Chapter 2

Applied Productivity Tools

PRODUCTIVITY TOOLS

• Productivity tools can be freeware or shareware.

• Freeware is copyrighted, which can be used for
free and unlimited time.
• while shareware is commercial software that is
copyrighted, which can be copied for trial but
needs to be purchased for continued use.
PRODUCTIVITY TOOLS

• One of the most popular productivity suites is the

• Microsoft Office developed by Microsoft.
• Word processing software
• Electronic spreadsheet
• Presentation software
• Database
• Publishing program.
PRODUCTIVITY TOOLS

• This tools will help you create, organize,

and present information to an audience
for a more effective communication.
GLIMPSE OF HISTORY

• The first computer programmer was a mathematician in

the name of Grace Murray Hopper. She joined the US
Naval Reserve during the war and became an admiral. In
1951, she joined Eckert and Mauchly’s starting UNIVAC
company to develop and instruction code for the
machine. She then coined the term “automatic
programming” to describe her work.
GLIMPSE OF HISTORY

• Her work mainly focused on the development of

FORTRAN (“FORmula TRANslator”). The world’s first
true computer language. It was developed by John
Backus, a young researcher leading the IBM development
team in 1954.
 PRODUCTIVITY TOOLS

• MS Word - is one of the software of the Microsoft

Office 2013 suite. It offers a set of tools that
is advanced compared to its previous
versions. Along with its new features are,
the advance techniques including
hyperlinks, macros, and mail merge.
 PRODUCTIVITY TOOLS

• MS PowerPoint
- on the other hand, allows you to create slide
show presentations wherein you can format the
texts and images, adding also animations and
other multimedia components interactively.
 PRODUCTIVITY TOOLS

• MS Excel
- is one of the applications created by Microsoft,
used to simulate a paper worksheet. It is
composed of cells that are represented in rows
and columns designed to perform basic arithmetic
operations. It is widely used in accounting and
financial applications, as well as statistics and
engineering calculations.
 ADVANCE TECHNIQUES USING MS WORD:

• HYPERLINKS
A hyperlink is a link that will direct you to
another page or part of the same document.
Hyperlinks ca be a word, a phrase, a symbol or
image, a different element in the document,
another hypertext document, a file, or a script. It
is activated by clicking on the linked element
usually underlined and of a different color.
 ADVANCE TECHNIQUES USING MS WORD:

• HYPERLINKS
MS Word creates a hyperlink when you type the
address of an existing web page, such as
www.google.com, if the automatic formatting of
hyperlinks has not been turned off.
 ADVANCE TECHNIQUES USING MS WORD:

• HYPERLINKS
You can create a hyperlink to a new or existing
document or web page, an e-mail address, a
specific location to another document or web
page, a location in the current document, and to
another file or program.
 CREATING A HYPERLINK TO AN EXISTING
DOCUMENT
• HYPERLINKS
1. Click your mouse on the location in the
document where you want to insert the
hyperlink.
2. On the Insert Tab, click the Hyperlink button
on the Links group.
CREATING A HYPERLINK TO AN EXISTING
DOCUMENT

3. On the Insert Hyperlink dialog box, click

Existing File or Web Page and select the File
name where the source file is located and then
hyperlink will be created on your document.
4. Press Ctrl + click on the hyperlink to open the
linked file.
MAIL MERGE

Mail merge is a useful tool that allows you to

quickly produce and send information,
newsletter, resumés, or brochures to many
people.
CREATING A MAIL MERGE

In creating a mail merge, you need a data source

that contains the basic information to be merged
into your word document. A data source may
contain name, address, telephone, and other
information you want to include. A data source
must be created first to be able to use Mail Merge
for mass mailing.
CREATING A MAIL MERGE

Here are the following steps:

1. Open the word document that you want to Mail
Merge.
2. On the Ribbon, click the Mailings tab, go to the
Start Mail Merge group and click Start Mail Merge
and select Step by Step Mail Merge Wizard.
3. The Task Pane will show the Mail Merge steps 1-6.
 CREATING A MAIL MERGE

Step 1: Select document type.

1. Choose from the options such as Letters, E-mail
messages, Envelope, labels, or Directory.
2. Click Next.
Step 1: Select document type.
1. Choose from the options such as Letters, E-mail
messages, Envelope, labels, or Directory.
2. Click Next.
 CREATING A MAIL MERGE

Step 3: Select recipients.

1. If you have not created yet a recipient lis, choose
the Type a new list and click Create, and the New
Address List dialog box will appear where you can
type in the names and data of your recipients.
2. Click New Entry to add additional names and after
typing, click Cancel to close the dialog box.
 CREATING A MAIL MERGE

Step 3: Select recipients.

3. After you have entered your list, the Save Address
List dialog box will open.
4. Type your file name and click Save.
 CREATING A MAIL MERGE

Step 4: Write your letter.

1. Click the Address block to specify the Address
elements.
2. Click the Greeting line to set the greeting line
format.
3. Click Next.
 CREATING A MAIL MERGE

Step 5: Preview your letter.

1. The name, address, and greeting line will show in the
document.
2. You can click the Forward and Back arrows to view
other recipients in the list.
3. You can also edit Edit recipient list.
 CREATING A MAIL MERGE

Step 6: Preview your letter.

1. To print directly, select Print.
2. If you want to make adjustments on individual
recipients, select Edit individual letters.
Quiz
1. Productivity tools like MS Office allow you to create different
content applications. What application can be best used for
creating documents?
a. MS Excel
b. MS Word
c. MS PowerPoint
d. MS Access
2. Answer the following:
e. Productivity tools can be accessed through the web. How do
you know if it is for free or not?
f. How are these tools used in mobile devices?