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Courses are customized, based on the customer’s requirements. Typically: 1 to 5 Days
Excel, Word & PowerPoint Intermediate
Temple University Japan Corporate Education Program
The modules need not be delivered in exactly this order but all of the chosen elements will be covered at some stage during the course. The course also introduces the advantages of integration between these applications and other MS Office XP components. Temple University Japan 1 .Customized MS Office XP Training Course Overview Objectives This course provides a comprehensive introduction to three key Microsoft Office XP Applications. The PowerPoint component covers the use of PowerPoint to create on-screen presentations. The Excel component of the course looks at Excel as a tool for data management and business modeling as well as a means of analyzing and displaying quantitative information. Classes involve demonstrations and extensive hands-on practice and the course is supplemented with over 20 sample files covering a wide spectrum of business scenarios. Styles. The Word component covers tips and tricks for speeding the creation of professional documents. autocorrect entries as well as the use of tables and document templates are illustrated. Emphasis is placed on ‘best practices’ and choosing the most efficient tool for the job. kiosk style internet-based presentations as well as printed documents. auto-text. Delivery MS Office XP is used throughout the course. Detailed Outline The following pages give a detailed breakdown of the course modules. but where features are covered that are not available in MS Office XP these will be clearly flagged. At the end of the course participants should be able to create professional quality presentations or reports with a minimum of effort and to create and maintain spreadsheets that address many important business needs.
Use tables for complex document layouts or Web pages .Understanding simple formulas .Document automation .Set up a mail merge 3:Excel basics .Basic navigation and navigation tricks .Basic data entry and data entry tricks .Know when and where to look for help 2: Speed tips and tricks for MS Word .Use keyboard shortcuts to improve productivity .Build a spreadsheet that includes numbers.Creating and applying styles . text and formulas .The ‘right tool for the job’ On completing this module you will be able to .Use automation techniques for routine tasks .Keyboard shortcuts .Getting help .Be aware of all the mouse functions .Copy and paste options On completing this module you will be able to: .Navigate easily around a workbook .Use copy and paste options to prepare Excel content for PowerPoint 2 Corporate Education Program .Customized MS Office XP Training Part One 1: General principles for MS XP OS and Office XP applications .Mail merge On completing this module you will be able to: .Applying simple formats .Effective use of tables .Format the spreadsheet to improve visual impact .Mouse commands .
save and share PowerPoint and Excel files .Importing graphics .Working with tables and charts .Finding and Filtering .Naming ranges .Outline content in MS Word and send it to PowerPoint .Sorting grouping and subtotaling .Create group and outline views .Use PowerPoint tools to enhance the presentation .Converting Word notes to a PowerPoint Presentation .Using Lookup functions On completing this module you will be able to: .Create and delivery a complete on-screen presentation .Save a presentation as a template 5 Working with charts .Pivot tables and Pivot charts .Editing charts in Excel and PowerPoint .Using drawing tools Adding animations .Pick the right chart to display your data .Creating a *.Setting defaults for text bullets and graphics .Apply a design template in PowerPoint .pot file On completing this module you will be able to: .Locate and edit slide masters .Apply custom filters to your data .Customized MS Office XP Training Part Two 4: Building a presentation .Manage lists of data in Excel .Create.Use images in your charts .Master the use of pivot tables Temple University Japan 3 .Describe the difference between charts in Excel and PowerPoint 6 Data management in Excel .Create and edits a variety of charts in Excel and PowerPoint .PowerPoint views .Using slide layouts .Creating and saving custom charts On completing this module you will be able to: .
Using hyperlinks .Access external data sources from Excel 9 Building spreadsheet models .Record simple macros and view their associated code 4 Corporate Education Program .Toolbar setting .Create and edit custom toolbars .Using PowerPoint actions On completing this module you will be able to: .Convert Excel and PowerPoint documents into HTML format .Creating Excel forms .Customized MS Office XP Training Part Three 8 Building interactivity .Create and report on scenarios .Describe the elements of “What if .Advanced functions . .Build fairly complex spreadsheet models including simple financial models . Solver On completing this module you will be able to: .Linking and embedding objects . calculation and output interfaces .Pasting names into function On completing this module you will be able to: .Set up and solve linear programming problems 11 Customizing the applications . Scenario manager.Perform a sensitivity analysis on 1 or 2 inputs .Change default settings in an application .Add interactivity to your Excel and PowerPoint documents .Data tables.Input.Macros and VBA On completing this module you will be able to: .Analyze and explore a spreadsheet model .Application options . ?” analysis 10 Excel’s advanced tools .Troubleshoot a misbehaving spreadsheet .Auditing and error tracing .Work with linked and embedded files .
Samples for Excel are included here. Temple University Japan 5 .Customized MS Office XP Training 12 Wrap up .Feedback .Post-class support Tips database Participants will be given access to a database of tips and tricks for MS Office XP applications. Participants can select the areas most appropriate to their needs and build their own reference tool.Questions .
Type = and then the name of the function. for example =average 2.Customized MS Office XP Training Sample support materials Tips and FAQs database for Excel 1. Did you know? To jump to the edge of a block of contiguous cells: Press <Ctrl>+arrow key (or. double-click on the edge of a cell) 6 Corporate Education Program . Tip or FAQ Here is a quick way to add a pop-up comment to a cell! To insert or edit a cell "comment": Press Shift + <F2> and type comment text Note that to delete a comment. you must enter a space in "" marks. Note: if you would like to insert a space between the two. Clear. For example: =A1&B1 to produce the result "1234ABC" from 1234 in A1 and ABC in B2. Would you like to combine the contents of two cells into one? To merge values in Excel: To combine data from two or more cells use the & symbol. select the cell and choose Edit. Are you a function power user? Here's a quick way to edit a function: To jump to the Function Wizard (Paste Function): 1. All 2. 1. press <Ctrl> + <Tab> 3. For example: =A1&" "&B1 to produce the result 1234 ABC 4. Press <Ctrl> + <A> and Function Wizard will display Note: This also works if you click into an existing function and press <Ctrl> + <A> 5. Jump from sheet to sheet using the keyboard! To move between worksheets in your workbook Press <Ctrl> + <PageUp> or <Ctrl> + <PageDn> Note: to move between open workbooks.
Drop the cell into place 8.instantly! To insert a default chart: Select the chart data and press <F11> to create a new chart sheet with default formatting (column chart)."M").A1. Input data into a single cell. Drag the cell over the border between the two cells. Choose Window. Did you know? To increment a number by 1 using Autofill: 1. In a long list do you find yourself scrolling up and down just to see column headings? To freeze a column heading at the top of a list: 1.Customized MS Office XP Training 1. Drag the Autofill handle to fill adjacent cells -. The cursor will turn into an I-beam (note that the I-beam can be vertical or horizontal) 3. A2 if you want to freeze the first row) 2. 6. Click in cell containing a number 2.12)&" months" Temple University Japan 7 . 3.g. Press <Ctrl> + <Enter> to enter the data into the selected cells 9."M")/12)&" years "&MOD(DATEDIF(A2. do you replace existing data rather than adding to it? To insert a cell containing data between two cells that already contain data: 1.the number will be copied Note: Press <Ctrl> while dragging the fill handle to force Excel to increase the number by an increment of 1 10. Insert cursor in the first column (column A) just below the row you want to freeze (e. Did you know? To find the difference between two dates in years/months: To calculate the difference between dates in A1 and A2 use this formula: =INT(DATEDIF(A2. Use <Ctrl> + click to select non-contiguous cells 2. Hold <Shift> and click on the edge of the cell you want to move 2. Tip or FAQ Here is a fast way to insert a chart -.A1. When you drag and drop cells. Did you know? To input the same values in different cells simultaneously: 1. 7. Freeze Panes 11.
Click into the Name Box on the toolbar and type the name To name a range of cells: 1. Select the appropriate name from the list and click OK 14. Highlight the cell that you would like to name 2. Press <Ctrl> + <Shift> + <F3> To insert a name into a formula: 1. A quick way to move data betw een worksheets in a workbook To drag and drop a cell (or cells) from one worksheet to another: Hold down <Alt> and drag the data onto the destination sheet tab (press <Alt>+ <Ctrl> and drag to copy) 16. give the cell or range a name: To name a cell: 1. 8 Corporate Education Program .Customized MS Office XP Training 1. Press <F3> to display the Paste Name dialog box 3. Select the value or text you would like to use 13. Position the cursor in the formula where you want to insert the name 2. accurately! To enter another instance of text that has already been used in a column: 1. Tip or FAQ A quick way to enter repetitive text. 15. Did you know? To display a list of all worksheets: Right-click the worksheet navigational toolbar to the left of the worksheet tabs. Click in the cell beneath a column of data 2. Highlight the range of data along with row or column heading (this will become the name) 2. 12. Do you find it hard to read formulas with cell references? You can use names for your important cells/ranges! To enter a name in a formula: First. Press <Alt> + ? to show the list of unique values or text 3. Excel will display a list of all the worksheets in the workbook. Did you know? To "drag & drop" additional data onto a chart: Select the data (in the same order and format as data in the existing chart) and drag and drop it onto the chart.
2. Would you like to be able to sort data using a custom sort order? To create a "custom list" and then sort data by order of that list: Creating a custom list: 1. Temple University Japan 9 . Press <Ctrl> + <F3> to define a name DynData (for example). Choose Data. Click on Add Sorting data using the custom list: 1.COUNTA($1:$1)) 18. Choose Tools.COUNTA($A:$A). Did you know? To copy adjacent data in Excel with Shortcut keys: <Ctrl > + <D> copies the cell contents from the active cell down and <Ctrl> + <R> copies it to the right. Did you know? To copy & pa ste formula results -. Values 21. 17. In the Refers to box type =OFFSET(Sheet1!$A$1. Click OK 19.Customized MS Office XP Training 1. Tip or FAQ Do you find yourself redefining your named ranges every time a table has records added or removed? To create Dynamic Named Ranges that will automatically adjust based on the number of items in the list: 1. Paste Special. Press <Enter> 20. Type the list in the List Entries field 3. Insert cursor into a block of contiguous data starting in cell A1 on Sheet1. Sort 3. Options and click on the Custom Lists tab 2.0. 3. Click underneath a cell that contains data 2. Press <Ctrl>+ <'> 3.not the formula: Copy the formula and use Edit. Did you know? To copy the contents from the cell directly above the cursor: 1. Select the custom list from the First key sort order drop down list 5. Click on Options 4.0. Insert cursor inside of range of cells to sort 2.
Customized MS Office XP Training 1. Drag the Autofill handle to fill adjacent cells -. Click in cell formatted with a date format 2. Select cells you would like to copy 2. such as 09/14/00. Copy as a picture when you are pasting into Word or PowerPoint -. 26. Did you know? To copy a formula quickly down a column of data: Double-click the Autofill handle to copy formula down a column. The format will change to 14/09/00 10 Corporate Education Program .DAY(A1)).to keep the file size small! To copy a chart or table as a picture 1. Special As A Picture" because any text will not distort if you resize the picture. Insert cursor into destination cell and paste or Select cells using the mouse and press <Alt>+<. Tip or FAQ Did you ever try to copy a section of a filtered list -.only to find that all of the hidden data is copied too? To chart or copy visible data only (in a filtered list or an outline) 1. enter the following formula into the destination cell: =DATE(YEAR(A1). Do you need a quick way to convert American dates to European dates using slashes? Ex: mm/dd/yy To convert an American date into European date format: If the date is in A1. 22. Hold down <Shift> and click Edit. Did you know? To copy a date using Autofill: 1. Switch to Word or PowerPoint and Paste Note: this is better than "Paste. Select Visible cells only and copy 4. Choose Edit. press <Ctrl> while dragging the fill handle 25. Go To. 24.the date will be automatically incremented by 1 Note: to copy a date (instead of incrementing it). Note: there must be data in the column to the left. the copy command will become 'Copy Picture' 2.> to select visible cells only 23.MONTH(A1). Special 3.
This will create a running sum. 32. Copy data 2. Excel will enter the formula and display the sum Temple University Japan 11 . Copy it down to the end of the list. Paste Special 3. Insert cursor in destination cell and choose Edit. If the list starts in Cell A1. Did you know? To add workbook filename and path to a worksheet: Use the CELL function:=CELL("Filename". Tip or FAQ You can combine date formats with text using a formula To combine text and a date in a cell: If you want to have variable text "Report for September" use this formula:="Report at "&TEXT(TODAY(). Did you know? To calculate the amount of time between two dates: To calculate the number of days between two dates (in this case in cells A1 & B1)."MMMM") 28. Select a blank cell to the right or below the values 2. Press <Alt> + <=> and <Enter> 3.B1) 31. Do you struggle with data that is listed horizontally instead of vertically? To change orientation of data from columns to rows: 1.Customized MS Office XP Training 1. Click OK 30. type this formula in cell B1: 2. =SUM($A$1:A1) 3. $A$1) 29. use the following formula: =DAYS360(A1. 27. Did you know? To autosum a column or row of data: 1. Choose Transpose 4. Would you like to calculate the sum of all values in a column -.so that it remains accurate as the list grows? To calculate running sums: 1.
Turn off Merge Cells 36. Right-click any sheet tab and choose Select All Sheets 3. or 2. Note: the worksheets will remain "grouped" until you ungroup them (rightclick on the selected group and choose "Ungroup Sheets") 34. 37."Japan") 12 Corporate Education Program . A new command will appear – Close All. Do you waste time closing all of your files when you are logging off at night? To close all open files: If you have more than one workbook open.. Is a merged cell causing you formatting problems? To "Unmerge" two cells: 1. Did you ever need to insert a "paragraph return" in a cell? To insert a line break in a cell: Press <ALT> + <ENTER> to start a new line while you're typing or editing data. type =COUNTIF(A:A. Here's a quick way to summarize data in a spreadsheet. 33.. Tip or FAQ Format all your worksheets at once! To apply the same format to every worksheet in the workbook: 1.">0") Or if you want to count how often the word "Japan" appears in column B type =COUNTIF(B:B.use the "Count" functions: =COUNT will count the number of cells in a range that contain numerical values =COUNTA will count cells that contain numerical as well as text values To count only cells in column A that contain values greater than 0. Apply formatting. Choose Format.Customized MS Office XP Training 1. you can close them all at once by pressing <Shift> when you choose the File menu. Use <Ctrl>+click to select multiple sheets. To count elements in your spreadsheet -. Cells and click on the Alignment tab 3. 35. Click on the merged cell 2.
or to select a range of contiguous cells. insert cursor in the range and press <Ctrl> + <Shift> + <8> . Press <Enter> 39. Keep dragging until the row number displayed matches the one you want. 38. and copy it. Multiply and click OK.Customized MS Office XP Training 1. select the surrounding rows or columns and use these keyboard shortcuts: Unhide rows <Ctrl> + <Shift> + <9> Unhide columns <Ctrl> + <Shift> + <0> 41. Use the arrow keys to extend the selection . Type 100 (or any value) in a cell. Select an anchor cell and press <Shift> 2. Did you know? Use these shortcuts to quickly hide rows and columns: Hide rows <Ctrl> + <9> Hide columns <Ctrl> + <0> To redisplay the hidden data. press <F8> and then click on the last cell and the area in between will be selected 42. 2. Use the keyboard to select data quickly! To quickly select a range of cells: 1.. or to use the mouse. 3. Paste Special. Press <Ctrl>+ <. click in the first cell. Tip or FAQ Did you know? To enter the current date quickly 1. Press and hold the Shift key.> 2. Click and drag the scroll box toward the row you want. 2.. do the following: 1. Temple University Japan 13 . 40. The values will now be multiplied by 100. Did you know? To scroll in a big hurry to a specific row. Did you know? To multiply a range of values by 100: 1. Select all the cells containing values you want to multiply and choose Edit...
14 Corporate Education Program . Choose File. 43. Choose Tools. text formatting and cell protection. Here's a simple Visual Basic statement that you can use to put an Excel file name and path in the worksheet header or footer: In Visual Basic Editor: create a new module in Personal.LeftHeader = ActiveWorkbook. and click the Sheet tab 2. To repeat column labels on every page.NameEnd Sub 45. click Rows to repeat at top. borders and shading. Share Workbook 2. Did you know. Tip or FAQ Would you like a column or row header to print on every page of a multipage table? To print row or column labels on every page: 1. Did you know that multiple users can edit the same spreadsheet simultaneously? To share a workbook between multiple users: 1.xls then enter this code:Sub BookPathAndName() ActiveWorkbook.Path & "\" & ActiveWorkbook.PageSetup.. Page Setup.. Did you know? The shortcut to open the Format Cells dialog box: <Ctrl>+<1> Use Format Cells to apply number formats. and then enter the rows that contain the column labels 44. Turn on Allow changes by more than one user Note that users should avoid working in the same row or column to avoid the risk of overwriting each other’s data! 46.Customized MS Office XP Training 1.
. Here are a few examples: * Select a single cell and then press <Ctrl> + <Spacebar> to select the entire column. Use the "Count" functions to quickly count the number of cells that contain data: =COUNT will count numerical entries in a specified range of cells Example: =COUNT(C:C) to calculate the number of cells in column C that contain numbers (note: text values will not be calculated) =COUNTA will count text entries as well as numerical entries Example: =COUNTA (C:C) to calculate the number of cells in column C that contain numbers or text entries =COUNTIF counts entries according to specific criteria: Example: to count how often the word Japan appeared in column B. 47.. Click on Options 4. Insert cursor inside of range of cells to sort 2. * Press <Ctrl> + <A> to select the entire worksheet. Click OK and OK 49. Choose Data.. type =COUNTIF(A:A. Choose Sort left to right from the Orientation options 5.. Shortcuts for Selecting Cells: There are many shortcuts for selecting cells in a worksheet. * Select a single cell and then press <Shift> + <Spacebar> to select the entire row. Did you know you can sort data horizontally as well as vertically? To sort data "left to right:" 1."Japan") .. 48. type =COUNTIF(B:B. Sort 3..">0") Temple University Japan 15 .Customized MS Office XP Training 1. Here's a way to calculate the number of numerical values in a range of cells that also contains text values. or to count only cells in column A that contain values greater than 0. Tip or FAQ Keyboard Wizard Special.
Customize 2. Choose the File Category 4. Set Print Area 2. Select the region you would like to print This is now the only area on the worksheet that will print To view or edit the print area: 1. Choose Tools. Choose File. Show Auditing Toolbar 2. Choose Tools. Page Setup and click on the Sheet tab 2. Click on a cell that contains a formula with references to another cell 3.Customized MS Office XP Training 1. Turn off "Menus show recently used commands first" and "Standard and Formatting toolbars share one row" 3. Choose File. Toolbars. visual way to look at relationships between formulas in a spreadsheet. You can edit or delete the information in the field. 50. Customize and click on the Options tab 2. The current print area is designated in the "Print area" field. At any time. To trace dependencies between formulas: 1. Have you ever tried to locate an error in a spreadsheet containing linked formulas? Here is a quick. To add the Set Print Area button to your toolbar: 1. Choose View. click Erase All Arrows to remove the indicators 52. Drag the Set Print Area button to your toolbar 51. Click on Trace Precedents to see arrows pointing to all cells referred to in the formula. Do you find it difficult to use the automatic toolbars and menus in Excel 2000? To view full length toolbars and menus: 1. Tip or FAQ Do you find it hard to control the printed version of your spreadsheet? Here's a quick way to set a Print Area: To quickly designate an area of a worksheet to be printed 1. Click the Commands tab 3. Click Close 16 Corporate Education Program . Print Area. 4. Auditing. Click on Trace Precedents again to see more references 5.
(Note: this does not work in Japanese NT) Temple University Japan 17 ..Customized MS Office XP Training 1.here's a tip for inserting a line break inside of a cell. This will show you which cells contain static data and which cells contain calculated values. 53. 54. To wrap text manually in a cell: Press <Alt> + <Enter> to start a new line while you're typing or editing data.. Here is a quick way to scan your spreadsheet for calculated values! To switch between formula and results: Press <Ctrl> + <~> to switch between display of the result and the formula itself. Tip or FAQ Pressing <Enter> in Excel moves the cursor to another cell -.
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