OFFICE PRODUCTIVITY

Office Productivity

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OFFICE PRODUCTIVITY
Introduction
This courseware aims to introduce students to various office productivity tools that are available today. It strives to make them proficient in using the various tools that will increase their efficiency in doing school work – word processing tools to help them prepare papers and reports, spreadsheets for problem solving and data visualization, software for their presentation needs, e-mail for communication, and the Internet for research and data gathering. The general approach is to underscore the interoperability of the software being taught. The last chapter deals with social issues in computing and introduces the students to the ethical and social dimensions of the Internet.

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Learning Goals
At the end of the course, the student will be able to: 2. Apply the integrated functions and capabilities of the Microsoft Office suite for presenting documents effectively. 3. Use the advanced features of office productivity software for data processing, data visualization, presentation, electronic communication, and research. 4. Utilize computer resources and tools in a responsible and productive manner.

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Lesson 1

Introduction to Office Productivity

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Introduction to Office Productivity
Using the Keyboard  Parts of the Keyboard  Functions of Keys  Proper Keyboarding Techniques Office Productivity Tools  MS Office Suite  Starting an MS Office Application The Microsoft Office GUI  Screen Layout  Menus  Toolbars  Icons
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Parts of the Keyboard

Functions of Keys Printable Characters Modifier Keys Character Control Keys
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Office Productivity Suite Word Excel PowerPoint Access Outlook FrontPage Publisher OneNote
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Starting an MS Office Application
The most common way to start: Click [Start]. Select All Programs. Select the MS Office program you wish to open.

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The Microsoft Office GUI
Screen Layout

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Menus File View Edit Insert Format Tools Window Help
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Toolbars
Standard Toolbar

Formatting Toolbar

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Word Bank Graphical User Interface (GUI) Menu Toggle American Standard Code for Information Interchange (ASCII) WYSIWYG

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Self-Check
__ 1. __ 2. __ __ __ __ __ __ 3. 4. 5. 6. 7. 8. A. Prints the active file B. Repeats the last undid command C. Opens a new file D. Cuts the selected text E. Copies the selected text F. Undoes the last command G. Opens an existing file H. Checks the spelling and grammar of the document I. Saves the active document J. Pastes the text currently on the clipboard
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__ 9. __ 10.

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Lesson 2

Word Processing

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Word Processing Introduction to Word Processing Using the Keyboard in MS Word Selecting Text Playing with Fonts Formatting Paragraphs Adding Images

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MS Office GUI

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Page Views
Normal View

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Page Views
Web Layout View

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Page Views
Print Layout View

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Page Views
Outline View

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Using the Keyboard in MS Word Keystrokes
Press To Move Cursor one line up one line down one character to the right one character to the left one screen-length up one screen-length down

Page Up Page Down

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Using the Keyboard in MS Word Keystrokes
Press Alt + Page Up Alt + Page Down Home Ctrl + Home Ctrl + End To Move Cursor one screen-width to the right one screen-width to the left to the beginning of the line to the beginning of the document to the end of the document
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Using the Keyboard in MS Word Keystrokes
Press Ctrl + Ctrl + Ctrl + Ctrl + To Move Cursor to the beginning of the paragraph to the beginning of the next paragraph to the beginning of word to the left to the beginning of the word to the right
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Selecting Text

With the Cursor/Keyboard  Shift + Keystrokes on the previous slides – selects text  Ctrl + A – selects everything
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Selecting Text
With the Mouse Click, hold and drag over selection Mouse Action Triple-click on the space beside the vertical ruler Double-click on a word Triple-click on a line Ctrl+ click Effect Select the whole document Select a word Select a paragraph Select a sentence

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Cut, Copy, Paste
Cut
Keystroke: Ctrl + X

Copy
Keystroke: Ctrl + C

Paste
Keystroke: Ctrl + V

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Cut, Copy, Paste

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Playing with Fonts

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Playing with Fonts

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Playing with Fonts
Text Effects

,

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Formatting Paragraphs

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Rulers, Margins, Indents and Tabs

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Indents

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Tabs
Tab Stops

Tab Stop Left-aligned Right-aligned Centered Decimal centered Bar
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Tab Stop button

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Adding Images
Draw Toolbar

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AutoShapes
AutoShapes Making shapes 3D

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Inserting Clip Art

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Inserting Pictures
Insert Picture

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Text Wrapping
Changing text wrapping

In-line text wrapping

From the Draw Toolbar
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Square text wrapping

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Word Bank Clip Art Clipboard Cursor Font Indent Margins Tab stops Text wrapping Word processor
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Self-Check What is a word processor? What is a paragraph in MS Word? How is it different from the usual definition of a paragraph? What are tab stops? Describe each. What is a Clip Art image? How do you change an image’s text wrapping?
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Lesson 3

Learning MS Word: Formatting a Term Paper

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Learning MS Word: Formatting a Term Paper
Spelling and Grammar Style Lists Multi-Layered Numbering and Bulleting Tables Page Numbers Proper Citation Footnotes and Endnotes Table of Contents Setting Up the Pages Printing the Document Publishing in HTML
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Spelling and Grammar Spellcheck (F7)

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Thesaurus Thesaurus (Shift+F7)

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Style Applying styles to text

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Lists Creating lists

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Multi-layered Numbering and Bulleting

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Tables
Tables and Borders

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Page Numbers
From the Insert Menu:

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Footnotes and Endnotes

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Footnote
A footnote sample

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Table of Contents

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Setting Up Pages

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Setting Up Pages

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Printing the Document

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Publishing as HTML

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Publishing in HTML

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Word Bank APA Bullets Citation Endnotes Footnotes Plagiarism Superscript Table of Contents Typographical Errors
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Self-Check Answer the following questions:  What are bullets used for in MS Word?  Give three examples of styles that you can use to format a document.  Differentiate a footnote from an endnote.  Why is it important to properly attribute and cite the sources of information used in writing a report or term paper?  What is a superscript?
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Lesson 4

Learning MS Excel: The Spreadsheet

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Learning MS Excel: The Spreadsheet

Introduction to MS Excel Working with a worksheet Formatting Cells

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The MS Excel GUI

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Editing Data
Using Typeover

 

Select the cell you wish to edit. Type the new data. Press the [Enter] key.

Using F2 (Edit Using double-click key)  Go to the  Double-click cell you on the cell wish to you want to edit. edit.  Press the  Edit the cell F2 key. as desired.  Edit the cell  Press the as desired. [Enter] key.  Press the [Enter] key.
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Editing Data PRESS ↑ ↓ → ← PgDn PgUp Alt+ PgDn Alt+ PgUp TO MOVE One cell up One cell down One cell to the right One cell to the left One screen down One screen up One screen to the right One screen to the left
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Home Ctrl+Home Ctrl+ ↑ Ctrl+ ↓ Ctrl+ → Ctrl+ ← Ctrl+End To the beginning of the row To the beginning of the worksheet To the top edge of the current data region To the bottom edge of the current data region To the right edge of the current data region To the left edge of the current data region To the last cell used in the worksheet.
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Selecting Cells Using a Mouse To select a cell – click on the cell To select adjacent cells – click and drag over the cells to highlight your selection To select non-adjacent cells  Click and drag over the first range of cells.  Hold down the [Ctrl] key.  Select the succeeding ranges of cells while holding down the [Ctrl] key.
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Deleting Data in Cells Select the cell(s) whose data you want to delete. Press the [Delete] key.

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Cut, Copy, Paste Select Cells or Range of Cells Cut or Copy Paste

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Creating a Number Series
 Type in the first two consecutive numbers of your series in consecutive cells.  Select these two cells.  Position the mouse pointer over the fill handle till the mouse pointer becomes a cross-hair.  Click and drag to fill the succeeding cells with the desired series.
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Creating Time and Date Series   Type in the desired date or time in the first cell. Position the mouse pointer over the fill handle till the mouse pointer becomes a cross-hair. Click and drag to fill the succeeding cells with the desired series. Note that the days increment when you enter a date, while hours increase when you input time.
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Formatting Cells Merge and Center  Select a range of cells  Click on the [Merge and Center] button

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Formatting Cells Format Cells Dialog Box

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Formatting Cells

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Changing Column Width and Height  Position your mouse between any two row or column headings and wait until the mouse shape turns into a cross bar. Drag the mouse to change the width or height of the cells.

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Word Bank Spreadsheet program Statistics Bookkeeping Workbook Worksheet Data region

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Self-Check Answer the following questions:  What is a spreadsheet program? What does it do?  Why do we need to tabulate data?  What other uses can you think of for spreadsheet programs?  What is a worksheet?  Differentiate labels and values.
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Lesson 5

Equations and Formulas in MS Excel

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Equations and Formulas in MS Excel Inserting and Deleting Columns and Rows Mathematical Computations Using Excel Sorting and Autofiltering Data Charts in Excel Previewing and Printing Worksheets

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Inserting Columns /Rows  Click the column/row heading where you wish to insert the new column/row. Note that the new row will be placed above the row you selected while the new column will be placed on the left of the column you selected. Click on the Insert menu and choose Columns or Rows.
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Deleting Columns/Rows  Select the columns/rows to be deleted by clicking on their headings. Click on the Edit menu and choose Delete. You may also choose to rightclick on the selected columns/rows and select Delete.

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Creating Formulas
Operation Exponentiation Multiplication Division Addition Subtraction Concatenation Equal to Greater than Less than
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Operator ^ * / + & = > <

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Using Equations
This formula:
Formula for computing two seatworks

A12 x A23+3 A3-17
is written as:

=(A1^2 * A2^3+3)/(A3-17)

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Using Functions
Range of Cells C4:I4 First cell: C4 Last cell: I4 You can also mix functions and operators in one formula.

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Autosum
=Sum(range) =Average(range) =Count (range) =Max(range) =Min(range)

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IF Function

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Copying Formulas
Relative Cell Reference Absolute Cell Reference

Click and drag the small black square at the bottom righthand corner of the first cell

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Sorting Data
Click on the Data menu and choose Sort. Under Sort By, click on the pull-down arrow to select your primary sorting column. If desired, select a secondary and tertiary sorting column. Click [OK].

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Autofiltering Data
Click on the Data menu and choose Filter. Click on Autofilter. Click the drop-down arrow of the column that you wish to filter to show the list. Select the data that you wish to see or filter the selection with. techFactors, Inc.

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Creating a Chart
Select the data you will need for the chart. Click on the Insert menu and choose Chart or just click the [Chart Wizard] button on the standard toolbar. Select the Chart type and Chart sub-type desired.
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Creating a Chart
Click the [Next] button Otherwise, you can reselect the range of cells for your chart by clicking on this You can also change the orientation of the chart by selecting either Rows or Columns.
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Creating a Chart
You have many options like adding labels to your chart. Just click on the appropriate tab to access the options.

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Creating a Chart
Place the chart in a new worksheet along (and give it a new name) Or as an object in an existing worksheet

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Editing Charts
Double-click on the area of the chart you wish to edit. You can also right-click to show a shortcut menu to select the option you wish to edit. A dialog box will appear. Format as desired and click [OK].
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Previewing the Worksheet

Click on the File menu and choose Print Preview or click on the the Standard toolbar. button on

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Printing the Document

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Printing the Worksheet Click on the [File] menu and choose [Print]. Change any desired specifications. Click on [OK].

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Word Bank Rule of Precedence  exponentiation is computed before multiplication or division in a formula, and multiplication or division is computed before addition or subtraction Range of Cells  a group of cells.

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Self-Check Enumerate the mathematical operations and their corresponding Excel operators. What is the AutoSum’s function? the If’s function? What are the three kinds of cell references?
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Lesson 6

PowerPoint Basics

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PowerPoint Basics Basic Features of MS PowerPoint Creating a presentation  Autocontent Wizard  Using Design templates  Adding other items to the presentation

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PowerPoint GUI

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Creating a Presentation
AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard

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AutoContent Wizard Styles

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Using General Templates After opening Microsoft PowerPoint, choose General Templates.

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Using General Templates Choose a design template from the list provided, then click on the [OK] button.

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Using General Templates

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Adding Pictures
Go to Insert menu. Move your mouse over the Picture submenu and choose From File. Choose a picture in your computer by clicking on it. Click on the [Insert] button. To resize a picture, click on it and drag the small circles around the inserted image.
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Resizing Pictures

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Textboxes and Tables Go to the Insert menu and choose Textbox. To insert a table, go to the Insert menu and choose Tables.

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Backgrounds You can change the background of the slides by going to the Format menu and choosing Background.

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Word Bank Presentation tools Overhead projectors Slide projectors Slides Layout
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Self-Check Answer the following questions:  What is a presentation tool?  Give examples of presentation tools.  Why are presentation tools important when introducing ideas to an audience?  What are the advantages of Microsoft PowerPoint over other presentation tools?

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Lesson 7

Advanced MS PowerPoint

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Advanced PowerPoint Creating Master Slides Making a Dynamic Presentation Adding Hyperlinks Changing the Order of the Slides Previewing and Showing the Presentation Printing the Presentation

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Creating Master Slides

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Adding Animation
Click on the Slide Show menu and then choose Animation Scheme. A panel will open on the right side of the screen that will offer you choices. Put a check on the AutoPreview option to be able to view how the animation looks like. Experiment with each by clicking on the name of the animation scheme and see which one is appropriate for your presentation.
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Adding Animation

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Applying to Master Slides

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Bullets and Numbering
Bullets are created by clicking on the Format menu and then Bullets and Numbering

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AutoShapes
To include AutoShapes in your presentation, go to the Insert menu. Move your mouse over the Picture submenu and select AutoShapes. The AutoShapes toolbar will appear. Click on an AutoShape button and select an item from its list. You will notice a change in the mouse icon. Drag the mouse on the slide area to create a shape.
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Adding Buttons

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Action Settings

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Word Art
To insert word art, click Insert > Picture > Word Art. A dialog box will then appear that will let you choose a style.

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Adding Hyperlinks
Highlight the object that you wanted to insert a hyperlink to. Right-click to bring up a shortcut menu and click Hyperlink. A dialog box will appear that will ask you to insert a web address

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Adding Hyperlinks

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Reordering Slides
Open the Slide Sorter view by clicking on the View menu and selecting Slide Sorter. Click on a particular slide that you want to move, hold the mouse button and then drag the slide to put it in its new place. On the Slides pane on the right, click on a particular slide that you would want to move, hold the mouse button and drag the slide to put it in its new place.
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Previewing and Showing the Presentation
To preview and show your presentation, press [F5]. To advance to the next slide:  [Spacebar], [Enter], [Page Down], or simply click To go back to the previous slide:  [Page Up] To go from one slide to the next:  Arrow keys Press [Escape] to end the presentation.
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Printing the Presentation
Click on the File menu and then select Print Preview. Click on the drop down menu labeled “Print What:” and choose the number of slides you wish to print per sheet of paper. Click on the printer icon labeled “Print” to start printing your presentation.

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Word Bank Slide Transition Hyperlink Slide Animation

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Self-Check Answer the following questions:  What is animation?  What is a transition?  Give three examples of transitions in PowerPoint.  How can rich content help enhance the PowerPoint presentation?  What is the action button for?
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Lesson 8

Introduction to the Internet

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Introduction to the Internet Introduction to the Internet Connecting to the Internet Services and Applications in the Internet

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Introduction to the Internet Internet  a worldwide network of computers that allows users to access other computers no matter how far away they are from each other

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Connection Types Modem Integrated Services Digital Network (ISDN) Digital Subscriber Line (DSL) Cable Internet
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The World Wide Web
Document formats in the Internet HTML/ XHTML
XHTML sample code
<?xml version="1.0" encoding="UTF-8"?> <!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Transitional//EN" "http://www.w3.org/TR/xhtml1/DTD/xhtml1transitional.dtd"> <html xmlns="http://www.w3.org/1999/xhtml"> <head> <title>Nifty New XHTML document</title> <meta name="description" content="This is the coolest XHTML document on the Internet." /> <link rel="stylesheet" type="text/css" href="stylesheet.css" /> </head> <body> <img src="image.gif" height="150" width="40" alt="funny face" />

HTML sample code
<html> <head> <title>Nifty New HTML document</title> <meta name="description" content="This is the coolest HTML document on the Internet."> </head> <body> <img src="image.gif" height="150" width="40" alt="funny face">

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Internet Explorer GUI

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Uniform Resource Locator
http://www.ilovetechfactors.com.ph/home/index.htm

Scheme (e.g., Protocol) Authority (e.g., Domain Name) Path Filename
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Protocol
HyperText Transfer Protocol (HTTP)  the protocol used to transfer documents across the Web. File Transfer Protocol (FTP)  a protocol that allows sharing of files on the Internet through the Client-Server Architecture. Gopher  a menu-based system that lets users search and retrieve documents on the Internet. Telnet  a Internet protocol that lets users login to a remote system and control the computer where they are connected.
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Authority and Domain Name

gov edu org mil com net

Government institutions/agencies Schools and other educational institutions Organizations Military organizations Commercial websites Network organizations

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File Transfer Protocol
ftp://USERNAME:PASSWORD@www.yoursitetoftp.com

FTP in Internet Explorer

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Telnet

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Internet Relay Chat

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Instant Messenging
MSN Messenger

Yahoo! Messenger

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E-mail

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Word Bank
Bandwidth TCP/IP or Transmission Control Protocol/Internet Protocol BCC CC Web browser HTML or HyperText Markup Language XHTML or eXtensible HyperText Markup Language Netscape Navigator Mosaic Client-server architecture IP address Domain name
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Self-Check What are the different parts of a URL? Are Web pages presented in exactly the same way across different operating systems and Web browsers? Discuss the different Internet connection types. Describe the client-server architecture.
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Lesson 9

Using Electronic Mail

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Using Electronic Mail Introduction to electronic mail Using Yahoo!® Mail  Setting up an account  Composing an e-mail  Organizing e-mail How e-mail works
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Using Yahoo! Mail
Setting Up an Account

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Setting Up an Account

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Setting Up an Account

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Composing an E-mail

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Tips in Writing E-mails
Avoid writing SHOUTING messages, using ALL CAPS Use short paragraphs Use blank lines between paragraphs Avoid acronyms and contractions Always check your spelling and grammar Include smileys or emoticons as needed. Emoticons are small rounded icons that express your feelings. Smileys represent human faces when turned sideways (e.g., :), :()
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Address Book

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Organizing E-mail

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How E-mail Works

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Word Bank Electronic mail E-mail client Protocol SMTP POP3 IMAP Attachments Webmail
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Self-Check
Differentiate POP3 mail from webmail. How do e-mail clients retrieve messages from a server? How are e-mail messages sent? Give the meaning of the following acronyms:  IMAP  POP3  SMTP  DNS Draw a diagram tracing how an e-mail message is sent from the recipient to the receiver.
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Lesson 10

Security and Privacy Issues

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Security and Privacy Issues
Malware  Computer Viruses  Worms  Trojan Horses  Spyware Online Fraud  Hacking  Identity Theft  Phishing  Spam Internet Etiquette
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Malware computer viruses Worms Trojan horses spyware

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How A Virus Spreads

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Worms do not need to attach to other computer files for them to spread can spread themselves from one computer to another delete files, install programs, or send documents (including copies of themselves) to other computers on a network can slow down a computer network by propagating themselves endlessly
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Trojan Horses
disguise as useful programs to trick the user into installing them to the system provide an entrance, or backdoor, to the system where installed, giving control of that system to the author of the malware can erase, corrupt, or overwrite files spread other programs like viruses log keystrokes and spy on the user, or gather information such as credit card numbers
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Spyware

designed to gather information about the user of the computer where it was installed can change the configurations of a computer

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Online Fraud
Phishing or Spoofing  is obtaining information, such as passwords, credit card details, and personal identification numbers through deception  accomplished electronically by the use of e-mails or instant messages, or the complete copying of a legitimate institution’s website to fool users to unwittingly submit sensitive information Spam  the general term for unsolicited messages that you receive electronically, usually in your e-mail inbox  may also include messages being used for phishing
techFactors, Inc.

OFFICE PRODUCTIVITY
Example of Spam

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OFFICE PRODUCTIVITY
How to protect yourself from malicious attacks When using e-mail, avoid clicking on attachments, especially those from unknown senders. Always use an anti-virus program and update the virus definition files periodically. Steer away from peer-to-peer file-sharing services. Avoid installing obscure or unknown programs, especially those from questionable sources, like pirated discs.
techFactors, Inc.

OFFICE PRODUCTIVITY
How to protect yourself from malicious attacks If your PC is connected to the Internet, install a firewall. Do not give personal information (birth dates, credit card information, passwords) on the Web unless absolutely necessary. Use encryption to protect sensitive files. Passwords should be of sufficient length and made with a mixture of alphanumeric characters.
techFactors, Inc.

OFFICE PRODUCTIVITY
Internet Etiquette
Thou shalt not use a computer to harm other people. Thou shalt not interfere with other people's computer work. Thou shalt not snoop around in other people's computer files. Thou shalt not use a computer to steal. Thou shalt not use a computer to bear false witness.
techFactors, Inc.

OFFICE PRODUCTIVITY
Internet Etiquette
Thou shalt not copy or use proprietary software for which you have not paid. Thou shalt not use other people's computer resources without authorization or proper compensation. Thou shalt not appropriate other people's intellectual output. Thou shalt think about the social consequences of the program you are writing or the system you are designing. Thou shalt always use a computer in ways that ensure consideration and respect for your fellow humans.
techFactors, Inc.

OFFICE PRODUCTIVITY
Word Bank Hacker Encryption Spam Computer virus Trojan horse Phishing Worms Malware
techFactors, Inc.

OFFICE PRODUCTIVITY
Self-Check Describe the computer virus, Trojan horse, and worm. What is phishing? How can encryption help in maintaining privacy? What is used by hackers to gain a backdoor to a particular computer system? How can we avoid malware?
techFactors, Inc.