Black and White. This option prints the handout without gray fills. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 36

173 Use Spell Check and Grammar: PowerPoint comes with the ability to check the spelling and grammar of your file. The spelling and grammar checker, often called spell check, is located on the ribbon. On the Review tab, in the Proofing group, click Spelling. Figure 15 - screen shot showing the Spelling icon on the Review tab You can also access this command quickly by adding it to the Quick Access Toolbar by rightclicking the Spelling button and then clicking Add to Quick Access Toolbar on the shortcut menu. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker. After you resolve each misspelled word, the program flags the next misspelled word so that you can decide what you would like to do next. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 6 Page 37