Lessons 1 to 8

Productivity Tools
At the end of this lesson, the student will be able to:
1. define GUI, menu, toggle, ASCII and WYSIWYG
2. identify the parts of the keyboard and its
function
3. discuss the productivity tools
4. Select the appropriate productivity tool for a
given task.
5. Identify and utilize the different elements of
the graphical user interface of Microsoft
Office.
6. Use proper keyboarding techniques when
using the computer.
 TERMINOLOGIES
Graphical User Interface or GUI – a way
for users to interact with computers,
using graphical elements such as
icons, toolbars and menus to work
around the system
Menu – a group of commands that the
user can use to interact with the
computer; provides additional
commands or options for the user
Toggle – changing from one state to
another, much like pressing an On/Off
switch
American Standard Code for Information
Interchange or ASCII – the commonly
used character set in computers; it
specifies the printable and non-printable
characters that can be used by
computers and other devices
WYSIWYG – What You See Is What You Get
Productivity Tools
Using the Keyboard
 PARTS OF THE KEYBOARD
1. Main Keypad or Alphanumeric Keys
 keys are arranged like most
typewriter keys using the QWERTY
pattern.
 aside from numbers and letters,
this set of keys also includes
punctuation marks and special
characters like Enter key, Caps Lock
key and Spacebar key
2. Numeric keypad  located at the
rightmost side of the keyboard.
3. Function keys  labeled F1 to F12.
 these keys depend on the software
currently in use.
 these include with special
functions like the Print Screen, Scroll
Lock, Pause/Break. At the left of the
function keys is the ESC key used to
interrupt or cancel an activity.
4. Cursor keys  used to point
towards the direction that the
cursor will move when pressed.
Above the arrow keys are the six
shortcut keys Insert, Del, Home,
Page Up, Page Down, End
5. Modifier keys  include Ctrl, Alt,
and Shift keys. These keys change
the original output of a specific key.
 Productivity Tools
Using the Keyboard

 Functions of Keys
 Proper Hand and Finger Positioning on the

Keyboard
 TYPING MASTER
 Will help students master the
correct usage of the computer
keyboard.
 Will help the students improve

their speed in typing

CORRECT WAY TO TYPE
LEARNING TARGETS:
 I can select the appropriate
productivity tool for a given
task.
 I can identify and utilize the

different elements of the

graphical user interface (GUI) of
an office suite like Microsoft®
Office.
ACTIVITY: THINK and SHARE

What are the features

of your dream
cellphones? Write your
answer in your
notebook.
Send and receive SMS and calls
Send and receive video calls
Take pictures
Play games
Listen to music
Store files
 There was a times when all
these cannot be found in a single
machine and that each feature is
found in a separate machine.
Nowadays, technological
developments have given birth
to a single machine that does all
the tasks of several machines.
Identify
the things that
do multiple tasks
which used to be done
by individual
machines.
Swiss Army Knife
Personal Computer
Can Opener (the one with the
bottle opener, corkscrew, and
nutcracker)
Nowadays, machines tend
to be multifunctional and
software is no exception.
Software with many
functions includes the
office productivity suite.
What is Office Productivity Tools?

 Office Productivity tools are

computer programs that are
packed together.

Program suite is the collection

of programs that comprise and
interrelated with each other.
oHow do productivity
suites affect the way
we work?
 Productivity Tools
Office Productivity Tools
 The Microsoft Office Suite
◦ Microsoft Word
◦ Microsoft Excel
◦ Microsoft PowerPoint
◦ Microsoft Access
◦ Microsoft Outlook
◦ Microsoft SharePoint Workspace
◦ Microsoft FrontPage
◦ Microsoft Publisher
◦ Microsoft OneNote
 The Microsoft Office Suite

1. Microsoft Word – is a word processing

program. It is used to compose, edit, save
and print documents such as letters,
brochures and reports.
2. Microsoft Excel – is a spreadsheet program.
It is used to tabulate, calculate and process
data and usually numbers.
3. Microsoft PowerPoint – is a presentation
program used to create slides that can be
presented on the computer screen as a
slideshow.
4. Microsoft Access – is a relational
database management program used
to manage structured data.
5. Microsoft Outlook – is primarily and
an e-mail program. It also provides
personal information management.
6. Microsoft FrontPage or WYSIWYG –
website development program. It has
many available Web page templates for
users to get their websites designed in
short period of time.
7. Microsoft Publisher – is a
desktop publishing software that
is full of template for users to
easily create publications such as
calling cards, greeting cards
8. Microsoft OneNote – is an
organizing program that allows
users to gather, organize and
share data among co-workers.
9. Microsoft SharePoint Workspace
- Is an online collaboration

program. Its users can work

together even if they are from
different locations and time zones.
10. Microsoft Lync – is an instant
messaging program. It lets users
communicate with other one
another on a real-time basis.
Productivity Tools
Office Productivity Tools

Starting a Microsoft
Office Application
 HISTORY OF
MICROSOFT OFFICE
 STEPS TO OPEN MS WORD
1. Turn ON the computer
2. Look for your user account and type
your password
3. Click START button
4. Click ALL PROGRAMS
5. Click MICROSOFT OFFICE
6. Highlight MICROSOFT OFFICE WORD
2013 and press ENTER
7. Click OK(2X)
 Productivity Tools
The Microsoft Word Application
 Screen Layout
SCREEN LAYOUT OF MS WORD
Quick Access Toolbar– It contains
most frequently used commands.
Any command in the application
can be added to this toolbar.
Title bar – It lists the application
name and workbook/document
/presentation name. Click and
drag the title bar to move the
window.
SCREEN LAYOUT OF MS WORD
Ribbons / menu bar– It is the panel
of tabs below the title bar. Each
tab reveals grouping of
commands that are related to
each other.
Gallery– It consists of groupings of
related commands. Every tab in
the ribbons has a corresponsing
gallery .
Minimize button – it is represented by
an icon which an underscore. When
clicked, it reduces the window to a
button on the taskbar.
Maximize/Restore button – is
represented by a box while the restore
button is represented by two
overlapping boxes. The button
changes depending on whether the
window is maximized or not. You may
shift window sizes by clicking it.
Close button – it closes the window when
clicked.
Split box (horizontal & vertical) – it is used
viewing two parts of a document
simultaneously.
Scroll bars – these are used to move the screen
display horizontally and vertically. Each
scroll bar comes with scroll arrows and a
scroll box.
Status Bar – It is bar at the button of the
application. It can be customized to display
or hide various status indications
 Productivity Tools
The Microsoft Office GUI
 Menus of MS Word
◦ Office button
◦ Home menu
◦ Insert menu
◦ Page Layout menu
◦ References menu
◦ Mailing menu
◦ Review menu
◦ View menu
 Steps to save the document
1. Click SAVE ICON or press Ctrl +S.
2. Highlight SAVE or press CTRL S or click
SAVE ICON
3. SAVE IN : click this
ARROW DOWN
4. Double click LOCAL DISK D:
5. Double click your folder’s name
Ex. NDC551N2
6. Type the specified filename:
Ex. Format.docx
Menu – when clicked, will produce a list of
commands that are related to each other.

* Office button – command to make a new

file, open a file, save, or print a file.
* Home menu – command to make copy,
paste, cut, change the font size, select
font name, or layout the margins
* Insert menu – command to insert table,
clip art, pictures, shapes, chart,
hyperlink, text box and etc.
* Page Layout – command used to set
the margins, size of the paper,
orientation, spacing
* Reference menu – command to make
table of contents, add text, insert
footnote, and etc.
* Mailings menu – command used to
label envelope
* Review menu – command for
checking
the spelling and grammar
 Office Productivity
FLUENT USER INTERFACE

◦Microsoft Office 2010 features

an overhauled GUI, official
known as Fluent User Interface.
The menu and toolbars in older
versions have been replaced by
task-specific tabs.
TFI TEKTEACH
Office Productivity
File Tab Icons
Office Productivity
Ribbon Icons
Office Productivity
Ribbon Icons
 Productivity Tools

The Microsoft Office suite is composed of several programs,

including Word, Excel, PowerPoint, Access, and Outlook. It
also features a graphical user interface that makes it easier
for users to interact with the program. The GUI includes
toolbars, menus, and icons.

Mastery in using the keyboard is essential for efficient word

processing tasks. The standard 104-key keyboard used by
English-speaking countries has a QWERTY keys layout. The
keys are arranged in groups, which are the main keypad,
numeric keypad, function keys, and cursor keys. The
keyboard also contains indicator lights, modifier keys, and
character control keys. TFI TEKTEACH
 Processes in Word Processing

At the end of this lesson, the

student will be able to:
1. Be familiar with the basic
operations in word processing.
2. Be acquainted with the processes
and commands of Microsoft®
Word.
 Processes in Word Processing

Starting a Word Processing Program

Typing, Erasing, and Editing Text
Find and Replace
Spelling, Grammar, and Thesaurus
Saving, Retrieving, and Printing Documents
Page Layout
Formatting Texts and Paragraphs
Previewing a Document and View Options
 Processes in Word Processing

Word processing is important in

desktop publishing. Compared to
typewriters and other manual forms
of encoding text, using the
computer’s word processing software
is more convenient in terms of editing
and formatting.
 Working with Images
At the end of this lesson, the student will
be able to:
1. Differentiate among the different
graphic file formats.
2. Explore the different ways of editing
and manipulating images on the
computer.
3. Import and export images within the
desktop publishing system using
various file formats.
 Working with Images
Different Image File Formats
 Vector graphics

◦ composed of mathematical formulas that represent

images
◦ they are not dependent on their original resolution and
are flexible enough to be scaled in many different ways
without affecting their final resolution
◦ they are best used for illustrations or drawings, and are
created and edited using vector graphics software.

TFI TEKTEACH
 Working with Images
Different Image File Formats
 Raster graphics

◦ also known as “bitmapped graphics”, are image

information rendered as pixels
◦ highly dependent on their original resolution
◦ image quality lessens when the image is resampled to a
lower resolution

TFI TEKTEACH
 Working with Images
Different Image File Formats
 Meta format images

◦ file formats that can be used by different applications

◦ can accommodate both vector and raster information,
such as Windows® Clip Art files.

TFI TEKTEACH
 Working with Images
Different Image File Formats
Commonly used digital image file formats

TFI TEKTEACH
 Working with Images
Resolution
 the clarity of an image that is measured by dots
per inch (dpi)
 this means that per one-inch line there are 300

dots or pixels
 this translates to 90,000 dots per square inch
 professional printers require digital images to

have a 300-dpi resolution

TFI TEKTEACH
 Working with Images
Scanning Images
 A scanner is a piece of hardware that converts

light reflected from the object being scanned and

creates a digital image of the object.
 These digital images have a resolution

predetermined by the scanner settings.

TFI TEKTEACH
 Working with Images
Image Manipulation Using Microsoft Paint
 Tools
 Resizing
 Cropping
 Flip / Rotate
 Invert Colors
 Saving

TFI TEKTEACH
 Working with Images
Image Manipulation Using Microsoft Word

TFI TEKTEACH
 Working with Images

Using images is a key aspect of desktop

publishing. Learning how to create and
manipulate graphics on the computer will
help you communicate effectively. There are
different types of image file formats that can
be used to store graphics. Aside from
importing graphics from the Internet, we can
also use the scanner to save images, like
photographs.
TFI TEKTEACH
 Design Elements in Word
Processing

At the end of this lesson, the student will be able to:

1. Use the different tools in the Drawing toolbar.
2. Learn to handle objects and elements in Word.
3. Learn the process of preparation using Word.
4. Appreciate the value of wireframing.
5. Explore the different ways of editing and
manipulating images on the computer.
6. Import and export images within the desktop
publishing system using various file formats.
TFI TEKTEACH
 Design Elements in Word
Processing
Design Elements
 all the items that you will be putting in your

publication: texts, images, and other design

details

Drawing Toolbar
 would enable you to create design elements

TFI TEKTEACH
 Design Elements in Word
Processing
Drawing Toolbar

TFI TEKTEACH
 Design Elements in Word
Processing
AutoShapes
 will open many choices of default shapes that

Word can generate for you

 basic lines, polygons, and a few other designs,

such as callouts and flowchart symbols

TFI TEKTEACH
 Design Elements in Word
Processing
Text Box
 particularly effective in arranging chunks of text

in your document
 You can place all sorts of content inside a text

box: texts, images, and other text boxes

TFI TEKTEACH
 Design Elements in Word
Processing
Word Art
 Word feature to create colorful and playful texts
 Useful for banners and headings

TFI TEKTEACH
 Design Elements in Word
Processing
Inserting Pictures
 Images
 Clip Art

◦ Vector graphics that can be used in different MS Office

applications
◦ They maintain their quality even if you resize them

TFI TEKTEACH
 Design Elements in Word
Processing
Arranging Design Elements
 Text Wrapping and Element Ordering
◦ Text wrapping refers to the behavior that the text (and
other elements) will take when an element is placed.
Here are the following choices. The small illustration
beside each option shows the sample.

TFI TEKTEACH
 Design Elements in Word
Processing
Formatting Elements
 Colors and Lines

TFI TEKTEACH
 Design Elements in Word
Processing
Formatting Elements
 Size

TFI TEKTEACH
 Design Elements in Word
Processing
Formatting Elements
 Layout

TFI TEKTEACH
 Design Elements in Word
Processing
Formatting Elements
 Picture

TFI TEKTEACH
 Design Elements in Word
Processing

Using your DTP software to its fullest capacity is just one of

the skills needed in creating a successful and creative
publication. In your case, you will be using Word. Even
though it is a word processing software, you will be trained
in using its design capabilities extensively. A successful
design effectively integrates the use of lines, shapes, and
texts – all of which can be accomplished using the Drawing
toolbar. Also, one technique to ensure a smooth flow in the
publication process is by using a wireframe model to plan
your design before moving on to the use of your DTP
software.
TFI TEKTEACH
 Designing a Report

At the end of this lesson, the student will be able

to:
1. Create organized reports.
2. Develop creative skills in data
presentation.

TFI TEKTEACH
 Designing a Report
Guides to Effective Visual Communication
 Directness
 Efficiency
 Contextualization
 Organization
 Relevancy
 Underscoring
 Maximizing

TFI TEKTEACH
 Designing a Report
Creating a Report
 Title Page
 Content Page
 Adding Images

TFI TEKTEACH
 Designing a Report

The aim of a desktop publishing project such as a

report is to communicate well. An organized
design helps to convey meaning effectively. While
templates exist to facilitate the task of designing
publications, it remains important for any student
of desktop publishing to understand that effective
communication is no accident but a product of
deliberate choices made following a design plan.

TFI TEKTEACH
 Designing a Greeting Card

At the end of this lesson, the student will be able

to:
1. Name the elements of graphic design.
2. Explain basic design skills.
3. Apply the elements of graphic design and
basic design skills to create a greeting
card.
4. Explore other graphic design projects.

TFI TEKTEACH
 Designing a Greeting Card
The Elements of Graphic Design
Elements – the basic tools of design

1. Line
2. Shape
3. Space
4. Color
5. Texture
6. Type

TFI TEKTEACH
 Designing a Greeting Card
Guidelines in Using the Elements of Design
 Always work from a design theme, style, or

concept.
 Having a guiding overall concept for any design

project makes the task of choosing how to use

elements easier.
 Use each element to their best advantage.
 Explore the possibilities of each element

contributing to the overall meaning and

emotional impact of your design.

TFI TEKTEACH
 Designing a Greeting Card
Making a Greeting Card
 Using a Template to Create a Greeting Card in
Microsoft Word

 Creating a Greeting Card from Scratch

TFI TEKTEACH
 Designing a Greeting Card
Other Graphic Design Projects
1. Calling Cards
2. Posters and Flyers
3. Website Design

TFI TEKTEACH
 Designing a Greeting Card

Pictures say more things than words. With a few

well-chosen images, you can communicate quickly
and effectively. Greeting cards make use of images
in order to commemorate important events and
dates. By making your own greeting card, you can
show the recipient that you care about him/her,
and that you took the time out to create something
unique. Microsoft Publisher is the default program
that you can use in making greeting cards.
TFI TEKTEACH
 Designing a Newsletter

At the end of this lesson, the student will be able

to:
1. Examine forms, text area fields, select lists, and other
input types.
2. Adapt the above to the different demands of the users
of the page.
3. Process online forms.

TFI TEKTEACH
 Designing a Newsletter
The Newsletter
 An example of a publication that talks about a

specific topic of interest to a particular audience,

such as fans of a sports team or a band
 Meant to inform an update its readers of

developments on that topic

 Made up of more than one page
 Usually follows a consistent layout style called a

grid which aids readers in finding information

TFI TEKTEACH
 Designing a Newsletter
The Newsletter
 Types
1. Promotional
 for promoting a product or service
2. Relationship
 for building a community of people with a common interest
in something, such as the members of a church or the fans
of a person or thing
3. Expert
 for sharing expertise on business matters and technology
issues; usually, but not always, paid-for subscriptions

TFI TEKTEACH
 Designing a Newsletter
The Newsletter
 Parts of a Newsletter

TFI TEKTEACH
 Designing a Newsletter
Publishing a Newsletter
 Getting Started

◦ Start with your purpose; your design should be based

on how you intend to use your newsletter
◦ Newsletter is made to inform; readability of your
information comes first
◦ Unity of a grid helps along the ease in reading
◦ Consider your target audience

TFI TEKTEACH
 Designing a Newsletter
Publishing a Newsletter
 Creating a Newsletter with a Template

◦ The MS Office website is a very good resource for

newsletter templates

 Creating a Newsletter from Scratch

TFI TEKTEACH
 Designing a Newsletter
Publishing a Newsletter
 Guidelines

TFI TEKTEACH
 Designing a Newsletter
Publishing a Newsletter
 Guidelines
1. Unity
2. Rhythm / Repetition
3. Balance
4. Dominance
5. Proportion

TFI TEKTEACH
 Designing a Newsletter
Publishing a Newsletter
 It is recommended that you also:

1. Use white space

2. Watch your words
3. Remove the spaces between paragraphs
4. Use standard punctuation
5. Use no more than three fonts in a publication to keep
the page neat
6. Consider how best to align your text
7. Use an appropriate font size for your body copy line
length
8. Use clip art sparingly

TFI TEKTEACH
 Designing a Newsletter
Publishing a Newsletter
 Saving Options

◦ Saving your newsletter in the default format of your

software will ensure that your design stays exactly as
you made it even after you have closed the program.
◦ However, Microsoft Office Tools give you the option of
saving a publication such as a newsletter in Web page
format; but be aware that some alterations in the
appearance of your design are likely to happen as the
change in format causes the loss of some information.

TFI TEKTEACH
 Designing a Newsletter

The design process becomes a step easier in this

lesson as you learn that there are guidelines or
principles that govern the use of elements, your
basic design tools. These principles, along with the
purpose of your publication, will lead you in deciding
where to put things and why you should put them
there. The technique of making any design work lies
in knowing what looks good and helps readers find
the information they need or want.

TFI TEKTEACH
 Designing an Advertisement

At the end of this lesson, the student will be able

to:
1. Learn the basics of advertising design.
2. Apply previously learned desktop
publication skills.
3. Create an advertisement.

TFI TEKTEACH
 Designing an Advertisement
The Art of Advertising Design
 Layout
◦ should feature your product’s best assets
◦ A plan of where to place an element and how big it
should be
◦ Will serve as the frame or backbone of your ad

TFI TEKTEACH
 Designing an Advertisement
The Art of Advertising Design
 People notice five advertising design elements

1. Visual
2. Caption
3. Headline
4. Copy
5. Signature

TFI TEKTEACH
 Designing an Advertisement
The Art of Advertising Design

Ad examples and the different layouts used

TFI TEKTEACH
 Designing an Advertisement
The Art of Advertising Design

Ad examples and the different layouts used

TFI TEKTEACH
 Designing an Advertisement
Tips and Tricks in Designing Advertisements

 Contrast is Good
 Maintain Balance
 A Picture is Worth a Thousand Words
 Know Your Customers
 Remember Your Goal

TFI TEKTEACH
 Designing an Advertisement
What to Avoid

 Too Much Clutter

 Unclear Message
 Errors
 Lack of Contact Details

TFI TEKTEACH
Designing an Advertisement
Consider the following ad
What is wrong with it?

TFI TEKTEACH
 Designing an Advertisement
Consider the following ad
On the other hand, consider this second ad.
Notice the difference.

TFI TEKTEACH
 Designing an Advertisement
Making an Advertisement
 Getting Started

◦ Do research and know your market

◦ Your design must suit your purpose
 Creating an Ad with a Template
◦ Check out the templates in the Microsoft Office website
 Creating an Ad from Scratch
◦ Create a wireframe
◦ You may place elements of your advertisement design
based on the different layouts that you have learned

TFI TEKTEACH
 Designing an Advertisement

Advertisements are a combination of text and

graphics that intend to sell something – whether it
is a product, an idea, or a concept. Knowledge of
the elements of design and how to best utilize
these elements will lead to a well-executed
advertisement that is both eyecatching and
persuasive.

TFI TEKTEACH
END OF DESKTOP
PRODUCTIVITY
LESSONS 1 TO 8

TFI TEKTEACH