Overview Page 3 Tables Page 5 Labels Page 9 Mail Merge Page 12 Excel Overview Page 19 Charts Page 22 PowerPoint Overview Page 26 Inserting Pictures and Sounds Page 30 Animation and Transitions Page 32 Berkeley Evaluation and Assessment (BEA) 2
Overview Microsoft Word is a word processing application that allows you to create and edit text and graphics in letters, reports, web pages and emails. The created documents can contain a variety of font types, font sizes, tables, pictures, clip art, and more. For the purposes of this training, we will give a brief overview of the basic toolbars, how to create tables, labels, and how to use Mail Merge. To view certain toolbars while using Word, select View Toolbars (Figure 1) from the main menu. Figure 1 Toolbar menu Berkeley Evaluation and Assessment (BEA) 3
Overview (cont d) The Standard toolbar (Figure 2) is used for creating a new blank document, opening an exiting document, saving, printing, spell check, etc. Many of these tasks can also be selected from the File or Tools menus. Figure 2 Standard toolbar The Formatting toolbar (Figure 3) is used to select the font type, size, alignment, numbers, bullets, etc. Many of these settings can be found on the Format menu. Figure 3 Formatting toolbar The Drawing toolbar (Figure 4) is used to select drawing tools such as lines, arrows, boxes, and inserting WordArt, clip art and pictures. Many of these tools can be found on the Insert Picture menu. Figure 4 Drawing toolbar Berkeley Evaluation and Assessment (BEA) 4
Tables In Word you can create tables to store information in columns and rows. To create a table, on the Main menu select Table Insert Table (Figure 5). Figure 5 Table menu Select the Number of columns and Number of rows you want your table to have (Figure 6). Remember columns go up and down (vertical), rows go across (horizontal). Click the OK button. Figure 6 Insert Table Berkeley Evaluation and Assessment (BEA) 5
Tables (cont d) Figure 7 shows a table containing 5 columns and 20 rows. Figure 7 5 x 20 Table To delete a column, hover your cursor over the top of the column until the cursor turns into a downward arrow; click once to highlight the entire column. On the Tools menu select Table Delete Columns (Figure 8). To delete a row, click on the left outside edge of the row once to highlight the entire row. On the Tools menu select Table Delete Row. Berkeley Evaluation and Assessment (BEA) 6
Tables (cont d) Figure 8 Deleting Columns and Rows To insert a column or row, highlight the column or row where you want the insertion point. On the Tools menu select Table Insert and choose Columns or Rows (Figure 9). Figure 9 Inserting Columns and Rows Berkeley Evaluation and Assessment (BEA) 7
Tables (cont d) To merge cells, highlight the cells. On the Tools menu select Table Merge Cells (Figure 10). Before After Figure 10 Merge Cells Berkeley Evaluation and Assessment (BEA) 8
Labels In Word you can create and print labels for a single item or create customized labels. To create a label, start Word. A blank document should open up automatically; if it doesn t, click on File New. On the Tools menu, select Letters and Mailings Envelopes and Labels (Figure 11). Figure 11 Labels menu Click the Labels tab and enter in the label address (Figure 12). If you want to include a return address, click the use return address check box. In the Print area, select either Full page of same label or Single label. Berkeley Evaluation and Assessment (BEA) 9
Labels (cont d) Figure 12 Labels tab To select the label type, click the Options button and choose which type of label you want (Figure 13). Usually your box of labels will list the Product Number for the labels. Click the OK button. Make sure your sheet of labels is inserted into the printer the correct way. Click the Print button. Figure 13 Labels Options Berkeley Evaluation and Assessment (BEA) 10
Labels (cont d) To create custom labels, click the Options button and then click on the New Label button (Figure 14). Figure 14 Custom Labels Berkeley Evaluation and Assessment (BEA) 11
Mail Merge Mail merge is used to create a set of documents that are essentially the same but where each document contains unique elements. For example, in a letter that announces a new policy, the text about the policy will appear in each letter, but the address and greeting line will be different. Using mail merge you can create: A set of labels or envelopes The return address is the same on all the labels or envelopes, but the destination address is unique on each one. A set of form letters, e-mail messages, or faxes The basic content is the same in all the letters, messages, or faxes, but each contains information that is specific to the individual recipient, such as name, address, or some other piece of personal data. A set of numbered coupons The coupons are identical except that each contains a unique number. To create a mail merge document, start Word. A blank document should open up automatically; if it doesn t, click on File New. On the Tools menu, select Letters and Mailings Mail Merge (Figure 15). Figure 15 Mail Merge menu Berkeley Evaluation and Assessment (BEA) 12
Mail Merge (cont d) Word will prompt you through the six steps to create your mail merge document on the Mail Merge task pane. This pane is found on the righthand side of the document window. Step 1: Select the type of document you want to create (Figure 16). Click Next at the bottom of the task pane. Figure 16 Mail Merge Step 1 Berkeley Evaluation and Assessment (BEA) 13
Mail Merge (cont d) Step 2: Select which document to use as your starting document (Figure 17). If you are creating a new document, click Use the current document. Otherwise, click Start from a template or Start from existing document and find the template or document you want to use. Click Next at the bottom of the task pane. Figure 17 Mail Merge Step 2 Berkeley Evaluation and Assessment (BEA) 14
Mail Merge (cont d) Step 3: Select where the list of recipients is stored that you want to merge into your document (Figure 18). You can use an existing list that you have created, select recipients from your Outlook address book or create a new list. Click Next at the bottom of the task pane. Figure 18 Mail Merge Step 3 Berkeley Evaluation and Assessment (BEA) 15
Mail Merge (cont d) Step 4: Begin typing your document. Using the mail merge task pane (Figure 19), click on the placeholders you want to insert in your main document where you want unique information to appear, for example the Greeting line. Your document will contain these placeholders (Figure 20) that will be personalized with the recipient information when the document is printed. Click Next at the bottom of the task pane. Figure 19 Mail Merge Step 4 Figure 20 Document with placeholders Berkeley Evaluation and Assessment (BEA) 16
Mail Merge (cont d) Step 5: You can preview your document to make any changes before you do the merge. Using the right and left arrows on the task pane (Figure 21), you can see your document with the recipient information populated in the placeholders (Figure 22). You can find a specific recipient, add a new recipient or exclude a recipient. Figure 21 Mail Merge Step 5 Figure 22 Document preview with populated placeholders Berkeley Evaluation and Assessment (BEA) 17
Mail Merge (cont d) Step 6: To edit the individual letters, click Edit individual letters on the task pane (Figure 23). This will open up another Word window with all of the recipient letters. You can further personalize each letter or go back to the original document to make changes that will appear on all the letters. To print your personalized letters without changes, click Print on the task pane. Figure 23 Mail Merge Step 6 Berkeley Evaluation and Assessment (BEA) 18
Excel Overview Microsoft Excel is a spreadsheet application that allows you to perform calculations, analyze information by creating graphs, and manage lists in spreadsheets. When you start Excel, it opens with a blank spreadsheet entitled Book1 (Figure 24). Each column is denoted by a letter beginning with A thru Z, then AA, AB, AC BA, BB all the way to IV. Each row is numbered starting at 1 all the way to 65,536! Each cell has an associated name comprised of the column letter followed by the row number. For example, F8 would be column F, row 8. Figure 24 Excel Book1 Berkeley Evaluation and Assessment (BEA) 19
Excel Overview (cont d) When you click in a cell and start typing, the data will appear in the cell and in the Formula Bar at the top of the spreadsheet (Figure 25). Formula Bar Figure 25 Excel Formula Bar Click on Insert on the menu bar to insert columns, rows, charts, pictures, etc. (Figure 26). Figure 26 Excel Insert Menu Berkeley Evaluation and Assessment (BEA) 20
Excel Overview (cont d) To automatically sum a column or row of numbers, highlight the column or row and click on the AutoSum icon on the toolbar (Figure 27). The sum will be placed under or next to the highlighted area. Figure 27 Excel AutoSum To count the number of occurrences of a certain value within a range of cells, use the Countif function (Figure 28). In the Formula Bar, type an equal sign to denote that you are creating a formula. Then type COUNTIF, the cell range and value you want to count. For example, =COUNTIF(B3:B12, A ) will count the number of cells from B3 thru B12 that contain the letter A. Figure 28 Excel Countif function Berkeley Evaluation and Assessment (BEA) 21
Excel Charts To create a chart (graph) from spreadsheet data, first highlight all the cells of data including the column and row headings (Figure 29). Figure 29 Excel Charts Select Insert Chart... (Figure 30). Excel will step you thru the four steps to create your chart. Figure 30 Excel Insert menu Berkeley Evaluation and Assessment (BEA) 22
Excel Charts (cont d) Step 1: Select which type of chart you want (Figure 31). Click the Next button. Figure 31 Excel Chart Step 1 Step 2: Select how you want to see the data; you can switch between rows and columns view (Figure 32). You don t need to change the data range. Click the Next button. Figure 32 Excel Chart Step 2 Berkeley Evaluation and Assessment (BEA) 23
Excel Charts (cont d) Step 3: Insert the chart, X axis and Y axis titles (Figure 33). Click the Next button. Figure 33 Excel Chart Step 3 Step 4: You can place your chart on a separate sheet or on the current sheet (Figure 34). Click the Finish button. Figure 34 Excel Chart Step 4 Berkeley Evaluation and Assessment (BEA) 24
Excel Charts (cont d) From spreadsheet to chart in four easy steps! Berkeley Evaluation and Assessment (BEA) 25
PowerPoint Overview Microsoft PowerPoint is a presentation software application that allows you to create and present slide shows. You can include text, pictures, sounds, movies, charts, tables, etc. When you start PowerPoint, you are presented with the main work area that contains three sections: a slide outline area on the left where you will see thumbnails of your created slides; a working area in the middle where you will be creating your slides; and a slide layout task pane to the right where you can choose your slide layouts (Figure 35). Figure 35 PowerPoint Main Work Area Berkeley Evaluation and Assessment (BEA) 26
PowerPoint Overview (cont d) To choose a different slide layout than the default, single click on any layout in the slide layout task pane on the right to apply it to all your slides. To choose a different slide design than the solid white, click on the down arrow to the right of the Slide Layout title to access other task panes (Figure 36). Click on Slide Design. Single click on any design in the Slide Design task pane to apply it to all your slides. Task Pane Figure 36 PowerPoint Task Pane To add a background color or picture to your slide, select Format Background. In the Background window (Figure 37), click on the blue down arrow to select Colors or Fill Effects. Blue down arrow Figure 37 PowerPoint Background window Berkeley Evaluation and Assessment (BEA) 27
PowerPoint Overview (cont d) To insert a picture as the background on a slide, on the Background window select Fill Effects In the Fill Effects window (Figure 38), click on the Picture tab. Click on the Select Picture button to select a picture you have stored on your computer. Once you ve chosen a picture, click the OK button. Figure 38 PowerPoint Fill Effects window Back on the Background window, click on the Apply button to apply the picture only to the current slide or Apply to All to apply the picture to all slides. Berkeley Evaluation and Assessment (BEA) 28
PowerPoint Overview (cont d) To add text to your slide, simply start typing on the slide in the middle working area. You can choose different fonts, font sizes, colors, etc. from the toolbar at the top of the window. To insert a new slide, click on Insert New Slide (Figure 39). Figure 39 PowerPoint Insert New Slide To run your slide show, click on Slide Show View Show (Figure 40) or press the F5 key on your keyboard. To advance from slide to slide, press the Enter key or the down arrow on the keyboard. To stop the show, press the Esc key on the keyboard. Figure 40 PowerPoint View Show Berkeley Evaluation and Assessment (BEA) 29
PowerPoint Inserting Pictures and Sounds To insert pictures into a slide, click on Insert Picture (Figure 41).You can insert pictures from the Clip Art library, from a file on your computer (i.e., My Pictures) or directly from a scanner or camera. Figure 41 PowerPoint Insert menu Once you ve chosen a picture, click on the Insert button (Figure 42) to insert the picture on the slide. Figure 42 PowerPoint Insert Picture window Berkeley Evaluation and Assessment (BEA) 30
PowerPoint Inserting Pictures and Sounds (cont d) To insert sounds on a slide, click on Insert Movies and Sounds (Figure 43). Choose a sound from the Clip Organizer (which appears in the Task Pane area to the right) or choose a sound you ve saved in a file. Figure 43 PowerPoint Insert Sounds Clicking once on a sound in the Clip Organizer will copy it onto your slide. You will be prompted (Figure 44) to choose when you want the sound played: Automatically when the slide is presented or When you Click on the sound icon (Figure 45). Figure 44 PowerPoint Sound Timing prompt Figure 45 Sound Icon Berkeley Evaluation and Assessment (BEA) 31
PowerPoint Animation and Transitions You can animate how the text appears on your slide and how the slides transition from one to another. To add animation to your slide show, click on the down arrow in the task pane area and select Slide Design- Animation Schemes (Figure 46). Figure 46 PowerPoint Slide Design menu Clicking once on an animation scheme will apply it to the current slide (Figure 47). Click on the Apply to All Slides button to apply the animation to all slides. Animation Schemes Figure 47 PowerPoint Slide Design-Animation Berkeley Evaluation and Assessment (BEA) 32
PowerPoint Animation and Transitions (cont d) To add slide transitions to your slide show, click on the down arrow in the task pane area (Figure 46) and select Slide Transition. Clicking once on a transition will apply it to the current slide (Figure 48). Click on the Apply to All Slides button to apply the transition to all slides. Figure 48 PowerPoint Slide Transition On the Slide Transition task pane you can also: modify the speed of the transition select how the slides are advanced (manually by pressing Enter or automatically by entering in the number of seconds to pause between slides) preview your slide show by clicking on the Slide Show button Berkeley Evaluation and Assessment (BEA) 33